HNCC_Cultural_Advisors_Review.docx

PERFORMANCE WORK STATEMENT (04 MAR 15)

FOR CULTURAL AND BUSINESS ADVISOR SERVICES

(COMMAND PERSONNEL)

HOST NATION COORDINATION CELL – JORDAN

SECTION I

DESCRIPTION OF SERVICE

1. DESCRIPTION OF SERVICES. Contractor shall provide personnel, equipment, tools, materials, supervision, and other items and services necessary to locate, screen, hire and maintain personnel capable of understanding and speaking modern standard Arabic and Standard English. The standard for language is individuals tested and receive an Interagency Language Roundtable - http://.govtilr.org/; congruous to the language rating US Soldiers receive from DLI, with an Arabic:English rating 3:2+. Personnel shall be assigned to the Host Nation Coordination Cell – Jordan (HNCC-J) and its higher assigned headquarters in Jordan. At initiation of this contract, the contractor will provide one US hire and one Jordan hire per the below qualifications. Additional hires will be assessed periodically by the Commander, or designated representative, with no less than 30 day notification to the contractor of additional hiring requirements. Contract is not to exceed five total hires (four US and one JO or three US and two JO hires) to support operations in Jordan.

1.2. CULTURAL COORDINATION SERVICE. The personnel’s primary function is to furnish administrative and interpreter services and Jordan Immigration and Customs expertise in and around the following locations:

(a) Amman Jordan to include Jordan’s General Headquarters

(b) Jordan Points of Entry

(c) Government of Jordan (GoJ) ministries

(d) Aqaba Jordan to include the port

(e) Jordan Naval Headquarters

(f) Immigration and customs offices across Jordan

These duties include, but are not limited to, advising HNCC leadership on cultural impacts of actions to relationships and effects on US efforts; acting as a liaison on behalf of the HNCC leadership or authorized designated representative; interacting and coordinating with Host Nation (Jordan) personnel to include matters of immigrations, cargo customs clearance, deployed United States (US) military personnel, security, and security of assets/resources. Other related duties may be assigned by the Commanders or authorized designated representative, at the AOR site under the general scope of this contract. Cultural Advisor personnel will accurately translate oral communications and produce English/Arabic language documents as required.

1.2.1. The contractor shall plan to support HNCC requirements to interface with US, and Jordan agencies in Jordan on a 12 hour-a-day, six-day-a-week basis, and respond to short-notice taskings and other contingency situations, typically 40-50 hours per week. These required services are further defined in this Performance Work Statement (PWS). The contractor shall perform to the standards outlined in this PWS.

1.2.1.1. In addition, each Cultural Advisor shall have the capability to:

(a) Be familiar with the local culture/customs and be able to advise HNCC leadership on the impacts and effects of US actions on intended end states within the Jordan cultural norms.

(b) Maintain Host Nation relationships for ongoing HNCC operations and assist in military personnel rotational transitions while deal unobtrusively with the local populace and GoJ agencies. This includes making introductions to all key Jordan leaders as part of HNCC personnel relief/rotational replacement when there is no overlap in deployment/re-deployment time lines.

(c) Training HNCC personnel on successful HNCC processes and advising on formerly unsuccessful processes; maintaining HNCC operational continuity.

(d) Conduct work assignments and adhere to standards of conduct as prescribed by US Joint Armed Force (US) Instructions, this contract, and the laws of the Host Nation.

(e) US hire personnel may be required to live and work in the harsh, desert environment, in temporary facilities (i.e. tents). Living standards will remain at the same level or better than HNCC assigned US Officers.

(f) Function efficiently and effectively during extended periods of high pressure and stress during any emergency or crisis.

(g) Assist in basic office administration (answering phones/doors, etc) and other related duties as assigned within the general scope of this contract.

(h) Provide driving directions to GoJ ministries, directorates and offices and to vendors from all major cities in Jordan.

