Observer PWS AFGSC.docx

PERFORMANCE WORK STATEMENT

FOR

AFGSC DRUG DEMAND REDUCTION OBSERVERS

1. SCOPE AND COMPLIANCE. The objective of the Drug Demand Reduction (DDR) Contracted Drug Testing (CDT) program is to obtain civilian contracted personnel to provide specimen collection and observation services supporting each Air Force Global Strike (AFGSC) base and the testing of Active-Duty members as well as Civilians in Testing Designated Positions (TDP). However, it may expand to Geographically Separated Units (GSU). CDT contractors shall support multiple customers/locations across AFGSC and shall provide complete CDT services for DDR testing based on random testing, inspection, probable cause, and command directed duties including, but not limited to specimen collection, observation, and quality control checks of specimen samples.

1.1. Air Force Global Strike Command. The primary goal of military drug testing is deterrence, and this is achieved by maintaining a program that is highly visible and relies on unannounced urine collections. The primary means DAF uses to deter substance abuse is through detection using frequent, random testing in non-deployed settings. Daily random testing is strongly encouraged.

1.1.1. Contracted individuals will be trained by the installation DDRP/DTPAM.

1.1.2. Prior to participating in the collection process, contracted observers must read, understand, sign, and date a drug testing observer’s briefing acknowledging their acceptance and understanding of their responsibilities and the consequences of their actions for not performing their duties following established guidelines.

1.1.3. Must physically observe the process involved in observation and collection of specimens prior to performing the duties.

1.1.4. The contractor shall provide complete CDT services including specimen collection, observation, quality control checks of specimen samples. Contractor operations will be located at each AFGSC base’s drug testing facilities as well as attached GSU’s if needed.

1.1.5. DAF installation/wing commanders will ensure compliance with DoD standards for testing all DAF members, at a minimum, once annually.

1.1.5.1. Every service member must be tested, at a minimum, once every FY.

1.1.5.2. Each member of PRAP is required, at a minimum, to be tested once each calendar year to maintain PRAP compliance/certification.

1.1.5.3. A combination of random and other forms of inspection testing (e.g., unit/gate sweeps) will be performed no less than eight days per month (four days at GSUs and bases with a population of 500 DAF members or less.

1.1.6. Due to the increased level of support needed to ensure compliance with DAFMAN 44-197 and DODO 1010.16, each base will have a minimum of one (2) females and (2) male CDTs to provide coverage each duty day.

1.1.6.1. The contractor shall not deviate from the Drug Testing Appointment Agency Letter.

1.1.6.2. The contractor shall receive a drug testing roster (Gold File) with a complete list of trainees that are reporting for testing.

1.1.6.3. The contractor will commence testing at 0700.

1.1.6.4. The contractor will test within the assigned location Monday-Friday, as well as testing required outside of normal working hours (sweeps, mishaps). Holidays, weather, and state of emergencies may result in change of schedule.

1.1.7. Contractor shall provide sufficient manning of personnel to support the scheduled typical, maximum, and any surge patterns. The contractor shall schedule staffing for operations to ensure the schedule is covered.

1.1.8. Each duty location normally supports the testing of 35-40 personnel each day.

1.1.9. Additional support may be requested by the government.

1.1.9.1. The Government may deviate from this standard baseline for unique requirements but will address support of these venues individually.

1.2. AFGSC Drug Demand Reduction Support. The contractor shall provide complete CDT services including specimen collection, observation, quality control checks and assist with packaging, and shipping of specimen samples. Contractor operations will be located at each AFGSC base as well as GSU locations to best support the DDR mission.

1.2.1. The Air Force Global Strike Drug Demand Reduction Program Manager (AFGSC DDRPM) is designated to act as the program subject matter expert by the AFGSC/CC.

1.2.2. Contractor shall provide up to (2) male and (2) female (observers/collectors) staff members depending on base size to support the CDT program in meeting the timing of drug testing.

1.2.2.1. Testing will be conducted Monday-Friday, 0700-1600 as well as after duty sweeps and mishap emergent testing.

1.2.2.2. Testing will be coordinated with the base DDRPM/DTPAM.

1.3. Service Guidance. Whenever referenced, Air Force Instructions (AFIs), Air Force Manual (AFMAN), and Department of Defense Instructions (DoDI) automatically include any MAJCOM, and Wing/Group supplement except where specifically stated in the PWS. Contractors shall follow applicable Office Instructions (OI) or Standard Operating Procedures (SOPs) when servicing members of AFGSC. AFMAN 44-197, Military Drug Testing Program will be utilized as the primary service guidance, unless specifically stated in the PWS.

