HSFE20-13-Q-0058_A00004_Att_1_LCMS_PWS_8-6-13.docx

PERFORMANCE WORK STATEMENT CDP LEARNING CONTENT MANAGEMENT SYSTEM (LCMS)

Center for Domestic Preparedness Federal Emergency Management Agency Department of Homeland Security

Section J, Attachment 1

August 6, 2013

Table of Contents

2.0 GOVERNMENT DEFINITIONS………………………………………………………

2.1 Definitions………………………………………………………………………………..10

2.2 Agency Acronyms

4.0 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES

4.1 Contractor-Furnished Property, Equipment and Material

4.2 Contractor-Furnished Supplies

PERFORMANCE WORK STATEMENT: CDP Learning Content Management System

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1.0 GENERAL

1.1 Scope

The intention of this requirement is the acquisition of a Learning Content Management System (LCMS) and services to support the U.S. Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/Protection and National Preparedness (PNP)/National Preparedness Directorate (NPD)/National Training and Education (NTE). The contractor shall provide all services as identified in this performance work statement. The Government intends to achieve its goal of an enterprise-wide FEMA LCMS through an acquisition of content authoring licenses and accompanying training, support and maintenance. The NTE, including the Center for Domestic Preparedness (CDP) the Emergency Management Institute (EMI), and the National Training and Education Division (NTED) develops and delivers specialized training for emergency response providers and emergency managers from state, local, and tribal governments; and , when appropriate, the federal government, foreign governments, and private entities. The objective of this procurement is to obtain reliable, efficient and effective services by applying a sound management and technical approach that will provide the best value and meet the objectives described in this work statement.

Performance of work shall be managed by CDP, located on the former Fort McClellan property in Anniston, AL.

1.2 Background

Presidential Policy Directive 8 (PPD-8) directs the implementation of a Department of Homeland Security (DHS) National Preparedness System that “shall be an integrated set of guidance, programs, and processes that will enable the Nation to meet the national preparedness goal.” The National Preparedness System “shall include guidance for planning, organization, equipment, training, and exercises to build and maintain domestic capabilities.”

The DHS National Preparedness System establishes the National Training and Education System (NTES), which “will support the National Preparedness System by enabling the whole community to access needed training and education in support of preparedness. The NTES will work with existing government training facilities, academic institutions, private organizations, and other entities that provide specialized training and education. It will also include, as appropriate, training courses provided by community colleges, state, territorial, tribal, and local public safety academies; and other facilities.”

NTE is responsible for the development and implementation of NTES policy, programs, and supporting technology.

1.3 Contractor Personnel

1.3.1 Qualified Personnel. The contractor shall provide qualified personnel to perform all requirements specified in this PWS. All contractor employees supporting this contract shall be citizens of the United States (international exceptions must receive a favorable DHS suitability determination prior to hiring action). Prior to assignment to the contract, the contractor shall submit a current résumé for all management and other key personnel if different from those personnel identified in the proposal. Any replacement of key personnel shall be subject to the Contracting Officer’s approval in accordance with the clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.2 Contractor Certifications and Specific Experience Requirements. Contractor employees shall possess the education, experience, and skills necessary to complete the requirements with or without certifications. Certifications provide credence to skills possessed and are desired, but do not automatically indicate a person’s ability to perform the given tasks. The contractor shall provide personnel that have the appropriate experience and skill level for the position assigned.

1.3.3 Contractor Identification. Contractor personnel working on-site at Government facilities shall wear a Government issued identification badge. All contractor personnel shall identify themselves as contractors when their status is not readily apparent and display the Government issued badge in plain view above the waist at all times.

1.3.3.1 Visitors. Contractor-authorized personnel visiting Government facilities must coordinate their visit with the COR to obtain appropriate visitor access (Attachment 5, CDP Visitor Access Directive). Visiting personnel will be issued a temporary visitor badge that must be worn at all times while on CDP property. Visiting contractor personnel shall comply with all Government escort rules and requirements.

1.3.4 Contractor Personnel Conduct. Contractor’s employees shall comply with applicable Government regulations, policies and procedures (e.g., fire, safety, emergency response, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, possession of drugs and possession of weapons) when visiting or working at Government facilities. The contractor personnel shall conform to conduct regulations contained in Subpart C, Part 265, and Title 15 of the Code of Federal Regulations.

1.3.5 Dress Code. All contractor personnel shall adhere to the CDP Work Attire/Dress Code Directive CDP 11-16 or subsequent document.