(i) Coordinate with Host Nation personnel at local Customs, Immigration, DMV, Police and General Headquarters (GHQ) offices.

(j) Coordinate delivery/acceptance of U.S. equipment/supplies to the U.S. complex with the Contracting Office and/or the Logistics Readiness Squadron. This includes making arrangements with Host Nation security and providing linguistic support during material inspections.

(k) Conduct him/herself properly and an ambassador of US interests.

1.2.1.2. In addition to meeting the requirements set forth in 1.2.1.1., one Cultural Advisor must be available full time to support the HNCC Director or authorized designated representative. This Cultural Advisor will also act as the site lead for all other Cultural Advisors. This Cultural Advisor will:

(a) Act as a liaison of HNCC leadership, interacting and coordinating with Host Nation personnel to include Ministry of Interior, Department of Transportation, Department of Residencies and Borders, and the GHQ leadership.

(b) Perform the role of supervisor for all other Cultural Advisors.

1.2.1.3. In addition to meeting the requirements set forth in 1.2.1.1., one Cultural Advisor must be available to support the Contracting Office or authorized designated representative. This Cultural Advisor will:

(a) Act as a liaison to contracting leadership, interacting and coordinating with Host Nation personnel to include security and ministry personnel, deployed US military personnel, and base defense.

1.2.1.4. In addition to meeting the requirements set forth in 1.2.1.1., one Cultural Advisor must be available to support the Engineer cell or authorized designated representative. This Cultural Advisor will:

(a) Act as a liaison on behalf of Civil Engineering leadership, advising on possible impacts engineer projects on Jordan populous and possible sourcing of projects with Jordanian solutions.

(b) The advisor will be able to understand and explain Civil Engineering leadership’s goals and expectations to Jordan leadership and accurately translate Jordan concerns to the CE leaders.

1.2.1.5. At least one Cultural Advisor must be competent in Host Nation sponsorship procedures and must be available to facilitate the sponsorship process, as determined necessary by the HNCC Director. Facilitating the sponsorship process requires translating documents and working closely with Host Nation personnel. The Cultural Advisor will sponsor foreign visitors or other personnel from a different country other than the US.

(a) This Cultural Advisor must be capable of facilitating the sponsorship process for military and contractor personnel. The Cultural Advisor will keep a file of all documentation and will track the location of all sponsored personnel to avoid fines from the Host Nation. The Cultural Advisor will provide all supporting documents as required (as the relevant contracts allow) so personnel can continue to support the HNCC mission.

1.2.1.6. Cultural Advisors will provide a Jordan focused Cultural Awareness class to newly deployed personnel weekly to educate new members on Jordan’s culture and customs. The class is not to exceed one hour per week, 52 classes per year.

1.2.2 PERFORMANCE OF SERVICES DURING CRISIS. Services to be performed under the contract are essential for performance during crisis and according to Department of Defense Instruction (DODI) 1100.22 Policy and Procedures for Determining Workforce Mix and Air Force implementation thereof, it is determined that the contractor will be required to perform during crisis situations up to 24 hours a day, including off-duty and holiday periods. The contractor may be notified in person or telephonically that such duty hours are in effect and be required to respond for such duty within 60 minutes of the notification. Any period under this clause greater than 7 days of crisis situations is subject to a “change of conditions”. The contractor may exercise an option for hazardous duty if these conditions arise.

1.3 CONTRACTOR EMPLOYEES. The contractor shall not employ a person for work on this contract if such employee is identified to the contractor by the Contracting Officer (CO) or other official source as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. The contractor shall take into consideration cultural differences and Host Nation sensitivities to certain nationalities when assigning personnel to sites/countries.

1.3.1. Contractor personnel shall present a professional appearance commensurate with standards delineated for government civilian employees acting in similar capacities.

