AR Bridge - COMBINED SYNOPSIS SOLICITATION-Amendment 0001.pdf

MILITARY SEALIFT COMMAND

N10 - CONTRACTS AND BUSINESS MANAGEMENT DIRECTORATE

COMBINED SYNOPSIS/SOLICITATION

Amendment 0001 to Military Sealift Command Combined Synopsis and Solicitation Notice Information

1. The purpose of this amendment to Combined Synopsis and Solicitation N3220521Q2658 is to amend the response deadline from Monday, 27 September 2021 at 1:00pm to Tuesday, 28 September 2021 at 5:00pm.

2. FAR 52.212-1 Instructions to Offerors – (ADDENDUM) ADDITIONAL INSTRUCTIONS TO OFFERORS-- COMMERCIAL ITEMS Section e-5 is amended to change the response due date and time deadline. See attached updated combined synopsis and solicitation.

3. All other terms and conditions hereby remain unchanged and are in full force and effect.

Military Sealift Command Combined Synopsis and Solicitation Notice Information

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

2. Solicitation number is N3220521Q2658 and is being issued as a Request for Quotation (RFQ). This is a sole-source solicitation per Justification and Approval (J&A) N3220521Q2658. The quote is due by Tuesday, 28 September 2021 at 5:00pm Eastern Standard Time.

3. The solicitation document and incorporated provisions and clauses are those in effect through:

Federal Acquisition Circular (FAC): 2021-05, Effective: 10 June 2021 DFARS Publication Notice (DPN): 20210224, Effective 20 May 2021

* located on https://www.acquisition.gov

4. The associated NAICS code is 541810 and the associated PSC code is R701 for this procurement: NOTE:

A Class Waiver is not applicable to a procurement unless the NAICS code, PSC, and NAICS Code Descriptor currently in effect, match the item(s) being procured.

is not being set-aside for small businesses.

is being set-aside for for small businesses. The small business size standard is $15 Million.

5. The table below lists the Contract Line Item Number(s) (CLIN(s)) and items, quantities and units of measure, inclusive of any applicable options:

CLIN DESCRIPTION QUANTITY UNIT OF

MEASURE

0001 Base Period Labor 1 LOT 0002 Base Period Material 1 LOT 0003 Base Period Travel 1 LOT 1001 Option Period One Labor 1 LOT 1002 Option Period One Material 1 LOT 1003 Option Period One Travel 1 LOT https://www.acquisition.gov/

6. PERFORMANCE WORK STATEMENT

1.0 GENERAL INFORMATION / BACKGROUND:

Military Sealift Command (MSC) provides ocean transportation of equipment, fuel, supplies, and ammunition to sustain U.S. forces worldwide during peacetime and in war for as long as operational requirements dictate. During a contingency, more than 95 percent of all the equipment and supplies needed to sustain the U.S. military is carried by sea. As one of three United States Transportation Command (TRANSCOM) component commands, MSC provides the sea transportation to support the TRANSCOM mission. MSC operates an extensive fleet in support of Navy combatant forces, operates ships that provide Special Ocean mission support to U.S. Government agencies and operates ships loaded with military supplies and equipment that are prepositioned at strategic locations worldwide.

MSC is responsible for staffing, crewing, training, equipping, and maintaining its Government Owned/Government Operated (GOGO) ships worldwide, and support other MSC assets as directed by COMSC. MSC does this with its Civil Service Mariners (CIVMARs) and Ashore staff.

Within MSC, the Total Force Management Directorate (N1) is responsible for developing, enabling, and reinforcing corporate policies and procedures to maintain MSC’s total force and readiness;

preparing an afloat workforce capable of meeting the readiness requirements of the customer; and creating a Human Capital strategy that ensures the right people with the right skills are provided to the right place for the right work, at the right time, and who have the professional and personal tools they need to be successful.

MSC ships are manned with qualified CIVMARs and sustain them in ways that maximize MSC and mariner effectiveness during peace and wartime operations. The CIVMAR Manpower and Personnel (N12) is located at the Naval Station Norfolk, Norfolk, VA, is a cradle to grave operation, servicing all potential CIVMAR needs from the time they show interest in MSC, through the hiring process, and until they separate from MSC. Its mission is to create a human capital strategy that ensures the right people with the right skills are provided to the right place for the right work, at the right time. The Marine Employment Division (N121) is located at the Naval Station Norfolk, Norfolk, VA manages the CIVMAR Recruitment/Advertisement/CIVMAR Support Center (CSC) and its Acquire to Hire Process (A2H).

This contract supports MSC’s mission described above.

A list of acronyms and corresponding definitions is provided in Attachment 1.