1.3.6 Removing Contractor Personnel for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the contractor to remove any contractor employee from CDP facilities for misconduct or security reasons. Removal does not relieve the contractor of the responsibility to continue providing the services required under any task order awarded. The COR will provide the contractor with a written explanation to support any request to remove any employee.

1.4 Security, Privacy, Safety and Proprietary Data

1.4.1 Security Clearance: Unclassified

1.4.2 Privacy Act. This agreement may require the contractor personnel to safeguard data in accordance with the Privacy Act (5 USC 522a). Contractor personnel shall safeguard any documents containing Personally Identifiable Information (PII) or Sensitive PII.

1.4.3 Contractor User Security Agreement. The contractor acknowledges that during the term of this requirement, all contractor employees may be required to sign some form of Contractor User Security Agreement. The contractor agrees to have all contractor employees sign the agreement. Contractor employees may be required to complete DHS, FEMA and/or CDP security specific training as directed by the Government.

1.4.4 Security Requirements (Non-classified Contracts). The contractor will provide the full names, social security numbers and dates of birth of all prospective contractor employees permanently working on-site at the CDP through the COR to the CDP Security Office at least three weeks prior to anticipated employment start date. Using the information provided, the CDP Security Office which will conduct applicable records checks and inform the contractor of all favorable records checks. Those applicants whose local records are unfavorable are not eligible for employment with any DHS contractor. The contractor will establish appointments with the CDP Security Office for approved applicants to complete fingerprint cards. The fingerprints will be processed through FEMA Office of Personnel Security and the Federal Bureau of Investigation. After the fingerprint check results are adjudicated and received, the CDP Security Office will notify the COR and contractor. Unfavorably adjudicated applicants are not eligible for employment with any DHS contractor. The contractor’s Human Capital/Resource Office will provide eQIP profile data sheets for each new employee to the CDP Personnel Security Specialist who will initiate their respective electronic background investigations (eQIP). The CDP Personnel Security Specialist will furnish instructions and assist each employee, as needed, in completing the on-line eQIP forms. When these forms are completed and signature pages are provided to the CDP Security Office, the applicants may be issued CDP employee identification badge and begin employment. Background investigations will then be conducted by the Office of Personnel Management and results provided to the FEMA Office of Personnel Security and CDP Personnel Security Specialist. The CDP Personnel Security Specialist will provide final suitability determination notifications to the COR and contractor. Should the final suitability determination for any employee be unfavorable, the contractor must immediately remove said employee from further employment on any DHS contract.

1.4.5 Proprietary Data. In the performance of services under this agreement, the contractor employees may perform operations on data containing sensitive proprietary information. All inquiries regarding operation systems, data base controls and contents, passwords or other matters shall be referred to the COR for approval of access and use of the data.

1.4.6 Safety Requirements. The contractor shall conduct operations in strict conformance with state, federal and local safety regulations, local ordinances and applicable provisions of Part 29 of the Code of Federal Regulations to include but not limited to 1904, 1910, 1925 and 1926. The contractor agrees to take reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and Government personnel performing in any way under this contract. The contractor shall comply with all elements of Occupational Safety and Health Administration (OSHA) safety and health standards and DHS, FEMA and CDP safety and health directives. All accidents/incidents shall be reported in accordance with (IAW) CDP Workplace Safety & Health Policy and CDP Accident/Incident Reporting Procedure.

1.4.6.1 The contractor shall notify the COR ten days prior to bringing any hazardous material/substance as defined by 29 CFR 1910, 29 CFR 1926 or 49 CFR 172.101 onto a CDP sponsored work/training site. The contractor will ensure that all contracted personnel, CDP employees, students and/or visitors exposed or potentially exposed to any material/substance meeting the definitions of the above referenced regulations will be properly trained in accordance with 29 CFR 1910.1200 – Hazard Communication and shall maintain a materials safety data sheet (MSDS) for all materials/substances.

1.4.6.2 Safety Enforcement. If the contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer or their designated representative may stop all or part of the work until corrective action has been taken. No part of the time lost due to any such order will be made the subject of a claim by the contractor for extension of time or for reimbursement of excess costs or damages.

1.4.7 Medical Treatment. Contractor employees who suffer on-the-job injury may be initially evaluated and stabilized by CDP medical personnel. Follow-on or routine medical treatment is the responsibility of the contractor or contractor employee.

