Attachment_1_TOSS_Performance_Work_Statement_3-23-15.pdf

PERFORMANCE WORK STATEMENT: CDP Training Operations & Maintenance Support

(COBRATF)

PERFORMANCE WORK STATEMENT

CDP TRAINING OPERATIONS & SUPPORT

SERVICES (COBRATF)

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

February 9, 2015

Table of Contents

1.0 GENERAL………………………………………………………………………….. 1

1.1 Scope ……………………………………………………………………………. 1

1.2 Background ……………………………………………………………………... 1

1.3 Contractor Personnel ……………………………………………………………. 2

1.4 Security, Privacy, Safety and Propriety Data …………………………………… 4

1.5 Period of Performance ………………………………………………………….. 7

1.6 Place of Performance …………………………………………………………… 9

1.7 Kick-Off Meeting ………………………………………………………………. 9

1.8 Records and Reports ……………………………………………………………. 9

1.9 Progress Meetings ………………………………………………………………. 10

1.10 General Report Requirements …………………………………………………. 11

1.11 Quality Assurance Surveillance Plan ………………………………………….. 11

1.12 General Information …………………………………………………………… 11

2.0 APPLICABLE DOCUMENTS …………………………………………………… 14

3.0 GOVERNMENT DEFINITIONS ………………………………………………… 15

3.1 Definitions ………………………………………………………………………. 15

3.2 Agency Acronyms ………………………………………………………………. 19

4.0 GOVERNMENT FURNISHED FACILITIES, PROPERTY, EQUIPMENT,

MATERIAL AND SERVICES ………………………...…………………………. 21

4.1 Government Furnished Property (GFP) …………………………………..…….. 21

4.2 Government Furnished Facilities ……………………………………………….. 22

4.3 Government Furnished Equipment (GFE) ……………………………………… 23

4.4 Availability of Utilities …………………………………………………………. 25

5.0 CONTRACTOR FURNISHED PROPERTY, SUPPLIES AND SERVICES … 26

5.1 Contractor Furnished Property, Equipment and Material ………………………. 26

5.2 Contractor Furnished Supplies ………………………………………………….. 26

5.3 Contractor Furnished Telecommunications Devices ……………………………. 26

6.0 MANAGEMENT RESPONSIBILITIES ………………………………………… 26

6.1 Quality Control System …………………………………………………………. 27

6.2 Contractor Project Manager Responsibilities …………………………………… 27

6.3 Daily Operations Support ……………………………………………………….. 29

6.4 Special Tours ……………………………………………………………………. 29

6.5 Emergency Response Plan (ERP) Exercises …………………………………... 29

6.6 All-Hazard Exercises …………………………………………………………

6.7 Continuity of Operations (COOP) Support …………………………………

6.8 Sensitive But Unclassified/For Official Use Only (FOUO) Information ………. 30

6.9 Personally Identifiable Information (PII) ……………………………………….. 30

6.10 Sensitive Personally Identifiable Information (SPII) ………………………….. 30 i

7.0 CONTRACTOR TASK …………………………………………………………… 30

7.1 Training Operations Support .…………………………………………………... 30

7.2 Laboratory Support ……………………………………………………………... 32

7.3 Quality Management System (QMS) Support ………………………………….. 34

7.4 Air Monitoring Operations ……………………………………………………… 35

7.5 Industrial Hygiene and Safety Management ……………………………………. 38 ii

1.0 GENERAL

1.1 Scope

The intention of this requirement is to obtain contracted comprehensive training operations and support services to DHS/Federal Emergency Management Agency (FEMA)/Center for Domestic Preparedness (CDP)/Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF) located in Anniston, Alabama. The COBRATF has unique requirements to manage a training venue where chemical agents (GB and VX) and biological agents (Ricin Toxin and Bacillus Anthracis Delta Sterne) are used in a specialized training environment. This will require supervision on a 24-hour, 7-day-a-week basis. The Contractor shall provide all support services as identified in this statement of work. The object 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 shown in this work statement.

