DRAFT JA-21 Incumbents Phase-Out Plan.pdf

Phase-Out Plan

Base Operations Support (BOS) Dobbins Air Reserve Base

1/4/22

100 Stoneforest Dr.,Suite 100, Woodstock GA 30189 PH 678-494-0332 FAX 678-494-0879 www.pegasussupport.com

A Service-Disabled Veteran Owned Small Business

Contents 1 Purpose

2 Phase-Out Schedule

3 Cooperation with Successor Contractor

4 Access to Incumbent Employees

5 Transfer of Records and Historical Data

6 Security

7 Inventory and Transfer of GFP http://www.pegasussupport.com/

100 Stoneforest Dr.,Suite 100, Woodstock GA 30189 PH 678-494-0332 FAX 678-494-0879 www.pegasussupport.com

1 Purpose

The purpose of this Phase-Out Plan (POP) for at Dobbins Air Reserve Base is to provide a comprehensive process for the transition of the powers, duties, activities, and functions of tasks and tools for the Base Operations Support (BOS) contract. It describes the approach to transitioning work and employees from Pegasus Support Services.

The six main elements of the Pegasus Support Services POP are:

1) Phase-Out Schedule

2) Cooperation with the successor contractor

3) Access to incumbent employees

4) Transfer of records and historical data

5) Security

6) Inventory and transfer of Government Furnished Property

2 Phase-Out Schedule Should the requirement for phase-out become necessary, we will activate a phase-out schedule as indicated in Figure 2.1. We will amend the schedule as necessary, coordinate with and distribute the revised schedule to the government contracting office and the successor contractor. For purposes of developing the schedule, we have referenced the 60-day phase-out period outlined in the PWS (A11.2).

Phase-Out Schedule

Task Week 1&2

Week 3&4

Week 5&6

Week 7&8

Alert phase-out team and notify center staff

Meet with government representatives

Meet with successor contractor representatives

Schedule property and equipment inventories

Identify workspace for successor contractor

Provide successor contractor access to existing student records

Schedule expendable supplies inventory

Conduct a joint inventory of facilities, materials, supplies, and equipment to be turned over to the government and the successor contractor

Conduct a joint inventory of all maintenance manuals, facility plans, and blueprints, Documents, regulations, 100 Stoneforest Dr.,Suite 100, Woodstock GA 30189 PH 678-494-0332 FAX 678-494-0879 www.pegasussupport.com and publications to be turned over to the government and the successor contractor

Determine disposition of equipment (if any) owned or leased by our company

Provide the successor contractor with the original copies of all government-owned software and licenses

Notify GSA fleet manager of change in contractors and end date for billing on our contract

Notify vendors and sub-contractors of end date for our contract

Stop receiving any new service calls (reimbursables) and Over & Above request [RPM, VOM, Supply, TMO and Fuels]

Turn over government owned records and historical data

Implement transition of all operational and maintenance manuals and existing available instructions, manuals, regulations, and publications to be turned over to the government and the successor contractor

Conduct expendable supply inventory and transfer control to the successor contractor

Turn over all government owned systems, programs, software, hardware, and databases relevant to accomplishing the performance requirements of the contract to the government and the successor contractor

Turn over control of the Vehicle fleet management to the successor contractor

Turn over all keys, security access codes and lock combinations to the government and the successor contractor

Settle all vendor accounts

Provide the successor contractor with the results of any audit and reconciliation of funds and equipment

Provide the Government with a list of any service orders that were unable to be closed and that have been transferred to the new contractor to be completed.

Provide all outgoing employees with termination guidelines and appropriate relocation assistance where necessary

100 Stoneforest Dr.,Suite 100, Woodstock GA 30189 PH 678-494-0332 FAX 678-494-0879 www.pegasussupport.com

Hold security debriefing with departing employees

Close bank accounts

Submit voucher for final payment of contract services to the government

Figure 2.1: Phase-Out Schedule

Our phase-out team will meet with the government as frequently as necessary. We will:

• Coordinate our phase-out plan with the government.

• Inform the government of the phase-out tasks that have been completed.

• Inform the government of the tasks to be completed prior to the next meeting.

• Provide the government with the status of our coordination with the successor contractor.

• Discuss any other measures required to accomplish the phase-out in a smoother and more orderly manner.

Our phase-out team leader will review our phase-out plan with the successor contractor. Our phase-out team will then hold regular coordination meetings with both the government and the successor contractor. We will request a copy of the successor contractor’s transition plan prior to the first working meeting to coordinate the two plans. We will ensure a seamless transition while working with the new contractor to:

• Identify all support agreements that will require renewal.

• Assist the new contractor with existing projects in progress or to be completed prior to end of phase-out.

• Encourage familiarization with the existing workforce.

3 Cooperation with Successor Contractor In the event our bid is unsuccessful to retain this contract, we will immediately take the following actions:

• Inform all employees and encourage them to cooperate fully with the successor contractor during the phase-out

• Encourage employees desiring to remain to seek employment and arrange interviews with the successor contractor

• Conduct meetings with our phase-out team to assign functional responsibilities for individual actions

• Update current property and equipment inventories

• Contact appropriate government representatives to obtain scheduling information and phase-out guidance

4 Access to Incumbent Employees Throughout the phase-out period, the successor contractor will have access to all of our employees wishing to remain on the contract as an employee with their company. We will provide the successor contractor with

100 Stoneforest Dr.,Suite 100, Woodstock GA 30189 PH 678-494-0332 FAX 678-494-0879 www.pegasussupport.com dates of employment and present positions held. We will develop a personnel transition plan to identify those key management employees who will be offered positions on our other contracts. Employees wishing to remain on the project with the successor contractor will be assigned termination dates aligned with the completion of the contract. We will assist the new contractor in retaining as many of the incumbent employees as possible to prevent a disruption of service as well as retain the existing knowledge and experience base. If necessary, we will bring in corporate personnel to ensure continuity. Above all, we will do everything in our power to ensure continued, uninterrupted services.

5 Transfer of Records and Historical Data As soon as contract phase-out begins, we will inventory standard operating procedures, technical manuals, directives, reports, logs, files, checklists, and all other documents resulting from performing the services specified in the contract. We will have them ready for the new contractor, ensure that amendments have been posted, and turn them over to the government. We will review all functional areas prior to the end of phase-out to ensure that all data has been or is scheduled for transfer.

6 Security During the initial stages of the phase-out period, we will tag all keys and perform a pre-inspection to ensure all locks and keys are properly accounted for. We will perform a joint inventory of locks and keys with the successor contractor. As a result of the joint inspection, we will provide the government a letter listing the locks and keys that are missing or no longer are required by the successor contractor. During the joint inspection, we will determine if any keys or locks should be replaced. Such replacement will be coordinated with the government.

7 Inventory and Transfer of GFP We will inventory supplies, government-owned software, real property, and government-furnished equipment. This latter inventory, conducted jointly by us and the government, may begin before phase-out and will continue throughout the phase-out period. We will maintain current balances from the inventory period through contract completion by recording the receipt and issue information in the computer program.

We will prepare the turn-in documents and return all equipment to its initial issue point in the same condition as received, except for normal wear and tear. We will conduct a joint inventory of real property with the government and the successor contractor.