AMENDMENT_0004_SOL_W15QKN16R0003_R-MAS_ATTACHMENT_0017_SAMPLE_TASK_B_PWS_.pdf

Solicitation Number: W15QKN-16-R-0003 Recruiting, Management, and Administrative Services (R-MAS)

Attachment 0017 – SAMPLE TASK B – PWS

PERFORMANCE WORK STATEMENT (PWS)

YELLOW RIBBON REINTEGRATION PROGRAM

DATE: 26 January 2017

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Soldiers and Family members well-being Services in support of the United States Army Reserve G-1, Services and Support Division, Programs Branch, Yellow Ribbon Reintegration Program Office. The Government will not exercise any supervision or control over the contract service providers performing the services herein. All contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform well-being services as defined in this PWS except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this task order (TO).

1.2 Background. Yellow Ribbon Reintegration Program initiatives support the Army’s Deployment Cycle Support (DCS) processes and Army well-being efforts.

DCS is a comprehensive process that ensures Soldiers, DA civilians and their families are better prepared and sustained throughout the deployment cycle. It provides a means to identify Soldiers, DA civilians and families who may need assistance with the challenges inherent to extended deployments.

1.3 Objectives. The goal of the DCS process is to facilitate Soldier, DA civilian and family well-being throughout the deployment cycle. Army well-being is the personal

– physical, material, mental, and spiritual-state of the Army family that contributes to their preparedness to perform and support the Army’s mission. This includes Soldiers (active, reserve, and guard), retirees, veterans, DA civilians, and their families. The focus of Army well-being efforts is to take care of our Army family before, during, and after deployments.

1.4 Scope. The Contractor shall provide the Army Reserve Yellow Ribbon Reintegration Program Office and units across the command with performance in training conference (meaning Yellow Ribbon events) planning, scheduling, coordination, execution, follow-up, and review. The Contractor shall also provide general administration to include document preparation, record keeping, and communicating program mission and strategy.

1.5 Period of Performance. The base period of performance for this TO shall be for one (1) year and will include two 12 month option periods. Estimated periods of performance are:

Entrance Transition: 18 October 2017 – 1 November 2017 Base Period: 2 November 2017 – 17 October 2018 Option Period 1: 18 October 2018 – 17 October 2019 Option Period 2: 18 October 2019 – 17 October 2020

1.6 Places of Performance. The work to be performed under this TO will be performed at Government facilities. The Government shall provide space for Contractor employees at the Army Reserve headquarters at Ft. Bragg, NC and other Army Reserve Commands as listed in Attachment-Yellow Ribbon Reintegration Program Command Listing

1.7 Hours of Operation. The Contractor is responsible for conducting business, for a maximum of 40 hours per week or a maximum of 80 hours per two week pay period except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. Overtime is not authorized under this TO. However, because the typical occurrence of Yellow Ribbon events is on weekends, the Contractor may be required to perform services on weekends and during travel.

Changes in the work schedule shall be mutually agreed to between the Contracting Officer’s Representative at the requiring activity (COR-RA) and the Contractor.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed. The Contractor shall staff locations to ensure stability and continuity of the workforce.

1.8 General Information.

1.8.1 Quality Control. The Contractor shall develop, implement, and maintain an effective quality control (QC) program to ensure services are performed in accordance with this PWS. The Contractor shall be responsible for the inspection and quality control of all work performed in the course of accomplishing all activities defined in this PWS. The Contractor shall ensure subcontractors understand and comply with flow down provisions. The Contractor shall develop, implement, and maintain a written Quality Control Plan (QCP) for this TO (Data Item Description (DID) ISO-10005). The QCP shall implement standardized procedures / methodologies for monitoring performance and document performance to ensure all TO requirements are met. The Contractor’s QC procedures shall address the areas identified in Attachment-Performance Requirements Summary. The QCP shall also address how the Contractor will ensure proper Contractor employee identification and badging. The initial QCP shall be submitted with the Contractor's proposal and will be reviewed prior to award. The Contractor shall submit an electronic copy of the final comprehensive written QCP to the Contracting Officer’s Representative at the enterprise-level (COR-HRS) and the Contracting Officer (KO) within 5 business days after award and within 5 business days of any changes made thereafter.