Facility-based services include but are not limited to activities such as chemical and biological agent training support, air monitoring operations, laboratory support operations, safety control panel operations, contaminated trash removal, site specific training, quality control, and miscellaneous requirements and information. The Contractor is required to provide operation and maintenance functions in a chemical agent (GB and VX) and biological agent (Ricin Toxin and Bacillus Anthracis Delta Sterne) environment.

This statement of work is intended to be performance oriented. However, due to the hazards that could be encountered in preparation for and during the conduct of chemical and biological agent training, some tasks are specific and must be executed exactly as required in applicable procedures. Any proposing Contractor is invited and encouraged to provide a technical solution which identifies a more performance oriented approach.

1.2 Background

The CDP is a federal entity (a component of the Department of Homeland Security). On March 1, 2003 CDP transitioned from Department of Justice (DOJ) to the Department of Homeland Security (DHS). CDP was subsequently included in the new DHS Preparedness Directorate.

Enactment of the Post-Katrina Emergency Management Reform Act (PKEMRA) on April 1, 2007 resulted in the realignment of most DHS Preparedness Directorate functions to FEMA.

FEMA established the National Preparedness Directorate (NPD) and aligned many of the former DHS Preparedness Directorate functions into the NPD including CDP.

The CDP is a national training facility located in Anniston, Alabama that prepares Federal, state, local and tribal emergency response personnel to respond to all hazards, including terrorist attacks using weapons of mass destruction, by providing advanced, hands on training. This national training program was developed for state, local, tribal, Federal, private sector and international responders from Fire Service, Law Enforcement, Emergency Medical Services, Emergency Management, HazMat, Public Health, Healthcare, Public Communications, Public Works and Government Administrative and other emergency response personnel, their trainers and supervisors. Training courses provided by the CDP provide specific knowledge and expertise for deterrence, prevention, response, mitigation and recovery to Chemical, Biological, Radiological, Nuclear and Explosive (CBRNE) incidents; mass casualty incidents; and incidents involving hazardous materials by providing advanced, hands-on and classroom-based state of the art training. During FY- 13, the CDP trained a total of 46,873 students including 13,505 resident students, 5,610 non-resident and 27,758 indirect students.

The CDP occupies seven major areas of the former Fort McClellan, Alabama:

1) CDP Main Complex; Multi-Level Administrative Building, Building 61

2) CDP Advance Responder Training Complex (ARTC), Multi-Level Building

3) CDP Responder Lodging Complex (900 Area), Multi-Level Building

4) CDP Noble Training Facility (NTF), Building 490, Multi-Level Building

5) Maintenance Building, Building 40 and

6) Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF).

7) Truman Gym.

This performance work statement encompasses all activities required to operate and maintain the entire COBRATF.

1.3 Contractor Personnel

1.3.1 Project Manager. The Contractor shall provide an onsite Project Manager who shall be responsible for all Contractor work performed under the resulting contract. The Project Manager is further designated as “Key” by the Government as set forth in the contract clause HSAR 3052.215-70, Key Personnel or Facilities.

1.3.1.1 The Project Manager shall be a single point of contact for the CO and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under the resulting contract.

1.3.1.2 The Project Manager shall be available to the COR via telephone at all times, 24/7. If the Project Manager will not be available by telephone, he/she will notify the COR of the non-availability and identify an alternate. The Project Manager or designated alternate shall be available to meet with Government personnel at the designated CDP facility(s) within 30 minutes during normal working hours (Monday through Friday between 07:30 and 4:30, CST) and within two (2) hours of request outside normal working hours.

1.3.1.3 Due to the health and safety issues of the COBRATF, Contractor section leads and technical experts (specifically in the areas of Quality Control, Air Monitoring, NEAT and Chemical Laboratory Support, Training Operations and Safety) are required to respond immediately and directly to requests for information and clarification of activities to the Assistant Director, COBRATF; Operations Officer; Chemist; COR; Management Analyst;

Occupational Health Nurse; or the Safety and Occupational Health Manager when requested.

