DRAFT_PWS_Awards__and_Decs_9_Dec_15.docx

Performance Work Statement

For

USAFCENT/A1

Decoration Processing Function

Awards and Decorations Service

Original: 9 Dec 15

Reviewed

____________________________________ Date: ____________________

SONIA TAYLOR

Quality Assurance Program Coordinator

Accepted

____________________________________ Date:____________________

RANDALL E. MAY

Contracting Officer

TABLE OF CONTENTS

Section 1 Description of Services

1. Mission. The United States Air Forces Central (USAFCENT) Decoration Processing Unit (UDPU) is the single manager of Air Force contingency/deployed decorations for the United States Central Command (USCENTCOM) area of responsibility (AOR). The mission of the UDPU is to provide quality personnel support, through the administration of a contingency decorations program, to commanders, Air Force members (military/civilian), their family members, and retirees. This section serves as the focal point for individual decoration and unit award actions for contingency operations including Operations ENDURING FREEDOM, NEW DAWN, INHERENT RESOLVE, FREEDOM SENTINEL and any other named operations in the future, as well as past named operations for which the section has had responsibility in the USCENTCOM AOR (e.g., SOUTHERN WATCH and JTF-Horn of Africa).

1.1. Information Management. The Contractor shall provide all information management support to the UDPU by processing internal and external communications within 48 hours of receipt as well as establishing a customer service capability (see Service Summary SS1).

1.1.1. Office Management. The Contractor shall provide all personnel, supervision, and office supplies/materials necessary to establish and maintain a customer service capability within the UDPU (see SS2). The Contractor shall provide customer service by telephone, e-mail, mail service, and occasionally to walk-in customers. The service includes, but is not limited to processing decoration submissions, as well as researching and answering requests for information.

1.1.2. Publications, Forms and Files Management. The Contractor shall maintain a publication file, approved filing plans (both digital and paper), and appoint Publication and File Managers in accordance with current Department of Defense and United States Air Force directives. The Contractor shall maintain an appropriate stock of blank forms (see SS 3, 4, and 5).

1.1.3. Product Support. The Contractor shall establish controls for incoming/outgoing mail service and e-mail, as well as for requesting/printing/distributing Single Unit Report Format (SURF) from the Military Personnel Data System (MILPDS) for appropriate action. Outgoing decoration packages will be prepared and mailed in accordance with (IAW) The Air Force Awards and Decorations Program AFI 36-2803; Table 3.1 and the USAFCENT Decoration Guide (see SS 2).

1.1.4. Supply Management. The Contractor shall purchase all reimbursable items (i.e., decoration elements, certificates, and certificate binders) for issue to individuals and organizations. The Contractor shall maintain and manage a stock of decoration elements, seals, binders, and certificates adequate to supply Government needs for 60 days. As such, the Contractor shall establish a means of inventory control and notify the Government when its stock is at a level requiring replenishment. The Contractor shall bill the Government for reimbursable items each month. The billing invoice shall be supported by an itemized list of all reimbursable items, showing the item, quantity, unit cost and total cost for each item. The Contractor shall maintain original delivery tickets, sales slips, and any other documents identifying items purchased. Purchase invoices shall be validated and signed by the Contracting Officer’s Representative (COR) prior to submission for payment. All purchase documents shall be available for review and audit by the COR or contracting officer. Duplicate copies of these expenditures will be attached to the monthly invoice sent to the contracting officer. The Government will reimburse the Contractor for all applicable costs upon receipt of proper invoice and attached COR-validated receipts. The Contractor shall not be reimbursed for normal “cost of doing business” items. These include, but are not limited to, personnel administrative costs, Contractor-owned equipment, automotive costs, and any other items determined by the contracting officer. See SS 4.

1.1.4.1. Postage, Mailing Supplies, and Express Mail Services. The Contractor shall provide all postage, mailing supplies, and Express mail service IAW with current Defense Mail Distribution Center (DMDC) directives. The stock will include materials adequate to meet Government needs for 30 days to accommodate mailings through Federal Express or other mail carriers as directed by the DMDC. The cost of these items will be reimbursed on a monthly basis to the Contractor through a reimbursable contract line item. See SS 4.

