G4_Cemetery_Maintenance_RFQ_Amendment_2.pdf

0010962479-0003

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to revise the Performance Work Statement (PWS), revise the Performance Requirements Summary (PRS), provide answ ers to vendor submitted Requests for Information (RFIs), revise Addendum to 52.212-1 Instructions to Offerors -- Commercial Items, and extend the quote due date until 11:00 AM EST on 7 June 2017.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 47

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 23-May-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W911SD-17-T-0070

X 9B. DATED (SEE ITEM 11)

17-Apr-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

23-May-2017

CODE

MICC - WEST POINT

681 HARDEE PLACE

WEST POINT NY 10996-1514

W911SD 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W911SD-17-T-0070

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 31-May-2017 11:00 AM to 07-Jun-2017 11:00 AM.

The following have been added by full text:

RFIS

3.3 – Will Water bibs be fixed in a timely manner to facilitate watering?

WPC: The issue is not the water bibs themselves; it is the plumbing infrastructure underneath the ground. Currently, this repair is not funded.

If not will the contractor be responsible for providing Watering Truck and pump or other method to reach all sections of cemetery?

WPC: The contractor will be responsible for providing the north side of the cemetery with water during the growing season (between April and November of each service year).

3.4 – What shape does the government expect equipment to be in at the end of 5 years? If breaks down who fixes equipment and who pays for parts etc.?

WPC: Per the contract, the Contractor is provided GFE. If used and maintained properly, the Government feels the equipment has another five (5) years of use.

If the equipment breaks down and is unfixable who replaces the equipment? i.e does Contractor have to supply or lease new equipment.

WPC: Per the contract, the Contractor will have to establish a contingency plan to perform regular cemetery duties in the event of equipment failure. The contingency plan could consist of the renting, replacement, or re-purchasing of failed machinery.

3.5.1 – Headstones – What date is used for installation time? Delivery or approval date? Any possible exceptions to install date due to holidays, rain, snow, etc? Are stones ordered and expected to be installed and inspected over the winter months when cemetery frozen and snow covered?

WPC: All Government provided headstones and niche plates have to be installed within a ten (10) day period. The grace period starts after the Government has inspected newly delivered headstones for accuracy. The Government does not expect the Contractor to install headstones during the winter months (December thru April).

3.5.2 – With new Crypts who transports caskets? Are Grave liners needed? Is Training required or will it be provided?

WPC: The government will conduct casketed graveside services at the actual site. We will not utilize the “Committal Shelter” concept for caskets. All casket burial plots in Section XI will have preplaced double depth crypts. Each crypt will have a bottom and top chamber. Training will be provided for existing contractor only. Upon the completion of Section XI, the Government will be supplied with necessary equipment to perform lowering within the crypts. All equipment will be sub hand receipted to the current Contractor.

4.1 – Supply chairs or use existing chairs? Who inspects chairs? Safety equipment required? (hard hats, eye protection etc.)

WPC: The Contractor will supply no more than thirty (30) chairs for funeral service. By default, the contractor will place ten (10) chairs for a standard committal set up. An exception request to increase the number of chairs and tents can be approved by the Cemetery Director no more than five (5) days before the scheduled service. Safety equipment is a requirement and is supplied by the Contractor.

5. – What do you mean by turf renovation and grading? Close areas by section? Remove and replace headstones or just fill in sunken areas and seed areas with distressed turf due to damage etc.?

WPC: Turf renovation means if the turf has not been adequately established on a grave, it will have to be renovated. If an area of turf has been altered due to funeral traffic or gravesite set up, it will need to be repaired by means established within the contract. Due to the lack of vault requirement within sections I thru 36 (with the exception of XI), graves will settle over time. Improper tamping and leveling of newly excavated areas could possibly yield an area that sinks. It is the responsibility of the Contractor to police and identify these areas for repairs that could include the reseeding of said area and/ or refilling and tamping new soil. There’s the possibility that a sunken grave may affect the posture of a headstone. If the headstone is a government provided headstone, the Contractor is required to reposition that headstone within the government regulated height requirements. If the affected stone is a privately purchased headstone, the condition will require reporting to the COR.

5.4.2.4 – OSHA – is a NY pesticide license required? Does West Point have chemical Inspections (random)?