1.8.2 Quality Assurance. The Government will evaluate the Contractor’s performance under this TO in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with (IAW) the requirements of this TO. The QASP defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.8.3 Recognized Federal Holidays. Contractor employees are not required to perform services on legal federal holidays, nor will Government facilities operate during these yearly approved days. Federal holidays include:

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

Any federal holiday falling on a Saturday will be observed on the preceding Friday, and holidays falling on a Sunday will be observed on the following Monday. The Department of Labor (DOL) wage determinations applicable to this TO may require additional holidays than those stated above. The Contractor is responsible for complying with wage determination requirements and all other appropriate DOL laws and regulations.

1.8.4 Contracting Officer’s Authority. The Contracting Officer (KO) is the only person authorized to direct changes in any requirements under this TO. In the event that the Contractor effects any change at the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk of the Contractor.

1.8.5 Contracting Officer’s Representative (COR). At a minimum, two CORs will be identified by separate letter. The KO will appoint a COR at the requiring activity (COR-RA), usually located at the functional program office, and a COR at the enterprise-level, located at the HR Solutions program office (COR-HRS). CORs monitor all technical aspects of the TO and assist in TO administration.

1.8.5.1 COR-RA. The COR-RA is the Government’s technical expert and will be appointed by the KO identified by separate letter. Within the limitations of the appointment, the COR-RA shall provide technical assistance to the COR-HRS, and is authorized to perform the functions as identified in the KO appointment letter.

These functions may include: perform or cause to be performed inspections necessary in connection with TO performance and verify that the Contractor has corrected all deficiencies; monitor Contractor's performance and notify the KO, COR-HRS, and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel.

The COR-RA will participate in “Interim Progress Reviews” (IPR) with the Contractor and HR Solutions staff. A letter of designation issued to the COR-RA, a copy of which is provided to the Contractor, states the responsibilities and limitations of the COR-RA. The COR-RA is not authorized to change any of the terms and conditions of the resulting TO.

1.8.5.2 COR-HRS. The COR-HRS will be appointed by the KO by separate letter.

Within the limitations of the appointment the COR-HRS is authorized to perform the functions as identified in said appointment. These functions may include:

assure that the Contractor performs the technical requirements of the TO; perform or cause to be performed inspections necessary in connection with TO performance and verify that the Contractor has corrected all deficiencies; maintain written and oral communications with the Contractor concerning technical aspects of the TO; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies. A letter of designation issued to the COR-HRS, a copy of which is sent to the Contractor, states the responsibilities and limitations of this COR-HRS, specifically with regard to changes in cost or price, estimates or changes in delivery dates. The COR-HRS is not authorized to change any of the terms and conditions of the resulting order.

1.8.6 Government Technical Monitor (GTM). While a COR is the only officially appointed representative of the KO, given the scope and complexity of some service contracts, other individuals may assist the COR in monitoring a Contractor’s performance against the requirements in the TO. These individuals will be identified as Government Technical Monitors. The most common reason for designating additional technical monitors to support the COR is physical proximity to the Contractor’s worksite, although they may also be appointed because of special skills or knowledge necessary for effective monitoring of the Contractor’s work. When appropriate, the requiring activity will designate GTMs necessary to aid the COR-RA in observing a Contractor’s performance and reporting discrepancies to the COR-RA and/or COR-HRS. The GTM is not authorized to change any of the terms and conditions of the TO.

1.8.7 Type of Contract. This will be a Firm Fixed Price (FFP) task order.

1.9 Security Requirements. Contractor personnel performing work under this contract shall have a Tier 3 background check prior to work commencement and must maintain the level of security required for the life of the TO. The Contractor shall be responsible for safeguarding information of a confidential or sensitive nature. Failure to safeguard any privileged information which may involve the Contractor or the Contractor’s personnel or to which they may have access may subject the Contractor and/or the Contractor’s employees to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the Contractor. Security requirements for this TO are stated in Attachment-DoD Contract Security Classification Specification (DD254). Reference also: DoD Directive 5220.22-M, DoD Industrial Security Manual for Safeguarding Classified Information, and any revisions, thereto, as well as Industrial Security Regulation DoD 5220.22-R

1.9.1 Physical Security. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured in accordance with Army Regulation (AR) 380-5 and AR 25-2.

1.9.2 Access and General Protection. The Contractor and all associated subcontractor(s) employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures. The Contractor shall provide all information required for background checks to meet installation access requirements. The background check will be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The Contractor shall comply with all personal identity verification requirements as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security measures or processes.

