Attachment_25_TL1.2-1_Phase-in_Phase-out_Plan.docx

Fort McCoy, Wisconsin Logistics Base Operations Support Services

TL 1.2-1 PHASE-IN/PHASE-OUT PLAN

Fort McCoy, Wisconsin Logistics Base Operations Support Services

TL 1.2-1 PHASE-IN/PHASE-OUT PLAN

Table of Contents

1. Purpose

2. Scope

3. Definitions

4. General

5. Transfer of Government-Furnished Property

6. Transfer of Real Property

7. Locks, Keys, Personnel Investigations, Access, and Identification Badges

8. Phase-In of Functional Areas

9. Operators of Government Vehicles/Equipment

10. Transfer of Functional Files

APPENDIX I Transfer of Government-Furnished Property

APPENDIX II Inventory and Transfer of Real Property

APPENDIX III Transfer of Locks and Keys

APPENDIX IV Security Plan of Action

APPENDIX V Vehicle and Self-Propelled Equipment Operator Licensing

APPENDIX VI Transfer of Functional Files

1. Purpose. This plan provides basic guidance and procedures for the orderly transfer of government-furnished property (GFP), government-furnished real property, locks and keys, and functional files. Also addressed are the incumbent and succeeding contractor-Government interface, security requirements, equipment operator licensing, and other mission support requirements. The overall objective of this plan is to provide for continued mission support capabilities and maintain strict compliance with property accounting procedures during phase in/phase out.

2. Scope. This plan applies to the incumbent contractor, the succeeding contractor, Logistics personnel, Directorate of Public Works (DPW), and the Contracting Officer and his or her authorized agents.

3. Definitions.

a. Phase-Out. That period of time that will commence up to 30 days prior to completion of the incumbent contractor's performance requirements. This period shall run concurrently with the phase-in period for a successor contractor.

b. Phase-In. That period of time that will commence up to 30 days immediately prior to the date the successor contractor begins base contract performance.

c. Contracting Officer (KO). The Government agent, designated by warrant, who is responsible for executing the contract on behalf of the Government.

d. Contracting Officer's Representative (COR)/Alternate Contracting Officer's Representative (ACOR) . A Government employee selected and designated in writing by the KO to act as her/his authorized representative in administration and surveillance of the contract.

e. Phase-In/Phase-Out Team. A group of designated Government representatives (DGRs), civilian or military, who are assigned the task of facilitating the phase-in/phase-out process.

4. General.

a. The incumbent contractor shall maintain full performance during the phase-out period and permit observation of ongoing efforts by the Government and the successor contractor and its designees.

b. Assigned CORs/ACORs and Government monitors in each designated area will be responsible for ensuring compliance with the Government Phase-In/Phase-Out Plan.

c. A phase-in/phase-out team consisting of representatives of Logistics, Installation Contracting Office (ICO), DPW, and the incumbent and successor contractors will be appointed by name. This team will be responsible for implementing the Government Phase-In/Phase-Out Plan.

5. Transfer of Government-Furnished Property.

a. The DGR shall obtain the signature of the successor contractor personnel authorized to accept accountability for Government-furnished property 10 calendar days prior to the last day of the phase-in period.

b. During the first 15 calendar days of phase-in/phase-out period, Government representatives from Logistics and representatives of the incumbent contractor shall conduct either a joint physical or random sample inventory at each shop stock area according to the schedule prepared by the Logistics Phase-in/Phase-Out representatives.

c. As the inventory is completed in each shop area, inventory balances shall be recorded on the shop stock list. Appropriate adjustments to the extended dollar values for each line and the total dollar value for each shop area shall be entered on each shop stock list. The date of the inventory shall be entered and the shop stock list shall be signed by a representative of the Government and the incumbent contractor. Distribution of the signed document shall be IAW Appendix I, paragraphs 7 and 9.

6. Transfer of Real Property. Logistics personnel shall develop a schedule for the transfer of real property and facilities from the incumbent contractor to the successor contractor. Also included is the transfer of joint-use property IAW Appendix II.

a. A joint inspection inventory between Government representatives, the incumbent contractor, and the successor contractor shall commence 20 days after phase-in begins and conclude prior to phase-in ending.

b. Logistics personnel shall coordinate with the DPW Real Property Office for signature of each building or facility transferred for occupancy by the successor contractor.

c. Upon completion of the joint physical inspection of the real property, the DPW Real Property Office shall obtain the signature of the successor contractor's Property Administrator as acknowledgement of official receipt of the real property IAW Appendix II.

