DRAFT PWS for DA Photo Services posted with Sources Sought.pdf

Performance Work Statement (PWS) Department of the Army (DA) Photography Services at

Various Army Locations, Island of Oahu, Hawaii

1 October 2023

DRAFT

Performance Work Statement (PWS) DA Photo Services at Schofield Barracks and Fort Shafter

1. GENERAL INFORMATION

This is a non-personal services contract to provide Department of the Army (DA) photo services in support of United States Army Garrison, Hawaii (USAG-HI). The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of services and introduction: The contractor shall operate the United States Army Garrison – Hawaii’s Visual Information Studio with photo labs at Schofield Barracks and Fort Shafter and other locations on the island of Oahu. The photo labs provide support for:

1.1.1 Official DA Photos.

1.1.2 Command Photos.

1.1.3 Passport Photos for official travel only.

The Contractor shall provide digital photography services and produce official DA photographs for Army soldiers and civilian personnel for personnel records and identification of individuals in accordance with the following: Approved DA Forms 3903; Army Regulation (AR) 25-1, Army Information Management; AR 640-30, Official Army Photographs; AR 25-22, Army Privacy Program; AR 25-55, Department of the Army Freedom of Information Act Program; DA Pamphlet 25-91, Visual Information Procedures; Department of Defense (DoD) Instruction 5040.02, Visual Information and the Department of Defense Captioning Style Guide; and other VI policy guidance. Web Addresses for Related Forms, Regulations & Publications:

https://www.dma.mil/ https://www.dimoc.mil/ https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/webARN19797_R640_30_CC_FINAL.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN37510-AR_25-1-001-WEB-3.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN18147_R600_8_22_admin2_FINAL.pdf https://armypubs.army.mil/pub/eforms/DR_a/ARN37551-DA_FORM_3903-000-EFILE-1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN30483-AR_25-22-000-WEB-1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN36834-PAM_25-91-001-WEB-3.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/504002p.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/ARN30302-AR_670-1-000-WEB-1.pdf https://travel.state.gov/content/travel/en/passports/how-apply/photos.html

1.2 Background

Historical Workload Data (see Technical Exhibit 1 - Historical Workload Data) is provided for informational purposes only. Workload data is based on current trends including deployments/re-deployments and surges. Workload data can and will fluctuate based on current and historical trends.

1.3 Scope

The contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and non-personal services necessary to perform official photography services as defined in this PWS. Services include photography services for Army soldiers and civilian personnel producing official Army photographs for personnel records and identification of individuals (Command and passport photos) in accordance with US Army regulations and Visual Information (VI) policy guidance at Schofield Barracks Studio, and Fort Shafter Studio. The contractor shall perform to the standards in this contract. The Contractor shall provide photographic and lighting equipment, cameras, computers, software, printers, equipment, supply materials and services to accomplish the required digital photography services as specified studios at Building 220, Fort Shafter and at Building 2038, Schofield Barracks. Contractor personnel shall take the digital photos in accordance with DA regulation and VI instructions or guidance. Contractor will process the selection of photos, submission and maintaining current DA official photographs in the DA Photograph Management Information System (DAPMIS). The contractor shall also take and print photographs for Command photos and passport for official travel only.

1.4 Hours of Operation

The Contractor shall conduct business, during the hours identified below, Monday thru Friday except Federal holidays or when the Government facility is closed or when Federal employees are excused from work due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

The Contractor’s hours of operation shall be as listed in the table below.

Fort Shafter DA Photo Studio Open: Mon/Wed/Fri 0700-1600 hours Closed for Lunch 1200-1300 Hours

Administrative Hour 1500-1600 (no appointments only open for photo pickup and questions)

Schofield Barracks DA Photo Studio Open: Mon-Fri, 0700-1600 hours Closed for Lunch 1200-1300 Hours

Administrative Hour 1500-1600 (no appointments only open for photo pickup and questions)

Closed Saturdays, Sundays, and US Federal Holidays

The photo labs or studios shall have qualified personnel to provide DA photo services during the hours of operation, including the operation of photographic equipment, maintenance, calibration, and adjustment skills necessary to perform the required photo services tasks. Only contractor personnel with proper identification are allowed to remain on the job site. Hours of Operation should accommodate the soldiers’ routine availability and surge schedule.