1.4.8 Lock and Key Control. Keys, proximity cards, remotes, and security codes will be issued to the contractor as appropriate. The contractor shall receive, account for, and maintain all lock and key control items used within the scope of this contract. The number of keys issued will be limited to the minimum number required to meet the requirement specified in this contract. The contractor shall develop a lock and key control plan for internal management of these items and submit the final written plan for COR approval within 30 days after contract award. This plan shall become a part of the contractor’s Quality Control Program.

1.4.8.1 Requests for key, proximity card, and remote transmitter duplication shall be reported to and approved by the COR. If approved, the key will be duplicated by the CDP Security contractor. The contractor is not authorized to duplicate any key issued by the CDP. The contractor shall report loss or unauthorized duplication of Government issued access control items to the COR or designated representative within 2 hours of learning of the loss or duplication. Notification can be made by email or telephone, and a written report must be made of the incident to the COR describing the circumstances within 24 hours.

1.4.8.2 Should the security of any form of government property or facility become compromised by the loss of a lock and key control item by contractor employees, the contractor shall be responsible for the cost of re-keying/coding of locks or lock/code replacement as determined appropriate by the COR. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced at the expense of the contractor. Recoupment of government expense will be in the form of a dollar for dollar reduction of monthly invoice charge to the government.

1.4.8.3 Contractor employees shall not allow anyone the use of any Government access control item(s) in their possession. They shall not open locked rooms or areas to permit entrance by persons other than contractor employees performing assigned duties. Any room found unlocked shall not be left unattended. The room shall be locked by contractor personnel and/or the appropriate security personnel notified.

1.5 Period of Performance

The period of performance will be as listed below. The total performance period inclusive of options is five years.

Phase-in Period: 1 Month Base Period: 11 Months Option 1: 12 Months Option 2: 12 Months Option 3: 12 Months Option 4: 12 Months

1.5.1 Phase-In/Orientation Period

1.5.1.1 The contractor shall become acquainted with all available information regarding difficulties that may be encountered and the conditions under which the work of this contract must be accomplished. The contractor will not be relieved from assuming all responsibility for properly eliminating the difficulties and the cost of performing the services required because of failure to investigate the conditions or to become acquainted with all information concerning the services to be performed.

1.5.1.2 The contractor shall provide phase-in duties described below. The contractor is expected to be at full performance at the completion of the phase-in period.

1.5.1.3 Become thoroughly familiar with work requirements and work procedures.

1.5.1.4 Finalize development of necessary work plans and procedures.

1.5.1.5 Complete personnel requirements including the hiring of personnel to assure satisfactory performance.

1.5.1.6 Obtain employment suitability clearances

1.5.1.7 All new employees: New Employee Indoctrination and CDP IT Security Training.

Training completion records of all employees’ training shall be maintained by the contractor and made available to the Government upon request.

1.5.2 During the phase-in period, the contractor’s representative and the COR shall make an onsite, in-depth review of the total job requirements. The contractor will be allowed access to the facilities to familiarize supervisors, key personnel, and staff with equipment reporting, work scheduling and procedures (including operations, priorities, safety, security, etc.). Arrangements for access to the Government facilities shall be made with the COR.

1.5.3 Phase-out/Contract Closeout

The contractor shall establish and implement plans for an orderly phase-out of the contracted operations at the termination of this contract, to include transfer of Government Furnished Property/Equipment back to the Government. The contractor shall submit a Phase-out Plan to the CO and COR for evaluation 60 days prior to the last day of the contract. The contractor's phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of Government business.

1.6 Place of Performance

The primary place of performance will be at the CDP located in Anniston, Alabama.

1.7 Kick-Off Meeting

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR at a date to be determined. The purpose of the Kick-Off Meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor’s draft project management plan. The Kick-Off Meeting will be held at the Government’s facility.

1.8 Progress Meetings

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government’s facility or at other mutually agreeable facilities.

1.8.1 Performance Evaluation Meetings. The contractor’s representatives shall meet with the COR weekly during the first month of the contract. Thereafter, meetings will be held on a monthly basis. A mutual effort will be made to resolve all problems. Written minutes of these meetings, prepared by the contractor, shall be signed by the Project Manager and the COR and delivered to the COR within five working days for review and approval.

1.9 General Report Requirements

The contractor shall provide all written reports in electronic format using applications that are compatible with CDP Standard Workstation (Windows and Microsoft Office Applications). Deliverables are due by 3:00 p.m. CST on the scheduled due date. If the deliverable date falls upon a weekend, the due date is the following working day. In accordance with the Paperwork Reduction Act of 1980 (44 USC Sub-Section 3501) contractor and the Government will make every effort to reduce forms and reports in support of CDP training.

