M67400-24-RFI-06.pdf

M67400-24-RFI-06

Request for Information – RFI #M67400-24-RFI-06

Notice Type: Sources Sought

Opens:

10:00 AM JST, (day), April 08, 2024

Closes:

12:00 PM JST, (day), April 15, 2024

Title:

RFI for CAIRS Maintenance support services

Description:

The Marine Corps Installation Command Pacific (MCIPAC) Regional Contracting Office (RCO), on behalf of the G6, Communications and Information Division in Okinawa, Japan is seeking information on capable business sources that can provide maintenance support services for Configuration Account Information Retrieval System (CAIRS) Telephone Management System (TMS) for Marine Corps bases, operating forces, and tenant commands in Okinawa Japan.

The anticipated contract will be issued on a firm fixed price with a period of performance consisting of a twelve (12) month base period beginning from the point of award with the option to extend up to four (4), twelve month options. However, Industry partners are welcome to provide recommendations on the type of contract vehicles, contract type, and CLIN structure. MCIPAC also welcomes any input on pricing methodology, but it must include supporting rationale. Please reference the attached Draft Performance Work Statement (PWS).

NAICS: 541511 PSC: DB02

INDUSTRY RESPONSES/SUBMISSIONS:

At a minimum, responses to this notice should include:

(1) An explanation whether the company is able to support the effort as stated in the Draft Performance Work Statement. Include questions that may arise.

(2) Submission of Past Performance may be required, if you have experience with the type of work requested, you could include that as part of your response.

(3) A primary point of contact, including phone number and e-mail address.

(4) Pricing, publicized price lists, Please send your response (including attachments) to the point of contact below:

a. Sent to:

i. To: Ayesha Enriquez, email: ayesha.enriquez.ph@usmc.mil

ii. Cc: GySgt Robert Siewert, email: robert.siewert@usmc.mil

b. Title the subject line as: “M6740024RFI06_CAIRS_ Response from [Enter Your Company’s Name].”

M67400-24-RFI-06

QUESTIONS FOR INDUSTRY:

(1) Is the company authorized to perform services in Japan?

(2) Does the company meet the security clearance requirements?

NOTES:

(1) This RFI is for planning purposes only and No solicitation document exists at this time. Issuance of this notice does not constitute any obligation on the part of the Government to procure these services/s or to issue a solicitation. In addition, the Government is under no obligation to pay for information submitted in response to this RFI, and responses to this notice cannot be accepted as offers.

(2) Any information that the vendor considers proprietary should be clearly marked as such.

INDUSTRY QUESTIONS/SUBMISSIONS:

No phone calls will be accepted regarding this notice.

Question on M6740024RFI06_CAIRS:

Please send your questions relating to this RFI to the point of contact below NLT 1400 PM, 11 April 2024 (Japan Standard Time) :

a. Send to:

i. To: Ayesha Enriquez, email: ayesha.enriquez.ph@usmc.mil

ii. Cc: GySgt Robert Siewert, email: robert.siewert@usmc.mil

b. Title the subject line as: “Inquiry on M6740024RFI06_CAIRS_from [Enter Your

Company’s Name].”

USMC-REGIONAL CONTRACTING OFFICE—MCIPAC

MCIPAC AC/S G-6 Division CAIRS Maintenance

Support Services Performance Work Statement (PWS)

SECTION I

SCOPE OF WORK AND TASKS

1. GENERAL DESCRIPTION

1.0 BACKGROUND INFORMATION: Marine Corps Installations Pacific (MCIPAC), G-6, Communications and Information Division, located on Okinawa, Japan has been tasked by United States Pacific Command (PACOM) to provided responsive, reliable, high quality and cost-effective telephone services required by the operating forces, base establishment and other Commands within the geographic area of Okinawa Japan. MCIPAC G-6 provides telephone services to over 1,000 unofficial and over 21,000 official telephone customers. MCIPAC G-6 has a requirement for resources to provide administration, configuration, programming, information assurance, managing, maintaining and monitoring of the Configuration Account Information Retrieval System (CAIRS) Telephone Management System (TMS) supporting telephone systems, operations, and infrastructure.

1.1 OBJECTIVE: The key objective of this contract defines CAIRS maintenance support services that shall result in:

(1) On-site support by the qualified contractor personnel to assist in effectively and properly operating, maintaining, upgrading and optimizing MCIPAC G-6’s CAIRS TMS networked systems to include all hardware and software equipment, components and applications.