This information is required in order to provide timely and unfiltered responses to promote immediate action and decisions. It is the responsibility of the Contractor section lead/technical expert to relay any information provided to Government personnel to the Program Manager following the information exchange to keep the Program Manager informed.

1.3.2 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.

1.3.2.1 The Government is not responsible for training Contractor personnel. The Contractor shall obtain written approval from the COR prior to providing training to Contractor employees where a cost and subsequent charge to this contract is expected.

1.3.3 Contractor Licensing, Certification, and Specific Experience Requirements. Licenses required of the Contractor to conduct business (i.e., local or state business licenses) shall be obtained prior to beginning work on this contract. Personnel licensing and certification shall be complete before that individual performs any work under this contract. The Contractor shall provide personnel that have the appropriate skill for their position. The degree of skill of individuals shall be commensurate with that required for the work.

1.3.4 Employee Identification. Contractor employees or visitors of Government facilities who have not been issued a FEMA/CDP identification badge shall coordinate their visit in advance with the COR to obtain appropriate security clearance. Visiting Contractor personnel shall be issued a temporary visitor badge that will be worn at all times while on CDP property. Visiting Contractor employees shall comply with all Government escort rules and the CDP Visitor Policy requirements under Section J, Attachment 5.

1.3.4.1 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees 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.

1.3.5 Employee Conduct. Contractor employees shall comply with all 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, Title 15 of the Code of Federal Regulations.

1.3.6. Dress Code. All Contractor trade personnel shall wear Contractor furnished uniforms, or other distinctive clothing, acceptable to the COR, at all times while working; the CDP Uniform Policy is under Section J, Attachment 6. Employees of this contract shall adhere to this Policy.

1.3.7 Removing Employees for Misconduct or Security Reasons. The Government shall, 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 an 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 employees to safeguard data in accordance with the Privacy Act (5 USC 522a).

1.4.3 Contractor User Security Agreement. The Contractor shall acknowledge 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. The Contractor shall further agree that they will comply with this requirement (if required) at no cost to the CDP. Contractor employees shall 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 shall provide the full names, social security numbers and dates of birth of all prospective Contractor employees 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 shall establish appointments with the CDP Security Office for approved applicants to complete fingerprint cards. These fingerprint cards will be processed through FEMA Office of Personnel Security and the Federal Bureau of Investigation (FBI).

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 shall provide completed Contract Fitness/Suitability Screening Request forms to the CDP Security Office for approved applicants. The CDP Security Office will forward these forms to the FEMA Office of the Chief Security Officer (OCSO) for processing. FEMA OCSO will initiate the prospective employee’s electronic background investigation process (eQIP) via email directly with each applicant. 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, the applicant must electronically release the documents for processing, and concurrently print and provide/submit the eQIP signature pages to the CDP Personnel Security Specialist for processing. The applicant will then be fingerprinted and that set of documents will be forwarded to the FEMA OCSO for processing. Once received/acknowledged by FEMA OCSO, the applicants may be issued a 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 OCSO 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 shall immediately remove said employee from further employment on any DHS contract.

1.4.5 Safety Requirements. The Contractor shall conduct operations in strict conformance with all state, federal and local safety regulations, local ordinances, COBRATF policies and procedures, and applicable provisions of Part 29 of the Code of Federal Regulations (CFR) to include but not limited to 1904, 1910, 1925 and 1926 of the Occupational Safety and Health Act.

The Contractor shall take all 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-066-01-00 Accident Injury Reporting Procedures. If the Contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer or designated representative may stop all or part of the work until corrective action has been taken.

1.4.5.1 Safety Program. Upon commencement of work under this contract, the Contractor shall implement a suitable safety program for employees performing work under this contract. This safety program shall be in writing, and a copy shall be furnished to the COR for approval within 10 calendar days after contract award. This detailed plan shall describe the Contractor's safety program and identify how it complies with federal and state Occupational Safety and Health Acts and any other safety provisions within this contract.

