Attachment_J-01_Protocol_II_PWS_v36.pdf

HQ0147-18-R-0007

Attachment J-01 Protocol Support PWS

TEAMS Performance Work Statement Protocol Support

May 30, 2018

1.0 Top Level Functional Requirements/Scope

1.1. Purpose

Provide the Missile Defense Agency professional protocol support required for a DOD Agency Director (three-star General Officer) and General Officer/Senior Executive Service (SES) members that are geographically dispersed throughout the United States. Protocol professionals shall be relied upon to, manage, plan, and execute the MDA’s various key leader engagements and hostings of Congressional, State, and Local Official Delegations, Foreign/Distinguished Visitors (including General Officers/Flag Officers/SES personnel, and foreign dignitaries) and awards, retirement, and other VIP and ceremonial and social functions that are high visibility. These Protocol professionals will serve as advisors to the Chief of Staff (CoS) Office on all matters of military protocol and foreign customs/ courtesies. Protocol professionals must be seasoned and learned professionals/experts in all aspects of DoD protocol, to include leadership, management, administration, oral and written communications, executive office operations and automation, and further demonstrate a professional dress and demeanor consistent with the highest degree of professional military protocol standards.

MDA protocol support services requirements include, but are not limited to: 1) general protocol office support; 2) Agency event support; and 3) distinguished visitor support.

The overarching Protocol services required include, but are not limited to, expert advisement, knowledge and execution of:

1) Advising the CoS Office on military customs and courtesies per the Military

Services Regulations required for each event, traditional and formal diplomatic customs, courtesies and etiquette due visiting dignitaries, and both foreign and domestic.

2) Developing briefings, coordinating conferences, meetings, ceremonies and social functions involving federal and state legislative delegations, general officers/flag officers of the United States and foreign nations' military and other civilian high ranking officials. Maintaining expert knowledge of foreign relations/protocol procedures that apply to military/civilian leaders (foreign and domestic); apply precedential national and international rules, procedures and forms.

3) Conducting the planning, coordination and execution of administrative and logistical support for a wide variety of official and social functions including: event agenda, invitations, rendering of honors, flag displays, receptions, receiving lines, planning packages, escort duties, etc.

4) Coordinating visits to MDA locations to include preliminary arrangements, preparing visitor agendas, monitoring and updating itineraries, and preparing support arrangements.

5) Developing and communicating distinguished visitor itineraries;

6) Coordinating protocol aspects of community activities.

Protocol support provides direct support to the Chief of Staff Directorate (DS), MDA Flag Officers/General Officers, members of the Senior Executive Service (SES), and Program Executives/Directors.

This support covers geographically dispersed on-site locations identified in this Statement of Work (PWS); the National Capital Region (NCR); Dahlgren, VA (DHL); Huntsville, AL (HSV); Fort Greely, AK (FGA); Vandenberg AFB, CA (VAFB) and Colorado Springs, CO

(COS).

1.2. Background

The MDA Chief of Staff (COS) is a member of the Director's Special Staff and reports directly to the Command Group. The COS and its regional components provide managerial and advisory support to Executive Management Board (EMB) Principals depending on mission requirements and activities. The COS organization encompasses several distinct functional areas including Business and Technical Management Operations, Workforce Integration Center, Secretary General Staff, Boards and Review, Security, Protocol, and Visual Information Production Center (VIPC) support that facilitate the execution of daily operations enterprise-wide. The COS is dual hatted as the Administrative Services Functional Manager, overseeing multiple Agency level contracts and responsible for contract management of both a matrixed and core contractor and government workforce. The Chief of Staff Office flexes and transforms to meet non-routine mission tasks as directed by the Command Group, in support of Agency mission accomplishment.

MDA Org Chart as of 07/17/2017

MDA/DS Org Chart as of 06/02/2017

Legend DAG-Director Action Group MICP: Managers’ Internal Control Program SGS-Secretary of the General Staff Reg Protocol- Regional Protocol Ent Comms- External Communication FOIA- Freedom of Information Act CMO/SACO -Correspondence Management Office/Staff Action Control Office

1.3 Applicable Documents

The following documents are applicable to this PWS:

a. Department of the Army, Pamphlet 600-60, A Guide to Protocol and Etiquette for

Official Entertainment

b. Department of the Navy, OPNAVINST 1710.7A, Social Usage and Protocol

Handbook

c. Department of the Air Force, Air Force Instruction 34-1201, Services: Protocol

d. Federal Travel Regulation (FTR) §301-74, Conference Planning Policy

e. Joint Federal Travel Regulations (JFTR) and Joint Travel Regulations (JTR)

