Solicitaion No. M6740026Q2001.pdf

M6740026Q2001

This is a COMBINED SYNOPSIS/SOLICITATION for On-site Program Support Services for III MEF Surgeon’s Office in Okinawa Japan. This announcement is prepared in accordance with the format in FAR Subpart 12.6, and Part 13 as supplemented with additional information in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation is being issued as a Request for Quote (RFQ); solicitation number is M67400-26-Q-2001

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06, (effective 01 October 2025) and the DFARS Publication Notice (DPN) 20251001. The Product Service Code (PSC) for this requirement is R408. The associated North American Industrial Classification System (NAICS) code for this requirement is 561110.

TYPE OF CONTRACT. Firm-Fixed Price (FFP) purchase order.

The Government reserves the right and may award based solely on information contained in the quote. It is the Government’s intention to award without discussions. Offerors are encouraged to present their quote in their initial submission.

All quotes submitted shall be the Offerors Best Quote as it is the Government's intent to entertain one (1) final quote only; this includes any discounts on volume.

Offerors must scrutinize this notice and ensure their quotes and submissions comply with all requirements. It is not sufficient to merely state your quote complies with the solicitation requirements. You must clearly identify how your quote meets ALL the solicitation requirements.

Section B – Supplies or Services

Contractor shall provide on-site program support services in accordance with the Performance Work Statement (PWS). See the PWS for the requirements’ details.

Requested Period of Performance:

Base Year: 1 December 2025 through 30 November 2026 Option Year One: 1 December 2026 through 30 November 2027 Option Year Two: 1 December 2027 through 30 November 2028 Option Year Three: 1 December 2028 through 30 November 2029

Item No. Supplies/Services Quantity Unit Unit Price Amount 0001 Base Year

Support Services 12 Months

1001 Option Year One

2001 Option Year Two

3001 Option Year Three

Performance Work Statement (PWS) for

Program Support Services for III MEF Surgeon’s Office in Okinawa, Japan

1.0 General

1.1 Introduction and Background. Program Services are required within the III Marine Expeditionary Force (MEF) Surgeon Office to manage, oversee, and actuate proper fulfillment and alignment of credentialing and privileging with Department of Defense requirements for healthcare providers across III MEF, thereby supporting delivery of high quality heath care to the patient population serviced by the health care staff. The U.S. Department of Defense (DoD), the U.S. Navy Bureau of Medicine and Surgery (BUMED), and the U.S Marine Corps (USMC) have directed that medical quality assurance programs be established among the major operational commands of the U.S. Marine Corps. Program Services are required to execute a variety of programmatic managerial functions, administrative tasks, and healthcare provider privileging services. Program Services fall within the local medical quality assurance program managed in the III MEF Surgeon Office located at Camp Courtney, Okinawa, Japan.

1.2 Scope of Work and Objective. The Contractor shall provide all labor, materials, supply, transportation and all associated fees to include but not limited to managerial functions, secretarial duties and credentialing web sites;

except those specifically stated as Government provided for the following tasks. The Contractor shall: (1) execute program services under the direction of the III MEF Surgeon and their staff; (2) facilitate healthcare administration functions, including relevant policy development and revision, as well as participate in the III MEF Medical Executive Committee (MEC); (3) support direct supervisory oversight of the medical staff in the areas of credentialing and privileging for review, delineation, proper granting and reappraisal of clinical privileges for assigned health care providers and clinical support staff. There will be no travel provided to and/or from residence and work site. Service will require contractor personnel to possess their own transportation in support of the tasks and the Government will not separately reimburse any travel costs in support of this contract. Contractor shall include all costs associated with the one time attendance of the Medical Services Professionals course in the fixed price service CLIN (Support Services) for the base performance year. Course is four days in length and located in CCPD-BUMED DET, Jacksonville, FL.

1.3 Period of Performance. The period of performance (POP) of this contract is for a base year with three (3) one-year option periods.