1.1.5. Control and Accountability. The Contractor shall maintain control and accountability of all records under their control and re-accomplish any lost records. Additionally, the Contractor shall ensure all records are securely maintained when office is closed; to include classified materials. The contractor shall not accept any classified material without being officially submitted by the government (see SS 3). Contractor shall be provided training for handling classified material from the per Air Force Instruction.

1.2. Electronic Management

1.2.1. Database Management. The Contractor shall update and maintain the UDPU Awards and Decorations Database Management System (DBMS) or other system approved by AFCENT/A1 for use in monitoring the awards and decorations process. Digital records will be maintained in networked digital storage and will be accessible to the decorations processing staff through a contractor-procured and maintained database program, certified for use on Government computer networks, which can search, sort and manage the records according to standard parameters, such as individual name, social security number, gender, Air Force Specialty Code, unit of assignment, rank, decoration or award type, operation name, etc. (see SS 11).

1.2.2. Webpage Management. The Contractor shall create, update, and maintain the UDPU web page and coordinate changes with the governing office to ensure compliance with Government criteria (see SS 12).

1.2.3. Quality Control. The Contractor shall produce Quality Reports included within the Awards and Decorations DBMS as a minimum bimonthly to identify duplicate reporting of pending awards and decorations (see SS 13).

1.3. Military Awards and Decorations. The Contractor shall manage the awards and decorations programs by verifying entitlement; correcting previously approved awards/decorations, as required; convening USAFCENT Decoration Boards, as required; updating the DBMS; and ensuring concurrence from the proper authority is received for Sister Service and Foreign Nationals decoration recommendations for Air Force recognition (see SS 6, 7 & 9).

1.3.1. Program Administration. The Contractor shall provide general guidance (USAFCENT Decorations Guide) on awards and decorations, process AF Forms 3994, Recommendation for Decorations Contingency/Deployment; USAFCENT Forms 1, Air Medal and Aerial Achievement Medal Mission Information – Justification Sheet; other forms required for award or decoration packages, process administrative orders, publicize criteria of newly established Air Force awards and decorations, and solicit and process unit awards (e.g., Presidential Unit Citations (PUC), Gallant Unit Citations (GUC), Meritorious Unit Award (MUA), and Air Force Outstanding Unit Award (AFOUA)) for units supporting the AFCENT mission. All decorations and awards records will be maintained in both digital and paper formats, IAW established Government directives. The Contractor shall maintain and provide periodic statistics on timeliness and other reports as required by AFCENT/A1 (see SS 6 & 8).

1.3.2. Board Process. The Contractor shall coordinate pre-board actions with the USAFCENT Protocol Office to obtain lodging accommodations for individual board members, the Air Force Senior Leadership Management Office for the selection of board members (as required), and USAFCENT/NCC support (as required). Post-board actions include, but are not limited to preparing board results for Commander, United States Air Forces Central (COMUSAFCENT) approval and preparing/mailing award elements for presentation (see SS 9). The Contractor employees supporting Decoration Boards will each have a SECRET clearance.

1.3.3. Impact Decorations. Impact decorations are those decorations (e.g., Bronze Star Medal, Purple Heart, Air Force Combat Action Medal, Legion of Merit, etc.) which for a variety of reasons require priority processing. The Contractor shall receive notification of a need to process an impact award through various means (e.g., in-person, e-mail, telephone, fax, etc.). The Contractor shall be given the pertinent information required to process the award. The Contractor shall process all impact awards, to include engraving (as required), on a high priority basis. See SS 10.

1.4. Phase-in Period: Because of the importance of a smooth and seamless transfer of services between contractors the base period of performance will include a phase-in period of 30 days.