1.9.3 Key Control. NOTE: All references to keys include key cards. The Contractor shall establish and implement methods of making sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys to the CORs. In the event a master key is lost or duplicated, all locks and keys shall be replaced by the Government and the Contractor will be held financially responsible for the total cost.

1.9.3.1 Unauthorized Use. If it is found that Contractors have been misusing keys to gain access, or to gain entrance to the work area during non-duty hours, holidays, or weekends and there is no written requirement for access during non-standard working hours, this will be considered an abuse of Government property security. The Contractor shall prohibit the use of Government-issued keys by any persons other than those authorized to use the keys.

1.9.3.2 Lost Keys. The Contractor shall verbally report any occurrence of lost keys to the COR–RA or the individual designated as responsible for the facility within 30 minutes of discovery of the loss. The Contractor shall provide the COR-RA a written report by close of business the next day. The report shall contain the key number, location(s) accessed by the key, date the key was discovered missing, name of person signing for the key, and any other relevant details. In the event keys are lost or duplicated, the Contractor shall, upon discretion of the KO be required to pay for the re-key or replace the affected lock or locks. When the replacement of locks or re-keying is performed by the Government, the Contractor shall be held financially responsible for the total cost of re-keying or the replacement of the lock or locks.

1.9.3.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons and coordinated with the GTM to assure installation compliance for lock combinations. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s QCP.

1.9.4 Operations Security (OPSEC). The Contractor shall develop an OPSEC Standard Operating Procedure (SOP) within 45 calendar days of TO award, to be reviewed and approved by the responsible installation OPSEC officer, per Army Regulation (AR) 530-1, Operations Security (See DID DI-MGMT-80934C of the base contract). This SOP will include the Government's critical information, why it needs to be protected, where it is located, who is responsible for it, and how to protect it. In addition, the Contractor shall identify an individual who will be the Contractor's OPSEC coordinator. The Contractor shall ensure this individual becomes OPSEC Level II certified per AR 530-1. Per AR 530-1, Operations Security, new Contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All Contractor employees must complete annual OPSEC awareness training and provide certificates upon completion within seven calendar days. Contractor personnel shall complete training within 30 calendar days of TO award and within 30 calendar days of new employees commencing performance with the results reported to the HR Solutions Secure Web Portal (HRSSWP, https://www.hrsolutions.army.mil) no later than (NLT) 45 calendar days after TO award and in Monthly Status Reports (MSR) (see paragraph 1.24) thereafter.

1.9.5 Common Access Card (CAC). Contractor employees that require access to Government systems in order to perform services under this TO shall obtain a CAC. Proof of employment and security clearance / favorable background check is required before an ID CAC will be issued authorizing access to the Installation and Government computer systems. CACs may not be issued to Contractor employees unless a data record authorizing CAC issuance is resident in the Defense Enrollment Eligibility Reporting System (DEERS). The Trusted Agent Sponsorship System (TASS), https://www.dmdc.osd.mil/tass, is a secure and authorized means of entering Contractor data into DEERS in addition to automating the CAC application and approval process. In order to enter Contractor data into TASS, the Contractor's data must be resident in an authorized source database. The Joint Personnel Adjudication System (JPAS) is that authoritative source. The Contractor's Facility Security Office (FSO) shall ensure its employee(s) has a record in JPAS prior to its employee(s) requesting a CAC be issued. Contractors without JPAS accounts may request accounts by following the instructions provided in the Frequently Asked Questions (FAQ) topic "How do I get a JPAS account (Industry Users)?" found on the JPAS website, https://www.dmdc.osd.mil/psawebdocs/docPage.jsp?p=JPAS. Personnel eligible for a CAC who are not in JPAS (i.e., certain Contractors, Foreign Nationals, and DoD affiliates) will be required to register at a site where an equivalent background vetting will be accomplished In Accordance With (IAW) Federal Information Processing Standards (FIPS) 201, Personal Identity Verification (PIV) of Federal Employees and Contractors.

1.9.5.1 CAC Registration Process. NLT three business days after TO award and within three business days of employee replacement under this TO, the Contractor shall submit applicable CAC registration documentation to the COR-RA for all personnel requiring a CAC. Be advised that CAC issuance is restricted and should be limited to Contractor personnel directly assigned to support this TO.

