RFI Draft PWS 20251216.pdf

DEFENSE ACCOUNTING AND

FINANANCE SERVICE

Maintenance Contract Statement of Work

DECEMBER 16, 2025

DFAS CO MAINTENACE PWS

Table of Contents

1. GENERAL REQUIREMENTS

2. Veterans Employment Emphasis for Defense Accounting and Financial Service (DFAS)

3. PROJECT DESCRIPTION

4. WORK DESCRIPTION

5. MANAGEMENT SYSTEMS

6. CONTROL OF WORK

7. QUALITY CONTROL

8. EMPLOYEE QUALIFICATIONS

9. REPORTS AND RECORDS BY THE CONTRACTOR

10. HOUSE-KEEPING SERVICES

11. SAFETY

12. ACCIDENT/INJURY REPORTING

13. ENVIRONMENTAL COMPLIANCE

14. TRAINING

15. SECURITY

16. TERMS & DEFINITIONS

17. GOVERNMENT FURNISHED PROPERTY & SERVICES

18. SITE MAPS/PLANS & FILES

19. ACCESS KEYS…………………………………………………………………………………….……………………...16

20. EMERGENCY MEDICAL SERVICE

21. OPERATION & MAINTENANCE (O&M) MANUALS

22. MAINTENANCE SUBMITTAL AND SHOP DRAWINGS

23. CONTRACTOR FURNISHED SUPPLIES, MATERIAL & EQUIPMENT………...…………………………………...17

24. EQUIPMENT

25. DAMAGE AND EQUIPMENT LOSS

26. SPECIFIC TASKS…………………………………………………………………………………………………. ……..24

27. BUILDING OPERATION

28. OPERATION OF DFAS CONFERENCE & TRAINING CENTER………………………….……………………

29. SCHEDULED & PREVENTATIVE MAINTENANCE SERVICES…………………………………………………………………..…………..25

30. ROUTINE MAINTENANCE & REPAIR SERVICES………………………………………………………….………..26

31. DEMAND MAINTENANCE & REPAIR SERVICES

32. NEW WORK

33. TRANSITIONAL SERVICES………………………………………………………………………………………………….………………………………31

34. WARRANTIES

35. MAINTENANCE & REPAIR SERVICE SCHEDULING & COORDINATION…………………………………………………………….…32

36. PREVENTATIVE MAINTENANCE PLAN & REPORT……………………………………………………………………………………………32

37. DEMAND MAINTENANCE & REPAIRS…………………...…………………….. …………………………………………………………………..32

38. EQUIPMENT MAINTENANCE LOGS……………..……………………………………………………………………………………………………32

1. GENERAL REQUIREMENTS

1.1. The Contractor shall furnish all necessary labor, material, equipment and plant, except as noted herein, to perform all work in strict accordance with these specifications and technical exhibits.

2. Veterans Employment Emphasis for Defense Accounting and Financial Service (DFAS)

2.1. Contractors and subcontractors at all tiers are encouraged to promote the training and employment of U.S. veterans while performing under a DFAS contract. While no set-aside, evaluation preference, or incentive applies to the solicitation or performance under the resultant contract, DFAS contractors are encouraged to seek out highly qualified veterans to perform services under this contract. The following resources are available to assist DFAS contractors in their outreach efforts:

2.1.1. U.S. Department of Labor Veterans’ Employment and Training Service (VETS):

https://www.dol.gov/vets/

Federal Veteran Employment Information: https://www.fedshirevets.gov/

Veterans Opportunity to Work (VOW) Program:

https://www.benefits.va.gov/vow/

U.S. Army Warrior Transition Command Employment Index:

https://wct.army.mil/modules/employers/index.html

Hiring Our Heroes: https://www.uschamberfoundation.org/hiring-our-heroes

3. PROJECT DESCRIPTION

3.1 The Defense Finance and Accounting Service (DFAS) Columbus Center is located within the Defense Supply Center Columbus (DSCC), a Defense Logistics Agency (DLA) installation. The facility is located in Columbus, Ohio, Franklin County. The primary DFAS facility consists of an approximate 592,000 square foot building containing seven stories plus a basement and three penthouses. Individual floor space varies from 66,804 to 87,825 gross square feet. The central mechanical plant and main electrical switchgear are housed in a separate Central Plant structure. The cooling towers servicing the Columbus Center are located directly north of the Central Plant building.

