Attachment 1 - Revised VAP PWS with Attachements and Exhibits_24 APR.pdf

PERFORMANCE WORK STATEMENT (PWS)

Family Advocacy Program (FAP) Victim Advocacy Program (VAP) and Emergency Placement Care

(EPC) Support Services

24 April 2025

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide Victim Advocacy (VA) services and Emergency Placement Care (EPC) coordination in support of the Installation Management Command (IMCOM) G9, Family, Morale, Welfare and Recreation (FMWR) Programs, Army Family Advocacy Program (FAP). The Government will not exercise any supervision or control over Contractor employees’ performing the services herein. Such Contractor employees shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall adhere to Army Regulations, Army Community Service policies and procedures. A Contracting Officer Representative (COR), appointed by the Contracting Officer (KO), will provide administrative oversight. Government reserves the right to supplement services provided by the Contractor through other available means.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform VA services and EPC coordination except for those items specified as Government furnished property and services. The services are in support of the prevention and education of domestic violence and juvenile Problematic Sexual Behavior (PSB) under the Army Family Advocacy Program (FAP), including 24/7 VA response and EPC coordination. The Contractor shall perform to the standards in this contract.

1.1.2 Locations Receiving Victim Advocacy Services: The Contractor shall provide qualified Victim Advocacy (VA) personnel for the United States Army IMCOM G-9 FMWR Programs in support of Army Community Service (ACS) Centers outside the Continental United States (OCONUS) listed in Attachment 2.

1.2 Background: In 2003, the Department of Defense (DoD) task force on domestic abuse recommended that each service implement a Victim Advocacy Program (VAP). The Army implemented the VAP for domestic abuse in September 2004.

The Army utilized a centralized contract that placed contracted VA personnel at key locations throughout the Army. In 2018, DoD directed FAP to coordinate community response to juvenile Problematic Sexual Behavior (PSB) to ensure all affected individuals and families have access to the information and resources they need for care, support, and safety.

ACS provides essential support to sustain readiness and quality of life for Soldiers and their Families at the military installations. The FAP is one of the programs managed through ACS, which provides prevention, education, training, and direct services to address the problems associated with Family violence in the military. The VAP falls under the FAP within the ACS. The VAP provides comprehensive services to assist and advocate for victims of domestic abuse and PSB to ensure a victim’s easy transition to community resources. The EPC program falls under FAP and provides placement and oversight for eligible children in an EPC Family home who cannot be cared for by their natural Family or legal guardian. The Army EPC program is used at Fort Knox and at OCONUS installations. The VA serves Soldiers and Army Families living on and off the installation in accordance with the program protocol.

1.3 Scope: This contract provides comprehensive services to prevent domestic abuse through advocacy and training; in addition, it provides victim response and advocacy 24/7 to victims of domestic abuse and Families in crisis. VA services to children will be provided on a case-by-case basis in coordination and agreement with the FAP Clinical Supervisor, and the non-offending parent. Victim advocacy services for children and youth to prevent Problematic Sexual Behavior (PSB) in children and youth (CY). This emerging requirement is based on the 1 May 2019 release of Department of Defense Instruction (DoDI) 6400.01, Family Advocacy Program (FAP) by the Office of the Under Secretary of Defense for Personnel and Readiness.

The Contractor shall provide the minimum staffing level of support as detailed in Attachment 6 – Minimum Staffing Level for VAP to ensure that VAs is placed at key Army installations/locations OCONUS to support workload requirements. The workload may fluctuate due to retention, deployment schedules, numbers of deployed Soldiers, and Soldiers separating from military service. The program includes creating resource guides of existing community support resources that can positively support and impact the life of Soldiers, Family members and civilians within the military community in crisis or affected by domestic abuse. The VA shall ensure support service is provided, and proper civilian liaison community contact efforts are maintained to fill gaps in services that are not provided on the installation. The Contract Service Manager shall coordinate and collaborate with installation points of contact (POCs) and serve as support to the IMCOM-Europe G-9 staff related to Domestic Abuse Victim Advocacy (DAVA) and EPC coordination for Soldiers and their Family members. The Contractor shall ensure Contractor personnel are knowledgeable and trained on domestic abuse prevention and response, and Federal, and local regulations.

