01 - 12300 - 309 MXSG PWS.pdf

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR PREVENTATIVE MAINTENANCE INSPECTION (PMI), REPAIR

AND RELOCATION/DISPOSAL OF CAROUSELS/VERTICAL LIFT

MODULES (VLM’S) FOR OO-ALC, DLA, AND TENANT UNITS AT HILL

AIR FORCE BASE (HAFB)

U.S AIR FORCE

Matt Arnold

Version #1

11/20/2024

FOR PREVENTATIVE MAINTENANCE INSPECTION (PMI), REPAIR AND RELOCATION/DISPOSAL OF

CAROUSELS/VERTICAL LIFT MODULES (VLM’s) FOR OO-ALC, DLA, AND TENANT UNITS AT HILL

AIR FORCE BASE (HAFB)

i

TABLE OF CONTENTS

1 DESCRIPTION OF SERVICES

2 BASIC SERVICES

3 SERVICE SUMMARY

4 CONTRACT DATA REQUIREMENT LIST (CDRL)

5 QUALITY ASSURANCE

6 ADDITIONAL REQUIREMENTS

7 SECURITY

8 GENERAL INFORMATION

APPENDIX A – ACRONYMS AND ABBREVIATIONS

APPENDIX B – EQUIPMENT LISTING

APPENDIX C – SAFETY

AIR FORCE BASE (HAFB)

1 DESCRIPTION OF SERVICES

The contractor shall provide trained personnel that possess all certifications necessary for service, transportation, equipment, parts, tools, materials, supervision and all other items and services necessary to maintain and repair carousals/vertical lift modules (VLMs) in buildings/areas as defined in this PWS at HAFB, Utah (Appendix B-Attachment 1). The contractor shall perform to the standard specifically identified in this PWS. All residues shall be removed, and the work site cleaned at the completion of the task. Standard industry practices related to maintenance and servicing of Carousals/VLMs shall apply to the extent that they are not in conflict with the specific standards identified herein.

2 BASIC SERVICES

2.1 PREVENTATIVE MAINTENANCE INSPECTION AND REPAIR

2.1.1 The contractor shall perform scheduled PMI twice (2) in each 12-month period on each machine In Accordance With (IAW) PMI schedule, Appendix B- Attachment 1. The contractor shall provide maintenance and repair upon notification equipment is inoperative and shall continue until the problem is resolved. The equipment shall be maintained and repaired IAW manufacturer’s specifications. The cost for all labor and replacement parts under $500 for routine and corrective maintenance, shall be included in the annual maintenance fee. For replacement parts over $500, the contractor shall submit a quote for repairs (CDRL A002) to the Contracting Officer's Representative (COR). Based on the quoted price, a Task Order will be issued, or the government will pay with their Government Purchased Card (GPC). The price of all parts, including a copy of the invoice for the GPC transaction, shall be submitted with the Monthly Activity Summary. (CDRL A001) No parts shall be ordered without approval from the COR. Scheduled preventative maintenance and repairs will be based on the following size categories:

2.1.1.1 Size Category A

2.1.1.2 Size Category B

2.1.1.3 Size Category C

2.1.1.4 Size Category D

2.1.1.5 Size Category E

2.1.1.6 Size Category F (equipment larger than size E)

2.1.2 A Service Call Ticket shall be created for tracking purposes and the Site Manager (SM), or their designated alternate will sign and date when services have been performed. When unscheduled delays occur, the contractor shall request approval to reschedule PMIs from the assigned COR or the Contract Officer (CO). The contractor shall document approving authority and rational for delay in the Monthly Activity Summary. (CDRL A001)

2.1.3 Work performed shall include, but not limited to; lubrication, adjusting, and replacing parts when needed to keep the machines(s) in good operating condition. The contractor is not required to replace parts for aesthetic purposes.

2.1.4 Equipment shall be maintained IAW the manufacture’s specifications. All parts used in the repair of equipment must be Original Equipment Manufacturer (OEM) parts or equivalent.

2.1.5 The contractor shall respond to unscheduled maintenance requests within one (1) business day after notification by the COR, SM or designated alternate. Response shall be the first business day following the holiday or weekend when notified the day prior to. When it is not possible to respond within the allotted timeframe, the contractor shall inform the COR who will then approve an acceptable arrival timeframe for response. The contractor shall document approving authority and rational for delay in the Monthly Activity Summary. (CDRL A001)

2.1.5.1 Downtime will begin, when the COR contacts the contractor’s representative to include answering services or by e-mail during business hours.

2.1.5.2 The contractor shall establish a service call ticket to include date and time service call was received with the name and phone number of requestor. (CDRL A001)

2.1.6 Carousals/VLMs shall be fully operational and serviceable after completion of each service call. Prior to leaving the area, the contractor shall demonstrate to the COR, or designated alternate that the equipment is operational. After maintenance and repairs have been completed, the COR or designated alternate will certify that the equipment is performing satisfactorily and sign the service call ticket.

2.1.6.1 Any disputes between the contractor’s maintenance technician and the COR regarding satisfactory performance, will be immediately referred to the CO.

