PWS_W9124D22R0054_Casualty_Administrative_Services_Support.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

CASUALTY ADMINISTRATIVE SERVICES SUPPORT (CASS)

FORT KNOX, KENTUCKY

Revised 04 August 2022

PART 1

GENERAL

1 GENERAL INFORMATION

1.1 INTRODUCTION

The contractor shall provide all services, supervision, and labor, except that specified herein as Government-furnished, to perform contingency casualty support functions at Fort Knox, Kentucky upon execution of a contract and following Task Orders (TOs). The contractor shall provide services In Accordance With (IAW) the terms, conditions, and specifications of this contract. The contractor shall adhere to all inter-service, intra-service, mutual support agreements, and service contracts made by Government officials at Fort Knox, Kentucky. The contractor shall assume total responsibility for all requirements stated herein on the first day of the contract performance period.

1.1.1 BROAD WORK DESCRIPTION

1.1.1.1. Work Responsibility. Contractor work and responsibility shall include all contractor planning, programming, administration, management, supervision, and execution necessary to provide specified services. The contractor shall conduct work IAW this contract and all applicable federal, state, and local laws, standards, codes, regulations, and directives to include applicable publications in Section 6 of this contract. The contractor shall ensure that all work meets critical reliability rates or tolerances specified in contract specifications, the Performance Requirements Summary (PRS), Technical Exhibit (TE) A, or in applicable referenced documents. The contractor shall perform all contractor-related administrative services, such as material requisitioning, Quality Control (QC), financial control, and correspondence, in order to meet contract specifications. The contractor shall acquire and maintain accurate and complete records, files, and libraries of documents to include federal, state, and local regulations, codes, and laws, which are necessary and related to functions being performed. The contractor shall compile historical data, prepare required reports, and submit information as specified by TE B, deliverables, and as presented in this contract.

1.1.1.4 Functional Areas. Work to be performed by the contractor is categorized under Functional Areas, found in Part 5.

1.1.2 MISSION

The mission of the Army Casualty and Mortuary Affairs Operations Division (CMAOD) is to assist and support Army Families in an emotionally stressful time of bereavement, as well as provide training and resources to all Soldiers serving in Casualty Assistance, Notification, or Army Representative capacities, and those dedicated professionals assisting Army Family members in their time of greatest need.

1.2 MANAGEMENT AND ADMINISTRATION

1.2.1 RAMP-UP AND PHASE-OUT PERIODS

1.2.1.1 Ramp-up Period. The contractor shall have up to a 60-day ramp-up period after TO execution. During the ramp-up period, the contractor shall prepare to assume full responsibility for all areas of operation IAW terms and conditions of the TO. CMAOD will provide Government orientation for all new contractors, as applicable. The contractor shall take all actions necessary for a smooth transition of the contracted operations. During the ramp up period, the contractor shall at a minimum:

. Designate Program Manager . Recruit, hire and train necessary personnel . Obtain all required certifications, license, permits, and clearances, including personnel security clearances.

Ramp-up Plan. Contractor shall relay what controls they have in place that will enable the contractor to provide personnel in a timely and efficient fashion. Contractor shall clearly explain how they will recruit and retain staff toperform requirements as applicable to TO, to provide continuous services and timely ramp up during contingency situations. Contractor shall demonstrate how they will execute TOs to begin full performance within 60 days of TO award.

1.2.1.1.1 Initial ramp-up plan shall be submitted within 10 calendar days of initial TO award. If any changes occur to the ramp-up plan an updated ramp-up plan shall be submitted within five calendar days of the changes.

1.2.1.1.2 RESERVED

1.2.1.2 Phase-out Period. The contractor shall provide a phase-out plan to the KO and COR for approval 60 days prior to contract/TO completion, as requested by the government. The plan shall describe how the contractor shall approach the following issues: employee notification, retention of key personnel, retention of adequate workforce, turn-over of work-in progress, transfer of data and information and any other actions required to ensure continuity of operations. During the phase-out period, the incumbent shall be fully responsible for performance of all TO services. The Government reserves the right to conduct site visits in conjunction with the solicitation of offers for the follow-on TO. The incumbent contractor shall cooperate to the extent required to permit an orderly change over to the successor contractor. With regard to the successor contractor's access to incumbent employees, the contractor shall permit a recruitment notice be placed in each facility.