It is the Government’s expectation that the incumbent and new contractor shall exhibit the highest degree of professional cooperation during this phase-in period ensuring vital mission requirements are meet. The Government shall provide oversight management and assist in resolving any division of responsibility issues that may arise during the phase-in period. Tasks during the phase-in period shall include the following:

· Observe tasks and become familiar with work requirements, equipment, work scheduling, and processes

· Complete personnel hiring requirements (work force) and accomplish personnel training requirements

· Obtain base access passes, complete personnel background checks, and complete network/systems security access requirements

· Complete Government furnished equipment and property inventory

· Complete the development of a quality control plan

Section 2 Service Summary

Service Summary (SS) – Information Management

SS-2 Manage and Distribute Information

· Answer customer queries

· Store and retrieve official correspondence

1.1.1 1.1.3

· 98% Accuracy

SS-3 Maintain Digital and Paper Files/File Plans

· Establish and manage administrative records

· Maintain records accountability

1.1.2

1.1.5

1.1.4 1.1.4.1

· 98% Accuracy

SS-5 Maintain Working Publications Library

· Maintain applicable MPFMs, AIG 8106 messages, Policy Letters

1.1.2

Service Summary (SS) – Awards and Decorations

1.3.1

· 98% Accuracy

1.3.2

· 98% Accuracy

Section 3 Government Furnished Property and Services

3. General. The Government shall provide facilities, office furnishings, printers, and computers to the contractor as described in Appendix 3 and 4. No alterations to the facilities will be made by the Contractor without specific written permission from the contracting officer. Copying services shall be provided by the Contractor.

3.1. Government Furnished Property (GFP).

3.1.1. Government Furnished Facilities. Facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified. Should a hazard be subsequently identified, the Government will correct it according to local base-wide Government developed and approved plans, taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contracting initiative. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor and the Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities, with the exception of the aforementioned responsibility to make corrections according to local base-wide priorities. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear. These facilities shall be used for performance of this contract only.

3.1.2. Government Furnished Equipment. The Government shall provide the equipment listed in Appendix 4.

3.1.3. Office Furnishings. The Government shall provide office furnishings required for contract performance to include desks, chairs, workstations, etc., as listed in Appendix 4.

3.1.4. Obtaining Replacement Equipment. For Government furnished equipment requiring replacement, the Contractor shall follow the Government Furnished Property clauses to submit requests for replacement of Government furnished equipment.

3.1.5. ADPE Equipment Modernization. From time to time it may be necessary for the Contractor to upgrade Government provided automated data processing equipment (ADPE) and software. The Contractor shall obtain permission from the COR to purchase the required items and will request reimbursement for the items at cost. The Government may choose to purchase replacement ADPE and software in lieu of authorizing the Contractor to do so.

3.1.6. Equipment Accountability. The Contractor shall be responsible and accountable for all Government Property provided under this contract in accordance with the Government Furnished Property clauses.

3.1.7. Equipment Inventory. An inventory of Government furnished equipment shall be done within 10 days of the start of the contract period, and not later than 10 days before the completion of the contract period (including any option periods.) The Contractor and the COR shall conduct a joint inventory of all Government furnished equipment and the Contractor shall at that time acknowledge receipt of all equipment provided by the Government. Items of equipment missing or not in working order shall be recorded and the contracting officer notified in writing. The Contractor and COR shall jointly determine the quantity, working order, and condition of all equipment. Equipment determined to be excess to Contractor needs shall be identified to the Government at this time, and the Contractor shall initiate and conduct disposition action. In the event of disagreement between the Contractor and the COR on the working order or condition of the equipment, the disagreement shall be referred to the contracting officer for resolution. Items of equipment missing or not in working order shall be recorded. The Government will repair or replace items not in serviceable order which have reached an unserviceable condition due to fair wear and tear. The Contractor shall repair or replace missing or unserviceable items which have reached that condition due to Contractor negligence or malfeasance. The COR will give disposition instructions for items beyond repair. If the Contractor does not participate in the inventory, the Contractor must accept, as accurate, the listing and stated condition of equipment provided by the Government. If the Contractor participates in the inventory, but does not agree with the COR’s determination as to the working order of the equipment, then this disagreement shall be treated as a dispute pursuant to the clause of this contract entitled, “Disputes”.