1.4 Objectives: The Contractor shall provide DAVA and EPC services as following: (See Part 5 Specific Tasks)

• Conduct domestic abuse training and awareness programs to educate Soldiers, Family members and Army civilians.

• Ensure that if an incident of domestic abuse occurs, victims receive the sensitive, confidential, and immediate comprehensive care and treatment they need to restore their health and well-being.

• Ensure that leaders understand their roles and responsibilities regarding the care and treatment of domestic abuse victims.

• Coordinate and conduct community wide EPC awareness programs to recruit Families willing to provide

Emergency Placement services

• Train prospective and current Emergency Placement Families

• Coordinate placements to provide short-term care for eligible children, generally not to exceed 90 days, for Families in crisis until the situation causing placement is resolved.

1.5 General Information:

1.5.1 Quality Control Plan (QCP): The Contractor shall develop and maintain a QCP to ensure services are performed in accordance with (IAW) this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is how it assures that the work provided complies with the requirements of the contract.

The Contractor’s Proposed QCP shall be submitted to the Contracting Officer (KO) through the Contracting Officer’s Representative (COR) for review within thirty (30) days after date of contract award. The plan shall be transmitted to the Contracting Officer’s Representative (COR) and/or Alternate Contracting Officer’s Representative (ACOR), if applicable.

The KO will review and provide approval in writing. All changes to the QCP shall be submitted electronically to the COR/ACOR (if applicable) not later than five (5) workdays before implementation of the change(s). (Deliverable #A001)

The Government will review and either notify the Contractor in writing of acceptance of the plan or return their comments to the Contractor within ten (10) days. If the Government has provided comments, the Contractor shall then have ten (10) days to submit a Final QCP. After receipt of the Final QCP, the Contractor may receive the Contracting Officer’s acceptance in writing. Any proposed changes to the accepted QCP are required to be resubmitted for acceptance by the Contracting Officer no later than ten (10) days prior to the anticipated change and before implementation by the Contractor. The timeline noted above will apply for review and acceptance for proposed changes. At a minimum, the QCP must include and answer the following to be acceptable:

a. A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the Contractor's Quality Control Team.

b. How the Contractor will monitor work to ensure performance complies with all deliverables (etc. timelines, deadlines, and goals).

c. How the Contractor will monitor work to ensure performance complies with all specifications and requirements of the contract, including the contract’s clauses.

d. How the Contractor will monitor and ensure staff qualifications remain current and valid including Department of Defense (DoD) Contractor Personnel Office (DOCPER) processes/approvals throughout contract performance.

e. How the Contractor will ensure all keys issued will remain controlled items (Paragraph 1.7 Key Control).

d. How the Contractor will inventory and track maintenance of all Government Provided Equipment / Materials.

e. How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future; and

f. How the Contractor will file and save all Quality Control related documents for the life of the contract plus five (5) years.

1.5.1.2 The Contractor shall inform the COR of issues or potential issues that might affect the performance within 24 hours of identifying those issues. Verbal reports shall be followed up by written reports within (30) calendar days. (Deliverable #A001).

1.5.2 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract 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 the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closest workday prior to the holiday will apply as the deadline for submittal.

1.5.3.1 U.S. Holidays: The following provides information on recognized holidays for the purpose of the PWS. If submittal of any documentation (e.g. deliverables, submittals, etc.) deadlines fall on a holiday, the closes workday prior to the holiday will apply as the deadline for submittal. Work shall be performed on U.S. holidays occurring during the normal workweek if the VA has on-call duties unless otherwise directed by the Contracting Officer.

