SCOPE_OF_WORK_Roswell_2017__Version_2_Edits.docx

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 GENERAL

The Department of State, Bureau of International Narcotics and Law Enforcement Affairs has a requirement to provide support to the ILEA training facility. The contractor shall provide facility management, maintenance, and logistics support for the ILEA Roswell facility in Roswell, NM.

B.2 TYPE OF CONTRACT

This is a stand-alone hybrid contract consisting of firm-fixed price (FFP) and cost reimbursable (CR) CLINs in accordance with FAR Part 16. This is a competitive acquisition limited to 8(a) eligible concerns.

B.3 SCHEDULE OF SERVICES

BASE YEAR

Base Year Total $_________________

OPTION YEAR 1

Option Year 1 Total $_________________

OPTION YEAR 2

Option Year Total 2 $_________________

OPTION YEAR 3

Option Year 3 Total $_________________

OPTION YEAR 4

Option Year 4 Total $_________________

TOTAL (BASE + ALL OPTIONS) $_____________

B.4 A Site Visit is planned for the International Law Enforcement Academy (ILEA) site located in Roswell, NM as follows:

Location: International Law Enforcement Academy 47 Gail Harris St Roswell, NM 88203

Date: March 21, 2017

Time: 9:00 a.m. Local

The following is not a DOS planned function and is fo r info rma tio n o nly:

After the site visit concludes, and at the option of potential offerors, an open house will be hosted with local Roswell vendors at the ILEA Facility. That time has been established to occur between 2:00 – 5:00 pm local Roswell time.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1.0 Introduction

C.1.1 Department of State, Bureau of International Narcotics and Law Enforcement Affairs (INL)

The Bureau of International Narcotics and Law Enforcement Affairs (INL) advises the President, Secretary of State, other bureaus in the Department of State, and other departments and agencies within the U.S. Government on the development of policies and programs to combat international narcotics and crime. INL programs support two of the Department's strategic goals: (1) to reduce the entry of illegal drugs into the United States; and (2) to minimize the impact of international crime on the United States and its citizens. Counternarcotics and anticrime programs also complement counterterrorism efforts, both directly and indirectly, by promoting modernization of and supporting operations by foreign criminal justice systems and law enforcement agencies charged with the counter-terrorism mission.

C.1.2 International Law Enforcement Academy (ILEA) Background

INL works to reinforce the international network of laws and conventions against the narcotics trade, corruption, gang-related and transnational organized crime demonstrating the real-world value of cooperation. The Bureau's policies and programs work to promote stable environments, good governance, and stronger civic institutions for our partners.

A world-wide network of International Law Enforcement Academies (ILEAs) was created to combat international drug trafficking, criminality, and terrorism through strengthened international cooperation. Serving four regions: Europe, Africa, South /Central America, and Asia; ILEA’s help protect American citizens and businesses, buttress democratic governance through the rule of law, enhance the functioning of free markets through improved legislation and law enforcement, and increase social, political, and economic stability.

A major goal of the US is the enhancement of the professionalism of foreign criminal justice officials to enable them to efficiently combat crime in their respective countries and, at the same time, prevent the movement of transnational criminal elements into the United States and throughout the world. An effective and efficient way to accomplish this goal was the creation of an ILEA providing training to a global student body. In furtherance of this effort the Department of State established an International Law Enforcement Academy located in Roswell, New Mexico. The ILEA in Roswell became operational in 2001. The Academy has a dedicated campus facility with two training rooms, a series of small break-out rooms, administrative offices, a computer lab, and office space for instructors.

C.1.3 Scope

The contractor shall provide facility management and maintenance for the ILEA Roswell facility in Roswell, NM. Services under this contract include, but are not limited to the following: Care and upkeep of the ILEA Roswell facility to include all corrective and preventive maintenance, fleet management to include several vehicles and buses; lodging, catering services for up to 500 delegates per year; and transportation to and from the Albuquerque, Roswell and Hobbs new Mexico airports, Delegation logistical support for international students attending the ILEA Roswell training program in Roswell, NM. INL will require logistical support multiple weeks at a time, as participants in various Department of State foreign policy and technical outreach training programs. Some logistical Services the contractor shall provide but not limited to providing opportunities for the delegates to experience the American culture in and around Roswell, New Mexico. American culture encompasses the customs and traditions of the United States. “The contractor shall be prepared to offer cultural activities for nights and weekends that delegates are not in session.

The contractor shall provide logistical support to other U. S. Government personnel and contractors engaged in supporting the program as required including administrative and logistical support for the successful training of the delegates.

