AIR FORCE RESEARCH LABORATORY (AFRL)

ROME RESEARCH SITE (RRS)

ROME, NEW YORK

PERFORMANCE WORK STATEMENT (PWS)

FOR

SITE SUPPORT

10 DECEMBER 2025

Solicitation Number: FA8751-26-R-0004

Contract Number: TBD

TABLE OF CONTENTS

1.0 PURPOSE

2.0 DESCRIPTION OF SERVICES

3.0 SERVICES SUMMARY (SS)

4.0 GENERAL REQUIREMENTS

1.0 PURPOSE:

1.1 BACKGROUND: The Air Force Research Laboratory (AFRL) Information Directorate

(RI) mission is to explore, prototype and demonstrate high-impact, game changing technologies that enable the Air Force and the Nation to maintain its superior technical advantage for the warfighter. The Integration and Operations Division (AFRL/RIO) within RI, provides the plans, investments, and programs which enable all of AFRL/RI to accomplish its mission. The

Logistics Branch (AFRL/RIOL) focuses on RI’s readiness, and RIOLC within RIOL is responsible for managing the Site Support contract and providing all logistical support and operations for AFRL/RI.

1.1.1 This services contract is an integral component of the AFRL/RIOL and AFRL/RIOLC branch and this branch serves as the primary interface with AFRL/RI personnel on all site support related processes and issues. It is paramount that the Contractor be customer oriented and solution focused.

1.2 OBJECTIVE: The objective of this contract is to provide seamless and critical operational site support duties to AFRL RI at the Rome Research Site (RRS), in Rome NY, and at the associated Test Sites to include those in Newport and Stockbridge, NY.

1.3 SCOPE: The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the following functions: Test Site

Management, Technical Library Services, Mailroom Services, Equipment Management Services, and Information Technology Asset Management (ITAM). The Government shall not exercise any supervision or control over the service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn is responsible to the United

States Government via contracted services.

1.3.1 All contractor personnel are required to have, at a minimum, a high school diploma, unless otherwise specified in the document, and obtain a Secret clearance.

2.0 DESCRIPTION OF SERVICES:

The Contractor shall perform the following requirements with personnel meeting the minimum qualifications specified herein:

2.1 TEST SITE MANAGEMENT (CLIN 0001).

2.1.1 Overview. Provide sufficient support staff to fulfill the requirements of Test Site

Management during AFRL/RI workdays at Stockbridge and Newport’s Test Sites.

Responsibilities include Facility Management/Site Property Management, Equipment

Management, Information Technology Asset Management (ITAM), and Logistics Management.

2.1.1.1 Personnel. Provide sufficient support staff for on-site support during the AFRL/RI workday in coordination with the Government COR. The allotted personnel shall also accomplish duties for Newport and Stockbridge sites as laid out in 2.4 and 2.5 of the PWS.

2.1.2 Participate in Quarterly Status Meetings with the Government. Major topics shall include, but not be limited to, work completed last quarter, work planned next quarter, issues, and areas for improvements.

2.1.3 Facility Management and Site Property Management.

2.1.3.1 Provide Facility and Site Management at Newport and Stockbridge Test Sites. Contractor responsibilities include service calls and self-help requests, custodial services observation, furniture and equipment disposition coordination, energy management, fire, safety, and building security in accordance with (IAW) DAFI 32-1001 and applicable instructions.

2.1.3.2 Provide Equipment Management duties IAW DAFI 32-1001 and 2.4 of the PWS.

2.1.3.3 Provide the Site Property Management duties as follows:

2.1.3.3.1 Site Property Manager Duties.

2.1.3.3.1.1 Civil Engineering (CE) Area Tasks.

2.1.3.3.1.2 Perform all Facility Management functions on site-wide basis.

2.1.3.3.1.3 Conduct and document roads and grounds checks at least three (3) times a week, report any required maintenance actions.

2.1.3.3.1.4 Conduct and document periodic (minimum once per week) visual site surveys of property boundaries to identify intrusions and unauthorized use of Government property.

Immediately notify the Contracting Officer Representative (COR) and AFRL Security Forces of identified problem areas. The Government shall provide transportation for movement throughout the site. Schedule vehicle usage 24 hours in advance with the Government POCs.

2.1.3.3.1.5 Conduct and document visual inspections of all structures and equipment, including buildings, shelters, towers, and other equipment on the sites at least twice per week at preferred times (Monday AM and Friday PM). Report all issues.

2.1.3.3.1.6 Order and monitor all types of fuels needed at the remote research facilities at

Stockbridge and Newport, NY. Forward all fuel delivery documentation as required to the CE and RIOL. Perform tank inspections and complete required documentation per CE guidance.

Ensure proper maintenance IAW all local, state and federal regulations on all tanks and related items/equipment. Monitor and track (i.e. vehicle, gator, generators, etc.) fuel usage IAW all applicable regulations and guidelines.

2.1.3.3.1.7 Perform fire extinguisher inspections IAW AFM 91-203, where applicable. Annotate all required tags and logs to document inspection. Coordinate and support in the replacement and upkeep of all site fire extinguishers as necessary.

2.1.3.3.2 Security Forces Functions.

2.1.3.3.2.1 Report all security and safety concerns immediately to AFRL/RI Law Enforcement

Desk.

2.1.3.3.2.2 Maintain a daily log of all visitors for both sites.

2.1.3.3.2.3 Perform site closing inspections to ensure buildings and equipment are secured if, and when, the last to leave for the workday.