1.9.5.2 Before departure, the Contractor shall retrieve all identification media (CAC, building electronic access cards, etc.) from their employees who depart for any reason; and coordinate with the COR-RA for return of the Government identification media. Reference Federal Acquisition Regulation (FAR) Clause 52.204-9 – Personal Identity.

1.9.6 Systems Access. When requested by the Government, the Contractor shall provide access to and information regarding the systems that the Contractor operates or maintains on behalf of the Government under this TO.

1.9.6.1 Contractor-Owned and Operated Information Systems. The Contractor shall comply with all requirement of AR 25-2, Information Assurance. Installation of non-Government-owned computing systems or devices without prior authorization of the appointed Designated Approving Authority (DAA) including but not limited to universal serial bus (USB) devices, external media, personal or contractor-owned laptops, and mobile computer devices is prohibited. All Contractor-owned and operated information systems shall meet all security requirements for Government-owned hardware and software when operating on the Army Enterprise Infostructure (AEI) or any DoD or Federal Agency network, managing, storing, or processing Army, DOD, or Federal Agency data or information, or conducting official communications or business.

1.9.6.2 Data Security. The Contractor, Contractor employees, and subcontractors shall physically or electronically protect Government data when not in use and/or under the control of an authorized individual. During the course of TO performance, when Government data is no longer needed or required to be retained under applicable Government records retention policies, the Contractor shall coordinate with the KO to either turn over the Government data to the Government, or destroy it through means that will make the data irretrievable (i.e., permanently unavailable for access by any person). The Contractor shall only use Government data obtained under a TO for purposes of the TO, and shall not collect or use such information for any other purpose without the prior written approval of the KO. At expiration or termination of a TO, the contractor shall coordinate with the KO to either turn over all Government data managed under the TO that is in its possession to the Government or successor Contractor, or if the Government so directs, destroy the Government data.

1.9.6.3 Access to Government Systems by Foreign Nationals. The Contractor shall comply with all requirements of AR 25-2, for access to Government systems by employees who are foreign nationals. Contractor employees who are foreign nationals shall follow appropriate security policies and procedures for access to Government IT systems or networks.

1.9.7 Access to systems containing Personally Identifiable Information (PII). The Contractor shall comply with the Privacy Act and all applicable agency regulations on individual privacy, to include DoD Directive 5400.11 “Department of Defense Privacy Program” and DoD 5400.11-R, Department of Defense Privacy Program.

Failure to safeguard information which may involve the Contractor or the Contractor’s personnel or to which they may have access may subject the Contractor and/or the Contractor’s employees to criminal liability under 5 U.S.

Code § 552a.

1.9.7.1 PII Data Security. The Contractor, unless otherwise authorized by the Government, shall limit access to PII to those employees and subcontractors who require the information in order to perform their official duties under this TO. The Contractor, Contractor employees, and subcontractors shall physically or electronically protect PII when not in use and/or under the control of an authorized individual. During the course of TO performance, when PII is no longer needed or required to be retained under applicable Government records retention policies, the Contractor shall coordinate with the KO to either turn over the PII to the Government, or destroy it through means that will make the PII irretrievable (i.e., permanently unavailable for access by any person). The Contractor shall only use PII obtained under this TO for purposes of the TO, and shall not collect or use such information for any other purpose without the prior written approval of the KO. At expiration or termination of this TO, the Contractor shall coordinate with the KO to either turn over all PII managed under the TO that is in its possession to the Government or successor Contractor, or if the Government so directs, destroy the

PII.

1.9.7.2 PII Systems Security. The Contractor shall encrypt all Contractor-owned laptops or other portable media storage devices that process or store PII, in accordance with FIPS 140-2 (or successor). The Contractor shall require FIPS 140-2 (or successor) encryption of any sensitive PII when transmitted electronically across the internet or other public networks.