The current course is four weeks in length with ten sessions per year. The Department is looking for creative and unique responses for the operation and management of the ILEA Roswell facility and program.

The Contractor shall also provide a Plan of Operation that will be evaluated at time of proposal submission as part of the contractor’s technical/management approach.

C.1.4 Labor Category Descriptions.

The government’s minimum requirements for each labor category are identified below. The Contractor may propose to the Government, at their discretion, additional labor categories and job descriptions within the scope.

Program Management

Program Manager: Under indirect supervision, oversees the operational planning, establishment, execution, and evaluation of a multifaceted program/project typically consisting of a set of closely related subprograms or associated activities. Oversees fiscal, operational, administrative, and human resources management of the program; seeks and develops outside funding sources, serves as principal point of representation and liaison with external constituencies on operational matters, and provides day-to-day technical/professional guidance and leadership as appropriate to the area of expertise.

Intermediate Program Manager –: Under general direction, oversees the operational planning, establishment, execution, and evaluation of a multifaceted program/project typically consisting of a set of closely related subprograms or associated activities. Oversees fiscal, operational, administrative, and human resources management of the program; seeks and develops outside funding sources, serves as principal point of representation and liaison with external constituencies on operational matters, and provides day-to-day technical/professional guidance and leadership as appropriate to the area of expertise.

Based on past history, INL does not consider this to be a full time positon, nor does the USG anticipate this positon being physically located at ILEA Roswell.

Program Management Operations Manager: Responsible for all aspects of the development and implementation of assigned projects and provides a single point of contact for those projects. Takes projects from original concept through final implementation. Interfaces with all areas affected by the project including end users, computer services, and client services. Defines project scope and objectives. Develops detailed work plans, schedules, project estimates, resource plans, and status reports. Conducts project meetings and is responsible for project tracking and analysis. Ensures adherence to quality standards and reviews project deliverables. Manages the integration of vendor tasks and tracks and reviews vendor deliverables. Provides technical and analytical guidance to project team. Recommends and takes action to direct the analysis and solutions of problems.

This is a full time positon that will be required to be located at ILEA Roswell.

Quality Assurance Quality Assurance Manager: Under general direction, carries out procedures to ensure that all information systems products and services meet organization standards and end-user requirements. Performs and leads tests of software to ensure proper operation and freedom from defects. May create test data for applications. Documents and works to resolve all complex problems. Reports progress on problem resolution to management. Devises improvements to current procedures and develops models of possible future co figurations. Acts as information resource about assigned areas to technical writers and other Quality Assurance Analysts. Performs complex workflow analysis and recommends quality improvements.

Based on past history, INL does not consider this to be a full time positon, nor does the USG anticipate this positon being physically located at ILEA Roswell.

Application Systems Senior IT Certified Professional –: Under general direction, responsible for the most complex testing and analysis of all elements of the network facilities including: power, software, communications devices, lines, modems and terminals. Monitors and controls the performance and status of the network resources. This position may function in a lead capacity within the department and provides guidance and direction for less experienced personnel.

Intermediate IT Certified Professional –: Under general supervision, responsible for moderately complex tasks typically relating to network monitoring, operations, installation or maintenance. Handles routine network activities and identifies and resolves routine network problems.

System Administration Systems Administrator: Under general supervision, responsible for installing, configuring, and maintaining operating system workstations and servers, including web servers, in support of business processing requirements. Performs software installations and upgrades to operating systems and layered software packages. Schedules installations and upgrades and maintains them in accordance with established IT policies and procedures as defined by the Department of State (DoS) and the National Institute of Science and Technology (NIST). Monitors and tunes the system to achieve optimum performance levels. Ensures workstation/server data integrity by evaluating, implementing, and managing appropriate software and hardware solutions. Ensures data/media recoverability by implementing a schedule of system backups and database archive operations. Supports media management through internal methods and procedures or through offsite storage and retrieval services. Develops and promotes standard operating procedures that comply with current DoS and NIST standards. Conducts routine hardware and software audits of workstations and servers to ensure compliance with established standards, policies, and configuration guidelines. Develops and maintains a comprehensive operating system hardware and software configuration database/library of all supporting documentation.

Internet/Web Operations Web Designer: Under general direction, designs and builds web pages using a variety of graphics software applications, techniques, and tools. Designs and develops user interface features, site animation, and special-effects elements. Contributes to the design group’s efforts to enhance the look and feel of the organization’s online offerings. Designs the website to support the organization’s strategies and goals relative to external communications. Requires understanding of web-based technologies and thorough knowledge of HTML, PhotoShop, Illustrator, and/or other design-related applications.