AIR FORCE BASE (HAFB)

2.1.7 All preventative maintenance and repairs shall carry the standard commercial warranty.

2.2 RELOCATION AND DISPOSAL OF CAROUSELS/VLMs

2.2.1 The contractor shall provide all labor, parts, and materials required to relocate, dispose of, or the reconfiguration of units as directed by the government in writing. A Service Call Ticket shall be created for tracking purposes and the COR, or their designated alternate will sign and date when services were performed. Relocation and disposal costs will be based on the following size categories:

2.2.1.1 Size Category A

2.2.1.2 Size Category B

2.2.1.3 Size Category C

2.2.1.4 Size Category D

2.2.1.5 Size Category E

2.2.1.6 Size Category F (equipment larger than size E)

2.2.2 Relocations shall include movement of equipment within the same building and movement of equipment to another building.

2.2.3 During re-assembly, all necessary adjustments shall be made to the relocated equipment to include lubrication, mechanical adjustments, and part replacements as necessary.

2.2.4 Relocation by the contractor shall begin within five (5) business days after issue of a task order for the relocation or not later than the customer’s need date.

2.2.5 The contractor shall dispose of units utilizing the Defense Reutilization and Marketing Office (DRMO) as directed by the government in writing.

2.2.5.1 The owning organization will provide the contractor with all supporting documents for turning in of units.

2.2.5.2 The owning organization will work with the contractor to schedule date and time for equipment turn-in and will make appointment with DRMO.

AIR FORCE BASE (HAFB)

2.2.6 The contractor shall be responsible for all loading, unloading and transporting of Carousals/VLMs.

2.3 REPAIR

2.3.1 Repair Identified during PMI: If during scheduled PMI it is determined the Carousal/VLM will require corrective maintenance to fix an issue, the cost for labor and parts up to $500 shall be included with PMI services. When the cost of corrective maintenance exceeds $500, the contractor shall provide a price breakdown for approval (CDRL A002 Manhour Estimate Cost Proposal DI- FNCL-81116) including total cost, labor, parts, travel and lodging, to Carousal/VLM owning organization Point of Contact (POC), CO and COR before the start of any work.

2.3.1.1 The contractor shall not perform any repairs exceeding $500 prior to approval from the CO or COR.

2.3.1.2 The contractor will coordinate and prioritize the timing of the repair as deemed necessary by the Carousal/VLM owning organization POC.

2.3.2 Unscheduled Repair: Should a system malfunction occur during the Period of Performance (PoP) and outside of the PMI service visits, the contractor shall provide an unscheduled visit to repair equipment to OEM specifications.

2.3.2.1 The Carousal/VLM owning organization POC and/or COR

will notify the contractor of the defective Carousal/VLM.

2.3.2.2 The contractor shall perform an evaluation to determine all deficiencies necessary for repair to bring the Carousal/VLM back to operating specifications.

2.3.2.3 The contractor shall provide a price breakdown (CDRL A002 Manhour Estimate Cost Proposal DI-FNCL-81116) to Carousal/VLM owning organization POC, CO and COR, detailing the deficiencies found if it exceeds the $500 routine and corrective maintenance. The price breakdown shall include cost for evaluation and cost for repair including all labor, travel and material within one (1) business day of arrival at

HAFB.

2.3.2.3.1.1 The contractor shall start the repair process within one

(1) business day of receiving an approval of the

AIR FORCE BASE (HAFB)

provided price breakdown and issuance of task order or task order modification.

2.3.2.4 The contractor shall not make any repairs to the equipment until the price breakdown has been approved by the CO or COR. The government shall not incur any cost unless approved by CO or COR.

2.4 REPLACEMENT PARTS: Replacement of worn or defective parts shall be consistent with the original manufacturer's design of the equipment. In the event the contractor identifies obsolete, hard to find or replacement parts, the contractor shall not use parts or equipment that would result in a warranty being invalidated.

2.5 MONTHLY ACTIVITY SUMMARY

2.5.1 The contractor shall provide to the COR and AMSS a Monthly Activity Summary to include a copy of the signed Service Call Ticket, within five (5) business days following the end of the month. (CDRL A001)

2.5.1.1 The Monthly Activity Summary shall be in contractor format and summarize the maintenance activities of the month to include type of maintenance, location and equipment the maintenance was performed on for the following:

2.5.1.1.1.1 PMI

2.5.1.1.1.2 Remedial Maintenance to include date/time service call was received, and SM name.

2.5.1.1.1.3 List of replacement parts for both PMIs and Remedial Maintenance to include costs and copy of the invoice for those parts purchased using the Government GPC.

2.5.1.1.1.4 Relocation and disposal start and completion dates.

2.5.1.1.1.5 Approved delays.

2.6 CERTIFICATIONS The contractor shall be certified to work on OEM Carousels/VLMs identified in Appendix B.

AIR FORCE BASE (HAFB)

3 SERVICE SUMMARY

PWS

Paragraph Performance Objective Performance Threshold

2.1.1

Contractor shall perform preventive maintenance twice (2) a year on each machine.

Unscheduled delays or PMI rescheduling approved by COR or CO only. All delays must be documented in the Monthly Activity Summary. (CDRL A001)

Perform scheduled PMIs with no deviation. IAW PMI schedule, Appendix B of PWS.

Schedule deviation only permitted with COR or CO approval.