2.1.3.3.2.4 Announce all visitors to Newport and Stockbridge Test Sites to senior

Government/Contractor site personnel. Ensure de-confliction with active R&D test operations.

2.1.3.3.3 Communication & Computer Systems and Logistics Functions.

2.1.3.3.3.1 Provide liaison functions between site personnel and ITAM and equipment custodian functions. Provide support to the custodians in locating equipment on the site during inventories.

Coordinate and support local movement of assets and equipment within the site to maintain accurate accountability.

2.1.3.3.4 Environmental Safety Occupational Health (ESOH) functions.

2.1.3.3.4.1 Government will provide basic guidance to conduct Safety Hazard Analyses to systematically identify and evaluate hazards, both real and potential for their elimination or control as required. If hazards are identified, submit this documentation to the DET 4/SE Safety office for mitigation.

2.1.3.3.4.2 Provide support to AFRL/RI as directed with the management of confined space access e.g., manholes, underground vaults, underground mechanical room, etc.

2.1.3.3.4.3 Confined Space Programs must comply with Occupational Safety and Health

Administration (OSHA) requirements and AFM 91-203, Chapter 23. Coordinate with the DET

4/SE Safety office to determine classification and hazards associated with any anticipated confined space entries prior to the actual entry. Upon completion, ensure the DET 4/ SE Safety office receives a copy of the entry permit (if issued) and is debriefed on any additional hazards identified during entry.

2.1.3.3.4.4 Comply with AFRL/RI Hazardous Material (HazMat) program for the purchase, storage, documentation, inventories, requisitions and disposition of HazMat. Maintain a Hazard

Communication (HazCom) program at each facility, include an inventory which identifies hazardous materials and their locations, and the Safety Data Sheets (SDSs) for those items.

2.1.3.3.4.5 Comply with AFRL/RI environmental programs to include guidelines for Spill

Prevention Control and Countermeasures (SPCC) and other documents published by AFRL/RI

Civil Engineering Environmental Office (AFRL/RIOCV), e.g., Hazardous Waste Management

Plan(s), Pesticide Management Plan(s), Asbestos Management Plans(s), wetland delineation reports, environmental baseline survey reports, etc. Site specific training shall be required on an as needed basis and will be provided by AFRL/RIOC. Perform storage tank inspections and supply information to the ESOH Office when requested. Support AFRL/RIOCV with

Environmental Compliance Assessment and Management Program (ECAMP) and Management

Internal Control Toolset (MICT) findings for the facilities.

2.1.3.3.4.6 Support (answer non-technical questions, escort personnel) AFRL/RIOCV personnel and their contractors who are performing environmental studies and conducting various environmental projects at the facilities.

2.1.4 Perform Equipment Management duties IAW 2.4 of the PWS.

2.1.5 ITAM.

2.1.5.1 Provide ITAM duties IAW 2.5 of the PWS.

2.1.6 Logistics Management.

2.1.6.1 Sustain the Test Measurement Diagnostic Equipment (TMDE) program at each site to include updating inventory. Ensure that all TMDE is scheduled and calibrated.

2.1.6.2 Coordinate with Logistics Maintenance to ensure Preventative Maintenance

Inspections (PMI’s) are accomplished for equipment items identified each month. Review PMI schedule monthly to ensure new equipment has been added as required.

2.1.6.2.1 Provide input to the COR to support justification for Government procurement of supplies or services.

2.1.6.2.2 Coordinate requests for furniture, as directed by the COR.

2.1.6.2.3 Prepare and process requests for supplies and equipment through Material

Management, as directed by the COR.

2.1.6.3 Prepare and process requests to turn-in supplies and equipment through Material

Management, as directed by the COR.

2.1.6.4 Prepare and process requests to ship accountable and non-accountable assets from

AFRL/RI as directed by the COR.

2.1.6.5 Implement and enforce an AFRL/RI Support Stock Plan for each work area that utilizes expendable stocks.

2.1.6.5.1 Conduct annual reviews of Support Stock plans with the Materials Handling Unit

(MHU).

2.1.6.6 Mark Contractor owned tools and equipment stored in AFRL work centers with the company name.

2.1.6.7 Provide, if any, the marking to AFRL/RIOL Logistics Manager.

2.1.6.8 Implement and manage procedures for positive control of tools and equipment.

2.1.6.8.1 Ensure contract personnel comply with all procedures for using AFRL tools or equipment.

2.1.6.8.2 Successfully complete initial tool control training from Division tool control custodians.

2.1.6.8.3 Implement and manage procedures for lost tools and ensure AFRL/RI Quality

Assurance Office is notified.

2.1.6.9 Manage Support Equipment (SE) IAW AFMC 21-101 Addendum C and applicable

Technical Data.

2.1.6.10 Manage an Electrostatic Discharge (ESD) program and procedures IAW AFRL/RI OI

21- 101.

2.1.6.11 Coordinate with Quality Assurance to ensure additional documents are loaded into the

Technical Data System (TDS).

2.2 TECHNICAL LIBRARY (CLIN 0002).

2.2.1 Overview. The Contractor shall support Government operation of the Technical Library on AFRL/RI workdays IAW DAFI 34-101 Chapter 17, 18 (Air Force Libraries) in coordination with the Government COR. The Technical Library is the responsibility of the Government

Librarian. Contractor responsibilities include administrative functions, reference services, integrated library system operation, collection (stack) management, promoting Technical Library programs, and circulation.