(2) Effectively and properly design, develop, and implement updates to MCIPAC G-6’s CAIRS TMS as required to fix system bugs, resolve incidents that prevent operation of system functions, and maintain a version of the TMS that is supported by the vender and in compliance with Department of Defense (DoD) security policies.

(3) Provide on-site and remote training sessions for MCIPAC G-6 administrators on the operation and maintenance of the CAIRS TMS and provide training materials for use in training local users on the daily operation of the MCIPAC G-

6 CAIRS TMS.

1.2 SCOPE OF WORK: The Contractor shall provide qualified personnel, supervision, materials, and transportation necessary to perform the On-site Support and Maintenance services as described below using an approach that results in increased efficiency, security, and productivity, in support of MCIPAC G-6. The Contractor shall work with MCIPAC G-6 to prioritize resources and to ensure that the Contractor’s services meet MCIPAC requirements, as stated within this PWS. This is not a personal services contract.

1.3 PERIOD OF PERFORMANCE: The period of performance shall be for one (1) Base Year of 12 months and four

(4) 12-month option years. The Period of Performance:

• Base Year

• Option Year I

• Option Year II

• Option Year III

• Option Year IV

1.3.1 Federal Holidays: The contractor shall not be required to provide services on federal holidays unless the holiday is particularly specified otherwise in this PWS.

Federal Holiday Occurrence New Year’s Day 1 January*

Martin Luther King Jr.’s Birthday 3rd Monday of January President’s Day 3rd Monday of February Memorial Day last Monday of May

Juneteenth 19 June* Independence Day 4 July*

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October Veterans Day 11 November*

* When a federal holiday falls on Sunday, the following Monday will be observed as a holiday by the U.S. government.

When a federal holiday falls on a Saturday, the preceding Friday will be observed as a holiday.

In addition to these federal holidays, if the President of the United States issues an executive order closing the federal government, that date shall also be considered a recognized federal holiday (Reference Executive Order 11582 of February 11, 1971, and 5 U.S.C. 5546 and 6103(b) and other similar statues insofar as they relate to the pay and leave of employees of the United States).

1.3.2 Typhoon Conditions: Japan-based military installations close when Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Military Weather Station authorities. The Contractor will be required to depart military bases, remain indoors, and monitor radio/television to determine when the TCCOR changes to TCCOR SW (Storm Watch) or TCCOR AC (All Clear). When TCCOR SW is declared by Military Weather Station authorities, the Contractor shall restart the service within 2 hours. If that occurs after normal business hours, services shall begin the next normal workday at 7:30am.

1.4 PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at MCIPAC G6 Camp Foster, Okinawa Japan

1.5 SPECIFIC TASKS:

1.5.1 CAIRS On-site Support Services: The Contractor shall provide CAIRS Onsite Support Services to include

(1) installing CAIRS TMS software upgrades, (2) programing and configuring the CAIRS TMS components for optimal functionality across the networked infrastructure, (3) providing system administrator training, (4) Assist the G-6 with implementing DoD security requirements, and (5) performing maintenance on the CAIRS TMS to resolve issues and outages. On-sites Support shall occur up to five (5) times per contract period. Upon the on-site visit request by MCIPAC G-6, the Contractor shall provide a visit schedule within 15 business days that includes the duration and activities to be performed during the visit.

1.5.1.1 On-Site Support Service Reports: The Contractor shall provide a service report detailing the on-site support services provided during an on-site visit within 15 days following the conclusion of each on-site service. All provided On-site Support services and hours used shall be documented and summarized in an after action report by the Contractor which shall be submitted to the COR no later than 15 days following each on-site service.

1.5.2 Remote Maintenance Services: The Contractor shall provide remote maintenance support services by: (1) troubleshooting and/or fixing CAIRS TMS software programming bugs, CAIRS TMS database problems, and Contractor provided hardware problems, (2) providing system updates as described in 1.3.2.1 to maintain a vendor supported version of CAIRS that is compatible with the current Marine Corps systems, (3) proving Incident Support Services as described in 1.3.2.2, (4) providing and maintaining CAIRS TMS criteria and guidance, such as technical manuals, processes and documentation for program support, (4) assisting with interpreting policies, directives, principles, methods, standards and guidelines in order to ensure CAIRS TMS remains in compliance with DoD and U.S. Marine Corps IT cyber security requirements.