Appendix R-Conferences

f. Department of the Army, Regulation 840-10, Heraldic Activities-Flags, Guidons, Streamers, Tabards, and Automobile and Aircraft Plates

2.0 Reserved

3.0 Performance Objectives and Detailed Requirements

Table 3.0 below is the Protocol Staffing Index outlining the labor competencies across the geographical locations in support of the PWS objectives:

Protocol Staffing Location Stakeholder

Contract Program Manager (off-site) TBD DS

1 Technical Lead 1 Protocol Administrative Assistant Senior NCR DS

1 Regional Lead (Protocol Administrative Assistant Senior) Dahlgren AB

1 Protocol Technical Lead Assistant 3 Protocol Administrative Assistant Senior 1 Protocol Administrative Assistant Junior

Huntsville DS

1 Regional Lead (Protocol Administrative Assistant Senior) 3 Protocol Administrative Assistant Senior 3 Protocol Administrative Assistant Junior

Colorado Springs

(MDIOC)

IC (4 Senior, 2 Junior)/DS (1

Junior)

1 Regional Lead (Protocol Administrative Assistant Senior) Ft. Greely, AK DS

1 Regional Lead (Protocol Administrative Assistant Senior)

Vandenberg

AFB, CA DS

Table 3.0 Protocol Staffing

Table 3.1 below is the Performance Objectives Index outlining the objectives to be performed in accordance with this PWS.

Performance Objective Index Location

1. General Protocol Office Support NCR, HSV, VAFB, DHL, COS, FGA

2. Agency Event Support NCR, HSV, VAFB, DHL, COS, FGA

3. Distinguished Visitor Support NCR, HSV, VAFB, DHL, COS, FGA

4. Delivery of support services for the BMDS NCR, HSV, VAFB, DHL, COS, FGA

Table 3.1 Performance Objective Index

The contractor shall provide continuous full-time support services, Monday through Friday, between the business hours of 9:00 AM to 3:00 PM, plus two contiguous hours before or after, except on federal holidays, or when Government facilities are closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. In the NCR, HSV, and COS protocol support teams will stagger hours (split shift) to ensure coverage of duties. If additional hours are required for on-site support by MDA outside of an eight hour duty day (support is event driven and may include weekend or off-nominal hours), hours must be authorized in advance by the Contracting Officer. Refer to Section 10.0 for overtime/surge support guidance. The contractor shall at all times maintain an adequate workforce to provide uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Work hours shall consist of a 40 hour work week, unless otherwise approved by the COR. MDA is a professional workplace and contract employees must dress in professional attire with respect to their assigned duties.

3.1 Performance Objective #1: Plan, Coordinate, and Execute Daily Protocol

Requirements

Task Details

At the request of the Government Protocol Leads, the contractor shall plan, coordinate and execute protocol activities across the agency in accordance with (IAW) the MDA and Department of Defense (DoD) directives, policies, and procedures. The contractor shall:

o Provide weekly input to geographical operational reports (e.g., distinguished and international visits) in support of the weekly DS Staff Call charts using the approved template. Validate information being presented is accurate and timely with updates to Government Protocol Leads.

o Actively participate in calendar synchronizations, staff meetings, and external coordination meetings to address activities and action items for closure.

Coordinate, schedule and run planning meetings that support internal Agency leadership operations such as: planning, organizational, and external coordination meetings in support of event execution.

o Prepare itineraries, schedules, biographies, briefings, diagrams, sequence of events, written notices and other materials in support of protocol events.

o Maintain accountability, store, and inventory all protocol government property and general protocol supplies across geographical locations. Monitor, recommend replacement, resupply and requisition of government property and general protocol supplies to Government Protocol Leads. Report loss or change in disposition per the contract. (e.g., flags, FOGO and SES stationery).

Maintain pantry and supply room spaces on a daily basis across the Agency in a clean and orderly fashion.

Procure directed items with ODC funding, where appropriate, enterprise-wide. Maintain transaction records and receipt for Government review on MDA provided network.

o Coordinate executive level agency battle rhythm meetings room set-up when applicable, name tents IAW DoD and MDA precedence directives. Coordinate production of table tents, chair tags, and any other graphic products with VIPC.

o Manage conference room scheduling and de-confliction.

o Coordinate use of temporary office space for FOGO and SES principals/visitors.

o Monitor conference room/office space for cleanliness and coordinate with the facilities staff to aid in maintaining readiness standards.

o Coordinate with MDA/DSS regarding outdoor display of daily honors (flags) at applicable MDA locations.

o Participate in routine administrative duties such as telephone coverage, security checks, burn bag disposal, and classified document accountability. Participate in Emergency Management and all other Agency required training (e.g., E-LMS).

o Coordinate and operate the Government protocol vehicle (GOV) on a limited basis, maintain overall cleanliness of the vehicle. All contractor personnel are required to be covered with appropriate insurance provided by their company.