New Year’s Day January 1st M. L. King Memorial Day 3rd Monday in Jan Presidents’ Day 3rd Monday in February Memorial Day last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

1.5.3.2 Host Nation Holidays: Work shall be performed on local Host Nation holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. Host Nation Holidays are:

New Year’s Day January 1st Epiphany January 6th Good Friday Varies Easter Monday Varies Labor Day May 1st Ascension Day Varies Whit Monday Varies Corpus Christ Varies Assumption Day August 15th Day of German Unity October 3rd All Saints’ Day November 1st 1st Christmas December 25th 2nd Christmas December 26th

1.5.4 Operating Hours: The Contractor shall consider the unique nature of work in which there are periods the IMCOM- Europe G-9, FMWR Programs, VAP may need to operate on extended hours. These periods may require hours of operation before or beyond normal hours of operation in accordance with mission requirements and defined as “on call” referenced in PWS section 5.2.1. On-call hours include hours outside the regular office hours of 0800 to 1700. Contractor shall establish a core schedule allowing for regular contact with agency staff during office hours as determined by the local installations (Monday-Friday) and in a 30-day period the contractor would work 15 of on-call hours.

1.5.4.1 Place of Performance: Contractor shall provide victim advocacy services at and around surrounding areas (50-mile radius) near Army installations OCONUS (located in Germany, Italy and Belgium) as indicated in Attachment 2. The Contractor shall ensure the Contract Service Manager is located at IMCOM- Headquarters, Wiesbaden, Germany unless an alternate location in Germany is approved by the COR. The Government reserves the unilateral right to change where work is performed under this contract as necessary.

1.5.4.1.1 Contractor Travel: The Contractor shall arrange individual Contractor employee travel. Such Contractor employees shall be accountable solely to the Contractor who, in turn is responsible to the Government. The cost for travel shall be included in the contract price / not separately priced. The contractor shall be required to travel during the performance of this contract to attend meetings, respond to on call emergencies, conferences, and training. The Government identifies Conference travel and local travel to be required to meet the above prescribed contract requirements. The description of each is provided below as well as historical estimations for each respectively.

1.5.4.1.1.1 Conference Travel – This type of travel requires overnight stay or air travel. It will incorporate one weeklong training annually for each employee. It is anticipated that one training event will be conducted Garmisch, Germany. Historical estimations for this type of travel are 4034 miles per year for all 16 staff listed in Attachment 2 – Places of Performance.

1.5.4.1.1.2 Local Travel - The Contractor shall be required to travel within a 50-mile radius of the assigned place of performance as defined in 1.5.4.1 – Place of Performance. Any transportation in the area of contractor’s operation will be required at the contractor’s expense to meet the requirements in the PWS. Historical estimations for this type of travel are 3276 miles per year for 13 Victim Advocates year and 0 miles for the CSM, ALT CSM, and 1 DAVA located at IMCOM-E referenced in Attachment 2 – Place of Performance.

1.5.4.2 Contractor Support Hours: In addition to the operating hours above in 1.5.4, the Contractor shall always maintain an adequate workforce, for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall strive to maintain the stability and continuity of the workforce as this is essential to provide the community with the services covered under this PWS.

1.5.4.3 Installation Closures: When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor shall communicate with the Contracting Officer’s Representative (COR) to coordinate the services and activities to include working away from the office at agreed upon alternate site.

1.5.4.4 Inclement Weather Delay: If the contractor determines unsafe weather conditions determination is approved by the COR for continued operations, the contractor shall notify the COR three (3) hours prior to gain approval of determination.

Upon COR concurrence, the contractor may curtail VAP or EPC services. The contractor shall obtain an approval or agreement of the COR to resume the scheduled activities. The contractor shall coordinate with COR in preparation for and during emergency operations situations such as inclement weather, flood, active shooter, fire, or other emergency situations.

The contractor shall be required to provide all normal services during an emergency response unless otherwise in coordination with the COR, however emergency response requirements will take precedence over normal ACS operations.

1.5.5 Training Holidays: USAREUR-AF has historically granted military personnel training holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or days on day off schedules). Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the Contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.6 Security Requirements: As outlined in Army Regulation 608-18, Contractor personnel performing work under this contract shall have a National Agency Check with Inquiries (NACI) background check and shall maintain the level of clearance required for the life of the contract. A NACI background check is required, including a set of fingerprints taken by law enforcement personnel and processed through the FBI identification check and the State Criminal History Repositories in each State where the individual has resided during the five (5) years prior to hire; an individual installation records check will be conducted in addition to a criminal investigation division records check.