1.3.2. Contract personnel shall comply with all rules, regulations, and restrictions set forth by the Command and its authorized designated representatives, and higher authority. This includes but is not limited to full compliance with all provisions of current and future CENTCOM, ARCENT and AFCENT General Orders (GO's), amendments and site-specific regulations to include off-base travel, and Command Coalition Community Standards. Restrictions imposed on personnel shall not exceed those imposed upon U.S. military personnel assigned to the particular site.

1.4. PROPERTY CONTROL. The contractor shall be responsible for proper utilization and safeguarding of all government property provided for contractor use. At the end of each work period, all government facilities, equipment and materials shall be secured. Contractor employees must immediately report damage to government facilities and equipment upon discovery of such damage. Equipment found to be defective will also be reported in a timely manner, to allow for repair or replacement. These reports will be made to the Contracting Officer Representative (COR).

1.4.1. Key control. The contractor shall establish and implement methods of making sure all keys issued to (or security combinations provided to) the contractor by the government are not lost or misplaced (or compromised) and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

1.4.1.1. The contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys or compromised combinations.

1.4.2. Lock combinations. The contractor shall control access to all government provided lock combinations to preclude unauthorized entry.

1.5. CONSERVATION OF GOVERNMENT UTILITIES. The contractor shall make sure employees practice utilities conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities to include:

(a) Lights shall be used only in areas where work is actually being performed.

(b) Employees shall not adjust mechanical equipment controls for heating, ventilation, and air conditioning systems.

(c) Water faucets or valves shall be turned off when not in use.

1.6. Contract Term: The period of performance for this contract is five years, with the first being the base year and four following years optional based on performance and US Government requirements in Jordan to maintain a HNCC. This contract is renewable in the fifth year as directed by the US Embassy – Jordan or CENTCOM for ongoing support for US Forces in Jordan.

1.6.1 PHASE IN: To ensure a smooth transition the service provider must arrive at the KASOTC no later than 1 MAY 2016 and be able to take over all duties and responsibilities beginning 15 MAY 2016.

The purpose of this phase-in period is to:

1.6.1.1. Observe tasks being accomplished.

1.6.1.2. Become thoroughly familiar with work requirements and work procedures.

1.6.1.3. Complete personnel requirements (work force).

1.6.1.4. Obtain base passes, and security clearances, if required.

1.6.1.5. Complete training requirements and accomplish necessary training of service provider employees.

1.6.1.6. Complete the development of necessary work plans/procedures.

1.6.1.7. Complete the final development of the contractor’s quality control plan.

1.6.1.8. The Cultural Advisor will be allowed access to the facilities to familiarize supervisors, key personnel and staff with equipment, reporting, work scheduling and procedures. However, such access will not interfere with the production efforts of current government or service provider personnel. To preclude such interference, arrangements for access to Government facilities will be made with the COR or CO.

SECTION II

GOVERNMENT-FURNISHED PROPERTY AND SERVICES/CONTRACTOR

FURNISHED ITEMS AND SERVICES

2. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. The Government shall provide the facilities, equipment, materials, and services listed here. If facilities, equipment, materials or services are not listed as Government- Furnished or Government- Shared; the facilities, equipment, materials or services shall be contractor furnished.

2.1. GOVERNMENT-FURNISHED PROPERTY.

2.1.1. Government-Furnished Equipment. The U.S. Government will furnish all routine administrative equipment and supplies (e.g. desks, tables, and chairs, file cabinets, pencils, and paper). Special requirements will be brought to the attention of the CO or COR and will be made available to the contractor only when and if feasible. Computers and other office automation equipment will be furnished to the contractor by the government as required to accomplish assigned duties, based upon availability. The Government will determine what equipment is necessary (and available) to allow the contractor to accomplish assigned duties.

2.1.1.1. The U.S. Government will furnish all communications equipment and capabilities to include classified and unclassified telephone service, and facsimile machine (if available) to accomplish assigned duties. This equipment and service shall be for official use only and for official calls to the COR or CO. Personal calls will be made at the expense of the caller on a separate, personally-owned system. Cell phones and other specialized communication equipment will be provided for contractor use for official use only.

