PWS_FIAR_Amendment_0007_(003).docx

Section C – Description and Specification Performance Work Statement Financial Improvement and Audit Readiness (FIAR), Audit Remediation, Financial Data Reconciliation, and Managers’ Internal Control Program (MICP) As of 10 December 2018 Contract Information

POC Information

Arlington, VA 22202-5408

Arlington, VA 22202-5408

Arlington, VA 22202-5408

Table of Contents

List of Tables

List of Appendices APPENDIX 1 – LIST OF SYSTEMS (ADDITIONAL NON-GENERAL LEDGER SYSTEMS WILL BE PROVIDED AT TIME OF AWARD VIA APPENDIX 1 – LIST OF SYSTEMS)

APPENDIX 2 – LABOR CATEGORIES, DESCRIPTIONS, AND RESPONSIBILITIES

APPENDIX 3 – EXPANDED ACRONYM LIST

APPENDIX 4 -- LIST OF FEEDER SYSTEMS

APPENDIX 5 -- LIST OF FIAR ASSESSABLE UNITS

APPENDIX 6 – LIST OF MICP ASSESSABLE UNITS

List of Enclosures

ENCLOSURE 1 --NON-DISCLOSURE AGREEMENT (TO BE PROVIDED AT TIME OF AWARD)

ENCLOSURE 2 --VISIT AUTHORIZATION REQUEST (TO BE PROVIDED AT TIME OF AWARD)

1.0 DESCRIPTION OF SERVICES

1.1 General

1.1.1 Mission

DSCA’s mission is to advance U.S. national security and foreign policy interests by building the capacity of foreign security forces to respond to shared challenges. DSCA leads the broader U.S. security cooperation enterprise in its efforts to train, educate, advise, and equip foreign partners.

DSCA administers security cooperation programs that support U.S. policy interests and objectives identified by the White House, Department of Defense, and Department of State. These objectives include developing specific partner capabilities, building alliances and partnerships, and facilitating U.S. access.

DSCA integrates security cooperation activities in support of a whole-of-government approach; provides execution guidance to DoD entities that implement security cooperation programs; exercises financial and program management for the Foreign Military Sales system and many other security cooperation programs; and educates and provides for the long-term development of the security cooperation workforce.

1.1.2 Introduction

This is a non-personal services contract to provide Financial Improvement and Audit Readiness (FIAR), Audit Remediation, Financial Data Reconciliation, and Managers’ Internal Control Program (MICP) to support the Defense Security Cooperation Agency (DSCA). The contractor shall provide all personnel, equipment, tools, materials, and supervision necessary to perform services as set forth in this Performance Work Statement (PWS) except as specified in PWS section 3.0 GOVERNMENT FURNISHED ITEMS AND RESPONSIBILITIES.

1.2 Background

Achieving DSCA’s mission requires oversight and governance, effective internal controls, and targeting areas for process and financial improvement that align with DSCA’s strategic goals. In order to strengthen internal controls and financial management practices, DSCA strives to institute sustainable business processes, develop guidance, and drive effective change throughout the Security Cooperation community. DSCA is currently working to improve its existing Managers’ Internal Control Program (MICP) and Financial Improvement and Audit Readiness (FIAR) programs. Building upon these programs will allow for the assessment and control of the Agency’s mission risks while ensuring efficient and effective management of resources to protect against fraud, waste, and abuse. Driving a larger mission-based approach to the entire portfolio of business and financial processes that align with strategic goals, DSCA will strengthen transparency with foreign and domestic customers, stakeholders, and the industry.