1.6.1 Installation Access: Access to U.S. installations and controlled areas is limited to personnel who meet security criteria and are authorized by Host Nation law to work in that country. Failure to submit required information/data and obtain required documentation or clearances in accordance with Army in Europe (AE) Regulation 190-16 (AE Reg 190-16) Installation Access Control or (AE) Regulation 604-1 for Germany specific contracts, will be grounds for denying access to U.S. installations and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements. Should anything in this paragraph conflict with AE Reg 190-16 or (AE) Regulation 604-1, the regulation takes precedent.

The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements. The Contractor shall return installation passes to the issuing Trusted Agent office when the contract is completed or when a Contractor employee no longer requires access. AE Reg 190-16 (and AE 190-16-G German translation) can be found on the following website:

https://www.aepubs.eur.army.mil/AE-Regulations/

1.6.1.1 Installation Pass Log: In addition, the Contractor shall provide the Contracting Officer, via the COR, an Initial Installation Pass Log within three (3) days after contract award. The log must at a minimum contain the following information: Last name, First Name, Garrison, Sub-community (if applicable). The log shall be updated as employees are added or removed. The Updated Installation Pass Log shall be current and available at any time upon request by the Government and submitted to the COR within five (5) days after any changes to the log (Deliverable #A002).

1.6.1.2 Individual Termination or Expiration of Employment: The Contractor shall collect the installation access passes the same day employment of an individual has expired or has been terminated and shall return them to the issuing office within three (3) days (Deliverable #A002).

1.6.1.3 Contract Termination or Cancellation: Upon termination or cancellation of this contract, the Contractor shall collect all outstanding installation access passes and return them to the issuing office within three (3) business days (Deliverable #A002).

1.6.1.4 Common Access Cards (CAC) and CAC Log: The Contractor shall provide the following information: Last, First and Middle Names, government issued personal identifier (e.g. Social Security Number, Federal Identification Number, or Tax Identification Number), date of birth, primary email address (this email address will be used to contact the individual) and any other necessary information required to obtain a CAC or installation access card, to the COR within thirty (30) after award. The Contractor shall ensure safeguarding of Personally Identifiable Information (PII) and comply with requirements under 1.26.6.

The Contractor shall provide a CAC log within the first thirty (30) calendar days after contract award and within five (5) days after changes have been made (unless circumstances require otherwise and as directed by the Contracting Officer). The COR will provide format and content for the log during the post award meeting. Note: CACs are Government property and must be accounted for. (Deliverable #A003).

1.6.2 Background Checks: Army in Europe (AE) Regulation 604-1 provides guidance pertaining to background checks for U.S. and Host Nation Contractors. A Care National Agency Check and Inquiries (CNACI) and local background checks are mandatory for all who provide services under the Family Advocacy Program (FAP). The Contractor must successfully pass the background checks with no derogatory information regarding issues of spouse and child abuse. Pending background check results, the Contractor shall provide non-sensitive job-related functions such as class preparation, update static displays, and shadow FAP staff for non-sensitive classes/briefs.

1.6.2.1 U.S. Citizen: Contractors that work with or teach youth under the age of 18 years are subject to local and stateside background checks. The Requiring Activity Manager will determine the extent of background checks required. The Contractor employee may begin performance of the contract after receiving a favorable local background check. The Contractor agrees to replace the employee should results of the stateside background check, if required, be unfavorable as determined by the Requiring Activity Manager. The Contractor’s replacement of the employee with the unfavorable background check shall be within a timeframe provided by the Requiring Activity Manager. The Contractor shall also replace employees whose background check, during their tenure of employment, renders them with an unfavorable local or stateside background check, as determined by the Requiring Activity Manager. The Contractor shall forward a copy to the Contracting Officer via the COR and the Requiring Activity Manager of each favorable background check within five (5) days of receipt by the Contractor, identifying such with the appropriate contract number. The Contractor shall forward a copy to the Contracting Officer via the COR and the Requiring Activity Manager of each unfavorable background check within three (3) days of receipt by the Contractor, identifying such with the appropriate contract number. When the Government awards a non-personal services contract directly to an individual, the failure of the individual to provide a favorable background check would be grounds for termination. (Deliverable #A004).

