Attachment 1 - PWS CASS 8-18-2021.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

CASUALTY ADMINISTRATIVE SERVICES SUPPORT (CASS)

AT

FORT KNOX, KENTUCKY

PANMCC-21-P-0000 015676

PART 1

GENERAL

1 GENERAL

This is a non-personal services contract to provide Casualty Administrative Services Support (CASS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 INTRODUCTION

The contractor shall provide all services, supervision, and labor, except that specified herein as government-furnished, to perform casualty support and contingency casualty support functions at Fort Knox, Kentucky. The contractor shall provide services In Accordance With (IAW) the terms, conditions, and specifications of this contract (and resulting Task Orders (TOs)). The contractor shall adhere to all inter-service, intra-service, mutual support agreements, and service contracts made by government officials at Fort Knox, Kentucky. The contractor shall assume total responsibility for all requirements stated herein on the first day of contract performance period.

1.1.1 BROAD WORK DESCRIPTION

1.1.1.1 Work Responsibility. Contractor work and responsibility shall include all contractor planning, programming, administration, management, supervision, and execution necessary to provide specified services. The contractor shall conduct work IAW this contract and all applicable federal, state, and local laws, standards, codes, regulations, and directives to include applicable publications in Section 6 of this contract. The contractor shall ensure that all work meets critical reliability rates or tolerances specified in contract specifications, the Performance Requirements Summary (PRS), Technical Exhibit (TE) 1, or in applicable referenced documents. The contractor shall perform all contractor-related administrative services, such as material requisitioning, Quality Control (QC), financial control, and correspondence, in order to meet contract specifications. The contractor shall acquire and maintain accurate and complete records, files, and libraries of documents to include federal, state, and local regulations, codes, and laws, which are necessary and related to functions being performed.

The contractor shall compile historical data, prepare required reports, and submit information as presented in this contract.

1.1.1.2 Functional Areas. Work to be performed by the contractor is categorized under Functional Areas, found in Part 5.

1.1.2 MISSION

The mission of the Army Casualty and Mortuary Affairs Operations Division (CMAOD) is to assist and support Army Families in an emotionally stressful time of bereavement, as well as provide training and resources to all Soldiers serving in Casualty Assistance, Notification, or Army Representative capacities, and those dedicated professionals assisting Army Family members in their time of greatest need.

1.2 MANAGEMENT AND ADMINISTRATION

1.2.1 Phase In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have a phase-in period prior to contract full performance. The phase-in period shall be approximately 30 calendar days in duration starting before the contract full performance. During the phase-in period, the contractor shall become familiar with performance requirements in order to assume full responsibility for all areas of operation IAW the terms and conditions of this contract. During the phase-in period, the contractor shall at aminimum:

1.2.1.1 At a minimum, have on-board the contract PM.

1.2.1.2 Recruit, hire and train to support full performance contract requirements after phase in.

1.2.1.3 If applicable, ensure subcontracting plans are in place in all designated areas

1.2.1.4 Ensure staff is ready to start full performance after end of phase in period.

1.2.1.5 Obtain all required certifications, license and permits

1.2.1.6 Discuss specific tasks training dates, requirements and responsibilities with the COR.

1.2.1.7 Develop and submit any required deliverable(s).

1.2.2 PHASE-OUT PERIOD

1.2.2.1 Phase-out Period. The contractor shall provide a phase-out plan to the Contracting Officer's Representative (COR) for approval 60 calendar days prior to contract completion if contract services are not required in the next option period of the contract, as requested by the government. The plan shall describe how the contractor shall approach the following issues:

turn-over of work-in progress, transfer of data and information and any other actions required to ensure continuity of operations. During the phase-out period, the incumbent shall be fully responsible for performance of all contract services.

The incumbent contractor shall cooperate to the extent required to permit an orderly change over to the successor contractor.

1.2.2.1.1 The contractor shall begin executing the phase-out plan 30 calendar days prior to contract completion if contract services are not required in the next option period.