4. WORK DESCRIPTION

4.1 The primary work to be performed under this contract includes General Building Operation, Scheduled and Preventative Maintenance executed in accordance with a Preventative Maintenance Plan, Routine Maintenance and Repair, and Contract Administration Services.

4.2 Demand Maintenance and Repair services are additional maintenance and repair services necessitated by age, wear and tear, which cannot be reasonably anticipated (in terms of scope of effort or quantity). This also includes material purchases to have readily available for demand maintenance needs. Individual http://www.dol.gov/vets/ http://www.fedshirevets.gov/ http://www.benefits.va.gov/vow/ http://www.uschamberfoundation.org/hiring-our-heroes task orders will be issued by the Contracting Officer, as required, for execution of these requirements. A task order will be issued at the beginning of each year for the performance of these services for a one-year period.

4.3 The Contractor shall also have the capability and capacity to provide limited New Work project services. Individual task orders will be issued by the Contracting Officer, as required, for execution of these requirements.

4.4 The majority of work contemplated by this contract will be services.

4.5 Refer to section 16 for terms and definition of these terms.

5. MANAGEMENT SYSTEMS

5.1. Management Plan: The Contractor shall provide a Management Plan to the Contracting Officer’s Representative (COR) for review and approval. The Management Plan must be submitted within 14 days of notice of award and must include language for defining or stating policy, objectives, or requirements; assigning responsibility; controlling utilization of resources; periodically measuring performance; comparing that performance against stated objectives and requirements;

showing work control; and taking appropriate action. The Contractor’s day-to-day operation shall adhere to this documented method. The Management Plan shall include, but not be limited to the following:

5.2. Maintenance & Repair Services Administration - The Contractor shall organize, coordinate, and manage maintenance & repair activities based on the requirements of the Contract. Contractor shall also provide a technically qualified & trained staff; submit maintenance & repair data and reports; comply with Preventative Maintenance Plan, Quality Control Plan and Safety plan; prepare equipment logs, attend meetings, and comply with DSCC and DFAS security requirements as follows:

Organizational Structure

Lines of Support

Subcontractor Relationships

Operational Procedures

Job Resumes

Overall Approach to Work

Preventative Maintenance Plan

Transition Plan

Quality Control Plan

Safety Plan

Security Plan

Information Management

5.3. Contract Services coordination

5.3.1. Contract Manager - The Contractor shall designate an individual authorized to manage and coordinate all maintenance, reporting, quality control, and administrative services or tasks related to this Contract. This individual shall be accessible to the COR 24-hours a day throughout the Contract period to include weekends and holidays. The Contractor shall notify the COR in writing, of any additions, deletions, or changes in designation(s) within (2) days of that change.

5.3.2. The Contractor shall organize, schedule, and manage all Building Operation, Scheduled and Preventative Maintenance, Routine Maintenance and Repair, and Demand Maintenance & Repair Service requests to assure that a sufficient number of experienced, trained, and qualified personnel are available to perform all of the services and tasks required by this Contract.

5.3.3. Automated System: The Contractor shall use an automated system provided by DFAS for streamlining asset and maintenance processes, and for tracking and reporting all phases of maintenance and repair services. The system must be capable of scheduling routine and preventative maintenance tasks and repairs, generating work orders, tracking parts inventory, and equipment history, and creating purchase orders and basic management reports. The software must have the flexibility to allow the customization of screen layouts and the ability to report analyses down to specific locations, pieces of equipment and specific employees.

5.3.4. The Contractor’s operation of the automated tracking and reporting system shall provide for remote access by the COR and/or Building Manager.

5.3.5. Inventory and assets are already catalogued in an existing system, Cadapultfm under the previous maintenance contract. There is no requirement to continue to use this specific system however, inventory and asset entry should be considered if changing to a different system.

5.3.6. The automated system shall generate numbered work orders. Each work order shall contain the following information: description of work, name of requester, date and time request received, piece of equipment, priority, building number, scheduled completion date, description of work performed, labor hours by trade, labor cost (using Table I total burdened hourly rates), parts cost (to include expendable items), total cost, date and time work completed, and name(s) of employee(s) performing the work. The system shall provide an equipment history record for each major piece of equipment.

The system shall be capable of generating a backlog report. The system shall provide a building history by category of work, i.e., painting history, electrical repair, etc. The system shall be able to generate a list of incomplete work orders.

