PWS_DRAFT.pdf

PERFORMANCE WORK STATEMENT (PWS)

Defense Finance and Accounting Service (DFAS) DFAS Rome Audio Visual Report Services

1.0 PURPOSE: The purpose of this contract is to provide Audio Video (AV) rental equipment and support services for All-Hands meeting and other events at DFAS, Rome, NY.

2.0 SCOPE: The John S. McCain National Defense Authorization Act (NDAA) Section 889 applies to all components of this requirement. The Contractor shall provide labor, service, supervision, personnel, parts, tools, materials, equipment, installation, programming, hardware, software, licensing, and other items and services as needed for the completion of AV Support. The contractor shall provide project management of the services identified in this PWS. The contractor shall provide travel expenses for all contractor personnel.

3.0 GENERAL REQUIREMENTS: The Contractor shall provide comprehensive AV Operational, Production, and Technical Support at the Defense Finance and Accounting Service (DFAS) Rome, New York as detailed in this Performance Work Statement (PWS). Responsibilities encompass ensuring seamless AV operations, user assistance, basic and advanced troubleshooting, routine and emergency maintenance, system checks, and updates. This includes providing and managing AV equipment for all events. The Contractor is also responsible for integrating AV components to maintain technological relevance and high-performance standards while ensuring equipment security in alignment with Department of Defense (DoD) guidelines.

The primary objective of this requirement is to procure AV as a service including operational and technical support services vital for delivering a successful event. The Contractor shall ensure the seamless operation of AV equipment, provide timely assistance to users, and conduct both basic and advanced troubleshooting to swiftly address operational issues. All contractor supplied materials, equipment, and labor shall be operational, functional, tested, ready, and in standby mode prior to event commencement.

All supplied equipment, materials and labor/workmanship shall meet or exceed all applicable Local, State and Federal requirements including ANSI, ASTM, NEC, OSHA, UL, and UBC standards.

AV rental equipment and support services are in support of All-Hands events, smaller gatherings, and/or conferences. The purpose for the All-Hands events is to provide meetings with the Director, where strategic information is passed to DFAS employees. Small events and other conferences are Ad hoc that may occur throughout the year.

3.1 AV Operational and Technical Support Services

3.1.1 The Contractor shall provide support to ensure seamless functionality of AV equipment during all events. This encompasses analyzing the room layout to accommodate the best setup and configuration of AV equipment to facilitate all events and activities, ensuring a professional and functional setup. The Contractor will provide immediate assistance to users during events, address operational issues as they arise, and perform troubleshooting to resolve issues promptly.

All these efforts contribute to maintaining a 100% operational readiness rate of AV resources, with the expectation that all spaces are adequately prepared, and AV equipment is tested and fully functional prior to the start of each event.

3.1.2 The Contractor shall provide technical capabilities beyond mere operational troubleshooting. This is to include maintenance, configuration, connection, and if necessary, repair of Contractor provided AV equipment. The Contractor is expected to self-manage these technical aspects, ensuring all Contractor provided AV equipment is maintained at the highest standards and seamlessly integrated. Proactive and efficient management of these tasks is crucial to maintain the functionality and integrity of the Contractor provided AV equipment, ensuring continuous operational excellence at all events.

3.1.3 The Contractor shall operate AV equipment during live events as necessary. This operational support ensures that all necessary AV components are functioning correctly and are adjusted in real-time to meet the specific requirements of each event.

3.1.4 The Contractor may be required to coordinate with the DFAS IT support team to ensure that AV system requirements and network configurations are in alignment. The Contractor shall participate in IT planning meetings as necessary to provide expertise on the AV aspects of the event.

3.1.5 The Contractor is responsible for creating and maintaining their own operational documentation. This documentation should detail standard operating procedures, troubleshooting steps, and user guides to facilitate efficient operation and troubleshooting of AV equipment. The Contractor shall maintain accurate and comprehensive documentation for their AV equipment, including technical schematics and configuration guides.

3.1.6 Technical drawings and schematics may be available from the venue. If available, the Contractor is responsible for referencing these documents as needed to support operational activities.

3.1.7 The Contractor is responsible for ensuring a state of operational readiness for all AV equipment. This includes proactive monitoring of equipment status and immediate response to operational issues.