7. Locks, Keys, Personnel Investigations, Access, and Identification Badges.

a. The DPW shall transfer locks and keys from the incumbent contractor to the successor contractor IAW Appendix III.

b. The DPW shall clear the incumbent contractor of locks and keys on or before close of business on the last day of phase-out.

c. In those cases where keys are lost or unaccounted for, locks shall be replaced by the incumbent contractor prior to the end of phase-out.

d. The incumbent contractor shall not be relieved of responsibility for assigned locks and keys until a complete inventory is accomplished.

e. The procedures outlined in Appendix IV shall be followed for contractor personnel security investigations, access to Government information technology systems, Installation access, and contractor-issued identification badges.

8. Phase-In of Functional Areas. The incumbent contractor shall provide space in each major functional area for key personnel of the successor contractor to observe and learn the operation for at least 10 working days during phase-in.

9. Operators of Government Vehicles/Equipment. Contractor- employed operators who are required to operate government-owned or leased vehicles/equipment shall be certified, by the contractor and at the contractor’s expense, as being fully qualified to operate the vehicles/equipment to which they are assigned. See Appendix V of this plan.

10. Transfer of Functional Files. Functional files required to be maintained by the successor contractor shall be transferred IAW Appendix VI.

APPENDIX I

TRANSFER OF GOVERNMENT-FURNISHED PROPERTY (GFP)

1. Transactions involving non-expendable GFP items, except for valid emergencies or as Government-approved, shall be discontinued during the 30 day phase-in/phase-out period of the contract.

2. Logistics personnel will serve as the focal point and provide resources for physical inventory, turn-in, inspection, and transfer of GFP to include establishment of inventory schedules and coordination of phase-in/phase-out effort.

3. The incumbent contractor shall provide the DGR copies of all GFP technical exhibits (TEs) and/or technical library (TL) documents, in triplicate, of Government materials (bench and shop stock, other) for inventory. Material listings shall be by building number in stock location sequence. Sheets shall provide:

a. Stock number (National Stock Number (NSN), locally assigned number, contractor number or part number as applicable).

b. Description.

c. Unit price.

d. Location.

e. Check off space.

4. The incumbent contractor shall provide the DGR non-expendable GFP TEs, in triplicate, by building and shop designation, to include:

a. Stock number (NSN, locally assigned number, contractor-assigned number or manufacturer number as applicable).

b. Description to include manufacturer, model number and serial number if available.

c. Unit price.

d. Check off space.

5. The Phase-In/Phase-Out Team shall provide a proposed inventory schedule prior to the start of the successor’s contract.

6. Government and incumbent contractor personnel shall sign each completed inventory sheet.

7. Inventory documentation distribution and control is procedural and shall be mutually coordinated with all participants. Distribution of completed inventories shall be as follows:

8. Incumbent contractor shall maintain current item balances from time of the inventory through contract completion date by entering receipt and issue information into PBUSE and/or excel spreadsheet formats.

9. Incumbent contractor shall turn-in all non-expendable and expendable GFP to the Installation Property Book Officer (IPBO) using DA Form 3161 and computer generated listings. Distribution, shall be:

10. IPBO shall issue non-expendable and expendable GFP to successor contractor using DA Form 3161and computer generated listings. Distribution shall be:

11. DA Form 3161 distribution shall be coordinated through the DGR.

12. The incumbent contractor, at contract completion, shall provide the DGR a print out of all non-expendable property turn-ins and loss/damage or destruction resolutions during the contract performance period (completed inventory turn-ins shall not be included). The printout shall provide the following information:

a. Stock number (NSN, locally assigned number, contractor assigned number or manufacturer number as applicable).

b. Description to include manufacturer, model number and serial number if available.

c. Unit price.

d. Disposition document voucher number or loss damage and destruction case number as applicable.

APPENDIX II

INVENTORY AND TRANSFER OF REAL PROPERTY

1. The definition of Real Property for this plan is buildings or structures, including installed building equipment that must remain for the building or structure to continue to function for its intended purpose.