2.1.1.2. The U.S. Government will furnish identification cards authorizing Base Exchange privileges (if available and authorized to be used by contract employees) for Cultural Advisors in the USCENTCOM AOR. The identification card will only be used for official purposes and will be properly safeguarded at all times. The identification card remains the property of the U.S. Government and shall be relinquished upon demand by proper authority and immediately upon termination of service. Loss of the identification card will be immediately reported to the COR. In the event the COR is not available, report the loss to the Contracting Officer or Security Forces.

2.1.1.3. Equipment Inventory. The contractor and the US Government shall accomplish an inventory of Government-Furnished Equipment prior to the start of the contract, before the start of any option periods, and not later than five (5) calendar days before completion of the contract period (including any option periods). If at any time personnel are replaced, a turnover inventory will be completed. The personnel and COR shall conduct a joint inventory of all Government-Furnished Equipment. The personnel shall sign a receipt for all equipment provided by the Government. Items of equipment missing or not in working order shall be recorded and the contracting officer notified in writing. The personnel and the COR shall jointly determine the working order and condition of all equipment and document their findings on the inventory. In the event of a disagreement between the personnel and the COR on the working order and condition of equipment, the disagreement shall be treated as a dispute under the contract clause entitled, "Disputes." If a dispute is not filed, the working order and condition of equipment is under the responsibility of the contractor.

2.1.1.4. Obtaining Replacement of Government-Furnished Equipment. The contractor shall submit requests for replacement of government-furnished equipment to the COR for processing. Such requests shall specify the reason for the replacement request.

2.1.1.5. GOVERNMENT-FURNISHED VEHICLES. HNCC will support mission related transportation requirements for Cultural Advisors traveling with military members. The contractor will provide Cultural Advisor driven vehicles as appropriate.

2.1.1.5.1. Fuel is available on site for government provided vehicle on mission related travel.

2.1.1.5.2. The contractor shall be responsible for all vehicle damages and traffic violations incurred at the fault of the Cultural Advisor.

2.2. GOVERNMENT-PROVIDED SERVICES TO US HIRES.

2.2.1. IAW local policies, US Government will provide billeting to Cultural Advisors in conditions equal to 12 month TCS military personnel. Cultural Advisors may billet within Amman as directed by the contractor, at the contractor’s expense, where costs are less than the Government rate.

2.2.2. The U.S. Government will furnish meals (through the local Dining Facility) and water. Per Diem is authorized as mission dictates for missed meals provided by the Government. The Contractor may authorize full per diem for Cultural Advisors at the contractor’s expense, where costs are less than the Government rate.

2.2.3. The U.S. Government will fund all mission related travel within the USCENTCOM AOR as required. All unofficial travel (not directed by the Government e.g., vacation travel and travel accomplished during non-duty time will be conducted at the expense of the contractor or the contract employee. Travel within the USCENTCOM AOR will be accomplished via military air, when available. Travel orders will be prepared and authorized by the Commander’s support staff. If military air is not available, the Government may provide travel via commercial air as mission dictates. All unofficial travel for the on-site contract manager and travel via commercial air will be conducted at the expense of the contractor.

2.2.4 IAW DFARS 225.7402-3, Government support may be authorized with coordination of the combatant commander such as, but not limited to, training, physical security, force protection, emergency medical care, quarters, postal service, phone service, emergency notification, and religious service.

2.3. CONTRACTOR FURNISHED PROPERTY AND SERVICES. Except for those items or services specifically stated in paragraphs 2 through 2.2.4 as government furnished, the contractor shall furnish everything needed to perform in accordance with this PWS. Consequently, the below-listed items are not all-inclusive of the contractor-furnished items and services required to perform the PWS.