Base Year: 1 December 2025 through 30 November 2026 Option Year One: 1 December 2026 through 30 November 2027 Option Year Two: 1 December 2027 through 30 November 2028 Option Year Three: 1 December 2028 through 30 November 2029

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 June 19 Independence Day 4 July*

Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11 November*

Thanksgiving Day 4th Thursday of November Christmas Day 25 December*

*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.

2.0 Place of Performance. Contractor home station will be located at III Marine Expeditionary Force Surgeons Office, Camp Courtney, Okinawa, Japan. The Contractor shall provide on-site program support services in accordance with the Performance Work Statement (PWS). Offsite work performance away from the III MEF Surgeons Office will not be allowed. Telework opportunities will be by exception, based solely upon situational demands. Normal work hours will be 0730 to 1630 Monday through Friday. In order to support a high operational tempo, the Government reserves the right to schedule training and contractor’s support on weekends and federal holidays.

3.0 Technical Requirements (Description of Work / Tasks)

3.1. The contractor shall perform program management and administrative functions and administer provider credentialing services for the III MEF Surgeon Office. Contractor will also assist in basic correspondence, calendar and schedule support services, answer phone and review of provider credential files, which are presented for the granting of privileges, by using BUMED & III MEF established criteria. The contractor shall:

3.1.1. Maintain and coordinate the various administrative support functions, secretarial duties and credential program process review for the III MEF Surgeons office. Ensure all administrative duties and tasks are met in accordance with III MEF regulations and requirements. Facilitate the evaluation, delineation, proper granting and reappraisal of clinical privileges for all health care providers and clinical support staff assigned to III MEF, 3d Marine Division (MARDIV), 3d Marine Logistics Group (MLG), 1st Marine Aircraft Wing (MAW), III Marine Information Group (MIG), and 31st Marine Expeditionary Unit (MEU).

3.1.2. Contractor works within the Surgeon Office on assigned tasks to meet programmatic requirements for the fulfillment and alignment of credentialing and privileging for all health care personnel assigned to the MEF and subordinate elements on a temporary and permanent basis. This is done through understanding the organization, methods, programs, committees, funds, and other tools associated with organization representative on administrative matters. Maintain a tracking system for the internal processing of documents relating to secretarial duties.

Knowledge of Navy correspondence generation, routing and processing; to independently preparing and distribute correspondence, reports, briefs, filing systems, and instructions.

3.1.3. Contractor prepares and issues reports, plans, internal operating procedures and other guidance, as required, to resolve problems, make recommendations, and relay information on the status of the fulfillment of programmatic requirements.

3.1.4. Assist in the tracking, routing and submission of military personnel awards, civilian personnel incentive and required individual evaluations for military and civilian personnel.

3.1.5. The requirement to use and understand Microsoft Outlook program, SharePoint, and/or Microsoft 360 (i.e.

Word, Excel, Access, PowerPoint, and OneDrive) in order to complete daily assigned tasks and assist with maintaining the III MEF Surgeons Office calendar.

3.1.6. Maintain Individual Credential Files (ICF) and Individual Professional Files (IPF), program directives, instructions, forms, committee meeting minutes, and working papers.

3.1.7. Analyze, evaluate and interpret data compiled for reporting requirements.

3.1.8. Ensure compliance with SECNAV, OPNAV, the Headquarters U.S. Marine Corps (HQMC), and BUMED directives and III MEF/USMC instructions regarding reporting requirements; clarification of directives, definitions or other subject matter relative to the credentials and quality assurance programs to provide recommendations for incorporation into existing programs.

3.1.9. Notify appropriate BUMED point of contact (POC) on the status of practitioners who may have adverse actions pending.

3.1.10. Ensure that necessary correspondence, messages, and reports received and transmitted meet the requirements of applicable instructions.

3.1.11. Maintain a tracking system for the internal processing of documents relating to credentials review, staff appointment, clinical privileges status, and quality assurance matters.

3.1.12. Review and as needed, maintain clinical activity file (CAF) information on the Joint Centralized Credentials Quality Assurance System (JCCQAS) of all licensed medical professionals associated with the command.

3.1.13. Report demographic, statistical, educational and professional information to various commands and higher Authority.