Maintain mileage reports, gasoline receipts, and key log. Attend periodic meetings when required with MDA/DPLT regarding vehicle usage. Confirm all personnel using GOV are military, government civilians or contractors authorized to utilize the GOV. Maintain record of all completed driver training of DS personnel requesting to utilize the GOV on the MDA provided network.

o Liaison with partner organizations and attend tenant meetings relevant to Agency events on military instillations where MDA is located.

o Other support to Government Protocol Leads includes but is not limited to:

MDIOC specific duties:

1) Operate audio and video equipment in support of major events. Support includes:

Attend events at the MDIOC Presentation Center (Audio Video Distribution Hub) and provide real-time audio video event recording. Operate cameras with character/title generations.

Coordinate and operate portable public address systems off-site (when needed).

2) Coordinate conference room reconfiguration and setup (both classified and unclassified). Develop MDA video teleconferencing (VTC) view plans for events. Provide viewing locations, reservations, and audio support to end users during events requiring phone bridge conferencing.

3) Use classified Local Area Network (LAN) account and event group accounts to enable classified briefings during event. Support Government security managers as Security Assistants, controlling classified information to be presented in conference rooms and facilities where the contractor is responsible for operations. Maintain safes, secure areas, secure phones, secure hard drives, and other sensitive items to ensure no loss of classified or sensitive data during an event.

4) Coordinate with the IC Directorate regarding agency network connectivity and DPF Directorate relative to facilities for any required area upgrades to meet approved customer requirements.

5) Schedule transportation support and escort personnel at major events hosted by the Senior Leadership and act as bus captains, typically three hours/day.

6) Adhere to Fort Carson/Shriever Air Force Base policy to submit a bus captains report identifying the following information: 1) type of vehicle, 2) which entrance (North or West) will be used, 3) which entrapment will be used, 4) number and type of badges visitors are wearing, 5) total number of passengers, 6) total number of DVs within the group, 7) request photos (where possible), 8) vehicle route plan, and 9) which Protocol team member is escorting delegation/vehicle.

7) Coordinate placement of MDA announcements such as VIPC posters for flight tests, ground tests, war games/exercises, and other high visibility conferences/visits, and complete all requisite security and visitor support requirements with 50th Security Forces Squadron (50 SFS) and SAFB Pass and ID.

8) Coordinate entry/departure for VIPs and event participants into/out of the Schriever AFB (SAFB) Restricted Area (RA), with 50 SFS. Escort VIP vehicles entering the RA.

9) Coordinate with USNORTHCOM/NORAD and USSTRATCOM Protocol Offices for visits to the 100th Missile Defense Brigade (MDB), Cheyenne Mountain, Peterson AFB, and the Joint Functional Component Command for Integrated Missile Defense (JFCC-IMD).

VAFB specific duties:

1) Complete the Visitor Coordination Checklist for applicable visit requests and tours, to include applicable support function request forms (i.e. Speaking Engagement Request Form, Transportation Request Form, etc.).

2) Build appropriate itineraries for site tours given by Ground-Based Midcourse Defense Site Operations (GMS) Director or designated GMS representatives.

FGA specific duties:

1) Complete the Initial Planning Checklist for applicable visit requests and tours, to include applicable support function request forms and documents (i.e. transportation requests, etc.).

2) Build appropriate itineraries and briefing packages for site tours given by GMS Division Chief.

Performance Objective #1 Objective Standards AQLs

Table 3.2: Performance Objective #1 Standards

3.2 Performance Objective #2: Plan, Coordinate, and Execute Agency Event

Protocol Requirements

Task Details

At the request of the Government Protocol Leads, the contractor shall engage in protocol activities across the agency IAW the Department of Defense (DoD) and MDA directives, policies, and procedures. The contractor shall:

General Protocol Support

Schedule - Timeliness. Protocol products are delivered by assigned deadline

No more than 1 PCO validated customer complaints, in writing, within the quarterly reporting period / across all locations

Quality - Compliant with applicable DoD, MDA and local Protocol directives, policies, procedures and instructions

Zero PCO validated customer complaints, in writing, within the quarterly reporting period / across all locations

Quality - Professional Demeanor:

Employees maintain professional demeanor at all times (Professional demeanor includes: clean, neat appearance with business attire appropriate to the workplace; cordial, respectful, appropriate phone and in-person conversation and mannerisms;

considerate, helpful and encouraging of others in the workplace; willing acceptance and completion of obligations; punctuality; thorough preparation and completion of assigned tasks; and willing acceptance of constructive feedback)