1.2.3 CONTRACTOR ADMINISTRATION

1.2.3.1.1 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (KO), COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.2.3.1.2 Contracting Officer's Representative (COR). The COR will be identified by separate letter from the KO. The COR monitors all technical aspects of the contract and resultant TOs and assists in contract/TO administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract/TO; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor contractor's performance and notify both the KO and contractor of any deficiencies; coordinate availability of government furnished property, to include incidental property; and provide site entry of contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract/TO. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems.

1.2.3.1.3 Contractor. The contractor shall not accept any instructions issued by any person employed by the U.S. government or otherwise, other than the KO or the COR acting within the limits of his or her authority. The contractor shall not in any way represent that he is a part of the U. S. Government or that he has the authority to contract or procure supplies for the account of the United States of America.

1.2.3.2 Meetings, Conferences, and Briefings. The contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to contracted functions and services as required by the government to provide effective communication and impart necessary information at no additional cost to the government.

The contractor shall participate in meetings with installation customers, federal, state, and local agencies and their representatives, and other contractors as required by the government.

1.2.3.3 Federal Holidays. All government offices will be closed, except for minimum essential personnel required for in-house operations, during Federal holidays. Except as otherwise specified, the contractor shall not schedule routine work on Federal holidays. Legal Federal holidays:

New Year’s Day 1 January (or observed)

Martin Luther King, Jr. Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4 July (or observed) Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11 November (or observed) Thanksgiving Day 4th Thursday of November Christmas Day 25 December (or observed) Juneteenth

1.2.3.4 Hours of Operation

1.2.3.4.1 Regular Duty Hours. The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. The contractor is responsible for conducting business, for a maximum of 40 hours per week pay period or a maximum of 80 hours per two week pay period except on Federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. Overtime is not authorized under this TO/contract. The regular duty hours for contractors in CMAOD for this contract shall be from 0800 to 1630, Monday through Friday, not including Federal holidays.

1.2.3.5 Place of Performance. The contractor shall perform services under this contract at Fort Knox, KY.

1.2.3.5.1 Teleworking. The contractor shall telework to mission requirements, if agreed upon by the government End User/Requiring Activity, Contractor Officer Representative (COR), and Contractor Program Manager (PM) and/or Contract Manager.

1.2.4 KEY AND OTHER PERSONNEL

The contractor shall provide qualified supervisory, technical, quality control, administrative, and clerical personnel to accomplish all work and services IAW this contract terms and conditions and PWS within specified time frames.

Contractor employees shall be trained, qualified, certified, or licensed as required in this contract prior to starting work.

The government will not provide initial skills training to contractor employees. The contractor shall maintain records of training qualifications, certifications, and licenses and make copies of training certificates available to the government upon request. The contractor shall maintain the workforce in such a manner as to ensure that employees remain fully qualified to perform work assigned. Personnel performing under this contract shall be employees of the contractor and not the government. The following personnel are considered key personnel by the government: Program Manager and APM. Both of these positions shall be located onsite at Fort Knox, KY. Qualifications for all key personnel are listed below:

1.2.4.1 Program Manager (PM).

1.2.4.1.1 The prime contractor shall employ the PM, who shall be responsible for the work performance required by this contract and have full authority to act for the contractor on all matters related to this contract’s daily operations.

1.2.4.1.2 The PM shall possess one year experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided, and possess BS or BA preferably in a business field of study. Minimum of three years’ experience in managing a contract similar in scope and size may be substituted for education requirement.

1.2.4.1.3 The PM is considered essential to the performance of this contract. The qualifications of the PM shall be submitted to the KO and (COR)s within three business days of award and within three business days of any subsequent changes. Replacements shall meet or exceed qualification standards set in this PWS.

1.2.4.2 Alternate Program Manager (APM). Contractor shall designate an APM who shall:

1.2.4.2.1 Be responsible for assisting the PM in performing the services required within the contract’s terms and conditions and PWS; monitoring all services rendered; providing all documentation to the government; and acting on behalf of the PM in his/her absence as required under the contract.

1.2.4.2.1.1 In the absence of the PM, the APM will have full authority to act on behalf of the contractor on all contractual matters relating todaily operations under the contract.