1.5.2.1 System Updates: The Contractor shall ensure the MCIPAC G-6 CAIRS TMS remains vendor supported and compatible with the Marine Corps Enterprise Network server and client systems. The Contractor shall ensure capabilities are not negatively affected when installing new software updates. All software updates will be thoroughly tested against MCIPAC G-6 CAIRS TMS configurations to ensure compatibility before installation. Configuration changes to the MCIPAC G-6 CAIRS TMS will be coordinated and accepted by the G-6 before installation on productions systems

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December* occurs.

1.5.2.2 Incident Support Services: The Contractor shall provide a means for the government to report emergency and standard incidents with the CAIRS TMS and any associated contractor provided hardware. Emergency incidents are defined as problems preventing use of the entire CAIRS TMS or complete use of any one of the CAIRS features.

Standard incidents are defined as all other problems with the CAIRS software. The Contractor shall provide a response within 1 business day for emergency incidents and follow-up daily until the incident is resolved. The Contractor shall provide a response within 3 business days for standard incidents and provide weekly status follow-ups until it is resolved.

1.5.2.2.1 Weekly Incident Report: The Contractor shall prepare a weekly incident report on the current unresolved incidents which includes (1) Incident status, (2) Actions being performed for each incident, (3) Estimated resolution date for each incident, and (4) Other issues related to the incidents as requested by MCIPAC G-6. The Contractor shall submit the weekly incident report to the COR no later than Monday (EST) of each week.

1.6 QUALIFICATIONS/EXPERIENCE

The Contractor and on-site personnel directly supporting this contract shall have recent and relevant (within 5 years) professional experience in the practice of CAIRS Telephone Management System (TMS) and information technology support and services in a DoD operating environment.

1.6.1 The Contractor and/or proposed personnel who will be required to visit MCIPAC G-6 on-site must be authorized to travel to Japan and meet eligibility requirements for accessing Marine Corps facilities.

1.6.2 The Contractor and/or proposed key personnel shall have a depth of experience with current information technology support, services and management concepts and practices. Areas of experience shall include:

(1) hardware, (2) software, (3) networking, (4) security, (5) systems administration, (6) application development, (7) data analysis, (8) systems analysis (9) preparing documentation for troubleshooting, problem solving, optimizations, and executive summaries.

1.6.3 The Contractor and/or proposed key personnel shall have the knowledge and experience in the following areas of CAIRS Telephone Management System (TMS):

• Recent and relevant (within 5 years) professional experience with the CAIRS Telephone Management System.

• Microsoft supported versions of Windows Server and SQL Server administration and Relational databases.

• Functions in the CAIRS.net software to include but not limited to: CAIRS.net server, CAIRS.net client, UCE, CES, WOPR, Subscriber Portal, IIS and all interfaces among those components.

• Be familiar with DoD and Marine Corps policies, guidelines, and business rules.

• Knowledge of analytical techniques for troubleshooting and incident resolution on the CAIRS TMS.

• Training techniques to provide training for local system administrators on the CAIRS TMS.

• 2 years' experience implementing NIST 800-53, DoDI 8500.2 IA Controls, and DISA Security Technical Implementation Guides for hardware and software components of the CAIRS TMS.

1.6.4 The Contractor and/or proposed key personnel shall have the following information technology certificates:

• Minimum IAT Level II Certification: IAT Level II or higher Certification per DoD 8570.01-M.

• Microsoft Certified Professional (MCP) and/or Microsoft Certified Solutions Associate (MCSA).

1.6.5 The Contractor and/or proposed key personnel shall also have the following areas of knowledge and experience in Telephone Switching Equipment:

• Knowledge of the Nortel DMS-MSL/100 interface properties and must understand the SERVORD command structure.

• Ability to interpret raw Station Message Detail Recording (SMDR) output logs from the MSL and Call

Detail Records (CDR) from Call Manager telephone switches.

• Knowledge of Call Manager interface properties and database scripts to manipulate database to perform adds, moves, changes, or deletions (applies both to sets and features).

