IA02_PERFORMANCE WORK STATEMENT_ESSC_14 SEP 26_Final (002).pdf

PERFORMANCE WORK STATEMENT

For

EDUCATION SUPPORT SERVICES CONTRACT

Part 1

GENERA L INFORMATION

1.1 INTRODUCTION

This Performance Work Statement (PWS) describes the non-personal educational administrative support services required by Army Continuing Education Division (ACED) under the Adjutant General Directorate (TAGD), U.S. Army

Human Resources Command (HRC). The contractor shall deliver services in accordance with (IAW) the terms, conditions, and performance requirements of this contract.

The contractor shall provide advisory and analytical support to government personnel. Key support activities include:

• Researching and summarizing applicable regulations, laws, and records for government review.

• Assisting in the development of recommendations for government approval.

• Drafting official responses, correspondence, and dispositions for government review and finalization.

• Preparing information for release by authorized government personnel to designated agencies or claimants.

Contractor personnel are not subject to government supervision and shall be accountable solely to the contractor, who is responsible for contract performance.

Workload fluctuations may occur. Any significant increases or decreases will be negotiated with the Contracting Officer

(KO). Historical workload data is provided in technical exhibit 3 (TE 3).

1.1.1 Army Continuing Education Division (ACED) is a subordinate unit of The Adjutant General Directorate (TAGD), US Army Human Resources Command (HRC). ACED provides academic policy, governance, and innovation to enable the Army's academic enterprise to train and educate agile and adaptive Soldiers, leaders, and the Army Civilian Corps to achieve cognitive overmatch to win the complex operational environment.

1.1.2 ACED’s mission is to promote lifelong learning, strengthen mission readiness and build resiliency through relevant education programs and services in support of the Warfighter and Total Army Family. ACED is the proponent of an integrated system of adult education programs and services, as defined and described in Army Regulation (AR) 621-5, dated 19 March 2026.

1.2 WORK OVERVIEW

1.2.1 Scope of Work. The contractor shall provide all planning, programming, management, supervision, administration, and quality control necessary to meet the performance outcomes identified in Part 5 of this PWS.

The contractor shall:

• Perform all work IAW federal, state, and local laws; DoD/Army regulations; and policies listed in Section 6.

• Meet all performance outcomes and tolerances described in this PWS, the Performance Requirements Summary

(PRS) in, Technical Exhibit (TE) 1, and referenced documents.

• Maintain complete records, files, and libraries and documentation necessary to support work requirements.

• Prepare and submit all deliverables per Technical Exhibit 2.

1.2.2 Place of Performance.

Work shall be performed at:

199 6th Avenue, Building 1109B, Fort Knox, KY 40121.

Workforce distribution requirements:

• The contractor shall have 50% onsite, including the Program Manager (PM) (1.5.6.1), Alternate Program

Manager (APM) (1.5.6.2) and personnel supporting ACED Office Operations (PWS 5.3).

• 50% telework on a recurring basis.

• Up to 100% telework may be authorized by the KO during events such as adverse weather or emergencies, with the KO providing written duration and conditions.

1.3 INTERFACE

1.3.1 Other Contractors. Multiple contractors may operate within overlapping mission areas. The government will facilitate initial contact; thereafter, the contractor is responsible for all coordination necessary to ensure seamless performance.

1.3.2 Disputes with Customers or Other Government Contractors. The contractor shall document and notify the KO and COR of unresolved disputes in receiving support from or providing support to customers or other contractors no later than (NLT) two hours from time of dispute. The contractor shall provide written notice of dispute resolution(s) to the KO NLT two business days after resolution.

1.3.3 The contractor shall copy the COR in all correspondence with the KO so that they can maintain program situational awareness and ensure contract continuity.

1.4 PERFORMANCE

1.4.1 Quality Control. The Contractor shall be responsible for the quality of all products and services provided under this contract, including those provided by subcontractors. The Contractor shall develop, implement, and maintain a comprehensive QCP to ensure performance meets all requirements and standards set forth in the Performance

Requirements Summary (PRS) and Technical Exhibit 1 (TE 1). At a minimum, the QCP shall: (1) address all functional areas identified in the PRS; (2) include performance metrics, inspections, and preventive measures; (3) establish procedures to identify, prevent, correct, and preclude recurrence of deficient performance; (4) include contractor-proposed lower-level quality control metrics to monitor progress toward all performance objectives and standards; (5) describe the methods used to ensure compliance with contract requirements, specifications, and applicable industry standards; and (6) emphasize continuous quality improvement, with primary focus on deficiency prevention rather than deficiency detection.

