Telework-Remote Work Clause.pdf

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Telework/Remote Work Clause

Telework/Remote Work Rules/Norms All agency policies and rules, as appropriate, apply when teleworking as when physically in the office. If a contractor is approved for telework or remote work, they will follow the telework policy and norms. Highlights include routine telework must be performed:

a. From an approved location,

b. With proper equipment setup and related services (e.g., internet speed, cellular service) that is appropriate for the work being performed.

c. Free of distractions and physically secure.

d. With appropriate professional backgrounds/attire especially when in communication/meetings with camera ON.

It is expected that while teleworking:

a. Time theft is when contractor personnel multi-task during the hours which a federal government contract pays that do not contribute to the contract results whether this is during VDI time or while sitting in EXIM facilities using GFP/GFE. Hours paid for by the government shall be utilized for contract performance for which results are paid.

b. The staff use video when speaking and or in small conversations to facilitate effective communication.

c. Not work while operating a moving vehicle or otherwise distracted, and

d. Except for responding to an out-of-hours event, and not working while engaging in other activities where they cannot follow these guidelines.

Government Furnished Property (GFP)

a) GFP for performing contract work on-site at EXIM Headquarter or any Regional Office facility:

The Government will determine the necessity for providing GFP and/or GFE shall be made available, at no cost, to the Contractor to facilitate its performance of this contract. GFP will likely consist of office space, physical or virtual desktop. GFE will likely consist of physical or virtual desktops, physical desk phone or virtual soft phone etc. The parties shall jointly prepare a listing/inventory of all GFP/GFE, including the condition thereof, at the time of the Contractor assuming custody or control of such GFP or GFE, as the case may be.

The Contractor shall be liable for the shortages, loss, damage, destruction, or excessive consumption of Bank property as specified in FAR 52.245-1 – Government Property. The Contractor shall report discovery of lost, damaged, or destroyed Bank-furnished property via electronic message to the CO and COR within one workday following the discovery.

In general, sufficient GFP and GFE shall be made available to the Contractor by EXIM to enable the Contractor to fully perform under this contract while at EXIM HQ or other EXIM facilities. However, in certain instances, the Contractor may have to purchase, as Other Direct Costs, hardware and/or software or other items of supply or material or to contract with vendors or suppliers, in order to carry out a particular task or function. The Contractor must seek advance approval from the COR prior to purchasing any such item/supply/service in order to be eligible to receive reimbursement therefor. At the request of the Bank or at completion of the contract, the Contractor shall immediately return any Government Furnished Property including any equipment, specialized or off-the-shelf software, the Bank badge identification card, and all other property.1

1 Contractor interaction with third party vendors shall not obligate EXIM to pay any cost to those vendors. Contractor shall not incur direct expenses for effecting repairs or replacements without COR approval.

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Bank may furnish workspace and other appropriate office furnishings, computer hardware (physical or virtual) and standard desktop software, physical desk phone or virtual softphone and other material appropriate to the performance of tasks.

Contractor employees may also be provided with GFE wireless devices depending upon the nature of specific projects or other requirements on which he/she/they are working, as identified by the Bank.

The Contractor will be given access to versions of any software and related documentation required to perform under this contract. The Contractor shall at no time install unauthorized software on desktops provided by the Bank. All information necessary to perform required tasks will be furnished by the Bank as needed throughout the performance of this effort.

b) GFP for performing contract work Remotely or Offsite:

To improve its cyber security posture and simplify its operations, EXIM has implemented the use of Virtual Desktop Infrastructure (VDI) on VMWare Horizon or similar virtual technologies.

This means that all EXIM contractors requiring access to EXIM’s IT systems in order to perform contract requirements whose personnel are required or permitted to perform some or all of the contract requirements remotely (i.e. from locations other than EXIM facilities), will not be provided Government Furnished Equipment (GFE) Hardware (e.g., laptop or desktop) for use outside of EXIM facilities, except for the Personal Identify Verification (PIV) card reader device described below, or as may be otherwise specifically enumerated on a case-by-case basis. Such GFE Hardware will continue to be made available for use within EXIM facilities in accordance with the terms of each individual contract. As such, contractors are required to provide their own IT hardware (e.g., laptop, desktop, monitors, keyboard, mouse, and any other hardware), as well as ensuring uninterrupted, industry-standard Internet access in order to perform contract requirements through VDI or similar virtual technologies when not in an EXIM facility. The cost of all such contractor-provided hardware and internet access shall be born by the contractor. EXIM shall not reimburse the contractor for these costs.

VDI or similar virtual technology is accessed with the use of a PIV card. A PIV card is issued by a Federal Agency, such as EXIM, to contractor employees who successfully complete a background investigation and receive a favorable adjudication from EXIM Security office. A favorable adjudication must be obtained prior to a contractor employee gaining access to EXIM’s IT network. A PIV card is required in order to access Federal Government IT systems, within EXIM premises and while working remotely. EXIM will issue to the contractor a USB PIV Card reader and/or other access tokens (e.g., SafeNet Token) for each of the contractor’s personnel who have received a favorable adjudication (as described immediately above) and who are approved for remote access to EXIM’s IT network to perform contract requirements.