3.1.14. Facilitate processing of all applications for clinical privileges and staff appointments to meet programmatic time frames.

3.1.15. Analyze all privileging applications for completeness and appropriateness.

3.1.16. Prepare all necessary programmatic documents for signature by the III MEF Surgeon, Chairman of the III MEF MEC, and/or the Chairman of the Credentials Review Committee (CRC).

3.1.17. Create agendas and develop meeting minutes for the Credentials Committee. Advise committee members of any deviation from the norm.

3.1.18. Adhere to privacy and confidentiality regulations and maintain all information and data accordingly.

3.2. Quality Assurance: The Contractor shall maintain the Medical Quality Assurance (MQA) program.

3.2.1. Coordinate the flow of information between MQA program component activities.

3.2.2. Assist in integration and coordination of MQA activities and outcomes among all III MEF aid stations and Marine Centered Medical Homes (MCMH).

3.2.3. Monitor MQA initiatives (such as the development of protocols, command notices or directives, and standard operating procedures manuals) with appropriate action officers and committees.

3.2.4. Maintain security and confidentiality of MQA-related minutes, files, minute submissions, and data.

3.2.5. Provide periodic staff education relative to MQA & Credentialing program activities/needs. (Command Indoctrination, In-service training)

3.2.6. Maintain an up-to-date collection of reference material pertinent to MQA/Credentials activities/functions.

3.2.7. Develop the master calendar for MQA-related reporting requirements.

3.2.8. Summarize Occurrence Screens/Management Variance Reports results.

3.2.9. Provide guidance and technical advice on the execution of the Focused Professional Practice Evaluation (FPPE), Ongoing Professional Practice Evaluation (OPPE), and Performance Appraisal Report (PAR) programs for the Surgeons of the Major Subordinate Commands (MSCs), III MIG / 3d Marine Expeditionary Brigade (MEB), and 31st MEU.

3.2.10. Contractor must maintain knowledge of Command HIPPA policies and procedures.

4.0 Delivery or Deliverables. The contractor shall:

4.1. Ensure all medical administrative deliverables meet professional standards and the requirements as set forth in the Performance Work Statement (PWS).

4.1.1. The Government reserves the right to request updates on all deliverables on an as needed basis. All data, minutes, memorandums, reports, and miscellaneous correspondence generated as a result of this requirement shall be turned over the Government upon completion of this requirement. All deliverables shall become property of the Government.

4.1.2. Submit written deliverables in hardcopy and electronic form in Microsoft Office compliant format.

4.2. Monthly Status Reports

4.2.1. The Contractor shall provide CCQAS summary Monthly Status Reports (MSRs) to the designated Government Representative (Gov’t Rep). Reports shall include at a minimum, an executive summary, schedule tracking, any credential review issues and recommendations and updates/changes. The Monthly Status Report is to provide information on work completed, work in progress and work outstanding, as well as highlighting problems encountered and anticipated. In addition the monthly report will include the following specific elements:

a. Number of routed monthly correspondences, awards, evaluations and status.

b. Number of credentials packages processed, discrepancies or other issues with these packages.

c. Minutes from the III MEF MEC and other meetings the contractor’s personnel attend.

d. Minutes from weekly staff meetings and/or from any other tasks assigned throughout the monthly reporting cycle.

The Contractor shall supply the Gov’t Rep with additional recommendations for the report and a recommended monthly report format within 1 month either of initiation of the contract or any change in the contractor’s personnel.

4.2.2. The Contractor shall provide Monthly Status Reports to the designated Gov’t Rep within the first five (5) working days of each calendar month. The Gov’t Rep will either accept or reject them within five (5) working days of submission.

4.2.3. In the event of rejection, the Gov’t Rep will notify the Contractor in writing of the reasons for such rejection.

Absence of notification will be construed as an acceptance.

4.3. Medical Quality Assurance (MQA): The Contractor shall prepare a status update of the MQA no later than thirty (30) calendar days after the start of performance on the contract. The plan shall ensure quality service is maintained to perform services throughout the life of the contract and methods for improving the overall quality.

