BEST-HRSM PWS - RAFLM.docx

Performance Work Statement

For Base Level Human Resources System Management & Base Enlisted Specialty Training

RAF Lakenheath, RAF Mildenhall and Geographically Separated Units (GSU)

Dated: 29 Jan 2025

16 31 Jan 2025

1: Description of Services

1.1. Scope of Work

The contractor shall provide personnel and supervision necessary to accomplish Human Resources System Management (HRSM) and Base Enlisted Specialty Training (BEST) at Royal Air Force (RAF) Lakenheath, United Kingdom (UK) and RAF Mildenhall, UK. The contractor shall provide all management, personnel, supervision, and other items and services necessary to perform services as defined in this Performance Work Statement (PWS), except as specified as government furnished services described later is this document. In addition, adhere to the standards identified in Personnel Services Delivery Guides, PSDG and Personnel Service Delivery Manuals, PSDM, Personnel System Management (PSM/HRSM) Military Personnel Data System (MILPDS) ,Vol 6, Human Resources System Management (HRSM) PC-III/MilPDS; AFI 33-332, Air Force Privacy Act Program; AFI 33-364, Records Disposition Procedures & Responsibilities; AFMAN 33-363, Management of Records,Chapter 3; DAFMAN 36-2689, Air Force Training Program and additional instructions or manuals implemented to manage HRSM and Base Training Functions listed within this PWS. Advise the MPF Commander and Superintendent on technical matters per PSDM/PSDG AFCSM 36-699, Vol 6, Table 24.1 (HRSM responsibilities).

1.1.1. Standards and requirements for the services reflected in this Performance Work Statement (PWS) are specified throughout Paragraph 1 -- Description of Services, Paragraph 2 -- Service Summary (SS), Paragraph 3

– Government Furnished Facilities and Services, Paragraph 4 – General Information, and in various Appendices. The contractor shall comply with the mentioned regulations, instructions, forms, etc., or the most current version of referenced material and its specified replacement in performance of this PWS, unless otherwise noted.

1.1.2. The contractor shall use innovative approaches to efficiently and effectively accomplish PWS or contract tasks, functions, and requirements in a quality manner at reduced costs in a way to foster pride and ownership in work performed.

1.1.3. The contractor shall ensure the HRSM/BEST requirements are provided simultaneously at each installation at any given moment per the authority of AFCSM 36-399, Vol 6. Chap 25 (.25.3.2. Data Group.)/limitation of PAS code access. The contractor shall ensure they provide personnel to account for holiday hours, annual leave, sick leave for all positions. This shall be accounted for simultaneously at each installation.

1.2. Human Resources System Management/Base Enlisted Specialty Training

Human Resources System Management (HRSM) includes administration, customer service, and maintenance requirements. Base Enlisted Specialty Training (BEST) includes customer service, program management, program evaluation, test control, test proctoring and data management services. All products generated are the property of the Government. The contractor shall maintain file copies of all documents In-Accordance-With (IAW) Air Force Instruction (AFI) 33-364. Additional records management information is found in paragraph 3.5 of this PWS.

1.2.1. The contractor shall perform System Administration IAW Personnel Services Delivery Guides, PSDG and Personnel Service Delivery Manuals, PSDM, Personnel System Management (PSM/HRSM) Military Personnel Data System (MILPDS) and Personnel System Management SBLC/PC-III/MILMOD, Volume 6. Air Force Personnel Center (AFPC/DPTSS) is the contractor’s point of contact for Personnel Data Systems (PDS), data corruption, and PDS equipment maintenance.

1.2.2. The contractor shall manage accounts on PDS, to include user validation.

1.2.3. The contractor shall perform PDS Administration.

1.2.4. The contractor shall administer Military Personnel Data Systems (MilPDS) to include: providing software maintenance, maintaining automated files of PDS Data, performing troubleshooting, ensuring data is current by providing operational monitoring, repairing/restoring invalid and/or corrupted PDS data resulting from system error when capable, identifying discrepancies to the AFPC, and monitoring corrective action. Contractor shall ensure Privacy Act Policies are applied.

1.2.5. The contractor shall administer current and active PDS to include: providing software and hardware maintenance, performing system back-up on appropriate system, to include Enterprise Output Manager (EOM) and maintaining PDS data integrity, performing troubleshooting, ensuring data is current, providing operational monitoring and notification to the respective users based on invalid and/or corrupted PDS data resulting from system error when capable, identifying discrepancy to AFPC and monitoring corrective action when corrective action cannot be accomplished locally and ensuring system remains on line. The contractor shall perform scheduled and unscheduled software and /or data maintenance on PDS equipment ensuring operability.