The Contractor shall correct deficient performance in a timely manner and continuously improve its quality control processes to prevent repeated unsatisfactory performance within any functional area. The QCP shall be structured so that each functional element may be extracted and used as a stand-alone quality control document. Provide initial draft NLT

15 days after award and final draft NLT 30 days after award via email to KO and COR.

1.4.2 Quality Control Files. The contractor shall maintain a file of all inspections or tests conducted by the contractor, to include any corrective actions taken in accordance with Federal Acquisition Regulation (FAR) part 46.102 and 46.105.

Provide NLT five business days before completion or termination of the contract via email to KO and COR.

1.4.3 Government Quality Assurance. The government will conduct surveillance IAW the Quality Assurance

Surveillance Plan (QASP). This plan is primarily focused on what the government will do to ensure that the contractor has performed IAW the performance standards set forth in the PRS. The KO and COR will inspect for compliance with contract terms throughout the contract period. The government will monitor the contractor's performance under this contract by performing checks that may include a combination of random sampling, planned sampling, scheduled inspections, incidental inspections, and validated customer complaints.

1.4.4 Inspection Reports. The government will record surveillance inspections. When the contractor's performance is unsatisfactory, the government may issue a Contract Discrepancy Report (CDR). The contractor shall reply in writing

NLT ten business days from the date of the CDR, giving reasons for unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.4.5 Participation in Government Quality Assurance. In addition to performing contractor quality control, the contractor shall participate in government quality assurance programs as defined in the functional areas of this contract and as required by the KO.

1.5 STAFFING

1.5.1 Definition of Contractor Employees. For this acquisition, the term "contractor employee(s)" used throughout this contract applies to all contractor employees performing work in support of this procurement.

1.5.2 Personnel performing under this contract shall be employees of the contractor and not the government.

1.5.3 The contractor shall provide trained employees who are able to work independently within the specified period of performance. Employees shall have working knowledge of the Department of Defense/War and other education programs and services, government acronyms, and unique military procedures. They shall have capability to research records and communicate the findings both orally and in writing. Proficiency in MS Office, Adobe Acrobat/Pro and other general office-related software is required. Knowledge of office computer skills is required for all contractor positions supporting this requirement. No special certifications are required.

1.5.4 Contractor employees shall be trained, qualified, certified, or licensed as required in this contract prior to starting work. Except for mandatory training identified in PWS paragraph 1.6.8.3, the government will not provide initial skills training to contractor employees. The contractor shall maintain records of training qualifications, certifications, and licenses. The contractor should maintain the workforce in such a manner as to ensure that employees remain fully qualified to perform work assigned.

1.5.5 The contractor employees shall have the ability to understand military rank structures, personnel classification testing, and military acronyms. They shall be able to analyze, research, and interpret Army regulations and policies.

Contractor employees shall possess a moderate level of logical reasoning with the ability to articulate their thoughts both verbally and in writing.

1.5.6 Program Manager / Alternate Program Manager.

1.5.6.1 Program Manager (PM). The contractor shall provide a PM who shall be responsible for the performance of the work, task order compliance, and quality control. The PM is responsible for the planning and execution of all activities related to the contract. The PM shall ensure that all personnel assigned to a task meet government qualification standards and receive necessary training. The PM shall review all deliverables prior to their submission for acceptance.

The PM shall possess experience in managing large-scale government projects and be familiar with government policies and procedures. The PM shall have knowledge of military personnel automation systems and be able to work in a digital environment. The PM shall possess good analytical skills, time management, and be an independent thinker. Proficiency in MS Office is required. The PM shall be a self-starter and be an analytical thinker. The PM shall be employed by the prime contractor. The Alternate Program Manager (APM), in the absence of the PM, shall have full authority to act for the contractor on all contractual matters relating to daily operation of this contract. This authority shall extend to any subcontractor employed by the prime contractor in support of this contract. The PM’s authority is limited to the management of contractor personnel and operations. The PM is not authorized to negotiate on behalf of the government, approve government personnel actions, or obligate government funds. The PM name shall be submitted as part of the contractor’s technical proposal and NLT 15 calendar days before any change via email to KO and COR.

1.5.6.1.1 The Program Manager shall have six to eight years of experience in education and training and a bachelor’s degree in education services or business administration/management, Workforce Development or related field from an accredited college is required; or a master’s degree from an accredited college, and minimum of six years’ experience in training and administration experience, and project management in the “customer related” service field.