1.4.5.2 Training. Each employee shall complete required training as mandated by regulatory agency standards (i.e., respiratory protection, blood borne pathogens, hazard communications, confined space, fall protection). The Contractor shall maintain a record of all training completed by contracted personnel and will facilitate access to these records for inspection purposes by the COR “and” or “or” inspections by outside regulatory agencies.

1.4.5.3 Risk Assessment. The Contractor shall perform and prepare a written risk assessment document for all employee related operations and work assignments under the scope of this contract. This risk assessment shall include a job hazard analysis (JHA) for each titled position, including but not limited to the following information: job title, job location, task description, hazard description, hazard controls, including required PPE, training required for each position, and date of analysis. Each job hazard analysis shall be reviewed at least every other calendar year to ensure changes to task description, hazard description, hazard controls and training requirements have not occurred. A written report of any changes will be provided to the COR.

1.4.5.4 Standard Operating Procedures. The Contractor shall develop and implement standard operating procedures (SOP) in writing to ensure that all operations under this contract are completed safely, with no adverse impact on the environment and meet all applicable international, federal, state and local regulations and standards. Copies of all SOPs will be provided to the COR. These documents become the property of the Government.

1.4.5.5 The Contractor shall be responsible to determine which job classifications or specific tasks and procedures involve reasonably anticipated contact with blood or other potentially infectious materials and for providing protections of 29 CFR 1910.1030 to those employees.

The Contractor shall take into account all circumstances of potential exposure and determine which employees may come into contact with sharps, blood, or other potentially infectious materials during the normal cleaning of rooms/offices, stripping of beds, and handling of laundry from initial pick-up through laundering. The Contractor shall include as part of its safety plan a program specifically addressing blood-borne pathogens, as it pertains to the likely exposures to employees.

1.4.5.6 The Contractor shall adhere to existing Asbestos Operations and Maintenance Plan(s) maintained by the Government. All existing plans will be provided to the Contractor upon award of the contract. In accordance with existing Asbestos Operations and Maintenance Plan(s), the Contractor shall provide a minimum of 16 hours initially and annual refresher asbestos training for all employees that will work with or in the area(s) of known Asbestos Containing Material (ACM) identified in the plan.

1.4.5.7 The Contractor shall properly placard, label “and” or “or” mark all items including but not limited to: vehicles, storage areas, containers, materials, devices and structures as required by regulatory agencies to include: Occupational Safety and Health Administration (OSHA), Department of Transportation (DOT), Alabama Department of Environmental Management (ADEM), Environmental Protection Agency (EPA) and Nuclear Regulatory Commission (NRC).

1.4.5.8 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 contract personnel, CDP employees, students and/or visitors exposed or potentially exposed to any material/substance meeting the definitions of the above referenced regulations are properly trained in accordance with 29 CFR 1910.1200 – Hazard Communication. Materials safety data sheets (MSDS) for all materials/substances shall be maintained by the Contractor.

1.4.4.9 Safety Enforcement. If the Contractor fails to comply with safety requirements, the Contracting Officer or their designated representative(s) 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. The Contractor shall designate an on-site safety representative(s) who shall be available (on-call) twenty-four hours a day, seven days per week. The safety representative(s) shall have the authority to speak for and act for the Contractor in all safety related matters and shall be prepared to meet with Government personnel at a designated CDP facility within 30 minutes during normal working hours (Monday through Friday between 7:30 a.m. and 4:30 p.m.) and within 2 hours of request outside normal working hours.

1.4.6 Proprietary Data. In the performance of services under this agreement, the Contractor employees shall 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.

1.4.7 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 requirement specified in this contract. The Contractor shall develop a lock and key control plan for 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.

1.4.7.1 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 Contractor in support of the CDP Armed Security Guard Services Contractor. The Contractor is authorized to duplicate COBRATF administrative and O&M keys issued by the CDP. Chemical surety key and lock maintenance is the responsibility of Government. 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.

1.4.7.2 Should the security of a facility become compromised by the loss of a lock and key control item by Contractor employees, the Contractor shall be responsible for 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 responsible for the loss.