1.2.6. The contractor shall provide PDS software familiarization/training which consists of basic software familiarization and/or specific functions where needed based on the customer’s applicable PDS usage for those designated by their respective unit commander or Military Personnel Flight commander providing official appointment letter. New users should be provided training within 10 workdays or sooner when situation/mission needs dictate based on commander’s request. This service will be required on any new systems activated during the term of the contract. The contractor will receive training on any new system rolled out by the United States Air Force so they can in turn provide training to government system users.

1.2.7. The contractor shall conduct Customer Service/Data Management IAW PSDM/PSMG Volumes 1 and the current Case Management System Personnel Services Delivery Guide (PSDG) and the Base Level Personnel Services Delivery Execution, Organization, and Responsibilities Guide.

1.2.7.1. The contractor shall ensure initial and annual follow-on training for the Case Management System (CMS) is properly conducted and documented.

1.2.7.2. The contractor shall ensure all personnel who input pay affecting transactions into the Defense Joint Military System via MilPDS have the capability to review Master Military Pay Accounts. The contractor will coordinate with the local POC in the local comptroller squadron.

1.2.7.3. The contractor shall review CMS cases (within their unit) with work center supervisors on a weekly basis.

1.2.7.4. The contractor shall provide account management, initial, and as required, follow on training for Base Level Personnel Services Delivery Module (BLSDM), Personnel Records Display Application (PRDA), MyFSS Applications ), Case Management System (CMS), Military Personnel Data Systems (MilPDS and the Virtual Military Personnel Flight (vMPF) computer system applications.

1.2.7.5. The contract shall adhere to the requirement that all new Commanders have access to the PDS systems they manage within 14 calendar days.

1.2.8. The contractor shall provide database analysis utilizing management products as required by the Military Personnel Flight (MPF) Commander or designated representative and immediately informing them of system non-availability.

1.2.9. The contractor shall also provide data and/or analysis to customers other than MPF Commander as requested to include products created via the Oracle Business Intelligence Enterprise Edition (OBIEE), with adherence to Privacy Act guidance.

1.2.10. The contractor shall provide releasable data to an authorized Department of Defense (DoD) agent and redirects non-DoD agency requests to Freedom of Information Act (FOIA) Monitor in regard to the Freedom of Information Act [Title 5 USC § 552] within 5 days of request. The Data contained in PDS is subject to the provisions of the Privacy Act of 1974 [Title 5 USC § 552a] and AFMAN 37-104, Managing Information to Support the Air Force Mission, and must be safe guarded from unlawful release.

1.2.11. The contractor shall ensure recurring automated data products are created and forwarded to the appropriate customer or designated representative. Non-recurring automated data products are created and provided within two (2) duty days.

1.2.12. Upon receipt of transaction rejects from Joint Military Pay System, the contractor shall identify problem areas and ensure appropriate sections take corrective action IAW PSDM/PSDG .

1.2.13. The contractor shall distribute personnel data system(s) output products to respective MPF work center upon receipt and as transmitted from various government agencies such as AFPC, DFAS and IAW industry standard EOM configuration guide. Contractor shall ensure all contractor employees are trained and certified to operate all current/active personnel data base systems.

1.3. Base Enlisted Specialty Training (BEST)

1.3.1. The contractor serves as the Office of Primary Responsibility (OPR) IAW DAFMAN 36-2689, Training Program, to ensure programs are in place to manage upgrade, qualification, and ancillary training for units serviced by the host military personnel flight regardless of the functional area to include tenant units.

1.3.2. The contractor shall assist unit training managers (UTM) and additional duty unit training managers (ADUTM) with the management of the Career Development Course (CDC) Program.

1.3.3. The contractor shall manage the base Total Force Awareness Training (TFAT) program and provide training to UTM or unit TFAT monitors as required to ensure compliance with all directives. The contractor shall communicate with wing agencies responsible for providing TFAT to ensure program quality and compliance with all applicable directives.

1.3.4. The contractor shall support management of allocated training quotas and process training Report of Individual Personnel (RIP) IAW applicable training PSDGs to include requesting TDY-to-School fund cite for centrally-funded quotas.

1.3.5. The contractor shall coordinate with military personnel flight personnel on matters relating to classifying, assigning, and utilizing personnel being trained via OJT training. For units without MilPDS, contractor shall provide OJT training rosters, coordinate DAF Form 2096, Classification/On-The-Job Training Action, and update training status code changes. The contractor shall ensure newly gained personnel are assigned the correct training status codes and entered into upgrade training.

1.3.6. The contractor shall collect and analyze trend data, by unit and assigned specialty, and provide recommendations to commanders. Provide training performance metrics (TPM), to the wing commander and command CMSgt (or equivalent) at least quarterly and maintain data for a minimum of 1 year. The TPM report must be forwarded to MAJCOM by the last duty day of January, April, July, and October.