1.2.4.2.1.2 The APM will act as the alternate POC with the COR and/or the KO.

1.2.4.2.2 The APM shall have one year experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided, and possessBS or BA preferably in business or related field to scope of this contract. Minimum of two years’ experience in managing a contract similar in scope and size may be substituted for education requirement.

1.2.4.3 Employment Limitations. The contractor shall not employ any person whose employment violates the joint ethics requirements of DoD Reg. 5500.7-R. The contractor shall employ only persons that are legal residents of the United States to accomplish work specified in this contract.

1.2.4.4 Identification of Employees

1.2.4.4.1 Government Common Access Card. Contractor employees who are required to access government computers with machine readable cards within performance of their duties will be issued the government Common Access Card (CAC). The contractor employee shall complete DD Form 1172-2 Application For Identification Card/ Defense Enrollment Eligibility Reporting System (DEERS) Enrollment, in lieu of DD Form 1172. The contractor’s Facility Security Officer shall certify on the individual’s application for a CAC that the CAC is required in performance of employee’s duties. The contractor employees that require access to government systems in order to perform services under this contract shall obtain a CAC.

Proof of employment and security clearance / favorable background check is required before a CAC will be issued authorizing access to the Installation and government computer systems.

1.2.4.4.1.1 Requirements for the Common Access Card. Before Common Access Card issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non- DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of six months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.2.4.4.1.2 Contractor personnel shall display CAC at all times when performing work under this contract within the confinement of the DoD facility where the work is to be performed.

1.2.4.4.2 Contractor Accountability

1.2.4.4.2.1 Upon termination of this contract or termination of employment of anycontractor or subcontractor employee, the contractor shall collect and properly dispose of all contractor/subcontractor-furnished identification cards.

1.2.4.4.2.2 The PM shall be responsible for collection and turn-in of Department of the Army (DA) Civilian Computer Access Cards from contractor/subcontractor employees that are terminated and upon completion of contract. DA Civilian Computer Access Cards shall be collected and turned into the COR, or his/her designated representative. Turn-in shall be accomplished within five work days of employee termination and/or contract expiration. If the card is not collected, the contractor shall notify the KO and Chief, AG ID Card Section, in writing within 24 hours of employee termination and/or contract expiration as to circumstance for non-collection of card(s).

1.2.4.4.3 Identification of Contractor Employees: All contract personnel attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.2.4.4.4 Utilizing Electronic Mail (e-mail). When contractor or subcontractor personnel send e-mail messages as part of contract performance, each sender shall include his/her first and last name, e-mail address and name ofemployer. Accounts established in government e-mail systems for contractor and subcontractor personnel shall identify individuals as contractor personnel in the Address Book display and on individuals’ e-mail. Detailed properties for the account shall include name of employer and customer’s name for the contract. The contractor shall immediately notify KO and Network Enterprise Center (NEC) when a contractor employee is no longer performing duties that required an account in the government e-mail system.

1.2.4.4.5 Personnel Removal. Government rules, regulations, laws, directives, and requirements which areissued during the contract term relating to law and order, installation administration, and security on the installation shall be applicable to all contractor employees or representatives who enter the installation. Violation of such rules, regulations, laws, directives, or requirements may be grounds for removal (permanently or temporarily as the government determines) from the work site.

Removal of employees does not relieve the contractor from the responsibility for work defined in this contract.

1.2.5 Personnel Training. The contractor shall track all training requirements, and ensure that allcontractors working on this contract are compliant. If the training requirements are not met, the government (installationor command) may refuse access to systems and/or work location and the contractor shall be considered delinquent in providing acceptable staff. The contractor shall maintain training records that are subject to inspection upon request from the government.

1.2.5.1 Formal Training and other CMAOD Functions During Contract Period. The contractor may participate in approximately 40 hours of training throughout the contract year that may be offered by the government which may include skill development, team building exercises, wellness training, and updates on the latest casualty requirements, advanced technology innovations implemented, and/or significant changes to other CMAOD programs. CMOAD will provide specific training for contractors required to use the Defense Casualty Information Processing System (DCIPS). Contractor is encouraged, but not required to attend JPED events and/or CMAOD events in which the PM may consider educational and/or beneficial to their wellness and well-being. Examples include CMAOD Town Halls, Hail and Farewells, and/or Resiliency Sessions. These events promote teamwork and are not tied to procurement or any other sensitive information.