1.5 Period of Performance

The period of performance shall be for one (1) Base Year of 12 months, four (4) 12-month option periods and (1) 6-month option period.

1.6 Place of Performance

The work to be performed under this contract will be performed at Building 220, Fort Shafter and at Building 2038, Schofield Barracks in Studio. If deemed necessary by the Government, other sites and/or locations may be added to support mission requirements.

1.7 Type of Contract

The government will award a firm fixed price contract.

1.8 Quality Control

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Quality Control Plan (QCP) shall be submitted to the Government within 30 days after contract award.

1.9 Key Control

The Contractor shall make sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by any persons other than the Contractor’s employees. The Contractor shall immediately report any occurrences of lost keys to the Contracting Officer.

1.10 Contracting Officer Representative

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

2. CONTRACT ADMINISTRATION AND MANAGEMENT

The following subsections specify requirements for contract, management, and personnel administration.

2.1. Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor shall maintain continuity between the support operations of the DA Photo Studios at various Army locations on the Island of Oahu, Hawaii with the Contractor's corporate offices.

2.2 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for contractual actions within two days. The Contractor shall provide a single point of contact (specified by name, email address, and phone number) with full contractual authority to support contract requirements.

2.3 Personnel Administration

The Contractor shall provide the following management and support as required. All Contractor personnel shall be authorized to work within the United States. The Contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees.

The Contractor shall provide necessary infrastructure to support contract tasks specified in this

PWS.

2.4 Identification of Contractor Employees

The Contractor shall provide the name, address, and telephone number of all personnel at the post award conference. The Contractor shall verbally notify the COR of changes and provide written notice within three (3) working days after the effective date of the change. The Contractor shall provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employees name, Contractors name, functional area of assignment, and recent color photograph of the employee. Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility. Unless otherwise specified in the contract, each Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement. Contractor Employees shall identify themselves as a Contractor Employee when answering Government telephones. When Prime Contractor or Subcontractor personnel send e-mail messages as a part of contract performance (or otherwise relating to contract matters), each sender shall include his/her name (both first and last names), [E-mail address and the name of the individuals employer] and identify themselves as a Contractor.

3. TASK REQUIREMENTS

The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Official Army Photography

3.1.1 DA Photo

The Contractor shall provide studio photography based on a memo (see Technical Exhibit 2 – Examples of Photo Request Memos), (except for DA Photography) signed by immediate supervisor authorizing requested photos, and a valid, on-line DA Form 3903 work order (see Technical Exhibit 3 - DA Form 3903-VIOS Version) from the requestor. Contractor photographers shall require a Common Access Card (CAC) and access to the Army Network Internet Protocol Router(NIPR) network to process photography service requests submitted through the Visual Information Ordering Site (VIOS). If the network is down, a blank paper version (see Technical Exhibit 3A - DA Form 3903-Paper Version) shall be filled out and used.

Official DA Photos required for promotion boards are uploaded into the Department of the Army Photograph Management Information System (DAPMIS). Contractor photographers shall require access to the Army Network System to upload those Official DA Photos. If a problem is discovered in the photo prior to it being uploaded into DAPMIS (such as missing ribbons, unauthorized devices, wrinkles, or other discrepancy that was not caused by the photographer or the equipment), the Soldier may be given one (1) opportunity for a Courtesy Photo Update (CPU) if the volume of the appointment schedule permits. CPU appointments must be approved by the DA Photo Manager, scheduled in VIOS, and require a digitally signed email or written request (see Technical Exhibit 4 - CPU Request Memo Example) signed by the company commander or equivalent in the Soldier’s chain of command. Initial DA Photography appointments take precedence over CPU appointments.

3.1.2 Soldier's Actions/Official Military School Package Photographs Photographs shall be taken in accordance with AR 640-30 in support of Soldier actions (such as military school, officer candidate school, warrant officer applications, Active Guard Reserves packets, and Soldier of the Quarter/Year Board packets), and shall not be uploaded into DAPMIS. The Contractor shall provide a paper copy or email an electronic file (see Technical Exhibit 5 - Authorized Quantities).