3.1.8 In case of emergencies or issues requiring immediate attention, the Contractor shall notify the Contracting Officer Representative (COR) or Event Designee promptly.

3.1.9 A Government representative must be present at all times while the Contractor is providing services.

3.1.10 The Contractor shall work collaboratively with Government representatives. This includes but is not limited to assessing needs, making recommendations, and troubleshooting.

3.1.11 The Contractor shall have the capability to provide technical guidance and direction to Government personnel during the operation of equipment, ensuring a cohesive and synchronized effort for the successful execution of events.

3.1.12 The Contractor is responsible for monitoring and adjusting audio levels to ensure a clear and professional audio output. This includes proactive audio checks and real-time adjustments as necessary to maintain optimal audio quality throughout the event.

3.1.13 The Contractor shall conduct a thorough review and perform quality control on all AV equipment prior to the start of the event. Any required corrections or adjustments shall be communicated to the COR or Event Designee promptly to prevent delays.

3.2 All-Hands Events: The Contractor shall provide AV rental equipment as well as comprehensive AV operational and technical support services vital for a successful event. Historically DFAS Rome has held two ALL-Hands events per year, once in the Spring and once in the Fall. Events shall be scheduled with a minimum three week notice. The Contractor is required to meet DFAS personnel on-site at DFAS Rome the day prior to each event for event set-up, walkthroughs, and AV checks. The day prior to the event, the Contractor shall ensure seamless AV operations, perform basic and advance troubleshooting as necessary, perform routine and emergency system checks, and setup folding chairs. All actions shall be completed prior to 2:00 pm for a rehearsal with DFAS leadership. On the day of the event, each All-Hands event will be comprised of two (2) sessions, the duration of each session is estimated to be an hour and a half.

Historically DFAS Rome has scheduled the first session from 9:00am-10:30am and second session from 1:00pm-2:30pm. The Contractor shall arrive before each session to re-test equipment for proper working order. Following the last session, the Contractor shall breakdown chairs and store on rolling carts, breakdown Contractor-owned equipment and remove from the area. All-Hands events are held within the fitness center, Colosseum. The colosseum is an open area, basketball court that shall have a vinyl protective surface provided by government staff. The colosseum has adequate 110v/20amp wall outlets.

The Contractor shall provide / furnish extension cords/surge protectors to their (A/V) equipment. The Contractor shall adhere to National Electrical Code (NEC) and the National Fire Protection Association (NFPA). All wiring, cabling shall be taped down and/or floor transition to avoid tripping hazard(s). See Exhibit 1, Equipment and Exhibit 1, room setup.

See Exhibit 1, Equipment List See Exhibit 2, Room Set-Up

Date: Spring session and Fall session Location: Rome, NY Estimated Attendance: Two (2) sessions of 350 individuals each

3.3 Ad Hoc Events: The Contractor shall provide AV rental equipment as well as comprehensive AV operational and technical support services vital for a successful event. Smaller gatherings and/or other conferences may be held at the same address, within the Colosseum or in smaller meeting room(s) within DFAS Rome Bldg. 1. Custom AV equipment, setup, and labor shall be provided. Events shall be scheduled with a minimum three-week notice. The Contractor is required to meet DFAS personnel on-site at DFAS Rome the day prior to each event or the day of each event, depending on mutual agreement of the Contractor and DFAS, for event set-up, walkthroughs, and AV checks. The contractor shall ensure seamless AV operations, perform basic and advance troubleshooting as necessary, perform routine and emergency system checks, and setup folding chairs as necessary. Event set-up shall be completed prior to the event at a time mutually agreed to by the Contractor and DFAS. The duration of each smaller event is estimated to be no more than four hours. Following the event, the Contractor shall breakdown chairs and store on rolling carts, breakdown Contractor-owned equipment and remove from the area. Event spaces will contain adequate 110v/20amp wall outlets. The Contractor shall provide / furnish extension cords/surge protectors to their (A/V) equipment. The Contractor shall adhere to National Electrical Code (NEC) and the National Fire Protection Association (NFPA). All wiring, cabling shall be taped down and/or floor transition to avoid tripping hazard(s). See Exhibit 1, Equipment List.