1.10 General Information

1.10.1 Workmanship. All workmanship shall meet or exceed the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry, Federal, State and local standards.

1.10.2 Working Hours. For the purposes of this contract, the Government’s regular (normal) working hours for administrative staff ranges from 7:30 a.m. to 4:30 p.m. CST Mondays through Fridays, except Federal holidays and facility closures due to inclement weather. Training support staff hours vary based on instruction and individual course schedules. The contractor is responsible for student support activities on weekends and after normal working hours, to include bus transportation, student in-processing, emergency travel arrangements, and medical related emergencies.

1.10.3 Federal Holidays: The contractor may be required to provide normal operating service on the following holidays if performance of work is required: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

2.0 GOVERNMENT DEFINITIONS

2.1 Definitions

Where “as shown,” “as indicated,” “as detailed” or words of similar import are used, it shall be understood that reference is made to this specification and any drawings accompanying this specification unless stated otherwise.

Where “as directed,” “as required,” “as permitted,” “approval,” “acceptance,” or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance by the Contracting Officer/Contracting Officer Technical Representative is intended unless stated otherwise.

Contract Discrepancy: A failure of the contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contract Discrepancy Notice: A formal, written documentation of contractor nonconformance or lack of performance for contracted work.

Contract Discrepancy Response: A response that the contractor is required to make when notified by a Contract Discrepancy Notice that performance is unsatisfactory.

Contract Non-Compliance: A failure of the contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the contractor to provide, or provide on time, the required contract products or services, or it may result because delivered products or services did not meet specified contract standards.

Contracting Officer (CO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR). A person appointed by the Contracting Officer to monitor performance, evaluate work, provide technical direction and inspect and accept completed work for the government.

Contractor. The term contractor as used herein refers to both the prime contractor and any subcontractors. The prime contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman, supervisor, or key personnel who have been given the authority, by the contractor, to act on his/her behalf.

Corrective Action Request (CAR). A request issued by the COR or Quality Assurance Evaluators to the contractor when performance is unsatisfactory. The CAR requires the contractor to explain, in writing and within five (5) days, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem will be prevented in the future.

Federal Acquisition Regulations (FAR): Regulations pertaining to all Federal Government contracting procedures.

Fiscal Year: A period of 12 months beginning October 1 and ending September 30 of the following year. The fiscal year is designated by the calendar year in which it ends.

Frequency of Service:

Annual (A). Services performed once during each 12-month period of the contract at intervals of 345 to 385 days.

Semi-Annual (SA). Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Quarterly (Q). Services performed 4 times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

Monthly (M). Services performed 12 times during each 12-month period of the contract at intervals of 28 to 31 calendar days.

Weekly (W). Services performed 52 times during each 12-month period of the contract at intervals of 6 to 9 calendar days.

Future Courses: Future courses will be delivered based on identified national training needs to support emergency responders involved in all hazards incidents or the improvement/conversion of existing courses. These new courses will be in concert with the five domains for the National Response Framework. They will vary from 16 – 40 contact hours in duration and may be direct, indirect, or technology based deliveries.

Government: The term Government as used herein includes the Contracting Officer and COR.

Government Furnished Property (GFP): Vehicles, equipment, tools and supplies in possession of, or acquired directly by the Government and subsequently delivered or otherwise made available to the contractor.

Government Property Administrator: An authorized representative of the Contracting Officer assigned to administer the contract requirements and obligations relating to government personal property in the custody of a contractor.

Performance Requirements Summary (PRS). Performance requirements are defined in this contract to mean results or goals to be achieved. The requirements have been purposefully defined to give the contractor sufficient latitude in how it will achieve these results.

Personally Identifiable Information (PII). Examples of PII per the FEMA privacy office include: name, date of birth, mailing address, telephone number, email address, zip code, FEMA Student Identification Number Database (SID), certificate/license numbers, vehicle identifiers including license plates, uniform resource locators (URLs), Internet protocol addresses, photographic facial images, or any other unique identifying number or characteristic.

Plan of Instruction (POI). The curriculum design document that provides a general description of course content, learning objectives, duration of instruction, and methods and techniques of instruction.

Qualified Personnel. "Qualified" is defined here to mean having the requisite educational and work experience that can reasonably be expected to enable the person to perform satisfactorily under this contract.

Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchased goods and services received.

