Attachment_I-_PWS_SPE603-19-R-0500.pdf

PERFORMANCE WORK STATEMENT

FOR

DEFENSE FUEL SUPPORT POINT SERVICES

Location

PORT EVERGLADES, FLORIDA

As of 10/10/2018

Attachment I- PWS

SPE603-19-R-0500

Table of Contents

Performance Work Statement (PWS) For

Defense Fuel Support Point Services Port Everglades Area, FL

1.0 Description and Purpose of Required Services

1.1 Requirement

1.2 Area of Consideration

1.3 Grades of Products Serviced

1.4 Storage Capacity/Tank Requirements

1.5 Allowed Throughput

1.6 Inventory Control Records and System Records (Inventory Data Input)

1.7 Additive Injection Requirements

2.0 General Information

2.1 Product Receiving Requirements

2.2 Product Shipping Requirements

2.3 Custody and Risk of Loss

2.4 Billing

2.5 Product Quality Surveillance

2.6 Quality Assurance Representative (QAR) Support

2.7 Contractor Manpower Reporting

2.8 Best Commercial Practices

3.0 Training Requirements

4.0 Deliverables

4.1 Contractor Detailed Plans

Appendix A Common Access Card (CAC) Procedures

Attachment I- PWS

1.0 DESCRIPTION AND PURPOSE OF REQUIRED SERVICES

1.1 Requirement: Defense Logistics Agency (DLA) Energy requires contractor owned contractor operated (COCO) Defense Fuel Support Point (DFSP) services in the Port Everglades, Florida area for a four-year base period, one five-year option period, and a six-month option extension. The following terms and conditions are applicable to the requirement for contract services for receiving, storing, protecting, and shipping U.S. government-owned aviation turbine fuel.

1.2 Area of Consideration: DLA Energy seeks these COCO services in the Port Everglades, Florida area.

1.3 Grades of Products Serviced: The contractor shall receive and store commercial-grade aviation turbine fuel (Jet A). The contractor shall inject three (3) additives as required for outbound tank truck shipments as grade F24 (Jet A with additives) as described in paragraph 1.7 below.

1.4 Storage Capacity/Tank Requirements: The contractor will provide 120,000 barrels of storage (safe fill) capacity for products as described in paragraph 1.3. The contractor will provide a minimum of two tanks per fuel grade; interconnected, and isolated from other facilities and products handled within the storage facility. All storage must be available upon award at a single facility. Any product or additive tank offered must meet the minimum requirements of the current American Petroleum Institute (API) standards, National Fire Protection Association (NFPA) codes, and/or all federal, state, and local laws and/or regulations applicable. The contractor shall provide all data on proposed storage tanks regarding tank dimensions, tank type, tanks bottoms, calibrated capacity to include safe fill level, and tank cleaning and inspection data as part of their proposal (Reference requirements contained in contract text L116.01 DATA REQUIREMENTS (STORAGE)(DLA ENERGY JAN 2013) and DLA Energy Quality Assurance Provision (QAP) E18)

1.5 Allowed Throughput: The U.S. Government will be entitled to 350,000 barrels of total throughput for each twelve-month contract period, hereafter referred to as allowed throughput.

Allowed throughput is defined and calculated by adding the total number of barrels for each product type received and shipped in a twelve consecutive month period, divided by two, starting when the contract is placed on revenue after receiving the initial fill, and resetting on the anniversary date each following year. Allowed throughput does not include initial fill or final shipment.

1.5.1 Initial Fill and Final Shipment: The U.S. Government will be entitled to initial fill during the first year of the performance period, and final shipment during the last year of the performance period, at no additional cost. Initial fill is defined as all receipts required to fill the storage tanks to the awarded safe fill capacity for each product. Final shipment is defined as all shipments required to withdraw 100% of the government-owned product/s from the contractor’s facility.