3.4 The Contractor shall take all reasonable actions necessary to protect the Contractor's supplies, materials, and equipment and the personal property of the Contractor personnel from loss, damage or theft. The Government will not be liable for the loss, damage theft of Contractor's supplies or its employees' property when such loss, damage or theft is caused by Contractor's failure to provide adequate internal security.

3.5 The Contractor and all Contractor personnel shall comply with all present and future laws and ordinances of the City, Federal, State and other local governmental bodies and all regulations promulgated thereunder.

3.6 Identification of Contractor Personnel: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. All Contractor personnel shall wear Contractor identified badges. The Contractor shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. When Contractor personnel send e-mail messages as a part of contract performance (or otherwise relating to contract matters), each sender shall include his/her name (both first and last names) and identify themselves clearly as a Contractor or Contractor personnel.

4.0 DELIVERABLES

4.1 Status Report: The Contractor shall submit a status report to the COR within 30 calendar days of the event. If the event is scheduled after the 30 day window, the status report shall be provided as soon as possible or on a timeline mutually agreed to by the Contractor and the COR. The report shall provide a summary of the Contractor’s timeline of the upcoming event, personnel assignments, and a list of the AV rental equipment to be used for the event.

4.2 Feedback Report: Recipients of AV services may provide feedback on the quality of the services. If feedback is received, the COR will provide the Contractor with a Government Feedback Report. For any adverse feedback, the Contractor shall respond to the Feedback Report within seven business days of receipt. Likewise, upon completion of the event, the Contractor may provide the COR with a Contractor Feedback Report, containing any adversity out of the Contractor’s control. The COR shall respond to the Contractor Feedback Report within seven business days of receipt. The purpose of the Feedback Report is to allow the Government and the Contractor to collaborate and resolve any adversity prior to the next scheduled event.

4.3 Invoice Submission: The Contractor shall submit invoices for payment no later than ten business days following the event. Invoices shall contain a description of the event and the date completed. The Contractor shall not invoice for an event until the event is completed.

5.0 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (CO), COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Government will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

6.0 DATA RIGHTS: The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each Contractor or employee of the Contractor to who information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein.

The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the Government has conducted the appropriate security review and granted written approval (e.g., posting information to a public website).

7.0 GOVERNMENT FURNISHED UTILITIES: All utilities are authorized for the Contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the faucets, turning off lights, and powering off equipment at the end of the workday.

8.0 SCHEDULING AND COORDINATION OF SERVICES:

8.1 The Contractor POC/PM shall actively participate in the scheduling process, to ensure the efficient and effective allocation of resources.

8.2 The Contractor POC/PM shall actively participate in planning meetings, collaborating with Government representatives and other stakeholders to stay informed about upcoming events. This engagement will enable the Contractor to proactively plan and allocate resources, ensuring optimal support and alignment with the Government's needs and expectations for each event.

8.3 The Contractor POC/PM shall maintain a comprehensive understanding of the event calendar and facility availability, ensuring that all scheduled activities are accurately staffed. In instances of competing schedules or potential conflicts, the Contractor is responsible for promptly bringing these issues to the attention of the COR for deconfliction and resolution. This proactive approach aims to minimize disruptions, optimize the use of facilities, and contribute to the smooth operation of all events.

8.4 In accordance with the PWS, the Contractor shall ensure all events are supported. The Contractor shall manage personnel absences and shall provide substitute personnel who are qualified to support services in accordance with the PWS. If the assigned Contractor personnel cancel an assignment, the Contractor shall provide substitute personnel and notify the COR or Event Designee within 24 hours of the change. If the change happens within 24 hours of the event, notification shall occur immediately.

8.5 Contractor personnel must arrive at the time mutually agreed to by the Contractor and DFAS. The COR or Event Designee is responsible for ensuring that Contractor personnel are signed-in upon arrival, escorted to the area where the service is needed, and escorted to the check-out location upon departure, as necessary.

8.6 The Contractor shall not report to an assignment if the federal government is closed due to inclement weather, emergency or in the event of an unscheduled closure. No cancellation fee or charges shall be assessed. The Contractor shall not bill the government for service when the government is closed due to inclement weather or emergency. Delay and closure information will be announced on local radio and TV stations. The COR or an approved DFAS designee will notify the Contractor POC via telephone, SMS text message, and/or email in the event of closure.