1.2.5.2 Cross-Training During Contract Period. The contractor shall complete approximately 120 hours per FTE of training throughout the contract year to cross-train in each area of CMAOD listed in Section 5 of this PWS. This training will prepare contract employees for a contingency-related task order to be executed against any of the tasks in this PWS with minimal ramp up time. CMAOD will provide initial and refresher training for each task in Section 5. Training schedules shall be coordinated between the Branch Chief of each section, COR, and the contractor PM.

1.2.5.3 Contractor Employees Who Require Access to Government Information Systems: All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) https://atc.us.army.mil/iastar/index.php at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter. The contractor shall maintain training records and make copies of training certificates available to the government upon request.

1.2.5.4 OPSEC Training: Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training. All contractor employees shall abide by OPSEC Policies.

1.2.5.5 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website:

https://jkodirect.jten.mil/.

1.2.5.6 Annual Cyber Awareness Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete the Annual Cyber Awareness Training located at the US Army IA Training Center within 30 calendar days of their reporting for duty and annually thereafter.

1.2.5.7 Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees shall receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.2.5.8 Access and General Protection/Security Policy and Procedures. The contractor and all associated subcontractor(s) employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall comply with all personal identity verification requirements (Federal Acquisition Regulation (FAR) clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, Headquarters, Department of the Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the government may require changes in contractor security matters orprocesses. Contractor shall comply with AR 19-13.

1.2.7 CONTINGENCIES

1.2.7.1 The government develops contingency plans to support increased training missions, mobilization, and severe weather, and to augment state and local governments in the event of other natural emergencies. The government must be able to react to such events without undue delay.

1.2.7.2 These sudden and unusual events could result in great impact to contractor performance and contract requirements. In the event that unusual conditions develop, the contractor shall continue, and expand if necessary, contract performance only when directed by the KO. The cost of any expended efforts in excess of current contract requirements will be negotiated between the contractor and government when the abnormal situation occurs and required support is identified.

1.2.8 DOCUMENTATION AND REPORTS

1.2.8.1 Standing Operating Procedures (SOPs). The contractor shall develop SOPs for each management and functional area covered under this contract unless otherwise specified. These SOPs shall be submitted for government approval within 30 calendar days of issuance of a task order for that functional area. Each functional area SOP shall be identified by the applicable contract paragraph. SOPs shall describe in detail the procedures for each area and cover, at a minimum, the following topics: quality control IAW with quality control plan (QCP), hours of operation, work assignments, approval authorities, work flow, functional relationships between the government and the contractor and between the contractor’s organizational elements, and any other information needed for efficient and uniform performance. The contractor shall develop and obtain government approval on external coordination SOPs for those functions that require the contractor to directly interface with authorized customers. The SOPs shall become the property of the government.

1.2.9 ADMINISTRATIVE REQUIREMENTS

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

1.2.9.1 Release of Information. The contractor shall not release any news (including any visual information products) or installation-related information on any subject matter within this contract or any phase of any program herein to the media or any other unauthorized users prior to coordination with the KO and written approval of the Public Affairs Officer (PAO).

1.2.9.2 Files. Government-furnished classified and unclassified files in existence at the contract start date, and those generated under this contract, shall be maintained and retired IAW AR 25-400-2 in its entirety, and any installation supplements thereto and other applicable Army regulations and directives. The contractor shall provide security of classified documents IAW AR 380-5 and DoD 5200.1-R, National Industrial Security Program Operating Manual, in their entirety. All such records and files shall be made available for review by any agency or individual authorized access by the KO. All functional files maintained by the contractor under the provisions of this contract are the property of the government and shall be returned to the government upon completion or termination of this contract. The contractor shall provide a List of Selected File Numbers, in compliance with Paragraph 5-13 of AR 25-400-2. The contractor may not generate and maintain files for purposes other than those relating to the services being contracted.

