ADMIN SOW BASE SOW Sep1409.doc

Defense Threat Reduction Agency

DTRA Administrative Services Support Statement of Work – Basic Contract

September 14, 2009

1.0

BACKGROUND

The Defense Threat Reduction Agency’s (DTRA) mission is to safeguard the United States and its allies from Weapons of Mass Destruction (WMD) by providing capabilities to reduce, eliminate and counter the threat and its effects. This mission dictates a diverse set of customers and unique mission requirements. The Agency’s Enterprises requirements are equally diverse and unique. Administrative Support is required for DTRA Enterprises and Directorates, which includes Clerical and Secretarial Support, Desktop Publishing Editor and Event Coordinator Support to DTRA.

2.0

SCOPE

The requirement for administrative support is to ensure that the DTRA organizations provide high quality and timely responses to all Agency administrative requirements, responding to daily tasks, suspenses, requests for information, and timely handling of correspondence, filing and reporting. The requirement ensuring that all Enterprise briefing/presentations are prepared in accordance with applicable Department of Defense (DoD) and DTRA policies, guidelines, and instructions.

3.0

APPLICABLE DOCUMENTS

The following guides, directives and standards are applicable to contractor performance under this contract: Additional documents may be identified on task orders.

3.1 National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-M, and any revisions to that manual.

3.1.1 For Classified Documents. DESTRUCTION NOTICE - Follow the procedures in DoD 5220.22-M, section 5-705 and DoD 5200.l-R, Information Security Program, Chapter VI, Section 7.

3.2 DoD Manual 51104-M Manual for Written Material - Used for DTRA Correspondence.

3.3 DoD Manual 7750.7-M DoD Forms Management Program Procedures Manual.

3.4 Arms Export Control Act (Title 22, U.S.C. 2751 et seq.) or the Export Administration Act of 1979, as amended, Title 50, U.S.C., App. 2401, et seq.

3.5 DoD Directive 5230.25 Withholding of Unclassified Technical Data From Public Disclosure", November 6, 1984, with an Administrative Reissuance Incorporating Change 1, dated August 18, 1984. This Directive establishes policy, prescribes procedures, and assigns responsibilities for the dissemination and withholding of technical data.

3.6 FAR 37.114 Special acquisition requirements.

3.7 DTRA Correspondence Guide: http://dtra1/How%20do%20I/Wiki%20Pages/Correspondence.aspx.

3.8 DTRA Instruction 5015.2 Defense Threat Reduction Agency (DTRA) Records Management Program 4/11/2008.

4.0

REQUIREMENTS/TASKS:

Contractor personnel must have experience and expertise that demonstrates an in-depth knowledge and background in providing professional and administrative support services in a Department of Defense environment.

4.1

KNOWLEDGE AND SKILLS

Each Task Order will define the necessary knowledge and skills for the required duties.

The following knowledge and skills are not all inclusive, but are indicative of the requirements for contractor personnel:

4.1.1 Microsoft Office 2003 (Word, Excel, Access, PowerPoint, and Outlook), experience is required in order to prepare documents, listings, tables, briefings, and worksheets.

4.1.2 The capability to exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area.

4.1.3 Ability to exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.

4.1.4 Ability to exercise independent judgment in resolution of administrative problems.

4.1.5 Capability to exhibit accepted customer service practices and professional acumen in response to daily tasks, suspenses, and requests for information.

4.2

CLERICAL AND SECRETARIAL SUPPORT

The following descriptions of requirements are a general statement of required major duties and responsibilities performed on a regular and continuous basis. Not all duties will be required in all Task Orders. This list is not all inclusive, and does not prohibit additional duties or other duties as requested by the COR that are within scope. These task descriptions are a general statement of required major duties and responsibilities performed on a regular and continuous basis.

4.2.1

GENERAL ADMINISTRATIVE TASKS

4.2.1.1 Greet visitors.

4.2.1.2 Answer, screen and fields telephone calls, respond to requests for information, and provide assistance.

4.2.1.3 Exchange non-routine information using tact and persuasion as appropriate; good oral and written communication skills are required.

4.2.1.4 Serve as the point of contact for callers who request information or guidance regarding areas such as supply, division-level tasking, security, organization, clarification of correspondence, classified document control, and suspenses.