2.0 SCOPE OF WORK:

MSC CIVMAR Manpower and Personnel requires contract services to fulfill the Recruitment, Advertising, CIVMAR Support Center, Acquire To Hire (A2H) process, cadet shipping program application process, promote, coordinate, and attend MSC’s national and international recruitment events (job fairs, outreach visits, Seafarer Days, etc.), produce an effective and efficient marketing strategy to promote MSC and reach the potential workforce as the employer of choice for seagoing and ashore jobs. In order to meet MSC manning requirements, the Contractor is required to generate qualified leads, track leads to employment, and prospect relationships within the U.S. and its territories. The Contractor is required to provide a variety of services related to the above services as described throughout. The Contractor is required to coordinate and seek approval from Marine Employment Division to redesign processes and improve efficiency as necessary throughout the execution of the resulting contract.

Non-personal Services: This contract may not be used to provide personal services. Government personnel may not perform any supervisory functions for Contractor personnel. All individual Contractor employee assignments and daily work direction shall be given by the applicable Contractor’s employee supervisor. Government personnel cannot supervise Contractor employees, stipulate Contractor duty hours (except for that directed in the contract), require Contractor employees to report to Government personnel, maintain Contractor personnel records/time cards, approve leave for Contractor personnel, approve bonuses for Contractor personnel, or develop duty rosters including name of Contractor employees. Notwithstanding any other provision of this contract, the Contractor shall at all times be responsible for the supervision of its employees in the performance of the services required. If the Contractor believes any government action or communication has been given that would create personal services relationship between the Government and any Contractor’s employee, the Contractor is required to promptly notify the Contracting Officer.

This work shall be performed primarily in the United States and the United States’ territories.

TASKS

The Contractor shall perform the tasks in accordance with applicable policies, instructions and standard operating procedures which are subject to change in order to meet MSC requirements.

General

In accordance with applicable policies, instructions and standard operating procedures, the Contractor shall:

Generate qualified leads to meet minimum requirements for MSC civil service mariner (CIVMAR) positions.

Create a detailed annual comprehensive recruitment plan and strategy to meet the hiring goal. Evaluate MSC’s manning requirements to create an Annual Strategy/media plan. Supply a minimum of two qualified prospects for every one hire as per MSC’s requirements. All qualified prospects must meet MSC’s minimum eligibility requirements as outlined in the Job opportunity announcement for each position. Note: The Government has the right to adjust the qualified leads ratio per position to meet MSC’s manning requirements.

Perform marketing and advertising related research, including target audience identification, segmentation, and analysis.

Conduct focus groups to test and discuss the effectiveness of recruiting, marketing and advertising of deliverables.

Provide a draft Advertising Plan within forty-five (45) calendar days after award of the contract for approval by the Marine Employment Division Director prior to initiating advertising in support of the recruitment objectives. A draft plan shall be submitted for approval by 15 August each year thereafter. Perform media planning, placement, and purchase (including, but not limited to, print, online, interactive and other electronic modes).

Create, design, develop, traffic, and produce all media to create awareness for the application process.

Develop advertisements that are tailored to the publication in which they will appear. Provide a master copy of all approved advertisements to Marine Employment Division Director for retention, which may be used without restriction in the future by MSC.

Market all aspects of MSC’s CIVMAR Recruitment events, job announcements, and related efforts, via website, TV and PSA advertising, career fairs and printed material.

Support MSC public relations activities.

Ensure that regular and periodic recruitment advertisements appear across a variety of media to reach intended audience. A minimum of 25 publications annually is required. Publications utilized will be based on research, findings, and past performance.

All costs associated with the advertising efforts shall be approved in advance by the Marine Employment Division Director or Contracting Officer’s Representative (COR). Invoices must be submitted for reimbursement, in accordance with Technical Exhibit 1 & 2.

Design, develop, print, and produce effective marketing collateral to promote MSC objectives as necessary.

Create and manage a centralized prospect database to allow remote access the system.

Develop and maintain to MSC’s standards the recruitment website (www.sealiftcommand.com), including all modifications, regular upkeep and statistical reporting.

Develop, maintain, and manage MSC online cadet shipping and employment application system within the www.sealiftcommand.com.

Develop, maintain, and manage MSC Recruitment, cadet shipping, Afloat, and Ashore websites.

Interface with prospects concerning employment opportunities with MSC.

Provide all external recruitment services as directed by the Marine Employment Division Director.

Research, develop, maintain, and coordinate schedule of recruitment events and activities of approximately 240 events a year within the U.S. and its territories to include a minimum of 60 to 120 job fairs. Obtain necessary permits, licenses, payments, and/or other on-site event material required to participate in these events.

Be responsible for all logistical planning of MSC-hosted recruitment events, including location, reservation of conference space, hotel accommodations for the event, or other facility, food procurement, advertising, payment of associated fees, and billing.

Develop a master list of points of contact for job fairs and recruitment events, which shall be maintained, updated, and forwarded to the Marine Employment Division Director when changes occur. Ship recruitment materials (Technical Exhibit 3) using the most cost effective shipping method to and from the recruiter’s home to an event or Contractor’s main storage to an event.

Guidelines will be provided for the shipping of recruitment related materials. The Contractor will be authorized in advance to use FedEx/UPS/DHL. If there is a situation that falls outside of these guidelines, the Contractor will seek the Marine Employment Division Director’s approval prior to shipping.