Note: IT Support for the ILEA Program includes cyber-security, maintaining and operating the IT system (file server, fire wall, internet, etc.). Not all positons are necessarily required to be full time and the vendor has the option of utilizing a subcontractor to support IT operations for ILEA Roswell.

Finance/Contracts Manager Finance Manager: The individual will oversee the day to day fiscal management processes necessary to operate the ILEA Roswell facility to include any financial support for internal and external stakeholders. The Finance Manager will be responsible for gathering data and developing monthly expense reports; produce a variety of monthly fiscal tracking reports distributed to teammates and leadership team. This person will also oversee the budget process, working with various departmental managers to ensure a timely, inclusive and collaborative process, optimizing and simplifying where possible. Conduct or oversee external audits to conduct a smooth and timely organizational audit, and implement any process or operational changes recommended in the audit report. Individual must demonstrate knowledge of contracting concepts and contract acquisition law and regulations are essential for any career in contract management. Strong communication and negotiation skills are also desirable.

Undergraduate courses in economics, negotiations, business management, finance, business law, and contract law help hone these skills. Mid- and senior-level contract managers must also possess strong leadership traits and be competent managers and trainers. The individual will also oversee day to day procurement activities of required services to include lodging, catering services, travel, day to day maintenance issues and IT systems and infrastructure support.

The Finance/contracts manager should also be a registered notary recognized by the State of New Mexico.

Based on past history, INL does not consider this to be a full time positon, nor does the USG anticipate this positon being physically located at ILEA Roswell.

Transition Manager A Transition Manager is responsible for migrating the function or the process from the current outgoing vendor or organization to the incoming vendor or organization. Plan, execute, and finalize transition & transformation of projects according to strict deadlines and within budget. This includes acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to plan. The Manager will also define the project’s objectives and oversee quality control throughout its life cycle. Should be able to disseminate high-level delivery/transformation scope to individual activities and able to track progress through standard project management tools. Should be able to clearly document and highlight the risks foreseen in the delivery and work out mitigation plan. Be the escalation point for post transition and operational issues. Identifies resources needed and assigns individual responsibilities. Plan and schedule project timelines and milestones using appropriate tools. Work with Onshore Delivery Leads to identify areas of improvement and transformation for the ongoing services. Drive operations team to implement transformation for respective services, facilitate discussions with Service Owner/Client to discuss transformation strategy. Creates and executes project work plans and revises as appropriate to meet changing needs and requirements. Provides specialized advice and support to customers in response to customer inquiries.

This positon will only be required on a situational basis – i.e. contractors mobilization and demobilization efforts.

C.1.5 Plan of Operations

The Contractor shall develop and submit to INL for review an operational plan outlining the company’s strategic goals and objectives as it relates to managing the operational issues related to the ILEA Roswell facility. The plan of operations shall describe the milestones, conditions for success and explains how, or what portion of, a strategic plan will be put into operation during a given operational period, in the case of commercial application, a fiscal year or another given budgetary term. An operational plan is the basis for, and justification of an annual operating budget request.

The Contractor’s operational plan shall support the ILEA Roswell mission and the INL’s strategic initiatives. (Refer to C.1.3 Scope)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

The operations plan shall identify the contractors vision of how the program will be implemented, identify any issues that could impede implementation to include but not limited to infrastructure, logistics, transportation, catering services etc.

The plan of operation shall also include the proposed levels of staffing, showing numbers and types of personnel along with a synopsis of their respective duties. The Plan shall provide in detail, methods and procedures that will be utilized to accomplish all required services under this SOW, and which will ensure that all security requirements, start-up, training (if applicable), qualification, and certification requirements will be accomplished both before the commencement date for services and satisfactorily maintained.

The contractor shall provide details on how personnel will be brought on-site to familiarize themselves with the building, equipment, and systems so that all services shall operate and be performed without interruption starting with the first day of the contract.

Through the Plan of Operation, the contractor shall demonstrate their understanding of the requirements by outlining methods/plans for staffing and scheduling personnel so that adequate supervision will be provided, a reserve pool of qualified personnel will be maintained for all services, and personnel will be available to respond to emergencies.