2.2.2 Personnel. Provide Library Technicians to fulfill the requirements of the Technical

Library (DAFI 34-101).

2.2.2.1 Maintain training requirements. Contractor library personnel shall maintain technical competence by completing at least one (1) training event every three (3) months. This should be at no cost to the Government.

2.2.2.1.1 Completing online continuing education, typically free of cost, shall be sufficient to keep up with trends in the delivery of information.

2.2.2.2 The Contractor Library Technicians shall attend at least one of the following annually online or in person: Online Computer Library Center (OCLC) training; Central New York

Library Resources Council Interlibrary Loan training; Library Technician centered New York

Library Association Conference programs and online classes; library online training sites such as

WebJunction.org; and local library systems update training. This should be at no cost to the

Government.

2.2.2.3 Attend AFRL-led technical library meetings, such as video teleconferences and phone conferences, as required.

2.2.2.4 Library Technicians shall have familiarity with Defense Technical Information Center

(DTIC) publicly accessible webpage. https://discover.dtic.mil/public-access-search/

2.2.2.5 Stay cognizant on system enhancements to include the Air Force Librarian's purchased databases/electronic resources, public DTIC and OCLC systems.

2.2.2.6 Maintain proficiency with Electronic On-line System (EOS), the Integrated Library

System (ILS), or a future replacement.

2.2.3 Administrative Functions.

2.2.3.1 Use, support, and maintain the ILS referring any issues or observations to the

Government Librarian.

2.2.3.2 Refer verbal, written, or e-mail requests for public Technical Reports to the Government

Librarian.

2.2.3.3 Support daily, weekly, monthly and annual recording, production and preparation of statistics for the Library Annual Report Program (LARP). Provide monthly statistics to the

Government Librarian.

2.2.3.3.1 Library Technicians shall record daily reference questions, in house usage of mobile devices and Government provided computer access, items borrowed from other libraries, items sent to other libraries and mediated searches. Document and deliver information to the

Government Librarian at the end of each month.

2.2.3.3.2 Provide daily, weekly, and monthly production and preparation of statistics for the

Library Annual Report Program (LARP). These statistics include but are not limited to:

attendance, questions, orientations, circulation, in-house use, database use, downloads, and collection management. Record statistics on the printed spreadsheet, as directed by the

Government Librarian, by close of business each workday. Participate in technical discussions, development, and review of metrics describing customer demographics, customer usage, organizational composition, book return, modernization, and other library operations.

2.2.3.5 Manage serials in-processing; stack management and periodical display; provide quarterly validation of online journal links; and monthly refer missing print serial issues to the

Government Librarian. Broken URLs are followed to resolution through the current periodical vendor or future replacement.

2.2.4 Reference Services.

2.2.4.1 Provide reference services at the level of mediation requested by any authorized customer, ranging from fully mediated to assisted, referring questions to the Government

Librarian as needed.

2.2.4.2 Using library tools online and in print, help customers with questions on databases, catalogs and general reference.

2.2.4.3 Refer all requests for commercial database, open literature searches and classified/proprietary search requests to the Government Librarian.

2.2.4.4 Support the Government Librarian in promoting customer awareness of reference information systems utilizing social media, electronic newsletters, e-mail, posters, demonstrations and instruction.

2.2.5 Acquisition of Library Materials.

2.2.5.1 Support the Government Librarian by notifying customers of acquired and processed items within two (2) working days.

2.2.5.2 Support in the management of Machine-Readable Cataloging (MARC) records for books, periodicals and audiovisuals, and help with scheduled inventories of the collection IAW DAFI

34-101 as directed. Maintain audit trail for library collection.

2.2.6 The Contractor Library Technicians shall forward any requests from authorized customers to the Government Librarian for possible purchase.

2.2.6.1 Provide copy cataloguing using the OCLC system and the Library of Congress classification.

2.2.6.2 Help ensure the completeness and validity of the electronic shelf-list records in the ILS, EOS or future replacement under the direction of the Government Librarian.

2.2.6.3 Ensure the Manage MARC record is downloaded to the ILS, EOS, or future replacement.

2.2.7 Collection (Stack) Management.

2.2.7.1 Accomplish shelf-shift, as needed, by the end of each calendar year.

2.2.7.2 Process all incoming materials using standard library in-processing methods as well as bar-coding, applying a protective tape over the label, and property stamping.

2.2.7.3 Dispose of collection items by removing property markings and redistributing materials according to DAFI 34-101.

2.2.7.4 Provide support to the Government Librarian to weed up to three percent (3%) of the

Technical Library book, E-book and audiovisual collection as requested, and also no later than by 30 September of each calendar year IAW DAFI 34-101.

2.2.8 Circulation.

2.2.8.1 Promote customer awareness of topics such as technical library services, information resources, and programs.

2.2.8.2 Provide newcomer orientation briefings and laboratory-wide publicized library orientation tours.

2.2.8.3 Maintain accessibility and availability of OCLC Inter-Library Loan (ILL) system to satisfy requests of customers and other libraries, as well as in response to marked literature searches, for documents, books, journal articles, and other materials. Fulfill all requests and provide query results within five (5) working days of the request.

2.2.8.4 Circulate library materials and maintain circulation records following the procedures of the ILS. Re-shelve items within two (2) working days of return to library.