No more than 2 PCO validated customer complaints, in writing, within the quarterly reporting period / across all locations

Quality – Error-free and technically accurate

No more than 2 PCO validated customer complaints, in writing, within the quarterly

Quality - Duties performed with minimal Government Oversight

No more than 2 PCO validated customer complaints, in writing, within the quarterly

a. Support approved Agency ceremonies, conferences, awards, promotions, retirements and other events. (e.g., Ronald Reagan Forum, Take Your Child to Work Day, Regional Organization Days, Regional Holiday Receptions, MDA Awards Ceremony, New Employee Orientation, Command briefings/tours). Tasks include but are not limited to:

o Prepare invitations, using MDA provided templates, for Agency ceremonies. Use Microsoft Outlook or U.S. Air Force Institute of Technology eInvitations web site to send out approved invitations with appropriate attachments to facilitate guest entry and participation.

o Send, track, receive local invitations and confirm receipt with FOGO/SES staff.

Track RSVPs, widely attended gathering (WAG) requirements for coordination with GC, seating, table assignments, uniform requirements, and ground transportations (when approved). Coordinate registration, visitor access requests, and distinguished visitor lodging when needed.

o Arrange, escort and receive visitors; plan parking and seating, review rank and positional relationships to complex seating placements.

o Coordinate military honors (e.g., flags, honor guard, military bands, and music).

o When appropriate employ the use of potted plants, decorations, flags, table skirting, carpet runners, and other decorative elements to enhance the overall appearance of the venue.

o Conduct appropriate internal and external coordination IAW with MDA policies and procedures with the following elements (but not limited to):

Facilities Directorate (DPF) General Counsel (GC) International Affairs Directorate (DI) Information and Technology Management Directorate (IC) Public Affairs Directorate (PA) Security and Intelligence Directorate (DEI) Human Resources (HR) Visual Information and Production Center (VIPC) External Organizations, when directed o Prepare sequence of events, in-progress review (IPR) documents, and briefings using MDA provided templates and guidance. Update and edit government provided scripts, templates and event material based on guidance from Chief of Staff and/or Government Leads.

o Coordinate IPR dates for events with the Government Protocol Leads; coordinate with requesting organizations and other required support offices to establish a timeline for rehearsals, dry-runs, and/or walk-thru of event and/or facilities and update/coordinate conference room and auditorium calendars as necessary.

o Coordinate beverage service and/or catering when applicable. Coordinate sufficient staff and/or volunteer support for event preparation, execution, and recovery.

b. Conduct the Planning, Briefings, and Execution of approved VIP/entertaining activities, receptions, receiving lines, luncheons/dinners and special events. Tasks include but are not limited to:

o Set-up event venue to include receiving line, flag line, tables/chairs, buffet, drink station, speaker stand and stage screen when appropriate.

o Compile, track, maintain and distribute an accurate VIP attendee list.

o Gather information, research, review, and recommend meal and beverage options and providers for approved MDA events. Ensure meal and beverage selections represent the best value to the Government. Procure, transport, deliver and set-up approved meal and beverage selections as required.

o Execute meal and beverage serving duties as required. Clean up as required.

Performance Objective #2

Agency Event Support

Schedule - Timeliness. Meets Schedules.

Completes actions within specified deadlines

No more than 1 late or missed scheduled event within the quarterly reporting period / across all locations

Quality – Compliant with applicable DoD, MDA and local Protocol directives, policies, procedures and instructions

Zero PCO validated violations, in writing, within the quarterly reporting period /

Quality - Professional Demeanor: Employees maintain professional demeanor at all times (Professional demeanor includes: clean, neat appearance with business attire appropriate to the workplace; cordial, respectful, appropriate phone and in-person conversation and mannerisms; considerate, helpful and encouraging of others in the workplace;

willing acceptance and completion of obligations; punctuality; thorough preparation and completion of assigned tasks; and willing

No more than 2 validated violations, in writing, within the quarterly reporting period / across all

Quality - Accuracy: Error-free and technically

No more than 2 P C O validated customer complaints, in writing, within the quarterly

Quality - Duties performed with minimal Government oversight

No more than 2 P C O validated customer complaints, in writing, within the quarterly reporting period /

Table 3.3: Performance Objective #2 Standards

3.3 Performance Objective #3: Plan, Coordinate, and Execute Distinguished

Visitor Protocol Requirements

Task Details

At the request of the Government Protocol Leads, the contractor shall engage in protocol activities across the agency IAW the Department of Defense (DoD) and MDA directives, policies, and procedures in support of visits, introductions and distinguished visitors. The contractor shall plan, coordinate and execute the following:

o Plan, advise, and coordinate with internal and external organizations to provide distinguished visitor support commensurate with rank, rate, government, or diplomatic status of the visitor.

o Comply with national customs, courtesies, religious or dietary considerations, uniform requirements in support of all international visits.

o Administer Agency flag etiquette and direct display in accordance with U. S.