4.2.1.5 Receive and distribute mail.

4.2.1.6 Coordinate and assist with in/out processing for new/departing employees.

4.2.1.7 Maintain organizational charts (e.g., wallet cards) and recall rosters for the assigned area.

4.2.1.8 Process passport requirements for Government Civilians for foreign travel.

4.2.1.9 Receive and disseminate taskers as assigned to the office in the item management system.

4.2.1.10 Publications: Assist in the maintenance of Operating Instructions (OIs) and

Standard Operating Procedures (SOP).

4.2.1.11 Assist with the administration of the Comprehensive Cost & Requirement (CCaR) System.

4.2.1.12 Coordinate with information technology (IT) personnel for correction of IT issues, e.g., repairs, software requests, and MS Office product assistance.

4.2.1.13 Assist in maintaining configuration of the DTRA1 Directorate Web Site.

4.2.1.14 Provide backup support and assistance to the office’s management and existing administrative staff/secretaries when workload exceeds the capacity or during absences.

4.2.1.15 Maintain bulletin boards, displays, and announcements.

4.2.1.16 Perform special assignments provided by the COR, as required.

4.2.1.17 Ensure all critical information that may impact upon an office’s decision making process is reported to management in a timely manner.

4.2.2

SCHEDULING, MEETINGS AND CONFERENCES

4.2.2.1 Maintain calendars.

4.2.2.2 Schedule and coordinate appointments.

4.2.2.3 Schedule and coordinate meetings.

4.2.2.4 Arrange, and as needed, participate in conferences, committee meetings, and staff meetings.

4.2.2.5 Arrange, participate in, implement and support technical conferences.

4.2.2.6 Assist in setting up meetings which includes agenda and slides, opening and setting up the conference room, and securing the room after the meeting.

4.2.2.7 Prepare and distribute materials for meetings.

4.2.2.8 Take and disseminate minutes of meetings.

4.2.2.9 Support special events such as retirement and award ceremonies.

4.2.3

TIME AND ATTENDANCE

4.2.3.1 Monitor the Automated Time Attendance and Production System (ATAAPS) for accuracy and completeness; notify certifiers.

4.2.3.2 Maintain monthly matrix of available man-hours for purposes of ascertaining actual manpower needed to support Division workload during peak travel periods.

4.2.3.3 Input work schedule information for office personnel.

4.2.4

TRAINING TASKS

4.2.4.1 Prepare and process all Division Fund-cites for Reservists/Government training and classes.

4.2.4.2 Assist as Division training coordinator.

4.2.4.3 Assist in creating and maintaining training records for all personnel.

4.2.5

FILING

4.2.5.1 Assist in establishing and maintaining file plans for Government approval.

4.2.5.2 Maintain the office filing system.

4.2.5.3 Perform records management for the office.

4.2.5.4 Assist with the administration of the filing system.

4.2.6

SUSPENSE MANAGEMENT

4.2.6.1 Assist with the administration of tasker/suspense tracking system. This includes appropriate tasking, tracking, follow-up, and closeout of required actions.

4.2.6.2 Track suspenses for tasks assigned to the designated area, to ensure suspense dates and quality deliverables are met.

4.2.7

SECURITY MANAGEMENT

4.2.7.1 Assist in security actions for the office such as proper wrapping of classified material for mailing.

4.2.7.2 Assist in managing end-of-day (EOD) checklists, safe access lists, classified hardware turn in, and other general assistance to the division security officer.

4.2.7.3 Coordinate and process clearance requests for both Government Civilians and Military personnel to include Collateral, Visit Request Letters and Country Clearances.

4.2.7.4 Collect “sensitive”, “For Official Use Only” and other documents identified for destruction from personnel, use proper handling procedures and destroy this documentation through use of shredder at a central location identified for that activity.

4.2.8

INVENTORY MANAGEMENT

4.2.8.1 Distribute inventory as necessary.

4.2.8.2 Assist in maintaining division inventory.

4.2.8.3 Perform supply management duties as assigned.

4.2.8.4 Provide general support to designated area property custodians.

4.2.9

DATABASE MANAGEMENT

4.2.9.1 Assist in creating and maintaining a database for tracking status of suspenses, training, military feedback, civilian performance evaluations, Officer Performance Reports (OPRs), Enlisted Performance Reports (EPRs), award, and decoration packages. The contractor employee shall not access the actual performance evaluations while creating/maintaining this database.

4.2.9.2 Provide assistance in processing and tracking with external organizations to ensure timely completion.

4.2.10

CORRESPONDENCE

4.2.10.1 Compose letters and memoranda, and prepare other documents.

4.2.10.2 Compose reports, presentations, graphics, correspondence, and other documentation, including those for decision management.