1.2.1.2.1 The contractor shall begin executing the phase-out plan 30 days prior to TO completion.

1.2.1.2.2 RESERVED

1.2.2 CONTRACTOR ADMINISTRATION

1.2.2.1 The contractor shall provide an on-site Program Manager (PM) and Alternate Program Manager (APM) with full authority to obligate the company and be responsible for overall performance (to include subcontractors) of the contract. The contractor shall designate these individuals in writing (listing names, addresses, and cell phone number, if available, to the Contracting Officer (KO) and Contracting Officer's Representative (COR) within five calendar days after contract award. Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the Government and the contractor. The following provides the roles and their respective authority during the performance of the contract.

1.2.2.1.1 Contracting Officer’s (KO) Authority. The KO is the only person authorized to direct changes in any requirements under this contract and resulting TOs and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely with the KO. In the event that the contractor effects any change at the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk of the contractor. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be effected without a written modification to the contract or TO executed by the KO authorizing such changes.

1.2.2.1.2 Contracting Officer's Representative (COR). The COR will be identified by separate letter from the KO.

The COR monitors all technical aspects of the contract/TO and assists in contract/TO administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract/TO; perform inspections necessary in connection with contract/TO performance; maintain written and oral communications with the contractor concerning technical aspects of the contract/TO; issue written interpretations of technical requirements; monitor contractor's performance and notify both the KO and contractor of any deficiencies;

coordinate availability of Government furnished property, to include incidental property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract or resulting TO. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems.

1.2.2.1.3 Contractor. The contractor shall not accept any instructions issued by any person employed by the U.S.

Government or otherwise, other than the KO or the COR acting within the limits of his or her authority. The contractor shall not in any way represent that he is a part of the U. S. Government or that he has the authority to contract or procure supplies for the account of the United States of America.

1.2.2.1.4 The basic contract will be administrated by the office indicated in SF 1449, Block 16. Individual orders will be administrated as designated in the order.

1.2.2.2 Meetings, Conferences, and Briefings. The contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to contracted functions and services as required by the Government to provide effective communication and impart necessary information at no additional cost to the Government. The contractor shall participate in meetings with installation customers, federal, state, and local agencies and their representatives, and other contractors as required by the Government.

1.2.2.2.1 Attendees. The contractor or designated representative shall attend all meetings as required by the Government. Meeting attendees shall at times include contractor managerial, supervisory, or other personnel knowledgeable of the subject matter.

1.2.2.2.2 RESERVED

1.2.2.2.3 Command Interest. The contractor shall notify the KO and COR immediately on matters within the scope of this contract which impact the installation, Government funds, or satisfactory performance of this contract and follow-up in writing within one work day of the discovery of the matter.

1.2.2.2.4 Post Award Conference. The Government will conduct a project kickoff meeting within 10 calendar days of the contract and TO award. Meeting will be held via teleconference with the following minimum personnel in attendance: PM, Administrative KO, and COR. Contractor shall provide orientation, review cycles, and shall discuss administrative matters. The purpose of this meeting is to achieve a clear and mutual understanding of all contract requirements and identify and resolve any potential problems. This meeting is not a substitute for the contractor’s full understanding of the work requirements at the time offers are submitted, nor is it to be used to alter final agreement arrived at in any negotiations leading to contract award. The contractor shall provide minutes documenting post award conference to the COR and KO within five days after meeting.

1.2.2.3 Installation Closures. Announcements of installation closures will be made in the following manner:

during normal duty hours, notification will be given through normal chain of command; during non-duty hours, notification will be made through local radio and television channels.

1.2.2.4 Federal Holidays. All Government offices will be closed, except for minimum essential personnel required for in-house operations, during Federal holidays. Except as otherwise specified, the contractor shall not schedule routine work on Federal holidays. Legal Federal holidays:

New Year’s Day 1 January (or observed) Martin Luther King, Jr. Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19 June (or observed) Independence Day 4 July (or observed) Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11 November (or observed) Thanksgiving Day 4th Thursday of November Christmas Day 25 December (or observed)

When such holidays fall on a Saturday, the preceding Friday will be considered a holiday. When such holidays fall on a Sunday, the following Monday will be considered a holiday.

1.2.2.5 Training Holidays. Installation commands have historically granted military personnel (enlisted and officers) training holidays (i.e. Friday after Thanksgiving) in addition to the 10 Federal holidays listed above.

Training holidays are not considered a day of excused absence for Government civilian work force or contractor employees.

