Attachment 3 - Performance Work Statement Official Release.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

BUDGET ANALYST

59TH MEDICAL WING

WILFORD HALL AMBULATORY SURGICAL CENTER (WHASC), TEXAS

27 July 2020

PERFORMANCE WORK STATEMENT

FOR

BUDGET ANALYST

TABLE OF CONTENTS

SECTION TITLE PAGE

1 DESCRIPTION OF SERVICES 3

2 KNOWLEDGE/EXPERIENCE REQUIREMENTS 12

3 GENERAL INFORMATION 13

4 GOVERNMENT FURNISHED PROPERTY AND SERVICES 19

5 CONTRACTOR FURNISHED ITEMS AND SERVICES 21

Appendix 1 MANAGEMENT INTERNAL CONTROL TOOLSET (MICT) 22

CHECKLIST

SECTION 1

DESCRIPTION OF SERVICES

1.0. SCOPE OF WORK: The Contractor shall provide non-personal services for medical administration in a wide range of organizational, business and financial operations. The Contractor will assist management by providing technical expertise and administrative support impacting plans and operations, budgetary and fiscal management, and compliance.

1.1 SPECIFIC TASKS

1.1.1. BUDGET EXECUTION

1.1.1.1. Perform budget execution by submittal of funding documents within two business days after all required documentation is received. The Budget Execution Report (BER) shall be maintained at a minimum of 95% accuracy rate. If notified of line of accounting (LOA) errors while document is in commitment status, the correction shall be completed by next BER update.

If document has been obligated, follow ups should be done on a monthly basis until correction is completed.

1.1.1.2. Review equipment packages for accuracy and completeness, to include Project Funds Management Report (PFMR), Expense Center, and Service Customer ID within three business days from date received at a minimum of 95% accuracy rate.

1.1.1.3. Submit upward obligation adjustments (UOA) requests in FM Suites upon notification.

Follow up on any missing documents weekly until UOA package is approved.

1.1.1.4. Monitor Defense Medical Logistics Standard Support (DMLSS) accounts weekly for status of available funds. Prepare and send load sheet to 59 MDW Resource Advisor/Budget Analyst (RA/BA).

1.1.1.5. Review financial execution of contracts to identify potential surplus funding that may be deobligated and reapplied within the current execution year.

1.1.1.6. Review and evaluate data quality practices and procedures to ascertain compliance with capturing workload and expenditures to the appropriate work centers.

1.1.1.7. Maintains the current fiscal year Consolidated Contract List spreadsheet.

1.1.1.7.1. Works with 59 MDW Group RA/BA and Administrators to request up-to-date data.

1.1.1.7.2. Prepares relevant data for reporting (i.e. .ppt slides, talking papers, etc.).

1.1.1.8. Maintain the Service Line Cost Management Tool.

1.1.1.9. Complete Tri-Annual Review (TAR) in FMSuite by designated suspense date.

1.1.2. BUDGET FORMULATION

1.1.2.1. Prepare annual financial plan prior to 01 Sep each year and conduct mid-year review by 31 May each year for assigned groups.

1.1.2.2. Perform budget formulation by analyzing data and preparing budget estimates for assigned groups by reviewing and utilizing historical data, spending trends, and forecasted funding needs, in accordance with prescribed procedures and regulations.

1.1.2.3. Monitor obligations and expenditures of all funds daily to ensure transactions are accurate and there are no anti-deficiency acts.

1.1.3. COMPLIANCE

1.1.3.1. Civilian Pay Oversight

1.1.3.1.1. Monitor civilian pay transactions to ascertain that the Military Treatment Facility (MTF) is not paying for employees that are no longer assigned to the organization, while simultaneously verifying that the MTF is properly paying for those employees that are assigned to DHP funded authorizations.

1.1.3.1.2. Validate the R60 report bi-weekly for employees not authorized or paid incorrectly and AF Form 3821s are processed accurately by 502 CPTS.