1.3 PERFORMANCE

1.3.1 QUALITY CONTROL.

1.3.1.1 QC Performance: The contractor shall be responsible for the quality of products and services provided under the terms of this contract, to include those provided by its subcontractors. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that work complies with the requirement of the contract. The Quality Control Plan (QCP) shall be delivered within 30 calendar days after contract award and shall be submitted to the Contracting Officer Representative (COR) within 5 calendar days when changes are made thereafter. After acceptance of the QCP, the contractor shall receive the COR’s acceptance in writing of any proposed change to the QC system.

1.3.1.2 Government Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.3.1.3 Quality Control Files: The contractor shall maintain a file of all inspections or tests conducted by the contractor, to include any corrective actions taken in accordance with Federal Acquisition Regulation (FAR) part 46.105.

1.3.1.4 Personnel Security Clearances. Due to the nature and location of work to be performed under this contract and the requirement for certain classified data, specified contractor personnel shall possess security clearances. Personnel security requirements are set forth in DD Form 254, Department of Defense Contract Security Classification Specification. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires contractors to comply with— (1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); (2) any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

1.4 INFORMATION SECURITY.

1.4.1 DATA SECURITY. The contractor, unless otherwise authorized by the government, shall limit access to PII to those employees and subcontractors who require the information in order to perform their official duties under this contract. The contractor, contractor employees, and subcontractors shall physically or electronically protect PII when not in use and/or under the control of an authorized individual. During the course of contract performance, when PII is no longer needed or required to be retained under applicable government records retention policies, the contractor shall coordinate with the contracting officer to either turn over the PII to the government, or destroy it through means that makes the PII irretrievable (i.e., permanently unavailable for access by any person). The contractor shall only use PII obtained under this contract for purposes of the contract, and shall not collect or use such information for any other purpose without the prior written approval of the KO. At expiration or termination of this contract, the contractor shall coordinate with the contracting officer to either turn over all PII managed under the contract that is in its possession to the government or successor contractor, or if the government so directs, destroy the PII.

1.4.2 DATA RIGHTS. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.3 DATA BREACH RESPONSE AND NOTIFICATION. The contractor shall adhere to the reporting and response requirements for PII set forth in Memorandum, Office of the Secretary of Defense, Subject: Safeguarding Against and Responding to the Breach of Personally Identifiable Information (PII), June 5, 2009, ALARCT 050/2009, DoD 5400.11-R, and any amendments. The contractor or its subcontractor(s) shall immediately notify the KO and COR upon discovery that a suspected or actual breach of PII has occurred. The notification shall include, to the greatest extent possible, the identification of each individual whose PII has been or possibly has been breached. In addition, the contractor or its subcontractor shall provide the KO and COR with any other available information that must be included in required breach reporting and notifications. The contractor shall provide this information at the time of the initial notification to the government or promptly thereafter as information becomes available. The government will determine whether a breach of PII has occurred, and whether breach notification to affected individuals is required.

1.4.4 ORGANIZATIONAL CONFLICT OF INTEREST. Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5 ORDERING.

Ordering will be centralized. Only CMAOD is authorized to use this contract to satisfy its requirements for CASS upon prior Government approval (see Section III of Ordering Guide). COR contacts KO, who is empowered to place orders in accordance with the terms and conditions of the contract, the FAR, DFARS (as applicable), and its own agency procedures.

Any request for deviation from the terms of this contract shall be submitted through COR to KO for Government approval.

1.5.1. ORDERING TERMS AND CONDITIONS.

1.5.1.1. All orders issued under this contract are subject to the terms and conditions of this contract. The contract takes precedence in the event of conflict with any order.

1.5.1.2. All services and supplies under this contract will be ordered by issuance of written TOs in accordance with Federal Acquisition Regulation (FAR) subpart 16.5, Indefinite Delivery Contracts and Defense Federal Acquisition Regulation Supplement (DFARS) 216.505, Indefinite Delivery Contracts, FAR Part 12. An appropriate order form (SF 1449) shall be issued for each order.

1.5.1.3. The place of performance and/or delivery for all items will be cited under individual TOs issued under this contract.