Army Flag Regulation 840-10.

o Support the Government requirement for access support (military installations, remote sites, MDA facilities, other locations as needed) for distinguished visitors.

Ensure proper security clearances are on file when appropriate.

o Support set-up and breakdown of meal/beverage services for distinguished guests office calls and meetings.

o Support staff coordination for distinguished visitors to include internal and external elements.

o Plan, schedule, and secure transportation for events that include distinguished visitors, groups, event visitors, MDA senior leaders and/or staff, and others approved for participation. Coordinate event with the Logistics Directorate (DPL) Vehicle Control Manager (VCM) to secure approved transportation.

o Interface with distinguished visitor staff. Request and disseminate critical information for distinguished visitors including event books, transportation information, official biographies, party composition and special requests.

Arrange escorts and receive distinguished visitors, plan parking, transportation and communications as required.

Performance Objective #3

Distinguished Visitor Support

Schedule - Timeliness. Meets Schedules.

Completes actions within specified deadlines

No more than 1 late or missed scheduled event within the quarterly reporting period / across all locations

Quality – Compliant with applicable DoD, MDA and local Protocol directives, policies, procedures and instructions

Zero PCO validated violations, in quarterly, within the monthly reporting l ti

Quality - Professional Demeanor: Employees maintain professional demeanor at all times (Professional demeanor includes: clean, neat appearance with business attire appropriate to the workplace; cordial, respectful, appropriate phone and in-person conversation and mannerisms; considerate, helpful and encouraging of others in the workplace;

willing acceptance and completion of obligations; punctuality; thorough preparation and completion of assigned tasks; and willing

No more than 2 validated violations, in writing, within the quarterly reporting

Quality - Accuracy: Error-free and technically

No more than 2 P C O validated customer complaints, in writing, within the quarterly

Quality - Duties performed with minimal Government oversight

No more than 2 P C O validated customer complaints, in writing, within the quarterly reporting period /

Table 3.4: Performance Objective #3 Standards

3.4 Performance Objective #4: Plan, Coordinate, Advise and Execute Delivery of Protocol Support Services for the BMDS

Task Details

Stakeholder(s): This support is required for multiple MDA organizations such as: Program Executive for Aegis BMD (AB); Chief of Staff (DS), Missile Defense Integration Operations Center (IC); and covers geographically dispersed locations as identified in Paragraph 1.1

The contractor shall execute requirements, deliver services and provide the following:

Teamwork/Cooperation, Management of Personnel, and overall Program Management.

a. Teamwork/Cooperation is defined as fostering a collaborative environment in order to perform task requirements as an integrated team member in the Chief of Staff organization. The contractor shall ensure unconstrained flow of program data and information to complete the tasks.

b. Management of personnel is the measure of the contractor’s ability to respond timely to defined day-to-day tasks, issues, or planned or unplanned changes in the contract requirements execution. The contractor shall provide a clear communication plan, management of subcontractors, be responsive to government issues in a timely manner, quality change proposal submission and timely execution of contract changes.

c. Program Management is the contractor’s ability to keep projects on track and accomplish objectives within available resources, including transition of personnel and filling vacancies, while keeping customers informed on issues that may arise.

1. Timely resolution of identified performance, technical, cost and/or other contract issues.

2. Mandatory reporting of unresolved issues to the COR and PCO at 30th day of being outstanding (or sooner, if contractor deems critical).

Performance Objective #4 Objective Standard AQL

Delivery of support services for the

BMDS

Quality – Effective Teamwork / Cooperation

No more than 2 PCO validated customer complaints in writing, within the quarterly reporting period / across all locations

Quality and Schedule - Management of Key Personnel

Addresses actions within 24 hours of verbal or written notification, by the government customer with no more than 1 late response within the quarterly reporting period / across all locations

Performance – Contract Management

No more than 2 PCO validated customer complaints, in writing, within the quarterly reporting period / across all locations

Vacancy Fill Rate No more than 15 business days from the date the position becomes vacant

Retention Rate Maintain retention rate of 50% per PoP.