2.1.5

Contractor shall respond on site within one (1) business day after notification by the COR, SM or CO, or no later than the beginning of the next workday. When it is not possible to respond within the allotted timeframe, the contractor shall inform the COR or CO, who will in turn approve a viable arrival timeframe for response. The contractor shall document approving authority and rational for delay in the Activity Summary. (CDRL A001)

Respond on site within one (1) business day after notification or no later than the beginning of the next workday. Authorized delay only permitted with COR or CO Approval.

2.5.1

Contractor shall provide the COR and AMSS with a Monthly Activity Summary to include a copy of the signed Service call.

Summary is due within five (5) business days following the end of the month. (CDRL A001)

Definitions:

** Validated customer complaint – A customer complaint that is reviewed, documented, and confirmed via a Corrective Action Report (CAR).

4 CONTRACT DATA REQUIREMENT LIST (CDRL)

Contract information data shall be delivered electronically in accordance with the corresponding requirement for each Data Item listed in Table 4-1 (below). The contractor shall have no more than one (1) error per quarter for all CDRL submittals. The contractor shall submit CDRLs according to the due date indicated and have no more than one (1) CDRL per quarter submitted after the identified due date. Grammatical errors do not count as an error. Substantive mistakes

AIR FORCE BASE (HAFB)

shall be corrected within two (2) business days and corrective action taken to prevent recurrence of inaccurate late CDRLs.

Table 4-1

CDRL Title PWS Paragraph Delivery

A001 Monthly Activity Summary

2.1.1 / 2.1.2 /

2.1.5 / 2.1.5.2 /

2.5.1

NLT five (5) business days following end of month.

A002 Manhour Estimate Cost Proposal

2.1.1 / 2.3.1 / 2.3.2.4

NLT one (1) business day after evaluation has been completed

A003 Quality Control Plan 5.4.1 NLT 30 calendar days post contract award.

A004 Accident/Mishap Report 7.3.6.2 Submitted within one (1) business day following

Accident/Mishap

A005 Safety Plan 6.2.4 / 8.6.2 / Appendix C.

NLT 15 calendar days post contract award.

5 QUALITY ASSURANCE

5.1 GOVERNMENT QUALITY ASSURANCE

5.1.1 The government shall inspect and evaluate the contractors’ performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule, or modified version thereof, to record validation results. Results of the validation then becomes the official Air Force record of the contractor’s performance. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Action taken by the CO as a result of any surveillance will be according to the terms of this contract.

5.1.2 The government will periodically evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan (QASP). The government may inspect each task as completed and increase the number of QASP inspections if deemed appropriate because of repeated failures discovered during surveillance

AIR FORCE BASE (HAFB)

inspections or because of repeated customer complaints. Likewise, the government may decrease the number of QASP inspections if performance dictates.

5.1.3 When an observation indicates defective contractor performance, the COR will require the contractor’s Contract Manager or representative at the site to initial the observation. The formal process is, when a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a Corrective Action Report (CAR) for issuance to the contactor. The contractor shall respond to the CAR IAW instructions provided and in the CAR. While the formal process of this paragraph to address unacceptable contractor performance is always available, the Government reserves the right to initiate a less formal process involving the contractor, the COR and the CO meeting together at no additional cost to the Government regarding unacceptable contractor performance.

5.2 PERFORMANCE ASSESSMENT

5.2.1 Periodic Surveillance This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s services. Periodic surveillance will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

5.2.2 Customer Complaints The COR will receive and investigate all complaints. The COR will be responsible for validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor. Validated customer complaints shall be reperformed, if possible, within three (3) business days of notification at no additional cost to the Government IAW the inspection clause of the contract and the direction of the CO.

5.2.3 Review of Audits COR reviews results of the contractor’s accepted quality management system audits and related quality metrics.

5.2.4 100 Percent Inspection This method requires the COR to do 100 percent inspection on all tasks performed. Appropriate for tasks that occur infrequently.

Usually only deals with Safety and/or Security, unless mandated by an Air Force Instruction (AFI) or industry standard.

5.3 CONTRACTING OFFICER REPRESENTATIVE CORs are representatives of the CO and will participate in the administration of this contract. After award of the contract, AIR FORCE BASE (HAFB) the contractor will be provided a letter identifying the COR and setting forth their duties and authorities. The COR is not authorized to change any of the terms and conditions of the contract/task order.

5.3.1 Acquisition Team Meetings The Contractor’s Contact Manager (CM) with the CO, Contract Administrator (CA), COR, and other government personnel constitute an acquisition team [See FAR 1.102 (c)] and shall meet on a regular basis. The Acquisition Team will establish how often meetings are needed based on contract complexity. As a subset of the Acquisition Team, Government members of the Acquisition Team are often referred to as the Multi-Functional Team (MFT) and may meet as determined by the MFT. The contractor may request a meeting with the CO when the contractor believes such a meeting is necessary. If the CO or CA deems necessary, written minutes of any such meetings shall be recorded by the CA in the contract file and signed by the Program Manager (PM) and the CO or CA. If the contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the CO within 10 calendar days following receipt of the minutes.

5.4 QUALITY CONTROL In compliance with the applicable contract clauses FAR 52.246- 4 thru FAR 52.246-5, entitled, “Inspection of Services (Fixed Price and Cost- Reimbursement),” or FAR 52.212-4(a) Commercial Terms and Conditions Inspection/Acceptance, develop and maintain an effective quality control program to ensure services are performed IAW this PWS, applicable laws and regulations and IAW best commercial practices.