Pay for postage and packaging of all mailings associated directly with recruitment events performed in accordance with this contract and will be reimbursed in accordance with Technical Exhibits 1 &

2. Other postage is not reimbursable.

Conduct market research on maritime trade/training/upgrade schools nationwide.

Assist the Marine Employment Division with merit promotions application training to MSC CIVMARs ashore or afloat.

http://www.sealiftcommand.com/

Develop and manage direct mail/email marketing campaign in support of the recruitment objectives.

Mass mailing postage cost is a reimbursable expense in accordance with Technical Exhibits 1 & 2.

Research and target nationwide markets for potential CIVMAR leads.

Coordinate delivery of all recruitment material with sufficient advance notice to the fulfillment supplier in support of the approved event schedule.

Provide advice to the Marine Employment Division Director on recommending reimbursable recruitment items to procure in order to support recruitment efforts. Research items through various vendors and provide recommendations and support in procuring recruiter attire and materials.

Note: Recruiter apparel shall be procured and worn to promote a clear and consistent message to prospects at all events attended by recruiters, and shall be part of the overall recruitment image. All clothing shall be designed to distinguish recruiters as MSC recruiters. All reimbursements must be submitted in accordance with Technical Exhibit 1 & 2.

Shall travel to MSC Norfolk, or other locations to participate in recruitment strategy planning sessions, command presentations, account reviews, process/requirements reviews and other events.

Visits will likely last 1-2 days in duration, not counting travel time. The Contractor shall utilize the established rates for Government personnel for transportation and lodging.

Note: There may be extensive travel associated with the performance of this contract. All recruitment travel and activities (except for online advertising) required to execute the contract will be reimbursed in accordance with the procedures delineated in this Section. Contractor personnel shall travel as required by the contract and dictated by the Quarterly Event Schedule approved by MSC. As a part of the reimbursable CLIN(s) under the contract, the Contractor shall be reimbursed for actual transportation costs, lodging, meals, and incidental expenses for Contractor’s travel requested by the KO or the COR. Reimbursement for airfare shall not exceed the lowest customary standard, coach or equivalent airfare offered during normal business hours. The Contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual costs incurred for travel.

Actual costs shall be considered reasonable, allowable, and reimbursable only to the extent that they do not exceed on a daily basis the maximum per diem rate in effect at the time of travel as set forth in the Federal Travel Regulations, Joint Travel Regulations, and Standardized Regulations. All original receipts substantiating actual costs incurred for transportation, incidentals, and lodging, irrespective of the dollar amount, must be provided.

Responsible to load event leads into database no later than two (2) business days after the end of the event.

Assist all potential cadet shipping candidates and CIVMAR employment prospects and CIVMARS through phone, in person and email to support their inquiry until resolved.

Evaluate and provide guidance to applicants so they may complete the USCG National Maritime Center Merchant Mariner Credential (MMC) process efficiently.

Address frequently asked questions (FAQs) of a general nature or employee specific on subjects such as, but not limited to: recruiting, security, payroll, training, promotions, ELR, Worker’s Compensation, benefits and entitlements, wages and manning, USCG requirements and documentation, and travel as it relates to the CIVMAR program.

Track and provide timely response and resolve all inquiries received by the CIVMAR Support Center.

Create a means to capture and prioritize unanswered correspondence. The CSC staffs shall respond to this unanswered correspondence on the next business day of operation.

Track each prospect to ensure MSC is able to follow them through the possible cadet shipping application and employment process. Handle and document all cadet/CIVMAR prospect and current CIVMAR communication in the recruiting database.

Process applications for CIVMAR employment and cadet applications for cadet sail. When necessary Contractor will also work with the applicants to bring to completion.

Perform a detailed review of application materials to detect omissions, expired documents, soon-to-expire documents, or other errors, which would prevent MSC from continuing the rating and selection process.

Schedule employment interviews and ensure all interview details are collected and loaded into recruitment database.

Coordinate, manage, and facilitate the Academy Recruitment Activity.

Note: As part of this process, travel will be required twice per year in support of the academy hiring initiatives in California Maritime Academy (Vallejo, CA), Great Lakes Maritime Academy (Traverse City, MI), SUNY Maritime Academy (Bronx, NY), Massachusetts Maritime Academy (Bourne, MA), Texas Maritime Academy (Galveston, TX), Maine Maritime Academy (Castine, ME), and United States Merchant Marine Academy (Kings Point, NY) and Webb Institute (Glen Cove, New York).

Coordinate and manage all pre-employment and pre-cadet sail application processes with the Medical, Drug Free Workplace, Security and Travel departments.

Schedule all new CIVMAR employees for Orientation and provide all relevant communications.

Record any necessary data in the Command’s human resource management system. Including applicants United States Coast Guard maritime center credentials etc. and any other documents pertaining to the Job Opportunity Announcement.

Manage and facilitate the New Employee Orientation (NEO) process.

