IA02 AMS PWS DRAFT_SSN.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

FOR

MILITARY ENTRANCE PROCESSING STATION (MEPS)

APPLICANT MANAGEMENT SERVICES (AMS)

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide MEPS AMS. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: AMS provides each military applicant meals, lodging, and transportation services, related to their processing at the MEPS. This contract covers all enduring services at sixty-five (65) MEPS and two (2) Remote Processing Stations (RPS) located throughout the contiguous United States (CONUS), Alaska (AK), Hawaii (HI) and Puerto Rico (PR), within USMEPCOM.

1.2. Background: The mission of United States Military Entrance Processing Command (USMEPCOM) Headquarters (HQ) is to ensure the quality of military accessions during peacetime and mobilization in accordance with established standards in USMEPCOM Regulation 715-4, Procurement Applicant Meals and Lodging Program, dated March 30, 2020.

1.3. Objectives:

1.3.1. Provide military applicant meals;

1.3.2. Provide military applicant lodging;

1.3.3. Provide military applicant transportation; and

1.3.4. Provide detailed invoices for each armed service (Army, Air Force, Coast Guard, Marines, Navy, and Space Force).

1.4. Scope: The contractor shall furnish all resources (including, but not limited to, facilities, furniture, equipment, supplies, management, supervision and labor) and services to provide lodging accommodations, meal services, transportation services, and applicant supervision as specified herein for armed forces and government agency applicants processing at the MEPS/RPS.

1.5. General Information

1.5.1. Quality Control (QC): The Quality Control Plan (QCP) shall be submitted to the Contracting Officer (KO) within 30 days of contract award. Changes to the contractor’s QCP shall be submitted to the KO for review and acceptance within five (5) business days prior to implementation. Upon government acceptance of the contractor’s QCP, the contractor shall implement the plan, ensuring that all contractor activities and products are compliant with the PWS and consistent with the QCP. A QCP is an organized written document, which outlines the contractor’s steps to control the quality of the outcomes and ensure conformance to contract requirements and reasonable standards of required services. The plan shall include initiatives and self-reviews to ensure the contractor provides quality service on a timely basis, and that the level of quality remains high.

The Contractor’s QCP shall include a process that can identify, prevent, and ensure non-recurrence of defective services.

1.5.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3. Recognized Holidays:

New Year’s Day January 1 Martin Luther King Jr.’s Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth National Holiday June 19 Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day December 25

1.5.4. If the holiday falls on a Sunday, it will be observed the following Monday, those falling on a Saturday will be observed on the preceding Friday. The MEPS/RPS will normally be closed on holidays, but applicants will normally require meals and lodging on holidays to process at the MEPS/RPS on the following day. There are approximately five (5) training days per year. The contractor will be notified in advance of the specific dates when MEPs/RPS will be closed for training days.

1.5.5. Security Requirements:

1.5.5.1. Anti-Terrorism (AT) and Information Assurance Training. While this requirement is identified for this contract action, it will not be required at time of award of multiple IDIQs. All Anti-Terrorism and Information Assurance Training will be collected at execution of fair opportunity task order execution for specific locations.

1.5.5.2. AT Level I Awareness Training: All contractor employees, to include subcontractor employees, requiring access to any military installations, facilities and controlled access areas, and support MEPCOM mission on-site or remotely shall complete AT Level I awareness training within 30 calendar days of TO award. Thereafter, the AT Level I certification is required annually. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the Contracting Officer Representative (COR) or the KO, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil.

1.5.5.3. IWATCH training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Anti-Terrorism Officer (ATO)). This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of TO award and within 30 calendar days of new employees commencing performance with the results reported to the COR no later than 30 calendar days after TO award.

1.5.5.4. Operations Security (OPSEC) Training: In accordance with Army Regulation (AR) 530-1 Operations Security, the contractor employees shall complete Level I OPSEC Awareness training within 30 calendar day of TO award. New employees shall complete OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor and all associated sub-contractors shall follow the USMEPCOM OPSEC policies and regulations.

1.5.5.5. The Contractor shall ensure their employees maintain professionalism during the performance of this contract. The contractor and or subcontractor personnel shall not socialize or otherwise attempt to fraternize with applicants and shall be courteous to all persons served under this contract. The Contractors shall provide local http://jko.jten.mil/ background checks for all employees. Background checks shall be completed within 30 calendar days of task order award, within 30 calendar days of new employees commencing performance , and annually thereafter.

1.5.5.6. Access and general protection/security policy and procedures: Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office.

Contractor workforce must comply with all personal identity certification requirements (Federal Acquisition Regulation (FAR) 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. The contractor shall be responsible to pay for all background screenings.

1.5.5.7. For Contractors that do not require Common Access Card (CAC), but require access to a DoD facility or installation: Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at Outside Continental United States locations, in accordance with other regulations.