1.4. Government Support to Operations. Contractor requirements to integrate and operate are identified in Section E, General Information. Government furnished supplies and services are identified in Section C, Government Furnished Property and Service. Regardless of on base operations, the contractor is required to be self-sustaining to the maximum extent possible.

2. PROGRAM MANAGEMENT AND ADMINISTRATION

2.1. Government Program/Contract Management. The Contracting Officer (CO), and the Contracting Officer Representative (COR) is the Government’s manager of the CDT program and is the office of primary responsibility for the PWS and modifications.

2.1.1. The CO has the authority to enter, administer, terminate contracts, or direct the Contractor. The CO is the only person with legal authority to bind the Government and direct the Contractor unless specifically delegated.

2.1.2. The DDR program manager will provide a primary and alternate COR at each office location to surveil the contractor using the approved Performance Work Statement (PWS), and Quality Assurance Surveillance Plan (QASP).

2.2. Contractor Program/Contract Management. The Contractor shall provide a focal point and primary interface to include a point of contact and an alternate for all contract coordination. The Contractor shall provide all contract administration required to fulfill contract requirements and address all contractual issues and correspondence with the CO. The Contractor shall:

2.2.1. Provide comprehensive management of the AFGSC Drug Demand Reduction Support to ensure mission success. Contractor management shall aggressively pursue timely responsiveness to CO, COR, and AFGSC DDRPM.

2.2.2. Provide all electronic data exchange between the Government and the Contractor in a format compatible with existing Government preferred software The Government shall provide non-proprietary format internet e-mail communication accounts to receive and coordinate mission information, tasking(s), and general administrative matters.

2.2.3. Provide an organizational structure with the Contractor leadership hierarchy, identification of key personnel, assigned roles and responsibilities, and lines of authority. Provide a certified/qualified workforce. There shall be no mission impact due to position vacancies or unqualified personnel. The organizational structure shall include personnel and positions included in Section E.

2.2.4. Provide sufficient staffing that meet requirements outline in AFMAN 44-197, Military Drug Demand Reduction Program for specimen collectors, and observers.

2.2.5. Actively participate in Government-directed meetings/briefings at both the Program Management and Wing levels, such as Program Management Reviews. The Site manager or alternate shall participate in local organization planning meetings not listed here when requested. Proactively engage with the Government via the local CO, COR, and AFGSC DDRPM.

2.2.6. Develop, document, implement, maintain, and continuously improve a comprehensive higher level of compliance with all requirements of this PWS. The contractor shall provide a monthly summary report (Monthly Report), showing Contractor metrics.

2.2.7. Allow CO, COR, and AFGSC DDRPM access to all work areas and data, provide support, and do not interfere with CO, COR, and AFGSC DDRPM and other designated personnel in performance of their official duties. Allow unescorted access to appropriately cleared personnel assigned to evaluate functions or execute Wing oversight duties (i.e., Staff Judge Advocate, Wing Safety, Civil Engineering, Security Forces, etc.)

2.2.8. Meet Environmental, Safety and Occupational Health (ESOH) program statutory and regulatory requirements. Ensure Operational Risk Management (ORM) is institutionalized with all Contractor workplaces.

2.2.9. Control, track, and document financial information to reflect current and previous fiscal year contract cost data, projected funding requirements, and site-specific expenditures.

2.2.10. Provide all equipment, personnel, and materials, as required to meet PWS except those equipment, materials, and services identified as Government provided in Section C, Government Furnished Property and Services or identified within the specific PWS.

2.2.11. Control and supervise all employees of the Contractor and ensure compliance to the PWS for all employees providing service. The Contractor through its personnel and administrative control, shall perform the tasks herein, as prescribed in the applicable PWS, mandatory directives, technical manuals, technical orders, and other technical data contained in or referenced by the contract. The Contractor and its employees shall not supervise, direct or control the activities of Government personnel or the employees of any other staff assigned to the DDRP office. The Contractor is accountable to the Government for the actions of its personnel.

2.2.12. Provide a program to document all qualification and certification of personnel.

2.2.13. The Contractor shall provide a detailed explanation and justification for cost estimate submitted under CLINs. Receipts shall be attached in Wide Area Workflow (WAWF) identifying actual costs.