5.3.7. The Contractor is responsible for initiating all work orders related to Scheduled and Preventative Maintenance and Routine Maintenance and Repair Services in accordance with the Contractor’s Preventative Maintenance Plan, as well as work orders related to Building Operations. The COR will inform the Contractor of Demand Maintenance and Repair and New Work requests.

5.3.8. The Contractor shall submit a monthly invoice to the COR. This invoice shall include the applicable task order number to support the invoice, show which work orders were completed, labor costs, material costs, and when the work was completed or when the materials arrived. The labor costs shall be broken down by trade to include the total number of hours, cost per hour and the total labor cost.

The material cost shall show the invoice cost of materials used, including expendables. The

Contractor shall submit copies of receipts and invoices for the materials. Updated inventory of parts on hand shall also be submitted with the invoice.

5.3.9. Control of Materials: The automated system shall provide an audit trail from the time of purchase to the point of installation. The system shall provide a part history on each part. This shall include all receipts, and if the part was used for routine & preventative maintenance, demand maintenance, or new work. The work order number shall be included with each part. The system shall provide an issue report which shall list the description of each part, date used, work order number, cost, and if the work order was routine & preventative maintenance, demand maintenance, or new work.

5.3.10. Quality Control: In accordance with the Quality Control Plan, the results of the Contractor’s Quality Control inspections shall be automated. A report shall be generated containing the number of inspections performed, number satisfactory, number unsatisfactory, equipment inspected, work order number, date inspected, description of problem, date of follow-up inspection, and corrective action taken.

5.3.11. Preventative Maintenance Program: In accordance with the Preventative Maintenance Plan, the Contractor shall have a preventative maintenance program that shall be structured to perform the manufacturer’s recommended inspections, maintenance and testing regimes in accordance with the appropriate operation and maintenance manual for all building equipment and systems addressed under this contract. It shall also be structured to perform inspections, maintenance, and testing regimes in accordance with industry standards for such systems as roofs, plumbing, and commercial kitchen equipment. The program shall define the inspection interval for each individual item of equipment and records shall be maintained to reflect the dates of inspection and maintenance as well as the status of all equipment. The Contractor shall be responsible for initiating work orders to perform all preventative maintenance according to this plan.

6. Control of Work

The Operational Procedures contained in the Contractor’s Management Plan shall address work control.

Records shall be kept of each repair and maintenance task.

The Contractor shall maintain operating data on the equipment covered by this contract. The Contractor shall provide, and use approved standard forms, charts, and logs approved by the COR and/or Building Manager. For the most part, the baseline operating data has been captured and entered into the system. The Contractor will be responsible of capturing and inputting any data voids as well as information on new equipment installed during the term of the contract.

Data to be collected/compiled /maintained includes, but is not limited to:

Description of equipment (i.e. 10,000 BTU Oil Burner)

Manufacturer name, address, telephone number

Model Number

Class (i.e. Boiler)

Dimensions

Speed/Capacity

Category (asset, assembly, part)

Relationship (association with what another asset)

Serialized (serial number of the asset)

Maintained (yes/no requires Preventative Maintenance)

In-Use (currently in use or spare)

Remarks (relative to function)

Location (room number)

Cost (of this equipment)

Life (expectancy in months)

In Service Date

Acquisition Date

Service Expiration

Warranty Vendor

Warranty Expiration

Belt Sizes and Quantities (where applicable)

Filter Sizes and Quantities (where applicable)

Bearing Sizes and Quantities (where applicable)

Bar Code Number (where applicable)

Data shall take the following forms:

Daily plant or system operating logs.

Monthly consolidated operating logs for the system.

Recording charts filed chronologically and by pieces of equipment.

Systems report that lists all major systems in the facility and provides the operational status of each.

7. Quality Control

7.1. The Contractor shall provide a Quality Control Plan to the COR for review and approval as part of the Management Plan. The Quality Control Plan must include language for maintaining a Quality Control program that ensures all requirements of the contract are met as specified.

7.2. Contents: The program shall include, as a minimum, the following:

7.2.1. All key personnel of the Contractor’s organization shall be identified. Their authority shall be clearly defined.

7.2.2. A Quality Control inspection system covering all general and specific tasks included in the contract scope of work. It shall specify tasks or areas to be inspected on both a scheduled or unscheduled basis, and the manner in which inspections are to be conducted. The inspection system shall address the Contractor’s operation, safety plan, environmental plan, preventative maintenance, demand maintenance, and new work individually.