1.5.6. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart

42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the KO will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.5.7. Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR will be identified by separate designation letter. The COR’s designation letter states the responsibilities and limitations of the COR and will be provided to the COR and the Contractor. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies, and coordinate availability of site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

1.5.8. Key Personnel: The government considers the following key personnel:

1.5.8.1. Contract Manager: The contractor shall identify and provide to the KO a single point of contact to manage its contract and to address contract administration issues. This individual shall be the contractor's primary contract manager. The contractor shall identify at least one alternate to act in this person’s absence. The primary contract manager and any alternate shall have full authority to act on behalf of the contractor and to contractually bind the contractor. The contractor shall update this information as changes occur. In addition to coordinating applicant transportation between the MEPS/RPS and the lodging facility, the contractor is responsible for coordinating meals, lodging, and transportation in accordance with PWS Section 5. Contact Manager and alternate names shall be provided within 30 days after MATOC award.

1.5.8.2. On-site Liaison: The contractor shall appoint a member or members of its organization as its on-site liaison for each location. The contractor is responsible for providing at least one “dedicated liaison” that is onsite at the lodging facility the entire time applicants are present in the lodging facility and always dedicated to the applicants (see PWS paragraph 5.2 Military Applicant Lodging). The liaison shall be an employee of the contractor; use of sub-contractor employees for this position is not permitted. All liaisons working under this contract have been subjected to a local background screening/check before starting work. The liaison shall check applicants into the hotel, ensure applicants are afforded meals, monitor applicant activity in and around the hotel, deal with applicant questions, concerns, and issues, and ensure applicants are boarded on the bus for transport to the MEPS/RPS. The liaison shall have the authority and capability to obtain and pay for alternate lodging in the event of surge (see PWS paragraph 5.2.14). The liaison shall be the central point of contact for the COR. The contractor shall designate these individuals in writing (listing names, addresses, and phone numbers) within 30 days of TO award, to the KO, and COR upon award or upon change. The liaison is responsible for providing the signed daily Applicant Processing List (APL) to the MEPS each morning to account for applicants that stayed at the lodging facility and for applicants that have not been projected on the applicant-processing list.

1.5.9. Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5. The Contractor shall immediately notify the KO whenever they become aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS AND ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS:

2.1.1. Acceptance: The act of an authorized representative of the government by which the government approves specific services as partial or complete performance of the contract.

2.1.2. Applicant: An individual reporting to the MEPS/RPS for initial testing and processing. Not yet under military contract.

2.1.3. Armed Forces Applicant: An individual applying for entrance into the Armed Forces, Coast Guard or any other Government Agency.

2.1.4. Contracting Officer (KO): A government official with the authority to enter into, administer, and/or terminate government contracts and to obligate government funds.

2.1.5. Contracting Officer's Representative (COR): An individual from the functional activity appointed by the KO and delegated specific authority to monitor contract performance and to perform specific contract administration functions.

2.1.6. Courteous: Behavior marked by polished manners or respect for others.

2.1.7. Fraternize: To associate with prospects, applicants or recruits in a congenial way or on friendly or on close terms.

2.1.8. MEPS/RPS Government Point of Contract (GPOC): A government employee appointed by the COR at each MEPS/RPS to function as a quality/technical representative. This individual has authority to inspect the contractors lodging facility monthly. This individual does NOT have authority to change the terms and condition of the contract.

2.1.9. Military Entrance Processing Station (MEPS): DoD activities responsible for administering aptitude tests, medical examinations, and administrative processing of Armed Forces applicants or other Federal Service applicants.

2.1.10. Officer Candidate: An individual that is processing through the MEPS/RPS to become commissioned in the Armed Services.

2.1.11. Organic Transportation: Transportation by vehicles (that are owned, operated, and insured by the hotel) routinely provided in the hotel’s general course of business.

2.1.12. Quality Assurance: The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.13. Quality Control: All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14. Shipper: An individual that has completed the testing and processing and has signed to enter the military.

Under this contract, they are reporting to be shipped to their basic training location.

2.1.15. Socialize: To participate actively in a social group or with an individual.

2.1.13. Subcontractor: One that enters into a subcontract and assumes some of the obligations of the primary contractor.

2.1.14. Time Zones: All times stated herein, shall refer to the local time at the MEPS/RPS for which services are being procured, unless otherwise stated.

2.1.15. United States Military Entrance Processing Command (USMEPCOM): Major command responsible for administering the operation of MEPS/RPS.

2.1.16. Walk-ins: Applicants that are not projected by the MEPS/RPS and are not listed on the MEPS/RPS daily forms. A walk-in may also be an applicant that was projected but did not arrive until after 8:00 p.m. and was not guaranteed for late arrival.

2.2. ACRONYMS:

AR Army Regulation CAC Common Access Card CDR Contract Discrepancy Report CLIN Contract Line Item Number COR Contracting Officer Representative DA Department of the Army DoD Department of Defense DoDI Department of Defense Instruction FY Fiscal Year GPOC Government Point of Contact KO Contracting Officer IAW In Accordance With MEPS Military Entrance Processing Station NCOIC Noncommissioned Officer in Charge NCR Non-Conformance Report NLT No Later Than POC Point of Contact PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RPS Remote Processing Station RTOP Request for Task Order Proposal

SOP Standard Operating Procedures TE Technical Exhibit USG United States Government USMEPCOM United States Military Entrance Processing Command

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will provide the contractor the necessary daily authorization and receipt vouchers.