1.5.6.1.1.1 Prior military experience or experience with the Army military education programs (e.g., ArmyIgnitED, credentialing, Joint Services Transcript (JST), Army Personnel Testing (APT), and familiarity with government logistic procedures is preferred.

1.5.6.1.1.2 The PM is considered essential to the performance of this contract. The name and qualifications shall be provided to the KO and COR within 5 business days of award. Submit notification of PM change/replacement along with name and qualifications of replacement(s) to the KO and COR NLT 15 calendar days before change, or immediately within 24 hours of learning of an unexpected vacancy. Replacements shall meet or exceed qualification standards set in this PWS.

1.5.6.2 Alternate Program Manager (APM). The contractor shall provide an APM who shall be responsible for the performance of the PM’s tasks in their absence. The APM shall possess experience in managing large-scale government projects and be familiar with government policies and procedures. The APM shall have knowledge of military personnel automation systems and be able to work in a digital environment. The APM shall possess good analytical skills, time management, and be an independent thinker. Proficiency in MS Office is required. The APM shall be a self-starter and be an analytical thinker. The government recommends that the APM be an employee of the prime contractor; however, in the event he/she is not, the individual shall still have the same authority as the PM during his/her absence (e.g., leave, medical). The APM, in the absence of the PM, shall have all the authority of the PM, and shall be able to act for the contractor when the designated program manager is absent. The APM name shall be submitted NLT five business days before end of phase-in period and NLT 15 calendar days before any change via email to KO and COR.

1.5.6.2.1 The Alternate Program Manager shall have a Bachelor’s degree in education, business administration/management, workforce development or related field from an accredited college and three to five years of experience in education and training; OR a Master’s degree from an accredited college and a minimum of four years of experience in training and administration and project management in the “customer related” service field.

1.5.6.2.2 Prior military experience or experience with the Army military education program (e.g., ArmyIgnitED, credentialing, JST, APT), and familiarity with government logistic procedures is preferred.

1.5.6.2.3 The name and qualifications of the APM shall be provided to the KO and COR via e-mail NLT five business days before end of Phase-In period and the beginning of the contract full performance. Submit notification of APM change/replacement along with name and qualifications of replacement(s) to the KO and COR NLT 15 calendar days before change. Replacements shall meet or exceed qualification standards set in this PWS.

1.5.6.3 Contractor shall provide one Financial Analyst (team lead) for tuition management team support to include tuition assistance refund (PWS Paragraph 5.6). The Financial Analyst (team lead) shall possess a minimum of an associate’s degree or 60 semester hours, as well as two years of experience that has equipped the person with the knowledge, skills and abilities to perform the task.

1.5.7 Guidance on Contractor Employees used to support this contract

1.5.7.1 Language. The contractor shall employ only persons able to speak, read, write, and understand fluently English for those positions interacting with government and other personnel in performance of this contract, or where English is used or essential to provide the product, record, data, information, or service.

1.5.7.2 Contracting Officer's Representative (COR). The COR will be appointed by the KO by separate letter. The COR will monitor all technical aspects of this contract and assist in contract administration. A letter of appointment issued to the

COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost/price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.8 Contracting Officer’s (KO’s) Authority. The KO is the only person authorized to direct changes in any requirements under this contract and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. If the contractor affects any change in the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk of the contractor.

1.6 ADMINISTRATION

1.6.1 Federal Holidays. All government offices will be closed, except for minimum essential personnel required for in-house operations, during federal holidays. Except as otherwise specified, the contractor shall not schedule routine work on Federal holidays. The following are legal federal holidays:

New Year’s Day 1 January (or observed)

Martin Luther King (MLK) Jr.’s Birthday 3rd Monday of January

Presidents’ Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19th of June (or observed)

Independence Day 4 July (or observed)

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11 November (or observed)

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December (or observed)

NOTE: The Department of Labor (DoL) Service Contract Act (SCA) wage determinations applicable to this procurement may require other holidays in addition to the above-mentioned observances. The contractor shall be responsible for complying with all wage determination requirements and other appropriate/applicable DoL laws and regulations.

1.6.2 Core Hours. The contractor shall be responsible for conducting business between the hours of 7:30 am and 4:00 pm (Eastern Time), Monday through Friday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. Any variance in operating hours will be approved by the KO. The contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. When hiring personnel, the contractor shall account for stability and continuity of the workforce. Specific allowances may be made to accommodate situations to adjust operating hours in the event of adverse weather or other situations that risk personal safety and cause installation closure.