1.1.3.1.3. Run the Defense Enterprise Accounting Management System (DEAMS) Operating Budget Ledger (OBL) weekly by Program Element Code (PEC) and Resource Center/Responsibility Center (RCCC) to ensure civilian pay is executing in the correct program and RCCC.

1.1.3.1.4. Run DEAMS civilian pay report bi-weekly to ensure civilian pay is executing in the correct program and RCCC.

1.1.3.1.5. Prepare and submit AF Form 3821s timely and accurately within two business days of receipt to 59 MDW RA/BA at a minimum of 95% accuracy rate.

1.1.3.1.6. Notify the 59 MDW Civilian Pay Analyst of corrective actions needed for civilian pay rejects before the start of the next pay period.

1.1.3.2. Civilian Pay Compliance

1.1.3.2.1. Comply with assigned Management Internal Control Toolset (MICT) checklist items on a daily/weekly/monthly/quarterly basis. (See appendix 1)

1.1.3.2.2. Ensure compliance with civilian pay audit requirements outlined in AFMAN 41-120.

1.1.3.2.3. Ensure civilian pay overtime audit reflects numerous timecards where leave was taken and no leave request is documented in the Automated Time Attendance and Production System

(ATAAPS).

1.1.3.2.4. Ensure ATAAPS certifiers are properly appointed in writing and appointment validation reviews are conducted and documented annually.

1.1.3.2.5. Verify that the PEC of the position to which the employee is assigned is the same PEC from which the person is paid.

1.1.3.2.6. Verify that the unit has a process to ensure the LOA on the AF Form 3821 for newly assigned employees is completed by RMO.

1.1.3.3. Defense Medical Logistics Standard Support (DMLSS)

1.1.3.3.1. Create Project Fund Medical Records (PFMR) and Expense Centers as needed, validate the customer information is correct and coordinate the new accounts with Medical Logistics and Defense Finance and Accounting Services (DFAS).

1.1.3.3.2. Validate customer information and line of accounting for all tenant accounts.

Coordinate with DFAS the line of accounting for Standard Material Accounting System (SMAS) input.

1.1.3.3.3. Maintain PFMR directory for the resource management office.

1.1.3.3.4. Run DMLSS Automated Data Processing (ADP) report monthly to ensure no one outside of the Resource Management Office (RMO) has loaded funds.

1.1.3.3.5. Reconcile any rejected transactions with DFAS and ensure transactions posted incorrectly are posted to the correct line of accounting via notification to DFAS.

1.1.3.3.6. Run End of Month (EOM) PFMR expense center summary report and reconcile with

CRIS.

1.1.3.3.7. Verify logistics does not exceed the target amounts loaded into the General Accounting and Finance System (GAFS).

1.1.3.4. Government Purchase Card (GPC)

1.1.3.4.1. Comply with AFI 64-117, Air Force Government-wide Purchase Card (GPC) Program.

1.1.3.4.2. Create, submit, and validate funding documents to ensure our GPC card holders stay within the established budgetary limits.

1.1.3.4.3. Provide certified funding documents for each account to A/OPC.

1.1.3.4.4. Collaborate with Approving Officials on a monthly basis to ensure GPC statements match the amounts paid in the accounting system.

1.1.3.4.5. Reconcile GPC financial audits on a quarterly basis and prepare report to commander not less than the 15th of the month following the end of quarter.

1.1.3.5. Financial Improvement and Audit Readiness (FIAR)

1.1.3.5.1. Ensure audit readiness posture following guidance from AFMAN 41-120.

1.1.3.5.2. Ensure heightened attention to detail is maintained due to the nature of the transactions being audited and their susceptibility to fraud, waste, and abuse, and the necessity to minimize the risk of material financial misstatements.

1.1.3.5.3. Ensure FIAR self-inspections are conducted quarterly in accordance with guidance from AFMAN 41-120 Chapter 17 for each of the focus areas: budget authority, contracts, MIPRs, patient and staff travel, civilian pay, GPC, MAC, and TPC.