Manage an expedited hiring process for select new hires.

Coordinate the onboarding timeline with the Medical, Drug Free Workplace, Security and Travel departments.

Schedule current CIVMARs for necessary medical and drug test screenings using approved facilities.

Track all results in the appropriate system.

Receive and document the merit promotions applications for current CIVMARs.

Process Mariner Advancement Program Evaluations.

Process Coastal Transfer requests.

Develop, update, and conduct surveys related to and in support of HR management functions for Afloat. Surveys are subject to change during the life of the contract.

Review surveys on a recurring basis as required by the Marine Employment Division, but not less than annually.

Maintain analyses, and electronic records of all completed surveys not to exceed 5 years.

Retain any hard copy files of completed surveys for a period not to exceed two calendar years past survey’s administration.

Note: The recruitment reports shall include monthly and cumulative data for each publication/advertisement. These reports shall include statistics on all advertising activity through the entire contract period. The Contractor will include customized toll free numbers on all advertisements in order to track and report the effectiveness of the material. The website, website links, and number of hits shall also be included in the report.

Be responsible for providing MSC historical, statistical, and analytical reports/presentations upon demand, as deemed necessary. All report formats will be approved by the Government and shall be submitted to the Marine Employment Division Director no later than ten (10) calendar days from award of contract for review and approval.

Note: For Billing, provide a Microsoft Excel report to be attached with the invoices that maintains a running tally of CLINs for recruiter labor and non–recruiter labor. This spreadsheet shall include the following:

CLIN Number Item Fiscal Year Allocated Amount current balance YTD Spent Monthly total of each line item

Provide an Excel report to Marine Employment Division Director no later than the 10th business day of each month following the end of the preceding month.to support of all the charges associated with reimbursables, to include the following data (Technical Exhibit 1):

Expenditure Type Fiscal Yr. Allocation Date Reimbursement submitted by Event/justification Amount claimed Amount authorized Balance Year to Date Monthly total expenses submitted

Reporting of recurring reports listed below will begin during the first full month after approval of the Recruitment Strategy and Advertising Plan. All report formats will be approved by the government and shall be submitted to the COR no later than ten (10) calendar days from award of contract for review and approval.

Be responsible for providing MSC historical, statistical, and analytical reports/presentations upon demand, as deemed necessary by the Marine Employment Division Director. The Contractor will be provided initial historical data after award of the contract.

Provide key performance metrics and incorporate into a monthly report. The report will include an appropriate analysis of the data to include trending and comparative information, identification of issues/concerns and recommendations for process improvement as appropriate

Note: Provide the recurring reports listed below via email to MSC N121 and other POC’s. More frequent reports may be required at times to address issues of concern associated with the requirements of this Section or impacting other Sections of this PWS.

Monthly Summary – this combines all results tied to the acquire-to-hire process activities to the annual hiring objectives of the Command.

Monthly Recruitment Activities – report on the results of the recruitment activities including an overview of open announcements, recruitment activities and outreach performed, and advertisements used.

Monthly Prospecting Metrics – The number of IRFs received from each job fair/activity, website, call center data sources, walk-ins, and advertisements, as well as the number of incomplete or blank IRFs. Include a summary of recruitment efforts and appropriate analyses of the data, including trending and comparative information, identification of issues/concerns and recommendations for process improvement (if any), and the next quarter’s scheduled activities, events, initiatives.

List of all IRFs submitted from all sources regardless of status: (i.e. Websites, Recruiting Events, Job Fairs, Walk-ins, TAP, referrals etc.

Weekly Post-Event Evaluation (PEE) – Every Monday, the Contractor shall provide a weekly PEE report to the Marine Employment Division Director consolidating all recruitment activity for the week.

The report shall detail how many qualified leads were received from each event. This report should also detail how many future leads were obtained at each event and track until they show no more interest or become qualified.

Prospect follow-up report – The report shall detail how many prospects were created in that month of prospecting. It shall also provide updates on prospects that are working on their credentials for employment and tracked throughout the process until they either become non-interested or not qualified.

Academy Recruitment Activity Report – This is a periodic schedule that shall contain points of contact for each school, amount of students that are interviewed, event detail sheets for events, attendees, and graduation dates.

Monthly and cumulative Advertising metrics for each publication/advertisement. These reports shall include statistics on all advertising activity through the entire contract period.

Monthly and cumulative website traffic reports.

Total number of contacts processed from all sources.

Total number of Information Request Forms completed .

Details regarding information requests sent to N121 for response (e.g. number of contacts, turnaround time period, etc.).

Number of applications received from all sources including Point of Entry.

Number and percent of applications complete and sent to MSC.

Number and percent of incomplete applications (including common reasons).

Number of follow-up actions with applicants (per week, monthly summary).

Number and percent of offers made (total and by position).

Number and percent of offers accepted (total and by position).

Number and percent of offers rejected shown by reason (total and by position).

Position Specific Reports - weekly metrics tied to that position.