The plan shall discuss the Contractor’s overall approach and procedures for maintaining credentialing activity functions and procedures, communicating with all the pertinent III MEF medical communities, resolving deficiencies, identifying potential improvements, and managing day to day operations. The Contractor shall submit updated/revised MQAs to the Gov’t Rep to ensure quality service is maintained throughout the life of the contract when the Government requires.

4.3.1. The Contractor shall generate and provide documents, agendas, meeting minutes, analysis reports, and briefings if required as outputs of reviews, analysis, and meetings no later than two (2) business days prior to event.

4.3.2. The Contractor shall develop a calendar for MQA-related reporting requirements. Suggest adding something like “An updated monthly calendar for the upcoming month shall be provided to the Gov’t Rep within the last five business days of each month.”

4.3.3. An annual Quality Assurance (QA) report to HQMC shall be provided no later than fifteen (15) working days after new period of performance (POP) starts to the Gov’t Rep in the format agreed upon by the III MEF Surgeon and HQMC.

4.3.4. Deliverables shall be marked in accordance with the Navy Marine Corps Acquisition Regulation Supplement

(NMCARS) 5237.203-90.

5.0. Contractor Qualifications/Experience.

5.1. General qualifications for Contractors assigned to the contract effort are listed below:

5.1.1. A minimum one year of healthcare-related experience.

5.1.2. Successful completion of the Navy Medical Command’s Medical Staff Services/Credentialing & Privileging (C&P) program and holds a current Centralized Credentialing and Privileging Directorate (CCPD)-BUMED Credential Manager Certification.

5.1.3. Sufficient skills to be able to independently review and verify the education, training and licensure of medical providers to determine authenticity of education/training of providers to ensure compliance with all credentialing policies established by the command and higher authority.

5.1.4. Familiarity with Microsoft Office software.

5.1.5. Graduate of high school or equivalent.

5.1.6. Familiarity with: the Navy Correspondence Manual, all credentialing and quality assurance/risk management directives specifics.

5.1.7. Ability to analyze data/information for implementation and presentation.

5.1.8. Ability to analyze problems and recognize significant aspects, reach objective conclusions and present recommendations in a clear and concise manner

5.1.9. Ability to read and interpret statistical information/instructions.

5.1.10. Contractor shall have a Security Clearance eligibility in order to access the NIPR network.

6.0. Applicable Documents / Governing References. In addition to the requirements of regulations and policies applicable to this contract/order by virtue of clauses contained herein, the contractor shall, in the performance of this contract/order, also comply with all references applicable to the specific tasks of this Performance Work Statement, as listed below, including any amendments or subsequent issuance.

Reference Location Navy Safety and Occupational Health Program Manual, OPNAVINST 5100.23H, 05 Jun 20

Department of the Navy Issuances

Navy Occupational Safety and Health (NAVOSH) Program

Department of the Navy Issuances

III MEF Okinawa safety and regulations III MEF SharePoint Department of Defense Directive (DoDD) Information Assurances (IA) Training, Certification, and Information Assurance Workforce Improvement

Program, DoD 8570.01-M, 19 Dec 04, CH-4

Executive Services Directorate

All applicable security and installation regulations MCIPAC Bureau of Naval Personnel (BUPERS) Privacy Program and Establishment of the Bureau of Naval Personnel Privacy Cadre (BUPERSINST 5211.7A), 24 August 2018

My Navy HR

Department of Defense Privacy Program (DOD 5400.11-R), 29 October 2014

Executive Services Directorate

Department of the Navy Privacy Program, SECNAVINST 5211.5F, 20 May 19

Department of the Navy Issuances

Special Incident Reporting Procedures (OPNAVINST 3100.6J w/ CH-2), 20 June 2011

OPNAV SharePoint Portal

III MEF Policy Letter 03-11 Safeguarding PII, 23 March 2011

III MEF SharePoint

III MEF Policy Letter 1-12 Guidance on use of Personal Computers, Private Electronic Email, 16 December 2011