1.3.7. The contractor shall provide program evaluation to include conducting Staff Assistance Visits (SAV) as requested by unit commanders or 3F2 MAJCOM Functional Managers. The contractor shall analyze training data for trends and provide recommendations to the UTM and commander. If major problems, such as CDC program, training record documentation, and lack of UTM support, were identified during initial SAV, the contractor shall conduct a follow-up SAV not later than 60 days after initial SAV.

1.3.8. The contractor shall receive, distribute, track, and suspense Technical Training Group Field Evaluation surveys to the UTMs. The contractor shall track all surveys regardless of the survey medium, delivery method or source (PSDG – Unit Training Manager Procedures).

1.3.9. Contractor shall serve as the Job-Site Training/Distance Learning Site Coordinator.

1.3.10. The contractor shall schedule quarterly base training meetings; prepare and distribute an agenda to each UTM. Conduct, document, and provide a copy of meeting minutes to each UTM, Education and Section Chief, and applicable MAJCOM office within 10 work-days after the meeting.

1.3.11. The contractor shall train authorized personnel to teach the Air Force Training Course (AFTC). Instruct AFTC for any unit without an assigned and trained 3F2X1 or civilian equivalent. Update course completion in MilPDS within 10 duty days for all assigned units (if applicable) and maintain class rosters on file for 12 months. Provide DAF Form 1256, Certificate of Training to students.

1.3.12. The contractor shall establish test control office and test control facility duties in accordance with DAFMAN 36-2664, Personnel Assessment Program, and test control facility guide. In addition, contractor shall administer ADL 7-level CBT testing and other job safety training testing as requested (Hazardous Material Inspector, Hazardous Material Preparer, etc.). The contractor shall notify and follow-up as necessary with the UTM to schedule members for CDC exam. The contractor shall provide scorecards to the UTM upon receipt. A quarterly test inventory shall be conducted.

1.3.13. The contractor shall track requests and respond to the customer within 5 working days of request. The contractor shall submit training data as requested from the Education and Training Section Chief or authorized designee, base leadership, MAJCOM 3F2 Functional Manager, Air Force Personnel Center (AFPC) and outside agencies as required.

2: Service Summary

Paragraphs

Performance Threshold

a) HRSM/BEST requirements are met at each installation IAW AFCSM 36-399, Vol 6. Chap 25. (25.3.2. Data Group)/PAS code limitations. Acceptable Quality Level (AQL): 100% of the time.

a) New PDS accounts established for authorized users with no unauthorized users on the system.

AQL: 100% of the time.

a) Provide service within 10 workdays upon receipt of official appointment letter.

AQL: 98% of the time.

a) Data provided only to authorize agencies IAW governing FOIA directives within 5 working days AQL: 98% of the time.

a) Non-recurring products are received by appropriate MPF work center within two (2) duty days.

AQL: No more than 5 late reports per quarter.

and/or 1.2.9

a) PDS is available during duty hours or immediately notify MPF/CC or designated representative of system non-availability.

AQL: 95% of the time.

a) Ensure Contractor Employees are trained on all active personnel data systems within 30 days.

AQL: 95% accurate and improved to 100% within 2 week notice.

1.3.13.

a) NLT 5 working days of customer inquiry respond/to track customer issue and responding.

AQL: 95% of the time.

1.3.13

a) Ensure total force awareness training is completed within prescribed timeliness.

AQL: Complete training within required timeframes 98% of the time.

a) Training RIPs are retrieved, processed, and forwarded to member and UTM within 3 working days hours of receipt.

AQL: 95% confirmation rate of allocations

a) Pull reports for monthly surveillance of Training Status Codes (TSC) actions affecting qualification and skill level upgrade to include contacting unit UTM when coding concerns arise.

AQL: 100% of the time.

b) Identify incorrect TSC.

AQL: No more than 3 discrepancies per month.

a) Each quarter (4 times per year) provide installation commander with a Status of Training Summary.

AQL: Provide reports within 10 days of meeting 75% of the time.

a) Complete SAV IAW applicable PSDG within 30 calendar days of request.

b) Submit written reports to unit and group commanders, with copy to MAJCOM NLT 30 days of completion.

AQL: Complete report within required timeframes 90% of the time.

a) Field evaluation questionnaires completed within 10 working days of course completion AQL: Response rate of 90%.

a) TPM provided to wing leadership.

AQL: 100% of the time.

a) Within 10 work-days after the scheduled meeting, develop and distribute minutes required offices.

AQL: Provide reports within 10 days of meeting 98% of the time.

a) Once instruction has been completed, update AFTC completions in PDS within 10 working days of receipt.