WPC: Yes, The Contractor will be certified/licensed to fertilize according to state and local law. The Contractor shall notify the COR in advance of the date of application. Once application is complete, the Contractor must provide the COR a copy of the record after the end of each application.

5.5.1 – Headstone Maintenance – does it matter if we choose a “means and method” of cleaning (one time) annually or weekly or monthly every stone and monument?

WPC: Per the contract, each headstone will be cleaned every year. How it will be done is up to the contractor.

What happens in the winter? Responsible for cleaning during winter? If so how?

WPC: The Contractor will use judgement. Historically, headstones are cleaned during the warm months.

D2 – cleaner just on sandstone markers or all stones and monuments? D-2 is very expensive.

WPC: The use of D2 is recommended, not a requirement. A chemical such as D2 is used for sandstone markers only. The Government wants to insure that historical headstones are not ruined during the cleaning process.

5.5.1.2 – Raise and Realign – 1200 annually?

WPC: Yes, 1200 headstones will be raised annually.

How many actual government headstones?

WPC: As of May 22, 2017, we have 3,485 government headstones

Do we touch collared headstones?

WPC: The Government does not expect the Contractor to raise and realign collared headstones

Because of terrain how to align? Pleasing to the eye? Do we touch the historic or sandstone headstones?

WPC: Per regulation, headstones need to be aligned at the height between 24”-26”.

Random sampling for inspections by government will occur on the cemetery as a whole (95% acceptable rate as per QASP) or just 95% of the stones the one we touched and reported to you?

WPC: The Contractor will only be accountable for the work they performed. Random inspections will take place in all areas the Contractor has chosen to raise and realign per yearly requirement.

5.5.1.5 – Destroying stones – how to dispose? Where stored? How are they stored? How are they to be destroyed? There are no full body holes left to put the broken headstones?

WPC: All government headstones marked for disposal will be broken down into pieces small enough that the headstone is not recognizable and placed in a government provided trash receptacle. Best practice entails destroying headstones immediately. If stones cannot be destroyed immediately, the stones can be stowed underneath a tarp within the fenced area of the maintenance area.

5.5.2 – Seed or sod for graves – how to sod with such a small area (40sqft) not feasible to buy and sod farms won’t sell so little an amount WPC: Per the contract, the Contractor has a choice to use either sod/ seed.

How to dispose of leaves, limbs etc.? What to do with grave spoils (extra dirt)?

WPC: The contractor is responsible for the disposal of leaves/ limbs. Additional area will be available for the placement of grave spoils.

Only two fertilizations a year? Fertilizer dates should include a fall fertilization? Lime twice a year or based on a soil test? What herbicides or pesticides required and how often applied? Really helps for you to make schedule so we are all bidding on same amount and frequency of applications.

WPC: The government adjusted their PWS to show fertilization two (2) times per year. The contractor shall fertilize grass in accordance with current regulations and statutes, including specifically the most current authorized version of Paragraph 5-3, DA PAM 290-5, and any successor regulations. The Contractor shall apply turf fertilizer and lime according to manufacturer’s instructions so that distribution is uniform, without damaging flowers, shrubs, trees, or lawns. Lime application should only be applied after a soil nutrient analysis and pH test have been completed, typically in the autumn months. The Contractor shall make applications of fertilizer (8%nitrogen – 8% phosphorous – 8% potash) and lime in accordance with manufacturer’s label. The Contractor shall also maintain a daily record of concentration per acre, approximate number of acres covered, trade name of product, manufacture, and Environmental Protection Agency (EPA) Registration Number. The Contractor can use fertilizer with phosphorous as a starter fertilizer but not an established turf.

5.5.2.3 – Water entire cemetery? In Hot weather do we water all day throughout cemetery? (i.e Close sections?)

How do families or tourists walk around? Who is responsible if turf dies in areas we can’t water because of tourists or now working bibs especially on a very hot 3 day weekend?

WPC: The West Point Cemetery has hose bibs scattered throughout the cemetery. Currently, there is no cemetery wide irrigation system. The Government recommends the Contractor to use a water tank to water areas where a hose bib is not available/operational. The Contractor is responsible to perform their regular duties per the contract specifications. It is not the Government’s responsibility to instruct the Contractor when and how to irrigate the area; especially during the summer months.

The West Point Cemetery has its share of visitors on the cemetery grounds all year around. Unless it is special event or a funeral; the Contractor will continue to perform normal work duties.