Annual hiring goal met to actual hired broken out by NEO Class.

Academy Applicant tracking reports (weekly).

Veteran Reporting – tracking the number of veterans in our recruitment pipeline.

Application lifecycle tracking for various recruiting/accession events.

Average cost per applicant to process (method to be approved).

Quarterly / Annual Recruitment Summary – this presentation shall outline a summary of the recruitment efforts. This summary will be coordinated with data from the CSC.

Trend analysis will be performed for three, six, nine and twelve months of data as it becomes available (historical records will be maintained) including trending and comparative information, identification of issues/concerns and recommendations for process improvement (if any). The Contractor will provide electronic access to the government for purposes of reporting requirements. This will be Read-Only.

Acquire to Hire Snapshot report.

Outreach feedback survey.

Monthly invoicing.

Project status report.

Survey Reporting to include:

Monthly Satisfaction Index Report that evaluates the quality of service addressing questions such as “did we answer your question, did you wait long”, etc. This index report is to be developed by the Contractor and approved by MSC before use.

NEO survey results and analysis.

Separation survey results and analysis.

BASIC REQUIREMENTS:

The Contractor shall:

Provide personnel with the necessary skills and level of expertise required to support the tasks to be performed under this PWS. All personnel shall be U.S. citizens prior to performing work under this contract. All personnel shall be able to communicate effectively using the English language including verbal and written media. All personnel shall be skilled in customer service, maritime marketing/advertising, oral and written communications with an emphasis on public speaking, research and analysis, maritime recruitment, maritime staffing, and maritime acquire to hire process and maritime cadet shipping program application process.

Be experts in the maritime industry, U.S. Navy and MSC maritime operations, Federal employment rules and regulations, U.S. Coast Guard requirements for mariner licenses/documents, and training and certification for seagoing employment. All personnel must meet all required training and qualifications to perform the work in this PWS.

Ensure that Contractor personnel are properly trained to perform the work at their assigned work location. The Contractor personnel will be expected to familiarize with MSC’s Mission Continuity Plans (MCP), Disaster Recovery Plans (DRP), and Personnel Accountability (PA) documents and instructions, which will be made available to the Contractor.

All personnel must be proficient using Microsoft Office product suite and familiarity with MS 7 Suite.

Key Personnel

Resumes will be submitted for all key personnel prior to and after contract award. Key personnel are personnel identified that are considered essential to successful Contractor performance and may be full or part-time on the contract. All positions should have a complete position description that outlines the duties and the responsibilities of that position. The COR will review and receive a copy of all key personnel position descriptions that are working under this contract. Key personnel include the Program Manager, Deputy Program Manager, other personnel providing supervision to the CIVMAR Support Center and recruiters. MSC retains the right to approve or disapprove key personnel and their substitutes. This contract does not assume or require any hierarchical structure (i.e., Contract Project Manager, Group Manager per x/people). The Contractor agrees to assign the work under this contract to those persons whose resumes were submitted with the proposal and who have been identified in the Contractor’s proposal as key personnel. In addition, all technical representatives identified in the Contractor’s proposal are governed by this clause. No substitutions shall be made except in accordance with Section 4.2.

Note: Due to the uniqueness of the overall contract operations, the Government understands that the program management team will need to split time and resources between the CIVMAR Support Center and the advertising and external recruitment operations to ensure all objectives are met. This will allow the flexibility to support the recruitment team, the marketing development team and the customer service operations of the CIVMAR Support Center.

Substitutions

General Provision. The Contractor agrees to assign to this contract those persons identified as key personnel whose resumes were submitted with his proposal and who are necessary to fulfill the requirements of this contract. No substitutions of key personnel shall be made except in accordance with this Section.

Guidance on Substitution. During the first 90 days of the contract performance period no personnel substitutions by the Contractor will be made unless substitutions are necessitated by an individual's sudden illness, death, or termination of employment. In any of these events, the Contractor shall promptly notify the COR and the Contracting Officer and provide the information required by Section

4.2.3 below. After the initial 90-day period, all proposed substitutions must be submitted to the COR and the Contracting Officer, in writing, at least 10 days in advance of the proposed substitutions, and the Contractor must provide the information required by Section 4.2.3 below.

Request for Substitutions. All Contractor requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitution, a resume for the proposed substitute, and any other information subsequently requested by the COR and the Contracting Officer. The resumes submitted must include the proposed person’s prior roles and responsibilities as a lead or supervisor, an overview of their prior workload/special projects assigned, and their prior team or staff size that they lead or supervised. All proposed substitutes must have qualifications that are equal to or higher than the minimum requirements set forth in Section 4.2.3. The Contracting Officer and or the COR will evaluate such requests and promptly notify the Contractor of his/her approval or disapproval thereof.

Non-Key Personnel

All remaining Contractor’s personnel are considered non-key personnel. Contractor shall provide a brief description of the various levels of support required.