2. Logistics will coordinate with the DPW Real Property Office for the transfer of Real Property (sole and joint use) from the incumbent contractor to the successor contractor. The transfer shall be completed during the phase-in/phase-out period.

a. Logistics will coordinate with the DPW Real Property Office to schedule Real Property inspection, inventory, and transfer no later than 1 month prior to the start of the transition period. This schedule will include a listing of the Real Property to be transferred.

b. A joint property inspection and inventory shall be conducted by one representative each from the Logistics, DPW Real Property Office, the incumbent contractor, and the successor contractor beginning on the 20th day of the phase-in/phase-out period. Ten working days will be required to complete this inventory.

c. The DPW Real Property Office will prepare the appropriate forms for signature, for each building transferred.

d. Upon completion of the joint inspection and physical inventory of the Real Property, the DPW Real Property Office will obtain the signature of the successor contractor to acknowledge official receipt of the Real Property.

e. The DPW Real Property office will distribute the signed forms as follows:

(1) Original retained by the DPW Real Property Office.

(2) Copy one to KO.

(3) Copy three to Property Adminsitrator of successor contractor.

(4) Copy four to the Logistics DGR.

APPENDIX III

TRANSFER OF LOCKS AND KEYS

1. This plan has been developed to provide specific procedures transfer of locks and keys signed out by the incumbent for contractor from the DPW Real Property Office to the successor contractor.

2. The following procedures shall be performed by the incumbent and successor contractor as indicated below:

a. The successor contractor shall provide to the COR an appointment letter designating a Key Control Custodian and alternate(s). The appointments shall be provided no later than 3 Government business days (GBDs) prior to the last day of phase-in.

b. The DGR along with the incumbent and the successor Key Custodians will conduct a joint inventory of all locks and keys issued by the DPW Real Property Office. Inventory shall be completed no later than 1 GBD prior to the last day of phase-in, or before the successor Key Custodian assumes duties or the incumbent Key Custodian departs, whichever occurs first.

c. After the joint inventory is completed, the incumbent and successor Key Custodians shall report to the DPW Real Property Office with a letter listing all the locks and/or keys which are missing and/or no longer required by the successor contractor. The letter shall be signed by the incumbent Project Manager. The Contracting Officer shall also be provided a copy of the letter. The letter will provide the following information:

(1) Key number - A 000000

(2) Blank number - Blk - 00

(3) Full name of person(s) who lost the key.

(4) Building/door to which key was assigned.

d. The DPW Real Property Office will adjust all records accordingly and have the successor Key Custodian sign for the locks and keys.

e. Installation keys which are no longer required and/or extra keys, shall be placed on key rings and separated. A tag shall be placed on each ring with the following information recorded thereon.

(1) Key number - All the same

(2) Blank number - In numerical order

(3) Building/door - Where used

f. The incumbent Key Custodian and the Logistics DGR shall determine if any locks should be replaced and coordinate with the DPW Real Property Office.

APPENDIX IV

SECURITY PLAN OF ACTION

PERSONNEL INVESTIGATIONS, ACCESS, AND IDENTIFICATION BADGES

1. This plan has been developed to provide procedures for issuing and clearing contractor personnel, contractor-isssed identification badges, Government-issued identification cards, and Government-issued Common Access Cards (CACs).

2. INDIVIDUALS TERMINATING EMPLOYMENT: The incumbent contractor shall issue clearance papers and ensure that employees who no longer require access to Fort McCoy shall:

a. Turn-in Government-issued personnel identification (ID) cards to Military Personnel Identification Section personnel between 0830-1530, Monday through Friday, Building 2187.

b. Turn-in contractor-issued identification badges to company-designated representative.

c. Notify the Government Trusted Agent to disable employee accounts in the Contractor Verification System (CVS), Army Knowledge On-line (AKO), and turn-in Government-issued Common Access Cards (CACs) to Military Personnel Identification Section personnel between 0830-1530, Monday through Friday, Building 2187.

3. NEW EMPLOYEES:

a. SECURITY

(1) Personnel occupying positions not requiring a security clearance must have, as a minimum, a favorable suitability determination of a National Agency Check with Inquires (NACI) prior to performing work under the contract. The NACI investigation is performed by the Office of Personnel Management (OPM) for the Government. Contractor personnel shall not perform any work under the contract or be issued Contractor identification badges or Government computer access media until the initial favorable suitability determination of the NACI is completed.

(2) The successor contractor shall appoint, in writing, a point of contact (POC) who shall coordinate all NACI actions with the Installation Security Office.

(3) The Installation Security Office will be responsible for initiating the NACI through the Personnel Security Investigation Portal (PSIP); reviewing NACI upon submission by PSIP to OPM for an initial suitability determination; providing notification to the contractor POC of the initial suitability determination results; conducting the final suitability determination of the investigation upon return of the NACI from OPM; providing notification to the contractor POC of the final suitability determination results. Processing of a NACI, initiation through submission to OPM by PSIP, can take up to two weeks.