DSCA is responsible for two separate financial statements: the DSCA DoD Appropriated Accounts and the Security Assistance Accounts (SAAs). The DSCA Appropriated Accounts are consolidated in the DoD-Wide Financial Statements; whereas, the Security Assistance Account (SAA) is a “stand-alone account and reported to the Department of Treasury as a significant reporting entity. The Chief Financial Officers Act of 1990 and the Government Management Reform Act of 1994 require the annual preparation and audit of Federal agency financial statements in accordance with generally accepted accounting principles (GAAP) and generally accepted government auditing standards (GAGAS). To align with the Departments’ objective, DSCA’s main objective is to achieve an unmodified or “clean” audit opinion for each of its financial statements. DSCA has not received a clean audit opinion for the DSCA DoD Appropriated Accounts or the Security Assistance Accounts, nor fully developed a FIAR program for its Security Assistance Accounts as required by the National Defense Authorization Act (NDAA) for Fiscal Year 2010. The National Defense Authorization Act (NDAA) for Fiscal Year 2010 requires that the Department of Defense (DoD) develop and maintain the FIAR Plan, which includes specific actions to be taken and costs associated with: (1) correcting the financial management deficiencies that impair the DSCA ability to prepare timely, reliable, and complete financial management information and; (2) ensuring that the DSCA DoD Appropriated Accounts are validated as ready for audit by September 30, 2017. Additionally, the Department of Treasury has deemed the Security Assistance Accounts as a significant entity; therefore, requiring an annual audit for the Security Assistance Account. DSCA is preparing for a limited-scope audit starting FY 2019 and performing a full financial statement audit by FY 2022. The SAA includes: the Foreign Military Sales (FMS) Trust Fund, the International Military Education and Training (IMET) Fund, the Foreign Military Financing (FMF) Program, the Special Defense Acquisition Fund (SDAF), the Global Security Contingency Fund (GSCF), the Foreign Military Loan Liquidating Account, the Military Debt Reduction Financing Account, the FMF Direct Loan Program, the FMF Direct Loan Financing Account and other miscellaneous accounts that contribute to the combined consolidated financial statement.

DSCA is engaged in one of the most complex and challenging transformations due to the Agency’s financial footprint throughout the Global Community. This footprint expands across over 35 general ledger and non-general ledger systems across the DoD Enterprise. Significant work remains to accomplish the Agency’s financial improvement and audit readiness goals. DSCA must maintain this momentum and successfully perform the audit readiness and examination/audit support efforts for the DSCA Headquarters, the Military Departments, the Defense Agencies, the Combatant Commands (COCOMs), and the DSCA service providers that include other relevant stakeholders that manage DSCA DoD Appropriated and the Security Assistance Accounts.

DSCA also require support with sustainment of its Managers’ Internal Control Program (MICP). The MICP was established by Public Law 97-255, the Federal Managers' Financial Integrity Act of 1982 (FMFIA) and was enacted to ensure efficient and effective management of government resources to protect against fraud, waste, and abuse. The law requires the head of each agency report annually to the President and Congress through a Statement of Assurance (SoA) on whether or not they comply with the FMFIA.

1.3 Objectives

To improve DSCA’s existing audit readiness infrastructure by strengthening internal controls and financial management practices; instituting sustainable business processes; implementing FICAM requirements for existing IT systems; and driving effective change throughout the Security Cooperation community.

Objective I: Develop and restructure the financial reporting framework that produces the DSCA’s SAA financial statements.

Objective II: Achieve an unmodified or “clean” audit opinion for the SAA and the DoD Appropriated Accounts.

Objective III: Improve and maintain the existing MICP as required by the Public Law 97-255, the Federal Managers' Financial Integrity Act of 1982 (FMFIA); and develop, maintain audit remediation for the DSCA’s DoD Consolidated and Security Assistance Accounts.

SCOPE

DSCA will require support from a certified public accounting firm with extensive financial audit readiness and audit examination experience, working large and complex accounts for federal agencies. Much of the work to be performed will require interaction with the DSCA Headquarters, the Military Departments, the Defense Finance and Accounting Service (DFAS), Defense Agencies, and other relevant DSCA stakeholders to assist in the development and remediation of the DSCA FIAR programs.

The Contractor shall assist the DSCA Directorate of Business Operations in developing annual auditable financial statements; managing enduring audit readiness and remediation efforts; supporting enhancements and improvements related to the FIAR critical capabilities; identifying and developing actionable solutions to eliminate “Dealbreakers”; managing Notice of Findings (NFRs) by developing, monitoring, validating, and implementing Corrective Action Plans (CAPs); and assessing Information Technology in compliance with the methodology established in the most current Office of the Under Secretary of Defense, Comptroller (OUSD(C)), hereafter referenced as OUSD(C), FIAR Guidance. In addition, the contractor shall support DSCA Headquarters with the financial reporting framework for the SAA and develop the Agency Financial Report (AFR) and/or Annual Performance Report (APR).

The Contractor shall assist the DSCA Chief Performance Officer (CPO) in the expansion and maturation of the Agency’s existing Manager’s Internal Control Program (MICP) to include components outside of the DSCA Headquarters located in Arlington, VA. The components include those included in PWS paragraph 1.6.6 Contractor Travel.