3.2. Materials: The government will provide the contractor with a safety and security pamphlet for distribution to applicants.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

MEPS AMS

5. Specific Tasks: The contractor shall provide meals, lodging, and transportation as follows:

5.1. Military Applicant Meals:

5.1.1. Catered meals shall not be provided to military applicants;

5.1.2. Meals shall be prepared and served in a separate area wholly located within the same structure or lodging complex and not at an offsite location, whether or not owned and/or operated by the same company(ies), with tables used for the consumption of meals located in or attached to the hotel so applicants in a manner that does not require and exit the of the hotel or contiguous building structure to access the area;

5.1.3. The restaurant or breakfast area shall comply with state and local health department regulations on food safety and sanitation and maintain the evidence of inspection. Health inspections are periodic check-ins by local officials to be certain a restaurant is running a safe operation for its guests. The restaurant or breakfast area shall maintain an acceptable score based upon the local health department rating system. Some common rating systems encountered are alphabetical (e.g. A, B, C): percentage (e.g. 0 to 100%) or pass/fail. Based upon the rating system used, the minimum must be “A” or “B”; “85% or above” or “pass”, if a pass/fail inspection is used. The food preparation facilities inspection should annotate the score; and

5.1.4. The restaurant or breakfast area shall be capable of accommodating in a single setting the daily average number of applicants and shall have a contingency to seat up to the daily maximum number of applicants stated in the Request for Task Order Proposal (RTOP) Technical Exhibit A MEPS/RPS Historical Data (TE A).

5.1.5. Serve the following meals:

5.1.5.1. Hot Morning Meal: The period allowed for the morning meal shall be no less than 30 minutes. Applicants shall eat their morning meal en-masse (in a body or as a whole) in restaurant or breakfast area. The RTOP TE A will state the required morning mealtime frame;

5.1.5.2. Hot Evening Meal: Applicants shall be provided a meal within 20 minutes of their arrival in the restaurant or breakfast area. The RTOP TE A will state the required evening mealtime frame;

5.1.5.3. Late Arrival Meal: Meal for applicants who arrive after the restaurant or breakfast area has closed shall receive a late meal that consist of, at a minimum, a box lunch consisting of a sandwich, chips, cookie, and drink, or a hot plated meal; and

5.1.5.4. Emergency Afternoon Meal: Not required daily but shall be provided during emergencies and/or when requested by the KO or the COR. The government anticipates the need for approximately 500 emergency meals per year. Meals shall consist of, at a minimum, a box lunch consisting of a sandwich, chips, cookie and drink, or a hot plated meal.

5.2. Military Applicant Lodging:

5.2.1. Lodging facility shall have a minimum of a three-diamond rating on the American Automobile Association (AAA) rating scale. If a lodging facility loses its minimum AAA three-diamond status, contractor shall find a new lodging facility that meets the minimum AAA three-diamond status. The contractor shall not lodge applicants in a non-contract hotel without prior written approval from the KO or COR. The lodging facility shall:

5.2.1.1. Maintain current approved elevator permits, pool permits, and lodging facility inspections; and

5.2.1.2. Not have casinos or availability of any type of gambling on the hotel property.

5.2.2. The contractor shall be responsible for ensuring sufficient rooms are reserved daily to fulfill the requirements of the contract. The Government’s estimated daily average is in RTOP TE A. Of the estimated annual applicant total, less than three (3) percent shall require single room accommodations. The lodging facility shall accommodate at least 70% of the maximum double rooms required. The Contractor shall rotate applicant room blocks at least four

(4) times a year or quarterly;

5.2.3. The MEPS/RPS will provide the contractor the projected applicant processing list(s) by 3:00 p.m. daily, MEPS/RPS local time. Upon receipt of the projection list from the MEPS/RPS, the contractor shall adjust the room block to account for a decrease or potential increase/surge in applicant numbers. During surge periods, the contractor shall adjust its daily room block to account for the potential increase in applicant numbers identified in

RTOP TE A;

5.2.4. All reservations shall automatically cancel at 8:00 p.m. unless the applicant is guaranteed for late arrival;

5.2.5. Provide double occupancy for all applicants with no more than two applicants in a double room with two beds, unless the government specifically requests a single room for an individual;

5.2.6. Provide single rooms for officer candidates. A double room may be assigned to an officer candidate if a single room is not available; the officer candidate shall not share the double room with another applicant;

5.2.7. In case of an emergency, contractor will be allowed to put three individuals in a room, using a roll-away bed or hide a-bed. This situation will be allowed only in an intermittent emergency. It will be monitored and shall not be deemed appropriate for routine use during overflow situations;