8.7 In the event of inclement weather or an emergency that does not result in closure, the Contractor is responsible for contacting the COR or Event Designee to determine if the assignment is still scheduled. If services are still required and the Contractor is not able to provide the service, the Contractor shall not bill the Government for service when service is not provided.

8.8 The Contractor(s) shall keep all assignments. Canceled assignments are not tolerated except for true emergencies. If the Contractor personnel fail to appear at the event location within fifteen (15) minutes of the scheduled assignment start time, the assignment may be cancelled. The Government shall not incur any charges associated with such cancellations.

8.9 The Government may cancel the services no less than 24 clock hours in advance with no penalty or charges assessed. The COR and the Contractor may mutually agree to reassign Contractor personnel to another service request covered by this PWS, No special rates shall be used for requests accepted as described in this paragraph.

The COR or Event Designee will provide the Contractor with the below information for each scheduled event. The Contractor shall ensure Contractor personnel are provided with complete and accurate information prior to arrival at the venue.

• Type of AV services required.

• Start/End Date and Time and identified lunch break if applicable.

• On-site point of contact information.

• Number of anticipated attendees.

• Description of the event.

• If available, copies of speeches, documents, program specific acronym lists, training materials that will be used during the event in advance of the event. However, there will be occasions when it is not possible for the Government to provide these materials in advance.

9.0 QUALIFICATIONS: The Contractor shall be certified by the Entertainment Technician Certification Program (ETCP) and demonstrate abilities, skills, and knowledge in Rigger, theatre, and entertainment.

The Contractor shall be skilled Audio-Visual technicians with a valid state driver’s license.

9.1 General Qualifications: The Contractor shall provide technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements.

The work history of each Contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any Contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of Contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner.

9.2 Key Personnel:

9.2.1 AV Support: Contractor personnel assigned to perform AV Support Services in accordance with this PWS shall possess a minimum of two years’ practical experience in support roles, demonstrating proficiency in managing and troubleshooting AV equipment. This includes hands-on experience with AV systems, such as cameras, audio and video teleconferencing systems, and sound. Personnel should be adept at setting up and configuring equipment for various event types, ensuring operational readiness, and providing immediate on-site troubleshooting to address any technical issues that may arise during events. Their experience should encompass a broad spectrum of AV technologies to ensure comprehensive support, and they should possess strong communication skills to effectively interact with faculty, guest speakers, and other stakeholders, facilitating a smooth operation of AV equipment during all scheduled activities. The name(s) of AV Support personnel supporting each event shall be provided to the COR within 30 calendar days of the event. If the event is scheduled after the 30-day window, the names(s) of the AV Support personnel shall be provided as soon as possible or on a timeline mutually agreed to by the Contractor and the COR. If the assigned AV Support personnel cancel an assignment, the Contractor shall provide substitute personnel and notify the COR within 24 hours of the change.

If the change happens within 24 hours of the event, notification shall occur immediately.

9.2.2 Program Manager: The Contractor shall designate a point of contact (POC) or Program Manager (PM). The POC/PM shall act as the primary contact between the Government and the Contractor. The POC/PM shall possess the basic knowledge and skills required for quality control, including but not limited to planning, controlling, and managing the schedule and accomplishment of the services required for the successful completion of the work. The POC/PM shall have the authority to plan and manage the project and ensure work is scheduled to obtain maximum use of resources and prevent inefficient or wasteful methods of performance. The POC/PM shall ensure that accurate and timely reports are provided; assist in resolving problems;

manage contractor personnel; and monitor performance to ensure complete satisfaction. The name of the POC/PM shall be provided to the COR within five business days of contract award.

Any changes in the POC/PM shall be coordinated with the COR immediately upon the change.

10.0 DISPOSAL OF MATERIALS AND CLEANUP: The contractor shall clean up after each work period and dispose of all debris at the close of each day. The contractor shall protect all structures, utilities, vegetation, sidewalks and vehicles from damage at all times. The contractor shall replace all damaged materials with new materials to the satisfaction of the Government, at no additional cost to the Government.