Scope Questions. The Contractor is responsible for notifying the KO of direction received from Government personnel that the Contractor considers outside the scope of PWS requirements prior to performing the work.

1.3.2 Regulations

The Contractor shall utilize the following sources, policies, and regulations:

Department of Defense (DoD) Financial Management Regulation (FMR)

Office of the Undersecretary of Defense (Comptroller) Financial Improvement and Audit Readiness (FIAR)

Guidance Government Accountability Office (GAO) Government Auditing Standards (Yellow Book)

National Defense Authorization Act (NDAA)

DSCA Manual 5105.38-M, Security Assistance Management Manual (SAMM)

Federal Managers Financial Integrity Act of 1982 (FMFIA)

Federal Financial Manager’s Improvement Act (FFMIA) of 1996

OMB Circular A-123, Management’s Responsibility for Internal Control, Appendix A, Internal Control Over Financial Reporting DoD Directive 5010.38 and DoD Instruction 5010.40

United States Generally Accepted Accounting Principles (USGAAP)

Federal Accounting Standards Advisory Board (FASAB)

Government Accountability Office (GAO) Financial Audit Manual (FAM)

Government Performance and Results Act (GPRA) of 1993

Government Performance and Results Modernization Act (GPRA) of 2010

Federal Accounting Standards Advisory Board (FASAB) Statements of Federal Financial Accounting Standards (SFFAS)

Treasury Financial Management Manual (TFM)

Chief Financial Officer (CFO) Act of 1990

Federal Information Systems Control Audit Manual (FISCAM)

National Institute of Standards and Technology (NIST)

1.3.3 Systems

Below provides the primary financial systems that support DSCA’s financial statements. Additional non-general ledger systems will be provided at time of award via Appendix 1 – LIST OF SYSTEMS Defense Departmental Reporting System – Budgetary (DDRS)

General Funds Enterprise Business System (GFEBS)

Defense Agencies Initiative (DAI)

Defense Enterprise Accounting and Management System (DEAMS)

General Accounting and Finance System – Reengineering (GAFS-R)

Navy Enterprise Resource Planning (Navy-ERP)

Standard Accounting and Budgeting Reporting System (SABRS)

Employee Benefits Information System (EBIS)

Washington Headquarters Services Allotment Accounting System (WAAS)

Security Cooperation Enterprise Solution (SCES)

Defense Integrated Financial System (DIFS)

1.4 Operational Information

1.4.1 Period of Performance

The period of performance is for a base period of twelve (12) months and four (4) 12-month option periods. Total contract period of performance including the Government exercise of any options is sixty (60) months. The period of performance reads as follows:

* Base Year – 01 December 2018 through 30 November 2019

* Option Year I – 01 December 2019 through 30 November 2020

* Option Year II – 01 December 2020 through 30 November 2021

* Option Year III – 01 December 2021 through 30 November 2022

* Option Year IV – 01 December 2022 through 30 November 2023

1.4.2 Place of Performance

The Government will provide a suitable infrastructure that promotes the safe and efficient work efforts of the Contractor. Throughout the duration of the task, Contractor staff will be provided with (16) on-site workspaces, computers and necessary systems access, email accounts, and telephones. The Contractor will be required to provide an off-site location for the remaining staff. Daily work efforts will be performed within the National Capital Region (NCR), primarily within facilitated space in Arlington, VA. However, off-site work efforts may be required, as necessary, in support of the evaluation program, data discovery, and reconciliations augmented audit review and liaison support, and/or other specified activities relative to the size and capacity of DSCA facilitated and supported spaces within the NCR.

1.4.2.1 Alternate Place of Performance

The Contractor shall perform tasks specified in this PWS at the facilities identified in section six (6), seven (7), or eight (8) of the DD Form 254. The contractor is encouraged to have a facility in close proximity to DSCA located at Arlington, Virginia. The contractor shall be required to make frequent (weekly) trips to the DSCA facility located at 201 12th S, Suite 203, Arlington Virginia, 22202 to participate in meetings and working groups.