1.6 Inventory Control Records and System Records (Inventory Data Input): The contractor shall follow the physical inventory management procedures specified in applicable directives and

Attachment I- PWS contract clauses in accordance with DoD 4140.25M and DLA ENERGY Class IIIB Supply Chain Management Interim Policy and Procedural Guidance. Fuel inventory management involves a full range of actions associated with the order, requisition, receipt, transfer, issue, physical inventory, and storage of fuel and additives. The contractor shall process inventory and accounting data of government-owned product utilizing DLA Energy’s web based application “Fuels Manager Defense” (FMD). Refer to clause I119.04, INVENTORY CONTROL RECORDS AND SYSTEM OF RECORDS (DLA ENERGY AUG 2017) for additional information regarding the government’s inventory data requirements.

The contractor shall:

• Ensure that all orders, receipts, transfers, issues sales/credits, losses, gains and adjustments are properly documented.

• Maintain control over the physical environment to ensure proper product storage can take place with minimal losses.

• Ensure inventory variations are within allowable limits. Document, investigate, report, and take corrective action if necessary on variations which exceed allowable limits.

• Contractor shall verify the accuracy of any ATG used on receipt tanks monthly and ATG used for inventory reporting quarterly.

• The accuracy verification will be accomplished by comparing the ATG measurements to manual measurements. The contractor may use the DLA Form 2026 document the tests or a commercial equivalent.

• The Contractor shall have the ATG calibrated whenever the difference between the ATG and Manual measurements exceed 3/16th inch (or 4MM).

To process FMD inventory data, the contractor is required to obtain a Common Access Card (CAC) (refer to Appendix A), or, as an alternative, obtain an External Certificate Authority (ECA). Authorized users who are not eligible for the CAC should refer to https://iase.disa.mil/pki/eca/Pages/index.aspx for current information on obtaining ECA provided certificates. The Contractor is responsible for all costs associated with this effort.

1.6.1 Inventory Access: The contractor shall ensure the Government has full access to its complete inventory. The DLA Energy Quality Assurance Representative/Contracting Officer’s Representative (QAR/COR), and other DLA Energy representatives will be provided access to FMD onsite, inventory documents, and storage tanks as needed.

1.6.2 FMD Automated Data Processing (ADP) Equipment: The contractor-furnished ADP computer system shall meet current commercial standards. It must be capable of accomplishing the data reporting and records keeping required by Fuels Manager Defense (FMD), email, maintaining all data collection and records keeping. This includes inventory management, accounting, product quality surveillance (product analysis and testing reports), and the document collection and records keeping associated with the contractor’s preventive maintenance program.

1.7 Additive Injection Requirements: The contractor’s facility shall be capable of injecting additives to commercial Jet A (in order to regrade to F24) during shipping of product via tank

Attachment I- PWS

SPE603-19-R-0500

https://iase.disa.mil/pki/eca/Pages/index.aspx truck as described in paragraph 2.2.1. If not required to inject additives, the contractor will be provided specific instructions by the DLA Energy QAR/COR or the Americas East (AME) region office. All required additive injection will be accomplished in accordance with the most current version of MIL-STD-3004, DEPARTMENT OF DEFENSE STANDARD PRACTICE:

QUALITY ASSURANCE/SURVEILLANCE FOR FUELS, LUBRICANTS AND RELATED

PRODUCTS, and paragraphs 1.8.1.1, 1.8.1.2, and 1.8.1.3 below.

1.7.1 Additives Required: The additives required for injection will be government-provided by DLA Energy AME. The contractor shall order, receive, and store additives sufficiently to ensure stocks are remain available to meet demand. The contractor will maintain additives on specification at all times.

1.7.1.1 Fuel System Icing Inhibitor (FSII): The contractor shall provide an injection system for government provided fuel system icing inhibitor (FSII). FSII will be injected based on product specification requirements. The FSII injection requirements that apply to Jet A stocks will be in accordance with contract clause F45.03 OPERATION OF FUEL SYSTEM ICING INHIBITOR

ADDITIVE SYSTEM CONTRACTOR-OWNED CONTRACTOR-OPERATED (COCO) (DLA

ENERGY JAN 2014).