2.2.14. The Contractor shall report ALL Contractor labor hours utilized for performance of services under this contract via the DoD Enterprise Contractor Manpower Reporting Application (ECMRA) https://www.ecmra.mil. The Contractor is required to complete all data fields.

2.2.14.1. Reporting inputs shall be for labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the ECMRA help desk.

2.2.14.2. Uses and Safeguarding of Information: Information from the secure web site is proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor funds. At no time shall any data be released to the public with the Contractor’s name and contract number/TO number associated with the data.

2.2.14.3. Ensure data for service requirements are input via the ECMRA link. User manuals for Government personnel and Contractors are available on the CMRA website, https://www.ecmra.mil.

3. OPERATIONS AND MAINTENANCE

3.1. Operations. Contractor shall:

3.1.1. Provide manning to meet PWS requirements. Projected annual/monthly/daily collection requirements outlined in Section A, Description of Services.

3.1.2. Provide sufficient staff to support CDT at various locations within AFGSC, and AFGSC Drug Demand Reduction Support.

3.1.3. Contractor shall provide all necessary support functions to collect, observe, and package at designated collection sites.

3.1.4. Integrate with other specimen collectors and observers of the requesting squadrons in the event testing days occur on non-scheduled testing days.

3.2. Contractor Operating Procedures (COP). The Contractor shall operate IAW with the approved PWS and applicable instructions. Where conflicts, uncertainty, or a need to modify this baseline at the local level exist, Contractors shall coordinate via the CO, COR, and AFGSC DDRPM.

3.2.1. Contractor shall provide all necessary support functions to ensure 100% of AFGSC personnel are tested each FY and that members certified PRAP are tested each calendar year.

3.2.2. Daily provide the following prior to conducting scheduled testing:

3.2.2.1. Conduct and Document Observer Briefing prior to daily collections. utilizing approved SJA observer briefing sheet.

3.2.2.2. Document members inability to complete their mandated drug test with assistance from the DDRPM/DTPAM.

3.3. Video and Photography. Contractor video and photography is prohibited unless specifically authorized by the wing. Contracting Officer, and COR coordination is required prior to taking any photography and video.

3.4. Cellular Phone guidelines. Contractor personnel, and company-issued cell phones will be limited to minimize distractions, inefficiencies, accidents and time loss that cell phone use can create when used improperly.

3.4.1. Do not use a cell phone while driving on installation.

3.4.2. Do not use a cell phone in bathrooms or designated collection areas.

3.4.3. Do not discuss or record information that governs the collection, maintenance, use, and dissemination of information about individuals that is maintained in systems records by agencies.

3.4.4. Utilize appropriate times when a cell phone may be beneficial and may be used.

3.4.4.1. Make and receive phone calls related to emergencies outside of the testing environment.

3.4.4.2. Make and receive phone calls for intra-company communications related to a work schedule or situation.

SECTION B

SERVICE SUMMARY

1. SERVICE SUMMARY (SS) NARRATIVE. This SS identified critical success factors for the contract. The SS items are listed in Table B1.1.

1.1. Purpose. The SS lists performance objectives for the required services that the Government will surveil.

1.2. Components. The SS states the performance objectives (required service), threshold performance standards, and accepts or reject points (if applicable in either a qualitative or quantitative fashion) for each critical success factor.

1.3. Quality Assurance Surveillance Plan (QASP). The SS will be used as the baseline to develop a Government QASP. The QASP will identify the audit methods and procedures the Government will use to evaluate the Contractor’s performance.

1.4. Right to Surveil. The Government reserves the right to surveil all services and requirements called for in the PWS to determine whether the Contractor is meeting performance objectives and goals.

1.4.1. Non-conformance. Failure to fulfill any contractual requirements will be considered nonconformance. The Contractor shall take immediate corrective action for any non-conformance either externally or internally identified. Instances of non-conformance will be evaluated for risk and then communicated to the Contractor in one of two forms:

1.4.2. Major Non-conformance. A non-conformance that adversely impacts (or has the potential to) mission, safety of personnel and/or equipment, security, environment, performance (quality), schedule (delivery), and/or cost. The CO will communicate major non-conformances to the Contractor using a Corrective Action Request (CAR) form with a suspense date for the Contractor’s corrective action plan. As a minimum, the Contractor’s action plan will address:

1.4.2.1. Action taken to fix the problem (correction)

1.4.2.2. Root cause analysis of the problem

1.4.2.3. Correction action on the cause of the problem

1.4.2.4. Actions taken to prevent recurrence to include the follow-up plan (how and when)

1.4.1.5. Action (s) required by the Contractor’s Quality Plan

1.4.2.6. Combine all evidence used to support actions taken such as updated manuals, instructions, procedures, etc. Embed supporting evidence in this section to maintain a single point document unless size is restrictive, or security policies prevent embedding. In these cases, provide location of the documents.