5.6.1 –Can we work during services in cemetery? How long are the services? If we have to shut down for two hours during every service and then reconvene when the service is complete that could be 400 hours of down time due to the services. That's 2000 + man hours a year during the busiest times when men are just waiting for services to finalize. Is this correct that we are not allowed to run equipment during service times starting 15 minutes before family arrives?

WPC: Work can be performed during funerals; as long as its quiet work (i.e. raise and realign, headstone installations, or weeding/ edging). The Government does not expect the Contractor to stop work during funerals. However; the Contractor needs to practice good judgement when assigning work during funerals (paying attention to noise levels).

What should the graves look like when finished backfilling the next day?

WPC: Graves will be closed immediately following the gravesite service and prior to the close of business on the day of the interment. When filling graves, earth will be thoroughly tamped in layers not to exceed one foot. Care will be taken to tamp all voids surrounding the burial case to reduce subsequent ground settlement. Graves will be squared evenly around the perimeter of the gravesite, raked clean of all debris, dressed and floral arrangements will be neatly arranged upon completion of the closing. Sod/seed will be carefully placed on the grave when available. Graves must be watered daily to ensure the sod takes or germination of the seed occurs. Sunken graves will be filled level with the adjacent gravesites and care will be taken to preserve the integrity of all gravesites.

Who provides shoring for graves site excavations?

WPC: Shoring will be supplies by the Contractor.

5.6.1.3 – If there is a change of the tent, service etc. the morning of the service after we setup who is responsible and how much time are we given?

WPC: Changes to service locations will be communicated to the Contractor at least 24 hours prior to the scheduled service. If unforeseen changes occur at the last minute (i.e. weather), the Contractor will be given adequate time to make any changes necessary.

If the graves are top soiled and seeded and say in two weeks later we have a new grave that is next to it and we drive over it to get to the new grave and the turf has to be re-done, Does the 60 days start over to establish turf?

WPC: The answer to this particular scenario would be yes, the (60) days rule would restart again for any turf that is repaired as a result of site preparation for funeral.

What about graves in the winter and establishing turf?

WPC: During the winter, dormant over-seeding can establish cool season turfgrass.

5.6.3 – What is a disinterment? How many a year are conducted on average? What does it mean no expense to government/ contractor expense?

WPC: The definition of disinterment is to take out of the place of interment; exhume; unearth. The Government does not fund disinterments. If a family were to receive permission from the Government for a disinterment to take place, the primary next of kin would coordinate directly with the Contractor to establish a price and method of payment to perform disinterment.

5.6.5.1 – Do you random sample the grass height? How do you cut and trim everything when you’re not allowed to work during funerals or services which occur daily? Does all weed whacking have to be completed within 24 hours of mowing?

WPC: The Government reserves the right to perform random samplings of grass growth. Inspection efforts will be performed under reasonable weather conditions. All trimming and finishing touches will be performed (24) hours after a particular section in the cemetery has been mowed. Please see PWS, paragraph 5.3.4.2.

Do we need recycling mowers or rear discharge mowers? Can the cemetery be mowed in sections or is the entire cemetery inspected at once?

WPC: The Government requires the grass to be mowed and maintained at a height as stated in the PWS. The Contractor is responsible for establishing a mowing schedule and will determine the best piece of equipment to perform the work.

5.6.5.3 – Can we seed instead of using sod? Sod isn’t practical.

WPC: The Contract gives an option, Sod or seeding.

5.6.5.7 – What is included in the snow removal? Are we responsible to “deice” the granite walkway around the columbarium? It ices very quickly due to drainage issues and can be a safety concern every day for patrons.

WPC: The Contractor shall conduct snow and ice removal into and out of each building on the cemetery grounds including Building 329, Building 697, Old Cadet Chapel (Building 698), Columbaria Entry, restrooms, cemetery pathways, and along the walkways of the outdoor Columbaria walls. The Contractor shall ensure that these entryways/pathways are safe and free from public hazard due to snow and ice. The Contractor shall ensure snow/ice covered trails are dressed with stone dust or sand to ensure they are safe and do not create a public safety hazard.

Magnesium chloride will be used on concrete walkways to minimize damage to wildlife, vegetation and walkways (see PWS, paragraph 5.3.4.7).