1.6.3 Installation Closures. Announcements of installation closures will be made in the following manner: during normal and non-duty hours, notification will be given through the COR.. The contractor shall follow the same guidelines as the government under delays or closures.

1.6.4 Training Holidays. Installation commands have historically granted military personnel (enlisted and officers) training holidays (e.g., the Friday after Thanksgiving) in addition to the eleven federal holidays listed above. Training holidays are not considered a day of excused absence for the contractor.

1.6.5 Contractor Identification.

1.6.5.1 Identification of Contract Employees. All contractor personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or government employees that they are government officials.

1.6.5.2 Contractor Generated Products. The contractor shall ensure that all documents or reports produced by contractor employees are suitably marked as contractor products or that contractor participation is appropriately disclosed. All documents shall clearly contain the contractor’s company name, date the document was created, full name of the contractor employee(s) creating the document, and a contractor Point of Contact (POC) with contact information (phone number and e-mail) in the event there are questions regarding the document. The contractor shall insert the following statement at the header of all contractor-generated documents: “The information contained in this document was generated by “contractor name” for use by the U.S. Government.”

1.6.5.3 Contractor/Subcontractor Identification (ID) Badge. The contractor shall furnish a numbered ID badge to all employees providing direct service to the government under this contract. The ID shall at a minimum contain the employee’s name, their picture, the contractor/subcontractor company information, functional area of assignment

(Division/Branch), contract title, office number, and badge expiration date (not to exceed end of final option period). The contractor shall furnish all contractor ID badges NLT first business day of contract employee performance in support of this contract.

1.6.5.4 Display of Contractor/Subcontractor ID Badge. Contractor/subcontractor personnel shall always wear this ID badge in a visible area during performance of this contract and shall be clearly visible from at least eight feet distance.

Contractor personnel should always wear the company issued badge above the waist of their clothing when performing work under this contract. Preferably, contractor/subcontractor personnel on duty shall always wear their ID badge on the upper front quadrant of the outer garment when at work, during performance of this contract. Badges should not be hidden under clothing or in a pocket and should always be displayed while on the military installation. If wearing the ID badge in the designated location should constitute a safety hazard, the contractor should designate an alternate location for display of the ID badge for the employee affected.

1.6.5.5 Answering Telephones. At all times when answering government phones or calling customers, claimants, or supporting agencies, contractor personnel should identify themselves as contractor employees (for example, John or

Jane Doe, ABC Corp).

1.6.6 Command Interest. The contractor shall notify the KO and COR immediately on matters within the scope of this contract which impact the installation, government funds, or satisfactory performance of this contract and follow up in writing via e-mail NLT one business day after the discovery of the matter.

1.6.7 Security Guidance.

1.6.7.1 Security Requirements.

1.6.7.1.1 The contractor shall anticipate working with DoD Information Technology (IT) systems that require strict adherence to the DoD security investigation policies in effect at the time an employee is assigned to work on the contract. Failure to safeguard any sensitive information which may involve the contractor or the contractor’s personnel, or to which they may have access, may subject the contractor and/or the contractor’s employees to criminal liability.

Provisions of the Privacy Act apply to all records and reports maintained by the contractor.

1.6.7.1.2 Defense Federal Acquisition Regulation Supplement (DFARS) Compliance. Contractor shall comply with

DFARS 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting. Contractors are required to implement applicable security controls listed in National Institute of Standards and Technology (NIST)

Special Publication (SP) 800-171, "Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations" to safeguard covered defense information that is processed or stored on their internal information system or network. Contractor is required to provide "adequate security" (as defined by DFARS 252.204-7012) for covered defense information that is processed, stored, or transmitted on the contractor's internal information system or network.

1.6.7.1.3 The contractor shall comply with all installation security requirements and requirements specified herein.

1.6.7.1.4 Prior to a new employee contractor in-processing with ACED, Ft Knox, KY, the contractor shall submit a visit request through the installation’s approved security process, or submit a Visit Authorization Letter (VAL) to the COR and the installation Security Office, NLT seven business days prior to arrival or report date.. Requests submitted shall include the supported contract number. The VAL should be used to validate background investigations to ensure compliance with minimum computer access requirements (AR 25-2). Personnel reporting into ACED shall be vetted which includes possessing the minimum investigation, entrance into Contractor Verification System (CVS), and possession of a contractor’s CAC. The VAL shall be on the contractor’s organizational letterhead and include the following information:

1.6.7.1.4.1 CAGE Code

1.6.7.1.4.2 Contract # being supported

1.6.7.1.4.3 Employee Full Name, social security number (SSN), DOB, and POB

1.6.7.1.4.4 Type Investigation and date (Submitted/Open/Closed)

1.6.7.1.4.5 Date Central Clearance Facility (CCF) Adjudicated or interim clearance granted

1.6.7.1.4.6 Name of ACED government point of contact

1.6.7.1.4.7 Name of COR and Contact Information (phone and e-mail)

1.6.7.1.4.8 Start and end date of visit

1.6.7.1.4.9 If subcontracted, identify primary contracted organization and CAGE code

1.6.7.2 Access to Personally Identifiable Information (PII) and Protected Health Information (PHI). If the contractor has access to this information, provisions of the Privacy Act apply to all records and reports maintained by the contractor

IAW Health Insurance Portability and Accountability Act (HIPAA) of 1996, PII, PHI, and AR 25-2. The contractor shall safeguard information of a confidential or sensitive nature, also known as PII and PHI. In addition, unless otherwise authorized by the government, the contractor shall limit access to PII and PHI to those employees and subcontractors who require the information to perform their official duties under this contract. The contractor shall comply with the Privacy

Act and all applicable agency regulations on individual privacy, to include:

1.6.7.2.1 Data Breach Response and Notification: The contractor shall adhere to the reporting and response requirements for PII set forth in Memorandum, Office of the Secretary of Defense, Subject: Safeguarding Against and

Responding to the Breach of Personally Identifiable Information (PII), June 5, 2009, ALARCT 050/2009, DoD 5400.11-

R, and any amendments. The contractor or its subcontractor(s) shall immediately notify the KO, COR and ACOR upon discovery that a suspected or actual breach of PII has occurred. The notification shall include, to the greatest extent possible, the identification of everyone whose PII has been or possibly has been breached. In addition, the contractor or its subcontractor shall provide the KO, COR and ACOR with any other available information that must be included in required breach reporting and notifications. The contractor shall provide this information at the time of the initial notification to the government or promptly thereafter as information becomes available. The government will determine whether a breach of PII has occurred, and whether breach notification to affected individuals is required.

1.6.7.3 Background Security Checks.

1.6.7.3.1 Contractor personnel supporting this contract shall have a favorable Federal Bureau of Investigation (FBI) fingerprint card check and initiate a National Agency Check with Inquiries (NACI) or equivalent investigation (as determined by the government) before access to government systems can be granted and shall maintain the level of security required for the life of the contract. U.S. citizens may be granted access to Real-time Automated Personnel

Identification System (RAPIDS) if the security investigation has been initiated through OPM IAW DoD Regulation

5200.2-R. Contractors assuming the role of a Site Security Manager (SSM)/Alternate Site Security Manager (ASSM) shall have a NACI completed and adjudicated with favorable results. The contractor is responsible for ensuring their employees maintain a current NACI for the life of this contract.

1.6.7.3.2 The contractor is responsible for scheduling and managing their personnel through the NACI process. In addition, the contractor is responsible for notifying the COR and KO if it encounters difficulties with the NACI process that will prevent it from completing the process

1.6.7.4 Government Equipment and Facilities Security. The contractor shall safeguard all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials under the contractor’s responsibility shall be secured. The contractor shall return all government furnished items (GFIs) to the COR upon request, at the end of the contract period of performance, and in the event of a contract termination. Contract employees shall sign an inventory hand receipt with all issued GFIs listed.

1.6.7.5 Key Control.

1.6.7.5.1 All references to keys include key cards.

1.6.7.5.2 If the contractor believes performance under the contract necessitates that keys or key controls be issued to contract employees, the contractor shall submit a request through the COR and ACED Associate Director to the KO justifying why the access is necessary. The contractor shall establish and implement methods to make sure all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized personnel.

The contractors shall develop a key control plan to ensure keys issued to the contractor by the government are not lost, misplaced, or used by unauthorized people. Responsibilities and procedures shall be as specified in AR 190-13, AR 190-

51, and FM 3-19-30. The contractor shall maintain records as required by AR 190-51 to ensure accountability of keys.

The procedure shall cover all subcontractors employed by the contractor to support the contractor. Finally, procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas, employees leaving employment with the contractor, or as a clearing procedure at the end of the contract. The key control plan shall be incorporated into the Contractor Consolidated Plan referenced in PWS paragraph 5.9.

1.6.7.5.3 Key Inventories. The contractor shall conduct key inventories IAW the approved key control plan at the installation site. The contractor shall coordinate with the COR for the key control process. The contractor shall make key inventory records available for review by the KO and/or COR upon request.