1.4.2.2 Other Off-Site Performance

Off-site performance is defined as any location/facility not identified in PWS (hours spent and work completed during travel is conducted and reported in accordance with travel procedures addressed in the PWS) and occurs as a result of KO or COR approval to work at an alternate location during a Government observed holiday as listed in 1.4.4. The CORs are required to monitor the Contractor’s performance for any work conducted off-site; therefore the Contractor shall provide a plan to the Government for monitoring the work accomplished that will allow the COR to validate the level of effort performed. The Contractor’s plan shall detail how and when they will (a) notify the COR in advance of their employee’s intent to work off-site, and (b) at the completion of the off-site performance, how they will report the work accomplished.

1.4.2.3 Telework

Routine or Situational telework may be authorized, in accordance with the Contractor’s policies, by the Contract Senior Manager (CSM). The CSM shall discuss the telework plan with the DSCA COR to ensure the telework plan aligns with the DSCA mission, prior to implementation. The telework plan shall identify the specific day(s) and hours for planned telework, identify if the telework is classified as routine or situational, and identify the tasks to be accomplished during the telework hours.

1.4.3 Hours of Operation at the Government Facility

The Contractor shall conduct business Monday through Friday, except Federal Holidays or when the Government facility is closed due to local or national emergencies, administrative closures or similar Government directed facility closing. On-Site and Off-site contractor duty hours must include the core duty hours of 0900-1530, Monday through Friday. Contractor personnel may be required to work flexible hours, with a start time between 06:30 a.m. and 06:30 p.m. based on requirements. The Contractor must maintain an adequate workforce for the performance of all tasks, and meet all scheduled deliverables defined within this performance work statement.

The Program Manager shall submit a proposed staffing plan as required by the COR. When hiring personnel, the Contractor shall ensure the stability and continuity of the workforce are essential for the performance of this performance work statement.

Contractor personnel shall not perform any end of day security checks. If Government personnel are not available in the building/location of work to provide oversight of Contractor activities, Contractor personnel shall leave the premises. Alternate work locations must be coordinated with and approved by the COR prior to the Contractor performing work or costs incurred will not be reimbursed. The Contractor and COR shall ensure the KO is notified of COR approved alternate work locations.

1.4.4 Recognized Holidays

The Government observes the Federal Holidays listed in Table 1. Contractors will not be able to perform work at the Government facility on these dates.

Table 1 – Federal Holidays

1.4.5 Emergency Office Closures

1.4.5 Emergency Office Closures

When contractor employees are not allowed access to the worksite due to emergency closures, the Government shall not be charged for the previously scheduled work hours, unless the contractor can show work was performed, deliverables have been met and the Government received a benefit. The contracting officer shall have the option of seeking remedies that permit the contractor to (a) reschedule the time lost due to a closed government facility or (b) work at an alternate duty location.

Non-emergency/non-essential contractors shall not report to a closed government facility. The Contractor shall prepare all deliverables and other contract documentation utilizing contractor resources. To the extent possible, the contractor shall use best efforts to provide the same level of support as stated in the PWS. In the event the services are impacted, reduced, compromised, etc., the Contracting Officer or the contractor may request an equitable adjustment pursuant to the Changes clause of the contract.

1.4.6 Type of Contract

A Firm Fixed Price contract will be awarded.

1.4.7 Contractor Identification

Each Contractor employee shall, while on duty, wear in plain view an identification badge to be furnished by the Government, containing the employee name and date of expiration. Contractor employees shall identify themselves as “Contractors” at all times, in all communications and representations, including in the workplace, at meetings, in conversations, telecommunications, mail, electronic mail (e-mail), and faxes, whether with Government personnel, other Contractor personnel, or with the public. Contractors with access to the Agency’s Local Area Network (LAN) or with an official Government e-mail address shall include their company name in the signature block and the designation “CTR” in the global address. The Contractor shall notify the Government if the “CTR” designation is not included in the global address.

1.5 Special Qualifications

1.5.1 Personnel Management

The Contractor is responsible for providing technically qualified personnel to perform the work specified in this PWS. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

The Contractor shall maintain minimal personnel turnover throughout the life of the contract and ensure continuity of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal.

The government reserves the right to review resumes of proposed contractor personnel prior to being assigned to support this effort. The Contractor shall submit proposed resources in batches for the Government’s review, concurrence, or non-concurrence. The Government will provide the Contractor a concurrence or non-concurrence decision within seven (7) business days. Resumes submitted for employees assigned to this PWS will contain documented experience directly applicable to the functions to be performed. Prior work experiences will be specific and of sufficient variety and duration that the employee can effectively and efficiently perform the assigned functions.