5.6.5.7 Are all these Reports required Monthly and mandatory –

Vehicle And Equipment Service Reports: WPC, Yes Daily Work Logs Of Tasks: WPC, No (Encourage) Headstone Cleaning: WPC, Yes Raise And Realign Report: WPC, Yes Monthly Outlook: WPC, Yes Headstones Install And Destruction Log: WPC, No (Encourage) Headstone Delivery Log: WPC, No (Encourage) Quality Control Log: WPC, Yes Monthly Billing Report (Review): WPC, No (Encourage) Incident Reports: WPC, Yes Headstone Discrepancy Report (Damaged, Wrong Order, New): WPC, No (Encourage) Gravesite Repair Ledger: WPC, No

Do we get compensated for special ceremonies, services or work required on the weekend or Holidays?

Sometimes they are requested by Commandant? We can’t estimate and there is also no extra clin for weekend and holiday (i.e. no OT) WPC: Please include weekend/ holiday hours in your bid proposal.

Technical exhibit #3 – Is this an accurate total headstones and monuments (6800)?

WPC: As of May 22, 2017, we have 6,152 monuments on the cemetery grounds. This total does not include niche plates from the Old Cadet Chapel or Wall columbarium.

Technical Exhibit #3-Raise and Realign – Is it 1020 or 1200 headstones per year? How many actual government headstones?

WPC: The new contract raise and realign requirement is 1,200 headstones per year.

Technical Exhibit #3-What Does Turf renovation for 11-12 acres mean?

WPC: Within the cemetery boundaries of 12 acres, turf renovation may be necessary to perform.

Exhibit #4 – Does this total include the columbarium wall cremations or just in the ground interments?

WPC: The totals include both casket/ cremation funeral services.

The following have been modified:

ADDENDUM TO 52.212-1

In addition to pricing, quoters must submit for evaluation (see FAR Provision 52.212-2) a capabilities package demonstrating the quoter's capability of accomplishing the specific tasks listed in Part 5 of the Performance Work Statement (PWS). Quoters must also submit past performance information for recent and relevant work. Past performance information shall include the following information for each reference submitted: Company Name, Point of Contact, Phone Number, Email Address, Contract Number (if applicable), Project Title, Description of Work Performed, Value of Contract, and Dates of Performance. As required in DFARS 213.106-2-70, the Past Performance Information Retrieval System-Statistical Reporting (PPIRS-SR) will be used for past performance evaluation (see DFARS Provision 252.213-7000). Quotes must be submitted via email to christa.j.mitchell.civ@mail.mil. Hardcopies (mailed or hand carried) will not be accepted. Faxes will not be accepted.

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

West Point Cemetery, G4, United States Military Academy Part I

General Information

1. GENERAL: This is a non-personal services contract to provide West Point Cemetery Operations and Maintenance. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor personnel.

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 West Point Cemetery Operations and Maintenance, as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS and contract.

1.1.1. The West Point Cemetery Operations and Maintenance contract is one of the most rewarding contracts to fulfill on West Point. Our program goals is to maintain National Cemetery Standards as outlined by The Office of Army Cemeteries. The success of this contract is dependent of the Contractor’s Quality Control Plan.

1.2. Background: West Point Cemetery is the country’s oldest Army post cemetery, established in 1816, with burials throughout dating back to 1782. It marks the final resting place for more than 9, 200 decedents, including those who fought in the Revolutionary War to the most recent activities of our military. WPC continues to offer a final resting place for Academy graduates, Cadets, staff and faculty, and their family members, burying approximately 150 veterans or their family members per year. In order to preserve this as a National Treasure, it is necessary to keep the West Point Cemetery grounds to the highest standard to Honor the Fallen.

1.3. Objectives:

Maintain the grounds of the West Point Cemetery in accordance with Army Regulations and National Cemetery Standards (see section 6).

Prepare gravesites in a respectful manner in accordance with Army Regulations and National

Cemetery Standards (see section 6).

Raise and realign headstones, as well as place new headstones property. Clean and maintain headstones and monuments.

1.4. Scope: Services include operation and maintenance of the Cemetery grounds, to include turf management, preparation and closure of gravesites, and maintenance and cleaning of headstones/ monuments. The Contractor shall accomplish these services in accordance with Army Regulations and National Cemetery Standards.

1.5. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12 month option periods.