5.4.1 Quality Control Plan (QCP) The contractor shall be required to submit and maintain an acceptable QCP. Within NLT 30 calendar days after contract award or within 14 days after the need for changes to an existing QCP, the contractor will submit a QCP to the CO. The CO will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and obtain acceptance of the plan by the CO within 14 days. The contractor’s QCP shall contain, at a minimum, the following descriptive items:

(CDRL A003)

5.4.1.1 The inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

5.4.1.2 The methods to be used for identifying and preventing defects in the quality of services performed.

AIR FORCE BASE (HAFB)

5.4.1.3 How the records will be kept. Records must document all inspections and corrective or preventive actions taken.

5.5 CONTRACTOR’S PERFORMANCE The government assesses a contractor’s performance on an on-going basis, both positive and negative, and provides a record on a given contract during a specified period of time.

5.5.1 Past Performance Information (PPI) PPI can be provided to other government agencies, as requested.

5.5.2 Contractor Performance Assessment Report System (CPARS) Depending on the estimated value of the contract, formal assessment and reporting of contractor performance is required and is documented using the CPARS. An assessment usually provided on an annual basis is sent to the contractor’s representative for their comment. The contractor will have up to 60 days to review and comment on the assessment.

6 ADDITIONAL REQUIREMENTS

6.1 GOVERNMENT PROVIDED SUPPORT

6.1.1 The Government will provide necessary working space, including heat, light, ventilation, and electrical powered outlets for the use of contractors’ maintenance personnel. The Government shall provide access to the necessary facilities where the equipment resides. The place of performance shall be HAFB, UT.

6.1.2 Government telephones shall be used for official business only.

6.1.3 The contractor shall be responsible for safeguarding all Government property provided for contractor use.

6.2 SAFETY AND HEALTH STANDARDS

AIR FORCE BASE (HAFB)

6.2.1 The contractor shall follow and adhere to the Air Force is part of the Occupational Safety and Health Administration (OSHA).

6.2.2 The contractor is required to attain familiarization with the requirements of Voluntary Protection Program (VPP). Information on the VPP can be accessed at http://www.osha.gov/dcsp/vpp/index.html. VPP requirements apply to contractors whose employees work more than 1,000 hours per quarter. The contractor shall flow down these requirements to all sub-contractors who qualify as applicable contractors under this contract.

6.2.3 The contractor shall provide from its OSHA 300 information the Total Case Incident Rate/Days Away Restricted or Transferred (TCIR/DART) rate by 15 January of each year to the CO for submission as part of the installation's annual OSHA VPP self-evaluation report.

6.2.4 System Safety Program Plan. The contractor shall implement a safety program that ensures protection of Government personnel and property. As part of the Safety Program the contractor shall establish a Safety Plan IAW Appendix C of this PWS. The contractor shall submit the Safety Plan within 15 days after contract award. (CDRL A005)

6.3 MANPOWER REPORTING

6.3.1 The Contractor shall report ALL Contractor labor hours (including sub-contractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.SAM.gov

6.3.2 Reporting inputs will be for the labor executed during the Period of Performance (PoP) for each Government Fiscal Year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

6.3.3 Uses and Safeguarding of Information Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data. User Manuals: Data for Air Force service requirements must be input at the eCMRA link. User manuals for Government personnel and Contractors are available at the eCMRA link at http://www.SAM.gov

AIR FORCE BASE (HAFB)

7 SECURITY

Security Review Date: 14 Jan 2025 Reviewed By: Samuel Samuelson

7.1 CONFLICTS OF INTEREST

7.1.1 The contractor shall not assign to contract or task order performance any person, including any employee of the U.S. Government, if employing that person would create a conflict of interest under any law, regulation or policy of the United States Government. Additionally, the contractor shall not assign to contract or task order performance, any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to Department of Defense (DoD) Directive 5500.7-R, Standards of Conduct, and any other applicable regulation or policy of the Department of the Air Force or its subordinate commands, as applicable, including but not limited to Air Force Materiel Command.

7.1.2 Contractors will not use any other form of identification to access any government installation or facility while working on a government contract except the issued credentials associated with the awarded contract or task order.

Example: using a military retiree card to access an installation to work on a contract.

7.2 SECURITY REQUIREMENTS

7.2.1 Government telephones, computers, fax machines, copy machines, and other equipment shall be used only for official Government business

7.2.2 Foreign national (FN) will not be escorted, or sponsored, onto the installation without being properly vetted. Any request must follow 309 MXSG OI 16-102, Security Requirements section 7. FNs must be approved for access via the Foreign Disclosure Office and Air Force Office of Special Investigations

(AFOSI).

7.2.3 The contractor shall comply with all security, force protection, operation security and antiterrorism requirements at each installation.

7.2.4 The contractor shall comply with MXSG in and out-processing procedures for all contractor personnel to ensure required security-related briefings and debriefings are accomplished. Specific in and out-processing checklists may be included at the task order level.

AIR FORCE BASE (HAFB)

7.2.5 The contractor will use the COR as the primary means of reviewing and approving forms and for communicating with necessary government representatives.