1.6.2.2 Local Nationals and Third Country Nationals Local national and third country national Contractors that work with or teach youths under the age of eighteen (18) years are subject to background checks as determined by the Requiring Activity Manager. As a minimum prior to beginning performance, Contractors employing local national and third country https://www.aepubs.eur.army.mil/AE-Regulations/ nationals shall furnish the Contracting Officer via the COR and the Requiring Activity Manager current documents required for working on a US installation, no later than thirty (30) days after contract award. Forwarding correspondence from the Contractors shall identify the associated contract number. Sample OCONUS wording for work performed in Germany, edit as appropriate for applicable country/countries – “The Requiring Activity Manager will determine the favorability of the Polizeiliche Fuehrungszeugnis and notify the Contractor. The Contractor shall forward a copy of unfavorable Polizeiliche Fuehrungszeugnis to the Contracting Officer via the COR and the Requiring Activity Manager within two (2) days of receipt, identifying such with the appropriate contract number. Local nationals and third country nationals agree to the same employee termination provisions as stated for U.S. Citizens (see paragraph 1.6.2.1 above) same requirements to replace the employee (and within timeframe noted) when results of background check are unfavorable”.

1.6.2.3 Contractor’s Pre-employment screening: The Contractor shall ensure that each individual hired under the contract has a favorable background check. The Contractor’s pre-employment screening shall consist of:

• Review of application / resume (to include employment positions/current position with basis for job transition and documents reflecting any job-related incidents/outcomes or a preemployment screening tool that identifies job/employment history regarding related incidents and outcomes.

• Personal interview.

• Reference checks (minimum of two past employer references)

• Assessment of individual’s eligibility, qualifications, temperament and suitability for work with military Families experiencing Family violence to include children.

• A completed check of the State Child Abuse Registry by using www.nsopw.gov (for those states that authorize this check) and the National Sex Offenders Registry.

• Any negative information discovered during the initial screening process, during re-investigations, or that surface during the continuous evaluation process shall be considered disqualified.

1.6.2.3.1 Once all pre-employment screening requirements have been completed the Contractor shall forward the completed “Pre-Employment” packet to the Family Advocacy Program Manager (FAPM) or government designee at the Installation where services will be provided. The Contractor shall not forward a request for background checks if pre-employment screening reveals mandatory/automatic disqualifying offenses (see 1.6.2.3.4 below). The Contractor shall ensure all forms are complete and legible prior to submission. The packet shall contain:

• IMCOM Worksheet 30A, Work Order Ticket Checklist

• IMCOM Form 30, Background Check Work Order Ticket (Sections III & IV completed).

• DD 2981, Basic Criminal History and Statement of Admission – (Department of Defense Child and Youth (C&Y)

Programs).

• OF 306, Declaration for Federal Employment.

• DA Release/Consent Statement.

• DA Form 5018-R, ADAPCP Client’s Consent Statement for Release of Treatment Information.

• IMCOM Worksheet 29, Child Services SCHR Residency Information Sheet.

• Current resume.

• 2 past employer references check completed with documentation.

• Proof of citizenship (Birth Certificate, Certificate of Citizenship-INS, and Certificate of Naturalization, DS- 1350, FS-545, or FS 240).

• Position Description/Summary of Duties.

• SF 85 (if requested for contractors who RSI Interpol Checks).

1.6.2.3.2 The FAPM (Government Employee) shall review the Pre-Employment packet for legibility and completeness and coordinate with Contractor’s Contract Service Manager (or POC designated by Contractor) to correct any deficiencies and begin processing of background checks IAW local installation procedures.