AQL: 95% of the time.

a) Compliance with Air Force, MAJCOM/AFPC and Air University Directives to prevent test compromise.

AQL: No major discrepancies and no more than one minor discrepancy per quarter.

3: Government Furnished Facilities and Services

3.1. General Information

The Government will provide the facilities and services.

3.2. Government-Furnished Facilities

3.2.1. The Government will furnish or make available facilities and items incidental to the workplace as stated in FAR 45.000(b)(5) as deemed necessary to perform IAW the PWS. The Government retains the authority to modify or realign facilities and room space provided to the contractor based on current Air Force guidelines for space utilization, mission, and personnel requirements. The Government will relocate the contractor when deemed necessary at the Government’s expense.

3.2.2. Facilities shall only be used in performance of this PWS.

3.2.3. Government facilities have been inspected for compliance with Occupational Safety and Health Administration (OSHA) and environmental regulations. The facilities are provided “as is” and the Government does not represent the condition, quality, or completeness of the property. Should a hazard be identified, the Government will correct the OSHA or environmental hazard(s) according to base-wide developed and Government approved plans for abatement, taking into account safety and health priorities under this PWS.

3.2.4. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor. Should the contractor cause the OSHA or environmental hazard (due to negligence, misuse of space, non-compliance, disturbing of materials such as asbestos, lead-based paint, or other reasons), the contractor, at his/her expense, shall re-mediate the hazard and any other consequences of such action.

3.2.5. The Government will assume no liability or responsibility for the contractor's compliance or noncompliance with such requirements; except, for the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities. Before any modification of any Government provided facility by the contractor, at contractor expense, the contractor must furnish, to the Contracting Officer’s Representative (COR), documentation describing the modification requested. No alterations to the facilities shall be made without specific written permission from the COR and building facility manager. The contractor shall return the facilities to the Government in the same condition as received less fair wear and tear and approved modifications. The contractor shall be liable for all corrective actions arising from deficiencies not documented in their initial survey.

3.3 Government-Furnished Equipment

Each contractor employee, working at a government facility, will be provided office furniture, supplies, and access to software/hardware documentation and computer resources (with standard desktop configuration) adequate to accomplish their assigned tasks.

3.4. Government-Furnished Records

The Government will furnish all existing records associated with this PWS. The contractor shall maintain current files IAW AFI 33-364, Records Disposition—Procedures and responsibilities; and AFRIMS, Records Disposition Schedule; AFMAN 33-363 Management of Records, or as directed by the Base Records Manager. Contractor personnel who are designated records custodians, by written appointment to the FSS Functional Area Records Manager (FARM), shall attend initial records management training conducted by the Records Manager during the transition period; and continuing records education and training classes as scheduled by the Records Manager. The designated CORs will provide contractor a point of contact and suspense date for submission of designated records custodians during the 30-day transition period. All records, documents, electronic databases, and associated papers provided by the Government or generated during performance of this PWS shall become Government property and shall remain in place upon contract termination or completion, and incorporated into the filing system. During the period of the contract, these items shall be available for Government review as needed.

3.5. Government - Furnished Services.

3.5.1. The Government will furnish electricity, water, sewage, and heating for Government furnished facilities.

3.5.2. The Government will provide on base mail distribution, United States Postal Services, and parcel service. These services shall be limited to official government mail matters, required under terms of this contract.

3.5.3. The Government will provide general on base security and fire protection services, including fire prevention protection, inspection, and maintenance of government-furnished fire extinguishers and systems.

3.5.4. The Government will provide emergency medical treatment and patient transportation service for contractor personnel associated in the performance of the contract. The contractor shall reimburse the Government for the cost of medical treatment and patient transportation service at the current inpatient or outpatient treatment rate, as appropriate. All mishaps will be promptly reported to the base safety office.

3.5.5. The Government will provide DSN phone line, e-mail, Internet, and Local Area Network (LAN) access when applicable, for contractor personnel with a National Agency Check or Entry National Agency Check with Written Inquiries (NACI), to perform duties as required by this PWS. Use of such services is “for official use only” (FOUO) and shall be used only when directly related to and necessary for the accomplishment of contracted duties.

3.5.6. The Government will provide refuse collection from dumpsters identified by the COR. The contractor shall be responsible for bringing refuse to the identified dumpsters. The contractor shall not dispose of flammable liquids, mineral spirits, oils, lubricants, and other flammable or hazardous material in base dumpsters. The contractor will be required to comply with all installation hazardous material management and recycling programs.

4: General Information

4.1. Hours of Operation.

4.1.2. The contractor shall provide continuous coverage during normal operating hours while performing the services required within this PWS. Normal operating hours are 0730 to 1630, Monday through Friday, at RAF Mildenhall and RAF Lakenheath. The Government will notify the contractor if normal operating hours change.