3.1.8. Property Control System. The Contractor shall prepare and present a Property Control System (written procedures) to the contracting officer within 30 days after contract award or at the pre-performance conference, whichever is later. The Contractor’s procedures shall be prepared in accordance with, and shall meet the requirements of FAR Part 45.105 and shall be organized as a minimum, with those functions and functional segments as identified in Appendix A of DOD 4161.2-M. One paper copy and one electronic copy (Microsoft Word compatible) shall be provided.

3.1.9. Loss, Damage, or Destruction (LDD). The Contractor shall be liable for LDD to Government furnished property beyond fair wear and tear in accordance with the applicable property clause of the contract. Compensation shall be effected either by reduced amounts owed to the Contractor or by direct payment by the Contractor, the method to be determined by the contracting officer (i.e., the amount of compensation due the Government may range from scrap value, salvage value, repair cost, or replacement cost, as determined by degree of damage/loss and the continuing need of the Government for that property.)

3.1.10. Network Upgrades. The Government shall provide and/or upgrade network hardware/software, as required.

3.1.11. Office Supplies. The Contractor shall provide all consumable office supplies used in performance of this contract.

3.2. Government Provided Services.

3.2.1. Utilities. The Government shall furnish electricity, water, sewage, heating and air conditioning.

3.2.2. Postal/Installation Distribution. The Government shall provide installation distribution services, both on base and intergovernmental.

3.2.3. Telephone. The Government shall provide non-secure telephone service consisting of local, Defense Switched Network (DSN), and commercial long distance. The Government shall provide and maintain twenty-three (23) regular telephone lines and two (2) dedicated fax lines (including one (1) with direct commercial telephone line access.) Telephone use shall be limited to matters related to the performance of this contract.

3.2.4. Refuse Collection. The Government shall provide dumpsters for refuse. The Contractor is required to place refuse in dumpsters. The Government shall provide containers for recyclable materials. The Contractor is required to place recyclable materials in Government-provided containers.

3.2.5. Security Forces. The Government shall provide general on-base security forces service. The 20 SFS extension is 895-3669 or 911 for emergency calls and 895-3669 for routine calls.

3.2.6. Fire Protection. The Government shall provide fire prevention/protection and maintenance of Government-furnished fire extinguishers and systems. The Contractor shall make all assigned facilities, area, and equipment available for inspection, surveys, and accomplishment of fire protection services. Fire Department telephone extension is 911 for emergency calls and 895-4709 for routine calls.

3.2.7. Transportation. The Contractor may use Government base transportation, i.e., taxis, buses, as available, to conduct business required by this contract.

3.2.8. Electronic Mail and Internet Access. The Government shall provide electronic mail and Internet access to the Contractor. The Contractor shall use these Government furnished services only in matters related to the performance of this contract. The Government will provide all Local Area Network (LAN) remote access. The Contractor shall not establish any external network connectivity. The Government may limit or restrict these services at any time.

Section 4 General Information

4. General. The Contractor shall exercise management and operational control over, and retain full responsibility for performance requirements set forth in this Performance Work Statement (PWS).

4.1. Security Requirements for Unclassified Contracts that Involves Access to Classified Information.

4.1.1. Visitor Group Security Agreement (VGSA). The Contractor shall enter into a long term visitor group security agreement if contract performance is on base for 90 days or more. This agreement shall outline how the Contractor integrates security requirements for contract operations with the Air Force to ensure effective and economical operation on the installation. The agreement should address:

4.1.1.1. Security support provided by the Air Force to the Contractor to include storage containers for classified information/material, use of base destruction facilities, classified reproduction facilities, use of base classified mail services, security badging, base visitor control, investigation of security incidents, base traffic regulations, the use of security forms, and conducting inspections required by DOD 5220.22-R, Industrial Security Regulation, and Air Force Instruction 31-601, Industrial Security Program Management.