(4) In accordance with AR 190-11 all individuals designated for unaccompanied access to arms vaults shall complete the Command Oriented Arms, Ammunition, and Explosives (AA&E) Security Screening and Evaluation Record, DA Form 7281, and must have the form available for inspection by the Government.

(5) SECRET level security clearances shall be obtained by completion of SF 86 (Questionnaire for National Security Positions), then forwarding them to the servicing Defense Security Service representative. All personnel shall have the required security clearance prior to assignment to a position requiring a clearance.

b. INFORMATION TECHNOLOGY (IT) SYSTEM ACCESS

(1) Contractor employees who are required to access Government IT systems with machine readable cards within the performance of their duties will be issued the Government CAC in IAW Installation procedures. All contractor personnel with access to Government IT systems must be registered in the ATCTS (Army Training Certification Tracking System) no later than performance of services and must successfully complete the DoD Information Assurance Awareness training prior to IT system access.

(2) The successor contractor shall appoint a POC, in writing, who shall certify on the individual’s CAC application the specific duties of the employee which require Government IT system(s) access. The POC shall coordinate CVS and AKO actions with the Government Trusted Agent

c. INSTALLATION ACCESS. In the past, Government-issued personnel ID cards were recognized as a methd to allow Installation access to contractor employees; the Government no longer issues personnel ID cards to contractor employees. The RAPIDGate Program enables electronic verification of identity and access privileges at Fort McCoy’s access control points. Participation in the RAPIDGate Program is voluntary and at the contractor’s expense. If the contractor does not elect to participate in the RAPIDGate Program, each contractor employee shall be required to obtain an Installation access pass daily. Contractor employees shall plan accordingly and report to work at their scheduled duty time. The contractor may not at any time request consideration as a result of choosing to access the Installation using the day-pass process.

d. CONTRACTOR IDENTIFICATION BADGES. Each contractor or subcontractor shall provide each employee a contractor/subcontractor distinctive photo ID badge, in the format approved by the COR, no later than the performance start date.

4. Incumbent contractor personnel who transfer to the successor contract shall be required to obtain new CACs, new Installation access media (if participating in the RAPIDGate Program), and new contractor-issued ID badges no later than contract performance start date.

APPENDIX V

VEHICLE AND SELF-PROPELLED EQUIPMENT OPERATOR LICENSING

1. Contractor employees assigned to operate either Government-owned/leased vehicles/equipment shall be certified, by the contractor and at the contractor’s expense, as being fully qualified to operate the vehicles/equipment to which they are assigned.

2. The contractor shall ensure only employees who maintain a valid State Driver’s License operate Government vehicles.

3. The contractor shall ensure employees have and maintain a State Commercial Driver’s License (CDL) for operation of vehicles in accrodance with State Law. The contractor or employee shall be responsible for all costs associated with obtaining or maintaining CDLs.

4. The contractor shall ensure each employee demonstrates knowledge that a given vehicle or piece of equipment can be operated safely, effectively, without harm to themselves or others, and without damaging the vehicle or piece of equipment or surrounding structures and grounds.

5. A roster of all drivers/operators, and types of vehicles/equipment they are qualified, certified, and/or licensed to drive shall be submitted to the Contracting Officer, COR, and DGR no later than 2 GBDs prior to the performance start date.

APPENDIX VI

TRANSFER OF FUNCTIONAL FILES

1. The incumbent contractor is accountable until relieved of functional files. Files that are to be transferred using these procedures are all records, files, documents, and working papers, both hard copy and electronic, provided by the Government and/or generated by the Contractor during performance of the contract The procedures to be followed are:

a. DGRs who are responsible for the files will list those files on a DA Form 3161.

b. An original DA Form 3161, plus three copies, shall be prepared for each contractor. The DA 3161 may list an attached listing of files to be transferred. The signature line and date of transfer shall be signed by the contractor and the DGR indicating all files that were requested have been transferred.

c. In areas where the contractor maintains records pertaining to receipt and/or shipment of classified materials, the responsible Government representative will furnish the incumbent contractor a release of accountability document when the files transfer has been completed.

d. The transfer of files will be conducted during phase-in/phase-out in the area where the files are maintained. As the transfer is accomplished, the DGR and the successor/incumbent contractor representative, as appropriate, shall sign in signature block of the DA 3161. The successor contractor's representative must possess the required security clearance before signing for and accepting classified files.

e. Distribution of the DA 3161 shall be as follows:

Original KO One Copy COR One Copy Government Representative