4.1.3. Observed Holidays. The contractor will not be required to work on United States federal holidays. This also includes any non-traditional Government holidays designated by Federal Statute, Executive Order or by the President’s Proclamation.

4.1.4. Performance of Services during Crises declared by the National Command Authority or Overseas Combatant Commander: In the event of a national emergency or crisis and the Department of Defense has activated instructions contained in Department of Defense Instruction (DODI) 1100.22 and the Air Force implementation thereof, it is determined that the Contractor shall be required to perform during crisis. The hours of operation and services required in this contract remain unchanged. The Contracting Officer (CO) shall notify the Contractor of any and all crisis response implementations. Any resultant deviations to current contract services due to a crisis shall be negotiated if and when such a crisis occurs. The following HRSM services performed under PWS paragraphs 1.2.4, 1.2.5, and 1.2.7 for RAF Lakenheath and RAF Milldenhall are declared as mission essential. The contractor is not deemed mission essential when base closures are caused by inclement weather i.e snow days, the contractor will not be required to work on these occasions.

4.1.4.1. Upon notification by the COR, the contractor shall support national commitments and contingency plans up to and including a declared war. These services shall be provided as required for the duration of the emergency. The Government, in accordance with DoDD 1100.4, Guidance for Manpower Management, may augment surge requirements beyond the capability of the contractor.

4.1.4.2. The contractor will provide a current roster of employees working in support of this PWS. The roster shall include as a minimum the Project Manager and an alternate (name, addresses, and telephone numbers).

4.1.4.3. The Government retains the option to assign military representatives on a full or part time basis at all contracted sites as deemed necessary for reasons, such as, but not limited to, training, assistance in contingency efforts at site, special events, or to evaluate site performance. Such items are not all inclusive. The presence of military personnel shall in no way diminish the contractor’s responsibility to provide the operation services specified in this PWS.

4.1.4. 5. Operations Other than Crisis outside Normal Duty Hours. Upon notification by the Government, the contractor shall arrive at the duty location within two-hours in support of request for data retrieval or system maintenance.

4.1.4.6. The contractor will provide support between offices at RAF Mildenhall and RAF Lakenheath to cover duties during extended periods of leave or sickness when offices are busy.

4.1.4.7. When the base is officially closed, contractor personnel will not have access to the base facilities. There may be occasions when support contractors are invited to participate in morale and recreational activities (i.e., holiday parties, golf outings, sports days and other various social events). Contractor employees shall not be directed to attend such events by the Government. Since a contract employee is not a government employee, the contract employee cannot be granted the same duty time activities as Government employees. Participation in such events is not billable to the contract and contractor employee participation shall be IAW the employees’ company’s policies and compensation system.

4.2. Contractor Personnel

4.2.1. Certifications

4.2.1.1. The contractor shall ensure all employees have a minimum of one (1) year experience working with the military; these required certifications shall be attained prior to any employee performing work under this PWS.

4.2.1.2.The contractor must designate employees to become qualified to instruct the Air Force Training Course (AFTC) during the contract 30-day transition period to include the duration of this contract. The listing of qualified employees must be provided to the COR prior to instruction being provided.

4.2.3. Security Clearances.

4.2.3.1. The contractor must have a valid Facility Security Clearance granted by the Defense Security Service (http://www.dss.mil). The contractor must comply with DoDI 5220.22, National Industrial Security Program, to determine eligibility for access to classified information for work performed under this PWS herein.

4.2.3.2. The contractor employee(s) responsible for administering classified TCF exams and conducting unit SAVs, shall possess a Secret Clearance in accordance with DoDI 5200.02, Personnel Security Program and AFI 31-501, Personnel Security Program Management.

4.2.3.3. All employees working in Personnel Database Management, IAW DoDI 1000.13, Identification (ID) Cards for Members of the Uniformed Services, their dependents, and other eligible individuals, require a Common Access Card and therefore a National Agency Check with Written Inquiries (NACI) or the host nation equivalent. The results of the check shall be provided to the CO. The Government will not accept any employee with a federal conviction (or host nation equivalent) in their background check. If a specific personnel database requires secret eligibility or a SSN for access then only US citizens, with the commensurate eligibility, will be authorized.

4.3. Contractor Management

4.3.1. The contractor’s manager and alternate (may perform other duties) is responsible for the performance of the service contained in this PWS and as listed in Section 1.2 and in Service Summary. The contractor’s manager and alternate shall be designated in writing to the CO, 10 working days prior to contract start.

4.3.2. The program manager and alternate shall be available within three-hours of request during normal duty hours to meet on the installation with COR to discuss contract issues.