7.2.3. The names of firms or individuals tasked to perform inspections and the extent of their authority.

7.2.4. Proposed test methods and qualified testing laboratories to be used. Tests shall include testing of chemical treatment at the chilled water, hot water, and condenser water systems. The Successful Contractor for this contract shall provide for both water testing and water system maintenance to include supplying treatment chemicals.

7.2.5. A method of identifying deficiencies in the quality of services performed.

7.2.6. Method of documenting and ensuring quality control operations of both prime and any subcontractor work, including inspection and testing. Copies of all inspections and tests shall be available to the COR and/or Building Manager.

7.2.7. All Quality Control programs shall consist of discrete plans created in such a manner that each functional area quality control plan may be extracted and used for that function only and not contain quality control information extraneous to that function.

8. EMPLOYEE QUALIFICATIONS

8.1. Qualifications: The Contractor shall have at all times a sufficient number of qualified employees to properly, safely, and economically manage, operate, and maintain the buildings and systems identified in this contract. The personnel employed by the Contractor shall be certified or licensed in their respective trades for the state of Ohio. A copy of each employee’s certification or license shall be made available to the COR upon request.

8.2. STAFFING

8.2.1. The Contractor is expected to provide and maintain an on-site core staff during normal work hours.

8.2.2. The following staff positions are to be included, as a minimum, under the associated line items in Table II of the price breakout schedule. The Contractor shall include in the price breakout schedule, 80 hours of overtime work per year for each of these positions to be used as coordinated with and directed by the COR. Any overtime hours that are not worked will be credited back to the Government at the end of the contract period. These individuals shall be on-site dedicated to this contract through the contract performance period to include the base period and, if exercised, any option years.

8.2.3. Contract Manager (to coordinate contract requirements and direct the Contractor's workforce). The Contract Manager shall be on-site dedicated to this contract within 5 days after award and shall immediately begin working with DSCC Security to acquire security badges for the Contractor’s staff. See paragraph titled “Uniforms” below and Section J, Appendix A Installation forms. This individual shall also be on-site through the Transition Period if exercised

8.2.4. Administrative Assistant (to receive maintenance service requests, input data and manage the automated maintenance management system).

8.2.5. One LEAD electrician and one electrician helper. The LEAD electrician shall also be on-site through the final Transition Period if exercised.

8.2.6. Five General Maintenance Workers (to provide daily routine maintenance and preventative maintenance assistance). Occasional grounds keeping could be required to include snow removal, plant watering, minor landscaping etc.

8.2.7. Maintenance Painter (to provide daily routine painting and wall repair).

8.2.8. Two Heating, Refrigeration, Air Conditioning (HVAC) Mechanics, one LEAD Mechanic and one Mechanic (to operate HVAC system). The LEAD Mechanic shall also be on-site through the final Transition Period if exercised.

8.2.9. Maintenance Trades Helper - The Contractor shall provide one maintenance trades helper. The laborer shall provide assistance to electricians, HVAC mechanics, along with other building trades, and provide other services such as furniture moves, furniture builds, stage setups, light bulb changes, sign installations, specialized custodial duties, and other various tasks.

8.2.10. The Contracting Officer may require the dismissal of any Contractor employee and/or subcontractor employee from the work site who is identified as a potential threat to the health, safety, security, general well-being or operational mission of the building and its population. The Contracting Officer may require the Contractor to remove any employee from the job site who is found to violate the Disciplinary Rules or Standards of Conduct applicable to Federal employees. The removal from the job site of such person(s) shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely services.

8.2.11. Contractor employees shall not loiter around the DFAS Center or DSCC during off-duty hours.

8.2.12. Supervision: All matters pertaining to the employment, supervision, compensation, promotion, and discharge of contract employees are the responsibility of the Contractor.

The Contractor shall ensure that all work required by this contract is supervised on-site by the Contract Manager or a designated alternate The Contract Manager or designated alternate shall be available at all times, while work is in progress, to receive notices, reports, and/or requests from the Contracting Officer, COR, and/or the Building Manager.

The Contractor shall provide the Contracting Officer, COR and/or Building Manager with the name(s) and telephone number(s) of the Contract Manager and alternate(s) immediately upon award of the contract. The Contractor shall also provide a listing of the telephone numbers, which the Government may use at any time to directly contact the Contractor, Contract Manager, or designated alternate after normal work hours or in the event of an emergency. The Contract Manager shall be made available to the work site no later than one hour from notification of an emergency service request to include weekends and holidays. The Contractor shall supply, as part of the Contractor’s business cost, effective local communication devices for each of the Contractor’s core staff (positions listed in Table I).