2.3.1. In accordance with DODI 3020.41, Operational Contract Support (OCS) (dated 20 December 2011), Enclosure 3, unless otherwise stated in the contract, all pre-, during-, and post-deployment medical evaluations and treatment are the responsibility of the contractor, to include a fitness physical for each candidate Cultural Advisor. An exit physical, similar to the deployment physical, will be administered and recorded upon return from the USCENTCOM AOR.

2.3.2. In the event a contracted Cultural Advisor is unable to perform his or her duties due to illness or other reasons, the contractor is responsible for providing the name and all other applicable information (i.e., résumé, immunization document, proof of security clearance) of a suitable replacement within 48 hours to the COR and CO. The vacant position shall not exceed 14 calendar days over the current contract year (i.e. 01 MAY 2016 – 30 APRIL 2017). A vacancy replacement is expected to be in place by the 14th calendar day. If the vacancy exists beyond 14 calendar days, liquidated damages (LD) will begin on the 15th day and will continue until the vacant position is filled. Vacation is not considered as a vacant position. If a vacancy occurs at the termination of a scheduled vacation, the contractor will provide a replacement within five days of the scheduled vacation end date; LD begins on the 6th day or the 15th day from employee termination, whichever comes first.

2.3.3. The contractor shall furnish all transportation from CONUS to CRC at Fort Bliss TX and return from CRC back to the CONUS origin for US hires not already in the Levant. Upon return to the CONUS, the contractor or contract employee will furnish transportation from the contractor's out-processing location.

2.3.4. The contractor shall furnish all necessary immunizations (in Standard English) for personnel, IAW CRC procedures not earlier than 30 days prior to their scheduled departure for the USCENTCOM AOR, and as necessary for those contractor personnel who remain in theater for extended periods (e.g., option years). If immunizations are provided by the site medical facility, reimbursement for services will be required. Immunizations required will be the same, as those required for active duty personnel.

2.3.5. Cultural Advisors will be provided at a minimum the following training for the HNCC members including new hire Cultural Advisors and Command staff as needed:

(a) HNCC duties, responsibilities and procedures (IAW this PWS and HNCC operations).

(b) Role of the HNCC in the USCENTCOM AOR with focus on Jordan.

(c) Current Arabic and Jordanian Cultural Awareness.

(e) Role of the Commander.

(f) Role of the Director, HNCC and HNCC members.

2.3.6. The contractor will process security clearances for all contract personnel and ensure that they have been granted a minimum of a DOD approved, "SECRET" security clearance before dispatching them to perform Cultural Advisor duties under this contract.

SECTION III

GENERAL INFORMATION

3.1. QUALITY CONTROL. The contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices for personnel. The contractor shall develop and implement procedures to identify and prevent defective services from recurring.

3.1.1. In compliance with Federal Acquisition Regulation contract clause 52.246-4, "Inspection of Services -Fixed Price" located in the contract, the contractor shall provide a Quality Control Plan (QCP) that contains, at a minimum the performance requirements in the PWS. The QCP shall be submitted to the Contracting Officer for acceptance no later than 5 days prior to contract start date.

3.1.1.1. The CO will notify the contractor of acceptance of changes or required changes to the plan. The contractor shall make appropriate changes and obtain acceptance of the plan by the CO. Any modifications to the program during the period of the contract shall be provided to the CO for acceptance. The quality control program shall be subject to government review and is subject to be deemed unacceptable by the government if and when the contractor's procedures do not accomplish their performance objectives.

3.1.2. The QCP shall include:

3.1.2.1. A description of the inspection system to cover all services in the PWS. Description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors. Additionally, control procedures for any government-provided keys or lock combinations shall be included in the QCP.

3.1.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

3.1.2.3. A description of the records to be kept to document inspections and corrective or preventive actions taken.

3.1.3. Records of inspections shall be kept by the contractor and made available to the Commander, COR or CO throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

3.1.4. A continuity binder shall be completed by the end of the contract and submitted to the COR and CO at the end of each period of performance for an annual review.