1.1.3.5.4. Select five transaction samples to review for each of the nine focus areas, when applicable.

1.1.3.5.5. Ensure a Selective Transaction History from CRIS along with supporting documents for each transaction selected for review are available for each of the nine focus areas.

1.1.3.6. Funds Control

1.1.3.6.1. Prepare AF Form 1269, Request for Load/Change In Fund Targets for funds authorization documents (FAD) and reimbursement targets within two business days at minimum of 95% accuracy rate.

1.1.3.6.2. Reconcile DEAMS SOF and Legacy OBL to latest FAD to ensure no out of balances.

Ensure all funds are reconciled and in balance with HHQ by the EOM.

1.1.3.6.3. Maintain the BQ Opening Inquiries spreadsheet.

1.1.3.6.4. Run the DEAMS BETR report and the Legacy STH monthly; reconcile to source documents.

1.1.3.6.5. Reconcile negative CSRs for legacy and negative funds status for DEAMS, document research and corrective actions taken with 502 CPTS no less than weekly with 100% compliance.

1.1.3.7. Fund Code 30

1.1.3.7.1. Prepare the expense plan and submit it to AFIMSC and HQ AETC by designated suspense date.

1.1.3.7.2. Coordinate fund code 30 requirements from internal POCs with external POCs to ensure funds are received.

1.1.3.7.3. Complete all fund code 30 tasks by designated suspense date.

1.1.3.7.4. Review and monitor the financial execution of Fund Code 30 programs.

1.1.3.7.5. Ensure fund code 30 Spend plan is updated weekly and prepared monthly for Wing Resources Committee (WRC).

1.1.3.8. Government Travel Card (GTC)

1.1.3.8.1. Ensure Agency Program Coordinator complies with AF GTC Guide Section III, Wing/Unit - HL4 through HL7 APCs.

1.1.3.8.2. Comply with guidance in Government Travel Charge Card Regulations, Section 041005, Personal Use, Misuse, Abuse or Fraud.

1.1.3.8.3. Verify through Staff Assistance Visit (SAV) proper chain of command has been notified when the cardholder is found to have used their GTC for personal use/misuse/abuse or fraud.

1.1.3.8.4. Ensure delinquency reports are run weekly and are dispersed to all group commanders.

1.1.3.8.5. Verify through SAV APCs are running GTC reports to ensure the most up to date list of cardholders in the organization is available

1.1.3.9. Defense Travel System (DTS)

1.1.3.9.1. Run program in accordance with the Joint Travel Regulation.

1.1.3.9.2. Conduct SAVs on group Organizational Defense Travel Administrators (ODTA) no less than once per quarter with 100% compliance in accordance with AF DTS Business Rules.

1.1.3.9.3. Ensure the accuracy of the DTS base variable tables to ensure all group budget labels have the proper line of accounting.

1.1.3.9.4. Maintain all wing ODTA appointment letters and training certificates.

1.1.3.10. Gifts and Grants

1.1.3.10.1. Manage the Gifts and Grants program in accordance with MDWI 51-601

1.1.3.11. Reimbursements

1.1.3.11.1. Conduct with 100% compliance an internal audit of all reimbursements and deposits stemming from the Medical Services Account (MSA), Third Party Collections (TPC), and Medical Affirmative Claims (MAC). Document the audit on the Monthly Audit of Deposits & Refunds for the Reviewing Officer’s review & certification monthly.

1.1.3.11.2. Reconcile open reimbursement MORDs and reimbursement balances monthly;

perform follow-up as needed and document reconciliation in FMSuite.

1.1.3.11.3. Ensure Reimbursable target request has been submitted and/or loaded prior to the local finance office entering the Cash Collection Voucher, DD Form 1131 into DEAMS.

1.1.3.11.4. Verify Cash Collection Voucher DD Form 1131 was posted to correct account.

1.1.3.12. Cost Center Management Program

1.1.3.12.1. Responsible for managing the MTF Cost Center Manager (CCM) program as outlined in AFI 65-601 V2, Budget Management for Operations and AFMAN 41-120.