1.7.1.2 Static Dissipater Additive (SDA): The contractor shall provide an injection system for government provided static dissipating additive (SDA). SDA will be injected based on product specification requirements. The SDA injection requirements that apply to Jet A stocks will be in accordance with contract clause F45.01 OPERATION OF CONDUCTIVITY ADDITIVE

SYSTEM (COCO) (DLA ENERGY JAN 2014).

1.7.1.3 Corrosion Inhibitor/Lubricity Improver Additive (CI/LI): The contractor shall provide an injection system for government provided CI/LI. CI/LI will be injected based on product specification requirements. The CI/LI injection requirements that apply to Jet A stocks will be in accordance with contract clause F45.04 OPERATION OF CORROSION

INHIBITOR/LUBRICITY IMPROVER ADDITIVE SYSTEM, CONTRACTOR- OWNED

CONTRACTOR-OPERATED (COCO) (DLA ENERGY JAN 2014).

2.0 GENERAL INFORMATION

2.1 Product Receiving Requirements: The contractor’s facility shall be capable of receiving aviation turbine fuel via tanker/barge on a 24-hour per day, 7-day per week basis at pumping rates compatible with the mode of transportation tendered (minimum 8,000 barrels per hour (BPH) for tankers and 2,000 BPH for barges).

Note: Planning Factor for Receiving Requirement is a range of 300,000 BBLS to 350,000 BBLS per 12-month period regardless of receiving mode.

2.1.1 Receiving Dock Berthing and Mooring Facilities: The contractor’s dock or pier facilities shall be capable of receiving and berthing tankers/barges not to exceed 35,000 dead weight ton (DWT) vessels and a draft of 34 feet at mean low water. The contractor will maintain a minimum

Attachment I- PWS water depth of 38 feet at mean low water in all passages or channels from the ocean to the dock or pier. However, the Government recognizes jurisdiction of the Port Everglades Department of Boward County, FL, and that the contractor's liability with regard to maintenance of desired berth and draft is limited to its "good faith" effort in advocating the government's desired specifications before the port authority. The contractor shall provide fuel-handling lines from the dock, or pier, through the manifold to the tanks. The contractor shall provide a detailed description of any port restriction/requirements and harbor or other fees associated with their proposal, along with all height restrictions from ships manifold to the waterline during loading.

The contractor’s dock or pier shall have sufficient lighting to allow operations in hours of darkness.

NOTE: The contractor is required to provide, as part of its technical proposal, a detailed schematic of the berthing and mooring facilities showing the minimum and maximum capabilities to include current dredging charts for evaluation.

2.2 Product Shipping Requirements: The contractor’s facility shall be equipped with capability to load tankers/barges and equipped with a truck loading rack. The contractor must be capable of injecting three (3) additives during truck loading in accordance with paragraph 1.8.

NOTE: Planning Factor for the Shipping Requirement is a range of 300,000 BBLS to 350,000 BBLS per 12-month period regardless of shipping mode.

2.2.1 Tank Truck Loading: The contractor’s facility shall be capable of injecting additive in accordance with paragraph 1.7 and loading aviation turbine fuel grade F24 into tank trucks. The contractor shall be capable of loading trucks 24 hours per day, 7 days per week. The contractor shall provide routine truck loading on a regular work schedule between the hours of 7:00 a.m. to 4:00 p.m., five days per week (Monday through Friday). As an exception, truck loading may be required after normal hours, Saturdays, Sundays and federal holidays. The contractor shall provide truck-loading support during weekends and federal holidays, as needed.

2.2.1.1 Tank Truck Loading and Shipping Facility: The contractor’s tank truck loading and shipping facility shall provide access to third party furnished tank trucks, be capable of bottom loading product, be equipped with an electronic overfill protection system and temperature compensating meters measuring the product being loaded, and be able to load up to four 8,000-gallon tank trucks per hour. The contractor’s tank truck loading facilities shall comply with applicable federal, state, and local environmental laws and regulations and be equipped with sufficient lighting to continue operation in hours of darkness.