4.2.10.3 Compose reports, correspondence, and other documents containing decisions of designated manager as required.

4.2.10.4 Review and finalize technical papers, research reports, correspondence, records, and forms, ensuring accuracy, completeness, and conformance to agency policies and procedures.

4.2.10.5 Draft, review, edit, correct and finalize all types of correspondence and documentation, to include letters, memorandum, presentations, studies, assessments, and reports for release or signature.

4.2.10.6 Review, finalize, and check correspondence, records, reports, and forms for accuracy, completeness, and conformance to applicable rules and regulations.

4.2.10.7 Provide distribution and transmittal system for all correspondence and incoming and outgoing mail.

4.2.10.8 Assist personnel with the transmittal of time sensitive correspondence using overnight or express mail services.

4.2.10.9 Assist personnel in using current automated format to complete forms.

4.2.10.10 Interface directly with directorate scientists to aid in promulgating their findings.

4.2.11

TRAVEL ORDERS

4.2.11.1 Assist in reviewing Temporary Duty (TDY) Orders for compliance with the Defense Travel System (DTS) directives and processes for military and civilians assigned to the Office.

4.2.11.2 Consolidate and prepare orders for processing and distribute approved orders and tickets to travelers.

4.2.11.3 Prepare, review, and maintain all documents in DTS.

4.2.11.4 Manage the Office’s travel order system, including processing reservation requests, orders, vouchers and disbursement tracking; utilize the Defense Travel System (DTS) as needed.

4.2.11.5 Research and reconcile discrepancies in the travel budget in coordination with the Business Enterprise (BE) and the Defense Finance and Accounting Service (DFAS).

4.2.11.6 Assist with the administration of the Travel Orders System.

4.2.11.7 Track and maintain travel comp time.

4.2.11.8 Arrange for travel for upper level management as requested, to include hotel, airline, and rental car reservations, orders, and conference fees, etc.

4.2.11.9 Process passport requirements for Military for foreign travel.

4.2.11.10 Process passport requirements for Government Civilians for foreign travel.

4.2.12

OFFICE MANAGEMENT

4.2.12.1 Review, finalize, and check correspondence, records, applicable rules, and regulations.

4.2.12.2 On a regular, at times continuous basis, exercise judgment and execute decisions regarding personnel, cost, and/or quality of service within each functional area.

4.2.12.3 Assist in process development or improvement to ensure expeditious flow of correspondence.

4.2.12.4 Analyze unit operating practices such as filing systems, forms control, office layout, personnel requirements, creating new systems, maintaining office calendars, scheduling appointments, and revising established office procedures.

4.2.12.5 Select, analyze, establish or update, coordinate and implement office procedures, processes, and systems.

4.2.12.6 Establish, select, implement, and coordinate office procedures and systems.

4.2.12.7 Exercise independent judgment in resolution of administrative problems.

4.2.12.8 Oversee and coordinate administrative activities.

4.2.12.9 Oversee and coordinate office activities such as records management, filing, forms control, office layout, and personnel requirements.

4.2.12.10 Provide backup support and assistance to the office’s Management Analyst.

4.2.13

OTHER ADMINISTRATIVE TASKINGS:

The following tasks are not all inclusive, but are examples of the tasks the Contractor shall accomplish. Examples of other administrative taskings which may be required, are as indicated below:

4.2.13.1 Government property accountability: maintain accountability databases;

4.2.13.2 Telephone Control: Assist in creating and maintaining a database for tracking status of telephone repair and equipment IAW office Standard Operating Procedures (SOPs).

4.2.13.3 Facility issues: Assist the government team to include maintaining and updating a centralized work order database.

4.2.13.4 Property Accountability/Supply: Research purchase information for items to be purchased using the GPC (Government Purchase Card) VISA credit card and Government Furnished Property required in support of office. Assist in monitoring and maintaining the supply cabinet.

4.2.13.5 Fire/Safety/Emergency Management: Assist in creating and maintaining a database for tracking status of any fire/safety/emergency management issues IAW office SOPs.