111.0 PLACE OF PERFORMANCE: Defense Finance and Accounting Service-Rome, 325 Brooks Rd, Rome, New York, 13441.

12.0 PERIOD OF PERFORMANCE: The period of performance is anticipated to be for a one-year base period, four one-year option periods, and FAR 52.217-8 Option to Extend Services.

13.0 NORMAL HOURS OF OPERATION: Work hours shall be Monday through Friday 0800-1600 hours, except for US federal holidays. The Contractor shall have prior writing approval from the COR to work outside of these guidelines to coordinate with the site installation law enforcement personnel. For a full list of US federal holidays, visit: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

14.0 INSTALLATION ACCESS: All contractors arriving at the Installation Access Point shall be preannounced and be cleared prior to accessing the installation. A map and directions to the installation will be provided by the COR. The contractors shall preregister their arrival at the following website:

Defense Biometric Identification, DBIDS https://dbids-global-enroll.dmdc.mil/preenrollui/#/landing-page. Upon arrival, the COR will meet contractor personnel at the Vehicle Control Center (VCC).

Preregistered contracting personnel will enter the VCC. Contractor personnel shall bring their preregister letter or QRC scan code and valid photo identification for badging. After badging has been completed, contractor vehicles will be searched, and badges will be scanned prior to entry on the installation. Each https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ time when processing onto the installation, all contractor vehicles shall be searched, and all badges shall be scanned by Installation Security Forces.

14.1 Visitor Adjudication Matrix: Contractor personnel containing any of the following offenses shall not be permitted access to the installation.

Offenses Preventing Base/Site Access Time Since Offense Current and Active Want/Warrant Want/Warrant (Current) Gang Member Validated by Law Enforcement Validation Current Unable to Verify Identity (No ID on person and Unable to verify through NCIC)

Any inability

Federal Watch List-Criminal Activity or Terrorist Watch At any time Knowingly/Willingly Engaged in Acts to Overthrow US Government

At any time

Conviction for: Time Since Offense Criminal Trespassing In past 1 year Larceny (Misdemeanor) In past 1 year Possession of Marijuana In past 1 year Assault (Misdemeanor) In past 1 year Aggravated Assault/Felony Assault In past 3 years Firearms Violations (Misdemeanor) In past 3 years Possession of Controlled Substance other than Marijuana In past 3 years Stalking (Misdemeanor) In past 3 years Menacing (Misdemeanor) In past 5 years Crimes against Juveniles In past 5 years Criminal Possession of a Weapon (Not Firearm) In past 5 years Firearms Violation (Felony) In past 5 years Larceny (Felony) In past 5 years Possession w/Intent to Distribute Marijuana or a Controlled Substance

In past 5 years

Possession/Use of Controlled Substance (Felony) In past 5 years Stalking (Felony) In the past 8 years Menacing (Felony) In the past 10 years Burglary/Robbery (Not Armed) to include Attempted In the past 10 years Arson At any time Domestic Violence At any time Espionage At any time Explosives Violations In past 10 years Manslaughter In past 10 years Human Trafficking At any time Murder, to include attempted At any time Molestation, to include penetration/fondling of minor At any time Registered Sex Offender At any time Robbery/Burglary (Armed) to include Attempted At any time Sabotage At any time Terrorism At any time Treason At any time

15.0 SAFETY: The contractor shall be responsible and accountable for the safety and actions of their employees while working within the properties of the site IAW standard OSHA requirements. All contractor personnel shall comply with the Standard Industry of New York State Codes. All contractor personnel shall comply with all DFAS safety requirements. The DFAS Safety Manager is responsible for ensuring the contractor is aware of local safety requirements. The contractor shall protect and barricade all work areas at all times to protect workers and the public from injury. The contractor shall report any safety conditions or concerns to the COR immediately.

16.0 CONTRACTING OFFICER REPRESENTATIVE (COR): Upon contract award a COR will be designated, and a letter of designation will be issued to the contractor. The COR will coordinate site entry of contractor personnel. The COR will monitor all technical aspects of the contract and assist with contract administration. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR listed below is subject to change. The contractor will be notified via written communication when a change is made.