1.4.7.3 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.

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

1.5 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 shall not be relieved from assuming all responsibility for properly estimating 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 as 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.

1.5.1.6.1 COBRATF employees shall meet Contractor/Employee Reliability Program (CERP) guidelines as required provided under Section J, Attachment 7.

1.5.1.7 Complete training requirements.

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

1.5.1.7.2 Government provided training: The following types of Government furnished employee training are required in order to perform under this contract. Government training will include, but are not limited to the following training:

- Agent related training as necessary

- General indoctrination on chemical warfare agents

- Physiological effects on the body and recognition of chemical warfare agents

- The wear and use of chemical warfare protective equipment

- Self-aid and first aid for agent poisoning

- Chemical detection, accident and incident procedures

- Communications and emergency procedures

Additional training requirements that may be required from time to time as deemed necessary by the Government under this contract will be furnished by the Government.

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

1.5.1.8 Finalize the development of site specific Quality Control Plans and procedures.

1.5.1.9 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 shall 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.

1.5.2 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 shall 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 shall 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 shall be held at the Government’s facility.

1.8 Records and Reports

The Contractor shall prepare, maintain, and submit complete and accurate records, reports and logs in accordance with Federal Acquisition Regulations (FAR) Part 45, other federal requirements, and CDP policies or procedures. These daily, weekly, monthly, other recurring operating records, reports, logs, and other documents are specified as contract requirement submissions listed under Section J, Attachment 8.

1.8.1 Monthly Technical Progress Reports. A monthly technical progress report shall be submitted to the COR not later than the tenth (10) day of the month following the month being reported. The Monthly Technical Progress Report shall cover the period beginning with the first of the month and continuing through the end of the month, except for the partial period of the months the contract begins and ends. These reports shall be in narrative form; shall cover progress during the reporting period; and shall contain, at a minimum, the following information:

1.8.1.1 Progress made to date on the specific work to be accomplished (including statistical data on calls received).

1.8.1.2 A summary of the work in progress.

1.8.1.3 Problems and difficulties encountered.

1.8.1.4 Previous problems and difficulties solved, including delinquent assignments.

1.8.1.5 Assistance or guidance required of the COR or the Contracting Officer.

1.8.1.6 Next work scheduled to be undertaken.

1.8.1.7 A summary of accident, incidents, and near misses.

1.8.2 Monthly Financial Reports. The Contractor shall furnish a Monthly Financial Report to the COR not later than the tenth (10) day of the month following the month being reported. The Monthly Financial Report shall cover the period beginning with the first of the month and continuing through the end of the month, except for the partial period of the months the contract begins and ends. The financial report shall show “Monthly Expenditures”, “Expenditures to Date”, and the “Balance Remaining” in the following categories of cost:

1.8.2.1 Other Direct Costs.

1.8.2.2 Special Project Orders

1.8.3 Monthly Personnel Report. A monthly personnel report shall be provided to the Government with the total counts for the following categories:

• Full-time employees

• Part-time employees

• Subcontractors

• On-call

• Temporary

• New hires

• Losses

• Total employees

This report is due the 1st day of each month.

1.8.4 Quarterly Race Nationality Origin (RNO) Report. A quarterly RNO report shall be provided to the Government. This report is due the 1st day of each quarter.

1.8.5 During the course of the contract, it is possible that additional reports will be required. If such needs do occur, the COR will supply the Contractor with all of the specifics and a negotiated change will be issued.

1.9 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.

1.9.1 Regular Periodic Status Meetings shall be held between the Government and the Contractor. The status meetings shall alternate in subject and may be attended by the Project Manager, CO, and the COR. The purpose of these meetings shall be to discuss and record status of projects and to make decisions on priority for projects. The Project Manager and the COR shall invite any CDP personnel or Contractor employees they deem necessary for the meetings.

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 (5) working days for review and approval.

1.9.2 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 (5) working days for review and approval.

1.10 General Report Requirements

The Contractor shall provide all written reports in electronic format using applications that are compatible with CDP Standard Workstation (Microsoft Office Applications).