2.2.8.5 Ensure all new authorized customers are registered IAW DAFI 34-101.

2.2.8.6 Support the Government Librarian with follow-up on all overdue materials until resolution. This includes materials loaned in-house using the current ILS or to other libraries via

ILL IAW DAFI 34-101. Email all borrowing libraries that items are overdue. Follow all overdue items in ILL to resolution with direct contact. Provide names of authorized customers or libraries that have lost materials to the Government Librarian.

2.2.8.7 Shelve newly processed materials using the Library of Congress Classification System within one (1) working day of in-processing completion.

2.2.8.8 Out-process personnel using AFRL/RI Out-Processing Checklist, ensuring no obligations exist in the ILS and all library materials have been retrieved from the out processor.

2.3 MAILROOM (CLIN 0003).

2.3.1 Overview. The Contractor shall operate the Mailroom on workdays at AFRL/RI in coordination with the Government COR. The mailroom is under the responsibility of the

Government Official Postal Manager (OPM). Contractor responsibilities include receiving and processing mail, mail pickup and delivery (per paragraph 2.3.4.4), maintaining records, ensuring security, and distributing forms not available for download IAW the publications identified in

Appendix 2.

2.3.2 Personnel. Provide sufficient support staff to fulfill the requirements for these duties.

2.3.3 Training. Contractor mailroom personnel will receive Small Packaging Transportation

Service Provider Account Management training by the Government Transportation Officer.

Contractors shall maintain proficiency in the operation of mail screening devices and handling suspicious packages.

2.3.4 Mailroom. For security and control, ensure all mail pickup and delivery is accomplished by authorized, appropriately cleared personnel. Any vehicle used must be registered, insured, and Contractor-provided. Protect and safeguard mail, official postage, and communications in

Contractor personnel’s custody.

2.3.4.1 Provide, if and when requested, to the Government OPM required data regarding daily mail receipts, mail processing, and accountable mail pickup and deliveries.

2.3.4.2 Receive and process all United States Postal Service (USPS) mail. Pick up accountable mail daily from Griffiss Business & Technology Park (GBTP) US Post Office (PO).

2.3.4.3 Receive and process all mail received. Handle USPS accountable and first-class mail marked “Document Control,” “Attention Security Officer,” with a container number, as classified information. Process DD Form 2825, Internal Receipt, for all incoming accountable packages.

Sort all received mail by Organization for distribution. Incoming packages that the mailroom staff has scanned, or suspects it contains items that require accountability, shall deliver it to the shipping personnel and they shall sign the DD 2825. The Contractor shall then verify with the addressee as to the required accountability.

2.3.4.4 On a daily basis, deliver and pick-up mail from authorized AFRL/RI Activity Distribution

Offices (ADOs)/customers at established locations. Process all classes of outgoing mail. Ensure outgoing off-site mail is sent at the most cost-effective rate to meet sender’s delivery requirement with appropriate postage applied. Weigh and check to ensure official mail has: “TO” and

“FROM” addresses, including functional symbols, and zip code. Process foreign address mail

IAW the USPS International Mail Manual (IMM). Coordinate through the Government OPM as necessary. Deliver outgoing mail to the pickup point each workday. All commercial packages that are requested to be sent via commercial means (i.e., FEDEX, UPS) shall be limited to documents and small non-equipment items. Larger packages and boxes will be required to be processed through appropriate Government Logistics Transportation/warehouse areas. RI customers shall be directed to utilize DD Form 1149, Requisition and Invoice/Shipping document to accompany all boxes/packages to particularly include accountable equipment items.

2.3.5 Records.

2.3.5.1 Maintain daily postal balance records using Government approved vendor subscription.

2.3.5.2 Reserved.

2.3.5.3 Verify and ensure there is recorded ascending, descending, and total figures of the previous month via Automated Military Postal System (AMPS) and approved vendor subscription to the Government OPM not later than the second workday of each month. Begin a new daily record reading at the beginning of each month.

2.3.5.4 Maintain and provide a copy of end-of-day commercial (i.e., FEDEX, UPS) report to the

OPM monthly to include locations.

2.3.5.5 Maintain and provide monthly volume and cost statistics of commercial (i.e., FEDEX, UPS) and USPS services to the OPM.

2.3.5.6 Keep AMPS accounts up-to-date, monthly sign-in.

2.3.5.7 Scan appropriate packages into system for tracking.

2.3.6 Security.

2.3.6.1 Participate in the AFRL/RI Random Anti-Terrorism Measures (RAM) program IAW

AFRL/RI’s Operations Security (OPSEC) Plan.

2.3.6.2 Use current scanning device to screen mail and packages. Immediately notify Security

Forces and Government OPM of any suspicious mail or packages IAW established protocols.

2.3.6.3 Ensure only appropriately cleared individuals handle classified materials. Work with

OPM and ADOs on annually updating AF Form 4332, Accountable/Non-Accountable

Communications Receipt Authorization. File forms electronically.

2.3.6.4 Limit dissemination of safe combination to only appropriately cleared individuals within the mailroom. The OPM is responsible for changing safe combination at least annually (or whenever a mailroom-assigned person leaves).

2.3.6.5 Ensure SF 701, Activity Security Checklist, is completed daily. Whenever the safe is opened and at the end of normal duty days, ensure the SF 702, Security Container Check sheet is annotated.

2.3.6.6 Release military and sealed pouches to authorized personnel only as indicated on the appropriate authorization memorandum. Accept only approved DoD-issued identification.