Contractor personnel do not work for the Government; however, the Government may request removal (permanent or temporary) of personnel from performance on this contract upon discovery of fraudulent qualification documentation, when Contractor personnel behave in an unprofessional manner, poor performance, or if their actions are considered unacceptable by a reasonable person.

1.5.2 Contractor Qualifications

The Contractor shall provide qualified personnel that meet or exceed the stated Knowledge, Skills, and Abilities (KSA) qualifications for required work at all levels of performance as defined in paragraph 1.5.3 and 1.5.4 below.

The Contractor shall possess the overall aggregate skills, expertise, and experience in each of the identified areas to successfully complete all contract requirements.

Generally Accepted Accounting Principles (GAAP), Government Auditing Standards (GAGAS), and internal control over financial reporting (ICOFR)

Office of Management and Budget (OMB) Circulars:

A-123, Management’s Responsibility Enterprise Risk Management and Internal Control;

A-134, Financial Accounting Principles and Standards

A-136, Financial Reporting Requirements

Other pertinent OMB policies and federal financial management systems requirements

Federal Information Systems Controls Audit Manual (FISCAM) requirements

OUSD(C) FIAR Guidance

DoD and DSCA Financial Management

Adherence to the Federal Accounting Standards Advisory Board (FASAB), Statements of Federal Financial Accounting Concepts (SSAC), and Statements of Federal Accounting Standards (SFFAS)

Oracle Federal Financials functionality

DOD and DSCA legacy financial management systems and processes

Operational DSCA Financial Data Structure

Operational DSCA Data Dictionary

DoD financial management policies and procedures

DSCA policies, systems and procedures for personnel, acquisition, inventory, property and material management

Current trends in information technology

Certified Public Accountant (CPA) certification

Defense Financial Manager (CDFM) certification

Government Financial Manager (CGFM) certification

Certified Internal Auditor (CIA) certification, as applicable

Certified Information Systems Auditor (CISA) certification

All Contractor personnel shall be capable of working independently and able to communicate effectively in the English language.

1.5.3 Labor Categories, Descriptions, and Responsibilities

Labor categories that are required for performance under all tasks are provided at See Appendix 2 – LABOR CATEGORIES, DESCRIPTIONS, AND RESPONSIBILITIES.

1.5.4 Key Personnel

The contractor’s Program Manager, Partner, Senior Manager-CPA and IT Senior Manager are considered key personnel. Key personnel shall serve as the interface with Government personnel, to include the government program managers and the COR. The Contractor shall make every reasonable effort to retain key personnel to ensure continuity of services within key personnel positions (see 6.1 Performance Requirements Summary (PRS)). Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer fourteen (14) business days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. This written notification shall include the date and time the position will be absent, anticipated replacement date, and what corrective management action will be taken to ensure mission completion. The Contractor shall ensure that replacements/substitutions meet the minimum qualifications as proposed for the affected position. Position vacancies shall not exceed 10 calendar days unless approved in writing or otherwise directed in advance by the KO.

The Contractor shall ensure key personnel meet the qualifications listed in Section 1.5.2. All Government-provided training shall be approved and scheduled through the applicable COR in advance. However, the Government may provide training to Contractor personnel only if the contract requires it or it does not create a conflict or give the appearance that the Government is favoring a particular Contractor employee. No Government-provided Contractor training is authorized without KO coordination and approval.

1.5.4.1 Partner/Principal

These individuals shall possess a minimum of fifteen years (15) financial statement audit and/or audit readiness experience, of which three (3) years shall consist of experience performing financial statement audits or audit readiness services within the Department of Defense (DoD) or the federal government and a four (4) year degree in accounting, business management and they shall be a Certified Public Accountant (CPA) licensed by a state licensing authority. The responsibilities in this category include final authority in the conduct of engagements and full responsibility for the work performed, including overall project management and final review. The Partner will also provide the primary interface with client management personnel regarding strategic issues. He or she directs the completion of projects within estimated time frames and budget constraints, coordinates parties' efforts on tasks, and reviews work products for completeness and adherence to applicable regulations and customer requirements. The Partner also delivers presents and leads strategic level client meetings.