Table 3.5: Performance Objective #4 Plan, Coordinate, and Execute Protocol Standards http://en.wikipedia.org/wiki/Objective_(goal)

4. Contract Management

4.1 Monthly Status Report (CDRL A001)

The contractor shall develop and deliver a Monthly Status Report. The report is due the 15th of each month utilizing the format provided as an attachment to the Contract. The status report shall be submitted to the Procuring Contracting Officer (PCO) with a copy to the designated Contracting Officer’s Representative (COR), Alternate Contracting Officer’s Representative (ACOR), and the Small Business Office via electronic means.

The report shall include the following details:

a. Status of required products and services for performance objectives identified in the contract. The contractor shall identify the product by title and the office that received those products during the reporting period. Delineate those that have been delivered by location, those that are planned to be delivered, and the estimated date of delivery.

b. Status of Other Direct Costs (ODC). List all ODCs that have been approved by the Contracting Officer. Include by item(s) the approved amount and the actual cost incurred if the purchase has already been made. Also show when the item was received or planned to be received. Segregate the current information and the cumulative information for the applicable CLIN.

c. Submit data in the format provided in the attachment to the contract identifying support for each location identified in the PWS.

d. Report on vacancy fill rates and employee retention rates.

4.2 Quarterly Self-Assessment

The contractor shall deliver a quarterly self-assessment that addresses contract performance. These quarterly reports are due on the 15th of the month following the end of each quarter from the beginning of the period of performance. The report shall be submitted to the PCO with a copy to the designated COR via electronic means. The report shall be in narrative format and address contract performance as defined in the template provided as an attachment to the contract, Quarterly Self-Assessment Report (QSR). All aspects of this contract to include PWS requirements, contract clauses, attachments and delivered products may be measured during quarterly assessments and subsequently in Contractor Performance Assessment Reports (CPARs). The contractor’s self-assessment should not exclude any portions of the contract they believe are relevant to their performance, and all self-assessments with ratings above “Satisfactory” must show what requirement was exceeded and what corresponding benefit to the government was realized in Cost, Schedule, and Performance in either this contract or another BMDS related program/contract vehicle. While this data is collected quarterly, the Contractor may, at its discretion, include this data in the Monthly Status Reports, in lieu of a separate QSR.

4.3 Cost Report and Travel Status Report (CDRL A002)

The Cost Report (by CLIN) and Travel Status Reports shall be submitted using the formats provided as attachments to the contract.

4.4 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Missile Defense Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra@mda.mil.

Reporting inputs will be for the labor executed during the POP for each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported at any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at http://www.ecmra@mda.mil.

4.5 Small Business

In order to gather data to access the contractor’s small business labor performance (FAR 52.219-14 Limitation on Subcontracting), the contractor shall submit a report in accordance with the Table below, which provides the actual labor cost performed by the small business prime contractor. The report shall be submitted semi-annually during contract performance for the periods ending Mar 31 and Sep 30 of each year for the life of the contract. The reports are due 30 days after the close of each reporting period. A final report shall be submitted 30 days prior to the end of the period of performance of the contract. The contractor shall submit the report as a component of the Monthly Status Report (CDRL A001) only as required by the frequencies identified in this paragraph.

The contractor shall submit the report segregated by base period and each option period.

FAR 52.219-8 (Utilization of Small Business Concerns)

Category

Contractor Name Product/ Service to Be Performed

Period of Performance

Actual SB Percent of

Total Contract Value

Actual SB Participation

Dollars

SB Prime Contractor Small Business HUB Zone Small Business Veteran Owned Small Business Service-Disabled Veteran-Owned Small Business http://www.ecmra@mda.mil http://www.ecmra@mda.mil

FAR 52.219-14 (Limitation on Subcontracting)

ACTUAL

CONTRACT LABOR

COST (LOADED)

ACTUAL LABOR COST

(LOADED) PERFORMED BY

THE SB PRIME

ACTUAL PERCENTAGE OF LABOR

COST PERFORMED BY THE

SB PRIME

4.6 Performance Objectives/Metrics

The Government's assessment of the contractor's performance in achieving the performance objectives contained in this PWS will utilize the standards, acceptable quality levels, and surveillance methods as described herein and in the quality assurance surveillance plan (QASP). Although the criteria and acceptable quality levels of Small Business, Cost, Management, and Regulatory Compliance are not specifically included in the PWS; the overall performance assessment will include these criteria.

4.7 Identification of Contractor Employees

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.

5.0 Cybersecurity Risk Management

The Contractor shall safeguard and protect Controlled Unclassified Information (CUI) provided by or generated for the Government (other than public information) that transits or resides on any non-Government information technology system. Information shall be protected from unauthorized access, disclosure, incident or compromise by extending the safeguarding requirements and procedures in DFARS clause 252.204-7012, Safeguarding of Unclassified Controlled Technical Information. The NIST 800-171 security controls specified in 252.204-7012 shall be extended to include CUI information which resides on, or transits through the contractor’s (prime and all sub-contractors) unclassified information technology systems.