4.3.3. All contractor employees shall be able to read, write, speak, and understand the English language to the extent necessary in the performance of the service.

4.3.4. All contractor employees with access to military personnel data shall sign nondisclosure statements. The COR will maintain copies of the signed nondisclosure statements.

4.3.5. All contractor employees must have the required visas for work in the United Kingdom.

4.3.6. The contractor shall not employ individuals identified to the contractor by the CO as potential threats to the health, safety, security, general wellbeing, or operational mission of the installation and its population. This shall include individuals who are a potential threat because of prior felony convictions. Contractor personnel shall present a neat appearance, and be easily recognizable as contractor employees. Contractor personnel are expected to comply with reasonable dress and grooming standards based on comfort, productivity, health, and type of position occupied. Personnel attire shall be in good repair and shall not be considered offensive, disruptive, or unsafe. All employees shall wear an identifying badge, which shall include as a minimum, the person's name, and the contractor’s name.

4.3.7. Employee Rosters. The contractor shall provide a roster of all employees working under this PWS to the CO no later than 10 working days prior to contract start. The roster shall be kept current at all times and changes forwarded to the CO within 7 working days.

4.3.8. If at any time during the performance of this contract, the CO finds it to be in the best interests of the Government, the CO may order the contractor to remove any of their personnel from further performance under this contract for security reasons or violation of installation regulations. In the event it becomes necessary to replace any contractor employee for any of the above reasons, the contractor shall bear all costs associated with such removal including the costs for replacement of any employee so removed.

4.4. U.S. Military and Government Employees

4.4.1. Current Government Employees. The contractor shall not employ any person who is an employee of the United States Government if employing that person would create a conflict of interest or the appearance of a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DoDD5500.07, Standards of Conduct.

4.4.2. Off-Duty Active Duty Military. The contractor is cautioned that off-duty active military personnel hired may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for non- performance under this contract.

4.5 Quality Control Plan.

4.5.1. The contractor shall submit a Quality Control Plan (QCP) with their proposal. The QCP is a contract compliance document and shall be kept current by the contractor. All QCP changes shall be promptly furnished to the COR for acceptance.

4.5.2. The contractor shall provide documentation needed to demonstrate adherence to the performance thresholds for all Service Summary Items. The contractor shall take the primary lead in collecting performance data in an “open book”, partnering relationship with the Government which fosters mutual success of the parties. The contractor may use additional performance indicators for managing their processes and operations.

4.6. Performance Management.

4.6.1. Customer Complaints. Another aspect of measuring customer satisfaction is resolving customer complaints. The contractor shall ensure that a customer complaint process is established and advertised. The contractor shall record, track, report, and inform the COR of the resolution of customer complaints. A copy of each customer complaint will be provided to the COR and the COR may conduct informal inquiry of the complainant to ensure a satisfactory resolution has been obtained.

4.6.2. The Multi-functional Team (MFT) IAW DAFI 63-138, Acquisition of Services is responsible for the performance management of this contract. Upon contract award, the contractor becomes a member of the MFT. During the first quarter of contract performance, the MFT shall meet monthly, unless it is deemed necessary to meet more frequently. After the first quarter, if there are no performance issues, the MFT shall meet as deemed necessary. A member of the MFT will record meeting minutes. Minutes of the meeting shall be provided to all members of the MFT and, if there are areas of disagreement, these should be addressed in writing to the CO within 10 calendar days of receipt of minutes. Upon resolution, the contract administrator (CA) or CO will sign the minutes.

4.7. Government Quality Assurance Program.

The Government will rely on the contractor’s quality control program and the performance management approach described in paragraph 4.7 above to assess performance whenever possible. However, the Government reserves the right to perform additional inspections as necessary, utilizing the Government’s Quality Assurance Surveillance Plan (QASP) and the inspection/acceptance provisions in the clause FAR 52.212-4 Contract Terms and Conditions -

- Commercial Items.

4.8. Government-Furnished Training.

4.8.1. The contractor shall comply with all computer system and network security procedures. All contractor employees shall receive Information Assurance Awareness Program training by the base Communications Squadron prior to contract start date. All contractor employees shall also receive refresher training when scheduled. The Communications Squadron will provide appropriate standard base level training they deem necessary to ensure the contractor employees have required skills (i.e. Workgroup Manager, Telephone Control Officer).

4.8.2. The contractor shall comply with the Privacy Act of 1974 and all legal amendments to the Privacy Act during the performance of this PWS. The Government will provide Privacy Act training during the transition period.

4.8.3. Government furnished training will be conducted in the local area with no additional cost to the contractor. Additional government furnished training will include, but is not limited to: Fire Extinguisher Training, Equipment Custodian Training, initial Supply System Training, Force Protection Training, Operational Security (OPSEC) Training and Building Custodian Training.