1.5.1.4. The contractor shall respond to all Task Order Requests (TORs) within the proposal submission date, as specified in the TOR submittal instructions.

1.5.1.5. The contractor shall be responsible for all bid and proposal costs incurred in performance of the contract.

1.5.1.6. Performance under orders shall commence only after receipt of an executed order via facsimile, e-mail, or by verbal direction from the KO. If verbal direction is given, written confirmation will be provided within five working days of the verbal order. The Government shall not be obligated to reimburse the contractor for work performed, items delivered, or any costs incurred, nor shall the contractor be obligated to perform, deliver, or otherwise incur costs except as authorized by duly executed orders.

1.5.1.6.1. The KO reserves the right to withdraw and cancel a TOR if issues pertaining to the proposed task arise that cannot be satisfactorily resolved.

1.6 MONTHLY STATUS REPORT (MSR): The contractor shall generate and submit the MSR to the COR no later than the 5th calendar day of each month at the TO level. The MSR shall include activities of those assigned to the project, problems encountered, actual or recommended corrective action, results from quality control inspections conducted by the contractor, and workload performed during the previous month. At a minimum, the contractor shall report the areas identified in TE 3, Estimated Workload Data, that will be included in TOs, addressing the following items in an excel spreadsheet format:

Contract/TO number;

Period of performance covered by the report;

Workload Assigned by Sections, to include new cases as well as existing case load for the month.

Workload Completed by Section

Describe problems encountered; if none, so state;

Actual or recommended corrective action; if none, so state;

Staffing rate for the month;

Turnover rate for the month and cumulative turnover rate;

Training completed by contractor and subcontractor personnel (i.e. iWATCH training);

Workload performed during the month; at a minimum, the contractor shall report the workload in an excel spreadsheet format correlating to TE 3;

o Number of cases closed per applicable section;

o Number of exhausted cases per applicable section;

o Number of new cases assigned per applicable section;

Provide the results from quality control evaluations completed; at a minimum data shall include, but not be limited to:

o The area of the TO inspected, o Evaluation method (i.e., random sampling, 100% inspection), sampled population, standard, and whether or not the standard was met, o If standard was not met, provide detailed explanation of corrective measure taken to resolve.

PART 2

DEFINITIONS & ACRONYMS

ACRONYMS:

AFDIL – Armed Forces DNA Identification Laboratory AHRC – Army Human Resources Command AQL – Acceptable Quality Level APM – Alternate Program Manager ARIMS – Army Records Information Management System AT – Antiterrorism ATCTS – Army Training Certification Tracking System CA – Corrective Action CAP – Corrective Action Plan CASS – Casualty Administrative Services Support CDR – Contract Discrepancy Report CMAOD – Casualty and Mortuary Affairs Operations Division CMAB – Casualty and Mortuary Affairs Branch CMR – Contractor Manpower Reporting COR – Contracting Officer's Representative DA – Department of the Army DCIPS – Defense Casualty Information Processing System DEERS – Defense Enrollment Eligibility Reporting System DFARS – Defense Federal Acquisition Regulation Supplement DNA – Deoxyribonucleic acid DPAA – Defense POW/MIA Accounting Agency DSS – Defense Security Services EMCS – Energy Management Control System EPA – Environmental Protection Agency FAQ – Frequently Asked Questions FAR – Federal Acquisition Regulation FIPS – Federal Information Processing Standard FM – Frequency Modulation FPCON – Force Protection Condition FRS – Family Reference Sample FSO – Facility Security Office FY – Fiscal Year GOCO – Government Owned Contractor Operated HQDA – Headquarters, Department of the Army HRC – Human Resources Command IA – Information Assurance IAW – In Accordance With ID – Identification IDPF – Individual Deceased Personnel File IT – Information Technology JPAS – Joint Personnel Adjudication System KO – Contracting Officer MIA – Missing in Action MP – Military Police MSR – Monthly Status Report mtDNA – Mitochondrial DNA NACI – National Agency Check with Inquiries NARA – National Archives and Records Administration NEC – Network Enterprise Center NOK – Next of Kin NPRC – National Personnel Records Center