1.5.1. Minor Non-conformance. A minor non-conformance is a non-conformance, which by itself, does not adversely impact mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. Minor non-conformances are communicated through notices. First Notices are issued by any identified minor nonconformance, second notices are issued for repeat minor non-conformances or failing to correct minor non-conformances within a reasonable amount of time. A formal corrective action plan is required for notice.

Table B1.1

Service Summary

Performance Objective (PWS/Appendix Reference) Performance Standard Performance Threshold Validated By

1. Integrated Program Management:

Provide and maintain comprehensive, pro-active integrated program management that focuses on meeting or exceeding customer requirements and ensure compliance to all mandatory, statutory, and regulatory requirements through an effective QASP.

Reference: PWS Section A, Paragraph 2.2

1. Meet or exceed customer requirements.

2. Establish unity of purpose and direction in achieving mission objectives.

3. Perform management reviews.

4. Action taken as a result of reviews.

5. Analyzing data to make fact-based decisions.

6. Create organizational value by fostering a mutually beneficial relationship with the Government.

7. 100% compliance with required annual and fiscal year testing.

8. No more than 1% contractor caused untestable specimens per month

2. CO, COR, AFGSC DDRPM, and interaction with Squadron Commander’s assigned to AFGSC.

3. CO,COR, AFGSC DDRPM, SJA, and Base DDR Supervisor

4. CO, COR, AFGSC DDRPM, and interaction with Base DDR Supervisor.

5. CO, COR, AFGSC DDRPM, and interaction with base DDR Supervisor.

6. CO, COR, AFGSC DDRPM, and interaction with Squadron Commander’s assigned to AFGSC.

7. COR, and AFGSC DDRPM

8. COR and AFGSC DDRPM

2. Operations & Maintenance:

Provide acceptable observation, and specimen collections ensuring mission effectiveness.

1. Mission effectiveness >95% as measure via Contractor Evaluation

2. CO, COR, AFGSC DDRPM, and SJA direct observations and inspections.

2. MEASUREMENT, ANALYSIS AND IMPROVEMENT (MA&I)

2.1. Quality Assurance. The Government will evaluate the Contractor’s performance under this contract and will use compliance and management audits to verify and validate Contractor’s performance IAW with the PWS. The primary compliance audit surveillance tool is the Contracting Officer, and the Contracting Officer Representative audit. Contract Performance Evaluation Teams (CPET), which are staffed with Government functional area expertise (and may include Contractor quality control and/or function area expertise), may be used for compliance and management audits. The Government may decrease or increase the scope and frequency of contract performance evaluations based on the Contractor’s past performance, risk assessment, and level of confidence provided by contract performance. The criteria for decreasing or increasing Government quality assurance are defines as follows:

2.1.1. Evaluations. Government audits will be performance on a periodic basis. Performance, delivery, and cost are the risk-determining factors. At contract start, the Government will schedule/perform audits based on the “normal” condition as stated below in Table B2.1. If Contractor performance to specified requirements is exceptional and provides sound confidence and a “low:” risk level, then Government contract evaluations may be reduced in scope and frequency. If Contractor performance of specified requirements significantly reduces confidence and raises risk to the “high” level, then the Government may initiate a CPET to perform an in-depth systems audit on the contract requirement that is in violation of specified requirements.

Table B2.1 Government Evaluations

DECREASE GOVERNMENT

CO/COR/AFGSC DDRPM

START GOVERNMENT

CO/COR/AFGSC DDRPM

INCREASE GOVERNMENT CPET

SECTION C

GOVERNMENT FURNISHED PROPERTY AND SERVICE

1. GENERAL INFORMATION

1.1. On base support. When Contractor operations are located on base, the Government (host-base) will provide facilities, services, and may provide equipment (IAW Appendix A, Government Furnished Equipment.) At minimum host base will provide:

1.1.1. Office and shared workspace

1.1.2. Storage space as available

1.2. Government Furnished Property (Facilities and equipment). The Contractor shall ensure accurate control and accountability of all GFP. GFP shall be managed by DDRPM/DPATM, equipment custodian and facility manager

1.3. Government Furnished Equipment. If provided, the Government’s list of available equipment is per Appendix A. The Contractor shall be responsible for any damage directly caused by the contractor to the equipment, outside of normal wear and tear. Damage to equipment outside normal wear and tear shall be immediately identified to the DDRPM, equipment custodian and facility manager.