1.1.3.12.2. Provide oversight, initial and ongoing training, and administering processes to involve Cost Center Managers in the resourcing process.

1.1.3.12.3. Ensure all cost center managers are appointed in writing and letters are up to date.

1.1.3.12.4. Hold CCM meetings, conduct training, maintain meeting minutes and sign-in rosters to show CCMs are attending training regularly.

1.1.3.13. Budget Compliance

1.1.3.13.1. Complete budget execution suspenses by required suspense date. Comply with identified MICT checklist items on a daily/weekly/monthly/quarterly basis as required.

Examples include but are not limited to:

- Group Customer Service Slides (Monthly)

- Data Calls (as requested)

- TAR (Tri-annually)

- Dormant Obligations (Monthly)

- Open Commitments (Monthly)

- All others identified

1.1.4. Internal and External Customer Service

1.1.4.1. Provide exceptional customer service for other resource advisors, administrators, commanders, contract services, base finance, and other external and internal customers, using established instructions, practices, and precedents.

1.1.4.2. Provide exceptional customer service through prompt service, frequent and clear communication, and adequate follow up on questions or issues until closure is achieved.

1.1.4.3. Resolve recurring problems and refers complex problems to the appropriate party for resolution.

1.1.4.4. Provide response to email and/or voice mail customer service inquiries within 24 hours of receipt and ensure responses are relevant, useful, accurate, and tactfully and professionally communicated as assessed through customer satisfaction surveys, supervisor observations, and supervisor follow up conversations with customers. Notify customer with an estimated completion date for ongoing issues as appropriate.

1.1.5. FM Systems

1.1.5.1 Work independently or as a team to analyze data extracted from various applications.

Examples of some of the systems include but are not limited to the Commander’s Resource Integration System (CRIS), Automated Business Services System (ABSS), Defense Enterprise Accounting Management System (DEAMS), Defense Medical Logistics Supply System (DMLSS), Financial Management Suite (FMSuite), Wide Area Work Flow (WAWF), and Electronic Data Access (EDA), Electronic File Room (EFR). Validates data for accuracy and completeness and refines into format for specific individual analyses or summary reports.

1.1.6. QUALITY CONTROL. The contractor shall be responsible for quality control for all work accomplished during the performance of the task. The contractor shall provide and maintain a Quality Control Plan (QCP) which ensures the requirements in this PWS are met.

The QCP will be considered acceptable and approved unless the contractor is notified by the Contracting Officer (CO) prior to award. The QCP shall be included in the technical proposal for evaluation and acceptance. As a minimum, the contractor shall develop quality control procedures that address the areas identified in section 1.1.11, Service Summary.

1.1.7. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer Representative (COR)(s) to monitor performance to ensure services are received. The COR will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) for this requirement.

1.1.8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. Services performed under this contract have been determined not to be essential for performance during crisis declared by the National Command Authority.

Today's changing environment has increased the need for continuity of operations, capabilities and plans that enable WHASC to continue their functions across a broad spectrum of emergencies. Threats to continuity of operations include natural disasters, severe/inclement weather, pandemic, and a variety of other crisis situations. In the event of any crisis situation, the 59th MDW Squadron Commanders with the appropriate delegation authority may determine which contract employees will remain at work to sustain operations, which contract employees will be instructed not to report to work, and which contract employees are authorized telework. Telework options, if appropriate, will be coordinated directly between the 59th MDW and the contract employee. If a contract employee is directed to return home by the Squadron Commander, the contract employee shall notify their respective company and that company shall contact the contracting officer as soon as practicable. In the event contract employees require Personal Protective Equipment (PPE) and associated fit tests during the performance of their duties, all (PPE) and associated fit tests shall be provided by and paid for by the contractor. Reimbursement for PPE equipment and associated fit tests shall only be considered if PPE is required by the government. The Government reserves the right in such crisis situations to use Federal employees, military personnel or contract support from other contractors, or to enter into new contracts for essential contractor services. The Contractor shall notify the Contracting Officer of an increase or decrease in contract price within any period that the Contracting Officer approves in writing, but not later than the date of final payment under the contract. The Contractor s notice shall include the Contractor s proposal for an equitable adjustment and any data supporting the increase or decrease in the form prescribed by the Contracting Officer. The parties shall negotiate an equitable price adjustment to the contract price, delivery schedule, or both as soon as is practicable after receipt of the Contractor s proposal.