Phase-In: Seven (7) calendar days Period Base Year: 12 month Period

Option Years: Four (4) 12 month Option Periods

1.6. General Information

1.6.1. Quality Control: Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements).

1.6.1.1. Quality Control Program: The Government is committed to a highly interactive relationship between quality control by the Contractor and quality assurance by the government recipient of services. This relationship shall be achieved through an effective Prevention Based Quality Control Program dedicated to ensuring the best possible products and services to end users. The Contractor shall provide their final written Quality Control Plan (QCP) no later than (NLT) within five (5) days of any proposed changes. Approval or disapproval of the QCP shall be provided to the Contractor with two (2) days of contract award. After approval of the quality control plan, the contractor shall receive the contracting officer’s approval, in writing, of any proposed changes to his QC system.

Approval or disapproval shall be provided to the Contractor within three (3) days of submission.

1.6.1.1.1. The Contractor’s quality program shall demonstrate its prevention-based outlook by meeting the objectives stated in the PWS throughout all areas of performance. The QCP shall be developed to specify the Contractor’s responsibility for management and quality control actions to meet the terms of the contract. The QCP as a minimum shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

1.6.1.1.2. Upon the request from the COR, the Contractor has twenty four (24) hours to respond by electronic mail.

The Contractor shall provide, all reports generated as a result of the Contractor’s quality control efforts. This shall include any summary information used to track quality control, including any charts/graphs.

1.6.1.1.3. The Contractor’s QCP shall be incorporated into and become part of this contract after the plan has been accepted by the KO. Proposed changes made after KO acceptance shall be submitted in writing through the COR to the KO for review and acceptance prior to implementing any revision. The Contractor’s QCP shall be maintained throughout the life of the contract and shall include the Contractor’s procedures to routinely evaluate the effectiveness of the plan to ensure the Contractor is meeting the performance standards and requirements of the contract.

1.6.1.2. Contractor Discrepancy Report (CDR): When the Contractor's performance is unsatisfactory, a CDR will be issued. The Contractor shall reply in writing within five (5) work days from the date of receipt of the CDR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.6.1.3. Quality Assurance: The COR 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 COR 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 minimum acceptable defect rate(s).

When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.6.2. Property Management System: The Contractor shall establish a system to manage Government Furnished Equipment (GFE) in its possession to control, use, preserve, protect, repair and maintain. The Property Management System (PMS) must be adequate to satisfy the requirements of Property Management in accordance with (IAW) FAR clause 52.245-1 Government Property.

1.6.3. Recognized Federal Holidays: The Contractor is normally not required to perform services on recognized federal holidays. However, that requirement is subject to mission execution requirements. The recognized federal holidays include:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Washington’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6.3.1. When a holiday occurs on a Saturday, Federal employees are normally granted the previous Friday as the holiday observance. When a holiday occurs on a Sunday, Federal employees are normally granted the following Monday as the holiday. The contractor shall work on the days the Government is scheduled to work.

1.6.3.2. When an unforeseen installation closure occurs on a regularly scheduled day of work, the Contractor will have the following options:

1.6.3.2.1. Reschedule the work so it is performed the following day unless the following day falls on a weekend.

1.6.3.2.2. Reschedule the work on any day that is mutually satisfactory.

1.6.4. Hours of Operation: The Contractor shall be responsible for providing services, between the hours of 8:00 AM to 4:30PM EST Monday through Friday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings or similar government directed facility closings. The Contractor shall 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 for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract. No overtime (OT) or compensatory time (CT) is authorized. Contractor personnel shall not exceed a 40 hour work week; flexible work schedule may be considered.

1.6.5. Place of Performance: IAW PARC Policy Alert 14-33, Homeland Security Presidential Directive 12 (HSPD-12) issued 31 Dec 13, The Contractor shall have routine access to Government-controlled facilities. The work to be performed under this contract shall be accomplished at the West Point Cemetery including building 329 “Old Caretaker’s House” and building 689 “Old Cadet Chapel”.

1.6.6. Security Requirements: The Contractor personnel shall have access to the entry of West Point. The Contractor will handle information that is non-classified within ten (10) days of contract award, and must maintain the level of security required for the duration of the contract. The security requirements are in accordance with the attached DD254. Contractor personnel shall comply with all applicable security and safety regulations, guidance, and procedures, including local, referenced in this PWS and in effect at the work sites. All personnel must meet requirements IAW DODD 8570.