Robert J. Heinzl, Jr., DFAS-Rome Site Support Office 325 Brooks Road Rome, NY 13441 Email: robert.j.heinzl.civ@mail.mil

17.0 SECURITY:

General Requirements:

Contractor personnel must meet the following conditions of employment.

• 18 years or older.

• U.S Citizen or National (Verification documents required if foreign born).

• Social Security Number.

• Selective Service Registration (males born after 12-31-1959). A Status Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• Reside in the United States.

• The unescorted position is a non-sensitive position which requires a favorable fitness review and background investigation as a condition of employment. Failure to maintain security eligibility may result in termination.

Personnel Security Investigation (PSI) Requirements: Non-Sensitive (NS) Positions (Unescorted Access).

Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

Personnel Security Investigation (PSI) Requirements: Uncleared (Escorted Contractors).

For contractor personnel providing virtual or remote only instruction with no recurring onsite requirements, not requiring direct access to DFAS systems/networks, Classified Information, CUI, to include PII, escorted continuously by DFAS personnel when onsite, and who do not currently possess a current U.S. Government background investigation of Tier 1 (formerly IT-III) or equivalent and higher:

The following items must be submitted for Contractor personnel who are escorted:

• DFAS Form 9035, Contractor Request for Investigation (CRI) mailto:robert.j.heinzl.civ@mail.mil

• OF306, Declaration for Federal Employment

• A request from the Contracting Officer Representative (COR), in writing, for “Escorted Access

Only”

• A set of fingerprints

*New fingerprints are not required if any of the following apply:

• The person has been fingerprinted for the DCSA within the past 30 days.

• The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

• The person has a background investigation currently being adjudicated by the DCSA AVS or another AVS.

• The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

• The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

• The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

Personnel Security Investigation Waivers:

For those Contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by Contractor personnel. Those Contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS Contractor position with DFAS until the background investigation is completed and favorably adjudicated by the Defense Counterintelligence and Security Agency Adjudication and Vetting Services (DCSA AVS). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a Contractor company not wish to wait for the entire process to be completed, they may withdraw the Contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The Contractor company may then submit another Contractor candidate for a background investigation.

Personnel Security Forms Required:

IAW standard DFAS Personnel Security policy, ALL incoming Contractors must submit a new set of fingerprints (taken within the last 30 days) *. A Declaration for Federal Employment (OF-306) should then be submitted to the Contracting Officer Representative (COR), who will submit this form along with a Contractor Request for Investigation (CRI) (DFAS Form 9035) to DFAS Personnel Security as soon as possible, but not less than fifteen (15) calendar days prior to the intended start date. DFAS Personnel Security will review all submitted documentation to validate whether Contractor personnel meet personnel security requirements to perform work on the contract or if a new background investigation is required.

Incident Reporting Requirements:

In all cases, whenever a DFAS Contractor displays conduct, or is involved in any incident, which is in violation of any of the thirteen National Security Adjudicative Guidelines*, the Contractor must immediately report the incident to the Contractor company Security Office/Facility Security Officer, the DFAS Manager of the area to which they are assigned, the COR, and the DFAS Personnel Security Office. Reporting to DFAS Personnel Security may be made by phone to (317) 212-7888, by email to dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil, or, in the case of personnel physically located at DFAS Indianapolis Center, in person to the DFAS Personnel Security Office located on the third-floor center hallway at Column 320T.

All incidents will be investigated by DFAS Personnel Security and, depending on the date of the subject’s most recent investigation, may need to have an updated background investigation initiated. Those that do not require a new investigation will have all relevant information regarding the incident forwarded to the DCSA AVS for review and re-adjudication.