7.2.6 Government issued Defense Biometric Identification System (DBIDS)s, badges and identification shall be removed and/or concealed from plain sight when outside the installation and shall not be left in vehicles or unprotected. Badges and passes will not be duplicated, photographed, or copied. Lost or stolen identification badges, vehicle passes etc. will be immediately reported to the COR and Security Forces Office.

7.2.7 Communications Security

7.2.7.1 All communications with DoD organizations are subject to Communications Security (COMSEC) review.

7.2.7.2 The DoD authorizes the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations.

7.2.7.3 The Government advises the contractor that at any time they place a call to, or receive a call from, a DoD organization, they are subject to COMSEC procedures.

7.2.7.4 The contractor assumes the responsibility for ensuring wide and frequent dissemination of the above information to all employees dealing with official DoD information.

7.2.8 Operations Security (OPSEC) Requirements During the course of this contract, in addition to those restrictions, instructions and guidelines delineated in the PWS and/or other references provided, the contractor will adhere to the following minimum requirements.

7.2.8.1 Introduction of personnel electronic devices into government spaces, laptops, tablet Personal Computers (PC)s, cellular phones, cameras, recording devices, and data recording/storage devices is strictly controlled and forbidden in most cases.

Company issued equipment required for the performance of work must be approved by the government MXSG Security Manager (SM). Photography and recording are not allowed in restricted areas and controlled areas except for official use and by approved photography letter only. NOTE: Unless otherwise stipulated in the contract, contact the Installation Public Affairs or SM for approval.

AIR FORCE BASE (HAFB)

7.2.8.2 Contractor personnel shall not discuss government operations in public or over unprotected or unencrypted communications.

Official Business Controlled Unclassified Information (CUI) may only be transmitted as directed in the PWS as it adheres to CUI Guidelines.

7.2.8.3 The Contractor shall not post to company websites, publications, newsletters, or other media any images, data or information that reveal sensitive government operations, personnel, equipment, and/or classified or CUI. When in doubt, company press releases, related to this contract, will be coordinated through the Public Affairs Office prior to release.

7.2.8.4 Contractor personnel shall not disclose to unauthorized third parties, post to unofficial sites (including all Social Networking sites) any images, data or information that reveals sensitive government operations, personnel, equipment, including, but not limited to: Tactics, techniques and procedures, production or work schedules, any visible or concealed modifications, upgrades, additions to Air Force installations, property or weapons or equipment; increases, change, or decreases in work/deployment frequency or government personnel, project schedules, logistics or material delivery schedules; specialized equipment orders, deliveries, shipments, etc. (Unauthorized disclosure and transfer of National Security Information is punishable under 18 USC § 793.); Unauthorized disclosures and attempts to solicit this type of information by unauthorized third parties or others not affiliated with this contract shall be reported to the SM and/or installation Security Forces Squadron (SFS), COR, and, if applicable, the company FSO and/or the Defense Security Service.

7.2.8.5 Practice OPSEC and implement countermeasures to protect Critical Information (CI) and other sensitive unclassified information and activities vigilance or degrade the planning and execution of military operations performed or supported by the contractor in support of the mission. Protection of CI will include the adherence to and execution of countermeasures which the contractor initiates or as provided by OPSEC manager or installation OPSEC Program Manager, for CI on or related to the PWS.

7.2.8.6 The contractor must mark and protect any information IAW CUI, to include E-mail, and adhere to all CUI standards and policies.

AIR FORCE BASE (HAFB)

7.2.8.7 Contractors who have access to the Ogden Air Logistics Complex (OO-ALC) and Government Servicing Units (GSU)s facilities or critical information shall have OPSEC training IAW AFI 10-701, OPSEC. Initial training will be approximately one (1) hour and follow-on recurring annual training will be approximately 1/2 (0.5) hour. OPSEC training will be conducted within 30 days of assignment.

7.3 CONTRACTOR IDENTIFICATION & BADGES

7.3.1 All contractor management, staff and contractor personnel shall be clearly identified as such at ALL times. Contractor identification shall include visible badges, conversations, mail, email, teleconferences, video teleconferences, faxes, and/or other electronic communication whether with government personnel, other contractor personnel, or with the public when supporting this contract where their status as contractor employees might not otherwise be apparent or where they might be mistaken for civil service employees. At a minimum, contractor management staff or contractor personnel shall clearly identify themselves using the label “contractor” in email addresses in accordance with Federal Acquisition Regulation (FAR) 37.114(c), Special Acquisition Requirements; opening ALL phone conversations with a statement materially the same as, “[office name], I am [employee name], a [prime contractor’s company name] employee,” including the employing contractor’s name in the letterhead and/or signature block of any written correspondence; and any other means necessary.

7.3.2 The Contractor shall utilize the DBIDS badge IAW HAFB instruction 36-812, and AFI_Air Force Material Command (AFMC)_ HAFB Supplement 31-101-0, Hill Installation Defense Plan (IDP) Interim Change (IC) 1. The contractor must meet the same security requirements as government employees for access to the installations Automated Information Systems (AIS) or Information Technology (IT) Systems.