2.3.7 Forms Distribution.

2.3.7.1 Requisition, receive, store, and distribute forms, visual aids, official letterhead, and

Senior Executive Service / Senior Scientist stationery that are not available for download (e.g.

AF Form 3227, Privacy Act Cover Sheet, AF Form 440, Bomb Threat Card). Fulfill requests within 24 hours. Remove obsolete products from stock.

2.3.7.2 Establish appropriate accounts through the Air Force Portal on the E-Publishing site.

2.4 EQUIPMENT MANAGEMENT (CLIN 0004).

2.4.1 Overview. The Contractor shall support Government operations, in coordination with the

Government COR, for Equipment Management functions on AFRL/RI workdays for applicable

Divisions at RRS IAW local Logistics Material Management and AF 23-series, and DoD regulatory guidance. Primary and alternate equipment custodians shall be assigned for each account. Contractor shall provide on-site Logistics Integrated Services to support Research and

Development activities necessary to create and maintain a smooth and continuous functioning

Logistics Material Control Activity (LMCA) operation. A Contractor POC shall be appointed as

Lead Custodian. Responsibilities include supporting the acquisition of, accountability for, and the disposition of supplies and equipment for AFRL requirements. These actions will be reported to Accountable Property Officer and the Logistics Readiness offices.

2.4.2 Personnel. Provide sufficient support staff to provide Material Management Equipment personnel with at least two (2) years of experience in supply or equipment control. A four-year degree in logistics or logistics management may be substituted for experience. The Equipment

Custodian (EC) personnel shall serve as the supply support focal point between organizational personnel and procurement support activities, in material management.

2.4.2.1 The contractor personnel in 2.4.2 (assigned to CLIN 0004) shall also complete duties as laid out in 2.5 of this PWS.

2.4.3 Training. Appointed equipment custodians will be trained by the Government, and shall maintain proficiency, with the Accountable Property System of Record (APSR) and all logistics information support systems required in performance of equipment custodial processes.

Refresher training will be provided annually by the Government, as needed, or upon request.

2.4.4 Equipment Accountability. Provide equipment management, and inventory, services utilizing the AFRL/RI logistics online supplies, equipment, maintenance, and transportation programs. EC personnel will work closely with Equipment Authorization Element, within local

LRS, and follow local document control and temporary storage area guidance.

2.4.4.1 Ensure requests from Material Management, Equipment Accountability Element, are acknowledged within three (3) workdays. Coordinate with Material Management Equipment

Accountability Element, personnel until issues are resolved.

2.4.4.2 Maintain a custodian folder(s) IAW all applicable AF and DoD instructions.

2.4.4.3 When notified by Equipment Accountability personnel, report to Material Management to sign APSR documentation, for training and required update/briefings.

2.4.4.4 Complete training and inventory within thirty (30) days of official appointment as

Equipment Custodian. Primary custodians shall perform a complete inventory (100% floor to book) immediately upon successful completion of all required training programs. If circumstances prevent an inventory be completed within fifteen (15) days an extension waiver may be requested by the applicable Division Chief through the Logistics Readiness Branch

Chief.

2.4.4.5 Complete annual floor to book inventory of assigned account(s), yielding 100% accountability. When new accounts are established, the primary custodian shall complete a 100% floor to book inventory. Provide monthly Floor to Book/Book to Floor report to include number of pieces and inventory adjustment details.

2.4.4.6 Custodians shall prevent “frozen” accounts (no pickups or deliveries until all assets are accounted for) by completing inventory within required timeframe.

2.4.4.7 Track, control, and account for movement of accountable equipment, including loaned equipment between AFRL/RI, Newport, Stockbridge, and any other location.

2.4.4.8 Ensure agreement is signed by RI Director and is submitted to Equipment Accountability personnel prior to transferring research and development equipment to educational facilities

(reference American Technology Pre-Eminence Act, Public Law 102-245).

2.4.4.9 Obtain and process the proper documentation from AFRL Program Managers for equipment loans to colleges/universities through contracts, educational partnerships, cooperative research and development agreements, or other means, within the time frames prescribed by regulation or as requested by the Material Management.

2.4.4.10 Identify and establish accountability for any equipment determined to be excess, Found-

On-Base (FOB), or donated to AFRL/RI. Provide the necessary documentation for equipment received from sources other than Material Management. Incorporate FOB details into monthly report.

2.4.4.11 Establish equipment accountability for systems developed or built in-house.

2.4.4.12 Prepare documentation for equipment transfers between custodial accounts.

2.4.4.13 Request Report-of-Survey (ROS) action when items are determined to be lost, destroyed, or damaged after a thorough and aggressive search for all equipment items during inventory.

2.4.4.14 Transfer accountability to a new custodian by performing a joint inventory, unless exempted by the Material Management. When a custodian must assume an account, that custodian shall immediately conduct a 100% floor to book inventory and sign for the equipment account. If the Division Chief allows primary/alternate equipment custodians to depart the unit without designating a new replacement to receipt for the equipment account within 45 calendar days prior to departure, the Division Chief will immediately sign the Custodian Inventory

Receipt (CIR) and accept responsibility. The outgoing and in-coming Equipment Custodians will concurrently perform a physical inventory IAW DAFI 23-101. Identify all equipment over

$10,000 to confirm that items are on the CIR. Inventories should not be used to add items to the

CIR, but to ensure accountability is established for all applicable equipment items in the workplace. Once identified, the custodian should contact Equipment Accountability Element

(EAE) to determine/establish accountability.