1.11 Quality Assurance Surveillance Plan

A Quality Assurance Surveillance Plan (QASP) is provided under Section J, Attachment 2. In general, the QASP sets forth the expected outcomes (objectives) of the contract, the service(s) required of the Contractor to achieve the objectives and a performance standard per outcome.

Positive/negative incentives may be applied based on performance. The QASP is not an exclusive remedy and inclusion of the QASP does not preclude the Government from using any other remedy available by law or contract terms, including reductions in payment in accordance with any clause for inspection of services.

1.12 General Information

1.12.1 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.

1.12.2 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 operations and support staff hours vary based on course program of instruction and individual course schedules: and, may include weekends, holidays, and nightshifts.

1.12.2.1 Training Hours (Regular and Summer Training Plan). Regular training hours are from 7:00 a.m. to 3:30 p.m., Monday through Friday except for federal holidays and other days specifically designated by the COR. Summer training hours as established by the Summer Training Plan are from 6:00 a.m. to 2:30 p.m., Monday through Friday, except for federal holidays and other days specifically designated by the COR.

1.12.2.2 Work Shifts Other Than During Regular Working Hours. All work performed outside of regular and/or summer working hours, as defined above. If the Contractor desires to change the regular duty hours of an employee, notice of such change shall be approved by the CO. If the Contractor desires to perform contract functions on Saturday, Sunday, holidays, or outside regular working hours, a written request shall be provided to the COR for approval.

1.12.2.3 The Contractor shall be required to perform certain critical or continuous services as defined in the PWS, 24 hours per day, 7 days per week, and 365 days per year.

1.12.3 Federal Holidays: The Contractor shall 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. The working hours may be extended beyond the regular hours due to unforeseen weekend/holiday maintenance support, emergency on-call services, and any other program support related to CDP’s mission and goals.

1.12.4 Emergency Planning, Response, and Recovery. Emergency situations include, but are not limited to: COBRATF accident/incident involving chemical agent, biological incidents, nuclear/radiological incidents, cyber incidents, hazardous material incidents, bomb threats, utility interruptions, fire, accident and rescue operations, labor disputes and strikes, terrorist or criminal incidents, civil disturbances and natural disasters such as earthquakes and incapacitating storms and floods. The Government will be able to respond to such events without undue delay and impact on operations. In the event of emergency situations, the Contractor shall provide additional labor at the discretion of the CO/COR to protect Government property and personnel.

Contractor participation in emergency planning, response, recovery and exercises shall be mandatory regardless of scheduled Contractor work.

1.12.5 The CDP is responsible for responding to emergency situations on campus. Emergency situations include, but are not limited to: threats or acts of terrorism, major disasters, weather events, COBRATF events and other emergencies outlined in the CDP EOP under Section J, Attachment 9.

1.12.5.1 In the event of an emergency situation, the Contractor shall, at the direction of the CO, perform work beyond the scope of the contract until the situation has been returned to normal operations. The type and quantity of resource support is dependent on the type and magnitude of event, emergency or disaster.

1.12.5.2 The Contractor shall provide timely response and recovery support with appropriate resources to meet the requirements of the CDP COBRATF Incident Management Program Plan (IMP) under Section J, Attachment 10; Emergency Operations Plan (EOP) under Section J, Attachment 9; National Response Framework (NRF); and, National Incident Management System (NIMS).

1.12.5.3 The Contractor shall establish and maintain the capability to respond to all on-site quarterly Emergency Response Planning (ERP) exercises, actual events and to natural or man-made disasters which might impact normal facility operations. The Assistant Director COBRATF will provide necessary guidance for response to these events. Contractor responsibilities will be detailed in COBRATF operating procedures and disaster management plans to include, but not limited to, manning the Emergency Action Center, establishing and operating an emergency decontamination line and establishing disaster response teams.