1.1.9. RECORDS MANAGEMENT. The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the AF records management procedures in Air Force Instruction (AFI) 33 - 322, Records Management Program, paragraph 10 and Air Force Manual (AFMAN) 33-363 and the Air Force Records Disposition Schedule (AF RDS) located https://afrims.amc.af.mil/rds_series.cfm.

1.1.10. CONTRACTOR FULL-TIME EQUIVALENT REPORTING.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at https://sam.gov/SAM/.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the SAM help desk.

Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Full user guides for government personnel and contractors are available at https://sam.gov/SAM/.

1.1.11 SERVICE SUMMARY.

Performance Objective

PWS Paragraph

Performance Threshold

1. Review and submit documents and requisition packages

1.1.1.1.

1.1.1.2.

95% accuracy as evidenced by the BER

2. Prepare and submit AF Form 3821 1.1.3.1.5 95% accuracy

3. Ensure FIAR compliance 1.1.3.5 100% compliance

4. Prepare AF Form 1269 1.1.3.6.1 95% accuracy

5. Reconcile negative CSRs 1.1.3.6.5 100% compliant

6. Conduct SAVs on Group ODTAs 1.1.3.9.2 100% compliant

7. Conduct internal audits of all reimbursements and deposits stemming from MSA, TPC, and MAC

1.1.3.11.1 100% compliant

SECTION 2

KNOWLEDGE/EXPERIENCE REQUIREMENTS

2.1. Minimum Education/Experience Requirements

2.1.1. Five years or more of federal government experience in the area of planning, directing, organizing, and exercising control over financial planning and execution, and budget administration.

2.1.2. Two years of experience in AF MTF Resource Management Office or DOD or MAJCOM Medical Resources Office.

2.1.3. Two years of analytical experience using the Budget Execution Report (BER) and AF Manpower tools and documents.

2.1.4. Three years of experience in AFMS financial systems.

2.1.5. Three years of experience with specific DHP issues, accounting processes, commodities, Budget Activity Groups (BAG), budgetary processes, POM, and Manpower documents.

2.1.6. Three years of experience with the CRIS and DEAMS, to include how to create DHP-specific queries, data extraction, data import/export, and information analysis.

2.1.7. The contractor shall have experience preparing oral and written presentations (analysis).

Must be able to perform necessary coordination to provide the results of financial analyses to leaders at all levels of the organization, to include the activity's executive committee.

2.1.8. The contractor must be very competent in the operation of a personal computer and familiarity with common office software including, but not limited to, Microsoft Excel, Microsoft Word, PowerPoint, and electronic mail systems.

SECTION 3

GENERAL INFORMATION

3.1. HOURS OF PERFORMANCE

3.1.1. Routine services shall be performed between the hours of 7:30 a.m. and 4:30 p.m. Monday thru Friday excluding federally observed holidays (with a 1-hour lunch).

3.1.2. HOLIDAYS OBSERVED. All federal holidays to include family days if applicable – New Year’s Day, January 1st Dr. Martin Luther King, Jr. Day, 3rd Monday in January Washington’s Day, 3rd Monday in February Memorial Day, Last Monday in May Independence Day, July 4th Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veterans Day, November 11th Thanksgiving Day, 4th Thursday

3.1.3. Scheduled absences shall be scheduled thirty calendar days in advance and mutually agreed upon by the government designated representative, and the contractor.