PLACE OF PERFORMANCE:

The place of performance includes the Contractor’s facility and the following location:

Naval Station Norfolk, Norfolk, VA Note: The Contractor is responsible for the costs associated at their facility.

6.0 PERIOD OF PERFORMANCE:

Period Length Date of Commencement Date of Completion Base Period One (1) year 01 October 2021 30 September 2022

Option Period One Three (3) months 01 October 2022 31 December 2022

DELIVERABLES /

MEETINGS:

Deliverables:

Training Plan: The Contractor shall prepare a formal training plan that includes:

Orientation/training familiarization requirements essential to the performance of this PWS;

Plan to accomplish training within 60 days following contract award with weekly updates throughout the contract, and;

A log of all training and annual re-training, available to the COR upon request.

Standard Operating Procedures (SOP): The Contractor shall be responsible for the development of a detailed SOP for each Contractor personnel workstation. The SOPs is a step-by-step breakdown of the tasks required to perform the duties assigned, including step-by-step computer screen shots of any applications that provide support. The Contractor shall review any current

SOPs on file with the Government POC in each designated Code within two (2) weeks after contract award and validate SOP is current or under revision. If the SOP Is not current or there is not a SOP on file, the Contractor will have 45 days to update or establish a work process and develop a current SOP, to be approved by the COR and Government POC in the designated Code. The Contractor shall provide a hard copy and maintain the current SOP on a designated location. The PM will send the approved electronic copy of each SOP to the COR, and Contractor employee (end user) no later than (NLT) 90 days after contract award. The SOPs shall be reviewed on a monthly basis and updated as required. Each Contractor employee must have a labeled binder with the most current SOP on their workstation to include a monthly review log with Contractor, PM, and COR signature/validation blocks. The PM shall coordinate with the COR to provide a shared link to post all SOPs, organized by Code. All updates must be distributed as noted above.

Daily Muster/Attendance Report: The Contractor shall provide the Marine Employment Division Director the muster/attendance report NLT 0900 daily. The Contractor is responsible for providing complete coverage in accordance with Section 12.0 Working Hours.

Meeting Minutes: The Contractor shall provide meeting minutes within five (5) days of the kick- off meeting (Section 7.12) and within three (3) days for all performance evaluation meetings (Section 7.13).

Quality Control (QC) Plan: The Contractor shall prepare and maintain a QC Plan that addresses each responsibility and task of this PWS to ensure quality service is provided throughout the terms of the contract. A copy of the QC Plan shall be kept at each site and shall be provided to the Contracting Officer and COR. The plan shall include, at a minimum, the items listed below.

A description of how the Contractor intends to meet the performance objectives, and identify those areas the Contractor sees as critical to the customers for this contract, how it will monitor quality performance in those areas, and how it will maintain or exceed customer expectations, including identification and correction of problems.

A description of the inspection procedure to be used to monitor and check the performance of this PWS. The description shall include specifics as to how the Contractor will meet and measure each objective in the Performance Assessment Plan (Attachment 2). The measurement description must provide the type of measurement, the frequency, and the measurement process.

A description of the methods that the Contractor will use for identifying and preventing defects in the quality of service performed.

A description of the records to be kept to document internal Contractor inspections and corrective or preventative actions taken.

A listing of files maintained in support of the QC Program. These files shall include the type of sampling completed, list of records sampled, the findings and deficiencies, corrective actions and validations agreed to by the COR as considered resolved in accordance with the requirements of this

PWS.

A listing of the frequency and type of reports, metrics, sampling results, trends, measurements of complaint resolution, etc. provided to the COR on a monthly basis, no later than the 15th of each month for the previous month’s results.

Personnel Roster / Missing Badges / NMCI/System Access:

The Contractor shall maintain a current roster of all Contractor employees authorized access to facilities. The Contractor shall provide a copy of the roster to the COR not later than the first working day of each month, or on a more frequent basis when specifically requested by the COR. The list shall include each employee’s full name, last four digits of the employees’ social security number, level of security clearance, and clearance investigation data. The list shall be validated and signed by the Contractor’s Security POC and provided to the COR and appropriate Physical Security Manager when the Contractor brings in new employees, employees depart, or when an employee’s clearance, work assignment/location, status or information changes.

The Contractor shall notify N6 and NMCI of any employee changes (i.e., new employees, departing employees, re-located employees) requiring NMCI seat reassignment or establishment. The Contractor shall plan to allow for the NMCI process time associated with Government seat reassignment, which is subject to change based on availability.

At the end of each performance year, the Contractor shall forward to the COR a list of all badges issued, but not returned with a written explanation of any missing badge.

The Contractor is responsible for requesting access to programs, applications etc. required to perform assigned tasks, including, but not limited to: HRMS.

The Contractor is responsible for its employees (and subcontractors) supporting this contract completing and staying up to date on all training required by MSC for individuals working on Government installations. Some examples of required training are: Personally Identifiable Information (PII), Ethics, Mission Continuity Plan (MCP), and Information Assurance (IA). The required training is subject to change throughout the life of this contract, but the Contractor should assume at least a total of eight (8) hours for all required training courses annually per Contractor/Subcontract employee.