Quality Assurance Evaluator (QAE). An individual, who is appointed by the Contracting Officer, responsible for conducting contracting evaluations to ensure contract standards are achieved.

Quality Assurance Surveillance Plan (QASP). The Government owned document stating the methodology used to measure and evaluate contractor performance.

Quality Control. Those management functions including, but not limited to, training, procedures, inspections, and tests necessary to ensure that contractor products and services conform to contract requirements, specifications and standards.

Quality Control Plan. All necessary measures taken by the contractor to ensure that the quality of an end product or service will meet the contract requirements regarding timeliness, accuracy, appearance, and conformity to appropriate standards and specifications.

Response Time. The time allowed the contractor after initial notification of a work requirement to be physically on the premises at the work site, with appropriate tools, equipment, and materials, ready to perform the work required.

Sensitive Personally Identifiable Information (SPII). Examples of SPII per the FEMA privacy office include: Social Security Number; driver’s license numbers; biometric identifiers (e.g., fingerprints); financial account number; citizenship or immigration status; medical information; ethnic, religious, sexual orientation or lifestyle information; performance ratings, drug test results and the fact of participation in rehabilitation programs; and account passwords in conjunction with the identity of an individual.

2.2 Agency Acronyms

AFC: Alabama Fire College AQL: Acceptable Quality Level ARTC: Advanced Responder Training Complex CAP: Contractor Acquired Property CAR: Corrective Action Request CBRNE: Chemical, Biological, Radiological, Nuclear, Explosive CDP: Center for Domestic Preparedness CLIN: Contract Line Item Number CO: Contracting Officer COB: Close of Business COBRATF: Chemical Ordinance Biological Radiological Training Facility COR: Contracting Officer’s Representative COTS: Commercial Off-The-Shelf CTAS: CDP Training Administration System DB: Database Programming DHS: Department of Homeland Security DOJ: Department of Justice EAS: Electronic Archival System EOP: Emergency Operation Plan ERP: Emergency Response Plan FAR: Federal Acquisition Regulation FEMA: Federal Emergency Management Agency FEMA SID: FEMA Student Identification Number Database FTR: Federal Travel Regulation FY: Fiscal Year GFP: Government Furnished Property GOCO: Government Owned Contractor Operated GPA: Government Property Administrator GSA: General Services Administration IACET: International Association for Continuing Education and Training IAW: In Accordance With LDD: Lost, Damaged, Destroyed LMS: Learning Management System LRC: Learning Resource Center MSDS: Materials Safety Data Sheet NIMS: National Incident Management System NLT: No Later Than NMT: No More Than NPD: National Preparedness Directorate NRF: National Response Framework NTF: Noble Training Facility NTED: National Training and Education Directorate PA: Performance Area PII: Personally Identifiable Information PKEMRA: Post-Katrina Emergency Management Reform Act PRS: Performance Requirement Summary PWS: Performance Work Statement QA: Quality Assurance QAE: Quality Assurance Evaluator QASP: Quality Assurance Surveillance Plan RSPG: Rutgers Street Parade Ground RTS: Responder Tracking System SBU: Sensitive But Unclassified SPII: Sensitive Personally Identifiable Information TSP: Training Support Package

3.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT, MATERIAL AND SERVICES

3.1 Government Furnished Property (GFP), Equipment and Material In accordance with the "Government Furnished Property Clause”, the contractor shall utilize all Government owned facilities, equipment, materials, and utilities in connection with this contract. Facilities, equipment, material and utilities provided by the Government shall be used only for performance of work related to this contract. The Government will provide telephone service to support operations. The Government will provide all office furniture, such as desks, chairs, file cabinets and computer/office automation equipment, such as computers, printers, scanners, facsimile machines, audio/video equipment and copiers. The contractor shall provide an updated listing on an annual basis as scheduled by the Government Property Administrator (GPA) or when receipts and transfers warrant an update. The annual report shall include:

Contract Number and Contractor Name Property Number Property Nomenclature, Serial Number and Model Number

3.1.1 The contractor is directly responsible and accountable for all Government property in their possession in accordance with the requirements of this contract and FAR Part 45; this also includes Government property in the possession or control of a subcontractor. The contractor shall establish and maintain a written property control plan to control, protect, preserve and maintain all Government property within their responsibility. The contractor shall submit the property control plan for GPA and COR review and approval within 30 days after contract award.

3.1.1.1 Upon completion of this contract, the contractor shall submit, in a form acceptable to the Contracting Officer and COR, inventory schedules covering all items of Government property not consumed in the performance of this contract.