2.2.2 Tanker/Barge Shipping: The contractor’s pier facility shall be capable of loading aviation turbine fuel grade Jet A into government-provided tankers/barges in compliance with all regulatory and industry standards. The contractor will load tankers/barges as required; 24 hours per day / 7 days per week. The contractor will provide the capability to load government-provided vessels in such a timely manner that there is no demurrage. This includes all manpower, sampling/testing, shipping documents, tools, adaptors, and equipment required to receive and load vessels; from arrival to departure.

Attachment I- PWS

2.3 Custody and Risk of Loss: Custody and risk of loss is as stated below.

2.3.1 Marine Receipts: Custody and risk of loss of product delivered by tanker or barge will pass from the carrier to the contractor when the fuel passes the vessel’s permanent hose connection.

2.3.2 Marine Issue: Custody and risk of loss of product issued to tanker or barge will pass from the contractor to the carrier when the fuel passes the vessel’s permanent hose connection.

2.3.3 Tank Truck Issue: Custody and risk of loss of product issued to tank truck will pass from the contractor to the carrier when the fuel passes the tank truck’s loading manifold.

2.4 Billing: Unless otherwise directed, the contractor shall prepare and distribute government bills of lading and all necessary documentation required in receipt and/or issuing of product.

Bills of lading, routing instructions, and transportation assistance will be furnished by the DLA Energy AME region office.

2.5 Product Quality Surveillance: The contractor shall be responsible for maintaining the quality of the government owned aviation turbine fuel stored at the Contractor’s facility in accordance with the most current version of MIL-STD-3004, DEPARTMENT OF DEFENSE

STANDARD PRACTICE: QUALITY ASSURANCE/SURVEILLANCE FOR FUELS,

LUBRICANTS AND RELATED PRODUCTS. No petroleum products shall be received or shipped without first determining, and confirming conformance with product quality requirements. No conveyance/container shall be loaded until the contractor inspects, and deems suitable to carry the intended product. Products shall be shipped on a first-in, first-out basis unless otherwise approved or directed by the QAR/COR or AME region office. Non-conforming product shall be reported to the QAR/COR or AME region office immediately. Anytime product is received into a tank, the tank’s contents shall be suspended from issue pending quality conformance sampling and testing. The contractor shall ensure that certificates of quality conformance (test reports) are maintained on file for all on-hand fuel stocks.

2.5.1 Contaminated Product Reimbursement: The contractor shall reimburse the U.S.

government the cost of the product, and the cost of disposal or remediation for all products that become contaminated while at the contractor’s facility due to contractor negligence.

2.5.2 Off Specification Product Reporting: The contractor shall report immediately to the DLA Energy QAR/COR or the AME region office all receipts or on hand stocks that fail to meet product quality standard for receipt, storage, or shipment in accordance with latest revisions of MIL-STD- 3004. Suspected off specification product will be isolated and will not be released for shipment until authorized by the DLA Energy QAR/COR or AME region office.

2.5.3 Laboratory Testing Requirements: The contractor is required to perform laboratory testing in accordance with the latest revisions of MIL-STD-3004, Table IX Minimum Sampling and Testing Requirements for Petroleum Products and sampling in accordance with

STANDARD PRACTICE FOR MANUAL SAMPLING OF PETROLEUM AND

PETROLEUM PRODUCTS (API MANUAL OF PETROLEUM MEASUREMENT

Attachment I- PWS

STANDARDS (MPMS), Chapter 8.1) and/or ASTM D4057. At a minimum, the contractor shall either have Type C level testing capability at its facility or subcontract to perform tests. The contractor must provide very detailed information in its technical proposal and allow DLA Energy to evaluate for final approval. Information to include at a minimum: laboratory name, location, testing capabilities, employee proficiency, testing turn-around time and POCs.

The contractor shall be capable of petroleum product sampling in accordance with API MPMS and/or ASTM D4057 of vessels, barges, tank trucks, storage tanks, pipelines as it applies to location. The contractor shall maintain a supply of 10 unused epoxy lined fuel sample shipping containers for DLA Energy use or emergency need. Sample containers shall be stored to ensure they are clean and free from all substances that might contaminate the product being sampled.