8.2.13. Uniforms: All contractor employees, with the exception of administrative personnel (Contract Manager and Administrative Assistant), while on duty, shall wear a distinctive uniform having the Firm’s name permanently affixed to the uniform. All employees, including administrative personnel, shall display a Government issued identification badge showing first and last names in readily readable letters and photographs. Uniforms shall be furnished by the Contractor and of a design approved by the COR and/or Building Manager. Security badges and keycards shall be provided by DSCC-I in accordance with facility security requirements. Personnel shall present a neat, clean, and well-groomed appearance at all times.

8.2.14. Continuity of Operations: The Contractor shall maintain, without interruption, the services defined in this specification. In the event that the Contractor’s employees strike, the Contractor shall obtain (at the Contractor’s expense) qualified employees to continue the services required in the performance of this contract.

9. REPORTS AND RECORDS BY THE CONTRACTOR

9.1. The Contractor shall be responsible for operating a well-organized administrative function and shall properly record and file all administrative type data.

9.2. The Spill, Prevention, Control and Countermeasure (SPCC) checklist shall be completed monthly and turned into the Installation Support Environmental. Records noting solid waste disposal tonnage shall be reported monthly.

9.3. The following data shall be filed for periodic Government review:

Reports on safety inspections.

Safety Incident reports.

Policy and procedures manual including organizational chart; periods of coverage; job descriptions and written procedures for normal and emergency operations.

Records noting number and qualifications of employees.

All data required by paragraph MANAGEMENT SYSTEMS.

Refrigerant form filled out and turned in monthly.

Records noting tonnage of universal waste that is stored and recycled shall be reported monthly. See ENVIRONMENTAL COMPLIANCE.

Records noting generator run times for all generators assigned to Buildings 21 and 21A shall be logged and reported monthly. The current spreadsheet shall be provided by the

Government within 14 days of notice of award.

10. HOUSE-KEEPING SERVICES

10.1. The Contractor shall be responsible for cleaning all equipment rooms, mechanical spaces, electrical closets, HVAC supply and return grills, light fixtures, and the areas of the DFAS Center furnished to the Contractor. Areas shall be maintained in a clean, uncluttered manner.

11. SAFETY

11.1. The Contractor shall submit their Safety Plan within 14 days from notice of award.

11.2. Responsibilities

11.2.1. The Contractor shall establish a comprehensive safety program, which shall consist of education, training, and enforcement of safety standards. All equipment and facilities shall be maintained in accordance with safe practices. When working in or around an established safety zone, hard hats and other Personal Protective Equipment (PPE) is required. PPE must include hard hats, safety glass, steel-toed shoes as a minimum with other PPE as applicable to the work performed.

11.2.2. The Contractor shall be responsible for planning, organizing, and implementing an electrical ground safety program to include the management of such programs by compliance with regulatory directives; accident prevention and control; safety education and promotion; accident investigation, analysis, and reporting; and coordination in support of occupational health and sanitation.

11.2.3. The Contractor shall conduct and document a weekly safety meeting for all employees.

Provide a report of the safety meeting and attendance to the COR.

12. ACCIDENT/INJURY REPORTING

12.1 Immediately upon the occurrence of a job-related injury, the Contractor shall prepare a report and forward it through the COR with a copy furnished to the Building Manager and to the DFAS Safety Officer. If an injured employee is incapacitated and unable to report for work on his/her next regularly assigned shift, the Contractor shall prepare and forward a form stating such through the COR with a copy furnished to the Building Manager and to the Installation Safety Officer within seven workdays after the accident occurs. Any technical advice and assistance necessary in accident investigation and reporting may be requested from the Installation Safety Officer through the Building Manager.

13. ENVIRONMENTAL COMPLIANCE

13.1. The Contractor is responsible for knowledge of and compliance with all environmental laws, regulations, and programs of DSCC in Columbus, OH, and those of the counties, State, and Federal agencies that relate to or may arise under the performance of this contract. This includes, but is not limited to, compliance with the DSCC Environmental Protection Program via compliance with applicable standards for the prevention, control and abatement of environmental pollution in full cooperation with the Installation and Federal, State, and local Governments. The Contractor must complete the documentation in Section J and provide to the COR as indicated.

