Attachment 4 - Performance Work Statement 05 August.pdf

PERFORMANCE WORK STATEMENT

CUSTOMS CLEARANCE SERVICES

USAFE-UK HNCC/Transportation and Customs

DATE: 05 August 2025

1. DESCRIPTION OF SERVICES

1.1. BACKGROUND

The United States Visiting Forces (USVF) in the United Kingdom require efficient and accurate customs clearance services to facilitate the smooth transit of cargo. The USAFE-UK HNCC/Transportation & Customs office holds a special format (non-VAT) Economic Operators Registration and Identification (EORI) code, allowing it to appoint agents for electronic/automated customs clearance.

Under this framework, the appointed customs clearance service provider will act as a liaison between USVF and HMRC to ensure compliance with UK customs regulations, particularly in areas concerning Visiting Forces Relief (VFR) exemptions.

The Government has identified the scope of work in section paragraphs 1.2-1.3.3.3 of this PWS to be essential contractor services in support of mission essential functions.

1.2. SCOPE

HM Revenue and Customs permit USAFE-UK HNCC/ Transportation & Customs (T&C), as owner of the US Visiting Force special format (non-VAT) EORI, to appoint agents for electronic/automated clearance if cargo meets Visiting Forces Relief Customs Procedure Code criteria. The service provider shall comply with the responsibilities and tasks outlined in this PWS.

The appointed customs agent (known herein as Service Provider) shall provide Customs Clearance Services for United States Visiting Forces United Kingdom, and their authorized components within a 3-business day working period.

The service provider shall enter Data into HM Revenue and Custom Service (HMRC) Customs Declaration System (CDS) computer program, provided to them on a Pro-Forma document created by USAFE-UK HNCC/T&C, to accomplish the customs clearance. No more than 3 validated errors within a 30-calendar day period are allowed.

The provider shall be required to have a working copy of CDS and access to HMRC customs portals to enter the data provided by USAFE-UK HNCC/T&C.

The service provider shall use innovative approaches to efficiently and effectively accomplish PWS tasks, functions, and requirements in a quality manner at reduced costs - producing savings whenever possible and fostering pride and ownership in work performed.

The service provider shall suggest amendments to proposed procedures as appropriate for US Government discussion with HMRC USVF Policy.

The service provider shall provide trained and competent customs service agents that can consistently provide services IAW the requirements of the USVF customs applicable standards and guidelines.

Customs clearance in CDS allows USVF to be exempt from import duty and VAT which will require the service provider to assure this exemption is met.

This will be measured by notifications of cargo being cleared and no charges for USVF for those exempt areas.

1.2.1. Non-Personal Services. This requirement is a non-personal services contract, defined by Federal Acquisition Regulation (FAR) as a “contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.”

1.2.2. The Government will not supervise or otherwise direct Contractor employees. The Contractor shall not supervise or otherwise direct Government employees, nor shall the Contractor supervise employees of other Contractors outside the Contractors’ own subcontracting/teaming arrangements.

1.3. SPECIFIC SUPPORT SERVICES

The service provider shall provide entry of data provided by USAFE-UK into HMRC government system using the CDS software to clear customs for cargo import for the exclusive use of the USVF. Services shall be provided in a timely manner to ensure cargo is cleared within 1 business day for commercial arrivals/departures and up to 3 business days for military airlift arrivals/departures and trucks with NATO Form 302, after receiving the Pro-Forma data from USAFE-UK T&C. Upon notification of an urgent shipment of USFV cargo needing immediate clearance, the service provider must be able to enter the Pro- Forma data within 2 hours during working hours on a business day. The service provider shall be the sole point of contact for all USVF customs clearance services. The service provider shall act as a liaison to provide input and coordination concerning customs issues.

Any and all port, storage, handling fees are the sole responsibility of the shipper and will not fall under this contract. HNCC/T&C personnel confirm with third party agents prior to issuing clearance instructions. Shipments to our sites are confirmed door-to-door delivery. Agent will only clear customs based on proforma and shipping documentation. Transportation will not be included in your duties.

1.3.1. Objective 1 – Entry of Data

1.3.1.1. The service provider shall provide a schedule of working hours they will be able to provide to USAFE-UK for entering Pro-Forma data into CDS. Working hours may be required on weekends and UK & US holidays for commercial port traffic.