1.9.7.3 PII Data Breach Response and Notification. The Contractor shall adhere to the reporting and response requirements for PII set forth in Memorandum, Office of the Secretary of Defense, Subject: Safeguarding Against and Responding to the Breach of Personally Identifiable Information (PII), June 5, 2009, ALARCT 050/2009, DoD 5400.11-R, and any amendments. The Contractor or its subcontractor(s) shall immediately notify the COR-RA upon discovery that a suspected or actual breach of PII has occurred. The notification shall include, to the greatest extent possible, the identification of each individual who’s PII has been or possibly has been breached. In addition, the Contractor or its subcontractor shall provide the COR-RA with any other available information that must be included in required breach reporting and notifications. The Contractor shall provide this information at the time of the initial notification to the Government or promptly thereafter as information becomes available. The Government will determine whether a breach of PII has occurred, and whether breach notification to affected individuals is required. If breach notification to affected individuals is required, the Government will determine if the Contractor shall make the required notification. If the Contractor is to notify the impacted population, it shall submit the notification letters to the COR-RA for review and approval.

1.9.8 Communications Security (COMSEC). All communications with DoD organizations are subject to COMSEC review. The Contractor shall be aware that telephone communications, and IT networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military department to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the Contractor is advised that any time it places a call or receives a call it is subject to COMSEC procedures. The Contractor shall assume the responsibility for ensuring wide and frequent dissemination of the above information to all employees dealing with DoD information. The Contractor shall be aware of, and abide by, all Government regulations concerning the authorized use of the Government’s computer network (i.e.: viewing pornographic material or restricted/subversive sites on the web), including the restriction against using the network to recruit Government personnel or advertise job openings.

1.10 Training Requirements. The Contractor shall track all training requirements, and ensure that all employees working on this TO are compliant. If the training requirements are not met, the Government (installation or command) may refuse access to systems or work location. The Contractor shall maintain a training file for each employee and make it available for inspection upon request from the Government. Per DoDM 5200.01–M and AR 380–5, as well as any additional DA training requirements such as those in AR 530–1, AR 25–2, and AR 525–13, the Contractor shall comply with and participate in any pertinent Army, command, and installation security training programs when performance or services will occur on a Government installation and the Contractor employee(s) are embedded or integrated into the Government activity or office.

1.10.1 Antiterrorism Awareness and Training. Pursuant to DoD Instruction 2000.16, "DoD Antiterrorism (AT) Standards," dated 02 Oct 2006, each Contractor employee requiring access to a Federally-controlled installation, facility and/or Federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion. The training is accessible from any computer and is available at: https://atlevel1.dtic.mil/at/. The Contractor shall be responsible for ensuring that all applicable employees have completed antiterrorism awareness training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the CORs within five business days after start of entrance transition or prior to access to a federally-controlled installation or information system. In the event that the automated system at https://atlevel1.dtic.mil/at/ is not available (e.g., server problems), Level I AT Awareness Training can be provided by a qualified instructor. However, if the training is not completed online, the Level I AT Awareness Instructor qualification must be coordinated with the Installation Antiterrorism Officer (or Installation Security equivalent) and the resultant name(s) of approved instructors shall be provided to the KO or designee along with all associated cost and schedule impacts to the TO.

1.10.2 iWATCH Training. The Contractor shall brief all Contractor and subcontractor personnel performing services under this TO on the local iWATCH program. The Government will provide training standards. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the CORs. This training shall be completed within 30 days of TO award and within 30 days of new employees commencing performance with the results reported to the HRSSWP (https://www.hrsolutions.army.mil) NLT 45 days after TO award and in MSRs thereafter.

1.10.3 Combating Trafficking in Persons (CTIP) Training. Contractor and subcontractor personnel providing services under this TO shall complete the combating trafficking of persons online training within 14 calendar days of start of work/employment and annually thereafter. The Contractor shall include the names of personnel that have completed the training as part of the MSR. The Contractor will find instructions to access this course at http://www.combat-trafficking.army.mil/training.htm. This website also provides a Trafficking in

Persons (TIP) Briefing for group briefings or Contractor personnel unable to access the Army Learning Management System (ALMS).

1.10.4 DoD Cyber Awareness Challenge Training. The Contractor shall ensure all Contractor and subcontractor personnel requiring access to Government information systems register in the Army Training Certification Tracking System (ATCTS) and complete the DoD Cyber Awareness Challenge training at http://iase.disa.mil/Pages/index.aspx. The training shall be completed prior to obtaining access to information systems and annually thereafter. The Contractor shall make copies of training certificates available to the Government upon request and post them in the HRSSWP (https://www.hrsolutions.army.mil) within 10 business days of training completion.