7.3.3 Defense Biometric Identification System (DBIDS) Cards

7.3.3.1 DBIDS Cards may be issued after contractor submits a

completed AFMC Form 496, Application for AFMC Identification Card, to their assigned COR. The COR ensures the Form 496 is complete, to include: all requestor personal information, company name and address, current and valid driver license information, valid contract number and expiration date, requestor Social Security Number, requestor E-mail, what credentials needed, days and times for access and a digital signature from the COR. The COR forwards Form 496 to the MXSG SM for signature and processing. The

AIR FORCE BASE (HAFB)

MXSG SM will notify COR after Form 496 is approved/disapproved with instructions for obtaining a DBIDS. Contractors will return completed Form 496 to issuing MXSG SM to begin in-processing. Incomplete Form 496s will not be processed. NOTE: Escort authority is not authorized, and Force Protection Condition “Bravo” is the minimum established by SFS. Contractors with a current DBIDS have authority to sponsor (not escort) onto the installation and must follow installation procedures for doing

so. Contractors who do not require access to DoD IT systems will be issued a DBIDS annually unless contract end date is sooner. A copy of the requestors current driver’s license is required for submittal of the form 496.

7.3.3.2 New contractor employees approved for DBIDS will require an escort to Building 430 to receive a DBIDS. Employees going to SFS without a sponsor are considered to be on the installation illegally and may be detained and removed. MXSG COR can escort the employee/s, or the employee/s may be sponsored onto the installation by a current DBIDS holder, and are required to meet all access requirements by SFS. A temporary visit request can be made for 1-60 days on the Visitor Control Website and requires the contractor employee name, driver’s license number and state of issue:

https://usaf.dps.mil/sites/HillAFB/vcc/SitePages/Home.aspx

7.3.3.3 Contractors with reported issues associated with background information on the Form 496 will be disapproved for DBIDS and will not be granted access to the installation. Contractors that are denied access will have all issued credentials, keys, key cards or vindicator cards taken away and the employee removed from the installation immediately. Denied contractor/s are required to adhere to the appeal process established by SFS and 75 ABW Director. If employee is approved for access, they must obtain the approval letter and keep it on file for initial and future renewal of any credentials.

Security forces will be notified if the employee, or anyone affiliated with the contractor, is uncooperative.

7.3.4 Controlled Area Badge

7.3.4.1 The contractor shall provide written justification as to why controlled area access is needed and must include for each person: employee’s First, MI, Last name, current DBIDS ID number, Height, Weight, Eye Color, Hair Color, contract number with expiration date, date of last completed training

AIR FORCE BASE (HAFB)

and areas needing access to the issuing MXSG SM to complete an AF Form 2586.

7.3.4.2 Controlled area badge (CAB) requests shall be requested through the COR and completed by the MXSG SM, who completes an AF Form 2586, Unescorted Entry Authorization Certificate, for each employee requiring entry into controlled areas. The contractor employee shall hand carry the AF Form 2586 to Security Forces (HAFB, building 430). The AF Form 2586 will be returned to the issuing MXSG SM for accountability and before receiving a vindicator access card.

NOTE: CABs will not be issued for the inconvenience of having to be escorted. Expiring cards will need to be reissued prior to expiration date and require at least a two-week notification from the contractor employee to allow for time to prepare a new Form 2586.

7.3.4.3 Contractor employees must meet the minimum background requirements prior to submitting for a CAB: Favorable Local File Check (LFC) located on a current Form 496, within the last cycle year, or a Form 2583, Request for Personal Security Action, within the last 30 days; have a current background investigation; or current security clearance verifiable through the Defense Information Security System (DISS) or subsequent system.

7.3.4.4 While in any Controlled Areas, contractor employees shall display the CAB, in a company issued lanyard or badge holder, between the shoulders and above the waist in front of the body whenever inside an identified restricted or controlled area.

NOTE: When outside any controlled area the CAB will be placed out of sight.

7.3.4.5 Contractor employees requesting unescorted access into a controlled area will have a valid DBIDS prior to receiving a Form 1199, CAB.

7.3.4.6 The contractor shall complete, initially and annually, Security Education and Motivation Phases I and II training prior to submitting an AF Form 2586 and any additional required training, based on access requirements. Those issued a DBIDS will schedule a time with the MXSG SM to complete the training and testing requirements initially and annually thereafter and should expect at least two (2) hours for completion.

7.3.5 Building ID. Keys and Vindicator Access Card Control

AIR FORCE BASE (HAFB)

7.3.5.1 As required, the contractor employee shall also obtain a Building ID and/or vindicator access card from the appropriate Building Facility Manager or MXSG SM. Access to controlled areas will not be granted without a CAB and proper authorization for required areas. Some organizations require additional security measures and employees must meet those prior to gaining access.

7.3.5.2 The contractor shall establish and implement methods of making sure that all keys, vindicator cards, and building badges issued by the Government are not lost, misplaced, or used by unauthorized persons.

7.3.5.3 The contractor shall not duplicate any keys, vindicator cards or credentials issued by the Government.

7.3.5.4 The contractor shall immediately report the occurrence of a lost key to the appropriate building Facility Manager, and vindicator cards and building badges to the appropriate MXSG

SM.

7.3.5.5 The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the MXSG SM. Contractors will not share a vindicator and pin number to gain accesses.