2.4.4.15 Equipment Accountability personnel in annual surveillance of individual equipment accounts. Custodians shall support Government Quality Assurance (QA) surveillance, audits, inspections, and Inspector General (IG) inquiries.

2.4.4.16 Affix inventory bar-code labels to all equipment items or obtain request letter from

Branch Chief or higher to explain inability to label (i.e. equipment in an experiment) and authorize labels be kept in CIR jacket folder. Submit request letter to Logistics Material

Management for review and approval. If the labels cannot be scanned during inventory, the sub-custodian shall request replacement labels.

2.4.4.17 Process all equipment assets needing off-base repair through Logistics Maintenance

Operations systems.

2.4.4.18 Process requests for issues, turn-ins, and shipments of supplies and accountable equipment. Prepare AF Form 1297, Temporary Issue Receipts. Ensure the property is safeguarded and ready for pick up by Asset Management personnel. Secure equipment without leaving in hallways, on loading docks, or in any other areas where the equipment is subject to damage or loss.

2.4.4.18.1 Process requests through Logistics Asset Management section for Temporary Storage

Areas (TSA) for supplies and equipment being held for anticipated future use.

2.4.4.19 Ensure all equipment items have a manufacturer’s Item Unique Identification (IUID) or a locally assigned IUID. Inspect labels during inventories to make sure they are serviceable, readable and associated with the correct equipment data in Enterprise Logistics Management

System (ELMS). Request IUID labels from EAE’s when missing.

2.4.4.20 Custodians shall demonstrate the ability to locate equipment items using the reports from the Logistics IT systems without the aid of additional spreadsheets or reports.

2.4.4.21 Review daily the prior day transaction history report ELMS INCREASE/DECREASE

ACTIONS REPORT to ensure Custodian is aware of all transactions affecting assigned account.

2.4.4.22 Equipment custodians shall follow DAFI 23-101, Precious Metals Recovery Program

(PMRP) and local processes safeguarding Precious Metals. Coordinate with the Materiel

Management Flight, Chief Inspector which is the installation PMRP manager/focal point for all matters concerning PMRP located in Depot 2, Asset Management Office.

2.5 INFORMATION TECHNOLOGY ASSET MANAGEMENT (ITAM) (CLIN 0005).

2.5.1 Overview. The Contractor shall provide ITAM Custodian services as primary and alternate Information Technology Equipment Custodians (ITEC) on AFRL/RI workdays in coordination with the Government COR and under general guidance of the Primary and

Alternate Government Equipment Control Officer (ECO) IAW local instructions, DAFMAN17-

1203, FLIPLs/ROS is DOD FMR 7000.14-R, Vol 12, Chap 7, DoDI8500.01, CNSSI4004.0 and

NIST SP800-88 as further specified below. Contractor responsibilities include ITAM accountability functions and accurate administration of equipment records and balances on their assigned accounts. They will perform inventories, inspection, equipment addition, equipment issue and disposal.

2.5.1.1 Provide ITAM personnel capable of using a desktop computer and Microsoft Office

Automation software to include Word, Excel, Access, Outlook, and Edge.

2.5.2.2 The Contractor personnel supporting paragraph 2.4 (Equipment Management CLIN

0004) shall also support the duties as laid out in 2.5 of the PWS.

2.5.2 Training.

2.5.2.1 Appointed Custodians will report to the ITAM office for initial Government-provided training and any future training as scheduled by the ITAM office.

2.5.3 Equipment Accountability.

2.5.3.1 Inventories.

2.5.3.1.1 Reconcile items that cannot be returned to AFRL/RI for physical inventory using

DD Form 1149, Requisition & Invoice/Shipping Document, or equivalent.

2.5.3.1.2 Use a bar scanner when available, or documented inventory, complete a 100% physical inventory of each ITAM account. Complete the inventory within fifteen (15) workdays, unless an extension requested by the Government appointing official and approved by the ECO, as follows:

2.5.3.1.2.1 Whenever the custodian changes, conduct a 100% joint physical inventory between the losing and gaining custodians before personnel are reassigned, if possible.

2.5.3.1.2.2 Ensure Lead Custodian and Government equipment managers are notified regarding above custodian changes.

2.5.3.1.2.3 When an inspection by ECO, COR or higher headquarters indicates an item is missing, then follow the established procedures for the reporting of missing items.

2.5.3.1.2.4 Following contract award as a Joint Physical Inventory with the ECO staff, as appropriate.

2.5.4 Inspections. Participate in and support Government-initiated inspections.

2.5.5 Equipment Additions.

2.5.5.1 Check the Logistics, AF or DoD designated system of record, database for arrival of new

ITAM. Sign for, and add to inventory, all ITAM arriving in the assigned custodial area within three (3) workdays.

2.5.5.2 Establish accountability by physical inventory of all new, FOB, built in-house, and contract residue items. Using designated system of record, update serial number, type, model, and location information, and insert comments as necessary on new records. Forward the electronic records to the ECO.

2.5.5.3 Add each physically separate item to the inventory as a separate record (e.g. desktops, laptops, external hard drive). Affix the provided ITAM Identification Label (Bar Code) to each item.

2.5.5.4 Ensure all accountable ITAM labels are affixed in a conspicuous location. Place ITAM

Bar Code on equipment as soon as possible after receipt of label. Request a new label from ECO office if old label is unreadable, worn, or missing.