1.10.5 Sexual Harassment and Assault Response Prevention (SHARP) Training.

In accordance with the NDAA Fiscal Year 2012 (sections 584 and 585), Contractor personnel supporting this TO shall complete SHARP training. The Contractor shall complete the training within seven calendar days after receipt of CAC and within seven calendar days of employee replacement under this TO and annually thereafter. Training can be accessed at the following website:

http://www.sexualassault.army.mil/. The Contractor is responsible for ensuring all applicable employees have completed requisite training annually, and shall include the names of personnel that have completed the training as part of the MSR.

NOTE: In the event that the automated system at the listed website is not available (e.g., server problems), the Contractor shall notify the CORs in order to attain resolution of this issue.

1.11 Contractor and Subcontractor Identification (ID). All Contractor personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as Contractor employees to avoid creating an impression that they are Government officials. This includes telephone and email communication. The Contractor shall ensure that all documents or reports produced by Contractors are suitably marked as Contractor products and that Contractor participation is appropriately disclosed.

1.11.1 The Contractor shall furnish a badge with employee’s name, picture and company information to Contractor personnel providing services at Government facilities under this TO. All Contractor/subcontractor personnel on duty shall wear identification badges on the upper front quadrant of the outer garment at all times when performing work under this contract. If wearing the badge on the upper front quadrant of the outer garment should constitute a safety hazard, the Contractor shall designate an alternate location for display of the badge for the employee affected.

1.11.1 When Contractor or subcontractor personnel send e-mail messages as part of TO performance, each sender shall include his/her first and last name, e-mail address and name of employer. Accounts established in Government e-mail systems for Contractor and subcontractor personnel shall identify individuals as Contractor personnel in the address book display and on individuals’ e- mail.

Detailed properties for the account shall include name of employer and customer’s name for the contract. Email accounts shall follow guidance in accordance with FAR 37.114(c). Contractors are prohibited from using their private company emails for Government business as defined in AR 25-2. Contractor workspace (office, laboratory, and/or desk) shall contain a sign signifying the space is occupied by a Contractor employee to ensure that Federal employees and the public know that they are not Federal employees.

1.12 Post Award Meeting. The Contractor shall conduct a project kickoff meeting within ten business days of the contract award. The Contractor shall provide a project overview, a milestone and event schedule review, and shall discuss administrative matters. The meeting shall be held via Video Teleconference (VTC), or Teleconference with the Program Manager, Project Manager, Senior Consultants, and CORs in attendance. The purpose of this meeting is to achieve a clear and mutual understanding of all contractual requirements and to identify and resolve any potential problems. This meeting is not a substitute for the Contractor’s full understanding of the work requirements at the time offers are submitted, nor is it to be used to alter the final agreement arrived at in any negotiations leading to TO award. The Contractor shall provide the COR-RA with meeting minutes, no later than 5 business days upon completion of the meeting and provide e-mail notification to the KO and contract administrator upon delivery. (See DID DI- ADMN-81250B of the base contract.)

1.13 Periodic Progress Meetings. The KO, CORs, and other Government personnel, as appropriate, will meet bi-weekly with the Contractor to review the Contractor's performance. Meetings will be conducted via VTC. At these meetings, the CORs will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be included in the firm-fixed price.

1.14 Other Direct Costs – Contractor Travel. The Government will reimburse the Contractor for actual approved travel expenses. The Contractor shall include all other costs associated with successful performance of the work requirements as part of the firm-fixed price. The Contractor shall arrange individual Contractor employee travel. The Government will reimburse the Contractor for all COR-RA-approved travel in accordance with FAR 31.205-46, travel costs and Joint Travel Regulations (JTR), Volume 2. Profit, General and Administrative (G&A), overhead, and material handling costs on travel are not allowed under this TO. Travel that is not approved by the COR-RA will not be reimbursed and will be at the Contractor’s expense. The Contactor shall submit travel requests to the COR-RA for approval no later than two weeks prior to the required travel. The Contractor shall utilize the travel authorization request form provided as Attachment-Contractor Travel Request Authorization Form. The Contractor shall include the following estimated travel costs in requests: per diem rate, lodging, air fare, rental car, and any other miscellaneous expenses. The Contractor shall provide receipts for all lodging, rental cars, mileage, and any miscellaneous expenses with the next due invoice after travel is completed. Travel requirements submitted outside of the two week window will be reviewed on a case by case basis to determine if approval is warranted. Contractor shall utilize travel claim form provided as Attachment- Contractor Travel Expense Report when submitting requests for reimbursement.