4.9. Environmental Controls.

4.9.1. Environmental, Health, And Safety. The contractor shall ensure all employees receive the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), federal and local laws. The contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

4.9.2. Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor's obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the contractor to conduct activities not otherwise required by the program.

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

4.9.4. Ionizing and Non-Ionizing Radiation: Contractors must obtain authorization from BE prior to bringing on site ionizing or non-ionizing sources/equipment onto the installation. Contractors must provide list of items and description of how they will be used to Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to the date required to bring them on base.

4.9.4.1 Non-Ionizing Radiation: Electromagnetic Frequency (EMF) Radiation and LASERS: Contact BE/Installation Laser Safety Officer (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site. (Example: LASER Classes: 1M, 2M, 3R, 3B, or 4; Transmitting antennas, radars etc.) Reference: AFI 48-139, LASER and Optical Radiation Protection Program, Paragraph 2.21)

4.9.4.2 Ionizing sources: Contact BE (48amds.sgpb@us.af.mil) at least 10 days prior to bringing on site ionizing sources/equipment. For regulated sources, provide copies of permits or sealed source certifications. (Example: Troxler density gauges, sealed sources in various gauges/devices). Reference: AFI 48 -148, Ionizing Radiation Protection.

4.9.5 Hazardous Materials/Chemical Management: Hazardous Materials/Chemical Management: All hazardous material use requires prior authorization before bringing the hazardous material on base. "Hazardous material" includes many materials for which there is a manufacturer SDS, such as cleaning supplies, paints, solvents, sealants, lead acid batteries, fuels, herbicides, etc.

4.9.5.1 The Contractor shall submit an inventory list of ALL chemical products to be used, along with copies of the Safety Data Sheet (SDS) for each chemical product, for review before bringing any potentially hazardous material onto RAF Lakenheath, RAF Feltwell or RAF Mildenhall using the attached “HazMat Authorization Request Template”. The Contractor shall submit completed inventories and SDSs to the 1) CO, 2) CE Environmental / for RAF Lakenheath (01638 523990) (nolan.swick@us.af.mil), or for RAF Mildenhall 100 CES/CEIE (01638 545831), jeanne.dye-porto@us.af.mil and 3) Bioenvironmental Engineering (01638 528047) (48amds.sgpb@us.af.mil) at least 10 days prior to the date required to bring them on base.

4.9.5.2 Once approved, the Contractor must maintain an inventory of all hazardous materials along with corresponding Safety Data Sheets (SDSs). The Contractor shall track and report actual hazardous material usage during the performance of the contract. Hazardous material usage for any contract that is less than one month in duration will be reported at the end of the contract period. Hazardous material usage for any contract over a month in duration will be reported no less than monthly. Hazardous material usage will be reported using the attached “HazMat Monthly Usage Log Template”.

4.9.5.3 The Contractor shall not leave any excess hazardous materials or empty containers on site following completion of the project. The Contractor is responsible for the removal of all unused hazardous materials and proper disposal of all hazardous waste generated. Reference: AFI-32-7086, Hazardous Materials Management

4.9.6. Controls of other hazards: Contractors must coordinate with Bioenvironmental Engineering (BE) at 01638528047 or 48amds.sgpb@us.af.mil at least 10 days prior to start of project, regarding all contracts with potential health impact to personnel (Example: Noise above 85 dBA, activities with potential airborne contaminants or particulates). Hazardous work areas/perimeters shall be established to control exposures and limit access to nearby facilities and personnel. Work shall be performed IAW all applicable occupational health and safety regulations. Contractors must coordinate with facility managers and receive a safety brief of hazards present within work areas.

4.10. Contractor Manpower Reporting.

4.10.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for HRSM & BEST services via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.10.2. 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 CMRA help desk.

4.11. Physical Security.

4.11.1. Key Control. The contractor shall establish and implement methods of making sure all keys issued by the government to the contractor are not lost or misplaced and are not used by unauthorized persons. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan (QCP). Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report to the COR any occurrences of loss, unauthorized use, or unauthorized duplication of keys. The contractor shall control access to all Government-provided lock combinations to preclude unauthorized entry.

4.11.2. Corrective Actions. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the Government. In the event a master key is lost or duplicated, the contractor at no cost to the Government will replace all locks and keys for that system.

4.12. Reserved.

4.13. Geographically Separated Units (GSU).

The contractor shall be responsible to provide services to the GSUs identified Appendix 1.2. The level of service does not require contractor employees to operate these locations. Customer service responsibilities will be provided to all GSUs listed.

4.14. Logistical Support. (DFARS Clause, SUBPART 225.74—DEFENSE CONTRACTORS OUTSIDE THE UNITED STATES is hereby incorporated by reference.)