1.3.1.2. The service provider shall provide a working computer system that has access to HRMC customs website using CDS computer software.

1.3.1.3. The service provider shall be responsible for maintaining their own computer system, purchase of the CDS software, updates, and patches.

1.3.1.4. The service provider shall provide training to their own service agents and data entry technicians.

1.3.1.5. The service provider shall coordinate and maintain communication with USAFE- UK/T&C for any outages of the system or errors delaying entry of the required data for customs clearance.

1.3.1.6. The service provider shall be responsible for ensuring the effective operation of their computer systems and data entry software. Purchase of additional computer equipment or unrelated software is not included in this agreement.

1.3.2. Objective 2 – Customs Agent Training

1.3.2.1. The service provider shall train customs agents with the proper skills and experience to enter the proper data error free. Develop and manage a comprehensive training and proficiency program to ensure employees can properly use and maintain the required software and complete the required data entry.

1.3.2.2. The service provider shall be a customer service point for USAFE-UK/T&C office to coordinate with and contact with any questions, concerns, or requests.

1.3.2.3. The service provider shall notify USAFE-UK of any scheduled maintenance on their systems that may delay data entry and customs clearance of USVF cargo.

1.3.3. Objective 3 – Pro-Forma Data

1.3.3.1. The USAFE-UK HNCC/T&C office, will create a Pro-Forma data document to allow correct entry into CDS to enable the service provider to accomplish this service.

1.3.3.2. The service provider shall develop procedures to ensure information and data on the Pro- Forma is consistent with requirements of the CDS software to ensure information can be properly entered into HMRC system. Standard data will be provided by HNCC/T&C on the Pro-Forma requirement.

1.3.3.3. The service provider shall develop and implement a program for updating required data on the Pro-Forma so USAFE-UK can update the form and respond with appropriate data changes.

2. SERVICES SUMMARY

The Services Summary (SS) is a tool for identifying the major performance objectives of the contract, where they can be found in the PWS, and the performance threshold describing the minimally acceptable levels of service required for each performance objective. Government inspection is not limited to SS objectives.

Services Summary (SS) Performance Objective

PWS

Para

Performance Threshold Remedy CPARS Category and Ratings

Provide automated Customs Clearance Services for United States Visiting Forces United Kingdom by use of system exchanging data with HMRC

CDS

1.1.1 24-72 hours clearance time period

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR and Contractor not to exceed 72 hours. A 10% price reduction shall apply to CLIN X001 for each remedy exceeding 3 days or when performance threshold is exceeded.

E.g., two nonconformances that are not remedied within 72 hours shall result in

Category: Quality, Management

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory a 20% discount to CLINs X001

The service provider shall enter data into provided to them on a Pro- Forma document created by USAFE-

UK HNCC/T&C,

to accomplish the customs clearance.

1.1.2 No more than 3 validated

errors within a 30 calendar day period.

Re-performance within 48 hours of notification or a mutually acceptable timeframe to the COR and Contractor not to exceed 3 errors in a 30 day calendar period. A 10% price reduction shall apply to CLINs X001 for each remedy exceeding 3 errors or when performance threshold is exceeded.

Category: Schedule

Ratings:

Exceptional Very Good Satisfactory Marginal Unsatisfactory

2.1. QUALITY CONTROL

2.1.1. Contractor Quality Control.

The Contractor shall develop and implement procedures to identify and prevent recurrences of defective services. The Contractor shall ensure quality service is maintained throughout the life of the contract, and shall prepare and implement a written quality control plan (QCP), which includes identification of the practices and procedures used, such as those of the listed performance objectives. The QCP shall reflect the Contractor’s overall approach to quality and internal controls, and procedures for evaluating each of the major service areas (who, method, how often), reporting to the government, resolving deficiencies, identifying potential improvements, documenting quality control inspections, corrective actions taken, and maintaining quality control documentation. The written QCP shall be submitted to the Contracting Officer for review, feedback, and approval no later than the pre-performance conference.