4.2.14

DESKTOP PUBLISHING AND POWERPOINT/

GRAPHICS SUPPORT

The Contractor shall provide documentation desktop publishing and PowerPoint/graphics support. Documents are to be created, reviewed for accuracy, content, and from a technical perspective. The guidelines to be used in support of offices require extensive interpretation of DTRA and DoD instructions and manuals. Many of these guidelines are incomplete and/or contradictory and are frequently being revised and reinterpreted. The Contractor must use judgment and ingenuity to interpret the meaning of the available guidelines, and provide guidance where no guidelines exist.

4.2.14.1 Contractor personnel assigned to this effort shall possess the following specialized skills and abilities:

4.2.14.1.1 Extensive knowledge and expertise in Microsoft (MS) Outlook, MS Word, MS Excel, MS PowerPoint and MS Office Publisher, Adobe Indesign, Adobe Illustrator, Adobe Photoshop, Acrobat Professional, and Visio.

4.2.14.1.2 Good communication skills in English (verbal, written, and computer).

4.2.14.1.3 Ability to effectively plan, organize and execute assignments.

4.2.14.1.4 Ability to complete tasks in a timely manner and with minimal oversight.

4.2.14.1.5 Extensive knowledge of technical editing and analysis techniques.

4.2.14.1.6 The capability to produce executive level briefings/presentations.

4.2.14.1.7 Exhibit accepted customer service practices and professional acumen in response to daily tasks, suspenses, and requests for information.

4.2.14.2 The following tasks are not all inclusive, but are indicative of the tasks the Contractor shall accomplish:

4.2.14.2.1 Format edits to ensure that each briefing/presentation conforms to DoD and DTRA policy in presentations, content, and legal requirements.

4.2.14.2.2 Integrity edits to ensure that presentations are prepared and consistent. The Contractor shall make sure that references to figures, tables, sections, part numbers, product numbers, and other documents are correct, and that all referenced items exist.

4.2.14.2.3 Format edits to ensure that presentations conform to DTRA standards on typography, layout, and illustrations.

4.2.14.2.4 Style edits to ensure compliance with DoD and DTRA standards for capitalization, hyphenation, and the use of symbols, bibliographic references, italics, and bold type.

4.2.14.2.5 Copy clarification edits to ensure that spelling, grammar, punctuation are correct; that incomprehensible statements resulting from missing material are identified and clarified; that illustrations are correctly inserted; and that mathematical equations are correctly typeset.

4.2.14.2.6 Language edits to ensure that sentence complexity is appropriate for the document; that active and passive verbs are appropriately used; that ideas are presented in a clear and logical manner; and that the use of jargon and technical terms are appropriate for the intended audience.

4.2.14.2.7 Substantive edits to ensure that all components of the document fit together as a coherent whole; that the order of presentation is logical; and that all necessary information is included, and all unnecessary information is deleted.

4.2.15

EVENT COORDINATOR TASKS:

4.2.15.1 Contractor personnel assigned to this effort shall possess the following specialized skills and abilities:

4.2.15.1.1 Have a working knowledge of all military services customs, courtesies, decorum, and policies with the ability to advise the Agency.

4.2.15.1.2 Capability of frequent standing, bending, and carrying supplies from office to event sites or locations.

4.2.15.1.3 Capability of occasional strenuous work due to longer than average workdays, light physical labor and working under pressure.

4.2.15.2 The contractor shall provide integrated events support to include the following tasks:

4.2.15.2.1 Provide integrated events support to the Director, Deputy Director, Chief of Staff and senior Agency staff in handling all aspects of distinguished visitor (DV), general officer, civilian and foreign equivalents, and transient DV visits.

4.2.15.2.2 Support handling all aspects of visits, conferences, tours, and social functions initiated within the Agency, as well as those tasked by the offices of the Secretary of Defense, Joint Chiefs of Staff, Military Service Secretaries or Chiefs, and Congressional requests, etc.

4.2.15.2.3 Assist in managing the Director’s recognition programs and special ceremonies (medal presentations, individual recognition, etc.), including scheduling events, determining the need for audiovisual equipment, obtaining decorations, awards, etc., gathering biographies and guest information, preparing agendas, and setting up locations.

4.2.15.2.4 Advise the Director, Deputy Director, Chief of Staff and agency staff on military customs, courtesies, decorum, and policies.

5.0

TRAVEL

The contractor personnel may be required to travel on some task orders. If the task order allows for travel and has adequate funds obligated for travel and travel is required to perform the requirements of the SOW, the contractor can seek authorization for travel from the COR. The Contractor shall provide a detailed estimate of any desired travel in advance to the COR in writing via memorandum or email. All travel shall be in accordance with the Joint Travel Regulation (JTR) and all travel shall be approved by the COR in writing via memorandum or e-mail prior to the contractor incurring any travel expenses and prior to any departure. Anticipated travel will be identified in each task order.