2.0 APPLICABLE DOCUMENTS

2.1 Occupational Safety and Health Administration (OSHA) Regulations

2.2 National Fire Protection Association (NFPA) Publications

2.3 Federal Emergency Management Agency (FEMA) Directives

2.4 Environmental Protection Agency (EPA) Regulations

2.5 Nuclear Regulatory Commission (NRC) Regulations

2.6 Chemical, Ordnance, Biological, and Radiological Training Facility (COBRATF)

Standards Document for Use of Chemical Agents

2.7 Department of Homeland Security (DHS) Directives

2.8 Homeland Security Presidential Directives (HSPD)

2.9 National Response Framework (NRF)

2.10 National Incident Management System (NIMS)

2.11 Alabama Department of Environmental Management (ADEM) Regulations

2.12 Contractor Employee Reliability Program (CERP) Procedures for the Chemical, Ordnance, Biological, Radiological Training Facility

2.13 DA Pam 385-61, Toxic Chemical Agent Safety Standards (December 17, 2008)

2.14 Army Regulation 50-6, Chemical Surety

2.15 Army Regulation 385-10, The Army Safety Program, (August 23, 2007)

2.16 Chemical Agent Standard Analytical Reference Material (CASARM) Quality Assurance

Plan for Chemical Agent Air Monitoring

3.0 GOVERNMENT DEFINITIONS

3.1 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 CO/COR 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 Furnished Items: Except for items specifically stated to be Government furnished, the Contractor shall provide all materials, parts and equipment for the operation, maintenance and repair, replacement of the facilities, systems and equipment.

Contractor Quality Control: The system established by the Contractor and approved by the Government which enables the Contractor to provide control of Contractor personnel as well as assurance to the Government that all terms of the contract are being met.

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.

Facilities Maintenance: The recurring day-to-day work required to preserve facilities (buildings, structures, grounds, utility systems, and collateral equipment) in such a condition that they may be used for their designated purpose over an intended service life. It includes the cost of labor, materials, and parts.

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.

Facility: An establishment, structure, or assembly of units of equipment designated for a specific function.

Functional Test: A test designed to establish whether something functions or performs to its intended use.

Government: The term Government as used herein includes the contracting officer and COR.

Government Furnished Property (GFP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Government Property Administrator: An authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

Government Quality Assurance.: The process used by the Government to confirm, through some objective evaluation method, that the quantity and quality of goods and services received from the Contractor conforms to the requirements of the contract.

Inspections (visual or physical): A visual inspection is an examination of the facilities, equipment and procedures to evaluate visible operating conditions and to determine what apparent physical defects exist. This type of examination results in a report on visible conditions of the facilities or equipment. A physical inspection results in an examination of the mechanical function and condition of system or system component. Such an examination verifies that a component, sub-assembly, or system performs satisfactorily.

Latent Defects: Defects that present in a hidden or in a concealed state and are not visible or apparent at the time of inspection, and which could not be discovered by reasonable and customary observations or inspections.

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

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.

Planned Overhaul and Parts Replacement: Extensive forms of scheduled services. Only qualified and or certified personnel shall perform overhaul and replacements.

Preventive Maintenance (PM): Preventive maintenance is the planned, scheduled, periodic inspection, adjustment, cleaning, lubrication, parts replacement, and minor repair (no larger than trouble call scope) of equipment and systems for which a specific operator is not assigned.

Preventive Maintenance (PM) consists of many check-point activities on items that if disabled, would interfere with an essential center operation, endanger life or property, or involve high cost or long lead time for replacement.

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.

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

Response Time: Response time is defined as 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.

Repair: Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purpose. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

Servicing: Servicing is all routine, non-emergency support, and upkeep activities performed on systems and/or components, to maintain them operating efficiently.

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

Testing: Testing is a procedure for subjecting systems, or components, to conditions that simulate actual operating conditions, and is performed only by qualified personnel.

Troubleshooting: An investigation or analysis to determine the cause or nature of a condition or problem uncovered during services. It generally requires some systematic combination of visual inspection, physical checks, or testing, and involves a process of elimination until the cause of the problem is discovered.

Weekly (W): Services performed 52 times…