2.5.6 Equipment Issue.

2.5.6.1 Issue ITAM assets on hand receipts to those individuals responsible for equipment.

2.5.6.2 Certify and reissue all ITAM hand receipts annually, maintain one (1) copy for tracking purposes and provide one (1) copy to the individual signing for the equipment.

2.5.6.3 Loaned Equipment. Initiate ITAM hand receipt for equipment loaned to other AF organizations, DoD or Government agencies, etc., for a period not to exceed ninety (90) days.

(Loans of ITAM to contractors are not authorized. For contractors, the Government-Furnished

Property (GFP) procedures must be followed, and the GFP must be specifically added to the applicable contract; contact the COR if this situation arises) ITAM Monitor hand receipts and initiate transfer to the “loaned to” location for equipment not returned to AFRL/RI within 90 days, following established procedures.

2.5.7 Processing and Disposition of Excess ITAM.

2.5.7.1 Review ITAM account for excess at least quarterly. Notify the ECO of an estimated date when the excess ITAM will become available.

2.5.7.2 Advertise excess ITAM within each division.

2.5.7.3 Store excess ITAM in a secure location during required advertising period.

2.5.7.4 At the time of physical transfer of the equipment, the losing custodian shall initiate the equipment transfer in designated system of record.

2.5.7.5 Ensure all CPUs and mass storage devices are declassified prior to turn in by obtaining written certification from the AFRL/RI Security area. Maintain certification for five (5) years.

Furnish certification to the ECO or AF auditors upon request.

2.5.8 Administrative Duties. Serve as the focal point and liaison between users and the ITAM office.

2.5.8.1 Initiate a DD Form 200 as prescribed on FLIPLs/ROS in DOD FMR 7000.14-R, Vol 12, Chap 7 after discovery of Government property loss, damage, or destruction. Aggressively pursue resolution of DD Form 200 within Branch and Divisions to ensure accurate records on which the accounts custodian is responsible.

2.5.8.2 Develop and maintain an up-to-date database with nomenclature, serial number, assigned user, and last-known location. Ensure database is available to the Government ECO. Document all equipment removed from AFRL/RI. Notify the ECO in writing of planned equipment transfers. Provide copies of DD Form 1149 or equivalent to the ECO.

2.5.8.3 Move equipment between offices, laboratories, and storage areas within the assigned areas. When necessary, contact the Logistics Branch (RIOL) to schedule transportation of equipment between buildings. Initiate shipping actions and maintain documentation electronically for the ITAM being shipped off-site.

2.5.8.4 Initiate all repair orders in designated system of record.

2.5.8.5 Respond to all data calls requested by the ECO office.

2.5.8.6 Maintain a six-part equipment custodian folder as instructed by ITAM office. Make this folder available for review by the ECO staff or auditors, as requested.

3.0 SERVICES SUMMARY (SS).

The Contractor service requirements are summarized into performance objectives that relate directly to critical tasks and work requirements. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success but do not represent all contract performance requirements. Any exceptions may be approved by the COR/PM if documented before the due date. All contract performance requirements in this PWS will be monitored.

3.1 Performance Evaluation

3.1.1 Performance of a service shall be evaluated to determine whether it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued

Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according to inspection of services clause, i.e., 52.212-4(a).

SERVICES

SUMMARY

Identifier Performance

Objective

Performance

Threshold

PWS

Paragraph

Method of

Assessment

Test Site

Management

SS 1 Perform Test Site Exceptional = 0 2.1 Periodic Management Services deficiencies Inspection

Very Good = 1-

2 deficiencies

Satisfactory =

3-4 deficiencies, corrective action acceptable to the COR is planned or underway

Marginal = 5 deficiencies corrective action acceptable to the COR is planned or underway

Unsatisfactory = More than 5 deficiencies.

Corrective action plan may be acceptable to the

COR depending on severity of non-compliance

Technical

Library

SS 2 Perform Technical

Library Services

Exceptional = 0 deficiencies

Very Good = 1-2 deficiencies

Satisfactory = 3-4 deficiencies, corrective action acceptable to the COR is planned or underway

Marginal = 5 deficiencies corrective action acceptable to the COR is planned or underway

Unsatisfactory = More than 5 deficiencies. Corrective action plan may be acceptable to the COR depending on severity of non-compliance

2.2 Periodic

Inspection

Mailroom

SS 3 Perform Mailroom

Duties

Exceptional = 0 deficiencies

Very Good = 1-2 deficiencies

Satisfactory = 3-4 deficiencies, corrective action acceptable to the

COR is planned or underway

Marginal = 5 deficiencies corrective action acceptable to the

COR is planned or underway

Unsatisfactory = More than 5 deficiencies.

Corrective action plan may be acceptable to the

COR depending on severity of non-compliance

2.3 Periodic

Inspection

Equipment

Management

SS 4 Provide Equipment and

LMCA Management

Support Services

Exceptional = 0 deficiencies

Very Good = 1- 2 deficiencies

Satisfactory = 3-4 deficiencies, corrective action acceptable to the

COR is planned or underway

Marginal = 5 deficiencies, corrective action acceptable to the

COR is planned or underway

Unsatisfactory = More than 5 deficiencies.