1.2.2.6 Hours of Operation

1.2.2.6.1 Regular Duty Hours. The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. The contractor is responsible for conducting business, for a maximum of 40 hours per week pay period or a maximum of 80 hours per two week pay period except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Overtime is not authorized under this contract and resulting TOs. The regular duty hours for contractors in CMAOD, with the exception of contractors working in the Notifications section (see PWS 5.1), shall be from 0800 to 1630, Monday through Friday, not including Federal holidays. The regular duty hours for contractors working in the Notification section shall be seven days a week, for a total of 40 hours a week, based on the work shift schedule in which they are assigned to work which can be expected to include rotating weekends and Federal holidays. The Notifications section shall be operational 24 hours a day, seven days a week, 365 days a year, including Federal holidays. In accordance with the Casualty and Mortuary Affairs Branch (CMAB) Battle Book, the contractor shall perform the following three shifts in the Notification section, for TOs including Notifications: 0645-1515, 1445-2315, and 2245-0715. Changes in the work schedule shall be mutually agreed to between the Government and the contractor.

1.2.2.6.2 Continuous Availability for TOs Including Notifications. The contractor shall be available on a 24-hour-a-day basis, including weekends, holidays, and other non-duty periods and shall be prepared to sustain continuous operations directed by the Government or as dictated by mission requirements of accidents, incidents and ceremonies outside regular duty hours. There has historically only been two or three days a year, over the past five years, where services were required outside of scheduled duty hours in the Notifications section of CMAB due to severe inclement weather. The contractor shall provide points of contact and emergency telephone numbers to the KO upon receipt of contract award. The contractor shall respond with personnel on site within one hour of notification.

1.2.2.7 Place of Performance. The contractor shall perform services under this contract at Fort Knox, KY.

1.2.2.7.1 Teleworking. The contractor shall telework to achieve mission requirements, if agreed upon by the Government End User/Requiring Activity, Contractor Officer Representative (COR), and Contractor Program Manager (PM) and/or Contract Manager.

1.2.3 INTERFACES

1.2.3.1 Restricted Areas. The contractor shall comply with mandatory security access requirements to restricted areas such as the communication center, research and development and other sensitive item areas. Work in restricted areas shall be cleared by the contractor with the Government’s security officer for that area. A list of Government security points of contact will be furnished to the contractor prior to contract start.

1.2.3.2 Other Contractors. Other Government contractors shall be performing services in areas associated with requirements of this contract. Some contractors shall be providing services associated with, and in support of, work identified in this contract. Some examples are contractors who deliver material to and pick up material from the installation and contractors performing specialized and one-time jobs.

1.2.3.3 Disputes With Customers or Other Government Contractors. The contractor shall verbally notify the KO of unresolved disputes in receiving support from or providing support to customers or other contractors within two work hours from time of dispute. The contractor shall provide written notice of dispute resolution(s) to the KO within two work days after resolution.

1.2.4 DATA AND INFORMATION

The contractor shall respond to requests for information from the Government. All responses shall meet the criteria defined below.

• Complete: To include all information

• Accurate: Factual and correctly tabulated data

• Preparation: IAW applicable publication, deliverable, or other specified format

• Responsible Party: Name and signature of contractor or designated point-of-contact

• Timely: Provided within specified time frames

• Distribution: Provided to specified addressees

1.2.4.1 Release of Data and Information. The contractor shall obtain KO approval before releasing any information, documents or data related to this contract.

1.2.4.2 RESERVED

1.2.5 KEY AND OTHER PERSONNEL

The contractor shall provide qualified supervisory, technical, quality control, administrative, and clerical personnel to accomplish all work and services IAW this contract’s (and resulting TOs) terms and conditions and PWS within specified time frames. Contractor employees shall be trained, qualified, certified, or licensed as required in this contract prior to starting work.

The Government will not provide initial skills training to contractor employees. The contractor shall maintain records of training qualifications, certifications, and licenses. The contractor shall maintain the workforce in such a manner as to ensure that employees remain fully qualified to perform work assigned. Personnel performing under this contract shall be employees of the contractor and not the Government. The follow personnel are considered key personnel by the Government: Program Manager (PM) and Alternate Program Manager (APM). The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the KO/COR. Qualifications for all key personnel are listed below:

1.2.5.1 Program Manager (PM). Contractor shall designate a PM who shall:

1.2.5.1.1 Be responsible for performing the services required within contract’s (and resulting TOs) terms and conditions and PWS; monitoring all services rendered; and providing all documentation to the Government as required under the contract.