4.1.1.2. Security support requiring joint Air Force and Contractor coordination includes packaging classified information, mailing and receiving classified materials, implementing emergency procedures for protection of classified information, security checks, and internal security controls for protection of classified material and high value pilferable property.

4.1.1.3. On base, the long term visitor group security agreement may take the place of a Standard Practice Procedure (SPP).

4.1.2. Clearance Requirements. The contractor must possess or obtain a facility security clearance at the classification level of Secret prior to performing contract work. If the contractor does not possess a facility clearance the government (Contracting Office) will request one. The government assumes costs and conducts security investigations for Top Secret, Secret, and Confidential facility security clearances. The contractor shall request security clearances (Submit Clearance Paperwork to the Defense Security Service) for personnel requiring access to classified information within 15 days after receiving a facility clearance or, if the contractor is already cleared, within time period to ensure compliance with specifications identified in Performance Work Statement. Due to costs involved with security investigations, requests for contractor security clearances shall be kept to an absolute minimum necessary to perform contract requirements.

4.1.3. Notification. The contractor shall notify 20 FW/IP, 524 Nelson Ave, Shaw AFB SC 29152, 30 days before on base performance of the contract. The notification shall include:

a. Name, address, and telephone number of company representatives.

b. The contract number and contracting agency.

c. The highest level of classified information which contractor employees require access to.

d. The location(s) of contract performance.

e. The date contract performance begins.

4.1.4. Listing Of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee’s name, social security number and level of security clearance. The list shall be validated and signed by the company Facility Security Officer (FSO) and provided to the Sponsoring Agencies Security Manager. An updated listing shall be provided when an employee’s status or information changes. Employees must have or be able to obtain a favorable National Agency Check (NAC) investigation. The Contractor shall provide the appropriate number of employees to handle classified work. At a minimum, all Contractor employees working in the UDPU shall have a SECRET security clearance.

4.1.5. Security Manager Appointment. The contractor shall appoint a security manager for the on base Visitor Group. The security manager may be a full time position or an additional duty position. The security manager shall provide employees with training required by DOD 5200.1-R, Information Security Program Regulation, and AFI 31-401, “Information Security Program Management”. The Contractor shall also provide initial and follow-on training to contractor personnel who work in Air Force controlled/restricted areas. Air Force restricted areas and controlled areas are explained in AFI 31-101, The Air Force Installation Security Program.

4.1.6. Pass And Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees. If required, initial issuance of a Common Access Card (CAC) requires, at a minimum, the completion of a Federal Bureau of Investigation (FBI) fingerprint check with favorable results and submission of a National Agency Check with Inquiries (NACI) to the Office of Personnel Management (OPM), or a DoD-determined equivalent investigation. When required, the government will submit NACI investigations to OPM at no cost to the contractor. Contractors cannot sponsor other contractors on base. Only government employees (military or civilian) are authorized to sponsor contractors.

NOTICE: All contract employees shall submit to a criminal background check accomplished by Shaw Air Force Security Forces prior to the employee being issued base access credentials. Failure to submit requested information as indicated below can result in denial or delay of issuing base access credentials.

4.1.7. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

4.1.8. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

4.1.9. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on Shaw Air Force Base.

4.1.10. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.1.11. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

4.1.12. Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.1.13. Controlled/Restricted Areas. (IF APPLICABLE) The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agencies Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a favorably completed National Agency Check with Inquiries (NACI) investigation before receiving a Restricted Area Badge. Interim access can be granted IAW AFI 31-501, Personnel Security Program Management

4.1.14. Key Control. (IF APPLICABLE) The contractor shall establish and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

a. The contractor shall immediately report to the COR or Program Manager any occurrences of lost or duplicated keys.

b. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

c. The contractor shall prohibit the use of keys, issued by the government, by any persons other than the contractor’s employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

4.1.15. Lock Combinations. (IF APPLICABLE) The contractor shall control access to all government provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the government Program Manager. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

4.2. Information Assurance (IA) Program. The Contractor shall comply with the established C4 Systems IA program to integrate security education, training, and awareness covering the communications security (COMSEC), computer security (COMPUSEC), and electronic messaging security (EMSEC) disciplines.