Containers must meet the following specifics: Complies with ASTM D-4306, height not to exceed 9 inches, diameter not to exceed 7 inches, capacity 1 USG, bung plug ¾” with lock-wire hole, carrying handle able to be shipped as hazardous material.

The contractor shall be responsible for transporting all petroleum samples from job site to its laboratory or its subcontracted laboratory in accordance with local, state or federal laws.

Note: If the contractor plans to acquire the services of a subcontractor to perform certain tests and/or functions, the contractor is required to provide that information in the Technical Proposal and include a comprehensive plan that at a minimum includes the following information: sub-contracted laboratory name, POC, location and address, mode of transportation to sub-contracted laboratory, how to protect chain of custody and avoid sample contamination and turn-around time when the sample results will be received.

2.5.4 Additional Samples: The contractor shall provide to the government representative samples of any product being stored, shipped, or received under the contract, at the request of, and in the manner designated by the QAR. These samples will be provided in addition to samples required elsewhere in the contract. The total number of these samples to be provided during any 12-month period will not exceed eight times the number of tanks specified in the contract. The packing, marking, shipping, and the associated costs, will be the responsibility of the contractor. The contractor will provide the government representative samples of any product being stored, shipped, or received under the contract in accordance with the latest revisions of MIL-STD-3004, Table IX Minimum Sampling and Testing Requirements for Petroleum Products and ASTM D4057, STANDARD PRACTICE FOR MANUAL SAMPLING OF

PETROLEUM AND PETROLEUM PRODUCTS (API MANUAL OF PETROLEUM

MEASUREMENT STANDARDS (MPMS), Chapter 8.1).

2.5.5 Tanks: Product storage tanks will have the capability of recirculating and filtering product within or between tanks. Each storage tank will be equipped with a fuel/water separation system for collection of all product or water dispensed from its bottom water drain(s).

2.5.6 Filtration: The contractor’s facility must include a fuel filtration/separation system that meets the specifications outlined in the current API Publication 1581, “Specifications and Qualification Procedures – Aviation Jet Fuel Filter/Separator”. Scheduled and routine filter replacement is at contractor’s expense. All costs for filters, disposal, labor, and supplies will be

Attachment I- PWS included in the firm fixed contract price.

2.6 Quality Assurance Representative (QAR) Support

2.6.1 Office Facility Support: The contractor shall furnish, at a minimum, office space of approximately 110 square feet and furniture for use by the DLA Energy QAR/COR. Furniture items include a 3-drawer desk, one swivel chair with armrests, one straight chair, 2-shelf bookcase, 3-drawer letter size locking file cabinet, and a ten digit desktop calculator or equivalent. The contractor shall provide janitorial services for the QAR/COR office space of the same quality and type that is provided for the contractor’s office area at the terminal.

2.6.2 Telephone Support: The contractor shall provide access to a telephone as needed.

2.6.3 Facsimile Machine: The contractor shall provide access to a facsimile machine as needed.

2.6.4 Photocopier Machine: The contractor shall provide access to a photocopy type reproduction machine that is capable of handling letter and legal size copies. The contractor shall provide sufficient quantities of both sizes of paper to meet the terminal's and QAR/COR’s copy requirements.

2.7 Contractor Manpower Reporting: The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data will be reported no later than October 31 of each calendar year, beginning after contract award.

Contractors may direct questions to the help desk at: http://www.ecmra.mil.

2.8 Best Commercial Practices: In the absence of any contract provisions or references to a method, specifications or other instruction, the contractor shall perform all services hereunder in accordance with best commercial practices.

3.0 TRAINING REQUIREMENTS: The contractor shall ensure personnel are trained by job classification. The contractor is responsible to meet the following training requirements and certification:

a. The Energy Account Transaction Processor/Recorder and his alternate shall complete the Fuels Management Defense (FMD-9) course and shall obtain a Common Access Card (CAC) in accordance with Appendix A of the PWS or as a minimum obtain an External Certificate Authority (ECA) as required in DLA Energy Interim Policy P-7, P-26 and P-