1.6.2.3.2.1 Email the Contractor within three business days with instructions for the individual to initiate the National Background Investigation Bureau (NBIB) Childcare Tier 1 with State Criminal History Repository Check (SCHR) (formerly called Childcare National Agency Check and Inquiries (CNACI)) or Tier 1 with SCHR (or equivalent TIER investigation http://www.nsopw.gov/ without SCHRs in combination with the SCHR Special Agreement checks) and Interpol checks (as required). The individual must complete Electronic Questionnaires for Investigations Processing (e-QIP) system within 1-2 days of receiving e-QIP link for the TIER 1 investigation and respond to any corrections requested within 1 day. Contractor shall ensure individual’s timely completion of fingerprinting at their nearest Army Installation. The Contractor shall provide the instructions to the individual and direct immediate compliance (within 7 days after being notified by the FAPM). May need to have prints re-taken if prints are unclassifiable. If reprinting is required, individual shall report for re-printing within 3 days of notification. If the individual fails to complete background check requirements within prescribed timelines they will be removed from contract.

1.6.2.3.2.2 Receive the interim suitability adjudication results of the FBI Fingerprint Check and the Installation Records Check and documentation an investigation was submitted on the Background Check Verification Checklist. This will allow the contractor to begin work with children under Line of Sight Supervision. The individual is not cleared to work outside of LOSS until a favorable final suitability adjudication checklist is received showing completion and adjudication of the Tier I w/SCHR.

1.6.2.3.2.3 Receive the results of the final suitability adjudication on the Background Check Verification Checklist and process all background check results in accordance with Army Directive 2014-23 and procedures listed below. The notifications to the Contractor shall be processed as follows:

1.6.2.3.2.3.1 Favorable Interim Suitability Adjudication Background Check Verification Checklist. After completion of the Pre-screening documents, IRCs, FBI Fingerprint Check, and submission of the TIER 1 with SCHRs, the FAPM will provide a copy of the Background Check Verification Checklist to the Contractor within three business days of receiving the results. This checklist will indicate the completion dates of the IRCs and FBI Fingerprint Check and will be used to track the five-year reverification date for the individual’s background checks. The FAPM will also provide a letter to the Contractor that the individual is CLEARED to provide care, in a LOSS Status, under the contract.

1.6.2.3.2.3.2 Favorable Final Suitability Adjudication Background Check Verification Checklist. The FAPM will provide a copy final Background Check Verification Checklist (BVC) documenting the final suitability determination to the Contractor within three business days of receiving the results. This checklist will indicate the completion dates of all prescreening documents, IRCs, FBI Fingerprint Check, and the Tier 1 with SCHR (or equivalent Tier investigation without SCHRs in combination with the SCHR Special Agreement checks) and Interpol checks (as required). The FAPM will also provide a letter notifying the Contractor that the individual is CLEARED to provide care under the contract and does not require LOSS. This letter will be maintained by the FAPM for two years following the termination of the individual’s services.

1.6.2.3.2.3.3 Derogatory Information – If the background checks and/or investigation reveal derogatory information, the Contractor shall be notified if the Department of the Army G-1 Consolidated Services Suitability Cell (CSSC) requires additional information or there is a mandatory disqualifier. Requests for additional information from the CSSC must be responded to within a timely manner (not longer than 10 days). (**Note** The actual background check results are property of the U.S. government and will not be released to the Contractor or anyone else to include the individual). Individuals with any type of derogatory findings or discrepancies will not be authorized to work under this contract until an INTERIM favorable adjudication determination is made by the CSSC. Individuals may be required to provide further information to the CSSC to receive a final adjudication. At any time, the Contractor may elect not to proceed with the adjudication process and dismiss the individual from working under this contract. The Contractor can also elect to proceed with the adjudication process and await final adjudication. Once final adjudication has been made by the CSSC, the FAPM will provide a letter notifying the Contractor of the individual’s status of “suitable” or “unsuitable”. This suitability letter will be maintained by the FAPM for two years following the termination of the individual’s services. All documentation forwarded to the Contractor regarding background checks/investigations and the suitability determination shall be placed into the individual’s file maintained by the Contractor.