3.1.3 Head & Shoulder/Command Photos

All Head & Shoulder / Command Photos shall be completed as needed at both Fort Shafter and Schofield Barracks studio locations. Portrait photos shall be provided for O-6/GS-13 and above, photos for O-6 Promotable, photos for General Officers, MACOM CSM, Brigade Commanders, Brigade CSM, Battalion Commanders, Battalion CSM, Company Commanders and First Sergeants as requested on a DA Form 3903. All photographs shall be taken in accordance with AR 640-30, paragraph 8, and shall not be loaded into DAPMIS. The Contractor shall send the photo to the email address provided by the customer on their work order and shall provide a paper copy. DA Photography appointments take precedence over Head & Shoulder/Command Photo appointments.

3.1.4 Image Disposition

Contractor photographers shall require access to the Army Network System to transmit selected DA photograph(s) (other than those of General Officers and promotable Colonels) to Personnel Command (PERSCOM) using the Department of the Army Photograph Management System (DAPMIS) on the day the photographs are taken IAW AR 640-30.

3.1.5 Passport Photos

All Passport photography shall be completed as needed at both Fort Shafter and Schofield Barracks studio locations. All photographs will be taken in accordance with DoD 1000.21-R (Passport and Passport Agent Services Regulation) and current US Department of State guidelines for passport photo requirements in support of no-fee passports (available at https://travel.state.gov/content/travel/en/passports/how-apply/photos.html). The Contractor shall provide up to 6 photo copies. DA Photography appointments take precedence over Passport Photo appointments.

3.2 Timely Studio Operations

The Contractor shall ensure each photo studio slots up to 19 appointments per work. Visual Information Ordering Site (VIOS) appointments are slotted in 20 minute increments but the Contractor shall not exceed 30 minutes in duration per appointment. The Contractor shall make the best use of time so as to accommodate the maximum number of appointments and standbys.

Appointments scheduled by customers in advance shall take priority over standby customers.

Standby appointments will be available as appointments become vacant and available due to cancellations and no-shows. All requests must be submitted through VIOS and slotted under a separate scheduled tile "Schofield Barracks/Fort Shafter Standby Only" and approved by the Contractor prior to the date/time of appointment. Soldiers will be instructed to come to the photo studio dressed and ready to be photographed, and will be worked into the normal flow when time permits. DA Photography appointments take precedence over standby appointments.

Photographers shall refrain from answering phones during photo sessions. Daily appointments shall be logged onto log form (see Technical Exhibit 7 – Daily Appointment log) annotating date, location, time-in, time-out, customer name, work order number, and type of photo taken.

3.3 Appointments

3.3.1 Scheduling Appointments

All photography appointments shall be made through the online Visual Information Ordering Site (VIOS) (available at https://www.vios-west.army.mil).

Customers schedule their appointments ahead of time online through VIOS. The Contractor shall monitor appointments against the Army Selection Board process to avoid exceeding the surge capacity of the studios. The Contractor shall notify the COR as soon as possible in writing and with justification, that additional support is required in the event that a surge of support requests exceed a promotion board deadline, no appointment slots are available at both Fort Shafter and Schofield Barracks studio locations, and no accommodation can be made during normal operating hours. Use of additional support shall only be authorized by issuance of a Task Order Signed by the Contracting Officer.

3.3.2 Cancelling Appointments

Customer’s scheduled photo appointments are considered “cancelled” when their appointment slot is no longer assigned to them in VIOS. Customers request their photo appointment be canceled by notifying the Contractor (in person, by phone, or by email) no less than 4 hours prior to their scheduled appointment time. The Contractor shall then remove the customer’s name from the appointment in VIOS, provide them with email confirmation of the cancellation, and offer to book another appointment for them.

3.3.3 Missed Appointments/No-Shows

The Contractor shall de-activate a customer’s account in VIOS if they fail to cancel the appointment or, fail to show up (no-show) within 30 minutes of their scheduled appointment time. This action will prevent them from making a new appointment until a memorandum (see Technical Exhibit 8 - DA Photo No-show/No-cancel appointment memo) from their Company (or higher level) Commander or their First Sergeant/Sergeant Major is brought to the Contractor stating why they missed their appointment. If the customer misses another appointment within a period of six months, they will not be able to make a new appointment until they provide the Contractor a memorandum from their Battalion (or higher level) Commander giving assurance that they will comply with future appointments. Upon receipt of the memorandum, the Contractor shall reactivate the customer’s account in VIOS so the customer can make a new appointment. NOTE: Exceptions to this policy include Battalion (and higher-level) Commanders, their Command Sergeant Majors, and others as approved by the Contracting Officer’s Representative (COR).