OMPF – Official Military Personnel File OPSEC – Operation Security OSHA – Occupational Safety and Health Administration PAO – Public Affairs Officer PCRB – Past Conflict Repatriation Branch PII – Personal Identifiable Information PM – Program Manager PNOK – Primary Next of Kin POC – Point of Contact POW – Prisoner of War PRS – Performance Requirements Summary PWS – Performance Work Statement QA – Quality Assurance QASP – Quality Assurance Surveillance Plan QC – Quality Control QCP – Quality Control Plan SDO – Staff Duty Officer SNOK – Secondary Next Of Kin SOP – Standing Operating Procedure TARP – Threat Awareness Reporting Program TASS – Trusted Associate Sponsor System TE – Technical Exhibit TO – Task Order yDNA – Paternal Deoxyribonucleic Acid

DEFINITIONS:

2.1 Contracted Employee: For the purpose of this contract, the term "contractor employee(s)" applies to all contractor and subcontractor employees performing work on this contract.

2.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts/TOs, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind (obligate) the government.

2.3 Contracting Officer’s Representative (COR): A representative from the requiring activity appointed by the KO to perform surveillance and to act as liaison to the contractor. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.4 Contractor: A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.5 Defective Service: A service output that does not meet the standard of performance associated with it in the PWS.

2.6 Deliverable: Anything that can be physically delivered but may include non-manufactured items such as meeting minutes or reports.

2.7 Performance Requirements Summary (PRS): Identifies the desired outcomes, performance objectives, performance standards and acceptable quality levels developed during the performance requirement analysis.

2.8 Quality Assurance (QA): Those actions taken by the government to assure services meet the requirements of the PWS.

2.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.10 Quality Control (QC): Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. ITEMS AND SERVICES PROVIDED FOR CONTRACTOR USE UNDER THIS CONTRACT:

3.1 General: All government furnished property will be used and maintained by the contractor in accordance with the provisions of the governing regulation. Each agency is responsible for reporting any violations in writing to the COR in order to recoup any compensable losses from the contractor. The government will provide, facilities, equipment, materials, and/or services listed below.

3.2 Equipment: The government will provide, at all onsite locations, all forms and regulatory materials. The government will furnish the necessary workspace for the contractor to provide the support outlined in this PWS to include desk space, telephones, computers, internet access and other items necessary to maintain an office environment (e.g. standard desk and chair). All computer use, internet access and telephone use shall be conducted in accordance with the individual agencies policies, rules and guidelines which will be provided by the agency and available on the agency’s intranet. The government will also provide access to networked printers, copiers, and office automation or facsimile machines. The government will not be responsible for contractor ownedproperty.

3.3 Utilities: All utilities in government provided facilities will be available for the contractor’s use in performance of duties outlined in this PWS. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Supplies: The government will provide the mission essential supplies and standard equipment necessary to complete the tasks in meeting the specific agencies required standards (e.g., folders; burn bags and or access to shredders, inter-office mailing envelopes, pens/pencils, pads, staplers/staples, tape/tape dispensers, binders/clips, personnel documents (forms), photocopier, photocopy paper and toner, archive boxes, etc.). No personal type supply items will be provided (e.g.

desk organizers, non-mission essential supplies, preferred type of pens, thumb drives, CD-ROMs, etc.). Supplies will be managed by the government and will be issued to the contractor personnel as needed.

The recycling and reuse of items (e.g. file folders, dividers, tabs, flags, binder clips, binders etc.) is to be maximized and supported by the contractor personnel. If abuses, waste or failure to reuse supplies (e.g. stockpiling of supplies, removal of supplies from agency workplace, not reusing items as in file folders, dividers, tabs, flags, binders) or inappropriate use which is not in support of this PWS is discovered the COR will notify the KO for resolution.

3.5 Services: The government will provide Information Management Office support.

3.6 Facilities: The government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS to include the equipment listed at 3.2 and other items necessary to maintain an office environment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform the requirements of this PWS.