• Be familiar with the properties of the UDS-1100 and Teleboss to configure and diagnose problems with IP and Serial interfaces to both the Nortel DMS-MSL-100 and Call Manager telephone switches.

1.6.6 Submission of Personnel Listing: The Contractor shall provide all necessary contractor personnel information required for access to each site to the Government Contracting Officer Representative (COR) at least 30 calendar days prior to the planned arrival on site for On-site Support Service. The contractor personnel information shall include:

full name, title, qualifications/experience, email address, and phone number.

1.6.7 Synchronized Pre-deployment and Operation Tracker (SPOT): The Contractor on-site personnel shall be eligible to access to U.S. Marine Corps base facilities. The Contractor shall request a determination status under the SOFA for its eligible personnel through the Synchronized Pre-deployment and Operational Tracker (SPOT) system in accordance with DFARS 252.225-7976 “Contractor Personnel Performing in Japan” for any personnel anticipated to work on MCIPAC base facilities.

1.7 Plan of Actions and Milestones (POA&M): The Contractor shall submit an annual Plan of Actions and Milestones (POA&M) for government approval. The POA&M is due within 30 days of initial contract award. The Contractor shall: (1) Develop of a Plan of Action and Milestone (POA&M) for providing on-site support services for the CAIRS TMS for MCIPAC G-6 at the beginning of each contract year, and (2) Use on-site support service to program and configure CAIRS TMS components for optimal functionality across the networked infrastructure. The POA&M becomes property of the government.

SECTION II

PERFORMANCE REQUIREMENT SUMMARY (PRS)

The Contractor service deliverables and requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the Performance Objective to be met, service delivery shall be in substantial compliance with applicable performance standards. The Acceptable Quality Level (AQL) describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Acceptable Quality Level (AQL) means that Contractor Quality Control is unacceptable.

Tasks Performance

Objective PWS Reference Performance

Standard Acceptable

Quality Level

(AQL)

Deliverables Surveillance Method and Procedures

Performance Incentive

CAIRS On- The Contractor -Provide on-site - 90% of visit On-Site COR conducts -Option Site Support shall provide 1.5.1 support service schedules Support a review of the renewal (SRS1) on-site support 1.5.1.1 -Submit on-site submitted within Service On-site -Favorable services. support service 15 days of visit Support past report within 15 request. service reports. performance days after each - 90% of service On-site Support reports are service. submitted within 15 days of conclusion of on-site visit.

Maintenance Service

(SRS2)

The Contractor shall provide Maintenance Support services.

1.5.2

1.5.2.1

-Trouble shoot, and updates MCIPAC G-6’s CAIRS TMS as required.

-Contractor responds to 100% of trouble tickets.

-Close out 100% of trouble tickets from the last review.

-Contractor responds to 90% of trouble tickets within 5 business days.

-90% of trouble tickets are closed within 15 business days.

Maintenance Support Service

COR conducts a monthly review of all reports required by this PWS, all open trouble tickets, and all trouble tickets closed since the last review.

-Option renewal -Favorable past performance

Incident Support

(SRS3)

The Contractor shall provide Incident Support services.

1.5.2.2 1.5.2.2.1

-Respond to emergency incidents within 1 business day.

-Contractor responds to 95% of emergency incidents within 1 business day.

Incident Support Service

COR conducts a review of weekly incident reports.

-Option renewal -Favorable past performance

- Contractor shall respond to standard incidents within 3 business days.

-Contractor responds to 95% of standard incidents within 3 business days.

- Contractor shall submit weekly incident reports.

Submit to COR each Monday.

- 90% of weekly reports submitted on time.

SECTION III

GOVERNMENT PROVIDED SERVICES

3.1 GOVERNMENT PROVIDED SERVICES: The Government will provide a furnished workspace, furnishings, office machines and supplies, and reference materials for on-site work requirements.

3.1.1 Government Provided Equipment: The following equipment, in performance of specific on-site services, shall be made available for use by the Contractor. The Contractor will be authorized to use all administrative support available. This will include, but is not limited to, copy machines, fax machines, scanners, installation distribution channels, scanner, fax and telephone services, computer, printer, software, and network resources, access and use of Class “A” telephone lines and Defense Switching Network (DSN) lines. (A computer will be assigned to the Contractor while on-site.) All Government Provided Equipment shall be used solely for official purposes related to the performance of this contract. The same restrictions that limit use of these items as official Government business shall apply.