3.4 Work Orders

3.4.1 DA Form 3903

DA Form 3903 (In Process Work Orders) are generated within VIOS. The Contractor shall annotate the start time and end time of the completed photo session below the (M/VI Approval) “Comments” section on the printed out hard copy of the VIOS version of the form (see Technical Exhibit 3 - DA Form 3903-VIOS Version), or in Block 11b of the paper version of the form (see Technical Exhibit 3A - DA Form 3903- Paper Version). The Contractor shall ensure all blocks on the work order are complete. If the customer neglects to complete the DA Form 3903 fully, the Contractor shall present them with a hard copy of their DA Form 3903 on the day of their appointment to fill out blocks that were incomplete. The Contractor shall have the customer sign and date DA Form 3903 after the photo session has been completed. The Contractor shall process all VIOS Work Order Requests that come in throughout the day. The Contractor shall close out any completed work orders at the end of each day.

3.4.2 VIOS (Visual Information Ordering System)

The Contractor shall use VIOS to initiate approved work requests, collect labor, and material data used when providing DA Photos, Head & Shoulder/Command Photos, and Passport Photos.

The Contractor shall update VIOS processes in accordance with Army reporting requirements.

3.4.3 Work Order Documentation During Network Outages

The Contractor shall print out all DA Form 3903s for the current workday and the next working day as a contingency in the event the network goes down. If VIOS cannot be accessed because of a network outage, the Contractor shall document appointment information by hand on the hard copy DA Form 3903 to be used and be part of the Weekly Studio Status report. The Contractor shall assist the customer if they are having issues trying to book an appointment (i.e. they currently don’t have access to VIOS due to deployments or there is a network outage). The

Contractor shall report and document any instances of network outages to the COR that affect their access to VIOS or DAPMIS.

3.4.4 Reports

The Contractor shall collect and compile completed DA Form 3903 work orders for the week by the 2nd work day of the following week. The Contractor shall provide work orders from missed appointments annotated and separated by “cancelled or no-show”. The Contractor shall submit a Weekly Studio Total hard copy report (see Technical Exhibit – 9 Weekly/Monthly Report Totals) and completed hard copy DA Form 3903 work orders to the COR by the 2nd work day of the following week. This report shall contain the total amount of DA Photo, Head & Shoulder/Command Photo, and Passport Photo appointments accomplished by each studio during that week to include cancelled appointments, no-shows, and any other concerns/issues.

Additionally, the Contractor shall submit a cumulative Monthly Studio Total Report (see Technical Exhibit – 9 Weekly/Monthly Report Totals) to the COR no later than the 5th working day of each month. Hard copy reports and work orders shall be dropped off by contractor at COR inbox located at TV2 Visual Information Office Bldg. 2038, Schofield Barracks. Paper version DA Form 3903s shall be used and be part of the weekly report on quantities not inputted on VIOS due to network outages.

4. SPECIAL REQUIREMENTS

4.1 DOD Level I Antiterrorism (AT) Standards

Pursuant to Department of Defense Instruction Number 2000, “DoD Antiterrorism (AT) Standards,” dated October 2, 2006, each contractor employee requiring access to a Federally-controlled installation, facility and/or Federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion.

Standard Contract Language Provision/Contract Clause Applicability and/or additional SOW/PWS language. Detailed information on each of these items are stated below. Applicable items to this contract action are indicated below.

___X__ 1. AT level I Training (general)

__X__ 2. Access and general protection policy and procedures.

__X_ 2a. For Contractor requiring Common Access Card (CAC)

__X__ 4. iWatch training.

__X__ 7. Requirement for OPSEC training

__X__ 8. Information assurance/information technology training

**See below for definitive language for each of the items listed above.**

1. AT Level I training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level awareness training within 7 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within five calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://www.jcs.mil/JKO

2. Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contract or Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

2a. For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following; (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

3. iWATCH Training This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

iWATCH within the Army is a nation-wide modern version of a neighborhood watch program focused on the threat of terrorist activity. It is an antiterrorism awareness program that the contractor’s workforce, while on Army installations, must all be familiar with to promote and enhance reporting suspicious activity or behavior. The program has two elements: “passive” and “active.” The passive element is an individual’s situational awareness of his or her surroundings.