3.1.2 Office Space. Adequate office space will be provided to the contractor to be used by the Project Manager and other management and administrative staff as deemed appropriate by the COR.

3.2.3 Storage. The Government will furnish adequate space to the contractor for the storage of inventory which is to be used in the performance of work under this contract. Provided storage facilities shall be used exclusively for the support of this contract. The contractor will maintain this space in a neat, clean and orderly condition, in compliance with applicable fire and safety codes. The Government will not be responsible for damage or loss to the contractor's stored supplies or materials. All hazardous materials shall be stored in accordance with applicable safety requirements. The contractor will identify any special requirements for shelves, racks, utilities, and other facility modifications or improvements to the COR with clear explanation of requirement and justification.

3.2.3 Miscellaneous Space. Space for miscellaneous or specialized functions such as equipment issue, and maintenance will be designated. The contractor will maintain this space in a neat, clean and orderly condition, in compliance with applicable fire and safety codes. The Government will not be responsible for damage or loss to the contractor's stored supplies or materials. Contractor will identify additional requirements for space with justification and technical specification to the COR for review and approval.

3.3 Government-Furnished Equipment (GFE)

The Government will provide the contractor with the equipment and materials listed in Section J. The listing of GFE shall not be construed as being sufficient or adequate to meet the requirements of this contract. The contractor shall provide any additional or state of the art equipment needed to perform the requirements of this contract with contract-funded dollars with approval of the COR. Unless otherwise provided in this contract, the contractor assumes all risk of loss and shall be responsible for any loss or damage to Government property provided under this contract and shall report loss or damage to the COR within 24 hours of occurrence. The contractor and the COR or designee shall conduct a joint inventory before commencing work under this contract to determine the exact number and serviceability of Government furnished property and equipment. The contractor shall then certify the findings of this inventory, assume accounting responsibility, and subsequently report inventory discrepancies to the Contracting Officer. GFE shall not be removed from the facility unless approved in writing by the COR.

3.3.1 It is the contractor’s responsibility to utilize Government property as it was authorized. The contractor shall provide periodic servicing, maintenance, and repair of the equipment accepted for use with contract-funded dollars; the total or partial breakdown or failure of the Government furnished equipment shall not relieve the contractor of responsibility to fully perform the work of the contract. Cleaning, adjustment, calibration, repair and preventive maintenance programs shall be established as necessary to prolong the useful life of the property. Upon completion or termination of the contract, all Government owned equipment shall be returned to the Government in the same condition as received, except for normal wear and tear. In accordance with FAR part 45, the contractor shall be responsible for the cost of any repairs or replacement caused by negligence or abuse by the contractor or his/her employees. Such replacement equipment may be used or reconditioned, and with Government approval, may be leased but must fully replace the GFE in terms of functionality. For the purposes of this contract, "exclusive use" means that the equipment has been accepted by the contractor and that the operation and control of the equipment is usually restricted to contractor employees or its subcontractors, except in cases of extreme emergency. Government property must be stored and used in areas that protect it from damage, deterioration and destruction due to the elements, careless handling and other conditions. Government property must be secured and physically protected as necessary to prevent loss, theft or unauthorized movement.

3.3.2 Sensitive Property. Sensitive property is defined as property that requires a high degree of protection and control due to its high-risk nature or its inherent attractiveness, portability, and/or sensitivity. It is highly susceptible to misuse, loss or theft. Property of this type is considered accountable regardless of its acquisition cost. Sensitive property includes, but is not limited to the following property categories: dangerous and hazardous property, weapons (as defined in Section 4.3.4), property with data storage capability, portable property and property that can be easily converted for home use or has a high potential for theft, and all property authorized for processing and/or storing classified information. The contractor will perform a daily physical inventory of all sensitive property to include personnel sign out/in sheets and document any sensitive property expended or received and document results on an inventory listing to be turned into the COR and Asset Management Office on the first day of each month for the prior month’s inventories.

3.3.3 Controlled Property. Government property not meeting standards to be considered accountable, but still requiring control of its use is considered controlled property. Examples of this property include but are not limited to durable hand tools, drills, drill bits, hammers, wrenches and protective equipment such as goggles, welding hoods, and hard hats. The contractor should put controls in place for this type of property such as internal hand receipts, sign out sheets, etc.