1.2.5.1.2 Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.2.5.1.3 Act as the contractor’s primary Point of Contact (POC) with the COR and/or KO.

1.2.5.1.4 Qualifications. The PM shall have demonstrated experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided, and possess BS or BA in business.

1.2.5.2 Alternate Program Manager (APM). Contractor shall designate an APM who shall:

1.2.5.2.1 Be responsible for assisting the PM in performing the services required within the contract’s terms and conditions and PWS; monitoring all services rendered; providing all documentation to the Government; and acting on behalf of the PM in his/her absence as required under the contract.

1.2.5.2.2 In the absence of the PM—

1.2.5.2.2.1 Have full authority to act on behalf of the contractor on all contractual matters relating to daily operations under the contract and resulting TOs.

1.2.5.2.2.2 Act as the alternate POC with the COR and/or the KO.

1.2.5.2.3 Qualifications. The APM shall have demonstrated experience managing a contract similar in scope and size, have an understanding of military protocol and precedence for the types of services provided, and possess BS or BA in business or related field to scope of this contract. Minimum of three years’ experience in research and management may be substituted for education requirement.

1.2.5.3 RESERVED

1.2.5.4 RESERVED

1.2.5.5 Employment Limitations. The contractor shall not employ any person whose employment violates the joint ethics requirements of DoD Reg. 5500.7-R. The contractor shall employ only persons that are legal residents of the United States to accomplish work specified in this contract.

1.2.5.5.1 Language Requirement. The contractor shall employ only persons able to speak, read, write, and understand fluent English for those positions interacting with Government and other personnel in performance of this contract, or where English is used or essential to provide the product, record, data, information, or service.

1.2.5.6 Identification of Employees

1.2.5.6.1 Contractor/Subcontractor Identification (ID)

1.2.5.6.1.1 Contractor/Subcontractor ID Card. The contractor shall provide each employee an ID card prior to working on this contract. The ID card format shall be routed to COR for review and recommendation for approval to the KO. ID Card shall include a color photograph of the individual employee, employee’s name, contractor’s name, functional area of assignment, expiration date (not to exceed end of final option period), and employee’s identification number.

1.2.5.6.1.2 Display of Contractor/Subcontractor ID Card. Contractor personnel shall carry an ID card at all times when performing work under this contract and display it when requested.

1.2.5.6.2 Government Computer Access Card. Contractor employees who are required to access Government computers with machine readable cards within performance of their duties will be issued the Government Computer Access Card. The contractor employee shall complete DD Form 1172-2 Application For Identification Card/ Defense Enrollment Eligibility Reporting System (DEERS) Enrollment, in lieu of DD Form 1172. The contractor’s Facility Security Officer shall certify on the individual’s application for a Computer Access Card that the Computer Access Card is required in performance of employee’s duties. The contractor employees that require access to Government systems in order to perform services under this contract and subsequent TO shall obtain a Computer Access Card. Proof of employment and security clearance / favorable background check is required before an ID Computer Access Card will be issued authorizing access to the Installation and Government computer systems.

CACs may not be issued to contractor employees unless a data record authorizing Computer Access Card issuance is resident in the DEERS. The Trusted Associate Sponsor System (TASS) was developed as a secure and authorized means of entering contractor data into DEERS in addition to automating the Computer Access Card application and approval process. In order to enter contractor data into TASS, the contractor's data must be resident in an authorized source database. The Joint Personnel Adjudication System (JPAS) is that authoritative source. The contractor's Facility Security Office (FSO) shall ensure its employee(s) has a record in JPAS prior to its employee(s) requesting a Computer Access Card be issued. Contractors without JPAS accounts may request accounts by following the instructions provided in the Frequently Asked Questions (FAQ) topic "How do I get a JPAS account (Industry Users)?" found on the JPAS website, https://www.dmdc.osd.mil/psawebdocs/docPage.jsp?p=JPAS. Personnel eligible for a Computer Access Card who are not in JPAS (i.e., certain contractor employees, Foreign Nationals, and DoD affiliates) will be required to register at a site where an equivalent background vetting will be accomplished IAW FIPS 201 (or successor).

http://www.dmdc.osd.mil/psawebdocs/docPage.jsp?p=JPAS

1.2.5.6.2.1 For contractors requiring Computer Access Card. Before Computer Access Card issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a Computer Access Card only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non- DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of six months or more. At the discretion of the sponsoring activity, an initial Computer Access Card may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.2.5.6.3 Display of ID Cards. Contractor/subcontractor personnel shall wear the Army Human Resources Command badge, that will be issued by the Government upon in-processing, and at all times when in the facility performing work under this contract.