The active element of iWATCH involves individuals taking action to report suspicious behavior or activities to law enforcement for more investigation.

4. For contracts that require OPSEC Training. Per AR 530-1 Operations

Security, the Contractor employees must complete Level I OPSEC Awareness training.

New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

5. For information assurance (IA)/information technology (IT) training. All Contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions. DoD Cyber Awareness Training is available at the following website: https://cs.signal.army.mil/login.asp

4.2 Facilities

The Government will provide administrative space in Building 2038 at Schofield Barracks and Building 220 at Fort Shafter. The Contractor shall not make alterations to Government provided facilities (see Technical Exhibit 6 - Government Furnished Facilities).

4.3 Utilities

The Government will provide and maintain utilities to include electricity, heating, plumbing, sewer, and water services currently available in Building 220, Fort Shafter, and Building 2038, Schofield Barracks. The Contractor shall instruct employees in utilities conservation practices.

The Contractor shall be responsible for operating under conditions that preclude the waste of Government furnished utilities.

4.4 Telephone Service

The Government will provide one (1) Class (A) telephone service per building for conducting official business in the performance of this contract. Employees shall identify themselves as a Contractor Employee when answering Government telephones. Telephone service will be subject to the standard monitoring requirements of the Government telephone network. Long Distance Service will be provided for official Government business only. The Contractor shall monitor messages from the telephone answering machines at the Fort Shafter and Schofield Barracks DA Photo studios to receive messages when their staff members are unable to answer the telephone.

4.5 Custodial Services

The Contractor shall furnish all labor, equipment, and materials necessary to perform custodial services for the designated facilities located on Technical Exhibit 6 - Government Furnished Facilities.

The required services shall consist of keeping both studios clean and presentable.

5. DELIVERABLES

The Contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the Government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD.

Identifier Name A001 All Completed DA Form 3903s___________________________________ A002 Weekly Studio Status Report_____________________________________ A003 Monthly Studio Status Report____________________________________ A004 Commander's Memorandum for Missed Appointments________________ A005 Head & Shoulders Photo________________________________________ A006 VIOS E-mail Notification_______________________________________ A007 E-mail of Image Disposition_____________________________________ A008 Network Outage Notification____________________________________

6. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Objective Standards/AQLs Incentive/Remedy

3.1.1- 3.1.4 DA Photo, Soldier’s Actions/School Package Photos, Head & Shoulder/Command Photos, Image Disposition

Standard: Services are performed per AR 640-30 AQL: Services performed 95 % of the time; receive no more than 2 customer complaints about service during the month.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.1.5 Passport Photos Standard: Services are performed

IAW DoD 1000.21-R, and https://travel.state.gov/content/trav el/en/passports/how-apply/photos.html AQL: 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.2 Studio Operations Standard: Each photo studio shall

complete up to 28 appointments per work day, AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.3.3 Missed

Appointments/No-Shows

Standard: IAW Missed Appointments / No-Shows processing procedures, AQL: 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

Performance Objective Standards/AQLs Incentive/Remedy

3.4.1 DA Form 3903 Standard: IAW Work Order

processing procedures, properly filled out, start-end times annotated, signed & dated by customer AQL: Services performed 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.4.2VIOS Standard: IAW VIOS processing procedures AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.4.3 Work Order

Documentation During Network Outages

Standard: IAW VIOS processing procedures AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

7. INSTALLATION SPECIFIC REQUIREMENTS

7.1 Access To Army Installations- Personnel and Vehicles

The Government recognizes the important roles companies like you play in our day-to-day operations. That is why USAG-Hawaii is enhancing the current access control solution called the Automated Installation Entry (AIE) Program. This program supports the security requirements while offering a streamlined access procedure for vendors, contractors, sub-contractors, suppliers and service providers. This program is available to new and existing personnel who require access to USAG-Hawaii and are not authorized to receive a Department of Defense CAC and desire a streamlined entry into the installation. Sponsorship and participation at each USAG-Hawaii location (e.g., Schofield Barracks, Wheeler Army Airfield, Fort Shafter, Tripler Army Medical Center, Pililaau Army Recreation Center and Pohakuloa Training Area) is required.