*The thirteen National Security Adjudicative Guidelines are:

1. GUIDELINE A: Allegiance to the United States

2. GUIDELINE B: Foreign Influence

3. GUIDELINE C: Foreign Preference

4. GUIDELINE D: Sexual Behavior

5. GUIDELINE E: Personal Conduct

6. GUIDELINE F: Financial Considerations

7. GUIDELINE G: Alcohol Consumption

8. GUIDELINE H: Drug Involvement and Substance Misuse

9. GUIDELINE I: Psychological Conditions

10. GUIDELINE J: Criminal Conduct

11. GUIDELINE K: Handling Protected Information

12. GUIDELINE L: Outside Activities

13. GUIDELINE M: Use of Information Technology

Some Examples of Incidents That Require Reporting to DFAS Personnel Security:

a. An arrest for any criminal offense, not including minor traffic violations, by any law enforcement agency. This DOES include the traffic offenses of Driving Under the Influence of Alcohol or Drugs, and Reckless Driving.

b. Violation of any court order.

c. Civil judgements.

d. Delinquencies on any debt for 180 days or longer.

e. Federal, State or Local tax issues or delinquencies.

f. Delinquencies on any Federal debt (including Federal Student Loans and Federally backed home mortgage loans).

g. Child Support delinquencies.

h. Filing for Chapter 7 or Chapter 13 bankruptcy in any Federal Bankruptcy Court.

i. Foreign Travel.

j. Marriage or Cohabitation with a Foreign National (person from a foreign country).

k. Having a close personal friendship with a Foreign National with regularly occurring contact.

l. Ownership of property or financial accounts in a foreign country; and

m. Being approached by a person know to be, or suspected to be, working as an agent of a foreign government or terrorist organization, or any other person, who seeks any information about DFAS, the Department of Defense, or the U.S. Government, especially if the person offers money or something of value to the Contractor employee.

It should be noted that person’s delinquent on Federal debt of any kind may not obtain or maintain favorable personnel security adjudication or be considered for a Contractor position with DFAS unless they can provide documentary proof that a payment plan has been established with the government agency to whom the debt is owed, and that regularly recurring payments are being made. Contractor personnel who cannot obtain and maintain a favorable personnel security adjudication may not have access to the government data, facility, and equipment required under the contract.

NOTE: This list does not cover every potential incident or offense; any incident in which a Contractor is involved, and a question exists as to whether it should be reported, should report the incident to DFAS Personnel Security, who will then determine if further action is warranted. Failure to report an incident is, in and of itself, an incident involving personal conduct, and may, in some cases, be more serious than the original incident.

Foreign Travel by DFAS Contractor Personnel:

Official and Unofficial (Personal) Travel: Official U.S. Government Business: persons employed as Contractor employees with DFAS, to include those with Noncritical Sensitive (formerly IT-II) access, Critical Sensitive (formerly IT-I) access, access to critical program information (related to Research, Development, Test, and Evaluation), sensitive compartmented information, and/or special access program information, in accordance with DoD Directive 5240.06, are required to complete a DFAS Form 9133, Notification of Foreign Travel, not less than 30 calendar days prior to the scheduled travel.

One copy shall be sent the DFAS Personnel Security group box at dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil and one copy shall be turned into the Site Force Protection Office of the DFAS site where they are stationed. Site Force Protection POC information:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Upon receipt of the completed Form 9133, the Site Force Protection Office will contact the Contractor employee to validate training, complete the country/theater clearance package, as required, and schedule a Foreign Travel briefing. Immediately prior to travel, Contractor employees will check with the State Department at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html for any travel advisories for the country or region being traveled to and take the appropriate steps to ensure their safety for any location covered by a travel advisory or warning.

Security Requirements:

Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The Contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO), COR, and the DFAS Personnel Security Office.

Security Education and Training:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

Installation Entry and Common Access Card (CAC) Requirements:

The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

If applicable, Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM).

Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are Government property and must be returned to the assigned DFAS COR/MPAS upon departure from the program or at the conclusion of the contract, whichever comes first. CACs can also be mailed in or turned into RAPIDS locations. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/MPAS and present documentation that the CAC is missing and describing the circumstances under which the loss occurred. The assigned DFAS COR/MPAS will follow agency CAC procedures to issue a new CAC.

Contractors’ must not share their CACs and passwords with any other staff members. The assigned DFAS COR/MPAS will report any violation or suspected violation to the Contracting Officer and DFAS MP ICAM Account Security Manager (MPASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from another agency, that CAC must be revoked and returned before issuance of a new CAC.

18.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS):

18.1 This summary identifies critical success factors for the contract. It identifies both the performance outcomes for those factors and the acceptable quality level required for each performance objective. The Government reserves the right to survey all services called for in the contract to determine whether or not the performance objectives and goals were met.