1.6.7.5.4 The contractor shall provide the Government access to any Government-owned property that is in the contractor’s possession or under the contractor’s control.

1.6.7.5.5 Key Duplication. Keys issued to the contractor by the government will not be duplicated.

1.6.7.5.6 Master and File Keys. Building numbers or room numbers shall not be placed on master and file keys. Keys shall be coded to identify buildings or room numbers. Keys to areas where fire alarms, panels, and extinguishing systems are located shall be provided to the fire department. Keys shall not be checked out to anyone other than authorized personnel unless approved by the KO.

1.6.7.5.7 Unauthorized Users. The contractor shall prohibit the use of government issued keys/key cards by any personnel other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of personnel other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.6.7.5.8 Lost Keys. If the access key/key card is not collected and/or the access media is lost, stolen or damaged

(needing replacement) the contractor shall notify the COR, KO and affected government installation OPSEC officer NLT

24 hours after detecting the issue and inform them of the circumstances surrounding the issue and their planned corrective action. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the government (at its option) may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the government, the contractor is responsible for the total expense of re-keying or the replacement of the lock or locks. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the government and then the contractor is responsible for the total expense of the replacement.

1.6.7.6 Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized personnel. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. The contractor should ensure lock combinations are changed when personnel having access to the combinations no longer require such access. These procedures shall be included in the contractor’s QCP.

1.6.7.7 Installation / Facility Access and General Protection. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractor’s employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor workforce shall comply with all personal identity verification requirements as directed by DOD/DOW, 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.

1.6.7.8 Unauthorized Users. The contractor shall prohibit the opening of locked areas by contractors to permit entrance of people other than contractors engaged in the performance of assigned work in those areas or personnel authorized entrance by the Agency. If it is found that contractors have been misusing keys to gain entrance to the work area during non-duty hours, holidays, or weekends and there is no written requirement for access during nonstandard working hours, this will be considered an abuse of government property security. The contractor shall establish and implement methods of ensuring all lock combinations are not revealed to unauthorized people. The contractor shall prohibit the use of government issued keys / key cards by any persons other than the issued employees.

1.6.7.9 Operations Security (OPSEC) Standing Operating Procedure. The contractor shall coordinate with the COR to obtain the government installation OPSEC officer contact information and comply with all applicable requirements specified in AR 530-1 (OPSEC). Per AR 530-1, new contract employees shall complete Level I OPSEC training NLT 30 calendar days after reporting for duty. All contractor employees shall complete annual OPSEC awareness training and provide certificates. This training shall be completed NLT 30 calendar days of contract award and NLT 30 calendar days of new employees commencing performance with the results reported to the COR and each affected installation OPSEC

Officer NLT 45 calendar days after contract award and in Monthly Status Reports (MSRs) thereafter. The contractor is responsible for ensuring all applicable employees have completed requisite training and shall certify that their workforce has completed the training per the MSR.

1.6.7.10 Common Access Card (CAC). Contractor personnel who require access to government facilities or information systems shall obtain a Common Access Card (CAC). This requirement is in addition to contractor-issued identification.

A CAC will only be issued after verification of employment, completion of required background checks, and establishment of an authorized Defense Eligibility Enrollment Reporting System (DEERS) record through the Trusted Associate Sponsor

System (TASS). Personnel not found in an authorized source database must complete equivalent background vetting in accordance with Federal Information Processing Standard (FIPS) 201. The contractor shall comply with all additional

Army identification requirements. CACs for contractor personnel supporting Fort Knox may be issued at the Installation

ID Card Office, located at Building 1384, Fort Knox, KY.

1.6.7.11 CAC Registration Process. Not later than five business days after award of this contract, the contractor shall begin the CAC registration process for all personnel requiring a CAC. Be advised that CAC issuance is restricted, so it should be limited to contractor personnel directly assigned to support this contract.

1.6.7.12 Compliance with Homeland Security Presidential Directive-12. The “smart” card or CAC identification system is necessary for access to DoD facilities, physical assets, and/or systems. Furthermore, the government may require more stringent identification verification media to obtain access to sensitive sites and/or assets. In these instances of heightened security requirements, the contractor shall be aware that extensive employee background checks are time consuming;

therefore, there will not be adequate time before the start of a task order to process an alternate employee if the primary fails their security screen. Consequently, it is imperative that the contractor assign qualified personnel (with reputable backgrounds) to these contracts. Delays in the start of a task order due to the rejection of a contractor employee’s security clearance application will be deemed the fault of the contractor, not the government.