AIE Credential holders may access the installation through any of the USAG-Hawaii Gates that size allows and will only be subject to random inspections.

Companies that choose not to participate in the AIE Program will have limited access through the Schofield Barracks Lyman gate, Fort Shafter’s Buckner Gate and Tripler Army Medical Center Main Gate. All employees will be required to go through the inspection area and will be subject to the standard access control procedures, security screenings, and/or vehicle inspections.

*Access control changes can occur at any time due to security requirements

Companies that service USAG-Hawaii facilities may initiate enrollment in the AIE Program by contacting the Contracting Officer’s Representative (COR).

If you have questions regarding the AIE Program at USAG-Hawaii, please contact Security Branch Operations, at 808-656-0232.

AIE Program Enrollment Process for Background Check and Process to obtain AIE Badge Enroll your company by contacting the COR who will be the Sponsor. The COR will provide the excel spreadsheet for the list of contractor employee information. The following information is required from the contractor: last name, first name, date of birth, status, social security number, company name, and contract number. The COR will complete the Sponsor information and provide the list to the Directorate of Emergency Services (DES) Access Control Division.

The DES will conduct the background check to vet personnel prior to arrival to pick up their AIE Badge, and will ensure a more efficient process while saving time.

The AIE Program performs background screening and credentialing.

DES will contact the COR (Sponsor) once the background checks have been validated to schedule a time for the contractor employees to go to one of the registration locations and complete the process to obtain the AIE Badge.

Contractor employees should bring an acceptable form of identification (see List A and List B) to the appointment. Upon arrival, a photo will be taken to complete the process. Employees will be issued their AIE Badge, which they will use for access to the installation.

Forms of Acceptable Identification for picking up your credential:

List A - One (1) needed

U.S. Passport (unexpired)

Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

Unexpired foreign passport, with I-551 stamp or attached Form I-94 indicating unexpired employment authorization

Unexpired Employment Authorization Document that contains a photograph (Form I-766, I- 688, I688A, I-688B)

List B – Two (2) needed

Driver’s license or ID card issued by a state

ID Card issued by federal, state or local government agencies or entities

School ID card with a photograph

Voter’s registration card

U.S. Military card or draft record

Military Dependent’s ID card

U.S. Coast Guard Merchant Mariner Card

Native American tribal document

Driver’s license issued by a Canadian government authority

U.S. Social Security card issued by the Social Security Administration

Certification of Birth Abroad issued by the Department of State (Form FS-545 or Form DS- 1350)

Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official seal

U.S. Citizen ID Card (Form I-197)

ID Card for use of Resident Citizen in the United States (Form I-179)

Unexpired employment authorization document issued by DHS (other than those listed under List A)

7.2 Required Insurance

(a) Insurance -- Work on a Government Installation, in solicitations and contracts if a fixed-price contract is contemplated, the contract amount is expected to exceed the simplified acquisition threshold, and the contract will require work on a Government installation, unless --

(1) Only a small amount of work is required on the Government installation (e.g., a few brief visits per month); or

(2) All work on the Government installation is to be performed outside the United States and its outlying areas.

(a) The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance:

AMOUNT

TYPE PER PERSON PER

ACCIDENT

PROPERTY

Comprehensive General Liability: $500,000

Comprehensive Automobile Liability

$200,000 $500,000 $20,000

Workmen's Compensation and Liability Insurance: As prescribed or required by law, with minimum employer liability limit of $100,000 for accidental bodily injury or death, or for occupational disease.)

(b) Prior to the commencement of work, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the Government in such insurance shall not be effective for such period as may be prescribed by the laws of the State in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

(c) The Contractor agrees to insert the substance of this clause, including this paragraph (c) in all subcontracts hereunder.