1.2.5.6.4 Contractor Accountability

1.2.5.6.4.1 Upon termination of this contract or termination of employment of any contractor or subcontractor employee, the contractor shall collect and properly dispose of all contractor/subcontractor-furnished identification cards.

1.2.5.6.4.2 The PM shall be responsible for collection and turn-in of DA Civilian Computer Access Cards from contractor/subcontractor employees that are terminated and upon completion of contract. DA Civilian Computer Access Cards shall be collected and turned into the COR, or his/her designated representative. Turn-in shall be accomplished within five work days of employee termination and/or contract expiration. If the card is not collected, the contractor shall notify the KO and Chief, AG ID Card Section, in writing within 24 hours of employee termination and/or contract expiration as to circumstance for non-collection of card(s).

1.2.5.6.5 Answering Telephones. Contractor personnel shall identify themselves as contractor employees (for example, John Doe, ABC Corp) when answering Government telephones.

1.2.5.6.6 Utilizing Electronic Mail (e-mail). When contractor or subcontractor personnel send e-mail messages as part of contract performance, each sender shall include his/her first and last name, e-mail address and name of employer. Accounts established in Government e-mail systems for contractor and subcontractor personnel shall identify individuals as contractor personnel in the Address Book display and on individuals’ e-mail. Detailed properties for the account shall include name of employer and customer’s name for the contract. The contractor shall immediately notify KO and Network Enterprise Center (NEC) when a contractor employee is no longer performing duties that required an account in the Government e-mail system.

1.2.5.7 Appearance of Personnel. Contractor personnel shall wear attire that is appropriate for duties performed, commensurate with attire normally worn by employees in local communities engaged in activities similar in nature to those in which the contractor employee works. Contractor personnel shall not wear clothing, to include head and footwear, with slogans, drawings, or language which could be construed as being lewd, obscene, profane, or sexually suggestive, represent the military uniform or which advocates or glorifies use of illegal drugs or other unlawful conduct.

1.2.5.8 Conduct of Personnel. The contractor shall be responsible for the performance and conduct of contractor/subcontractor employees at all times. Personnel employed by the contractor in performance of this contract, or any representative of the contractor entering the installation, shall abide by security regulations listed in the contract and shall be subject to such checks by the Government as deemed necessary.

1.2.5.8.1 Personnel Removal. Government rules, regulations, laws, directives, and requirements which are issued during the contract term relating to law and order, installation administration, and security on the installation shall be applicable to all contractor employees or representatives who enter the installation. Violation of such rules, regulations, laws, directives, or requirements may be grounds for removal (permanently or temporarily as the

Government determines) from the work site. Removal of employees does not relieve the contractor from the responsibility for work defined in this contract.

1.2.5.8.1.1 Removal by Installation Commander. The Installation Commander may, at his discretion, bar an individual from the installation under the authority of 18 USC 1382 (1972) and Paragraph B-15, Appendix B of AR 380-49 for conduct determined contrary to good order, discipline, or installation security.

1.2.5.8.1.2 Removal by KO. The KO may require the contractor to remove any employee working under this contract for reason of misconduct or security. Contractor employees shall be subject to dismissal from the premises upon determination by the KO that such action is necessary in interest of the Government.

1.2.5.8.1.3 Removal by Military Police (MP). Contractor employees may be denied entry to the installation by MPs and/or gate security guards if it is determined that such entry may be contrary to good order, discipline, or the security of the installation. MPs may remove any employee for reason of misconduct or security.

1.2.5.8.2 Personnel Courtesy. Contractor employees shall be courteous to civilian, military, and other contractor personnel at all times.

1.2.5.8.3 Alcohol/Drug Use. The use of alcoholic beverages or illegal drugs by contractor personnel shall be forbidden during performance of work under this contract or while physically on the Installation during duty hours.

1.2.5.8.4 Loitering. Contractor employees shall not loiter in any work or patron area. Upon completion of assigned duties, employees shall depart the facility. The contractor shall allow only authorized personnel to be present in contractor's work areas.