5.2.8. Ensure that male and female applicants are not lodged in the same room. Males shall be lodged on separate floors from the females or in separate wings. Ensure that female applicants shall not be lodged at the proposed lodging overflow hotel;

5.2.9. Provide military applicants any accommodations, services, and privileges normally provided to other paying guests. The contractor shall inform each applicant of those miscellaneous services not covered by this contract, such as personal telephone charges, pay-per-view movies, room service, meals in excess of the contract requirements, and other such services available prior to the completion of the applicants stay

5.2.10. Provide wake-up service to all applicants no earlier than 30 minutes prior to start of the hot morning meals;

5.2.11. Provide double set of bath towels, washcloths, hand towels, soap, cloth bathmats and any other amenities such as shampoo, conditioner, lotion, mouthwash, body wash, etc., that is supplied to regular hotel guests;

5.2.12. Hold harmless the government of all liability. The government assumes no liability for any damage caused by applicants; and

5.2.13. Verify Applicant Identity at check in to the hotel and check out of the hotel for departure to the MEPS/RPS.

Verify the identity of applicants by checking the applicant’s acceptable photographic identification card (photo ID).

Acceptable forms of identification are federal or state issued photo IDs only.

5.2.14. Overflow Lodging: Within 30 calendar days of TO award, contractor shall submit for approval its lodging overflow procedures, to include identification of an overflow hotel. The KO will provide a decision of acceptance or non-acceptance within 30 calendar days of receipt from the Contractor’s lodging overflow procedures. Ensure the use of an approved overflow hotel is kept to a minimum. The Contractor shall not lodge applicants in a non-contract hotel without prior written approval of the KO or COR;

5.2.15. Walk-Ins Lodging:

5.2.15.1. Applicants whose names are not reflected on the projected processing list provided by the MEPS/RPS shall be identified as Walk-Ins and processed by the contractor as outlined herein. Applicants that are on the projected processing list but arrives after 8:00 p.m., and that are not guaranteed as a late arrival, shall be processed as Walk- Ins. The RTOP TE A will state the estimated monthly number of applicant walk-ins;

5.2.15.2. Walk-Ins are scheduled from a .mil enterprise email from the recruiting services to the contractor’s liaison.

Each email will contain demographic information for walk-in applicants and an approximate arrival time. Applicants shall not be provided lodging until an email from the recruiting service has been received; and

5.2.15.3. Account for all Walk-In applicants and provide a daily breakout of Walk-In applicants to the MEPS/RPS.

5.2.16. Emergency Lodging:

5.2.16.1. Lodging accommodations may be required on weekends for applicants or shippers;

5.2.16.2. In the event of inclement weather and expected or unexpected natural disasters (i.e. Earth Quakes, Floods, Hurricanes, Ice Storms, Snow Storms etc...);

5.2.16.3. In the event of cancelled flights at origin airports; and

5.2.16.4. In the event of a worldwide pandemic is declared by the World Health Organization. Contractors shall provide lodging facilities for one individual to a bed with no more than one individual to a room (either king or double room). This must be authorized by the KO before implementatio. Lodging Safety and Security:

5.2.17.1. Provide a dedicated contractor liaison(s) onsite at the hotel during all times the applicants are present pursuant to PWS 1.5.8.2;

5.2.17.2. Provide an area solely dedicated for the exclusive use during the applicable time periods to check in military applicants within the hotel facility away from and separated by walls from the public areas, i.e. front lobby and/or primary hotel check in area, so that no ingress and egress is available to the general public. The dedicated applicant check-in area shall be a conjoined and contiguous space at a minimum IAW TE A;

5.2.17.3. Operational Hotel Property Electronic Surveillance Capability: At a minimum provide a security system with recording capability that shall cover all entrances, exits, and the hotel lobby and provide a clear view of all areas dedicated for the sole use by military applicants (i.e. lounge, check-in space). Operational security cameras shall be in the dedicated check-in area/lounge and designated smoking area prior to contract performance;

5.2.17.4. The hotel parking lot shall accommodate at a minimum, the on-loading/off-loading of applicants from a 56-passenger motor coach. The on-loading/off-loading of applicants shall not be conducted on a public street;

5.2.17.5. Guest room entry shall only be through an interior corridor;

5.2.17.6. Guest room windows and/or sliding doors shall be fixed or do not open more than six (6) inches;

5.2.17.7. Guest rooms shall not have a cooking ranges, stovetops, and garbage disposals;

5.2.17.8. Guest rooms shall only be located on floors two (2) through eight (8);

5.2.17.9. Provide security to applicants by monitoring their activity in and around the hotel (security checks/rounds) and during contractor provided transportation;

5.2.17.10. Incidents that require attention but not considered serious under PWS 5.2.17.16. shall be reported to the MEPS/RPS GPOC and the COR by the contractors liaison;

5.2.17.11. A designated smoking area for use by hotel patrons, including military applicants;

5.2.17.12. The contractor shall establish and implement an Emergency Evacuation, Security, Safety, and Fire Prevention Plan that shall remain in effect throughout the performance of this contract. Provide a briefing to each applicant on security and safety procedures, evacuation procedures, hotel/meal/transportation/operation procedures and schedules, amenities, etc. The briefing may be presented individually or in a group setting. The Emergency Evacuation, Security, Safety, and Fire Prevention Plan shall be provided within 30 days of TO award and upon change.