18.2 The absence of any contract requirement from the PRS table shall not detract from its enforceability nor limit the rights or remedies of the Government.

18.3 The PRS will be used by the Government as the baseline to develop a QASP and will identify the surveillance methods the Government will use to evaluate the Contractor’s performance. Surveillance methods may include Direct Observation, Random Sampling, 100 Percent Inspection, Periodic Surveillance, Customer/Attendee Feedback, or any combination of the methods.

18.4 Performance Evaluations. The Government will perform quality assurance inspections to measure overall performance and determine contract payment. Government inspections will be made according to the appropriate surveillance method(s), to compare Contractor's performance to contract requirements and standards.

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx

18.5 Measuring Performance. The Government will use the PRS in this contract as the primary tool to measure contract performance. When a PRS service is defective, the Government will issue the Contractor a Contract Discrepancy Report (CDR). The Contractor shall reply in writing by the suspense date explaining why performance was unacceptable and how recurrence of the problem will be prevented in the future. The Contracting Officer will evaluate the Contractor's explanation and determine if other remedies should be implemented.

18.6 Payment Deductions. When the Contractor fails to meet contract requirements of those services listed on the PRS, performance will be deemed defective. The Contractor may be subject to a deduction in contract price.

18.7 Performance Requirements Summary Table.

PWS

Task Required Task Performance Outcome Acceptable Quality

Level Method of

Surveillance

3.1 AV Operational

and Technical Support Services.

The Contractor shall provide support to ensure seamless functionality of AV equipment during all events.

100% operation of all AV equipment, resources, and personnel identified in the

PWS.

Direct Observation, Random Sampling and Customer Feedback.

3.2 All-Hands Events. The Contractor shall

provide AV rental equipment as well as comprehensive AV operational and technical support services vital for delivering a successful event.

100% operation of all AV equipment, resources, and personnel identified in the

PWS.

Direct Observation, Random Sampling and Customer Feedback.

3.3 Ad Hoc Events. The Contractor shall

provide AV rental equipment as well as comprehensive AV operational and technical support services vital for delivering a successful event.

100% operation of all AV equipment, resources, and personnel identified in the

PWS.

Direct Observation, Random Sampling and Customer Feedback.

4.1 Status Report. The Contractor shall submit

a status report to the COR prior to the event. The report shall provide a summary of the Contractor’s timeline of the upcoming event, personnel assignments, and a list of the AV rental equipment to be used for the event.

The Contractor shall submit a status report to the COR within 30 calendar days of the event.

100% Inspection.

4.2 Feedback Report. The purpose of the

Feedback Report is to allow the Government and the Contractor to collaborate and resolve any adversity prior to the next scheduled event.

For any adverse feedback, the Contractor shall respond to the Feedback Report within seven business days of receipt.

100% Inspection.

4.3 Invoice

Submission.

Invoices shall contain a description of the event and the date completed.

The Contractor shall submit invoices for payment no later than ten business days following the event.

100% Inspection.

8.0 Scheduling and

Coordination of Services.

The Contractor POC/PM shall actively participate in the scheduling process, attend planning meetings, and collaborate with Government representatives and other stakeholders to stay informed about upcoming events.

No more than one missed meeting per event.

100% Inspection.

8.4 Ensure all

scheduled events are manned and prepared for support.

The Contractor shall ensure all events are supported.

The Contractor shall manage personnel absences and shall provide substitute personnel who are qualified to support services in accordance with the PWS.

Scheduled events are manned and prepared for support 100% of the time

100% Inspection.

9.0 Personnel

Qualifications.

The Contractor shall provide technically qualified personnel to perform the work specified in this PWS.

No more than one occurrences per event of Contractor personnel failing to complete a required task.

Direct Observation, Random Sampling, and Customer Feedback.

9.2 Key Personnel. The Contractor shall

provide AV Support personnel and a Contractor POC/PM as identified in the PWS.

The name(s) of AV Support personnel supporting each event shall be provided to the COR within 30 calendar days of the event. The name of the POC/PM shall be provided to the COR with five business days of contract award.

100% Inspection.

End of Performance Work Statement