The Plan of Operation shall demonstrate in sufficient detail how the deliverables and required reports (to include templates) will be prepared for submittal and who will be responsible for tracking their completion. In the Plan of Operation, the contractor shall specify how they will respond to, and accomplish all service calls during normal core work hours, and during outside core work hours. The plan will also indicate the contractors plan on how maintenance services will be provided during the delivery of a class. Scheduled maintenance will not be deferred during class session, and if necessary the contractor will provide a shift schedule indicating on the work will be performed.

The plan will also address physical security at the ILEA to include, but not limited screening of visitors, inspection of packages, vehicles entering and leaving the site, CCTV monitoring and outside contractors.

Operational plans should contain:

A. clear objectives B. activities to be delivered C. quality standards D. desired outcomes E. staffing and resource requirements F. implementation timetables G. a process for monitoring progress

C.1.6 Key Personnel Requirements

The contractor shall assign sufficient experienced personnel who are qualified in the conduct of similar operations and who have appropriate background and experience. Key personnel may not be replaced by the service provider without the review and approval of the Contracting Officer. Key personnel include the Project Manager and those individuals responsible for managing work. The offeror/contractor shall submit the resumes to INL for review and approval in conjunction with the proposal submission. These shall include, but may not be limited to:

C.1.6.1 Operations Manager

The contractor shall provide a full time Operations Manager who shall be on site and responsible for the performance of the work and coordinate all activities with the Finance/Contracting Officer. The Program Manager shall have no less than three years of management experience in facility management and a minimum of a bachelor’s degree. The Program Manager shall have the ability to obtain a Moderate Risk Public Trust (MRPT) certification. The name of the Operations Manager, and an alternate or alternates, who shall act for the Operations Manager when the Operations Manager is absent, and the phone number to contact the prime and alternate Operations Manager(s), shall be designated in writing to the Contracting Officer prior to the contract start date.

The Operations Manager shall be responsible for the day to day planning, directing and coordination of the operations in order to ensure the smooth and orderly operations at ILEA Roswell to include any subcontractors. Duties and responsibilities include formulating policies, managing daily operations, and planning the use of materials and human resources, to include but not limited to facilities maintenance, catering services, lodging, transportation, as well as personnel, purchasing, or administrative services.

C.1.6.2 Finance/Contracting Officer:

The contractor shall provide a Finance/Contracting Officer who shall be responsible for the day to day procurement/contracting activities and of the work performed by personnel under their chain of command. The name of this person and an alternate who shall act for the Offeror when the finance/contracting officer is absent shall be designated in writing to the contracting officer. The finance/contract officer or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

Financial/Contracting Officers typically perform the following functions:

A. Prepare financial statements, business activity reports, and forecasts B. Monitor financial details to ensure that legal requirements are met C. Supervise employees who do financial reporting and budgeting D. Review company financial reports and seek ways to reduce costs

E. Analyze market trends to maximize profits and find expansion opportunities F. Help management make financial decisions.

G. Evaluate suppliers on the basis of the price, quality, and speed of delivery of their products and services H. Interview vendors and visit suppliers’ plants and distribution centers to examine and learn about products, services, and prices I. Analyze price proposals, financial reports, and other information to determine reasonable prices J. Negotiate contracts on behalf of their organization K. Work out agreements with suppliers, such as when products will be delivered L. Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action M. Evaluate and monitor contracts to be sure that vendors and supplies comply with the terms and conditions of the contract and to determine the need for changes N. Maintain and review records of items bought, costs, deliveries, product performance, and inventories.

O. Notary Public

C.2.0 Mobilization – Demobilization

A. The Contractor upon issuance of the award shall prepare and submit a mobilization plan to the CO/COR for review and comment. The Mobilization plan shall identify all required steps to assume operations of the ILEA Roswell program and include strategies for hiring and/or retaining existing personnel, property control/inventory, coordination with the outgoing contractor and shall consist of obtaining all required insurance, bonds and permits; preparatory work and operations necessary for the movement of personnel, equipment, supplies, and incidentals to the project site; preparation of a mobilization schedule; identification of any needed equipment and supplies and other items necessary for work on the contract; badging and training of personnel and other employees and/or subcontractors as specified herein; and all other work which must be performed or cost incurred prior to beginning work on the various contract items at the project site.

B. Refer to CLIN 0008 Demobilization/Transition for more information.

CLIN 0001 Administration/Management (FFP)

The Contractor is responsible to provide all personnel necessary to oversee and implement the program to support the delegates and curriculum at ILEA Roswell. The Contractor shall be responsible for all aspects of the day to day operation of the ILEA Roswell facility to include but not limited to: Administration; Facility Management and Maintenance; Utilities; IT/Business Machine support.