SECTION D

CONTRACTOR INTEGRATION

1. Expected Security performance.

As part of this contract, the Contractor will require a Tier 1 Investigation access low-risk, non-sensitive to determine physical and logical access. Access to unclassified information such as access to or processing of personal information such as that protected by the Privacy Act of 1974 while utilizing government software.

2. Pass and Identification Items.

The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees. The contractor shall retrieve all identification from employees who depart for any reason before the contract expires, e.g., terminated, retired, etc.

3. For Official Use Only (FOUO) and Controlled Unclassified Information (CUI).

The Contractor shall comply with For Official Use Only (FOUO) material marking handling, transmitting, and safeguarding IAW DoD 5200.01-Volume 4, Information Security Program: Controlled Unclassified Information (CUI). The Contractor shall comply with Freedom of Information Act (FOIA) requirements IAW DoD 5400.07, FOIA Program. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4. Computer Security

Ensure each contractor employee requiring computer access obtain a favorable Tier 1 (T1) and complete Information Assurance awareness training prior to gaining access to a “mil” domain. Contractor shall comply with DoD 5200.02-R, Personnel Security program, and local Computer security requirements. Ensure employees complete additional computer security training requirements mandated to obtain access to drug testing software.

5. Contractor Consent to Background Checks.

The contractor shall not employ personnel to perform under this contract if such personnel is deemed or identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. The Contractor shall not employ personnel under this contract who have an outstanding criminal warrant as identified by Law Enforcement Agency Data System (LEADS) through the National Crime Information Center. LEADS checks verify if a person is wanted by local, state, or federal agencies. All Contractor personnel shall consent to LEADS background checks. Contractor personnel who do not consent to a LEADS check shall be denied access to the installation. Information required to conduct a LEADS check includes full name, driver’s license number, and/or social security number, date of birth, and completion of a background check questionnaire.

The Contractor shall ensure their employees have the proper credentials allowing them to work in the United States. Persons later found to be undocumented or illegal aliens will be remanded to the proper authorities. The Contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the Contractor from proceeding with the contract as required.

SECTION E

GENERAL INFORMATION

PERSONNEL

1.1 Site Manager.

1.1.1. Site Manager Responsibility. The contractor shall provide a site manager and alternate responsible for each contracted operated site. Site managers are responsible for the performance of all work at that time. Prior to the performance start date, the contractor shall provide, in writing the telephone numbers of the site manager and alternate for contract during and after work hours. The contractor shall advise the CO and COR of any pertinent changes as they occur.

1.1.2. Site Manager Authority. The site manager and alternate shall have full authority to act on behalf of the contractor on all technical and managerial matters relating to daily operations.

1.1.3. Minimum Site Manager Experience. The site manager and alternate shall possess sufficient experience to manage the technical, administrative, and managerial requirements of this PWS.

1.2. Observers/Collectors.

1.2.1. Observers and Collectors shall have the education, training, and technical knowledge, and experience required for their assigned functions.

1.3. Dress.

1.3.1. Contractors shall ensure all personnel are dressed in clean, comfortable attire while servicing the contract.

1.4. Organizational conflict of interest.

1.4.1. The contractor shall plan to reduce the likelihood of conflicting roles under this contract, guidance in this clause will apply to eliminate:

1.4.1.1. Conflicting roles which might bias a contractor’s judgment or objectivity.

1.4.1.2. An unfair competitive advance to a contractor.

1.4.1.3. The appearance of an unfair competitive advantage.

1.4.1.4. Conduct of employee’s dual employed with the contractor and DoD.

APPENDIX A

GOVERNMENT FURNISHED EQUIPMENT AND PROPERTY

Specimen bottle with individual, leak proof secondary container

Specimen bottles wide mouth for female use

Absorbent pad material

Specimen boxes

Tamper evident tape

Tables

Gloves: S,M, M, L, XL

Pens: black or blue

Masking Tape 2in

Hand Sanitizer

Paper Copy

Markers Permanent-Black

Leak Proof Containers- sandwich bag for MFR’s

Carts- Pull

Temporary Storage Locker (located at main drug testing facility only)