Any off-site access to EXIM IT networks by contractor personnel must be through VDI or similar virtual technologies approved by EXIM CIO/CISO. Contractor-provided hardware used to access EXIM’s IT networks must be compatible with VMWare Horizon Client or similar technologies. The failure of an operational contractor to furnish to its personnel compatible hardware for use outside of EXIM facilities may preclude EXIM’s approval for remote access to EXIM’s IT networks, which may, in turn, negatively impact the contractor’s performance or contract requirements.

Contractor access to and use of EXIM’s IT network is also governed by the EXIM Rules of Behavior, the current version of which is posted online at EXIM Connect (EXIM’s Intranet) (Note: a copy of the RoB can be provided upon request). It is the contractor’s responsibility to read EXIM’s Rules of Behavior and ensure its personnel understand the same. The Rules of Behavior identify a number of conditions that impact remote work. As such, the contractor is responsible for ensuring that its personnel granted remote access to EXIM IT systems comply with these Rules of Behavior.

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*1. Reliable High-Speed Internet Connection (greater than 200Mbps). Check your Internet Speed using the URL https://www.speedtest.net/ to make sure that your speed test results are above 200Mbps for download and upload.

2. Supported Operating Systems and Browsers (subject to change as per vendor’s updates)

Operating System (OS) Browser Microsoft Windows 11 or Above (preferred) (PIV or Multi-Factor Authentication (MFA))

Microsoft Edge Google Chrome

Mac OS (Multi-Factor Authentication (MFA))

Safari Microsoft Edge Google Chrome

3. Fully Updated and Reliable Computer, A fully patched and updated computer (preferably using a 64-bit Operating System) is required with a PIV card reader. The computer must have up-to-date anti-virus software installed and configured.

4. In addition to the computer, the typical minimum set-up to support telework includes:

• Two screens (e.g., laptop plus additional full-size monitor or two full-size monitors)

• Camera to support video conferencing

• High-quality speaker/microphone to support video conferencing

• Full size keyboard

• Mouse

5. While not specified in the rules of behavior, the typical minimum location characteristics to support remote work include:

• Must be secure (e.g., not open to the public)

• Free from noise and other distractions,

• A desk and a chair,

• Properly lighted,

• Heated and/or air-conditioned

Such that the contractor can effectively perform their work and participate effectively in video conferencing with cameras and voice on.

Government Furnished Information (GFI) GFI may be provided upon request of the Contractor. It is incumbent upon the Contractor to identify its need for GFI and to request same from the COR. Due to the wide array of IT services and applications to be performed or worked on under this contract, GFI will likely vary significantly across requirements and across all Tasks under Task Areas.

Employee Conduct, Professional Attire, and Dress Code Contractor's employee conduct and professional attire are important aspects of workplace culture and can contribute to the success of EXIM's business. Here are some general guidelines for Contractor employee conduct and dress code:

1. Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities.

https://www.speedtest.net/

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2. The Contractor shall ensure that Contractor’s employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or EXIM. The Contractor Leadership, Management, and Project Manager shall ensure Contractor employees understand and abide by EXIM's generally established rules, regulations, and policies concerning safety and security.

3. Contractor's employees shall always act in a professional manner when interacting with customers, clients, and colleagues. This includes being respectful, and courteous, and avoiding any behavior that could be considered offensive or inappropriate.

4. Attire: The Contractor's employees should follow the appropriate professional dress code. Dressing appropriately for work sends a message that you take your job seriously and respect the Agency's culture. In general, Contractor employees should dress in a way that is clean, neat, and appropriate for the workplace regardless if they are working on-premises or remotely. This may mean wearing business attire, such as a suit and tie, or more casual attire, such as khakis and a collared shirt.

Note: Shorts, ragged Jeans, and flip flops not allowed at EXIM HQ or any EXIM Regional Offices.

It is important for Contractor's employees to understand and follow the conduct and dress code guidelines set forth in this PWS. This can help create a professional and respectful workplace culture and can contribute to the overall success of EXIM business and operation.

Overall, Contractor employees should strive to present themselves in a professional and respectful manner while on the job. Following EXIM's policies, dressing appropriately, and maintaining personal grooming standards can help create a positive work environment and promote a professional culture.

Telework/Remote Work Rules/Norms All agency policies and rules, as appropriate, apply when teleworking as when physically in the office. If a contractor is approved for telework or remote work, they will follow the telework policy and norms. Highlights include routine telework must be performed:

e. From an approved location,

f. With proper equipment setup and related services (e.g., internet speed, cellular service) that is appropriate for the work being performed.

g. Free of distractions and physically secure.

h. With appropriate professional backgrounds/attire especially when in communication/meetings with camera ON.

It is expected that while teleworking:

e. The staff use video when speaking and or in small conversations to facilitate effective communication.

f. Not work while operating a moving vehicle or otherwise distracted, and

g. Except for responding to an out-of-hours event, and not working while engaging in other activities where they cannot follow these guidelines.