4.2.1 Obtaining Common Access Cards (CAC). Contractors who require Government computer access may obtain a CAC. Sponsoring activity and Contractor are responsible for loading Contractor employees into the Trusted Associate Sponsorship System (TASS).

4.2.2. Computer Security. The Contractor shall maintain computer systems security integrity in accordance with the COMPUSEC program (AFSSI 5102).

4.3. Employee Training And Standards.

4.3.1. Government Provided Training. The Government shall provide mandatory training for employees identified in the ATTENDED BY column below. Requests for initial training shall be submitted to the COR no later than 21 workdays after contract start date, unless mandatory completion dates dictate otherwise.

4.3.2. Technical Training. The Government shall provide technical training for new Government furnished equipment requirements or technologies not addressed in the PWS, as determined by the Government. This training will be provided only to an initial cadre of Contractor personnel requiring specialized formal training, not to exceed 25 percent of the affected personnel. The Government shall be responsible for all approved costs associated with the training. Evidence of successful completion will be provided to the COR within 30 days of the end date of the course.

4.3.3. Additional Functions. Contractor personnel may be required to attend additional functions, which include but are not limited to seminars, conferences, workshops, and/or educational courses. If the Government determines attendance to be necessary, the Government shall provide funding.

4.3.4. Grooming Standards. Contractor personnel shall present a neat, professional appearance, and will wear Contractor-issued name badges to be easily recognized as contract employees.

4.3.5. Conflicts of Interest. The Contractor shall not employ any person who is an employee of the US Government if employment of that person would create a conflict of interest; nor shall the Contractor employ any person who is an employee of the Department of the Air Force, whether military or civilian, unless such person seeks and receives approval IAW DODD 5500-7, Standards of Conduct. In addition, the Contractor shall not employ any person who is an employee of the Department of the Air Force if such employee would be contrary to the policies contained in AFI 64-106, Air Force Industrial Relations Activities.

4.3.6. Other Employees. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours or temporary absences due to military 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. Their absence at any time shall not constitute an excuse for nonperformance under this contract. Contractor shall ensure all employees maintain a high level of proficiency throughout the length of contract period.

4.4. Hours of Operation.

4.4.1. Normal Hours of Operation. The Government’s normal duty hours are five (5) days per week, Monday through Friday, from 7:30 AM to 4:30 PM. However, the Awards and Decorations function shall be open during normal duty hours, as established by the AFCENT/A1. Requests to deviate from normal duty hours must be requested in writing by the Contractor, coordinated with the contracting officer and approved by the COR.

4.4.2. Recognized Holidays. The Contractor is not required, nor allowed, to provide service on the following days (note: Any of the below holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday):

4.4.3. Emergency or Special Event Services. Required work hours (including possible overtime) necessary to support an unusual workload or to accomplish Impact Decorations requiring expeditious processing shall be coordinated and approved through the COR or the contracting officer.

4.4.4. Other Support Requirements.

4.4.4.1. In-House Training. The Contractor shall ensure all employees attend in-house training sessions for those activities/duties which are the sole responsibility of the Contractor. The average amount of training is conducted 1 hour per week. The Contractor shall maintain records of all training and have them available for COR or contracting officer review.

4.4.4.2. Meetings, Briefings, and Conferences. The Contractor shall attend, participate in and provide input to scheduled and unscheduled meetings, conferences and briefings that relate to the contracted functions and services as required by the Government. When the Government requests the Contractor to be the sole Government representative, a report shall be furnished to the Government within two working days after completion of the action. The report shall include identifying information, observations, conclusions, recommendations and any additional information such as handouts. New taskings accepted by the Contractor shall be coordinated with the COR to ensure they are in accordance with this Performance Work Statement (PWS).