7.3.6 Lost Credential/s or Access Card/s

7.3.6.1 Lost/stolen badges shall be reported to the issuing MXSG SM within one (1) business day of loss. After receiving a Lost Identification Letter from the issuing security office, the contractor is required to fill out an AF Form 1168, Statement of Suspect Witness Complaint, through the SFS Office located in the West side of Building 408. The contractor must then bring a lost letter report and/or AF Form 2586 to the Security Forces (SF) Offices to be issued a new badge then return all forms to the MXSG SM.

7.3.6.2 The contractor shall create an Incident/Mishap report when a contract employee loses a DBIDS or CAB. The Incident/Mishap report must be submitted within one (1) business day following Accident/Mishap. (CDRL A004)

AIR FORCE BASE (HAFB)

7.4 IN/OUT-PROCESSING

7.4.1 All contractors are required to in/out-process from each respective organization regardless of if they are issued a DBIDS.

7.4.2 Contractor employees transferring between contracts, groups or companies will return DBIDS, CAB and vindicator card. New credentials will be issued by the receiving organization. The contractor shall have three (3) days to return DBIDS, CAB, and vindicator card to issuing organization. NOTE: Contractor employees are required to be escorted while on the installation until new credentials are issued.

7.4.3 Contractor employees will complete the same in/out processing checklist from the assigned organization. Employees removed from the contract will be required to return all government issued credentials and vindicator key to the issuing office within the same day of separation. If employee is unable to return the credentials and vindicator key, then the supervisor will ensure that all credentials are returned to the issuing MXSG SM the same day.

7.4.4 Returning of Credentials

7.4.4.1 During performance of the contract and at the completion or termination of the contract, the contractor shall be responsible for prompt return of all credentials to the appropriate MXSG SM for any employee who no longer requires access to the work site, and for obtaining required identification of newly assigned personnel.

7.4.4.2 When the POP has ended or the requirement is considered complete, contractors shall have two (2) business days to terminate all their network user accounts and to return all access cards and base identification badges to the COR or

MXSG SM.

7.4.4.3 The DBIDS is the property of the U.S. Government and as such the contract employee (cardholder) has no rights to retain the DBIDS when not required to perform on a government contract or the U.S. Government requests its return. Hence once the U.S. Government requests the DBIDS be returned ((PM)/ CO/ COR, Trusted Agent (TA), or other appropriate agent)) the DBIDS can be seized by military or civilian police, the employer, TA, or PM/CO/COR. However, these entities must fully understand the limitations of their legal authority in cases where the cardholder refuses or resists verbal instructions during attempts to seize the DBIDS. Such cases

AIR FORCE BASE (HAFB)

will normally be turned over to SF and/or other law enforcement agencies to be resolved. Contractors must notify the PM/CO/COR if a cardholder fails to comply with these requirements. In cases where the PM/CO/COR is not immediately available or situations involving misuse, refusal to return the DBIDS, violence, or criminal behavior, the company must also notify the TA directly. In extreme cases the company must also notify SF. NOTE: Unauthorized possession of a DBIDS can be prosecuted criminally under section 701 of Title 18, United States Code, which prohibits photographing or otherwise reproducing or possessing DoD identification cards in an unauthorized manner, under penalty of fine, imprisonment, or both. Invalid, inaccurate, inoperative, terminated, or expired DBIDSs shall be returned to the DBIDS issuer for disposition. The DBIDS is the property of the U.S.

Government and shall not be retained by the cardholder upon expiration, replacement, or when the DoD affiliation of the employee has been terminated.

7.5 SECURITY INCIDENT Should a security incident occur, the contractor shall:

immediately report to the site location MXSG SM all available facts related to each instance, take such precautions as the MXSG SM may reasonably require for security purposes, take reasonable and prudent action to establish control of the scene; prevent further violation, to preserve evidence until released by proper authority; and cooperate fully and assist Government personnel as the Government conducts an investigation of the violation. NOTE: Participation shall last until the investigation is complete.

7.6 TRAINING REQUIREMENTS

7.6.1 MXSG SM, contractor and/or COR will administer and maintain all individual training and records, for compliance purposes, associated with this PWS.

Training records must be made available during self-inspections and other oversight activities.

7.6.2 Contractors may be required to complete the following trainings as applicable and administered electronically, whenever possible, or in-person:

7.6.2.1 Training required for all personnel

7.6.2.1.1 OPSEC Awareness – Frequency: Initially upon assignment (within 30-days) and annually thereafter IAW AFI 10-701, OPSEC. Presentation/Means: Unit Security Manager or Training Scheduling System (TSS) Course

#MHPSEC9800301BR.

AIR FORCE BASE (HAFB)

7.6.2.1.2 CUI – Frequency: Initially upon assignment (within 30-days) and annually thereafter. Presentation/Means: Unit Security Manager IAW DoDI 5200.48_AFI 16-1403, CUI.

7.6.2.1.3 Unit Indoctrination and Orientation Training – Frequency:

within 30 calendar days of assignment. Presentation/Means:

Unit Security Manager or Center for Development of Security Excellence (CDSE) Course at https://securityawareness.usalearning.gov/initialorientation/ind ex.htm. 309 MXSG initial security orientation TSS course #MHPSEC9803600BR (NOTE: for cleared personnel, initial security briefing TSS Course #MHPSEC9803601BR is required before access to classified information is granted).