The Government reserves the right to undertake performance by Government forces or other contractors, for the same type or similar work as contracted for herein, as the Government deems necessary or desirable, and to do so will not breach or otherwise violate this contract.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.3.0 Administration

The contractor shall provide facility management for the ILEA Roswell facility in Roswell, NM. The contractor shall provide delegation logistical support for international students attending the ILEA Roswell training program in Roswell, NM. INL plans to host 400-500 foreign government officials per year, multiple weeks at a time, as participants in various Department of State foreign policy and technical outreach training programs. Refer to section 2.2 Uniforms for changes in the logistical support.

The contractor will coordinate all activities – facility and international delegations logistics - with the ILEA training facilitator to support the overall ILEA training program.

For all items listed in this Scope of Work, the Contractor shall provide a Plan of Operation that will be evaluated at time of proposal submission as part of the contractor’s technical/ management approach.

C.3.1 Program Management

The Contractor shall develop a staffing and operations plan for the management of all activities and services provided under this requirement. The plan shall describe how the Contractor will effectively:

A. Maintain routine liaison with INL contract management staff in Roswell NM and Washington, D.C.

B. Provide rapid and effective customer service and communication with INL.

C. Ensure coordination and cooperation with various delegates from within the international community and other U.S. Government and international programs.

D. Coordinate activities with other contractors and subcontractors engaged in the program.

E. Conduct investigations into matters concerning security, safety, property accountability, misconduct, employee injuries, automobile accidents or other events involving Contractor personnel; as well as identify and initiate corrective action(s) as needed.

F. Ensure report delivery, recordkeeping, administrative support, and internal administrative requirements

C.3.1.1 Logistics/Communications

A single logistical point of contact for DOS and the participants during their entire stay in the U.S. will be the Instructional Class Coordinator who will work under the Direction of the Director and State Department Officer of the ILEA. Normal day to day communication between the Class Coordinator with the Contractor will be under the auspice of the COR as outlined in the Contract.

C.3.1.2 Plaques, Certificates, Mementos

The contractor shall be responsible for providing delegates with the appropriate plaques and other awards such as certificates to commemorate their attendance to the ILEA Roswell program.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

A. Coins. The contractor shall provide challenge coins that will be made amiable to the ILEA Director and COR for distribution.

B. Plaques – the contractor will provide one (1) class plaques for each session recognizing the delegates in attendance. Souvenir plaques will be made available to the delegates at their own cost. The plaque is 12” x 15” wood unit, with an oak finish engraved with class information and photo. The photo is 5”x7” and mounted on the top center of the plaque.

C. Coffee cups – The Contractor will provide glass coffee mugs with the ILEA logo embossed on the cup which will be made available to the ILEA Director and COR for presentation to VIP’s and distinguished guests.

D. The Contractor will provide each of the delegates with an ILEA logo ball cap, portfolio with embossed logo, pen set and other accouterments such as memory sticks, etc. for their use while at ILEA Roswell.

E. The Contractor will provide one plaque recognizing the class coordinator for each respective session. The plaque size shall be no larger than 8x10.

C.3.2 Uniforms

The Contractor shall provide polo shirts for delegates, visiting instructors and other INL personnel as directed by the COR. The polo shirts will be for both male and female instructors and other designated personnel. Delegates will receive a plain ILEA Polo (one) with the ILEA Roswell Seal on it (as is done now) for each Delegate to wear during their class photo and for other times when formal coat & tie is not required as they so desire.

The Instructor/presenter & staff (Class Coordinators, State Department Officer & Director) should be issued with the Title: Instructor, Class Coordinator, & name or title for State Department Officer & Director as desired.

The polo shirt shall be a solid color; Short sleeve 100% Active Dry Polyester; Color trims on placket, collar & arm; Double-needle stitching; Open sleeve hems & bottom; 3 button reinforced placket. The polo shirt shall also display an embroidered ILEA Logo as well as the name of the instructor and their position title.

C.3.2.1 Contractor Uniforms

The Contractor shall provide an ILEA polo shirts with the ILEA Roswell seal and the title “STAFF” embroidered on them to all of its workers. The Contractor shall also provide slacks of a single design and color to be worn with the ILEA shirts at all times when performing under this contract, so that they can be readily observed and their performance can be readily monitored. Uniforms shall be replenished as they become worn or damaged, and on at least a semiannual basis. No religious symbols shall be worn with the uniforms, unless hidden from view.