3.3.4 Physical Inventory. The contractor is responsible for conducting an annual 100% physical inventory of all GFE including any GFE in the custody of a subcontractor. An inventory schedule and hand receipt listing will be furnished by the Asset Management Office. Personnel who perform the physical inventory shall not be the same individuals who maintain the property records or have custody of the property. A disinterested party will conduct the inventory. Barcodes and serial numbers for each item must be verified from the hand receipt listing. Condition and location of property should be also annotated on the hand receipt listing for verification of property records. If excess items are found, they should be documented and reported to the Asset Management Office. If shortages are found, a recount should be done. If after the recount shortages still exist, the contractor must report the property item/items to the Asset Management Office as “lost Government property”. The GPA shall review and monitor physical inventories.

3.3.5 Lost, damaged, destroyed or stolen Government property (LDD). Unless otherwise provided by the contract, the contractor is liable for any lost damaged or destroyed Government property except for reasonable fair wear and tear. When applicable, the contractor may receive relief as stated in FAR 45.503, “Relief of Responsibility.” The contractor shall submit a report of any incident of LDD contract property to the GPA in accordance with FAR 45.504, “Contractor’s Liability”, within 24 hours of it becoming known. When theft of Government property is suspected or known, the contractor shall report the theft to the GPA, the COR and to the proper law enforcement entity and obtain a police report or an internal security report. This report should be attached to the report of incident that is submitted to the GPA.

3.3.6 Receipt of Government Property. When property is furnished by the Government (Government Furnished Property) or acquired by the contractor (Contractor Acquired Property) and placed in the contractor’s custody, the contractor becomes accountable and responsible for that property until relieved in writing by the Contracting Officer. The contractor shall utilize the CDP central receiving point located at 40 Twill Lane, Anniston, AL 36205 for all contract purchased deliveries. Before taking receipt of Government property, the contractor shall verify the quantity and nomenclature or the item/items received matches the item/items and nomenclature that was ordered. If shipping discrepancies or damaged material is discovered, the contractor shall report the discrepancy to the vendor for CAP or to the Accountable Property Officer for GFP no later than 24 hours after receipt of the discrepancy or damaged material. The contractor shall provide the Asset Management Office with receipt documentation for all contractor acquired property (CAP) that is considered accountable. A legible signature and date received must be clearly annotated on the receipt document. A barcode will be placed on the item/items by Asset Management personnel and the property will be posted to the contractors hand receipt. Government furnished property (GFP) that is considered accountable shall be issued by the Asset Management Office to the contractor. The contractor must sign and date the receipt documentation before taking possession of the property.

3.3.7 Government Property Transfers. The contractor shall not transfer Government property from the contract to another individual, contractor, or agency without prior approval from the Accountable Property Officer and designation in writing from the Contracting Officer. Transfers will not be authorized unless the Government property is no longer required in the current contract or such excess exists that it is in the best interest of the Government to transfer the excess for use in another contract.

3.3.8 Equipment Warranties. Typically the Government will receive one-year and extended warranties on equipment and systems. Warranties begin on the date of warranty-approved installation. Equipment, components, and parts, other than that installed under this contract, shall not be removed or replaced or deficiencies corrected while under warranty of the manufacturer or the installer without prior approval of the Contracting Officer. The contractor shall inventory, maintain warranty documentation and track such warranties, as well as the warranties on future equipment/systems purchased and installed throughout the life of the contract. The contractor will maintain a warranty log, which outlines the appropriate warranty information for each piece of equipment component or part installed under this contract. The contractor shall advise the COR on whether inoperable or broken equipment is under warranty. Warranty information on equipment installed may be obtained from the Contracting Officer and COR.

3.4 Availability of Utilities

The Government will furnish at no cost to the contractor the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract to include, but not limited to; electricity, natural gas, water, and sewage service. Information concerning the location of existing outlets may be obtained from the COR. The Government will contract and pay for telephone services, with the exception of long distance telephone toll charges for corporate business. Charges for corporate business shall be the contractor's responsibility. The contractor may have a telephone line installed for long distance calls. Further, it shall be the contractor's responsibility to monitor and supervise the use of the Government furnished telephone(s). Any long distance telephone toll charges, incurred by other than authorized contractor personnel, will remain, nonetheless, the responsibility of the contractor. Utilities used by the contractor shall only be used for performance of work related to this contract. The contractor must report all new/additional utility requirements to the Contracting Officer and COR.

4.0 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES

4.1 Contractor-Furnished Property, Equipment and Material

The contractor shall furnish all consumable supplies except for those specifically identified in the contract as Government furnished. The contractor shall ensure that equipment used under the scope of this contract is properly inspected as required by regulatory guidelines. The contractor shall maintain a tracking system for all equipment that requires routine maintenance, inspection, testing, and cleaning.