1.6.6.1. (Include details for 1.6.6) A, 2) Exact office location, 3) Documents required, 4) include the applicable data systems, JPAS, eQuip, etc, and 5) the website. Ensure we provide them with sufficient Phase-In days to obtain clearance. The current process to apply for an industrial personal security clearance is as follows:

a. Originate the request through your Contractor Company Facility Security Officer (FSO) based on bona fide contractual occupational requirement. Individuals cannot apply for a personnel security clearance application on their own. The security clearance process begins when a company determines that an employee or candidate for employment requires a personnel security clearance to access classified information in order to perform the duties of his or her position. If the applicant has never held a personnel security clearance, or if their previous clearance was terminated more than 24 months ago, this is referred to as an initial clearance. The employee must complete an

Electronic Questionnaire for Investigations Processing (e-QIP), signature pages and submit fingerprints electronically for all initial investigation requests.

b. Requests for clearances are sent to the Personnel Security Management Office for Industry (PSMO-I) which can issue interim clearances for industry personnel on behalf of the DoD and User Agencies under the National Industrial Security Program. The kind, or type, of investigation conducted depends on the access level that the individual is required to have to perform his or her official duties. For access to CONFIDENTIAL or SECRET information, a National Agency Check with Local Agency Checks and Credit Check (NACLC) is completed. For access to TOP SECRET or Sensitive Compartmented Information (SCI) information, a Single Scope Background Investigation (SSBI) is required.

Average Investigation timelines (days) for FY15 were as follows:

NACLC: 75

PHASE/SSBI -PR: 230

SSBI: 177

c. Upon the completion of the background investigation, DoD Adjudications Facilities adjudicates the case. The adjudicator considers the following factors when evaluating an individual's conduct:

1. The nature, extent and seriousness of the conduct

2. The circumstances surrounding the conduct, to include knowledgeable participation

3. The frequency and recency of the conduct

4. The individual's age and maturity at the time of the conduct

5. The extent to which participation is voluntary.

6. The presence or absence of rehabilitation and other permanent behavioral changes

7. The motivation for the conduct

8. The potential for pressure, coercion, exploitation, or duress; and

9. The likelihood of continuation or recurrence of the conduct Each case is judged on its own merits and the final determination is the responsibility of the specific department or agency that adjudicates the clearance eligibility. Any doubt regarding whether access to classified information is clearly consistent with national security must be resolved in favor of national security.

d. Personnel Security Clearances must be kept to an absolute minimum based on contractual needs; for more information please visit http://www.dss.mil/psmo-i/indus_psmo-i_process_applicant.html.

e. Safeguarding For Official Use Only (FOUO) Information. During normal duty hours, the Contractor shall place information determined to be FOUO in an out-of-sight location, if visitors, casual traffic, and other non- Government/Non-Contractor personnel have access to the work area. During non-duty hours and at the close of business, the Contractor shall store FOUO records, so as to preclude unauthorized access. The transmission, termination of, and disposal of, FOUO documents will be consistent with Army Regulations (AR) 380-5, Protection of FOUO, Information and Installation Policy.

f. Network Access. Contractor personnel requiring access to Government-owned computer networks must obtain the proper background level of investigations, with favorable results, at the Contractor’s expense, prior to being issued a user identification and password IAW AR 380-67 and AR 380-5. Additionally, Contractor employees and associated subcontractor employees must complete the DoD IA, Information Awareness training, before issuance of network access, and annually thereafter.

g. Accounting for Common Access Cards (CACs) for Contractor Personnel Departing

CAC Issuance and Revocations: DoDI 5200.46, September 9, 2014

A CAC will not be issued (or maintained) by a person if there is a reasonable basis to believe, based on the individual’s criminal or dishonest conduct, that issuance of a CAC poses an unacceptable risk.

a. An individual’s conduct involving questionable judgment, lack of candor, dishonesty, or unwillingness to comply with rules and regulations can raise questions about his or her reliability or trustworthiness and may put people, property, or information systems at risk. An individual’s past criminal or dishonest conduct may put people, property, or information systems at risk.

b. Therefore, conditions that may be disqualifying include:

(1) A single serious crime or multiple lesser offenses which put the safety of people at risk or threaten the protection of property or information. A person’s convictions for burglary may indicate that granting a CAC poses an unacceptable risk to the U.S. Government’s physical assets and to employees’ personal property on a U.S.