3.1.4. Unscheduled absences shall be reported to the contractor or Program Manager no later than two hours prior to the start of shift and communicated to the COR.

3.1.5. Family/Down Days. Typically, a "Family Day/Down Day” is associated with, but not limited to, the following holidays: New Year’s Day, July 4th, Thanksgiving, and Christmas.

Contract personnel may be required to report to work on these days.

3.1.6. Inclement Weather. In the event of inclement weather (snow, ice, etc.), the government will notify the contractor whether its personnel will report and, if so, when. The contractor will instruct its personnel scheduled to report for duty (who have not yet begun their shift) whether to report and, if so, when.

3.1.6.1. Contractor personnel on duty at the onset of inclement weather (as declared by local base officials) shall remain on duty until the end of their scheduled shift unless otherwise directed by government officials.

3.1.6.2. In the event that contractor personnel are on duty and cannot leave the installation due to inclement weather (as declared by local base authorities), the Contractor will be allowed to invoice for overtime hours if the government determines contractor personnel are necessary for MTF operation and instructs the contractor accordingly.

3.1.7. Closures. During Command declared closure of the facility the contractor personnel shall be treated in the same manner as DoD non-essential civilian employees. During national crisis these employees will be allowed to telework.

3.2. CONDUCT REQUIREMENTS

3.2.1. The government reserves the right to restrict the performance on this contract by any individual who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the MTF and its population.

3.2.2. The contractor shall not use Government facilities or other Government property for personal or other business not related to this contract.

3.2.3. The contractor shall not respond to any media inquiries nor provide interviews, comments, or any other responses to the media. All inquiries or complaints from the media or other sources shall be immediately relayed to the designated government representatives.

3.2.4. Observe all base and facility parking, safety and traffic regulations that apply to all facility employees.

3.2.5. Alcoholic beverages on the job is prohibited.

3.2.6. The use of loud, profane, or abusive language on the job is prohibited.

3.2.7. Contractor shall wear casual business attire.

3.3. CONFIDENTIALITY OF INFORMATION. Unless otherwise specified, all financial, statistical, personnel, and/or technical data which is furnished, produced or otherwise available to the contractor during the performance of this contract are considered confidential business information and shall not be used for purposes other than performance of work under this contract. The contractor shall not release any of the above information without prior written consent of 59th Medical Wing.

3.4. PROPRIETARY INFORMATION. Performance may require the contract personnel to access data and information proprietary to a Government agency, another Government Contractor, or of such a nature that its dissemination or use other than as specified in the contract would be adverse to the interests of the Government or others. Neither the Contractor nor Contractor’s personnel shall divulge or release data or information developed or obtained under performance of this contract, except to authorized Government personnel or upon written approval of the 59th Medical Wing. The Contractor or Contract personnel shall not use, disclose or reproduce proprietary data that bears a restrictive legend.

3.5. PERFORMANCE EVALUATION MEETING. The CO or COR may require the Contractor to meet periodically with the CO, contract administrator, Functional Commander, and other government personnel to review contract performance when necessary. The Contractor may request a meeting with the CO when deemed necessary. Meetings will be documented in the contract file with written minutes signed by the Contractor and the CO, or contract administrator.

Should the Contractor not concur with the minutes, such non-concurrence shall be provided in writing to the CO within ten calendar days of receipt of the minutes.

3.6. PERSONAL CONTACTS. The contractor maintains close personal contact with 59th Medical Wing RMO staff. The contractor may communicate with individuals at individual Wing agencies on behalf of the MTF to gather requisite data for analysis, or to obtain clarification on local policies/procedures.

3.7. PURPOSE OF CONTACTS. The contractor will be required to obtain knowledge of the current fiscal policies/procedures in order to analyze DHP O&M programs.

3.8. PHYSICAL DEMANDS. Mostly sedentary work, but walking among the offices within the activity or installation may be required.