4.2 Contractor-Furnished Supplies

The contractor shall provide administrative materials, and consumable supplies such as paper, pens, ribbons and office supplies, required to accomplish the requirements as described in the PWS.

4.2.1 Mail, Parcels and Freight. Mail, parcels, and freight costs are paid for by the Government. Unless specifically justified and approved, all mail and parcels will be sent through the United States Post Service (USPS). All USPS outgoing mail and parcels will be processed through the CDP Mail Center. Mail and parcels requiring specific delivery dates and/or receipt tracking will be sent via approved UPS express delivery services. These services must be requested and approved by CDP Asset Management personnel. Freight shipments must be requested and approved by CDP Asset Management personnel. The contractor will coordinate with CDP Mail Center personnel for pick-up/drop-off of freight.

5.0 MANAGEMENT RESPONSIBILITIES

The contractor shall manage the total work effort associated with delivery support required herein to assure adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, resourcing, scheduling, and quality control.

5.1 Quality Control

The contractor shall be responsible for the quality of products and services provided under the terms of this contract, to include those provided by subcontractors. To ensure that the requirements of this contract are met, the contractor shall implement an effective, economical Quality Control Program (QCP). The contractor shall provide a system to ensure quality control for all work performed. A written notification of any noncompliance shall be provided by the contractor by electronic mail to the COR within 24 hours after discovery of the noncompliance. The proposed method of resolution shall be provided by the contractor to the COR within five working days after electronic mail notification.

5.1.1 Contractor Quality Control (QC). The contractor shall develop a proactive contract specific Quality Control Program (QCP) for measuring and attaining quality of performance under this contract. The contractor's QCP shall explain the manner in which the contractor shall ensure all contract requirements are being accomplished in accordance with the requirements of this contract and industry standards. A sustaining focus throughout the QCP shall be the attainment of continuous quality improvement. The program shall emphasize deficiency prevention over deficiency detection.

5.1.1.1 The contractor shall submit the final written Quality Control Program (QCP) for COR approval within 30 days after contract award. The QCP shall be updated as changes occur and submitted to the COR for review and approval.

5.1.1.2 The QCP shall be constructed with specific plans and procedures for each functional area to include, but not limited to:

5.1.1.2.1 Inspection Program. Included shall be a quality control inspection program covering all general and specific tasks included in the contract scope of work. It shall specify tasks or areas to be inspected on a scheduled and unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work which will be inspected on a recurring basis. In developing this inspection program, the contractor shall identify the key activities and associated characteristics in each process that have a significant influence on specific services and provide for the methods of evaluation for the selected tasks.

5.1.1.2.2 Deficiency Identification. The QCP shall include a method of identifying deficiencies in the quality of services performed, before the level of performance becomes unacceptable. This shall contain processes for corrective action without dependence upon Government direction.

5.1.1.2.3 Deficiency Correction. The program shall contain process control and process performance measurement procedures that include how the contractor will affect preventive/corrective actions, as opposed to reliance on Government or customer identification of deficiencies prior to resolving the problem.

5.1.1.2.4 Communication. The program shall describe methods of direct and indirect communications with the Government regarding the PWS. The communications shall include regular, formal, and informal meetings with the Government.

5.1.1.2.5 Documentation and Enforcement. The QCP shall include a method of documenting and enforcing quality control operations of both prime contractor and subcontractor work, including inspection, testing, and evaluation.

5.1.1.2.6 Surveillance Methods. The QCP shall contain specific surveillance techniques for all contract services. The surveillance methods shall be comprehensive and adaptable to the reporting system of the plan.

5.1.1.2.7 Quality Control Files: The contractor shall maintain a file of all inspections or tests conducted by the contractor, to include any corrective actions taken. This file shall be subject to COR review. The file shall be the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

5.1.1.2.8 Standard Operation Procedures: The contractor shall develop and maintain the necessary procedures/guidelines for all general and specific tasks in the contract performance work statement, to include required reviews, updates/changes, and new procedures as required. Procedures/guidelines are subject to inspection.

5.2 Contractor Project Manager Responsibilities

5.2.1 The contractor shall designate a Project Manager as part of the proposal, to include qualifications and resume. This individual shall be responsible for the overall management and coordination for the work required under this contract and shall act as a central point of contact with the Government. The Project Manager shall have the authority to speak for and act for the contractor in all matters related to required services under this contract.