Contractor shall provide copies of Attachment-Contractor Travel Request Authorization Form and Attachment-Contractor Travel Expense Report with each submitted invoice.

1.15 Data Rights. The Government has unlimited and immediate rights to all documents, materials, and/or reports produced under this TO. All documents, materials, and/or reports to include passwords and source codes of any software, produced and delivered under this TO shall be Government-owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents, materials, and/or reports may not be used or sold by the Contractor without written permission from the KO. All materials supplied to the Government will be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.15.1 Contract Data Requirements. The Contractor shall furnish all data described by the Contract Data Requirements List (CDRL) and Data Item Descriptions (DID) as specified in Section J Exhibits of the base contract.

1.16 Organizational Conflict of Interest. Contractor and subcontractor personnel performing work under this TO may perform services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart

9.5. The Contractor shall notify the KO and the COR-HRS immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.17 Transition Period. To minimize any decreases in productivity and to prevent possible negative impacts on services, the Contractor shall work collaboratively with the Government and other Contractors to plan and execute an orderly transition and uninterrupted service during the designated TO transition period.

The Contractor shall develop and implement a comprehensive transition plan that addresses the full range of TO entrance and exit transition activities and describes the approach to minimize disruption to ongoing operations (See DID OT-16-10024 of the base contract). The Contractor shall provide staffing requirements for entrance/exit transition periods.

1.17.1 Entrance Transition. The entrance transition period shall be 14 calendar days or the period of time between TO award date and the start of the performance period, whichever is the lesser amount of time. During the entrance transition period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the TO start date. The Contractor shall work collaboratively with the Government and other Contractors to plan and execute an orderly transition and uninterrupted service during the designated TO transition period. At a minimum, the Contractor shall address the following activities and deliverables in its transition plan and execute those responsibilities during the entrance transition period:

Execution of a transition plan approach with detailed schedules and high-level representation of key transition events/phases, activities, and deliverables.

Knowledge transfer from incumbent staff and training plan.

Phased transition staffing.

Obtain all required certifications and clearances, including personnel security clearances (if applicable)

Initiate staffing requirements, i.e. Tier 3 background investigations, CACs, and other activities IAW this PWS

Communications strategy for the transition.

Proposed transition kickoff meeting agenda.

1.17.2 Exit Transition. The Contractor shall support exit transition activities necessary to transition when the TO reaches the end of its performance period.

The Contractor shall provide an exit transition plan to the KO for review no later than 90 days following TO award. The plan shall describe how the Contractor plans to approach the following issues: employee notification, retention of key personnel (if applicable), retention of adequate workforce, turn-over of work-in progress, transfer of data and information and any other actions required to ensure continuity of operations. The Contractor shall provide a current, certified list of all service employees on the Contractor’s and/or subcontractor’s payroll together with anniversary dates of employment to the HRSSWP (https://www.hrsolutions.army.mil) no later than 30 days prior to TO completion.

During the exit transition period, the incumbent shall be fully responsible for performance of all TO services. The Government reserves the right to conduct site visits in conjunction with the solicitation of offers for the follow-on TO. The incumbent Contractor shall cooperate to the extent required to permit an orderly change over to the successor Contractor. With regard to the successor Contractor’s access to incumbent employees, the Contractor shall permit a recruitment notice be placed in each facility. At a minimum, the Contractor’s exit transition plan shall address the following:

An exit transition methodology to ensure the Government receives sufficient technical and non-technical data, data and/or software rights, licenses, and other relevant information

A plan for ensuring that the Government retains and receives appropriate data rights and equipment

Knowledge transfer from incumbent staff to new follow-on Contractor staff

Exit transition project management

Exit transition timeline.

Exit transition staffing plan to ensure that the successor has access to key personnel and subject matter experts during relevant periods of the transition

Complete GFP/GFE accountability

1.18 Proof of Insurance. The Contractor shall provide proof of insurance in accordance with Federal Acquisition Regulation (FAR) clause 52.228-5, Insurance

– Work on a Government Installation. A copy of the insurance policy(ies) and proof of payment shall be submitted to the HRSSWP (https://www.hrsolutions.army.mil) within ten calendar days of TO award and annually thereafter, or at time of policy(ies) renewal.