1.2.5.8.5 RESERVED

1.2.5.8.6 Sexual Harassment/Discrimination. The contractor shall abide by all laws and regulations prohibiting sexual harassment and unlawful discrimination.

1.2.5.9 Search and Seizure. All contractor personnel and property may be subject to search and seizure upon entering, while on, and upon leaving installation confines.

1.2.5.10 Personnel Training. The contractor shall track all training requirements, and ensure that all contractors working on this contract are compliant. If the training requirements are not met, the Government (installation or command) may refuse access to systems and/or work location and the contractor shall be considered delinquent in providing acceptable staff.

The contractor shall maintain training records that are subject to inspection upon request from the Government. In addition, the contractor shall report employee names, their locations, and dates personnel have completed the requisite training required by the Government as part of the Monthly Status Report (MSR).

1.2.5.10.1 Orientation Training. The contractor shall conduct orientation training for all contractor employees within five work days of initial employment or permanent re-assignment to another functional area under the contract. This training shall be relative to the respective functional areas and contractor and Government offices with which the employees will interact. The contractor shall maintain records of training accomplished and provide to Government upon request. The training shall include, but shall not be limited to, the following topics:

• General orientation regarding contract requirements and the role of the respective functional areas to the overall contract

• Functional areas internal and external (customer) standing operating procedures and general work requirements

• Familiarization with the physical configuration of the Installation, to include at a minimum, the location and layout of functional area facilities

• Emergency notification and response procedures

• Conduct and standards, including standards of customer relations and dress

• Security requirements and procedures

1.2.5.10.2 Formal Training During Contract Period. The contractor may participate in approximately 40 hours of training throughout the contract year that may be offered by the Government which may include skill development, team building exercises, wellness training, and updates on the latest casualty requirements, advanced technology innovations implemented, and/or significant changes to other CMAOD programs. CMOAD will provide specific training for contractors required to use the Defense Casualty Information Processing System (DCIPS).

1.2.5.10.3 Antiterrorism (AT) Level I Training. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within five calendar days after contract/TO start date. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR within five calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil.

1.2.5.10.4 iWATCH Training. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR upon completion and as required in MSR thereafter.

1.2.5.10.5 Operation Security (OPSEC). Per AR 530-1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

1.2.5.10.6 Threat Awareness Reporting Program. For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees shall receive annual TARP training by a CI agent or other trainer as specified in 2-4b.

1.2.5.10.7 For Information Assurance (IA)/Information Technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions.

1.2.5.10.7.1 For IA/IT Certification. Per DoD 8570.01-M , DFARS 252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

1.2.5.11 Specific Personnel Requirements. All contractor personnel shall be fully qualified, certified, and licensed IAW federal, state, and local regulations, codes, directives, certifications, and policies, to perform the work to which they are assigned under this contract.

1.2.5.11.1 Access and General Protection/Security Policy and Procedures. The contractor and all associated subcontractor(s) employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, Headquarters, Department of the Army (HQDA) and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the FPCON at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.2.5.11.2 RESERVED

http://jko.jten.mil/

1.2.6 CONTINGENCIES

1.2.6.1 The Government develops contingency plans to support increased training missions, mobilization, and severe weather, and to augment state and local Governments in the event of other natural emergencies. The Government must be able to react to such events without undue delay.

1.2.6.2 These sudden and unusual events could result in great impact to contractor performance and contract requirements. In the event that unusual conditions develop, the contractor shall continue, and expand if necessary, contract performance only when directed by the KO. The cost of any expended efforts in excess of current contract requirements will be negotiated between the contractor and Government when the abnormal situation occurs and required support is identified.

1.2.7 DOCUMENTATION AND REPORTS

1.2.7.1 Standing Operating Procedures (SOPs). The contractor shall develop internal and external SOPs for each management and functional area covered under this contract unless otherwise specified. Each functional area SOP shall be identified by the applicable contract paragraph. SOPs shall describe in detail the procedures for each area and cover, at a minimum, the following topics: quality control, hours of operation, work assignments, approval authorities, work flow, functional relationships between the Government and the contractor and between the contractor’s organizational elements, and any other information needed for efficient and uniform performance. The contractor shall develop and obtain Government approval on external SOPs for those functions that require the contractor to directly interface with authorized customers. The SOPs shall become the property of the Government.

1.2.7.2 RESERVED

1.2.8 ADMINISTRATIVE REQUIREMENTS

The contractor shall prepare all correspondence and maintain all functional files, blank forms, and the technical and administrative publication libraries required to accomplish the functions and tasks included in this contract. The contractor shall annotate the date received on all incoming documents and correspondence received.