6.0 Security Requirements

This contract requires access of classified information up to and including Secret. At the end

Small Disadvantaged Business Women-Owned Small Business of the transition period, the Contractor shall possess a Secret Facility Clearance and their employees requiring access to classified information shall be eligible to possess a security clearance commensurate with the level of information for which they require access. All contractor personnel requiring unescorted access to MDA facilities shall be required to possess and maintain a minimum of a Secret security clearance. The contractor shall defer to the Contracting Officer or their representative(s) for classified access requirements.

Eligibility is defined as the formal determination that an individual meets the Personnel Security requirements for Access to a specified type or types of classified information.

The security clearance level requirement will be monitored by the government upon contract award and during contract execution. Refer to Section J – DD Form 254 for additional contract security requirements.

7.0 Travel and Other Direct Cost (ODC) Requirements

a. Contractors may expect to travel up to 20% of the time to various locations to include manufacturing sites, integration sites, and test sites. Locations may be within the continental United States (CONUS) or outside the continental United States (OCONUS).

b. Requests for Contractor Travel (MDA Form 110) should be submitted at least 17 days in advance of travel when possible. This is to allow the contractor to secure the most advantageous rates.

c. The Contractor shall use the Synchronized Pre-deployment and Operational Tracker

(SPOT) web-based system, to enter and maintain data for all Contractor personnel that are authorized to accompany U.S. Armed Forces and/or U.S. Government OCONUS.

d. ODCs are anticipated for this contract. ODCs consist of items such as, but not limited to, refreshments, catering, ceremonial items (i.e., flags, flag stands, etc.) awards, engraving services and replenishment of ODC and Gift lockers IAW with PWS paragraph 3.1, Attachment J-14a – Protocol Defense Property Accountability System Custodian Asset Report. ODC Requests up to $3000 shall be approved by the Contracting Officer Representative, and all other requests shall be approved by the Procuring Contracting Officer prior to purchase.

e. Travel within the local area or base of assignment to attend meetings, conferences, seminars or perform work shall be considered a cost of doing business and shall not be separately reimbursed as a travel expense. Local area travel is defined as a 30 mile radius around the duty location or designated place of performance.

8.0 Government Furnished Property (GFP) and Information (GFI)

8.1 Facilities

a. The Government will provide office facilities, equipment, and materials in accordance with FAR 45.000(b)(5) for daily business use. This includes office space, desk/work station, telephone, chair, computer, printer, and requisite consumable materials. While these items are not listed on the GFP attachment to the contract, the contractor shall ensure that all incidental property is returned to the COR when no longer being used or at contract closeout. Accountability and responsibility for all IT related incidental property (e.g., computers, cell phones, and printers) shall be documented by each contractor employee through the submittal of the MDA Form 111, “MDA Property Accountability Form.”

b. The Government will provide keys or codes for access to Government facilities.

These keys and codes shall be controlled, tracked, and protected. Upon termination of the period of performance, all keys, codes, and access badges shall be returned to the COR for the contract.

Workstations Available Per Site Location Number

Huntsville, AL 5

Dahlgren, VA 1

Fort Greely, AK 1

Vandenberg AFB, CA 1

National Capital Region 2

Colorado Springs, CO 7

Table 8.1 Onsite GFP per Location

8.2 Government Furnished Property (to include GFP and Contractor Acquired

Property [CAP])

a. The contractor shall maintain a detailed inventory accounting system for GFP or

Contractor-Acquired Property (CAP).

b. Prior to the acquisition or fabrication of items of Contractor Acquired Property (CAP) that are not pre-approved on a Basis of Estimate (BOE) or Bill of Materials (BOM), the contractor shall obtain the Contractor Officer’s written authorization for all items of any value.

c. The contractor’s Property Management System shall meet the requirements of FAR 52.245-1 and its associated FAR/DFARS clauses. The contractor shall either attach an updated inventory report to each monthly status report or certify that the inventory has been updated and is available for Government review. In either case, the contractor’s inventory list must be available for Government review within one business day of PCO or COR request.

d. The contractor shall contact the Logistics Directorate (DPL) for proper use of Government vehicles on site and Temporary Duty (TDY), extreme cold weather kits, use of Military Aircraft to travel to remote locations and other logistics support requirements not identified in this PWS.

8.3 Government Furnished Information (GFI)

The government will provide access to all information necessary to perform tasks associated with activities outlined in this contract.