1.19 Employee recruitment, training and retention. The Contractor shall have a recruitment, training, and retention program that attracts and retains qualified individuals. A stable workforce is critical to successful performance of this mission.

The Contractor shall report the cumulative turnover rate as part of the MSR.

1.20 Key Personnel. (See DID OT-16-10023 of the base contract.) The Contractor shall provide a project manager who shall be responsible for the performance of the work, contract compliance and quality control. The name of this person and an alternate who shall act for the Contractor when the project manager is absent, shall be designated in writing and a copy of designation shall be provided to the KO and the CORs within five days of TO award. The project manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this TO.

1.21 Monthly Status Report (MSR). (See DID OT-16-10021 of the base contract) The Contractor shall generate and submit the MSR through the HRSSWP (https://www.hrsolutions.army.mil) NLT the 10th day of each month. The reporting period shall be for the month prior. The MSR shall include activities of those assigned to the project including training, problems encountered, actual or recommended corrective action, results from quality control inspections conducted by the Contractor, and workload performed during the previous month. The report shall also include results of performance metrics (quantitative) for each PWS performance objective and standard (Attachment-Performance Requirements Summary). The CORs may recommend changes to the Contractor’s MSR as needed. At a minimum, the Contractor shall report the areas identified in

Attachment-Estimated Workload Data, and the following items in an excel spreadsheet format:

Contract and TO number;

Period of performance covered by the report;

Contractor’s cumulative employee turnover rate. Cumulative turnover rate = total number of employees replaced during the entire performance period ÷ total number of employees assigned to the task order x 100;

Summary of Program Analysis activities;

Confirmation of submission of Event Participation Report to Unit Yellow Ribbon points of contact and Command Leadership;

Confirmation of submission of Event After Action Reports to the Event Planning Portal

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS.

2.1. DEFINITIONS.

2.1.1 BUSINESS DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.2 CONTRACTOR. A supplier or vendor awarded a TO for providing specific supplies or service to the Government. The term used in this TO refers to the prime.

2.1.3 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the KO to administer a contract. This individual is normally a member of the appropriate contracting/procurement career field and advises on all technical contractual matters.

2.1.4 CONTRACTING OFFICER. Also referred to as “KO”. A person with the authority to enter into, administer, and/or terminate contracts and make related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government.

2.1.5 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the KO. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This designated individual does NOT have authority to change the terms and conditions of the contract.

2.1.6 DAY. Unless otherwise specified in this TO, the word “day” or “days” refers to calendar day(s).

2.1.7 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.8 DELIVERABLE. Anything that can be physically delivered, and includes non-manufactured things such as meeting minutes or reports.

2.1.9 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT-

FURNISHED EQUIPMENT (GFE). Property/equipment in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.10 GOVERNMENT TECHNICAL MONITOR (GTM). An employee of the U.S.

Government. The GTM aids the COR-RA in observing a Contractor’s performance and reporting discrepancies to the COR-RA and/or the COR-HRS.

2.1.11 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.12 QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.13 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.14 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet TO requirements.

2.1.15 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.16 USER GROUPS. Includes the following from all Army components:

Soldiers, Family Members, Veterans, and Retirees.

2.1.17 WORK WEEK. Monday through Friday, 0800-1700 hrs, unless specified otherwise.

2.2. ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement ALMS Army Learning Management System AKO Army Knowledge Online AR Army Regulation ARNG Army National Guard ATCTS Army Training Certification Tracking System ATO Authority to Operate BASD Base Active Service Date CAC Common Access Card CAO Casualty Affairs Officers CFR Code of Federal Regulations CIO Chief, Information Officer CLIN Contract Line Item Number CMAOC Casualty and Mortuary Affairs Command CMRA Contractor Manpower Reporting Application COMSEC Communications Security

CONUS Continental United States (excludes Alaska and Hawaii) COOP Continuity of Operations COR Contracting Officer’s Representative COR-HRS Contracting Officer’s Representative at the enterprise-level COR-RA Contracting Officer’s Representative at the requiring activity CRDP Concurrent Receipt Disability Pay CRSC Combat Related Special Compensation CVC Contractor Verification System DA Department of the Army DBA Defense Base Act DEERS Defense Enrollment Eligibility Reporting System DIC Dependency and Indemnity Compensation DFARS Defense Federal Acquisition Regulation Supplement DFAS Defense…