13.2. Penalty charges resulting from citations against Department of Defense, Defense Logistics Agency, Defense Finance and Accounting Service, or Defense Supply Center Columbus or its agents, officers, or employees due to the Contractor’s failure to comply with environmental laws, regulations, and programs, that relate to or may arise under the performance of this contract may be deducted or set-off by the Government from any moneys due the Contractor, and with respect to such citations, the Contractor shall further take any corrective or remedial actions as directed by such agencies.

13.3. The Contractor and all employees, including subcontractors, shall participate in the annual Spill Prevention, Control, and Countermeasure (SPCC) training provided by Installation Support Environmental.

13.4. The Contractor shall store and recycle universal waste in accordance with applicable State and Federal regulations.

13.5. Certification for all handlers of refrigerant shall be submitted prior to handling any refrigerant and updated as necessary thereafter.

13.6. Certificates of Disposition shall be submitted upon receipt if applicable.

13.7. All contractors and subcontractors shall read the Environmental Management System (EMS) policy and sign a roster agreeing that the contractors have been informed of the EMS program.

See the attached EMS policy.

13.8. All hazardous material or waste stored requires a Safety Data Sheets (SDS) submittal, no matter the quantity.

13.9. All contractors and subcontractors should purchase and provide environmentally preferable products whenever possible.

14. TRAINING

14.1. The Contractor is responsible for maintaining a qualified and well-trained workforce.

14.2. Training courses are normally required to maintain general occupational currency and/or certification will not be reimbursed by the Government. Certain training, which has a significant and direct benefit to this contract and the Government, may be required of the Contractor. When such training is determined necessary, a task order will be negotiated with the Contractor.

14.3. As part of the initial contract annual task order, the Contractor’s Contract Manager, electrician, and HVAC mechanic shall attend up to 30 days each of on-the-job training on the DFAS heating and cooling system and electrical system, unless technicians are previously trained.

14.4. All Contractor employees must attend, and complete Department of Defense (DOD) related security and other training. Also, because the Contractor will be accessing and using Department of Defense computer systems, all contractor employees who access the DOD computer system are required to take training related to protecting information on that system. This is the same training required of DOD employees. The training includes but is not limited to:

Protection of Classified Information Training

Physical Security Training

Anti-Terrorism Training

Training for people who frequently enter Restricted Areas

Information Security Training

Information Assurance Awareness Training

Operations Security Training

Personally Identifiable Information Training

Threat Awareness and Reporting Program Training

14.5. AT/OPSEC

14.5.1. AT Level 1 Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 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/courses/atl1/launch.html;

or it can be provided by the RA ATO in presentation form which will be documented via memorandum.

14.5.2. Access and General Protection/Security Policy and Procedures: All contractors and all associated subcontractors’ employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes.

14.5.3. Common Access Card: The contractor and all subcontractors’ employees will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via http://jko.jten.mil/courses/atl1/launch.html%3B 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 6 months or more. At the discretion of the sponsoring activity, an interim CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

14.5.4. Suspicious Activity Reporting Training: The contractor and all associated subcontractors shall receive a brief/training (provided by the RA) on the local suspicious activity reporting program. This locally 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 project manager, security representative or law enforcement entity. 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 NLT 5 calendar days after the completion of the training.

14.5.5. Access to Government Information Systems: All contractor employees with access to a government info system must successfully complete the DOD Information Assurance Awareness prior to access to the information systems and then annually thereafter in accordance with DFAS personnel security standards , and an appropriate background investigation will be conducted prior to accessing the government information systems.

14.5.6. OPSEC Training: All new contract employees will complete Level I OPSEC Training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training. OPSEC awareness training is available at the following websites: https://www.iad.gov/ ioss/ or http://www.cdse.edu/catalog/operations-security.html; or it can be provided by the RA OPSEC Officer in presentation form which will be documented via memorandum.

14.5.7. Escorts: All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

14.5.8. E-Verify: The Contractor must pre-screen Candidates using the E-Verify Program (http://www.uscis.gov/e- verify) website to meet the established employment eligibility requirements.

The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-Verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.