5.2.17.13. The contractor shall ensure that any safety and security issues posing a danger to applicants is immediately corrected;

5.2.17.14. Provide a security pamphlet and the MEPS welcome letter to each applicant upon his/her arrival at the hotel. Security pamphlets will be provided to the contractor by the local MEPS. Contractors will be provided a copy of the approved USMEPCOM Commander’s welcome letter;

5.2.17.15. Signs, banners, marquees, references, etc. that acknowledge affiliation with the MEPS program shall not be placed outside the lodging facility. Indoor signage acknowledging affiliation with MEPS shall be kept to a minimum;

5.2.17.16. Incidents: In case of a serious incident involving the health, safety, or conduct of an applicant, the contractor’s liaison shall notify the COR and or the KO the same business day, or by 7:30 a.m. eastern time, the next business day if the incident occurs after 4:30 p.m. MEPS local time. Serious incidents shall be considered to include, but not be limited to, allegations of criminal conduct, sexual harassment, physical assault or threat, incidents requiring relocation of applicants (i.e. fire, flooding, evacuation etc.) physical injury involving an applicant, regardless of how minor the injury may be; and

5.2.17.17. Provide security for applicants that are lodged in overflow facilities as laid out in this section (5.2.17).

5.3. Military Applicant Transportation:

5.3.1. The contractor shall ensure that all vehicles used in the performance of this contract comply with federal, state and local safety ordinances and regulations. All organic transportation shall meet local and state inspection requirements and maintain automotive insurance at all times;

5.3.2. All vehicles shall be appropriately marked (professional quality) with the transportation provider or hotel name clearly visible. Signs, banners, marquees, references, etc. that acknowledge affiliation with the MEPS program shall not be placed on any vehicle that transports military applicants and/or military shippers;

5.3.3. Ensure all transportation carriers other than hotel organic transportation (including limousines, taxicabs, and commercial bus companies) utilized in the performance of services herein, shall be an authorized DoD Approved Carrier by Defense Travel Management Office (DTMO) at the time of RTOP is submitted, and shall retain approval status throughout the life of task orders. If a transportation company is disapproved, or an approved company loses its approval status at any time during the performance of the contract, the disapproved or unapproved carrier shall not be allowed to continue providing services. The contractor shall, at no additional cost to the government, immediately obtain services from an alternate DoD approved transportation provider on the the most current DTMO agreement. Contractors shall monitor the DTMO website to ensure transportation carriers are still on the most current DTMO approved list. Contractors must demonstrate understanding of DoD Bus Program and DTMO processes.

5.3.4. All vehicles shall be kept neat and clean inside and out; and

5.3.5. All vehicles shall be air conditioned and heated to provide comfortable temperature.

5.3.6. Provide vehicle drivers:

5.3.6.1. Transport vehicles shall be operated by drivers who shall meet all state and local licensing and insurance requirements. Within 30 days of TO award, the contractor shall provide the COR a list of drivers and driver's license numbers for all drivers performing work under the contract to including hotel shuttles, vans, and DoD approved carriers. The contractor shall provide an updated list of drivers to the COR and MEPS/RPS GPOC as changes occur;

and

5.3.6.2. Drivers shall transport applicants/shippers in a safe, legal and courteous manner, rendering the same safety standards and courtesy that would be afforded by any other chartered or public transportation service.

5.3.7. Provide point of entry transportation to incoming applicants:

5.3.7.1. Transportation shall be provided from the commercial bus terminal and the airport identified in the RTOP

TE A.

5.3.7.2. The pick-up of applicants shall not exceed 45 minutes from the time the applicant calls;

5.3.7.3. Approximately three percent of the applicants staying at the lodging facility are expected to require transportation from the commercial bus terminal to the lodging facility; and

5.3.7.4. Approximately three percent of the applicants staying at the lodging facility are expected to require transportation from the airport to the lodging facility.

5.3.8. Provide morning transportation:

5.3.8.1. Applicants shall be transported en-masse (in a body or as a whole) from the contractor’s facility and arrive at the airport within the timeframes identified in RTOP TE A;

5.3.8.2. Applicants shall be transported en-masse (in a body or as a whole) from the contractor’s facility and arrive at the MEPS/RPS location no later than the timeframe stated in the RTOP TE A;

5.3.8.3. The estimated number of projected applicants and or shippers from the contractor’s facility to the MEPS/RPS and or airport will be provided in the RTOP TE A;

5.3.9. Provide evening transportation for applicants from the MEPS/RPS to the lodging facility:

5.3.9.1. Estimated trips daily, afternoon/evening trip times, and passenger count will be identified in RTOP TE A;

5.3.9.2. The contractor will be notified during the day if transportation is not required for that evening. MEPS/RPS personnel will coordinate with the contractor if different pickup times are required.