C.3.3 Physical Security at ILEA

The contractor will implement interior controls to prevent the entry of unauthorized personnel within the facility (i.e. employee/visitor identification system. At a minimum, individuals accessing all USGS facilities via a screening system, must display a temporary/visitor badge at all times, and be escorted at all times).

The contractor at a minimum will have an emergency response plan that address occupant emergencies (i.e. fire drills, inclement weather, hazmat spills) bomb threat procedures, CCTV monitoring with external coverage, and recording capability.

Ensure that all exterior entrances have high security locks (any mechanical tumbler lock with 6 pins and/or electro-mechanical lock, any electronic lock) to prevent entry by unauthorized personnel.

The Director and State Officer office shall have locking doors and only the Director and State Officer shall have sole possession of those keys to their respective offices. Distribution of the Director and State Officers office keys to all other personnel is prohibited.

C. 3.3.1 Use of ILEA Facility

Any use of the facility for any reason by individuals and/or organizations other than those directly related to the delivery of courses or in support of ILEA participant activities must be approved in writing by the COR. Approval must be obtained no less than 30 days prior to the start of the activity unless documented extenuating circumstances exist.

1. Operating assumption is that no outside entities may use the facility for any reason while a course is in session.

a. If the COR approves the use of the facility concurrent with an ILEA course, then no meals or other common spaces will be free for use concurrent with ILEA participants. Under no circumstances can outside individuals comingle with ILEA participants unless approved in writing by ILEA Director.

2. All requests for use of the facility must be submitted in writing to the COR via the ILEA Director.

3. Said requests will provide:

a. name of the requesting organization,

b. the organization point of contact with name and contact information

c. dates of requested use

d. summary of activity with number and rank of participants

e. Requested support of the facility – room, meals, etc.

f. method of compensation to ensure the program does not incur any financial burden from the activity

C.3.3.2 Identification (ID) Badges

The Contractor shall establish guidelines for the issuance of a photo identification badge to all employees and for the use of said badge by employees while at work or when representing the ILEA Roswell facility in an official capacity in an effort to provide a safe and secure workplace for all employees and the delegates.

All employees will be issued and must wear and visibly display photo identification badges as provided by the ILEA. Identification badges must be worn in a manner that allows the identification of an employee by photo, first and last names, position title, and government agency or company affiliation. This badge may also provide computer log in capability and location access to areas through keyless entry.

ID badges are to be prominently worn so the photo is clearly visible to others.

Employees are responsible for safeguarding their own ID. Any lost or damaged ID should be reported immediately to the employee’s supervisor.

Employees forgetting or misplacing their identification badge will be given a temporary badge to wear by their supervisor that clearly indicates their employment at the ILEA Roswell facility, while performing work at the Government-furnished facility.

Upon termination or retirement, employees must turn in their ID to their supervisors. Upon suspension, an employee must turn in his/her ID to his/her respective supervisor while the suspension is in effect.

C.3.3.4 Building Access and Key Control

The Contractor shall develop, implement and monitor visitor access into the ILEA Roswell Facility. The Contractor shall develop a standard operating procedures (SOP) outline the process and steps to be taken for issuance of a key card as well as office keys to Government employees and contractor personnel requiring access to the facility.

All SOP’s developed by the contractor will be submitted to the COR for review, comment and approval.

Other individuals, such as construction contractor personnel and vendors, may request building access during periods when the building is secured. The responsible Contractor employee, Site Manager or other authorized personnel such as the Project Manager/Maintenance Supervisor should complete an Access Authorization and Acceptance Form developed by the Contractor. The form must contain the names of the Contractor or Site Coordinator and the responsible individual being granted access; start date/time and the termination date/time for this access. The responsible site manager must approve access of construction contractor personnel and ensure that non authorized personnel are escorted while in the ILEA Facility.

The Contractor shall issue keys or key cards to employees for access to the Government-furnished facility. Keys and key cards are not transferable and the Contractor shall maintain records to ensure

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

accountability of keys and shall ensure that keys are not lost, misplaced or used by unauthorized persons.

Return of Keys: Retirement, Resignation, or Termination of Employment: Upon the retirement, resignation or termination of employment, the site manager or his/her designee is responsible for collecting the employee’s physical keys on the employee’s last day of employment. The Site Manager or his/her designee will issue a receipt for returned keys to the key holder.