3.9. WORK ENVIRONMENT. Work is performed in an office setting.

3.10. ENGLISH LANGUAGE REQUIREMENT. Contractor shall read, understand, speak and write English.

3.11. SECURITY REQUIREMENTS

1. Obtaining and Retrieving Identification Media. As prescribed by the AFFARS 5352.242- 9000, Contractor access to Air Force installations, the contractor shall comply with the following requirements:

a. The contractor shall obtain base identification and vehicle passes for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract.

b. No later than three days prior to start of contract work, the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the project manager (with copy to contract administrator) listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, sex, race, SSAN, state issued I.D. Card/Drivers License number, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized program manager will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of following:

(1) Liability Insurance

(2) Current License Plates

(3) Current State Inspection Sticker (If Required)

(4) Valid State Driver License

(5) A phone number for sponsor on base

c. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry. However, current liability insurance, state inspection sticker, and registration is required.

The person driving the vehicle must have a valid operator license for the type of vehicle.

d. The contractor is responsible for ensuring employees report to the installation Visitor Reception Center, to present their Form I-9 (Employment Eligibility Verification).

e. Upon completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces so that employee does not have base access. If the pass is not retrieved then SF will need to be notified so base access is not allowed. Upon completion of the contract return all issued installation access passes to the issuing authority.

f. Failure to comply with these requirements may result in withholding of final payment.

2. Pass and Identification Items. The Host Unit shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a. Installation Access Pass (IAP) (DBIDS), Visitor/Vehicle Pass (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for less than one year to include one-day visits (i.e. warranty work).

b. Installation Access Card (IAC) (DBIDS), Civilian Identification Card (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for more than one year or more which do not require access to controlled areas or government computer systems.

c. DoD Common Access Card (CAC), (AFI 36-3026), used for contracts for more than one year and requirement exists for access to the government computer systems and software.

CAC applications are accomplished by Trusted Agents via the Trusted Agent Sponsorship System (TASS).

3. Suitability Investigations.

a. For contracts requiring IT-Level III computer access, contractor personnel shall successfully complete, as a minimum, a Tier 1 background investigation (formerly known as a NACI), before being issued a CAC and operating government furnished workstations. The contractor shall comply with the DoDM 5200.02, Procedures for the Department of Defense Personnel Security Program, AFPD 17-1 Information Dominance Governance and Management, AFMAN 17-1301, Computer Security and AFI 17-130, Cybersecurity Program Management, requirements. Tier 1 investigations requests are initiated using the Standard Form (SF) 85 and are submitted to the installation Information Protection Office through the using agency’s Security Assistant (SA) within five days of contract start. Tier 1 investigations are provided by the government at no additional cost to the contractor.

b. For contracts requiring IT-Level I and II access with no access to classified material, the contractor shall complete a Tier 5 (formerly SSBI) or Tier 3 (formerly NACLC and ANACI) investigations, respectively. These investigations are submitted using the SF 86, and are submitted to the Information Protection Office through the using agency’s SA within five days of contract start. These investigations are provided by the government at no additional cost to the contractor.

c. For contracts requiring routine access to the installation in excess of 180 days, the contractor shall complete a Tier 1 investigation. These investigations are submitted using the SF 85, and are submitted to the Information Protection Office through the using agency’s SA within five days of contract start.

4. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number, and date of investigation if service work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company supervisor, and provided to the contracting officer prior to the contract start date. Updated listings shall be provided when an employee's status or information changes.

5. Freedom of Information Act Program (FOIA). The contractor shall comply with DoD Manual 5400.07_AFMAN33-302, DoD Freedom of Information Act Program, requirements.

The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding For Official Use Only (FOUO) material. The contractor shall comply with AFI 33-332, Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFI 33-322, Records Management and Disposition of Records Program.