The Contractor shall provide documentation to the COR evidencing that Contractor employees have completed the required training within five (5) days of the specific training due date.

Safety Plan, Mission Continuity Plan , and Disaster Recovery Plan:

Safety Plan: The Contractor shall prepare, maintain, and implement a Safety Plan for its employees within 30 days of contract award.

The Contractor shall ensure that all safety programs/provisions meet Federal, Navy, State, and local requirements, including, but not limited to, rules and regulations listed in the applicable documents of (Attachment 3).

The Contractor is responsible directly to the Department of Labor’s OSHA or appropriate state office where OSHA has approved a state plan.

The Safety Plan must also provide a designated and qualified person for ensuring worker safety.

The Contractor shall comply with OSHA, Navy, and other regulatory agency requirements (Attachment 3) for record keeping and reporting of all incidents. The Contractor shall immediately report any mishaps that cause injury or occupational illness to the COR. All Contractor employees are encouraged to report observations of unsafe or unhealthy working conditions to MSC Safety Officer.

All Contractor employees shall be familiar and comply with MSC local instructions and directives concerning fire drills, evacuation, and fire safety training. Workspaces occupied by Contractor employees are subject to fire inspections conducted by certified Navy Fire Inspectors. All Contractor employees shall observe all requirements and directives for the handling and storage of combustible waste and trash.

Mission Continuity Plan (MCP): The Contractor shall provide a narrative on how the Contractor will ensure mission continuity in case of a real or simulated emergency within 90 days following contract award. This documentation will be added to N1’s plans and will be maintained for use in any real or simulated emergency event.

Disaster Recovery Plan (DRP): The Contractor will prepare and maintain a DRP within 90 days of contract award. A copy shall be provided to the COR. The DRP is an implementation plan used to provide instruction related to the execution of MSC operations in a disaster or contingency situation wherein the current facility (or facilities) becomes unusable. The objectives for this plan are to:

Ensure the continuous performance of MSC Norfolk’s mission critical functions/operations during an emergency;

Protect essential facilities, equipment, records, and other assets;

Reduce or mitigate disruptions to operations;

Reduce loss of life, minimizing damage and losses; and Achieve a timely and orderly recovery from an emergency and resumption of full service to customers.

Phase-In Plan: The Contractor shall provide a Phase-In Plan in accordance with Section 13.1 of this

PWS.

Equipment Inventory: Provide Inventory and Condition Report(s) to the COR in accordance with Section 8.2.

Data Rights: Unless otherwise agreed, all work performed by the Contractor under the Contract shall become the exclusive property of MSC in which the Government shall have unlimited rights. This includes, but is not limited to, any databases, IT programs, spreadsheets, surveys, and any other information or reporting tools designed by or utilized by the Contractor to support the workload for MSC under this contract. The Contractor shall not deliver or otherwise provide to the Government technical data or computer software, to include the deliverables under the Contract, with restrictions, including those as to use, modification, reproduction, and transfer, or with restrictive markings. At any and all times, the Contractor agrees to promptly provide (within 2 business days) to the Government at no additional cost such documents, codes or other materials and information that are necessary to permit the Government's full enjoyment of its rights in the deliverables as described above.

Staffing Plan: The Contractor shall create, maintain, and comply with its Staffing Plan. The Staffing Plan shall provide a detailed narrative of the positions for which the Contractor will require during the performance of the Contract, and shall address how the risk of non- performance to the Government will be minimized by this Staffing Plan. All changes to the Staffing Plan must be approved by the COR and Marine Employment Division Director prior to implementation.

In addition to the aforementioned, the Staffing Plan shall provide the following:

The number of personnel to be utilized for each of the various locations where Contractor personnel will be placed to perform the requirements of this PWS;

An organizational chart that includes the titles, key and non-key personnel who will be assigned to execute this requirement;

Personnel acquisition/retention procedures including plan to recruit, hire, train, motivate, evaluate, retain and supervise personnel working under this contract;

Work stoppage contingency plan in the event of labor disputes with the company.

Kick-Off Meeting: The Contractor shall arrange a kick-off meeting within five (5) business days after contract award. The meeting shall be held in Naval Station Norfolk, Norfolk, VA. The

Contractor shall contact the COR and arrange the date and specific location of the meeting. All key personnel are required to attend the kick-off meeting.

Performance Evaluation Meetings: The PM / DPM and the Marine Employment Division Director shall meet at least once per week, or more frequently, as deemed necessary by the Contracting Officer or COR. At these meetings, the parties shall attempt to resolve any problems identified.

These meetings will primarily be face-to-face; however, telephone or conference call meetings may also be appropriate when face-to-face meetings are not feasible. The Contractor will provide written minutes of these meetings for recording purposes and provide the COR and Marine Employment Division Director with a copy within three (3) business days.