Attachment I- PWS

SPE603-19-R-0500

http://www.ecmra.mil/ http://www.ecmra.mil/ http://www.ecmra.mil./

32. Authorized users who are not eligible for the CAC should refer to https://iase.disa.mil/pki/eca/Pages/index.aspx.

b. Terminal Manager(s) – TM and Inventory Manager (s) shall complete the training as required in DLA Energy P-7, P-26 and P-32. Upon appointment, ROs, TMs, and PAs shall first complete the RO/TM/PA Computer Base Training (CBT) course and then, within 90 days of appointment, attend the Joint Terminal Managers & Responsible Officers Course. They must also complete the RO CBT every two years for refresher training. Additionally, the RO, TM and PA may attend the formal training course after three years in order to remain current on DLA Energy and DoD policy and application changes.

Note: DLA provides a course of instruction at a Training Facility in Alexandria, VA or at www.fuelstraining.com. The duration of the training is as follow: three weeks for FMD-9 for accountants and one week for RO/TM/PA. The contractor shall factor in all travel and any other expenses for their personnel to attend these courses in the contract firm fixed price.

4.0 DELIVERABLES

4.1 Contractor Detailed Plans: Following contract award, the contractor will have 60 days, unless otherwise indicated, to submit the following plans to the Contracting Officer for review and acceptance. These plans must be reviewed by the DLA Energy COR/QAR prior to submitting to the Contracting Officer. The plans are considered dynamic documents and will be updated, as required, throughout the contract period.

4.1.1 Contract Compliance Plan (CCP): The contractor is responsible for ensuring compliance with all contract performance requirements. As such, the contractor shall develop an inspection system acceptable to the government for monitoring overall contract performance. The inspection system is to include a written (CCP) developed and used by the contractor to measure performance on a continuous basis. The CCP will include performance based plans.

• General performance criteria will include the contractor’s ability to provide continuous support capabilities as specified in this PWS.

• Record keeping and reporting procedures pertaining to administrative requirements.

• Bulk storage operations.

• Facility/equipment maintenance.

The CCP will include time specific checklists for evaluation of all operational and preventive maintenance requirements. The CCP will address procedures for corrective actions including the resolution of Corrective Action Reports (CARs) and Quality Deficiency Reports (QDRs) generated by the Contracting Officer’s Representative (COR).

Attachment I- PWS

SPE603-19-R-0500

https://iase.disa.mil/pki/eca/Pages/index.aspx https://iase.disa.mil/pki/eca/Pages/index.aspx http://www.fuelstraining.com/

Within 30 days after award the contractor will submit the CCP to the COR for review prior to forwarding to the Contracting Officer for final approval. The CCP will be made available for government review, upon request, at any time during the contract performance period. The CCP may be used by the COR for monitoring and assessing contract performance.

4.1.2 Product Quality Control Plan (QCP): The contractor shall provide a comprehensive and detailed plan that will ensure that products handled by the contractor remain on specification.

The plan will include those areas identified by QAP E1.11 (QUALITY CONTROL PLAN (DLA ENERGY MAR 2000); such as, sampling, testing methods, equipment, documentation of tests, records keeping, and actions to be taken in the event of unacceptable test results. The plan will describe how product quality surveillance data will be documented and reported. The plan will identify responsible parties for the functions. This plan will be submitted to the QAR prior to the first receipt of Government-owned product, or within 30 days, whichever occurs first, for final review. QCP will be effective at the start of the contract performance period.

4.1.3 Additive Storage/Injection Plan: The contractor shall provide a comprehensive and detailed additive plan that clearly demonstrates how they will store, inject, and maintain the required additives to support both allowed throughput and excess throughput for an indefinite period.

Attachment I- PWS

Appendix A

Contractor Instructions

Common Access Card (CAC) Procedures

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor shall complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times.

This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

1. The contractor has each contractor employee requiring a CAC complete and sign Sections I and II of the DD Form 1172-2. The instructions for completing the DD Form 1172-2 are located at http://www.cac.mil/docs/1172-2- Instructions.pdf.