5.3.10. Provide transportation for applicant medical consultation services:

5.3.10.1. On a daily basis as required by appointment or as otherwise requested by the local MEPS/RPS;

5.3.10.2. Medical transportation is to and from the MEPS/RPS to local medical facilities for appointments;

5.3.10.3. Local medical appointments are scheduled between 8:00 a.m. and 4:00 p.m. local time, Monday through Friday based upon medical facility availability, appointment type and the number of applicants requiring a consultation. Applicants must arrive at least 15 minutes prior to scheduled medical appointment time;

5.3.10.4. Medical appointments are normally scheduled within a 60-mile radius from the local MEPS/RPS. An estimated 90% of medical appointments are known a day in advance of the appointments, however the remaining percentage of appointments are ad hoc and the contractor shall address those appointments as directed by the MEPS/RPS on a case-by-case basis;

5.3.10.5. Provide unscheduled, ad hoc transportation requests within an hour of notification from the MEPS/RPS;

5.3.10.6. Provide MEPS/RPS a point of contact to schedule medical consult transportation services;

5.3.10.7. The shuttle driver shall report to the MEPS/RPS Medical control desk to pick up applicant(s) requiring transportation services;

5.3.10.8. The passenger manifest shall organize the transportation by appointment location, appointment type, and number of applicants by branch of applicant service. Maintain positive applicant accountability and provide upon request from MEPS/RPS the exact location of each applicant that has been provided transportation. Under no circumstances shall any applicant be left at a medical facility without transportation back to the MEPS/RPS station;

5.3.10.9. Maintain the ability to conduct more than one simultaneous trip as required by appointment type, location of appointment and number of appointments that day;

5.3.10.10. The RTOP TE A will provide the estimated number of trips per day and passenger counts between the MEPS/RPS and various consult appointments; and

5.3.10.12. Historical medical data depicting the estimated number of medical consults for a 12-month period is provided at TE A. Historical data is based on the best information currently available to the government. This historical data is provided for information purposes only to reflect the variations in requirements throughout the year by location and may not reflect actual requirements. During peak processing times, the actual number of applicants requiring service may exceed the estimates stated.

5.3.11. Emergency Transportation:

5.3.11.1. Provide transportation for shippers that are stranded at the origin airport due to cancelled flights;

5.3.11.2. Provide transportation for shippers back to the airport once the shipper’s flight has been re-scheduled;

5.3.11.3. Provide transportation for applicants from the MEPS/RPS to the contract lodging facility in the event of inclement weather and other acts of Mother Nature;

5.3.11.4. Provide transportation for applicants from the MEPS/RPS to the contract lodging facility due to unforeseen facility issues at the MEPS/RPS (i.e. Floods, power outages, etc…);

5.3.11.5. Provide transportation for applicants from the MEPS/RPS to the contract lodging facility due to security risks at either the MEPS/RPS or local area; and

5.3.11.6. Applicants shall be picked up within 45 minutes of notification by the KO, COR, or MEPS/RPS GPOC.

5.4. Invoice processing:

5.4.1. Submit a monthly detailed invoice to the COR and MEPS/RPS GPOC no later than the third workday of the month following the month in which services were provided;

5.4.2. Detailed monthly invoices by service code;

5.4.3. Ensure invoices are marked “Pre” or “Post” to ensure the correct funding line of accounting is applied;

5.4.3.1. “Pre” is any applicant that is going through the enlistment process at the MEPS/RPS, this shall be marked on USMEPCOM Form 727-E;

5.4.3.2. “Post” is an applicant that is going to ship to any recruit training center, this shall be marked on USMEPCOM Form 727-E;

5.4.4. A sample invoice is provided at Attachment 1. Contractors may use a form of their choosing provided all required information is included;

5.4.5. Provide a separate invoice for medical consult transportation services; and

5.4.6. Problems encountered with contract payments shall be directed to the KO.

5.5. Meals and Lodging Vouchers. The contractor shall:

5.5.1. Perform administrative functions to account for meals and lodging services provided to MEPS/RPS applicants;

5.5.2. Necessary forms and instructions will be made available to the contractor by the COR (daily processing list) for the purpose of reserving that night’s rooms;

5.5.3. Return the following forms to the local MEPS/RPS no later than noon the following day:

5.5.4. Completed copy of the Lodging Authorization and Receipt Voucher, USMEPCOM FORM 727-E, DEC 2004.

(See Attachment 2);

5.5.5. Completed copy of the Applicant Meal/Lodging Authorization and Receipt Voucher for late arrival add-ons, USMEPCOM FORM 728-E, DEC 2004. (See Attachment 3); and

5.5.6. Completed copy of the Daily Invoice Lodging/Meal Services, USMEPCOM FORM 729-E, DEC 2004. (See Attachment 4).

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures.