III MEF SharePoint

Medical Quality Assurance (MQA) and Clinical Management in the Military Health System (MHS) (DoD 6025.13-R), 29 October 2013

Executive Services Directorate

Health Care Quality Assurance Policies for Operating Forces (OPNAVINST 6320.7A/MCO 6320.4), 15;

August 2007

Department of the Navy Issuances

Credentials Review and Privileging Program (BUMEDINST 6320.7A), 15 August 2007;

Navy Medicine Directives

Adverse Privileging Actions, Peer Review Procedures and Healthcare Provider Reporting (BUMEDINST

6320.67 W/ ch-1), 12 September 2001

Navy Medicine Directives

Policy on Focused Professional Practice Evaluation (FPPE); and Ongoing Professional Practice Evaluation (OPPE) (BUMED MEMO 6000), 27 January 2009;

Navy Medicine Directives

Credentialing and Privileging Program, BUMEDINST 6010.30, 27 Mar 15

Navy Medicine Directives

III MEF Medical Staff Bylaws, Policies, and Procedures, , IIIMEFINST 6000.20A 26 Mar 20

III MEF SharePoint

Navy Correspondence Manual Department of the Navy Issuances III MEF Campaign Plan/Annual TEEP III MEF SharePoint

7.0 Government Furnished Facilities, Equipment, Services and/or Information. Government property identified herein, or by attachment, is subject to the requirements of FAR and DFARS part 45, pursuant to the enumerated property clauses incorporated in this contract/order.

7.1. The Government will provide access to standard office-related Government Furnished Equipment (e.g., phone, desk space, office supplies, etc.) while working in Government spaces during the performance of this effort. Should additional equipment and/or software be required in performance of the stated tasks, such requirements shall be outlined in the cost proposal.

7.2. The Government will provide one computer terminal/network/internet access point and workstation for access to web-based applications, Government network and databases routinely used to support information management requirements.

7.3. III MEF Surgeons Office will provide consumable supplies required for the tasks listed above, and work space at the III MEF Surgeons Office with PC workstation and computer for the accomplishment of assigned tasks.

7.4. The Contractor shall possess own cellular phone with basic call service and voice mail service. This cellular phone should have incoming and outgoing call to include voice mail services.

8.0 Special Instructions and Administrative Information

8.1. Non-Personal Services. This is a non-personal services, 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.

8.2. Identification of Contractor Personnel and Equipment. In 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:

8.2.1. 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.

8.2.2. Recorded 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.

8.2.3. 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.

8.2.4. 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.

8.2.5. 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.

8.3. 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.

8.4. Exemption from Japanese Taxes. Pursuant to the U.S. – Japan Status of Forces Agreement and the Joint Committee, the governments of the United States and Japan have agreed that the procurement in Japan of materials, supplies, equipment and services for official purposes may be except from certain Japanese taxes. When incorporated, paragraph c. of the clause FAR 52.229-6, “ TAXES – FOREIGN FIXED PRICE CONTRACTS” and/or DFARS 225.229-7001 ‘TAX RELIEF’ stipulate that contract/order pricing shall not include the Consumption Tax. Submission of, and/or incorporation into the contract of, your offer, certifies that pricing does not contain any cost related to the Consumption Tax. Questions concerning this matter should be directed to your local Japanese Tax Office.

8.5. 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.

8.6. 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. The Program Support Services Contractor for III MEF Surgeons Office is not considered “Mission Essential” personnel

8.7. 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

8.8. Installation Access and Personnel Credentialing

8.8.1. 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.

8.8.2. 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 +81-098-970-7481.

8.8.3. 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.

8.8.4. 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:

a. 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)

b. 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.

8.8.5. 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.

8.8.6. 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.

8.8.7. 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.

8.8.8. Common Access Cards (CAC). The Contractor shall apply for a Common Access Card (CAC), United States Department of Defense (DoD) integrated circuit card issued as standard identification for access the MCB Butler LAN providing Internet connection and an e-mail account (s) for business purposes as unclassified user.