6.0

REASONABLE ACCOMMODATIONS

The Government will provide office facilities, equipment, and materials for daily business use of staff called for under this task, to include standard office space, desk, chair, telephone, computer, access to printer, copier, fax, and requisite consumable materials.

Any accommodations not identified above are the responsibility of the contractor for their personnel in the performance of their job (i.e. special needs such as chairs, wheelchairs and keyboards).

7.0

SECURITY

The contractor is required to have a TOP SECRET facility clearance granted by the Defense Security Service (DSS). All contractor personnel performing work on this contract shall be U.S. citizens, and shall have been granted a minimum of a SECRET security clearance. A DoD security clearance may be required at the TOP SECRET level for a particular labor category under future task orders. The Contractor shall provide all forms and information, apply for clearances and shall be responsible for any expense incurred in obtaining SECRET security clearances for the contractor employees.

The contractor shall comply with all terms of the Security Agreement attached (DD Form 254), and the National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-M, and any revisions to that manual.

Before any Contractor employee performs work at DTRA, the Contractor shall verify and submit written proof of security clearance information (Visit Authorization Letter (VAL)) to the DTRA Security Office. The VALs for collateral security clearance shall be typewritten, contain the information specified in paragraphs 6-103, 6-104 and 6-105 of the NISPOM, and be submitted to the DTRA Security Support Branch (Visitor Control). The term of the VAL shall be for the term of the contract. The Contractor shall provide proof of U.S. citizenship for all contracted employees prior to entering the DTRC.

The contractor shall adhere to all DTRA access control policies and procedures. Contractor personnel shall wear security identification badges at all times while in DTRA facilities as access cards and IDs are presented upon request at all entry control points. Lost or stolen IDs or badges shall be verbally reported immediately, and followed up in writing, within 24 hours of incident to the COR.

8.0

TRAINING

The contractor shall pay for all training of its personnel. DTRA will pay for any DTRA-specific training that is held on site at the DTRC. Contractor employees shall be required to attend DTRA provided Security and Safety training.

9.0

DELIVERABLES

Contractor format is acceptable for all deliverables. The following reports may be required as designed on individual Task Orders. Additional reports may be requested on each Task Order.

9.1

PROGRESS AND FINANCIAL REPORT

The contractor shall provide a monthly Progress and Financial Report not later than ten (10) days after the end of each month. The report shall provide current status, address all issues/problems, how issues/problems are being addressed and resolution. For the financial status, provide a report of current balance expended monthly and a detailed breakdown of travel costs. In addition, a cumulative total of the contract balance for each CLIN shall be included. Contractor shall provide dates of invoices submitted, invoice numbers and amount, projected requirements of funds, and work completion. The report shall state the funds expended for the month, and cumulative total funds spent to date. The report shall include any significant accomplishments and/or difficulties during the reporting period. (CDRL A001).

9.2 COST REPORT. The contractor shall provide a cost report to include any projected obligated funds that are available to be de-obligated three (3) months before the end of the FY, or the end of the contract period of performance, whichever comes first, based on after all invoices have been paid and the Task Order is ready for closeout. (CDRL A002).

9.3 Quality Control Plan (QCP)

The Contractor shall develop and maintain a Quality Control Plan (CDRL A003) to ensure services are performed in accordance with the SOW. The Contractor shall develop and implement procedures to identify and prevent reoccurrence of deficiencies. As a minimum, the Contractor shall develop quality control procedures that address the areas identified. The QCP plan must include a description of the methods to be used for identifying and preventing defects in the quality of service performed and a description of the records to be kept to document inspections and corrective or preventive actions taken. Contractor format is acceptable.

10.0

PLACE OF PERFORMANCE

The majority of the work will be accomplished at the Defense Threat Reduction Agency Headquarters, 8725 John J. Kingman Road, Ft. Belvoir, VA 22060.

Some contractor employees will be located at Eglin AFB, FL.

Some contractor employees may be located at Kirtland AFB, Albuquerque, NM, and possibly at Travis AFB, CA or other DTRA locations within the United States.

11.0

PERIOD OF PERFORMANCE

The period of performance of this effort is an ordering period of 5 years.

12.0

APPLICABLE INFORMATION FOR CONTRACTOR EMPLOYEES

12.1.