1.6.2.3.3 Background Check Reverification Requirements: All individuals are required to reverify IRCs, FBI Fingerprint Checks, and SCHR Special Agreement Checks every five years. The background checks will expire 5 years from the date of the earliest returned background check document. If derogatory information surfaces during reverification that could put children at risk the individual shall be removed from contact with children until case is adjudicated and individual found suitable for continued employment. Individuals will not be authorized to provide services under this contract if any portion of their background checks have expired. Contractor will maintain tracker of when reverification is due for all individuals and will submit, to the FAPM, the following reverification paperwork not later than 90 days prior to expiration:

• IMCOM Worksheet 30A, Work Order Ticket Checklist.

• IMCOM Form 30, Background Check Work Order Ticket (Sections III & IV completed).

• DA Release/Consent Statement (Replaces IMCOM Form 23, Background Check Consent).

• DA Form 5018-R, ADAPCP Client’s Consent Statement for Release of Treatment Information.

• IMCOM Worksheet 29, Child Services SCHR Residency Information Sheet.

• SF 85 (if requested for contractors who RSI Interpol Checks).

1.6.2.3.4 Mandatory / Automatic Disqualification: No person, regardless of circumstances, will be approved to provide services under this contract if the individual has been convicted in either a civilian or military court (to include any general, special or summary court-martial conviction) or received non-judicial punishment under Article 15 of the Uniform Code of Military Justice, of a sexual offense, a drug felony, or any criminal offense involving a child victim. Additionally, an individual that has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or serious injury to a child or dependent person entrusted to the individual’s care, is not eligible to provide care under this contract. Army Directive 2014-23 and DoDI 1402.05 provide detailed information regarding criteria for mandatory disqualification and criteria for presumptive disqualification. Since the completed CNACI process can take up to 18 months, staff may be issued a CAC upon favorable completion of the preliminary investigation and be eligible to begin work. If the CNACI process is completed and the contractor staff are not approved, the CAC will be revoked. The contractor shall notify the COR No Later Than (NLT) three business days if it encounters difficulties with the CNACI process that will prevent it from completing the process.

1.6.3 Physical Security: The Contractor is liable for any damages the Government incurs because of Contractor personnel failing to abide by safety standards and regulations. The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. The Contractor shall secure Government facilities, equipment, and materials under the Contractor’s purview. Contractor personnel shall adhere to facility security policies and restrictions related to Operations Security (OPSEC) requirements. The Contractor shall immediately report suspicious activities to security personnel.

1.6.4 Operations Security (OPSEC) Requirements: The contractor shall develop an OPSEC standard operating procedure (SOP)/plan within 90 calendar days after the contract is awarded, to be reviewed and approved by the responsible Government OPSEC officer, according to AR 530-1.(Deliverable #A035) This SOP/plan 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 will identify an individual who will be an OPSEC coordinator. The contractor will ensure this individual becomes OPSEC Level II certified according to AR 530-1.

All Contractor employees, including subcontractors, shall complete Level I OPSEC training within fourteen (14) days of employment under this contract. Verification of the training shall be provided to the COR within fourteen (14) after completion of the training. OPSEC Level I Training is available at https://learn.atis.army.mil/ Contractor personnel must complete refresher training every twelve (12) months. Verification of the training shall be provided to the COR within two

(2) days after completion of the training. If training cannot be conducted on the website, the Contractor shall coordinate with the COR, who will contact the local OPSEC Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer.

Verification of the training shall be provided to the COR within two (2) days after completion of the training (Deliverable #A005).

1.7 Key Control: 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. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. 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 incidents of lost or duplicate keys to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from payment due to the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the payment due to the Contractor. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized https://learn.atis.army.mil/ persons. 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. Keys shall be surrendered to the Army Community Service Director or designee immediately upon resignation from the position or termination of the contract; whichever comes first. These procedures shall be included in the Quality Control Plan.

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer 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 at no additional cost to the Government.

1.8.1 The Contractor shall attend, participate, keep meeting minutes and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contract Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the Contracting Officer, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the Contractor by the Contracting Officer. The designation letter states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, including Government drawings, designs, specifications, monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of Government property, and coordinate site entry of Contractor personnel.