Corrective action plan may be acceptable to the

COR depending on severity of non-compliance

2.4 Random

Sampling &

Periodic

ITAM

SS 5 Provide ITAM and

Inventory Services, including initiation of

Financial Liability

Investigation/Reports of

Survey (FLI/ROS) IAW

AFRLI 61-101

Exceptional = 0 deficiencies

Very Good = 1- 2 deficiencies

Satisfactory = 3-4 deficiencies, corrective action acceptable to the

COR is planned or underway

Marginal = 5 deficiencies, corrective action acceptable to the

COR is planned or underway

Unsatisfactory = More than 5 deficiencies. Corrective action plan may be acceptable to the COR depending on severity of non-compliance

2.5 Periodic

3.2 Quality Assurance. The Government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The Government representative will evaluate the contractor's performance through periodic inspections and receipt of valid and verified complaints. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated complaints. Likewise, the Government may decrease the number of quality control inspections if merited by performance. The contractor shall take necessary actions and coordinate with the Government to resolve any discrepancies found as part of these inspections.

3.2.1 Quality Control. The Contractor shall develop and maintain a Quality Control program to ensure services are performed in accordance with commonly accepted practices and quality of service. The Contractor shall develop and implement procedures to identify and prevent performance deficiencies. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in the Service Summary.

3.2.3 Performance Deficiency. The Government will evaluate the Contractor’s performance to ensure services meet contractual requirements. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will consider such an event as a performance deficiency and provide the Contracting Officer (CO) a Corrective Action Report

(CAR) or similar documentation. The COR and CO will objectively evaluate observed deficiencies and, if validated, notify the Contractor. The Contractor shall respond to the CO in accordance with instructions provided and within 10 calendar days of receipt. Responses from the Contractor will be considered prior to the final decision made by the CO. Quality Assurance

Program Coordinator (QAPC) to review.

3.2.4 Periodic Surveillance. The COR will conduct periodic inspections of work requirements and services for subject contract. The COR will inform the contractor of surveillance results and request re-performance of unacceptable tasks if they had not already been addressed with on-the-spot corrective actions. The COR will document unacceptable performance on locally developed surveillance/inspection checklist. The Contractor will be provided with copies of the surveillance documents upon request.

3.2.5 Customer Complaint. Customer complaints may be submitted by any form of communication, including fax and electronic mail to the COR. The COR will investigate the complaint and determine if the complaint is valid. If the complaint is valid, the COR will notify the Contractor’s Project Manager and provide a copy of the complaint for his/her information and action. The Contractor’s Project Manager shall provide written documentation to include date, time, and action taken to correct the defect. The COR will retain the documented complaint record in the contract surveillance files.

4.0 GENERAL REQUIREMENTS.

4.1 Hours of Operation: The Contractor shall perform the services required under this contract generally during AFRL/RI workdays and work hours in coordination with the

Government COR. This typically includes Mondays thru Fridays except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price CLINs, the Contractor will not be reimbursed when the Government facility is closed for the above reasons.

4.1.1 Recognized Holidays: The Contractor is not required to perform services on the following Federal holidays.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

*If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on Sunday, it will be observed on the following Monday.

4.2 Key Contractor Personnel.

4.2.1 Program Manager. The Contractor shall provide a Program Manager who will be responsible for the overall performance of the work and who will have full authority to act for the Contractor on all contract matters.

4.2.2 The Contractor will submit the names and telephone numbers, including numbers for outside normal duty hours contact, of the Program Manager and alternate to the CO within five

(5) days after contract award.

4.2.3 The Program Manager or alternate will be on-site during normal duty hours and contingencies requiring work beyond normal duty hours. After normal duty hours, the Program

Manager or alternate will respond within one (1) hour.

4.3 Contractor Employees.

4.3.1 The Contractor shall not employ persons for work on this contract identified by the CO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.3.2 The Contractor shall provide qualified personnel who meet the minimum criteria specified in this PWS at the beginning of their employment.

4.3.3 Contractor personnel shall present a clean, neat, and professional appearance, and shall clearly identify themselves as a Contractor employee by wearing a company issued identification badge.

4.3.4 English Language: Employees who deal directly with customers will be required to communicate clearly and concisely with the customers in English. This requirement is strictly for the purpose of efficiently performing the contract tasks.

4.3.5 Use of Government Employees: The Contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. In addition, the Contractor shall not employ any person who is an employee of the Department of the Defense if such employment would be contrary to the policies contained in DAFI 64-106, Chapter 1, Industrial Labor Relations Activities.

4.3.6 The Contractor will not employ any person who is an employee of the United States government if the employment of that person would create a conflict of interest, or an appearance of a conflict of interest. When employing off-duty Air Force military personnel, the

Contractor shall comply with DAFI 64-106, paragraph 3. In the event it becomes necessary to replace any contract personnel, the Contractor shall not be reimbursed for costs associated with such removal including the costs for replacement of any personnel so removed.

4.3.6.1 The Contractor is prohibited from employing off-duty Government Personnel who are responsible for surveillance of any contracts/subcontracts awarded to the Contractor.

4.3.6.2 Off-duty Military Personnel. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to reorder to active duty. The abrupt absence of these personnel could adversely affect the

Contractor's ability to perform. However, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.3.7 Information regarding Non-US Citizens assigned to this project.

4.3.7.1 (a) Contractor employees requiring access to USAF bases, AFRL facilities, and/or access to U.S. Government Information Technology (IT) networks in connection with the work on this contract must be U.S. citizens. For the purpose of base and network access, possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship. This requirement does not apply to foreign nationals approved by the U.S. Department of Defense or U.S.