6. Reporting Requirements. The contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-4 Counterintelligence. Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

7. Entry Procedures to Controlled/Restricted Areas. Contractor personnel requiring unescorted entry to areas designated as controlled or restricted areas by the installation commander shall comply with installation’s access requirements and will possess, as a minimum, a favorable suitability determination. These requirements are contained in AFI 31-101, Integrated Defense for installation access procedures and AFMAN 16-1405, for suitability determinations. The contractor shall comply and implement local base procedures for entry to Air Force controlled areas.

8. Additional Security Requirements. In accordance with DoDM 5200.01, Information Security Program and AFI 16-1404, the contractor shall comply with AFSSI 7700, Emission Security (EMSEC) Program; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC) Instructions. The contractor will comply with DoD Standard 22/Force Protection Condition Measures, DoD Standard 25/Level I- AT Awareness Training, and associated tasking contained in DoDI O-2000.16 Vol 1, DoD Antiterrorism (AT) Program Implementation: DoD AT Standards. Level I AT Awareness training is available for contractor personnel and can be requested by calling the local installation AT Office.

9. Physical Security. Areas controlled by contractor employees shall comply with base Operations Plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. During increased FPCONs, contractors may have limited access to the installation and should expect entrance delays.

10. Key Control. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government. Lost keys shall be reported immediately to the contracting officer.

The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief.

11. Lock Combinations. The contractor shall establish procedures in local Security Instructions ensuring lock combinations are not revealed to unauthorized persons and ensure the procedures are implemented.

12. Traffic Laws. The contractor and their employees shall comply with base traffic regulations.

SECTION 4

GOVERNMENT FURNISHED PROPERTY AND SERVICES

4.1. GENERAL. Contractor will be authorized to use all areas of the 59th Medical Wing as previously coordinated with local RMO staff. This will include but is not limited to conference rooms and break rooms. The same restrictions apply to the contractor as to any other government personnel as to use of these areas.

4.2. COMMON ACCESS CARD (CAC). Contractor shall obtain a CAC and understand their obligations to report it when lost or stolen. Contractor shall have the CAC in his/her possession at all times while working on any Government installation and shall surrender the CAC at the end of his/her employment under this contract or when the CAC expires, whichever occurs first.

Contractor will return the CAC if they depart for any reason.

4.3. BADGE. The Host Unit shall ensure the following pass and identification items required for contract performance are obtained for employees and non-government owned vehicles:

a. Installation Access Pass (IAP) (DBIDS), Visitor/Vehicle Pass (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for less than one year to include one-day visits (i.e. warranty work).

b. Installation Access Card (IAC) (DBIDS), Civilian Identification Card (DoDM 5200.08, Volume 3, DoD Physical Security Program: Access to DoD Installations), used for contracts for more than one year or more which do not require access to controlled areas or government computer systems.

c. DoD Common Access Card (CAC), (AFI 36-3026), used for contracts for more than one year and requirement exists for access to the government computer systems and software.

CAC applications are accomplished by Trusted Agents via the Trusted Agent Sponsorship System (TASS).

4.4. EQUIPMENT. Contractor shall have joint use of all equipment/furniture necessary for performing services required by this contract. The government will maintain, repair, and/or replace government owned equipment in compliance with procedures established in AFM 67-1, vol. 5.

4.5. SUPPLIES. The 59th Medical Wing will provide required government forms and supplies used in the performance of services.

4.6. ADMINISTRATIVE SUPPORT. Contractor will be authorized to use all administrative support available to government employees. This will include, but not limited to, personal computers, copying machines, telefax machines, telephone lines and defense switching network (DSN) lines, official long distance access, as well as government computer systems. The 59th Medical Wing will facilitate contractor access to requisite computer financial systems. These support items will be used only for government official business in the compliance with fulfillment of this contract.

4.7. HOUSEKEEPING. The government will provide routine office housekeeping.

SECTION 5

CONTRACTOR FURNISHED ITEMS AND SERVICES

5.1. GENERAL: Except for those items or services specifically stated in section 4 to be government furnished, the contractor shall furnish everything required to perform this contract in accordance with all of its terms.

APPENDIX 1

MICT CHECKLIST