Requirements for Issuance of a CAC: The following conditions must be met prior issuance of a CAC to any Contractor employees for limited privilege/non privileged access:

a. The SOFA status of the employee shall be verified, and approved by the office of Staff Judge Advocate

(SJA).

b. The Contractor shall be registered in the Contractor Verification System (CVS) with a valid record of security clearance (background check) on Joint Personnel Adjudication System (JPAS). The CVS is conducted at MCB Installation Personnel Administration Center (IPAC) USMC S.D. Butler, Tel No.

098970-0875, Building (Bldg.) 5699.

c. The Contractor shall obtain proof of security clearance (background check) on JPAS at Security Management Office, USMC S.D. Butler, Tel No. 098-970-7892/8412, Bldg. 1.

d. When applying for a CAC at MCB IPAC, the Contractor shall show two original forms of Identification and submit 1) contract document, 2) passport [reviewed by SJA office and SOFA stamp required], 3) letter of employment, 4) letter of authorization from the Contracting Officer [as applicable], and 5) a valid record of JPAS (proof of background check).

e. All Contractor employees who will be assigned to work in Okinawa must have an active clearance/background check or must have initiated a background check before coming to Okinawa.

8.8.8.1. 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.

8.8.8.2. 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.

8.8.8.3. 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.

8.9. 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.

8.10. 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.

8.11. 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.

8.12. 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.

8.12.1. 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.

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

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

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

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

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

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

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

8.12.4. Foreign Travel

8.12.4.1. 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.

8.12.4.2. 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.

8.12.4.3. 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.

8.12.5. Allowable Costs

8.12.5.1. All travel shall be conducted in accordance with Federal Travel Regulations (FTR) and/or U.S.

Department of State Standardized Regulations (DSSR).

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

8.12.5.3. 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.

8.13. Quality Control and Quality Assurance. In accordance with FAR part 46, and the respective enumerated clauses incorporated in this contract/order, the contactor is reminded that the government may conduct Quality Assurance actions, inspect the Contractor’s Quality Control Plan and records, and take remedial actions as necessary, at any time through the duration of this contract/order. The Government will monitor the Contractor’s performance in accordance with the Government’s 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 QASP defines how the Government will inspect the Contractor’s performance to ensure services are received and in compliance with the terms and conditions of the contract.

End Performance Work Statement

CLAUSES INCORPORATED BY REFERENCE

52.204-7 System for Award Management OCT 2018 52.204-9 Personal Identity Verification of Contractor Personnel JAN 2011 52.204-13 System for Award Management Maintenance OCT 2018 52.204-16 Commercial and Government Entity Code Reporting AUG 2020 52.204-18 Commercial and Government Entity Code Maintenance AUG 2020 52.204-21 Basic Safeguarding of Covered Contractor Information

Systems

NOV 2021

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

NOV 2021

52.204-26 Covered Telecommunications Equipment or Services-- Representation.

OCT 2020

52.212-1 Instructions to Offerors--Commercial Products and Commercial Services

NOV 2021

52.212-2 Evaluation - Commercial Items NOV 2021 52.212-3 Offeror Representations and Certifications--Commercial

Products and Commercial Services

MAY 2022

52.212-4 Contract Terms and Conditions--Commercial Products and Commercial Services

NOV 2021

52.212-5 Alt I Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (MAY 2022) Alternate I

FEB 2000

52.217-5 Evaluation Of Options JUL 1990 52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

JUN 2020

52.232-18 Availability of Funds APR 1984 52.237-2 Protection Of Government Buildings, Equipment, And

Vegetation

APR 1984

252.203-7000 Requirements Relating to Compensation of Former DoD Officials

SEP 2011

252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013 252.203-7005 Representation Relating to Compensation of Former DoD

Officials

SEP 2022

252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7008 Compliance With Safeguarding Covered Defense Information

Controls

OCT 2016

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting

DEC 2019

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support

MAY 2016

252.204-7016 Covered Defense Telecommunications Equipment or Services -- Representation