3.1.2 FEDERAL REGULATIONS/DOD IA MANDATES: The Contractor shall adhere to and have knowledge of all applicable documents/regulations pertaining all DoD IA mandates, directives, and policies including and not limited to, the followings:

• Commercial off-the-shelf (COTS)

• Government off-the-shelf (GOTS) applications

• Physical and wireless infrastructure

• Non-Classified Internet Protocol Router Network (NIPRNet)

• Storage Area Networks (SAN)

3.1.3 Government Provided Materials:

Equipment Item System Manufacturer System Model CAIRS DB Server VMware Virtual Machine

CAIRS Web Server

VMware Virtual Machine

Teleboss Foster Asentria TeleBoss 850 Teleboss Courtney Asentria TeleBoss 850

Teleboss Fuji Asentria TeleBoss 850 UDS Foster LANTRONIX UDS1100

UDS Courtney LANTRONIX UDS1100

3.1.4 Government Provided Facilities:

• Classroom space to conduct CAIRS TMS Training as needed.

3.1.5 Government Provided Information:

• Data resident in the G-6 CAIRS TMS.

3.2 SERVICES

3.2.1 Utilities: The Government will provide utility services which include water, sewage service, electricity, heating and air conditioning for on-site services as needed in performance of this contract.

3.2.2 Military Police and Fire Protection: The Contractor shall use the following numbers listed below only in case of an emergency while performing on-site work:

• Police Emergency Number – 911

• Fire Department Emergency Number – 911

• Military Police (Marine Corps) Routine Number – 645-7352 (Foster)

• Fire Department (Marine Corps) Routine Number – 645-3776 (Foster)

3.3 Contractor Equipment: It is the responsibility of the Contractor to ensure it has the necessary equipment needed for the successful completion of all work performed under this contract. The Contractor is responsible for its own transportation/vehicle for camp to camp travel in the performance of services under this contract.

3.3.1 Contractor Furnished Personal Property: The Contractor shall ensure that personal property is clearly marked and/or tagged to preclude misidentification as Government property. The Government will not be liable for loss, damage, theft, or maintenance of personal property.

3.3.2 Rental Equipment: Any rental equipment required to perform services shall be the responsibility of the Contractor. Operation of the equipment shall be in accordance with Marine Corps Base Safety Regulations.

3.4 DAMAGE TO GOVERNMENT PROPERTY AND FACILITIES: In instances where Government property or facilities have been damaged by the Contractor, the Contractor shall submit a written report to the Contracting Officer, regarding the facts and extent of damages within 24 hours following the incident. In the event the Contractor is found to be negligent, the Contractor shall be held responsible for the reimbursement of all expenses related to the damages incurred by the Government to repair facilities.

SECTION IV

SPECIAL INSTRUCTIONS

4.1 Non-Personal Services. This is a non-personalservices, performance-based contract. The contractor bears responsibility to manage its employees and guard against any actions that could be characterized as personal services as defined in FAR 37.104, or which convey the perception that personal services are being delivered. No provisions are implied nor provided in this contract for any benefits such as medical care, retirement, or worker’s compensation, other than those incorporated through enumerated clauses.

4.2 Identification of Contractor Personnel and Equipment. In n accordance with DFARS 211.106, contractor personnel performing non-personal services on DoD installations or other government facilities shall ensure that they are readily identifiable as contractor employees (including subcontractors and consultants). All contractor employees shall comply with the following at all times:

4.2.1 Telephone Identification. Identify themselves as contractor personnel at the onset of every telephone call made from a Government telephone or any other phone if the call is made in support of Government-related requirements and activities.

4.2.2 Record Messages. Identify themselves as contractor personnel in all recorded messages including those, which are heard by callers attempting to contact contractor employees via answering machines or voicemail.

4.2.3 Meetings, Conferences and Events. Identify themselves as contractor personnel at the onset of every meeting, conference or any other gathering attended in support of any Government related requirements or activities.

4.2.4 Correspondence. Identify themselves as contractor personnel on any correspondence, documents, or reports accomplished or sent in support of any service provision to the Government, including, but not limited to, correspondence sent via the U.S. Mail, facsimile, or electronic mail (email) inclusive of out-of-office replies.