Government facility.

(2) Charges or admission of criminal conduct relating to the safety of people and proper protection of property or information systems, regardless of whether the person was formally charged, formally prosecuted, or convicted.

(3) Dishonest acts (e.g., theft, accepting bribes, falsifying claims, perjury, forgery, or attempting to obtain identity documentation without proper authorization).

(4) Deceptive or illegal financial practices such as embezzlement, employee theft, check fraud, income tax evasion, expense account fraud, filing deceptive loan statements, or other intentional financial breaches of trust.

(5) Actions involving violence or sexual behavior of a criminal nature that poses an unacceptable risk if access is granted to federally-controlled facilities and federally-controlled information systems. For example, convictions for sexual assault may indicate that granting a CAC poses an unacceptable risk to the life and safety of persons on U.S.

Government facilities.

(6) Financial irresponsibility may raise questions about the individual’s honesty and put people, property or information systems at risk, although financial debt should not in and of itself be cause for denial.

(7) Deliberate omission, concealment, or falsification of relevant facts or deliberately providing false or misleading information to an employer, investigator, security official, competent medical authority, or other official U.S.

Government representative, particularly when doing so results in personal benefit or which results in a risk to the safety of people and proper safeguarding of property and information systems."

Compliance with HSPD-12: On 07 Mar 14 the Secretary of the Army published Army Directive 2014-05, which establishes HSPD-12 investigative and adjudicative policy and procedures to support credentialing determinations for the issuance of CACs to eligible Army Contractor personnel. HSPD-12 mandates a Government wide standard for secure and reliable forms of identification issued by the Federal Government for physical access to federally controlled facilities and/or logical access to federally controlled information systems. The CAC is the DoD federal personal identity verification credential.

The purpose of security screening is to ID those persons who may pose a threat to good order and discipline on Fort Bragg by either denying them access or placing restrictions on their movement. The following criteria will be used as a guideline for determining denial of access to Fort Bragg:

(1) (U) Any record of a felony conviction for a crime (includes murder, rape, sale of illegal drugs, grand theft, arson, and kidnapping).

(2) (U) Three or more misdemeanor convictions within the past five years (includes assault, theft of $500 or less, and excludes traffic violations).

(3) (U) VCC personnel will NOT relay the source of the information to the visitor (e.g. visitors will not be told that the information comes from the Bars and Suspension List or from NCIC screening). Subjects are not authorized to view the information under any circumstances.

(4) (U) The SC is the final approval authority for any adjudication request for access denial.

If CTRs meet access control standards of Army Directive 2014-05 (Policy and Implementation for Common Access Card Credentialing and Installations Access for Uncleared Contractors, dated 7 Mar 14) then DoD Consolidated Adjudications Facility (CAF) will conduct centralized adjudications of favorable HSPD-12 background investigations. The DoD CAF will forward investigations that cannot be favorably adjudicated to the Defense Office of Hearings and Appeals (DOHA) for a final credentialing determination. The Contractor shall complete the Updated Personal Identity Verification of Contractor Personnel for Common Access Cards (CACs) form contained as Technical Exhibit H which will be provided to the COR NLT the 10th day of each month.

The Contractor shall immediately report any lost CAC or Government issued identification cards to the COR and Military and/or DoD police agencies. The Contractor shall immediately collect the CAC and other Government issued forms of identification upon termination of employee, or at the end of the contract performance period. The CAC and other Government issued forms of identification shall be returned to the COR within one (1) hour of employee termination, or at the end of contract performance period, whichever comes first. Final payment may be delayed if Contractor fails to comply with these requirements.

(1) In the event a contractor employee separates without advance notice (either quits or is terminated), the contractor shall immediately notify the Trusted Agent (TA) who will ensure CAC permissions are revoked the same day. In various instances a contractor employee may not be on task (working) due to furloughs, suspensions pending the outcome of an investigation, or the contract reaches the end of the period of performance (POP) and renewal is anticipated but not yet complete. During these occurrences, the TA or a representative from the contractor (TA’s choice) will collect and retain the CACs of the affected contractor personnel residing in the local area however;

CAC permissions will not be revoked in the Trusted Associate Sponsorship System (TASS). Collecting CACs however, may not be feasible for contractor personnel located in remote locations. When contractor personnel return to work under the contract, they will retrieve their CAC from the responsible party who collected it.