Rekeying or Lost Keys - Locks may be rekeyed to reestablish security. The Contractor will notify the COR in writing within 24 hours of being made aware of a lost or compromised key. The cost of rekeying will be borne by the Contractor, and if the key holder loses a key or fails to return a key to Site Manager and/or his/her designee, the key holder may, at the discretion of the employer be charged, in part or entirely, for the cost of rekeying.

The COR audits and approves all physical and electronic key holders.

C.3.4 Additional Administrative Requirements

Upon request from the Government, the contractor shall provide management and technical information to the Government including but not limited to:

A. Technical Evaluations B. Congressional Inquiries C. One-time reports D. Material, equipment, facilities and other property listings or inventories E. Equipment maintenance records F. Financial records G. Audits H. Recommendations for amending, revising or originating Government regulations or policies within the scope of this Contract I. Information requested by the Contracting Officer J. Service provider’s account of its day-to-day expenditures.

C.3.4.1 Monthly Status Reports.

The Contractor shall produce Monthly Status Reports (MSRs) (refer to Attachment 3) to the Contracting Officer’s Representative (COR). Reports shall include at a minimum, an executive summary, identify team personnel, skill levels, schedule tracking, travel conducted, any issues and recommendations and updates/changes. The MSR shall also provide a chart showing the actual work completed versus the planned work completed as noted on the original schedule submitted to INL for review and approval. The MSR is to provide information on work completed, work in progress and work outstanding, as well as highlighting problems encountered and anticipated.

Draft deliverables for the Monthly Status Report shall be submitted five (5) working days following each month to the COR. The COR will respond within five (5) working days with comments. The

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Contractor shall incorporate the comments within five (5) working days. For final deliverables, the COR will either accept or reject them within five (5) working days of submission. Final MSRs shall also be provided to the Contracting Office.

In the event of rejection, the COR will notify the Contractor in writing of the reasons for such rejection. Absence of notification will be construed as an acceptance.

C.3.4.2 Weekly Inspections

Contractor shall to provide weekly updates of accomplishments, plans of actions, outstanding task, problems encountered, and solutions, recommendations for process improvements regarding assigned tasks, and future or projected tasks or issues.

C.3.4.3 New Mexico Gross Tax Receipts

Application of State and local taxes to Government contractors and subcontractors. Prime contractors and subcontractors shall not be designated as agents of the Government for the purpose of claiming immunity from State or local sales or use taxes. Before any activity contends that a contractor is an agent of the Government, the matter shall be referred to the agency head for review. The referral shall include all pertinent data on which the contention is based, together with a thorough analysis of all relevant legal precedents.

When purchases are not made by the Government itself, but by a prime contractor or by a subcontractor under a prime contract, the right to an exemption of the transaction from a sales or use tax may not rest on the Government’s immunity from direct taxation by States and localities. It may rest instead on provisions of the particular State or local law involved, or, in some cases, the transaction may not in fact be expressly exempt from the tax.

Frequently, property (including property acquired under the progress payments clause of fixed-price contracts or the Government property clause of cost-reimbursement contracts) owned by the Government is in the possession of a contractor or subcontractor. Situations may arise in which States or localities assert the right to tax Government property directly or to tax the contractor’s or subcontractor’s possession of, interest in, or use of that property. In such cases, the contracting officer shall seek review and advice from the agency-designated counsel on the appropriate course of action.

The Contractor will keep the COR advised of the status regarding the Tax Receipts until the matter is resolved on a regular biweekly basis.

C.3.4.4 Meetings and Teleconferences

The Contractor shall be responsible for scheduling and managing any teleconferences directed by the COR that are required in the performance of the contract. Teleconferences can include but not be limited to the following types of meetings: Weekly Delegates leaders meetings, bi weekly

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

operation meetings; programming meeting between key stakeholders that operate and support the ILEA Roswell program.

The Contractor shall be responsible for taking the meeting minutes. The Contractor shall create a template which shall be submitted to the COR for review, comment and approval. The basic template should consist of the following information:

A. Date and time of the meeting B. The purpose of the meeting program components discussed C. The meeting lead or chair’s name D. Assigned action items E. Decisions made

C.3.5 ILEA Roswell Program Coordination

The facility management and logistic support contractor shall fully coordinate implementation of the ILEA Roswell program with the training provider. The training contract provider will also be required to fully coordinate all training activities closely with the facility maintenance and logistic support contractor via the auspices of the COR/Deputy Director and Executive Director of the Academy.