7.6.2.1.4 Counter-Insider Threat (C-InT) Training - This training covers procedures for C-InT awareness and reporting IAW AFI 16- 1402, C-InT Program Management. Frequency: Initially upon assignment (within first 30-days) and annually thereafter.

Presentation/Means: MXSG SM or CDSE Course at https://securityawareness.usalearning.gov/itawareness/index.ht m.

7.6.2.2 Antiterrorism (AT) Requirements Contractor personnel who require routine physical access to a Federally controlled facility or military installation shall complete Level I antiterrorism awareness training within 30 days of requiring access and annually thereafter. IAW DoD Instruction O-

2000.16 Volume 1, DoD AT Program Implementation.

Training can be completed through a computer or web-based application (https://jko.jten.mil/) or under instruction of a level 1 AT awareness instructor.

7.6.2.3 Training for Classified Access & Contracts

7.6.2.3.1 Information Security (INFOSEC) for Cleared Personnel - This course covers rules regarding classified information and material. Audience: Contractor personnel with secret security eligibility. Frequency: Prior to initial access to classified information and annually until security access termination.

Presentation/Means: Unit Security Manager or TSS, course #MHPSEC9802900BR or CDSE Course.

7.6.2.3.2 Security Refresher Training – Audience: Contractors working in/around classified. Frequency: Annually.

Presentation/Means: Unit Security Manager or CDSE Course at https://securityawareness.usalearning.gov/awarenessrefresher/i https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/itawareness/index.htm

AIR FORCE BASE (HAFB)

ndex.html. Hill AFB INFOSEC for Cleared Personnel TSS course #MHPSEC9802900BR.

7.6.2.4 Training for Controlled Area Access

7.6.2.4.1 Security Education & Motivation Phase I/II - This training covers the rules and regulations regarding CAB AF Form 1199.

Audience: all unit personnel with access to controlled areas.

Frequency: initially and annually until CAB turn in/surrender.

Presentation/Means: Unit Security Manager or TSS course

#MHPSEC9802100BR.

7.6.2.4.2 Anti-Robbery – This course covers the rules governing the AF resource protection program for accessing the Munitions Storage Areas (MSA)s. Audience: all personnel working with Arms, Ammunition & Explosives (AA&E), funds and drugs.

Frequency: Initially upon appointment and annually thereafter.

Presentation/Means: TSS course #MHPHRM9801400BR.

7.6.3 Initial Explosive Safety & Awareness – This course is required for all MSA access. Audience: all personnel working with AA&E, funds and drugs.

Frequency: Initially before CAB issuance. Course is taught on Monday afternoons at 14:30 in building 180, room 226 and is a standing meeting and no appointment needed. If Monday is a holiday, then the class is taught the next day, Tuesday, at same time and location.

7.6.4 Additional resources are available for training and can be found at:

https://securityawareness.usalearning.gov, https://lms-jets.cce.af.mil/moodle/ https://lms-jets.cce.af.mil/moodle/, https://ooafmctss.hill.af.mil/tssportal <https://ooafmctss.hill.af.mil/tssportal, and https://jcs.mil/JKO <https://jcs.mil/JKO.

8 GENERAL INFORMATION

8.1 HOURS OF OPERATION

8.1.1 Normal Hours of Operation The contractor shall perform the services required under this contract during the following hours: Monday through Friday 0530- 1600 – EXCEPT FEDERAL HOLIDAYS and other base closures.

8.1.2 Federal Holidays Unless otherwise required by the Government, the contractor shall not have access to the Government facilities on the following federal holidays: New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Juneteenth, Labor Day, Columbus

AIR FORCE BASE (HAFB)

Day, Veterans’ Day, Thanksgiving Day, and Christmas Day. If a holiday falls on Saturday, it is observed on Friday and working hours are Monday through Wednesday for that week. If the holiday falls on a Sunday, it is observed on Monday. Any other circumstances that may prompt base closure, such as Days of National Mourning, may also restrict opportunity to perform the exchanges. In the event of a base closure, exchanges shall be performed on the next business day. There may also be up to six AFMC Goal Days and four Wingman Days per year awarded to Government civilian employees, as well as possible weather-related days and Government directed holidays. On these days, the contractor shall not generally be required to work, and the Government shall not be billed for work not performed.

8.1.3 NOTE Good Friday is regarded as a holiday by the Utah Wage Determination;

however, Good Friday is not a Federal Holiday so the Government facilities will be open for work that day. The contractor shall plan on employees working business as usual on that day, unless the Government supervisor or section chief determines that such services are either unnecessary or will be less than a full normal workday.

8.1.4 Down Days/Weather Days The Government will notify the contractor when official notice has been given for Energy/Weather Down days. The contractor is not expected to work on any Energy/Weather Down days.

8.1.5 Rescheduling Down Days/Weather days may be rescheduled if conditions/emergency operations require.

8.2 HAZARDOUS WORK ENVIRONMENT / ENVIRONMENTAL CONTROLS The

Contractor shall ensure their employees are made aware that the performance of these services will occur in industrial areas. The industrial complex at HAFB has the potential to expose workers to hazardous materials which may include, but is not limited to:

hexavalent, chrome, cadmium, beryllium, lead, and others. While the Contractor shall not perform duties in a regulated area (where exposures are expected to exceed the permissible exposure limits set by 29 CFR1910.10xx), there may be contact hazards with these materials.