1.10 Key Personnel: The following personnel are considered key personnel by the Government:

1.10.1 Contract Service Manager: The Contractor shall provide a Contract Service Manager, to include an alternate, who shall be responsible for the performance of the work to include acting as supervisors of contracted Victim Advocates under this contract. The name of this person and an Alternate Contract Service Manager, who shall act for the Contractor when the Contract Service Manager is absent, along with a resume for each of these individuals, shall be provided in writing to the Contracting Officer no later than five (5) days after contract award. (Deliverable #A006). The Alternate CSM will not act as the CSM for more than three consecutive months during a year. The Contract Service Manager and Alternate Contract Service Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Service Manager and/or Alternate Contract Service Manager shall be available between 0800 to 1700.

Monday through Friday and shall respond to any inquiry from the Government the same business day. Urgent requests should be responded to withing a 4-hour window.

1.10.2 Alternate Contract Service Manager: Can be a Victim Advocate IAW 1.27.1.1.

1.11 Identification of Contractor Employees: All Contractor personnel on duty shall wear the Government always provided ACS badge or CAC card as an identification badge on the upper front quadrant of the outer garment when at work.

If wearing of the badge in the designated location should constitute a safety hazard, the Contractor shall designate an alternate location for display of the badge for the employee affected. All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor shall also ensure that all documents or reports produced by Contractor employees are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12 Reserved

1.13 Data Rights: Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall 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.

1.14 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. The Contractor and Contractor personnel shall not divulge, or release data or information developed, or obtained under performance of this PWS, except to authorized Government personnel or upon written approval of the Contracting Officer. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

1.15 Protection of Government and Contract Information: The use of propaganda violates DoD Commercial Use of Imagery Guidelines stated at http://www.defenseimagery.mil/products/dodimagery/commercialuse.html The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.16 Reserved

1.17 Reserved

1.18 Phase In /Phase Out Period: The Contractor shall have a phase-in period prior to contract start date. During the phase-in period, the Contractor shall prepare to assume full responsibility of all areas of operation in accordance with the terms and conditions of this contract. The Contractor shall take all actions necessary for a smooth transition of contracted operations.

During the phase-in period, the Contractor shall as a minimum:

• Recruit, hire and train necessary personnel.

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

• Develop and submit any required deliverable.

• Coordinate and transfer the training plan and pertinent historical information from incumbent staff.

• Initiate staffing requirements, i.e. NACI, CACs, and other activities IAW this PWS

• Obtain necessary SOFA approvals.

The Contractor shall provide a phase-out plan to the Contracting Officer for approval one hundred and twenty (120) days prior to contract completion. (Deliverable #A007). The plan shall describe how the Contractor shall approach the following issues: employee notification, retention of key personnel, 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, and transfer or return of cellular telephones. During the phase-out period, the incumbent shall be fully responsible for operation of contract personnel at all sites. The Contractor shall provide a certified list of all service employees on the Contractor’s and/or subcontractor’s payroll together with anniversary dates of employment to the COR and KO as part of the phase out plan. The Government reserves the right to conduct site visits at places of performance to allow potential offerors to look at facilities, Government equipment available, etc. in conjunction with the solicitation of offers for the follow-on contract. The Contractor shall cooperate to the extent required to permit an orderly change over to the successor Contractor. Regarding the successor Contractor’s access to incumbent employees, the Contractor shall permit a recruitment notice be placed in each facility.

1.19 Reserved

http://www.defenseimagery.mil/products/dodimagery/commercialuse.html

1.20 Reserved

1.21 DBA Insurance Claims: The Contractor shall make timely Defense Base Act insurance claims on behalf of each employee who is injured or killed in the course of their employment under this contract and shall ensure that similar language is in each Subcontract. The Contractor’s Safety Officer shall, in addition to any other duties required to be performed under the contract, perform the following:

a. Make timely Defense Base Act insurance claims on behalf of each employee who is injured or killed in the course of their employment under this contract; and

b. Make monthly written reports to the Contracting Officer, Administrative…