1.6.7.13 Government Facility Access Media Accountability. The prime contractor shall be responsible for accounting for and retrieving all government facility access media (e.g., vehicle passes, CACs, etc.). The prime contractor is responsible for retrieval of all government facility access media in the event a contractor/subcontractor employee is terminated, leaves before the contract period of performance ends, and/or at completion of contract. The contractor shall coordinate with the COR for return of the government facility access media. The contractor shall accomplish media turn-in NLT five business days of employee termination and/or contract expiration. If the media is not collected and/or the access media is lost, stolen or damaged (needing replacement), the contractor shall notify the COR, KO and affected government installation OPSEC officer NLT 24 hours after detecting the oversight as to the circumstances for non-collection of the sensitive media. In addition, upon completion of this contract or termination of employment of any contractor or subcontractor employee, the contractor shall collect and properly dispose of all contractor/subcontractor-furnished identification cards. If any cards are not collected, the contractor shall notify the COR, KO and government installation

OPSEC NLT 24 hours of detecting the oversight as to circumstances for non- collection of card(s)/sensitive media.

NOTE: Reference Federal Acquisition Regulation (FAR) Clause 52.204-9 – Personal Identity Verification of Contractor

Personnel – for specific guidance regarding this requirement.

1.6.7.14 Systems Access. When requested by the government, the contractor shall provide access to and information regarding the systems that the contractor operates or maintains on behalf of the government under this contract.

1.6.7.15 Communication Security. All communications with DoD organizations are subject to Communication Security

(COMSEC) review. Contractors should be aware telephone communications and IT networks are continually subject to interception by unfriendly intelligence organizations. DoD has authorized the military department to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Consequently, the contractor is advised that any time they place a call or receive a call they are subject to COMSEC procedures. The contractor shall assume the responsibility for ensuring wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall be aware of and abide by all government regulations concerning the prohibited uses of the government’s computer network (e.g., viewing pornographic material or restricted/subversive sites on the web), including the restriction against using the network to recruit government personnel or advertise job openings.

1.6.7.16 Release of Information. The contractor shall not release or disclose any installation, command, program, or contract-related information to the media, public, unauthorized personnel, or any online platforms without prior coordination with the KO and written approval from the Public Affairs Officer (PAO). The contractor shall ensure all contract personnel sign a nondisclosure agreement reflecting these requirements.

1.6.7.17 Files. Government-furnished classified and unclassified files in existence at the contract full performance, and those generated under this contract, shall be maintained and retired IAW AR 25-400-2, HRC Supplements, and any installation supplements thereto and other applicable Army Regulations (AR) and directives. The contractor shall provide security of classified documents IAW AR 380-5, DoD 5200.1-R, and DoD5220.22-M (National Industrial Security

Program Operating Manual). All such records and files shall be made available for review by any agency or individual authorized access by the KO. All functional files maintained by the contractor under the provisions of this contract are the property of the government and shall be returned to the government upon completion or termination of this contract. The contractor shall provide a list of selected file numbers, in compliance with Paragraph 5-13 of AR 25-400-2. The contractor may not generate and maintain files for purposes other than those relating to the services being contracted.

1.6.7.18 Personally Identifiable Information (PII). The contractor shall brief its personnel (including all subcontractor personnel) on the management of PII information annually and report the completion of the training per the MSR instructions listed in this PWS paragraph 1.6.8.3.5. The contractor shall ensure that IA is integrated and sustained throughout the life cycle of the contract. The IA management (including the management of PII information) security plan shall be incorporated into the Contractor Consolidated Plan referenced in PWS paragraph 5.13.6.

1.6.8 Training Requirements.

1.6.8.1 Contractor personnel training management.

1.6.8.1.1 Training Requirements. The contractor shall provide trained personnel with the requisite skill sets to provide services in support of this contract. It shall be the responsibility of the contractor to instruct personnel on new and existing materials, processes and procedures; assist with training personnel on the results of inquiry- monitoring reviews and use the results of monitoring reviews to develop training plans to ensure improved customer service and communications.

1.6.8.2 Formal training during contract period.

1.6.8.2.1 The contractor shall ensure it reports its completion IAW instructions listed in PWS paragraph 1.6.8.3.5.

1.6.8.2.2 Mail Handler Training. Designated contractor personnel tasked with distributing team mail shall attend installation mail handing training to distribute mail IAW PWS. This is generally a one-time training requirement. The contractor shall be given details relating to this task during the phase-in period. Once the organization’s mailroom has processed all incoming mail, it, by definition, is no longer a piece of federal mail.