1.5.4.2 Program Manager

This individual shall possess a minimum of four (4) or more years of accounting or financial management experience including three (3) or more years of progressive experience in leading business management and/or financial management services projects; Four (4) year degree in accounting or business management related field from an accredited institution; and Project Management Professional (PMP) . A minimum of 20 CPE credits each fiscal year and 120 CPE credits over a three-year rolling period. Experience in managing large, complex engagements. The responsibilities in this category include providing technical knowledge in their area of expertise, work individually and on teams to support the completion of project specific tasks within the timeframe and budget constraints, assist with the implementation of technical solutions, and interface with the client on a day-to-day basis. In addition, PM applies their expertise to the practical issues they identify or those presented by the client. They also help senior personnel formulate solutions; prepare reports, studies and documentation, and support presentations and client meetings. The PM directs the work of subordinates and review work papers/reports for accuracy and completeness.

1.5.4.3 Senior Task Manager-CPA

Eight (8) years of progressive experience in leading financial management services and related projects. Experience performing financial statement audits in DoD, federal agencies, or commercial Fortune 400 organizations. Which seven years shall consist of experience performing financial statement audits, readiness, and remediation services within the DoD (required). The responsibilities in this category include ensuring that technical or financial solutions and schedules are implemented in a timely manner.

Senior Managers resolve project staffing and planning issues, work with agency/department resources on implementation issues, work with Partners to resolve staffing and resource issues, and conduct preliminary quality assurance over project deliverables and activities. They provide technical knowledge in their area of expertise, work individually and on teams to support the completion of project specific tasks within estimated time frames and budget constraints, and interface with the client on a day-to-day basis. In addition, these individuals apply their specific expertise to the practical issues they identify or those presented by the client. They also help to formulate solutions, prepare reports, studies, and documentation, and support presentations and client meetings. The Senior Managers direct the work of subordinates and review work papers and reports for accuracy and completeness.

1.5.4.4 IT Senior Manager- Certified Information Systems Auditor (CISA) These individuals shall possess a minimum of four (4) years of experience auditing information systems or provide IT audit readiness. They shall possess a four (4) year degree in a technical discipline. One (1) year of audit information systems or providing IT audit readiness experience can be substituted with a CISA certification.

These individuals support Senior Managers and assume responsibility to manage an assigned team and execute the audit plan. They assist with the development of audit and testing plans, provide technical knowledge, and work individually and on teams to support the completion of specific tasks within time and budget constraints, and interface with the client on a day-to-day basis. In addition, they apply their expertise to the practical issues they identify or those presented by the client. They also help more senior individuals formulate solutions; prepare deliverables and documentation, and support presentations and client meetings. These individuals direct the work of subordinates and review work papers and reports for accuracy and completeness.

1.5.4.5 Junior Task Manager

Four (4) years of accounting or financial management experience, including three (3) or more years of progressive experience in leading business management and/or financial management services projects. Experience includes performing financial statement audits in DoD, federal agencies, or commercial Fortune 400 organizations and/or preparation of assertion packages. The responsibilities in this category include ensuring that technical or financial solutions and schedules are implemented in a timely manner.

Junior Task Manager resolve project staffing and planning issues, work with agency/department resources on implementation issues, work with Partners to resolve staffing and resource issues, and conduct preliminary quality assurance over project deliverables and activities. They provide technical knowledge in their area of expertise, work individually and on teams to support the completion of project specific tasks within estimated time frames and budget constraints, and interface with the client on a day-to-day basis. In addition, these individuals apply their specific expertise to the practical issues they identify or those presented by the client. They also help to formulate solutions, prepare reports, studies, and documentation, and support presentations and client meetings. The Senior Managers direct the work of subordinates and review work papers and reports for accuracy and completeness.

1.6 Coordination

1.6.1 Kick-Off Meeting

The Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the contracting officer will apprise the contractor of how the Government views the contractor’s performance, and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.6.2 Contracting Officer Representative (COR)

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

1.6.3 Contract Senior Manager (CSM)

The Contractor shall provide a contract senior manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract senior manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract senior manager or alternate shall be available during normal business hours as outlined above, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The Contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as any subcontractor efforts used in the performance of this effort. The contractor's management responsibilities will include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the Performance Work Statement (PWS).

1.6.4 Decision Making:

The Contractor is not authorized to make decisions on behalf of the Government. The Contractor will make recommendations to Government personnel for the Government’s decision-making purposes. The COR or Government designee, not the Contractor, will brief DSCA leadership on the status of the contract.