Standards of Conduct The contractor shall not employ any person whose employment could in any way result in a conflict of interest. All personnel employed by the contractor, or any representatives of the contractor entering the Government installation, shall comply with all regulations of the Defense Threat Reduction Center (DTRC) installation. The contractor shall be responsible for its employees’ competencies, conduct, and any required disciplinary actions. Removal of a contractor employee from the job site shall not relieve the contractor from its responsibilities to perform the tasks outlined in the SOW. No contracted employee will be permitted on the DTRC installation after a background check reveals that his/her presence would be detrimental to the security of the installation or to the accomplishment of the work prescribed. The Government reserves the right to request removal of any contractor employee from the job site whose presence will endanger persons or property; or, whose continued employment is inconsistent with the interests of Government security. In such cases, the Contracting Officer (KO) will advise the contractor of the reason for requesting an employee's removal or withdrawing his/her authorization to enter the installation.

12.1.2 Non Disclosure Statement

All contractor personnel shall sign a Non-Disclosure Statement.

12.1.3 Interaction with Others

12.1.3.1 Customer Interaction

The COR is the Government’s technical point of contact for all issues related to the contractor personnel’s performance. However, only a warranted KO can authorize any modifications, additions, or deletions to the terms and conditions of an awarded contract. The KO will issue a written modification for any changes or modification to the requirement or terms and conditions of the contract.

The contractor personnel must exhibit accepted customer service practices and professional acumen in response to daily tasks, suspenses, and requests for information.

12.1.3.2 Interaction with Other DTRA Support contractors

The DTRA customer workforce is a mixture of Government and contractor entities. Contractor personnel will normally interface directly with the Government. The contractor shall not direct other support contractors’ personnel.

The contractor must not employ persons for work on this contract if such employee is considered by the contracting officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

Note: FAR 37.114 requires that contractor personnel attending meetings, answering phones, and working in other situations where their status is not obvious are required to identify themselves as such to avoid creating the impression that they are Government employees.

12.1.3.3 The contractor must not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor must not employ any person who is an employee of the DTRA.

12.1.4 Visit Authorization Letter

Before any contractor employee performs work in support of this contract, the contractor shall verify and submit proof of clearance (Visit Authorization Letter (VAL)) to the DTRA COR. Visit requests shall contain the information specified in paragraph 6-103 and 6-104 of the National Industrial Security Program Operating Manual (NISPOM) (DoD 5220.22M). The term of the VAL shall be for the term of the contract. The contractor shall comply with the DD Form 254.

The contractor shall submit the name and address of each employee hired for work on this contract within 10 days after contract award, and thereafter as employees are hired, and shall fill out questionnaires and other forms as may be required for security.

12.1.5 Employee Training The contractor shall provide environmental, health, and safety training to ensure compliance with all federal laws, state laws, local laws, and DoD regulations required to perform the SOW. Employees proposed by the contractor shall have all requisite training and experience necessary to perform. Contractor personnel must complete all required DTRA specific mandatory training provided by DTRA.

12.2 Performance Evaluation Meetings

If and when requested, the contractor shall attend scheduled meetings with the COR to discuss issues dealing with, but not limited to personnel performance. A mutual effort will be made to resolve all issues identified. The written minutes of the meetings, prepared and signed by the COR, will be submitted within two (2) working days after the meeting. A response will be provided to Contracting Officer and COR to notify them of the action taken to resolve the issues identified.

The Contracting Officer may require the contractor’s management to meet with the Contracting Officer, Contract Specialist, and COR as necessary. The contractor may also request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any such meetings must be recorded in the contract file and signed by the Contracting Officer.. A copy of the minutes will be provided to the contractor within two (2) working days after the meeting.

12.3 Physical Security

The contractor must be responsible for safeguarding all Government property provided for contractor use. At the end of each work period, all Government property, equipment and materials must be secured.

12.3.1 Key Control The contractor must establish and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor must not duplicate any keys issued by the Government.

12.3.1.1 The contractor must immediately report to the COR and Contracting Officer any occurrences of lost or duplicated keys or key cards.

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

12.3.1.3 The contractor must prohibit the use of keys issued by the Government by any persons other than the contractor's employees. Opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas is prohibited.

12.3.2 Lock Combinations The contractor must control access to all Government provided lock combinations to preclude unauthorized entry.

Attachment 1

HDTRA1-09-R-0015