4.14.1 Logistic support will be provided to an authorized contractor. Authorized contractors are defined as a US citizen who has been hired as a consequence of this contract and is employed at least 40 hours per week on this contract.

4.14.2 Logistics support as defined below will be provided to authorized contractor employees and their dependents to the extent these services are available at the location where the contract is to be performed and as authorized by current applicable Air Force and European theater regulations, by current applicable international agreements and arrangements, by current policies, and the local Installation Commander. Lack of availability of any of these services shall not serve as a basis for claims by a contractor against the Government for increased cost of contract performance.

4.14.3 Abuse of Privileges. The Contractor will include a provision in his employment agreement with his employees to provide for disciplinary action, or discharge for cause, of the employee for any abuse of privileges authorized to herein. The US Government retains the right to withdraw privileges as a result of Contractor employee abuse at no additional cost to the US Government. This provision in no way will prohibit disciplinary action or legal prosecution by either the US Government or the host country government. Services or privileges may be denied an individual basis at the discretion of the Installation Commander.

4.14.4 The Contractor shall assure that upon termination or transfer of any employee who is granted logistic support, action is taken simultaneous with the termination of employment to assure that said employee ceases to have access to the services granted under logistic support. The Contractor shall assure that identification passes or other documents pertinent to or peculiar to the contract or privileges are turned over to the issuing office upon termination or transfer of any employee. The Contractor shall require a written receipt of such return and shall immediately forward a copy to the contracting officer.

4.14.5 The following listed services will be made available, to the extent possible, to authorized contractor's employees and authorized dependents of a contractor employee.

4.14.5.1 Commissary (includes rationed items).

4.14.5.2 AAFES facilities (military exchange, theater, food concessions, shoppette).

4.14.5.3 Class Six (alcoholic beverages, includes rationed items).

4.14.5.4 Local government transportation for official government business (as available).

4.14.5.5 Local Services (morale, welfare, and recreation).

4.14.5.6 Military banking services, accounting and finance services, credit union.

4.14.5.7 Military Postal Service. DoD 4525.6-M, Volume I, DoD Postal Manual, authorizes U.S. citizen employees and sponsored family members may be authorized personal mail. Postal support will be limited to the country in which the contractor is performing and provided there is no host-country prohibition. The extent of postal support will be set forth in the contract. The provisions for postal support in such contracts shall be reviewed and approved by the applicable Combatant Commander (or his designated representative) and the Military Department concerned prior to execution of the contract. This service shall not increase the existing MPS manpower and facility requirements.

4.14.5.8 POV registration.

4.14.5.9 Purchase of petroleum and oil (POL) products.

4.14.5.10 DoD Dependent Schools on a tuition paying basis. Minor dependents of U.S. citizens who are full-time defense contractor personnel whose organization has executed contracts or other agreements with the DoD when the applicable contract or agreement authorizes dependent education on a tuition fee basis in the DoD dependents schools shall be enrolled on a space-guaranteed, tuition paying basis.

4.14.5.11 Emergency medical and dental services on a space available, fully reimbursable basis for medical services provided at Uniformed Service facilities.

4.15. Transition Plan – The contractor shall illustrate a detailed plan for transitioning to a new contract performance during the 30-day transition period by describing how the contractor will successfully perform all requirements on the contract start date. The transition plan shall include a detailed description and complete timeline of all transition activities necessary to begin successful performance on the performance start date.

5: Appendices

Appendix 1 – Workload Estimates and GSU Listings

A.1.1. General: Variation in Workload. The quantities of output to be furnished by the contractor as stated herein are estimates and, as such, are subject to variations.

The following information and workload data are the estimated workloads based on historical data. This information does not guarantee nor does it necessarily portray the future workload. The following table describes estimated workload for the periods specified.

Provides PDS familiarization/training for new users and assistance when requested

1.2.3.

50 new users trained per year

40 new users trained per year

Provides releasable data to authorized DoD agency and directs non-DoD request to FOIA monitor

1.2.10.

20 requests received per month

10 requests received per month

Ensure automated data reports are forwarded to appropriate MPF work center or agency

1.2.11.

1000 reports processed per month

500 reports processed per month

Provides data and/or analysis when requested, to include but not limited to recurring OBIEE inquiries.

1.2.9.

75 custom enquiries performed per month

50 custom enquiries performed per month

Assists customers with program management and training requests.

1.3.1.-1.3.5.

30 queries per month

20 queries per month

Evaluates unit ancillary training program by reviewing completion reports and compiling data

1.3.3.

Manages, reviews, and updates UTM training actions in PDS for accuracy, ensures corrective actions are taken, and transmits action.

1.3.5.

200 UTM actions per month

200 UTM actions per month