15. SECURITY

November 20, 2025

SECURITY REQUIREMENTS FOR

CONTRACTS REQUIRING UNESCORTED ACCESS TO DFAS FACILITIES/NO ACCESS

http://www.iad.gov/ioss/or http://www.cdse.edu/catalog/operations-security.html%3B http://www.uscis.gov/e-

TO CLASSIFIED INFORMATION, CONTROLLED UNCLASSIFIED INFORMATION (CUI)

OR SYSTEMS ACCESS

The following security requirements will be placed in Statement of Works (SOW’s) and Performance Work Statements (PWS’s) when contract work requires Unescorted access to DFAS facilities with NO access to classified information, CUI, or systems access. This security language is mostly used for commercial vendors and janitorial services who require unescorted access into our DFAS facilities.

Note. Security language identified below may require modification based on specific contract requirements.

Security Requirements.

General Requirements. Contractor personnel must meet the following conditions of employment.

1. Must be a U.S Citizen or National.

2. Registered for Selective Service (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.

3. This 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 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.

In accordance with standard DFAS Personnel Security policy, ALL incoming contractors must submit a new set of fingerprints (taken within the last 30 days) *.

Contractor personnel must apply for a fingerprint appointment immediately (the next business day) upon award date.

Contractor personnel shall submit the Contractor Request for Investigation (CRI) (DFAS Form 9035) immediately (the next business day after providing fingerprints) to the Contracting Officer Representative (COR). The information needed in the Declaration for Federal Employment (OF-306) shall also be submitted to the COR by contractor personnel.

The COR will submit the OF-306, DFAS Form 9035, and proof of fingerprints to DFAS Personnel Security all at once. Under no circumstances should this documentation be submitted less than fifteen

(15) calendar days prior to the intended performance 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.

Contractors obtaining favorable security evaluations and DoD CACs for required contractor employees performing on this contract are a prerequisite for contractor performance and invoicing. Also, the failure of a contractor to provide employees who can obtain a favorable security adjudication and a DoD CAC in a timely manner may be considered negatively when assessing contractor performance, termination, or other.

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

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

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

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

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

5. The person comes 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.

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

Incident Reporting. Contractor personnel shall self-report events, such as arrests, charges, involvement in lawsuits, and other legal matters to the DFAS Manager of the area to which they are assigned, Contracting Officer (CO), COR, Director of Force Protection, and the DFAS Personnel Security Office.

Security Requirements. Contractor personnel shall follow the security and training requirements in DFAS 2000.1-I, “Force Protection Mission.” Ensure that all contracting officers include applicable clauses in all contracts that require work to be performed for a DFAS location. 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 DFAS Manager of the area to which they are assigned, CO, COR, Director, Force Protection, and the DFAS Personnel Security Office.

DFAS Instructions can be located at the following agency portal web link:

Official Forms and Pubs - All Documents

Security Education and Training. 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.asp x

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.

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 describe 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.

16. TERMS & DEFINITIONS

16.1. The following terms included in the Contract's scope or work, specifications, and technical exhibits shall https://dfasportal.dfas.mil/docs/Documents/Forms/AllItems.aspx?RootFolder=%2fdocs%2fDocuments%2fOfficial%20Forms%20and%20Pubs&FolderCTID=0x012000C5AD4BBE89E91A47852CADC95291E394 https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServices.aspx apply as noted.

16.2. ABBREVIATIONS. The following abbreviations are used in Section C:

16.3. DFAS – Defense Finance and Accounting Service

16.4. DSCC – Defense Supply Center Columbus

16.5. HVAC – Heating, Ventilating, and Air-Conditioning

16.6. DOD – Department of Defense

16.7. BUILDING OPERATION. The routine, systematic use of manpower to assure continuous function of systems and equipment to include all mechanical, electrical, plumbing, and conveyance systems.CONTRACTOR. A person or persons authorized to act on behalf of the firm awarded the Contract in contractual matters.

16.9. CONTRACTOR’S REPRESENTATIVE/CONTRACT MANAGER. A person or persons designated by the Contractor to be the principle point of contact for coordination of work performed under this Contract and the day-to-day management of the Contract.

16.10. CONTRACTING OFFICER (KO). A person with the authority to enter into changes and administers contracts on behalf of the Government.

16.11. CONTRACTING OFFICER’S REPRESENTATIVE (COR). A person or persons officially designated by the Contracting Officer, who performs specific administrative functions.

16.12. BUILDING MANAGER. A person or persons within the DFAS organization that have been charged with the overall responsibility of operation, maintenance, and repair of the DFAS facilities. The Building Manager is assigned the authority to act on behalf of DFAS in the development of service and/or maintenance work order requests to be forwarded to the Contracting Officer’s Representative for disposition.