4.2.5 Personal and Corporate Identification. Wear or display contractor provided nametags, badges or attire which display, at a minimum, the name of the contractor and their respective company.

4.3 Designated Third Country Nationals (DTCN). Persons from certain countries are considered DTCN and are generally restricted from entering Marine Corps Bases Japan (MCBJ) Camps, Air Stations, or facilities. A listing of DTCN countries and other related information regarding this policy can be found in USFJ Instruction 31-204 (Designated Third Country Nationals), which can be made available upon request.

4.4 Subcontract Management: The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

4.5 Mission Essential Personnel/Tasks. Unless specified otherwise in this Performance Work Statement, contractors supporting this contract/order are not considered “Mission Essential” personnel (as defined in DFARS 237.76) who would be required during crisis or emergency operations.

4.6 Hazardous Materials and Safety. The contractor and its subcontractors shall comply with all applicable laws, including Public Law 91-596 (Occupational Safety and Health Administration (OSHA)) and DOD Directive 4715.1E, Environmental, Safety, and Occupational Health (ESOH)). Contractor personnel performing services on a DOD installation shall participate in local Voluntary Protection Programs (VPP). Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html

4.7 Installation Access and Personnel Credentialing

4.7.1 Motor Vehicles. Vehicle licensing registration, and insurance requirements must all be conducted in accordance with host nation law, USFJ Instruction 31-205, and applicable local installation policies.

4.7.1.1 Registration/Permits. Vehicle registration on Okinawa, Japan is conducted with the Provost Marshal via the Joint Services Vehicle Registration Office (JSVRO) at Bldg 5638, Marine Corps Base, Camp Butler. Information may be obtained at JSVRO website at: https://www.mcbbutler.marines.mil/Base-Information/Vehicle-Registration/, or by calling +81-(0)98-970-7481.

4.7.1.2 Registration Termination. Vehicle permits will expire upon termination date of this contract/order, expiration of an individual base pass or DBIDS ID, expiration of vehicle inspection sticker, or termination of their employment (whichever occurs first). Permits issued to individuals who overstay any of these authorized dates become void and invalid.

4.7.1.3 Insurance. Vehicle permitting procedures require that all vehicles, personal or corporate, must be properly inspected and insured in accordance with Japanese Compulsory Insurance (JCI) requirements. Additionally, for SOFA status personnel and U.S. corporate vehicles, the Contractor or SOFA status individual is required to procure and maintain, during the entire period of performance under this contract, the following minimum insurance on each vehicle used by the Contactor at the work site:

Automobile Property Damage Insurance Amount: ¥30,000,000 (or U.S. Dollar equivalents) Bodily Injury Insurance Amount: ¥30,000,000 Yen (or U.S. Dollar equivalents)

Prior to the commencement of work, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance for any and all corporate vehicles to be used. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

4.7.1.4 Road Laws. All personnel operating motor vehicles under this contract/order are subject to U.S. military installation regulations and Japanese Road Laws. Failure of the contractor, its employees, or its sub-contractors, to comply, may result in revocation of driving privileges or other legal action.

4.7.1.5 Vehicle Disposal. Personnel protected under the Status of Forces Agreement (SOFA) are required by regulation to properly dispose of vehicles prior to departure from Japan. For individuals performing under this contract, the contractor may be held financially liable for vehicles abandoned, or vehicles not disposed of properly, in accordance with vehicle regulations as agreed with the Government of Japan.

4.7.2 Personnel Access/Credentialing. Access to local installations is inherently required to accomplish specified tasks under this contract/order. The contractor shall therefore ensure all necessary actions are taken to obtain such access by its personnel in time to affect access in accordance with the requirements of the PWS and POP. Failure to complete such actions in a timely manner, some of which may occur prior to the POP or individual mobilization/relocation to the place of performance, shall not constitute excusable delay. Upon request, the Contracting Officer will provide a ‘check-in’ sheet that summarizes required actions.

4.7.2.1 Common Access Cards (CAC). Pursuant to FAR 52.204-9, the CAC is DoD’s Personal Identity Verification (PIV) system; DoD procedures for CAC issuance are applicable and incorporated herein, as governed by DODI/M series 1000.13, DODI 5200.46, and other regulations. All personnel to be issued CAC must meet eligibility and suitability criteria as specified in the references; accordingly, the vetting procedures and required personnel actions may often begin well before the contract/order POP. The contractor and its employees and/or subcontractors are responsible for ensuring timely action and suitability to obtain CACs, and any resultant access issues from non-compliance shall not constitute excusable delay.