4.5. Records, Files, Documents, and Work Papers. All official records (regardless of media) as defined in 44 U.S.C. Part 3301/AFI 33-322, paragraph 2 or required by provisions of a mandatory directive listed in Appendix 2, are the property of the U.S. Government and shall remain so upon termination or completion of this contract. The Contractor shall comply with AFI 33-322, Records Management Program, by using the automated Records Information Management System (RIMS), provided by the Air Force per AFMAN 37-123, to maintain a file plan to systematically catalogue, identify and otherwise manage all official records it has responsibility for, including those inherited/transferred from the owning Air Force/Government organization. All official records shall be maintained for the retention periods specified by the applicable record disposition authority/table and rule from AFMAN 37-139, Air Force Records Disposition Schedule. A Records Manager shall be appointed in writing and shall receive required training by the Government within three (3) months of the effective date of the contract. The Contractor shall provide the Government, on request, copies of any records created and/or maintained as result of this contract. These copies shall be provided within three (3) working days of receiving the request.

4.6. Place of Performance. The Contractor shall normally conduct contracted duties in facilities described in Appendix 3, unless otherwise directed by the COR or the contracting officer.

4.7. Transfer of Files. The Government shall furnish general administrative files and records in accordance with established file plans. Records transferred to the Contractor under this PWS shall be returned to the Government records management office for staging or at completion of contract performance, whichever is first.

4.8. Files Maintenance. The Contractor shall be responsible for creating, maintaining, and disposing of general office administrative files and records. If requested by the COR, the Contractor shall provide the original record upon request.

4.9. Surveillance. Various methods of surveillance will be used to include random audits, 100% reviews, periodic staff assistance visits, and customer feedback.

4.10. Contractor Mobilization. In the event the follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall provide all reasonable support to the Government and the successful bidder to ensure an orderly transition and minimize any impact on the entire operation.

4.11. Summary. The incumbent Contractor recognizes that the services provided by this contract are vital to the Government’s overall effort and continuity. Therefore, they must be maintained at a consistently high level without interruption. Upon expiration of this contract, a successor may continue these services. Whereby the successor, be it the Government or another Contractor, will require assistance from the Contractor and the Contractor shall give its best efforts and cooperation in order to effect an orderly and efficient transition from its operation to a successor. The transition plan shall include provisions for incumbent Contractor actions to assist and coordinate with the Government and the successor Contractor in the changeover of all functions on the contract performance start date. The incumbent Contractor shall provide sufficient numbers of personnel to conduct a joint inventory of all Government-furnished equipment, Government-provided facilities, publications, accounts, records, etc., with the successor Contractor and Government representative to ensure inventories/accounts are accurate and complete.

Appendix 1 Acronyms/Abbreviations

Appendix 2 Publications and Forms

A2. General. Publications and forms applicable to this PWS include, but are not limited to, those listed below. The Contractor shall be guided by those publications to accomplish requirements in the PWS. Electronic publications can be obtained through Air Force Link web site (http://www.e-publishing.af.mil). The Contractor shall ensure the publications/forms used in day-to-day operations are the most current in use, available on the Air Force e-publishing website. Supplements or amendments to listed publications and new publications from any organizational level may be issued during the life of the contract.

A2.1. Regulations, Manuals, and Other Directives. The regulations, manuals, and other directives listed below, as supplemented at Air Force or at the local level, are applicable to the requirements set forth in this PWS.

A2.2. Technical Library. The Contractor shall maintain the Technical Library and be responsible for updating and utilizing changes to these directives as they occur.

A2.3. Publications and Forms Inventory. All publications are mandatory except those noted. The Contractor shall utilize the latest publications and forms.

A2.3.1. Information Management – Required Publications

A2.3.2. Computer Systems Administration – Required Publications

A2.3.3. Awards and Decorations – Required Publications

A2.3.4. Awards and Decorations -- Forms

Appendix 3 Government Furnished Facilities

USAFCENT Decorations Processing Unit address is: 321 Cullen St, Bldg 216, Shaw AFB SC 29152

Appendix 4 Government Furnished Equipment

Location

Date