16.13. DEMAND MAINTENANCE & REPAIR SERVICES. All required maintenance work not classified as "Scheduled & Preventative Maintenance Services" or as “Routine Maintenance & Repair Services” shall be considered as "Demand Maintenance & Repair Services". The Contractor shall perform work and task orders for "Demand Maintenance & Repair Services" based on a priority system.

16.14. MAINTENANCE. The recurring work required keeping equipment, system, or material in such a condition that it may be continuously and efficiently used for its designated functional purpose.

16.15. NEW WORK. Minor additions or alterations to the existing facility.

16.15.1. Examples of new work:

Creation of a new doorway opening.

Fabrication removal or relocation of a partition wall

Minor mechanical / electrical work associated with the above

Office builds

16.15.2. QUALITY ASSURANCE. A method used by the Government to assure that the quality of goods and services provided by the Contractor are acceptable in accordance with established standards and requirements of the Contract.

16.15.3. QUALITY CONTROL. Those actions taken by the Contractor to evaluate services performed to ensure that the requirements of the Contract are met. These actions shall be in accordance with the approved Quality Management Plan.

16.15.4. EMODEL. The alteration of existing equipment, systems, or material.

16.15.5. REPAIR. The restoration of equipment, systems, or material by servicing, re-assembling, or replacement of parts, components, and sub-systems.

16.16. ROUTINE MAINTENANCE & REPAIR SERVICES. This includes minor maintenance which is neither scheduled nor preventative but can be predicted to occur intermittently as building problems occur or building components fail. Also included is assistance in testing and troubleshooting to identify and scope Demand Maintenance and Repair work items.

16.17. SAFETY INCIDENT. Also known as a near miss, or a close call. It is an unplanned event that did not result in injury, illness, or damage – but had the potential to do so. Only a fortunate break in the chain of events prevented an injury, fatality or damage. Although the label of 'human error' is commonly applied to an initiating event, a faulty process or system invariably permits or compounds the harm and should be the focus of improvement.

16.18. SCHEDULED & PREVENTATIVE MAINTENANCE SERVICES. Maintenance involving periodic inspection and servicing to sustain and prevent the breakdown of equipment, systems, or material. Services shall be based on the equipment of system manufacturer's technical manuals, literature or industry/trade standards. Services shall include providing all required labor, material, parts, fluids, lubricants, connectors, required tools, and diagnostic equipment to complete the maintenance work. Services also include transportation to and from the site, gaining access to the equipment, system, or material to be maintained, and any associated clean-up work.

16.19. TASK ORDER. A task order is a contractual term for the document that issues work to the Contractor.

Under this contract, one or more work orders may be carried out under a single task order.

16.20. WORK CLASSIFICATION. The classification of work (e.g., “General Maintenance Worker,” “HVAC Mechanic”) is used to determine the proper wage rates that are to be applied under the Service Contract Act (maintenance)

16.21. WORK ORDER. A work order is a facilities management term for the document that identifies specific items of effort to be performed and tracks the status and pertinent information of the effort from request to completion.

17. GOVERNMENT FURNISHED PROPERTY & SERVICES

17.1. The Contracting Officer will provide or make available to the Contractor, Government owned property and various services based on the following conditions:

17.2. MAINTENANCE ADMINISTRATION & OPERATIONS BUILDINGS

17.3. The Government will provide at no cost to the Contractor, space in the DFAS Center and/or Building 11 to conduct administrative, warehousing, and maintenance or repair support activities.

17.4. Building Facilities. The Central Heat Plant Building, a concrete masonry unit building with steel deck roof, contains administrative space for the Contractor’s operation (approximately 200 square feet). An additional warehouse space is provided in a separate building for the Contractor’s use. The Contractor must store excess materials in the warehouse space.

17.5. The Contractor is responsible for furnishing and remodeling the facility to suit their operations and requirements. The COR in consultation with the Building Manager will approve planned interior remodeling work prior to the start of such work.

17.6. The Contractor will vacate the Government provided facility and return all supplies or Government owned property upon completion or termination of the contract. The Contractor’s property shall be removed, and the building’s interior spaces shall be repaired/cleaned (as required) and restored to its condition prior to the start of the contract.

17.7. Parking Facilities. The Government will provide…