(2) The contractor shall include a monthly report listing contractor employees who departed during the previous month and the date their CACs were turned in using the format listed below.

Employee Name

Contract Number

TO

Number

Company Name

Office Symbol

TA

Name

Termination Date

Date CAC returned to RAPIDS Site

Remarks

Physical Security Plan. This portion of the Contractor’s security program shall address physical security aspects associated with contract performance and describe how the Contractor shall prevent unauthorized access, vandalism, pilferage, larceny, sabotage, and arson directed toward Contractor-controlled facilities and Government Furnished Property (GFP). The following regulations shall apply when developing the physical security plan: ARs 190-11, 190-13, and 190-51; Department of Defense (DOD) 4500.9-R, and Department of Defense Instruction (DODI)

5100.76 and DODI 5220.22, and applicable Fort Bragg regulation or policies. The Contractor shall develop and implement a physical security plan in accordance with AR 190-13.

Key Control. The Contractor shall include in the physical security section of the Contractor’s security program a key control plan IAW applicable regulations, policies and directives ensuring keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The key control plan shall include requirements of AR 380-5, Fort Bragg 380-5 and FORSCOM Supplement 1 to AR 380-5, if classified materials are being stored. 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 occurrences of lost or duplicate keys/key cards to the COR.

In the event keys are lost or duplicated, the Contractor shall, upon direction of the KO, 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 the monthly payment due 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 monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards 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 KO.

Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized 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. These procedures shall be included in the Contractor’s security program.

Information Security Plan. The Contractor shall develop and implement an Information Security Plan IAW AR 380- 5 AR 380-67, Fort Bragg (FB) 380-5, FB 380-67, and FORSCOM Supplement 1 to AR 380-5, for the control of classified information. The Contractor’s information security program shall include applicable provisions of AR 380-series regulations.

National Industrial Security Program (NISP). The Contractor shall implement and maintain a security program for control of personnel, property, and information, including, unclassified and classified materials, documents, and records. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires Contractors to comply with—(1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); any revisions to DOD 5220.22-M, notice of which has been furnished to the Contractor. In addition, the Contractor’s security program shall include provisions for, but not limited to:

--Initial and Annual Operations Security (OPSEC) awareness training IAW AR 530-1.

--Receiving, storing, disseminating, transmitting, transporting, and protecting items classified as CONFIDENTIAL or SECRET by the Government, including the use of courier cards.

--In-processing and out-processing Contractor personnel for security matters.

--Obtaining Contractor personnel security clearances.

--Documenting and reporting actual and potential security problems.

--Initiating proper procedures to correct documented problems and implementing corrective procedures in the Contractor's security program.

--Filing Classified Documents. All Government-furnished classified and unclassified files in existence at the contract performance start date and those generated under this contract shall be maintained in accordance with AR 25-400-2 or other applicable regulations. Files shall be transferred to the KO or designated representative upon completion of the contract period or last day of contract performance, whichever comes first. Such files are the property of the U.S. Government. The Contractor shall provide security of classified documents in accordance with AR 380-5 and DOD 5200.1-R, NISP Operating Manual.

1.6.7. Special Qualifications.

1.6.7.1. General:

1.6.7.1.1. The Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current certifications as indicated in PWS 1.6.6.; security requirements during the execution of this contract.

1.6.7.1.2. Contractor personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements. They shall have a command of both the written and spoken English language to properly clearly, and effectively communicate in person or via electronic devices (telephone or Email) with co-workers, customers, and the general public.

1.6.7.1.3. Contractor personnel performing work under this contract shall be U.S. citizens unless the provisions of Army Regulation 25-2, Information Assurance have been fully completed and approval has been granted by the Government for the non-U.S. citizen to perform the required support.

1.6.7.1.4. Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current Information Assurance Technician (IAT) Level I professional certification during the execution of this contract.

1.6.7.1.5. Access and General Protection/Security Policy and Procedures: All Contractor personnel performing work under this contract shall comply with applicable installation, facility and area commander installation/facility access, local security policies and security procedures provided by the Security Manager Government representative.

Contractor personnel shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor personnel shall comply with all personal identity verification requirements as directed by Department of Defense (DoD), HQ Department of Army (DA) or local policies.