2.2. QUALITY ASSURANCE

2.2.1. Government Quality Assurance.

The Government may inspect and evaluate to ensure that the Contractor’s performance is in accordance with requirements set forth in this contract. When Contractor performance does not meet the performance threshold, the CO or COR may initiate a Performance Assessment Report (PAR) or Corrective Action Report (CAR) to the Contractor. The Contractor shall respond IAW the instructions provided and return it to the CO on or before the due date.

2.3. PERFORMANCE ASSESSMENT

2.3.1. Surveillance.

The COR may inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. Results of the surveillance inspection become the official Air Force record of the Contractor’s performance. shall be recorded, and the Contractor shall re-perform any unsatisfactory inspection result (defect) IAW the SS remedy timelines.

Failing to meet the performance threshold as outlined in the SS for any performance objectives in any 1-month period may result in a warning or letter of concern from the CO or a reduction in the applicable

CLIN price. Failing to meet the performance threshold as outlined in the SS of these performance objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period, may result in an immediate Progress Meeting with the Multi-functional Team.

2.3.2. Periodic Progress Meetings

The CO, COR, COR Supervisor, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. Discussion may include the following issues:

opportunities to improve the contract, proposed contract modifications, unsatisfactory inspections, trends in relation to performance objectives, positive performance, and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into identified trends. The Contracting Office may draft the meeting minutes, acquire signatures as deemed appropriate, and distribute to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GENERAL INFORMATION

3.1. CONTRACTOR KNOWLEDGE, SKILLS, AND ABILITIES (KSA)/CERTIFICATIONS

3.1.1. The contractor shall be required to have working knowledge of the Customs Declaration System

(CDS), NATO Form 302, and Pro-Forma Data document.

3.1.2. Contract Manager.

The Contractor shall provide a contract manager who shall direct contract performance and an alternate who shall act for the Contractor when the manager is absent. The contractor shall designate these individuals in writing to the CO. The contract manager and alternate shall have full authority to act for the Contractor on all matters relating to daily operation of this contract. The contract manager and alternate shall be available during business hours, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons.

3.1.3. Phase-In/Phase-Out (Transition) Period.

To minimize decreases in productivity and to prevent negative impacts on other services, the Contractor shall on-board personnel during the 30-Day phase-in/phase-out periods. During the phase-in period, the Contractor shall familiarize themselves with performance requirements in order to commence full performance of services on the period of performance start date.

3.2. PERIOD OF PERFORMANCE

05 Sep 2025 – 04 Sep 2030

3.3. PLACE OF PERFORMANCE

UK Wide

3.4. HOURS OF OPERATION

3.4.1. Continuity of Operations.

The Contractor shall ensure continuity of operations during periods of personnel turnover and long-term absences. Long-term absences are considered those longer than two weeks duration.

3.4.2. Normal Base Hours.

Base hours of operation are 07:30 – 16:30. The Contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this PWS at no additional cost to the Government.

3.4.3. Holidays.

Working hours may be required on weekends and UK & US holidays for commercial port traffic.

3.4.3.1. U.S. Federal Holidays: New Years’ Day, Martin Luther King Jr Day, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

3.4.3.2. U.K. Bank Holidays: New Year’s Day, Good Friday, Easter Monday, Early May Bank Holiday, Spring Bank Holiday, Summer Bank Holiday, Christmas Day, Boxing Day. If a bank holiday is on a weekend, a ‘substitute’ weekday becomes a bank holiday, normally the following Monday.

3.5. OPERATIONAL SECURITY (OPSEC)

3.5.1. The Contractor shall adhere to the following minimum requirements in support of this requirement:

3.5.2. Contractor personnel shall not discuss Government operations in public or over unprotected or unencrypted communications. The Contractor shall only transmit Controlled Unclassified Information (CUI) as directed in this PWS.

3.5.3. The Contractor shall not post to company websites, publications, newsletters, or other media any images, data or information that reveal sensitive Government operations, personnel, equipment, CUI or classified information. When in doubt, the Contractor shall coordinate company press releases related to this contract through the COR and CO.