PART 5

SPECIFIC TASKS

5.0. The contractor shall provide services for casualty support services in accordance with AR 638-8, Army Casualty Program, DoDI 1300.18, Military Personnel Casualty Matters, Policies, and Procedures, and the PWS. The contractor shall provide services in the following functional areas of CMAOD:

5.1 Notifications: The contractor shall:

5.1.1. Ensure the circumstances clearly identify:

5.1.1.1. Who the ill/injured/decedent is, who identified the Servicemember, and who pronounced the Servicemember (deceased)?

5.1.1.2. What happened to cause the illness/injury/death?

5.1.1.3. Where did it happen?

5.1.1.4. When did it happen (to include time zone)?

5.1.1.5. Why, equipment failure? Blue on Green attack? Were there contributing circumstances?

5.1.2. Receive, review and upload all reportable casualty reports each duty day into the Defense Casualty Information Processing System (DCIPS);

5.1.3. Identify the Next of Kin (NOK) in accordance with AR 638-8 and DoDI 1300.18;

5.1.4. Provide an immediate heads up to all Casualty Assistance Centers (CAC) involved with NOK within their Area of Responsibility (AoR) (this provides the CAC time to get casualty notification officer (CNO) Team or casualty assistance officer (CAO) briefed in a timely manner);

5.1.5. Retrieve the most recent DD Form 93, Record of Emergency Data, utilizing Interactive Personnel Electronic Records Management System (iPERMS) and/or e-MILPO;

5.1.5.1. Retrieve (From iPERMS) the most recent DD Form 93, DD Form 4 1-2. DD Form 1966, most recent Marriage Certificate, Soldier and all dependent Birth Certificates, TCS Orders & for AR/NG Soldier and save all orders. Retrieve (from eMILPO) SRB, UIC, Emergency Notification Listing, and Individual Awards List.

5.1.6. Request form SGLV 8286, (Servicemembers’ Group Life Insurance Election and Certificate form) and/or SGLV Form 8285, if required.

5.1.7. If report is for a deceased Servicemember, use AR 638-8, DoDI 1300.18, DD Form 93 and SOES SGLI Certificate to identify primary next of kin (PNOK) PNOK/secondary next of kin (SNOK) as well as Other persons required for notification.

As soon as all required persons to notify have been identified, the contractor shall:

5.1.7.1. Identify and coordinate with the appropriate CAC to provide policy guidance and implement established policy guidance.

5.1.7.2. Provide information pertaining to the CAC, the CAC then provides instructions and briefings to the Casualty Notification Officer (CNO);

5.1.7.3. Verify dependent data and record statistical data on all casualties utilizing the following systems:

Total Officer Personnel Management Information System (TOPMIS), Enlisted Distribution Assignment System (EDAS), Soldier Management System (SMS), iPERMS, DCIPS, and Mortuary Affairs Reporting and Tracking System (MARTS), to ensure the case is moving correctly. While report is in DCIPS Autoload, complete fields within the following tabs: Casualty, Incident, Personnel, Secondary, and NOK. Attach documents (while in Autoload) in the DCIPS File Attachments tab

5.1.7.4. Once NOK has been notified by CAC, the Casualty Assistance Officer (CAO) will provide the contractor with guidance received from the NOK pertaining to personal information, etc. The CAC (CNO Team/CAO) will verify NOK contact information and CAC will verify/update Casualty and Mortuary Affairs Branch (CMAB).

5.1.7.5. Contractor shall research and clarify information obtained from NOK by ensuring DCIPS Case Management NOK Screens have current contact information.

5.1.8. If report is for a casualty resulting in injuries or illnesses, as soon as the NOK is identified, the contractor shall:

5.1.8.1. Coordinate with unit rear detachment personnel to conduct notification to the NOK. The contractor shall confirm notification status with reporting CAC, request an update from the unit/physician on notification ;

5.1.8.2. If rear detachment declines the notification, the contractor shall notify the NOK telephonically.

5.1.8.3. Contact medical treatment facility in theater where individual is located for daily updates. The contractor shall contact Theater CAC and request information from the forward Casualty Liaison Team (CLT).

5.1.8.4. Contact NOK to provide daily medical updates;

5.2 Casualty Support and Executive Correspondence: The Contractor shall:

5.2.1. Perform a comprehensive review of the…