1.6.8.3 Formal Training during Contract Period. Any Government mandated training will be provided by the government. This training will be onsite classroom training and/or applicable on-line training. The training requirements or method of instruction may vary each year based on Army or Command Policy and or Directives. The government may change, re-designate and/or introduce new reoccurring training requirements during this contract because of mission changes or safety considerations. Contractor personnel shall be required to attend all government provided reoccurring training in support of this contract. The contractor’s program manager can submit a written (e-mail or memo) exception to training requirement request through the COR to the KO if they assess the requisite training is not pertinent to supporting this contract. The request shall contain justification for the exception and list a desired implementation date.

The contractor should track all updated training requirements and shall ensure that all contractors working on this contract are compliant. If training requirements are not met, the government (installation or command) may refuse access to systems or work location, and the contractor shall be considered delinquent in providing acceptable staff. If the automated system at the listed website is not available (e.g., server problems) or the contractor needs clarification regarding training, the contractor shall notify the COR and KO to obtain guidance/clarification. At a minimum, the contractor shall ensure its employees conduct the following annual training and report its completion IAW instructions.

1.6.8.3.1 Anti-Terrorism (AT) Level I Training. All contractor employees, to include sub-contractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within thirty (30) calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and sub-contractor employee, to the COR or to the KO, if a COR is not assigned, within thirty (30) calendar days after completion of training by all employees and sub-contractor personnel. AT Level I awareness training is available at the following website: https://jkodirect.jten.mil/.

1.6.8.3.2 Information Assurance (IA)/Information Technology Certification. In accordance with DoDM 8140.03, Cyberspace Workforce Qualification Program (which supersedes DoD Department of Defense 8570.01- M), DFARS

252.239-7001, and AR 25-2, all contractor personnel performing Information Assurance/Information Technology functions shall possess the required qualifications at the start of contract performance. Personnel shall be qualified for the appropriate Cyberspace Workforce (CW) work role and proficiency level in in accordance with DoD Department of

Defense 8140.03. Contractor personnel must also hold all required Computing Environment (CE) or Operating System

(OS) credentials applicable to the systems they administer. The contractor shall provide proof of all required qualifications and background investigations at the Post Award Conference. All personnel performing Information

Assurance (IA)/Information Technology functions must be United States citizens.

Access to Government Information Systems: All contractor and subcontractor personnel requiring access to a government information systems shall be registered in the Army Training Certification Tracking System (ATCTS) and shall complete

DoD Cybersecurity/Information Assurance (IA) Awareness Training prior to being granted access and annually thereafter. Training shall be completed through the current Army-approved IA training platform. NOTE: Network and systems access will not be granted until required training is completed and certificates are provided to the Information

Management Officer (IMO).

1.6.8.3.3 Reporting Instructions. The contractor shall track all training requirements and ensure that all contractors working on this contract are compliant. If the training requirements are not met, the government (installation or command) may refuse access to systems or work location, and the contractor shall be considered delinquent in providing acceptable staff. The contractor shall maintain training records that are subject to inspection upon request by the government. In addition, the contractor shall report employees’ names, their locations, and dates personnel have completed the requisite training required by the government as part of the MSR. Reference Defense FAR Supplement (DFARS) Clause 252.239-

7001 – Information Assurance Contractor Training and Certification (JAN 2008) – for specific guidance regarding this requirement.

1.6.9 Regulations, Manuals, and Technical Documents. The contractor shall become acquainted with and comply with government regulations. Current regulations, manuals, and technical documents applicable to this contract are listed in Section 6.

1.6.9.1 Smoking. The contractor shall comply with AR 600-63 and any applicable Fort Knox, Kentucky regulations and policies for controlling smoking in government buildings and vehicles. Smoking is only authorized in designated places around the installation (i.e., smoking shacks). Contractor PM shall coordinate with COR for specific installation/complex smoking (tobacco use) policies during contract phase-in.

1.7 PHASE-IN AND PHASE-OUT PERIODS

1.7.1 Phase-in / Phase-out period: The contractor shall develop comprehensive procedures for phasing in contractor performance to the level prescribed and within the time allowed under the terms of this contract. It is a possibility that the workload on some of these tasks may be phased out, reduced or increased to support any surge, static increase or decrease in workload or transfer of tasks to permanent Government positions.

1.7.2 Phase-in. The contractor shall have a phase-in period prior to contract full performance. The phase-in period shall be approximately 30 calendar days in duration starting before the contract full performance. During the phase-in period, the contractor shall prepare to assume full responsibility for all areas of operation IAW terms and conditions of this contract.