• For Section II, Block 22 - If the contractor employee signs and the DD Form 1172-2 it is then forwarded by the contractor. This provides verification for the employee information. If the contractor is submitting a DD Form 1172-2 for him/herself (e.g., the owner), with no higher authority above them for verification, then the signature in Block 22 must be notarized to verify identity.

2. The contractor forwards the DD Form(s) 1172-2 via hand-carry, secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group):

• The Contracting Officer’s Representative (COR) for the contract, if a COR was designated.

• The Contracting Officer (CO) for the contract, if no COR was designated.

3. Each contractor employee must verify his/her account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each contractor employee will receive an email via TASS when his/her account has been approved. The email will notify the employee to obtain a Government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each contractor employee shall obtain his/her issued CAC from the RAPIDS office.

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http://www.cac.mil/docs/1172-2-Instructions.pdf http://www.cac.mil/docs/1172-2-Instructions.pdf http://www.cac.mil/docs/1172-2-Instructions.pdf

6. The contractor, within one (1) business day of issuance, provides written notice via email to the COR (or the CO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees.

7. The contractor establishes procedures to control and account for Government-issued contractor CACs at all times, to include the following:

• Ensure contractor CACs issued for this contract are only used for the purpose of performing under this contract.

• Ensure contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

• Ensure contractor employees do not abuse or place holes in their CACs.

• Ensure contractor employees do not display their CACs in public.

8. If a contractor CAC is lost or stolen:

• The contractor employee shall immediately notify the contractor that the contractor CAC has been lost or stolen.

• The contractor shall immediately notify the COR (or the CO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

• In person, followed within one (1) business day by a written notice via email, or

• In writing, via email, or

• By telephone, followed within one (1) business day by a written notice via email.

• The contractor shall report the lost or stolen CAC card to the local DLA

Police/host installation police, who will provide the contractor a police report.

If there is no local DLA Police/host installation police, or no police report is provided, the contractor shall provide information to the COR/CO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/CO will provide a memorandum for the contractor employee to support issuance of new CAC.

• The contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is prior to completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

Attachment I- PWS

• Notifies the COR as follows:

• In person, followed within one (1) business day by a written notice via email, or

• In writing, via email, or

• By telephone, followed within one (1) business day by a written notice via email.

• No less than two (2) weeks prior to the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

• Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

• Notifies the COR once a new CAC has been issued.

10. The contractor/contractor employee turns in any found CACs immediately, via hand- carry, to the nearest Federal law enforcement office.

11. The contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

• Contract completion or termination

• Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC)

12. The contractor:

• For contract completion or termination – within one (1) business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

i. If the COR/CO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

I. Arranges to meet the COR (or the CO, if no COR was designated) to turn- in the collected contractor CAC(s).

II. Hand-carries all collected contractor CACs for turn-in to meet the COR (or the CO, if no COR was designated).

III. Completes and signs the Government-Issued Contractor CAC Turn-In Receipt with the COR (or the CO, if no COR was designated). The contractor is provided a copy of the receipt.

ii. If in-person transfer of CAC cannot be arranged, the contractor:

I. Sends, via certified mail, the CACs to the COR/CO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

II. Notifies COR/CO that CACs have been sent via certified mail.

III. Receives a completed copy of the receipt from the COR/CO once the COR/CO has received the CACs.

Attachment I- PWS

• For termination/reassignment of an employee:

i. Immediately notifies the COR (or the CO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

• In person, followed within one (1) business day by a written notice via email, or

• In writing, via email, or

• By telephone, followed within one (1) business day by a written notice via email.

ii. Follows the turn-in procedures above for contract completion or termination, as applicable.

Contractor Reporting Requirements: The contractor is required to submit, on a monthly basis, to the COR (or the CO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC. The report must note where changes have occurred (additions or deletions) since the previous month. Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor shall note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/CO when the individual is no longer working under the subject contract.

The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the terms and conditions of the contract and the Contracting Officer may take action to remedy such violations.

Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

• Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue

• Disapproval of invoices and delay of payment

• Withholding of final payment (in accordance with FAR 52.204-9)

• Documentation of CAC Non-Compliance in the Contractor Performance Assessment

Reporting System (CPARS)

Attachment I- PWS