C.3.6 ILEA Alumni Participant Information

In furtherance of INL missions the facility maintenance and logistic support contractor shall maintain Alumni records of law enforcement professionals who have participated in the domestic ILEA program. The contractor shall use the ILEA Global Network an application and one locally that will capture pertinent participant information for current and historical use. Said records and data will comply with the Federal Records keeping requirements and shall be made available to the Training Provider as a normal function of the daily Academy processes under the auspices of the Executive Director and Deputy Director of the Academy

C.3.7 Record Keeping

Record keeping as it pertains to information, documents, publications, etc. which is generated as part of your companies official duties under the terms and conditions of the contract. Recent changes by Executive Order M-12-18 Managing Government Records Directive, dated August 24, 2012 provide the framework for records management. A copy of the Executive Order is attached for your reference.

Federal records are books, papers, maps, photographs, machine readable materials, and documentary materials, evidence of the organizational, functions, policies, decision, procedures operations and other activities. Examples of Federal Records include but not limited to official correspondence, procurement and contract files, special media (i.e. photographs, maps), post reports, time and attendance reports, briefing materials, (books, slides, etc.) biographic files .

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Electronic records include numeric, graphic and text information, which may be records on any medium capable of being read only by a computer and which satisfies the definition of a record (36CFR 1234.2).

Electronic records include but are not limited to e-mails, external and internal websites, blogs and Wiki’s, IT systems, Microsoft Access databases, Microsoft Office products such as Word, Excel and PowerPoint; Text and instant messaging and digital images.

Once information is gathered and a record is created, it can be shared with those that need it to fulfill their given responsibilities and should be stored in an organized manner facilitating retrieve ability, easy access and application of the legal disposition.

Disposition of records shall only occur after INL has been notified and approves the disposition of those records. Disposition instruction will be provided top your company for each and every occurrence.

The National Archives provides a range of guidance, tools and templates that can assist your company through the process of managing the data and information generated under this contract. The attached link is provided for your reference: www.archives.gov/records-mgmt/

C.3.8 Logistical Coordination with Department of State

The Contractor shall closely coordinate all logistical and operational activities with the Department of State during the life of the contract. The contractor shall provide Department of State and U.S. Embassies with timely information on local hotels, weather, cultural activities planned and other information as requested by the foreign delegations, the Department of State and U.S. Embassy personnel as related to delegations’ stay in Roswell, New Mexico. Cultural activities supported by the contractor will be limited to day trips to local areas to include, but not limited to Ruidoso, Carlsbad (day trips only) and special events in and around Roswell NM. On occasion, the contractor should be prepared to support USG functions/activities (i.e. open houses, special USG dignitaries, and one time only cultural events that support the INL mission) For costing purposes, the contractor shall include the cost of two events that will be held at the ILEA Roswell facility.

CLIN 0002 Facility Management and Maintenance (FFP)

The contractor shall provide facility management and maintenance of the dedicated ILEA facility – one building of approximately 24,500 square feet - that includes administrative offices, two large classrooms with built-in simultaneous interpretation equipment, a computer lab room, and office space for instructors as well as the bus barn for motor pool staff.

During the contract period the Contractor will furnish all necessary qualified personnel, supervision, material, equipment and services to perform the tasks in the Statement of Work.

Work will primarily involve repairs, renovations, and minor alterations to existing facilities and/or infrastructure such as roads, parking, drainage systems, and utility systems in accordance with the scope of work and applicable specifications at the time of task order issuance.

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

A. The Contractor is responsible for the operation, maintenance, repair, preventive maintenance of the ILEA building equipment and systems; fire suppression system, plumbing, mechanical, electrical, security, and building architectural systems for the ILEA Roswell building. Refer to t Section J attachment titled “ILEA Building Plans” for a layout of the facility.

B. The Contractor shall provide all management, supervision, labor, materials, parts, supplies, equipment, administrative services and subcontract services (except as specifically designated); and shall plan, schedule, coordinate and assure effective and C. Economical completion of all services and deliverables required in support of the ILEA Roswell buildings.

D. The contractor shall provide utilities (electric, gas and water), janitorial services, telephone service, computer maintenance, internet connectivity, grounds maintenance and general property management services for the ILEA Roswell building.

E. The contractor shall comply with all applicable City of Roswell ordinances and codes relating to the upkeep of the premises.

F. The contractor shall have general liability insurance as part of their facility management support that will indemnify the State Department from any accident that may occur.

G. The Contractor and any subcontractor shall comply with the requirements/standards of the Occupational Safety & Health Administration.

H. The Contractor shall be responsible for all locksets to include magnetic locks, keypads,…