USMEPCOM Regulation 715-4, Procurement Applicant Meals and Lodging Program, dated March 30, 2020

PART 7

ATTACHMENT/TECHNICAL EXHIBIT (TE) LISTING

Attachment/TE List:

7.1. TE A – MEPS/RPS Historical Data

7.2. TE B – Deliverables

7.3. TE C – Performance Requirements Summary (PRS)

7.4. Attachment 1 - Sample Invoice for MEPS Applicant Management Services

7.5. Attachment 2 – USMEPCOM 727

7.6. Attachment 3 – USMEPCOM 728

7.7. Attachment 4 – USMEPCOM 729

7.8. Attachment 5 – Sample RTOP TE A

TE A

MEPS/RPS Historical Data

The information contained in this chart is based on annual (12 months) historical data. It is furnished for the sole purpose of providing an overview of the magnitude of this contract. It in no way guarantees future performance. The historical data being provided with each RTOP will be updated with the most current annual data. The RTOP will provide the specific estimated monthly applicant MEPS/RPS lodging data, medical consult data, and specific locations for the MEPS/RPS, bus terminal, and airport with specific meal timeframes.

Location

PWS

1.5.5.7.

CAC

Access

Estimated Annual Applicant Quantity

Total Estimated

Annual Applicant Quantity

Daily Average

Applicant Quantity

Daily Maximum Applicant Quantity

PWS

5.3.10.12.

Total Estimated

Annual Applicant Medical Consults

Size Category

PWS

5.2.17.2.

Size of

Dedicated Check-In

Area SQ FT Regular Walk-in

Albany No 4,641 152 4,793 18 120 229 Small 500 Albuquerque No 3,351 176 3,527 13 30 274 Small 500

Amarillo No 2,694 165 2,859 11 45 147 Small 500

Anchorage No 748 (S) 115 (S) 863 (S)

8 50 91 Small 500 1,114 (W) 317 (W) 1,442 (W)

Atlanta Yes 16,505 1,217 17,722 67 250 94 Mega 1,250 Baltimore Yes 12,404 753 13,157 50 200 2102 Large 1,000 Beckley No 3,113 276 3,389 12 30 184 Small 500

Boise No 3,896 131 4,027 15 75 182 Small 500 Boston No 5,852 265 6,117 22 60 525 Medium 750 Buffalo Yes 3,928 100 4,028 16 50 211 Small 500 Butte No 3,048 61 3,109 12 60 122 Small 500

Charlotte No 8,955 608 9,563 36 100 355 Medium 750 Chicago No 12,224 849 13,073 46 150 858 Large 1,000

Cleveland No 8,453 583 9,036 32 125 436 Medium 750 Columbus No 10,905 793 11,698 41 110 678 Medium 750

Dallas No 19,272 1,476 20,748 79 50 1443 Mega 1,250 Denver No 9,798 1,474 11,272 37 150 606 Medium 750

Des Moines Yes 4,146 357 4,503 16 100 169 Small 500 Detroit No 6,006 802 6,808 23 100 391 Medium 750 El Paso Yes 3,183 63 3,246 12 50 249 Small 500 Fargo No 1,356 153 1,509 5 35 125 Small 500

Fort Dix Yes 8,414 206 8,620 32 150 842 Medium 750 Fort Jackson Yes 12,440 898 13,338 47 100 515 Large 1,000

Fort Lee Yes 14,455 1,275 15,730 55 120 889 Large 1,000 Harrisburg No 10,521 575 11,096 42 125 421 Medium 750 Honolulu Yes 2,977 337 3,314 11 50 129 Small 500 Houston No 15,193 546 15,739 60 140 846 Mega 1,250

Indianapolis No 10,133 544 10,677 38 80 412 Large 1,000 Jackson No 3,899 92 3,991 15 80 319 Small 500

Jacksonville No 17,629 2,332 19,961 51 200 615 Large 1,000 Kansas City No 8,885 490 9,375 34 100 647 Medium 750

Knoxville No 7,627 210 7,837 30 60 376 Medium 750 Lansing No 6,101 409 6,510 25 100 451 Medium 750

Las Vegas No 2,195 195 2,390 9 50 367 Small 500 Little Rock No 4,265 222 4,487 17 100 327 Small 500

Los Angeles No 23,938 2,918 26,856 91 250 1030 Mega 1,250 Louisville No 6,950 316 7,266 27 100 678 Medium 750 Memphis No 4,586 359 4,945 17 75 567 Small 500

Miami No 9,598 1,200 10,798 41 110 540 Medium 750 Milwaukee No 8,285 584 8,869 31 100 534 Medium 750

Minneapolis No 7,033 718 7,751 27 120 622 Medium 750 Montgomery Yes 13,418 1,561 14,979 51 200 677 Large 1,000

Nashville No 6,239 635 6,874 24 150 469 Medium 750 New Orleans Yes 8,691 536 9,227 35 100 496 Medium 750