4.7.2.2 Base Passes and/or Defense Biometrics Identification System (DBIDS) cards. Personnel that do not qualify for CAC require an alternate credential for installation access, as governed by Marine Corps Installations Pacific Order 5512.2, which can be provided upon request. The process to request access requires approval from the Contracting Officer in an access request letter.

4.7.2.3 Return and/or Disposal of Access Credentials. The contractor’s employees shall return to the applicable issuing office all base passes, DBIDS cards, and/or CAC, immediately upon termination of employment or completion of this contract and certification of receipt shall be obtained and submitted to the Contracting Officer. The Contractor shall submit a listing of employees terminated under this contract to the Contracting Officer within seven (7) days of the effective date of termination.

4.7.2.4 Status of Forces Agreement. Possession of a CAC or other credential does not, alone, determine the legal status of personnel performing under this contract. Additionally, unless specifically identified on the CAC, the credential does not necessarily authorize logistical support privileges such as commissary/exchange access. The individual status of personnel performing under this contract, and the privileges authorized, are governed in accordance with United States Force Japan Instructions (predominantly USFJI 64-100), applicable credentialing regulations, and the information prescribed via DFARS clauses regarding Contractor Personnel in Japan, as contained herein.

4.8 Privacy Act. Pursuant to FAR clause 52.224-3, as incorporated, DoD requires agency-specific Privacy Act training as prescribed in DODM 5400.11-R. DODM 5400.11-R also prescribes required actions regarding information and privacy, which are applicable to the contractor and its personnel performing under this contract/order. The regulation may subject the contractor and/or contractor's personnel to criminal liability under Title 18, Section 793 and 7908 of the United States Code.

4.9 Classified Information. Any classified work products shall be handled in accordance with DoD Instruction 5220.22-M. The contractor’s procedures for protecting against unauthorized disclosure of information will not require DoD employees or members of the Armed Forces to relinquish control of their work product, whether classified or not, to the contractor. The contractor may also have access to, and be required to safeguard, For Official Use Only (FOUO), sensitive, confidential, and/or classified information and material.

4.10 Key Control. The Contractor shall establish and implement methods of ensuring that all keys issued to the Contractor by the government are not lost or misplaced, and are not used by unauthorized persons. The Contractor shall report lost keys to the COR. The Contractor shall not duplicate any keys. It is also the responsibility of the Contractor to prohibit the opening of locked areas by the Contractor’s employees to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas. In the event keys are lost or unauthorized duplication occurs through the fault of a Contractor employee, The Government may, at its option, require the Contractor to replace keys, reimburse the government for replacement of locks, or re-key as a result of Contractor losing keys. In the event a master key is lost or duplicated, the Contractor shall replace all locks and keys for that system and the total cost will be deducted from the monthly payment.

4.11 Travel. Travel costs are NOT reimbursable unless specifically provided for in this order/contract through an enumerated cost reimbursable Contract Line Item Number (CLIN) entitled Travel.

4.11.1. Travel Pre-Authorization. All travel shall be pre-approved, in writing, by the Contract Officer or COR. The request shall include total cost, and itemized airfare, rental vehicle, per diem, mileage, parking, fuel and toll charges.

Travel requests will include the purpose of the trip and why VideoTeleConference (VTC) or phone conversations would not meet the business requirement. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs

4.11.2. Authorized Travel. Authorized travel costs will only be reimbursed for:

• Contractor employees who otherwise perform direct day-to-day services at the designated place of performance under the requirements of this order/contract,

• Who have a need to travel to fulfill the performance of those duties, and

• Upon the direct request and written pre-approval of the Contracting Officer (KO) or appointed Contracting Officer Representative (COR)

4.11.3. Unauthorized Travel. Travel costs are explicitly not-reimbursable for the following:

• Relocation or initial mobilization costs, or any other travel not pre-approved by the KO or COR,

• Contractor personnel who indirectly support this order/contract (such as visiting management or supervisory personnel not otherwise providing on-site day-to-day support),

4.11.4. Foreign Travel

4.11.4.1. Compliance with DoD Foreign Clearance Guide (FCG). Personnel performing under this contract who may be required to travel to other countries during performance, shall comply with all FCG prescriptions for each country to be visited. Access to the FCG can be found here: https://www.fcg.pentagon.mil/fcg.cfm . Contractors unable to access the site, or otherwise requiring assistance, shall contact the contracting officer, or appointed Contracting Officer Representative (COR) for assistance.