8.4 Government Furnished Property (GFP) Reporting Requirements (CDRL A005)

The provisions of this paragraph are only applicable if Government Furnished Property (GFP) is provided in the course of execution of this contract. GFP consists of Government Furnished Equipment and Materials as defined in FAR 45.101.

a. Government Property Physical Inventory Count or Custodial Balance Report (CDRL

A005). The contractor shall deliver this report in accordance with CDRL A005.

9.0 Transition and Staffing

a. The contractor shall fill positions according to the functional timelines identified in Table 9.0 below.

b. Key personnel for this effort are IAW Special Contract Provision H-14 Personnel

Qualifications (May 2005) and Attachment J-5 Labor Competency Level Descriptions (See Table 9.1 below).

c. The CPM and Technical Lead shall meet with the Functional Manager or his/her designated representative within five working days of the start of the POP as part of the transition and Contract Kickoff Meeting. The CPM and Technical Lead shall report the status of its efforts to recruit, hire, and fill all positions within the timeline specified in Table 9.0 at the Kickoff Meeting. The contractor shall submit clearance paperwork for hires upon award to immediately begin the process.

Transition and Staffing Timeline

Staffing Area Timeline Program Manager At start of Period of Performance

Technical Lead/Regional Lead(s) At start of Period of Performance

Staff to support all Performance Objectives 100% of Contractor Personnel NLT 10 Working Days After Start of

Period of Performance

Table 9.0: Transition and Staffing Timeline

d. Within 5 work days after start of the Period of Performance, the Contractor shall provide resumes for key personnel positions identified in Special Contract Provision H-14 Personnel Qualifications (May 2005). Resumes shall include the following information: key position title, name, address, city, state, zip code, phone number, email address, company, position title, summary of qualifications (to include clearance level), professional experience (to include number of years at each position), education (to include type of degree, awarding institution, and year awarded), professional affiliations and additional information that the contractor deems relevant. Resumes will only be utilized in accordance with H-14.

e. The contractor shall comply with the qualification and education requirements established in Attachment J-5, Protocol Labor Competency Descriptions for all positions under this contract. Upon the Government’s request and within five work days, the contractor shall provide resume’s for all personnel performing effort under this contract to the PCO to facilitate surveillance of this requirement.

Key Personnel

Organization Number of Key Personnel

Location

DS 1*/** NCR

AB 1** Dahlgren (DLG)

DS 1*/** Huntsville (HSV)

IC 1**

Colorado Springs

(MDIOC)

DS 1** Ft. Greely, AK DS 1** Vandenberg AFB, CA

Table 9.1: Key Personnel

*Technical Lead (NCR)/Technical Lead Assistant (HSV): The Senior Administrative Assistant assigned to the NCR will be dual hatted as the NCR Regional Lead and the Technical Lead for this effort. The Senior Administrative Assistant assigned to HSV will be dual hatted as the Technical Lead Assistant and the HSV Regional Lead. Technical Lead/Assistant must have five years relevant protocol experience within DoD supporting General Officers/Flag Officers/Senior Executive Service (GO/FO/SES) and/or Garrison, Installation, Base level Commanders. No education substitution is authorized. BA/BS is required.

**Regional Leads must have a minimum of three years relevant protocol experience within DoD or any sub-element including the Services. No education substitution is authorized.

Individual will perform all duties outlined within the PWS in support of the Government Protocol Leads. A high school diploma and two years completed college courses is required; sevenyears of relevant protocol experience supporting DOD or Federal Government may be substituted for the education requirement.

9.1 Monthly Manpower Report (CDRL A006)

The contractor shall develop and deliver a Monthly Manpower Report using the format provided as an attachment to the contract. The report shall be submitted to the Procuring Contracting Officer (PCO) and the Contracting Officer’s Representative (COR) 30 days after contract award and subsequently on the last work day of each month thereafter.

10.0 Option Requirements

All requirements for the options will be executed as defined by the above requirements. The option requirements should include all approved modifications made to the contract throughout the period of performance.

Surge Support for Mission Requirements: The Contractor is expected to manage its workforce to support all mission requirements. This support may require personnel to work extended hours, to include weekends. The expectation is the Contractor will normally be able to support these requirements by flexing its workforce using compensatory time. If the contractor is unable to meet all mission requirements, a Surge contract line item (CLIN) is available. The tasks to be performed are contained in the technical performance objectives and will be within the current contract period of performance. This CLIN will be exercised at award of contract. The contractor must request use of surge hours in writing through the Functional Manager, and receive approval from the COR. Surge capability may be required to support Government authorized mission priorities at CONUS or OCONUS locations.