3.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor's performance in accordance with the Service Delivery Summary (SDS).

SERVICE DELIVERY SUMMARY (SDS)

satisfactorily completed within required time

Periodic Surveillance / 100% monthly observation

satisfactorily completed within required time

Periodic Surveillance / Customer complaints by email notification

SDS-4 Act as a liaison on behalf of HNCC Director, interacting and coordinating with Host Nation personnel and providing continuity for HNCC operations.

satisfactorily completed within required time

Customer complaints by email notification / 100% monthly inspection

satisfactorily completed within required time

Customer complaints by email notification / 100% monthly inspection

satisfactorily completed within required time

Customer complaints by email notification

SDS-8 Respond within 60 minutes during crisis

within required time Periodic Surveillance / 100% monthly observation

3.3. HOURS OF OPERATION. The contractor’s personnel shall be available to perform the services required under this contract 24 hours a day, Six days a week. Normal hours of operation are 8-12 hours per day as prescribed by the CJIAFT-S Commander to coincide with local hours of operation, typically 40-50 hours per week.

3.3.1. Holidays: Duty permitting, work performance may not be required during U.S. Federal holidays, or during holidays of the host country. Determination of required work for these periods will be at the discretion of the Commander.

3.3.2. Vacation: Vacation time will be coordinated with the COR and CO and approved by the contractor prior to departure.

3.4. EMERGENCY OR SPECIAL EVENT SERVICES. The contractor may frequently be required to work beyond the established normal duty hours, or respond on short-notice beyond normal duty hours in emergency or exigent situations. At these times, the contractor will respond immediately but not longer than 20 minutes to any on-installation location. Off-site responses may take slightly longer. The technical manager has the authority to change this required response time. Estimated non-normal duty/emergency duty hours should not exceed 32 hours per month.

3.4.1. Contract employee vacancy, not to include 2 week vacation within any six month period, shall not exceed 28 calendar days over the current contract year (i.e. 01 MAY 2016 – 30 APRIL 2017). A monetary amount based on a 30 day pay period will be deducted from the contractor's invoice for each day an employee vacancy exists beyond 14 calendar days in any six month period.

3.5. SECURITY REQUIREMENTS for Para 1.2.1.2 through 1.2.1.6. The contractor will hire only those personnel who are U.S. citizens and suitable for a position which may require them to obtain clearance for sensitive and classified information. Contract Cultural Advisor applicants shall possess, at a minimum, a current SECRET security clearance, at the contractor’s expense. An applicant will not be considered if he/she has any of the following:

(a) Pending criminal/civil charges (including divorce/child custody proceedings).

3.6. SECURITY REQUIREMENTS JORDANIAN HIRE. The contractor will hire only those personnel who successfully complete Leahy vetting and suitable for a position which may require them to obtain clearance for sensitive and classified FVEY, JOR information. Contract Cultural Advisor applicants shall possess, a current SECRET, FVEY, JOR security clearance, at the contractor’s expense. An applicant will not be considered if he/she has any of the following:

(a) Pending criminal/civil charges (including divorce/child custody proceedings).

3.7. SPECIAL QUALIFICATIONS

3.7.1. The contractor shall ensure that employees have the following current and valid professional certifications before starting work under this contract and ensure that any other certifications/licenses are obtained (and maintained current) as required by Host Nation laws:

(a) A valid US/JO/international driver's license (as appropriate).

(b) A valid US/JO passport (as appropriate).

(c) Appropriate Jordan residence visas for service in Jordan greater than one year.

(d) Capability to obtain valid driver’s license for adjacent countries (as needed).

3.8 COMMAND STRUCTURE: For the purposes of this contract, the Command represents any command and control headquarters the HNCC is assigned to in support of the US Title-10 forces within Jordan. It may also represent the US Embassy in certain contingencies. Under this contract the Cultural Advisors will report to the HNCC-J Director regardless of any higher headquarters changes.