Routine phone conversations in the conduct of routine Government business are not considered Performance Evaluation Meetings. The Contractor shall have three (3) business days to provide any feedback/resolutions for pending issues discussed on any routine phone conversation with the PM / DPM and the Marine Employment Division Director and COR.

AVAILABLE EQUIPMENT FOR CONTRACTOR USE:

In reference to Technical Exhibit 4, the Government will make available the following:

One (1) computer workstation and monitor for each employee.

One (1) telephone per workstation.

Access to a shared fax at each site.

Access to a shared copier/printer at each site.

Software including Microsoft Windows, Microsoft Office Suite, Office supplies

All Information Technology equipment provided by the Government will be per the NMCI contract.

Printers/computer workstations will be on a shared network for all facilities.

Inventory: The Contractor must inventory any equipment available for its use and the equipment’s condition. The Inventory and Condition Report shall be completed:

Within five (5) business days of the start of the base period of performance.

Within ten (10) business days of the start of any option period.

Within ten (10) business days before completion of the base and any option period.

On a quarterly basis throughout each period of performance.

Within 60 days of a Government-initiated termination of this contract (if applicable).

The Contractor, COR, and MSC Facilities designated POC shall conduct a joint inventory of all equipment and the Contractor shall sign a receipt for all equipment provided by the Government on a quarterly basis. Items of equipment missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor, COR, and MSC Facilities designated POC shall jointly determine the working order and condition of all equipment and document their findings on the inventory. In case of disagreement between the Contractor and the Government representatives on the working order and condition of equipment, the disagreement shall be treated as a dispute under FAR 52.233-1 Disputes.

Replacement: The Contractor shall submit requests for replacement of equipment to the appropriate MSC Government POC and COR. Such requests shall specify the reason for the replacement request.

If the damage is due to the negligence of Contractor personnel, the Contractor will be responsible for the replacement cost.

SECURITY:

9.1 Personnel Security Requirements: Contractor personnel handling classified or Health Insurance Portability and Accountability Act (HIPAA)/Personally Identifiable Information (PII) information necessary to carry out their duties and responsibilities must have, at a minimum, SECRET security clearances. Each individual must possess and must maintain the clearance throughout the duration of contract performance.

Security Clearance: Personnel require access to information that may be deemed classified up to Secret. Those personnel requiring access to classified information shall maintain a clearance based upon a minimum of a favorably adjudicated T-3 or T-3R investigation and access granted up to SECRET. Personnel requiring access to information that may be deemed classified up to Top Secret shall maintain a clearance based upon a minimum of a favorably adjudicated T-5 or T-5R investigation.

DoD personnel and DoD contractors have an affirmative responsibility to protect an individual's privacy when maintaining his/her PII or government shared PII/PHI.

DoD personnel and DoD contractors conduct themselves consistent with the established rules of conduct in §310.8, so that records maintained in a system of records will only be maintained as authorized by 5 U.S.C. 552a and this part.

Limit the availability of records containing PII to DoD personnel and DoD contractors who have a need to know in order to perform their duties

9.2 Ship & Base Access: Contractor personnel may require access to ships and bases, and are responsible for correctly submitting forms/applications. Contractor is encouraged to monitor email using “Request a Read Receipt” function and confirm receipt of facsimile transmissions. MSC POC for assistance with visit notification requirements and procedures is MSC_NRFK_N0211@navy.mil (N021).

Due to enhanced security measures, the following permissions and/or documents are required to be completed/reviewed:

1. SECNAV 5512/1 form

2. Base/Repair Facility Access Request

3. Vehicle Access Request

4. Ship Access List (vendor-provided)

5. Commander, Navy Region Mid-Atlantic (CNRMA) Base Access/Pass & Identification

6. Coronavirus Disease (COVID) Response Plan

7. Non-Disclosure Agreement (NDA)

8. DoD Contract security classification form DD-254

All forms are available for download on the MSC contracts’ webpage at: https://www.msc.usff.navy.mil/Business- Opportunities/Contracts/Go to the bottom to “Online Library of Common Documents” for all forms.

9.3 Base/Repair Facility Access: Permit is required to access Navy facilities. Base/Repair Facility Access Requests are desired seven (7) days prior to ship check or performance start date. Submit forms per the document instruction to the Port Engineer.

Defense Biometric Identification System (DBIDS) is being implemented for access to DoD facilities in CONUS, HI, Guam and Puerto Rico (replaces RapidGate). Vendor is responsible to acquire DBIDS credentials prior to performance start date. Delays that may result from inadequate planning are Contractor responsibility. Vendor instructions and program information is available at https://www.cnic.navy.mil/om/dbids.html. DBIDS credentials require (in succession) (1) Present a letter or official document from the Government sponsoring organization that provides the purpose for your access, (2) Present valid identification, such as a passport or Real ID Act-compliant state driver's license, (3) Present a completed copy of the SECNAV 5512/1 form to obtain your background check,

(4) Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, finger prints, base restrictions, and several other assessments, and

(5) After all of this is done, the Contractor will be provided with the DBIDS credential.