1.6.5 Identification of Contractor Personnel

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Provisions of the Privacy Act may apply to some records and reports maintained by the contractor.

1.6.6 Contractor Travel

The government anticipates that CONUS and OCONUS travel will be required in support of the contract. All travel shall occur on an “as needed” basis. Travel may be required outside of regular business hours. All travel requests shall be coordinated and pre-approved in writing by the Government COR prior to any trips within five (5) business days. The Contractor is responsible for all travel arrangements including airline, hotel, and rental car reservations. The Contractor should estimate travel costs in accordance with FAR 31.205-46. The Contractor shall be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. The contract will designate a separate Contract Line Item Number (CLIN) to cover travel costs.

1.6.6.1 Local Travel

Local travel is considered within 50 miles of the primary place of performance. Reimbursement for local area travel shall not be authorized.

1.6.6.2 CONUS Travel

The Government anticipates completion of some tasks may require site visits to the following locations in order to include their processes and controls in the scope of the FIAR assessments. The primary locations include:

* The Security Assistance Office Area of Responsibility (AOR) in Huntsville, AL, Patuxent River, MD, and Harrisburg and Mechanicsburg, PA

* The three (3) D.C.-based Regional Centers, William J Perry Center for Hemispheric Defense Studies, Africa Center for Strategic Studies, and Near East-South Asia Center for Strategic Studies in Washington, D.C.

* The Humanitarian Demining Training Center (HDTC) in Richmond, Virginia

* The Defense Institute of International Legal Studies (DIILS) in Rhode Island

* The Defense Institute of Security Cooperation Studies (DISCS) in Dayton, Ohio

* The Defense Finance and Accounting Services (DFAS) Center in Indianapolis, IN

1.6.6.3 OCONUS Travel

The Government anticipates completion of some tasks may require site visits to the following locations in order to include their processes and controls in the scope of the FIAR assessments. The primary locations include:

* The two (2) OCONUS Regional Centers, George C. Marshall European Center for Security Studies in Garmisch-Partenkirchen and Germany, Asia-Pacific Center for Security Studies in Honolulu, Hawaii

* The six (6) Combatant Commands (COCOMs): United Africa Command (AFRICOM) in Stuttgart, Germany, United States Pacific Command (PACOM) located at Camp Smith, Honolulu, Hawaii, United States Southern Command (SOUTHCOM) in Doral, Florida, United States European Command (EUCOM) in Stuttgart, Germany, United States Northern Command (NORTHCOM) at Peterson Air Force Base Colorado Springs, Colorado, and United States Central Command (CENTCOM) in Tampa, Florida.

1.6.6.4 Travel Reports

The Contractor will submit a monthly travel report that includes all travel costs incurred by the contractor, in addition to invoicing requirements. The report shall be formatted to provide a breakout of costs for the current period to date and the total amount expended to include the remaining balance on the Travel CLIN. This format allows accurate tracking and provides effective insight into declining funds availability.

1.7 Environmental, Safety, Health and Security

1.7.1 Environmental Requirements

The Contractor shall comply with all applicable federal, state and local environmental statutes, instructions, manuals, handbooks, regulations, guidance, policy letters and rules (including all changes and amendments), and all Presidential Executive Orders in effect on the date of award. The Contractor shall comply with the highest degree of environmental protection where any disagreements exist. For OCONUS work, the Contractor shall also comply with all applicable host nation statutes and agreements. In addition, the Contractor shall comply with the following publications: The Department of Defense (DoD) Overseas Environmental Baseline Guidance Document (OEBGD) or the Final Governing Standards (FGS), if adopted for a particular location. In the event environmental laws or regulations change during the term of this contract, the Contractor is required to comply as such laws come into effect.

1.7.2 Safety and Health Requirements

The Contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) and technical orders, regulations and referenced publications. The Contractor shall comply with the highest degree of safety protection where any disagreements exist.

1.7.3 Security

The Contractor and all Contractor personnel shall abide by all DSCA and local rules, procedures, and standards of conduct on physical and personal security. For all tasks with classified work, the Contractor shall satisfy the Clearance Requirements that follow below prior to gaining access to classified materials.

1.7.3.1 Physical Security

The Contractor shall safeguard all Government property, and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. The Contractor shall ensure all Government equipment and materials are secured at the end of each day. Each task order will identify additional security procedures, if applicable.