1.2.8.1 Release of Information. The contractor shall not release any news (including any visual information products) or installation-related information on any subject matter within this contract or any phase of any program herein to the media or any other unauthorized users prior to coordination with the KO and written approval of the Public Affairs Officer (PAO).

1.2.8.2 Files. Government-furnished classified and unclassified files in existence at the contract start date, and those generated under this contract, shall be maintained and retired IAW AR 25-400-2 in its entirety, and any installation supplements thereto and other applicable Army regulations and directives. The contractor shall provide security of classified documents IAW AR 380-5 and DoD 5200.1-R, National Industrial Security Program Operating Manual, in their entirety. All such records and files shall be made available for review by any agency or individual authorized access by the KO. All functional files maintained by the contractor under the provisions of this contract are the property of the Government and shall be returned to the Government upon completion or termination of this contract. The contractor shall provide a List of Selected File Numbers, in compliance with Paragraph 5-13 of AR 25-400-2. The contractor may not generate and maintain files for purposes other than those relating to the services being contracted.

1.3 PERFORMANCE

1.3.1 Quality Control. The contractor shall be responsible for the quality of products and services provided under the terms of this contract, to include those provided by subcontractors. To ensure that requirements of this contract are met, the contractor shall implement an effective quality control program.

1.3.2 Contractor Quality Control Program

1.3.2.1 Quality Control Plan (QCP). The contractor shall have an established effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop, implement and maintain an effective Quality Control System which includes a written QCP. The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services are provided to the Government. The contractor’s quality control program is the means by which it ensures that work performed complies with the requirement of the contract. Within 10 calendar days of contract award (and resulting TOs award), the contractor shall submit its comprehensive written QCP to the COR and KO for review.

Any changes to the QCP during the contract shall be submitted to the KO and COR within five working days of the proposed change, for review. The QCP shall contain at a minimum:

• Contract number and TO number, if applicable);

• Description of processes and controls used to verify acceptable performance;

• Contractor developed metrics used to verify performance level of each TO objective;

• The metrics will be reported as a quantitative value (%, >, <, etc.) and the definition and numerical figures used to calculate the % or reportable outcome;

• The TO objectives, associated standards, metrics, and quantitative values for each metric shall be reported in the MSR that clearly identifies the monthly performance level against each TO objectives;

• Continuous process improvement; procedures for scheduling, conducting, and documentation of inspection;

• Discrepancy identification and correction;

• Corrective action procedures to include procedures for addressing Government discovered non-conformances;

• Procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies;

• Procedures for collecting and addressing customer feedback/complaints.

1.3.2.1.2 Quality Control Files. The contractor shall maintain a file of all inspections or tests conducted by the contractor, to include any corrective actions taken. This file shall be subject to KO review. The file shall be the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

1.3.3 Government Quality Assurance. The KO and COR will inspect for compliance with contract terms throughout the contract period. Evaluation will be based on the contractor’s compliance with requirements set forth in the PRS. The Government will monitor the contractor's performance under this contract by performing checks as contained in the Quality Assurance Surveillance Plan (QASP). Typical procedures include random sampling, planned sampling, scheduled inspections, incidental inspections, and validated customer complaints.

1.3.3.1 Inspection Reports. The Government will record surveillance inspections. When the contractor's performance is unsatisfactory, a Contract Discrepancy Report (CDR) will be issued. The contractor shall reply in writing within 10 work days from the date of the CDR to the KO, giving reasons for unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.3.3.2 Corrective Actions (CAs). At any time it is determined by the KO that the quality control system, personnel, instructions, controls, tests, or records are not providing results which conform to contract requirements, action shall be taken by the contractor to correct the deficiency. If a CDR is issued the contractor shall develop a Corrective Action Plan (CAP) which identifies the root cause, CA for the root cause, CA for the specific non-conformance and CA to the root cause to prevent recurrence and a corrective action including the timeline for completion.

1.4 COMPLIANCE

1.4.1 The contractor and contractor employees shall abide by federal, state, and local laws and regulations, as prescribed in applicable directives listed in Part 6 while engaged in performance of all operations associated with this contract and resulting TOs.