(d) It is the contractor’s responsibility to insure the following changes are incorporated into their submitted Certificate of Insurance:

1. The Contract Number must appear in the body of the Certificate of Insurance.

2. The Certificate holder name shall read:

Army Materiel Command Regional Contracting Office, Hawaii 413th CSB

3. The certificate shall be provided to the following address

413th Contracting Support Brigade Regional Contracting Office, Hawaii Contracting Operations Division 742 Santos Dumont Avenue Bldg 108, 3rd Floor (Wheeler Army Airfield) Schofield Barracks, HI 96857

(e) For all contractors using the ACORD form dated earlier than October 2009, the Certificate of Insurance cancellation statement shall be revised as follows: Delete the words “endeavor to” and “but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives.” The Certificate of Insurance cancellation statement shall then read:

“Should any of the above described policies be cancelled before the expiration date thereof, the issuing insurer will mail 30 days written notice to the certificate holder named to the left.”

7.3 Accident Prevention and Safety Requirements

(a) The contractor is responsible for implementing standard commercial practices for accident prevention and safety practices and compliance with para.b of this clause when performing the requirements stipulated in the statement of work or performance work statement of this contract.

Therefore, upon commencement of work, the Contractor shall initiate an accident prevention and safety program applicable to the work to be performed under this contract. Further, the Contractor shall conduct a safety orientation for all employees immediately following their employment under this contract. The Contractor shall provide all occupational health services to his employees. Contractor employees shall be instructed to notify the Contractor's Project Manager of potential or existing occupational health hazards that require attention.

(b) The Contractor shall comply with the requirements of the Department of Labor Occupational Safety and Health Act (OSHA) and the Hawaii Occupational Safety and Health Law as administered by the Division of Occupational Safety and Health, Department of Labor and Industrial Relations, State of Hawaii.

(c) Government emergency vehicles and medical personnel may be used in emergency situations affecting Contractor personnel whose life may be in danger. Government facilities may be used in these instances as the first point of treatment. Transfer to other than Government medical treatment facilities shall be affected as soon as possible and as determined by attending medical authorities. Contractor employees and not the Government will bear all medical expenses.

(d) The Federal OSHA (Public Law 91-596) requires the reporting of all occupational injuries and illnesses. This OSHA requirement applies to all Contractors as well as subcontractor personnel.

(1) When required, the Government will prepare for the Contractor DD Form 689, Individual Sick Slip (in trip) for presentation to the medical treatment facility.

(2) DA Form 285, "United States Army Accident Investigation Report" be furnished by the Government, will be utilized by the Contractor to report all occupational injuries and illnesses whether there is lost time or no lost time, in accordance with Army Regulations 385-40.

(3) The Contracting Officer’s Representative of the Contracting Officer or his authorized representative will investigate the accident and complete DA Form 285 within seven (7) calendar days, and forward the original and two (2) copies of the form through the Contracting Office to the Installation Safety Officer.

7.4 Safety Requirements

(a) The Contractor shall implement a safety program conforming to the requirements of Federal, State and Local laws, rules and regulations. The program shall include, but is not limited to, the following, as applicable:

(1) U.S. Department of Labor Occupational Safety and Health Standards, at:

http://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_nu mber=1910

(2) U.S. Army Corps of Engineers, Safety and Health Requirements Manual Engineering Manual 385-1-1, 15 SEP 08, “at http://www.mvs.usace.army.mil/safety/2008_EM385_1_1FINAL.pdf

(3) Unified Facilities Criteria, Fire Protection Engineering for Facilities, UC 3-600-01, 14 Jul 09, at http://www.wbdg.org/ccb/DOD/UFC/ufc_3_600_01.pdf

(4) Air Force Instruction 32-2001, Fire Emergency Services Program, 10 Nov 10, at http://www.e-publishing.af.mil/shared/media/epubs/AFI32-2001.pdf.

(b) The contractor must submit a safety plan and job hazard analysis in accordance with EM 385- 1-1, 15 SEPT 08, for all construction projects. The safety plan shall be submitted within 30 days of award or 7 working days prior to commencement of on-site work, whichever occurs first.

(c) For service, supply, and research and development contracting actions. Compliance with this manual shall be a contract requirement for such activities unless technical representatives (in coordination with safety and health professionals) advise that special precautions are not appropriate due to extremely limited scope of services or similar. However, it is understood that this manual in its entirety may be too complex for the type of work being performed under these contracts. These contractors may reference Appendix A, paragraph 11 of Health Requirements Manual Engineering Manual 385-1-1, 15 SEP 08, "at http://www.mvs.usace.army.mil/safety/2008_EM385_1_1FINAL. pdf for limited scope Accident Prevention Plan (APP).