1.7.3.2 For Official Use Only (FOUO) and Privacy Act

The Contractor must comply with the requirements of DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, as well as The Privacy Act of 1974, as amended at 5 U.S.C. 552. These regulations set policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO and Privacy Act information/material. The Defense Privacy, Civil Liberties, and Transparency division maintain a library of all applicable regulations.

The Contractor must not divulge any information, classified or unclassified, about DOD files, data processing activities or functions, user identifications, passwords, or any other knowledge that may be gained, to anyone who is not authorized to have access to such information. The Contractor shall observe and comply with the security provisions in effect at the DOD facility. Identification shall be worn and displayed as required.

Contractor personnel will generate or handle documents that contain For Official Use Only information at the Contractor and Government facility. Contractor shall have access to generate and handle classified material only at the facilities identified in section six (6), seven (7), or eight (8) of the DD Form 254. All contractor deliverables shall be marked in accordance with DoDM 5200.1, Vol. 3, Vol. 4, Information Security, DoD 5400.7-R, Freedom of Information Act Program unless otherwise directed by the Government. The contractor shall comply with the provisions of the DoD Industrial Security Manual for handling classified material and producing deliverables.

Upon completion of this contract (i.e. terminated for cause, retirement, etc.), the contractor personnel shall surrender all government supplies, materials and equipment to the COR or designated government representative. Upon the completion of the contract, all contractor personnel officially in-processed through the DSCA Security Officer, must officially out-process with the DSCA Security Officer for a de-briefing and return all access badges to the DSCA Security Officer.

DSCA retains the right to request removal of contractor personnel regardless of prior clearance or adjudication status, whose actions, while assigned to this contract, clearly conflict with the interest of the Government.

1.7.3.3 Key Control

The contractor shall establish and implement methods of making sure no keys issued to the contractor by the Government are lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

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

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

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

1.7.3.4 Lock Combinations

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

1.7.3.5 Personnel Security

This section shall be considered a supplement to Block 13 of the Government provided DD Form 254, Contract Classification Specification. The following security requirements shall apply to this effort.

1.7.3.5.1 The overall classification of work associated with this PWS is at the SECRET level for purposes of access to unclassified DoD computer networks. The Contractor shall have a current facility clearance of SECRET issued by the Defense Industrial Security Clearance Office (DISCO) at the time of proposal to work this effort. All personnel assigned to this contract must be U.S. citizens.

1.7.3.5.2 Contractor personnel working in support of this contract shall have a favorably completed Access National Agency Check and Inquiries (ANACI) or National Agency Check with Local Agency and Credit Check (NACLC), resulting in final SECRET eligibility adjudicated by the Defense Industrial Security Clearance Office (DISCO) or another recognized clearance adjudication facility provided they have been claimed in the Joint Personnel Adjudication System (JPAS) as an industry contractor for the awarded company. DSCA requires a Visitor Authorization Request (VAR) to be submitted to the DSCA Security Officer signed by the Contractor Facility Security Officer (FSO) verifying the contractor personnel security credentials. INTERIM SECRET eligibility may be accepted by DSCA provided it has been awarded by the Defense Industrial Security Clearance Office (DISCO), and JPAS reflects the information for the contract awarded company. INTERIM SECRET or SECRET accesses must be posted in JPAS by the FSO before the start of the contract for those individuals in support of this contract.

Contractor employees with an incident report in JPAS who have had their access to classified suspended will not be permitted to provide to fill positions requiring access to classified information on a DSCA contract/order.

1.7.3.5.3 The Contractor will forward a Visitor Authorization Request (VAR) to the dsca.ncr.odam.mbx.security-ops-admin@mail.mil for all employees prior to the beginning of each contracting/task order period of performance and as new contractor employees are assigned to the contract.

1.7.3.5.4 Visit requests shall be processed and verified through the Joint Personnel Adjudication System (JPAS) to SMO DDAAHB6. JPAS visits for contracts/orders are identified as “Other” or “TAD/TDY” and will include the Contract/Order Number and ADP/IT-Access level of the contract/order in the Additional Information section. Contractors that do not have access to JPAS may submit visit authorizations by fax to (703) 601-0964. The Contractor may use their format as long as all of the following information is provided on company letterhead:

* Company Name, address, telephone number, assigned CAGE code,…