1.4.2 RESERVED

1.4.3 SAFETY

All work shall be conducted in a safe manner and in compliance with Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), state, and the installation Safety Office requirements. If the contractor fails or refuses to promptly comply with safety requirements, the KO will issue an order stopping all or part of the work until satisfactory corrective action has been taken.

1.4.3.1 Safety Plan and Program. The contractor shall develop a Safety Plan that delineates processes and procedures the contractor shall use to prevent accidents and preserve the life and health of contractor and Government personnel and the public and protect work and property. The contractor shall implement a Safety Program based on his Safety Plan to be implemented on contract start date. The Safety Program shall be implemented for the purpose of preventing accidents and preserving the life and health of contractor personnel and Government personnel involved in performance of the contract or receiving services provided under the contract.

The contractor’s Safety Program shall compliment and support and all applicable Army, installation, and OSHA regulations and directives. In cases where standards conflict, the stricter requirement shall apply. The contractor shall designate personnel to be responsible for administration of safety and OSHA programs. The contractor shall submit the plan to the COR for approval 10 calendar days after contract award. The contractor shall update the plan as changes occur and shall submit a copy of the proposed plan to the COR for approval not later than 30 calendar days prior to proposed effective date of updated plan. The contractor's Safety Plan shall include provisions for:

1.4.3.1.1 Smoking. The contractor shall comply with HRC and Fort Knox, Kentucky, policies for controlling smoking in Government buildings and vehicles.

1.4.3.2 Reporting Requirements. The contractor shall prepare, submit, and maintain the following reports and records.

1.4.3.2.1 Damage Reports. The contractor shall submit a full written report to the KO/COR, within two work days of an occurrence, of the facts and events where the contractor or Government damages Government property or equipment. The contractor shall perform all work and operations to avoid damaging existing buildings, structures, pavements, equipment, and vegetation on the Installation. Repair or replacement of damaged property shall be performed as directed by the KO, and the corrective work shall be subject to inspection and acceptance by authorized Government personnel.

1.4.3.2.2 Emergency Notification Procedures. Contractor personnel witnessing a fire, an accident (to include train and aircraft incidents), a criminal act, a hazardous material release, or a threatening act or condition, shall notify the proper authority on the installation by dialing 911, or personally reporting the act or occurrence to the installation fire department or Military Police (MP).

1.4.3.2.3 Accident Reporting. The contractor shall comply with installation, OSHA, and other regulatory agency requirements for record keeping and reporting of all accidents in the course of contractor work which result in death, trauma, occupational disease, or environmental damage. The contractor shall provide a verbal report to the KO and COR within two hours of occurrence and a written follow-up report within two work days whenever an accident involving personal injury occurs.

1.4.3.2.4 Serious Accidents. The contractor shall call 911 immediately in cases of serious accidents or injury. The contractor shall further report the accident, within 30 minutes, to the Installation Safety Office during regular duty hours or to the Staff Duty Officer (SDO) after duty hours. Serious accidents and incidents include, but are not limited to those defined in Federal Register, and other applicable directives.

1.4.3.2.5 Working Conditions Report. The contractor shall make hazard-reporting procedures available to contractor employees IAW 29 CFR 1910 or 1960, as applicable.

1.4.3.2.6 Third Party Accident Claims. If any claims are made by a third party against the contractor as a result of an accident which occurs in connection with the contractor's performance, the contractor shall submit, within 24 hours after the initiation of the claim, a full written report to the KO and COR.

1.4.4 Energy and Utilities. The contractor shall comply with Federal, state, local, and installation energy regulations and programs. These utility conservation regulations shall be strictly adhered to, and the contractor shall be subject to unannounced energy and utilities conservation inspections by the Government. Energy conservation measures shall include, but not be limited to, the following: reducing fuel oil and electricity consumption;

minimizing energy losses; reporting to the KO any tampering or by-passing of Energy Management Control System (EMCS) and Frequency Modulation (FM) radio controls.

1.4.5 Security. The contractor shall comply with all installation security requirements and requirements specified herein. The contractor shall establish and implement security plans to include processing security clearances, access to controlled areas, control of classified material and equipment, security of vehicles, facilities, and equipment, and handling of sensitive and pilferable material.

1.4.5.1 Personnel Security Clearances. Due to the nature and location of work to be performed under this contract and the requirement for certain classified data, specified contractor personnel shall possess security clearances.

Personnel security requirements are set forth in DD Form 254, Department of Defense Contract Security Classification Specification. Contractor shall comply with FAR 52.204-2, Security Requirements.