3.5.4. Because observation of events, operations, physical changes, etc. may reveal National Security

Information, specific restrictions are needed to preclude unintentional release of this information to unauthorized parties. Unauthorized disclosure and transfer of National Security Information is punishable under 18 USC § 793. Therefore, Contractor personnel shall not disclose to unauthorized third parties, post to unofficial sites (including social networking sites) any images, data/information, or observed events that reveal sensitive Government operations, personnel, and/or equipment, including, but not limited to:

3.5.4.1. Tactics, techniques, and procedures; production or work schedules; any visible or concealed modifications, upgrades, additions to vessels, aircraft, weapons or equipment; increases, changes, or decreases in work/deployment frequency or government personnel, vehicle, vessel, or aircraft movements; specialized equipment orders, deliveries, shipments, etc.

3.5.4.2. The Contractor shall report unauthorized disclosures and attempts to solicit this type of information by unauthorized third parties or others not affiliated with this contract to the COR and

CO.

3.5.5. The Contractor shall remove Government-issued badges, and identification and/or conceal from plain sight when off base. The Contractor shall not leave Government-issued identification in vehicles or unprotected areas. The Contractor shall not duplicate, copy, or loan badges and passes to others. The

Contractor shall immediately report lost or stolen identification badges, vehicle passes etc. to the COR, CO, and Installation Security Office.

3.5.6. The Contractor shall practice OPSEC and implement countermeasures to protect critical information (CI) and other sensitive unclassified information, if applicable. Protection of CI shall include the adherence to and execution of countermeasures which the Contractor initiates or as provided by the COR and/or CO, for CI on or related to this PWS. The Contractor shall utilize the Wing OPSEC Policy and Critical Information and Indicators List (CIIL) per 48 FW, 100ARW and 352 SOW directive(s) as applicable, to protect critical but unclassified information.

3.5.7. If Contractor will have access to on-base facilities or other government facilities for 30 days or longer, such as embedded contractors or participates in operations, the Contractor must complete applicable training and awareness familiarization.

3.5.7.1. Initial training may be provided by computer-based training, live training, or a combination of both. Live training may be accomplished by an OPSEC coordinator, Wing OPSEC Signature Manager, or POC from the unit requesting the contract. Online training may be accomplished at https://www.cdse.edu/Training/eLearning/GS130/.

3.5.7.2. The Contractor shall ensure all employees with 30 days or longer access to on-base facilities complete OPSEC training before starting performance on this contract.

3.5.7.3. The Contractor must maintain individual training records for compliance purposes and provide training records to the COR and/or CO when requested.

3.6. PHYSICAL SECURITY

The Contractor shall safeguard all Government-owned facilities, equipment, and materials in the Contractor’s possession or used in the day-to-day performance of the contract.

3.7. SERVICE CONTRACT REPORTING

Section 2330a of title 10, United States Code (10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for, or on behalf of the Department of Defense (DoD) by 31 Oct. The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) provided under this contract by generating a Service Contract Report (SCR) at https://www.sam.gov. The inventory shall include the number of Contractor employees using direct labor hours and associated cost data. Information from the secure website 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’s name and contract number associated with the data. Contractors for other than Army components can visit https://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0029921 to review the user guide and understand the data fields included in the reporting structure.

3.8. ENVIRONMENTAL, HEALTH, AND SAFETY

The Contractor shall provide their employees with the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local UK laws.

http://www.cdse.edu/Training/eLearning/GS130/ https://www.sam.gov/ http://www.fsd.gov/gsafsd_sp?id=kb_article_view&sysparm_article=KB0029921

The Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

3.9. ENERGY CONSERVATION

The Contractor shall comply with energy saving conservation practices as deemed necessary by the facility manager.

APPENDICES

APPENDIX A: ABBREVIATIONS AND ACRONYMS

T&C USAFE-UK HNCC/Transportation and Customs VFR Visiting Forces Relief (official/exclusive use US Visiting Forces in UK) HMRC Her Majesty’s Revenue and Customs EORI Special Format Non-VAT Code (differs to trader format) CPC Customs Procedure Code (for VFR/works with above EORI only) NCH (HMRC) National Clearance Hub T-1 Commercial Transit Documentation (ie not Form 302) CCO Customs Clearance Officer CDS Customs Declaration System DEFRA Department for Environment Food and Rural Affairs

Shipping Source (Annual) Workload

USAFE-UK

48th LRS RAF Lakenheath 100th LRS RAF Mildenhall 501st CSW/LG RAF Alconbury

DECA

AAFES

AMC

SDDC