New York Yes 20,964 2,104 23,068 87 150 1390 Mega 1,250 Oklahoma City No 9,385 498 9,883 38 80 381 Medium 750

Omaha No 3,565 229 3,794 14 100 193 Small 500 Phoenix No 11,432 1,411 12,843 43 175 787 Large 1,000

Pittsburgh No 4,375 219 4,594 18 100 272 Medium 750 Portland, ME No 5,382 115 5,497 20 100 255 Small 500 Portland, OR No 9,598 294 9,892 36 125 171 Medium 750

Raleigh No 11,292 867 12,159 43 150 461 Large 1,000 Riverside No 4,896 48 4,944 19 50 0 Small 500

Sacramento No 14,543 1,002 15,545 55 200 828 Large 1,000 Salt Lake City No 5,422 506 5,928 21 120 318 Medium 750 San Antonio Yes 16,812 2,322 19,134 38 200 202 Mega 1,250 San Diego No 18,029 1,083 19,112 68 200 1073 Mega 1,250 San Jose No 9,164 718 9,882 35 150 734 Large 1,000 San Juan No 8,406 687 9,093 35 75 505 Small 500 Seattle No 7,643 281 7,924 30 125 427 Medium 750

Shreveport No 4,972 261 5,233 19 75 296 Small 500 Sioux Falls No 1,949 47 1,996 7 40 133 Small 500

Spokane No 3,686 227 3,913 14 100 284 Small 500 Springfield Yes 6,568 315 6,883 26 100 369 Medium 750

St Louis No 11,341 756 12,097 46 130 470 Large 1,000 Syracuse Yes 4,220 117 4,337 16 75 183 Small 500 Tampa No 16,305 608 16,913 64 150 984 Mega 1,250

TE B

DELIVERABLES

Specific

Task Paragraph

Required Title Format Date Frequency Number of Copies

Distribution

PWS

1.5.1.

Quality Control Plan Written

Within 30 days after

MATOC

award

Initially and Upon change 1 KO (1)

PWS

1.5.5.2.

AT Level I Awareness Training

Certificate of

Completion

Within 30 days of TO award

Initially, Upon Change, and

Annually

MEPS/RPS

GPOC (1)

COR (1)

PWS

1.5.5.3. iWATCH Training Written

Verification

Within 30 days of TO award

Initially and Upon Change 2

MEPS/RPS

GPOC (1)

COR (1)

PWS

1.5.5.4. OPSEC Training

Certificate of

Completion

Within 30 days of TO award

Initially, Upon Change, and

Annually

MEPS/RPS

GPOC (1)

COR (1)

PWS

1.5.5.5.

Employee Background

Checks

Written Verification

Within 30 days of TO award

Initially, Upon Change, and

Annually

MEPS/RPS

GPOC (1)

COR (1)

PWS

1.5.8.1.

Contract Manager and Alternate Written

Within 30 days after

MATOC

award

Initially and Upon change 2 KO (1)

COR (1)

PWS

1.5.8.2. On-Site Liaison Written

Within 30 days of TO award

Initially and Upon change 2

MEPS/RPS

KO

GPOC (1)

COR (1)

PWS 5.2.14. Lodging Overflow Written Within 30 days of TO award

Initially and Upon change 2

MEPS/RPS

KO

GPOC (1)

COR (1)

PWS

5.2.17.12.

Emergency Evacuation, Security, Safety, and Fire

Prevention Plan

Written Within 30 days of TO award

Initially and Upon change 2

MEPS/RPS

GPOC (1)

COR (1)

PWS

5.3.6.1. List of Drivers Written

Within 30 days of TO award

Initially and Upon change 2

MEPS/RPS

GPOC (1)

COR (1)

TE C

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Performance Standard Performance Threshold Incentive/Disincentive

PWS 1.5.8.2.

On-Site Liaison

Dedicated liaison(s) onsite

Contractors shall ensure they have a dedicated liaison onsite at all times when applicants are present in the lodging facility.

Trends of less than acceptable performance may be used in the annual CPARS rating pursuant to

FAR 42.15.

PWS 5.1.

Military Applicant Meals

Shall comply with state and local health department regulations.

Maintain the evidence of inspection.

Not less than a passing score for the health authority for a given local.

Trends of less than acceptable performance may be used in the annual CPARS rating pursuant to

FAR 42.15.

PWS 5.2.

Military Applicant

Lodging

Sufficient rooms are reserved daily pursuant to the RTOP.

Contractors shall ensure sufficient rooms are reserved daily to lodge all applicants that are projected.

Trends of less than acceptable performance may be used in the annual CPARS rating pursuant to

FAR 42.15.

PWS 5.3.

Military Applicant

Transportation

DoD Approved Carrier by Defense Travel

Management Office

(DTMO)

Contractors will have one day to get a new DoD Approved Carrier to transport applicants.

Trends of less than acceptable performance may be used in the annual CPARS rating pursuant to

FAR 42.15.