DEC 2019

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services -- Representation

MAY 2021

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services

JAN 2021

252.204-7019 Notice of NIST SP 800-171 DoD Assessment Requirements MAR 2022 252.204-7020 NIST SP 800-171 DoD Assessment Requirements MAR 2022

252.222-7002 Compliance With Local Labor Laws (Overseas) JUN 1997 252.225-7012 Preference For Certain Domestic Commodities APR 2022 252.225-7048 Export-Controlled Items JUN 2013 252.232-7003 Electronic Submission of Payment Requests and Receiving

Reports

DEC 2018

252.232-7010 Levies on Contract Payments DEC 2006 252.232-7017 Accelerating Payments to Small Business Subcontractors--

Prohibition on Fees and Consideration

APR 2020

252.244-7000 Subcontracts for Commercial Items JAN 2021

CLAUSES INCORPORATED BY FULL TEXT

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days prior to contract expiration.

(End of clause)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days;

provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 4 years.

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://acquisition.gov/

(End of provision)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://acquisition.gov/

252.225-7976 CONTRACTOR PERSONNEL PERFORMING IN JAPAN (DEVIATION 2018-O0019)(AUG 2018)

(a) Definitions. As used in this clause—

“Commander” means the Commander of the United States Forces Japan (USFJ).

“Dependent” means spouse, and children under 21; and parents, and children over 21, if dependent for over half their support upon a member of the United States Armed Forces or civilian component.

“Law of war” means that part of international law that regulates the conduct of armed hostilities. The law of war encompasses the international law related to the conduct of hostilities that is binding on the United States or its individual citizens, including treaties and international agreements to which the United States is a party, and applicable customary international law.

“SOFA Article I(b) status” means a designation by the Commander of contractor personnel as Members of the Civilian Component under Article I(b) of the Status of Forces Agreement (SOFA), in accordance with agreement by the Joint Committee. To receive such a designation, an individual must—

(1) Be a United States national;

(2) Not be ordinarily resident in Japan (or if ordinarily resident, complete the procedures set forth in USFJ Instruction 36-2611 (Change of Status by Persons in Japan to One of the Categories Authorized by the Status of Forces Agreement, available at http://www.usfj.mil/Portals/80/Documents/Instructions/36-2611%20(USFJI).pdf

(3) Be present in Japan at the official invitation of the United States Government and solely for official purposes in connection with the United States Armed Forces;

(4) Not have SOFA Article XIV status; and

(5) Be essential to the mission of the United States Armed Forces and has a high degree of skill or knowledge for the accomplishment of mission requirements by fulfilling the following:

(i) Has acquired the skill and knowledge through a process of higher education or specialized training and experience; or

(ii) Possesses a security clearance recognized by the United States to perform his or her duties; or

(iii) Possesses a license or certification issued by a U.S. Federal department or agency, U.S. state, U.S. Territory, or the District of Columbia to perform his or her duties; or

(iv) Be identified by the United States Armed Forces as necessary in an emergent situation and will remain in Japan for less than 91 days to fulfill specialized duties; or

(v) Is an employee of a military banking facility; or

(vi) Is specifically authorized by the Joint Committee.

“SOFA Article XIV status” means designation by the Commander to persons, including corporations organized under the laws of the United States and its personnel, that are ordinarily resident in the United States and whose presence in Japan is solely for the purpose of executing contracts with the United States for the benefit of the United States Armed Forces. Such designations are made in extremely limited circumstances and only after consultation with the Government of Japan. Article XIV designations are restricted to cases where open competitive bidding is not practicable due to—

(1) Security considerations;

(2) The technical qualification of the contractors involved;

(3) The unavailability of materials or services required by United States standards; and

(4) Limitations of United States law.

“SOFA-covered contractor personnel” means contractor personnel who have been designated as having SOFA Article I(b) status or SOFA Article XIV status, which is documented on a Letter of Authorization (LOA) signed by the Contracting Officer.

“SOFA status” means either SOFA Article I(b) status or SOFA Article XIV status or a dependent under Article I(c).

“Status of Forces Agreement” means the “Agreement under…