4.11.4.2. Compliance with U.S. Indo-Pacific Command (INDOPACOM) and other directives. Contractor personnel traveling within the INDOPACOM Area of Responsibility (AOR) are subject to, and shall comply with, INDOPACOM directives related to such travel. Additionally, contractor personnel traveling in support of exercises, or other specified events and activities, shall comply with applicable travel instructions published for the designated area or event, as issued by General Order, Planning Conference Memorandum, Exercise Directive, Initiating Directive, or other similar correspondence.

4.11.4.3. Personnel with security clearance are subject to additional requirements and shall consult with the supported command G-2 when contemplating and/or completing foreign travel.

4.11.5. Allowable Costs

4.11.5.1. All travel shall be conducted in accordance with Federal Travel Regulations (FTR) and/or U.S. Department of State Standardized Regulations (DSSR).

4.11.5.2. Reimbursement is strictly limited to only those direct costs authorized in FAR 31.205-46. Overhead and/or G&A expenses are not allowable.

4.11.5.3. As indicated in FAR 31.205-46(a)(3)(iv), 31.205-46(a)(7), and 31.250-46(b), all costs must be supported by appropriate documentation and receipts provided to the KO/COR.

SECTION V

CONTRACT ADMINISTRATION INFORMATION

5.1 QUALITY ASSUARANCE SURVEILLANCE PLAN (QASP): The Government will monitor the Contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP defines the methodologies used to monitor and evaluate the Contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results. The Government may increase or decrease the number of quality assurance inspections as performance dictates. The Government reserves the right to inspect the Contractor's performance to ensure services are received and in compliance with the terms and conditions of the contract.

5.2 QUALITY CONTROL: The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure required services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall provide a copy of the QCP to the Contracting Officer no later than the pre-performance conference, and updated copies as changes occur. Records of all inspections conducted by the Contractor and corrective action taken shall be made available to the Government upon request.

5.3 GENERAL DEFINITIONS

5.3.1 Contracting Officer (CO): US Government official authorized to enter into, make changes to, or terminate contracts on behalf of the US Government. Contracting officers are responsible for ensuring performance of all necessary actions for effective contracting, ensuring compliance with the terms of the contract, and safeguarding the interests of the United States in its contractual relationships.

5.3.2 Contracting Officer Representative (COR): Government liaison appointed in writing by the Contracting Officer and designated in the contract, who functions as the requirements representative monitoring cost/price, delivery and performance of the Contractor. The COR is not authorized to enter into any agreements, obligate the Government or direct any changes to the contract.

5.3.3 Defective Service: A service output that does not meet the standard of performance specified in the contract for that service.

5.3.4 Quality Assurance (QA): Various functions, including inspection, performed by the Government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

5.3.5 Performance Requirement Summary (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the standards of the listed outputs.

5.3.6 Standard: The point that divides acceptable and unacceptable performance of a task according to the Service Delivery Summary. It is the number of defectives or maximum percent defective in the lot that is deemed acceptable.

SECTION VI

DEPARTMENT OF DEFENSE DIRECTIVES APPLICABLE TO THIS CONTRACT

PUBLICATION TITLE DATE

DoD 5200.1-R Information Security Regulations Feb 2012 http://www.dtic.mil/whs/directives/corres/pdf/520001_vol1.pdf

DoD 5200.8-R Physical Security Program May 2009 http://www.dtic.mil/whs/directives/corres/pdf/520008r.pdf

DoD 8500.01 Information Assurance (IA) March 2014 http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf

DoD 8510.1-M (DIACAP Process) Nov 2007 http://www.dtic.mil/dtic/tr/fulltext/u2/a551538.pdf http://www.dtic.mil/whs/directives/corres/pdf/520001_vol1.pdf http://www.dtic.mil/whs/directives/corres/pdf/520008r.pdf http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf http://www.dtic.mil/dtic/tr/fulltext/u2/a551538.pdf

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