Draft_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Directorate of Plans, Training, Mobilization, and Security (DPTMS), Training Division, Visual Information services

Dated 02 October 2019

Part 1

SECTION C – Performance Work Statement (PWS)

General Information

C.1. General: This is a non-personal services contract to provide Directorate of Plans, Training, Mobilization, and Security (DPTMS), Training Division, Visual Information services. 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.

C.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 provide Director of Plans, Training, Mobilization, and Security (DPTMS), Training Division, Visual Information services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

C.1.2 Background: Visual Information Services in accordance with AR 25-1, DA Pam 25-91, AR 640-30, DA VI Common Level of Service (CLS) and other official government guidance. Meet or exceed standards IAW C4IM, CLS.

C.1.3 Objectives: Labor, equipment and materials to perform: Photography Services; Graphic and Visual Support Services; Presentation Support, Video Documentation, and Local Production Services; and VI Equipment Support to JRTC/Fort Polk mission.

C.1.4 Scope: Services include: Photography Services; Graphics Arts Services Presentation Support. Unless otherwise specified, the Contractor shall provide services, materials, supplies, facilities, supervision, labor and equipment, except those which are provided by the Government and specified in Section C.3 of this document, required to perform work to conform to the terms, conditions and specifications of this Performance Work Statement (PWS). The scope of the PWS includes Ft Polk, the Joint Readiness Training Center, AR 5-9 area of responsibility, inter-service support agreements and designated Reserve Component units. The Contractor shall comply with applicable laws and shall compile, prepare and submit specified reports. Contractor shall submit all information contained on listing at Technical Exhibit A Deliverables Schedule. Contractor shall fully comply with the most recent and current federal, state and local laws and regulations, Fort Polk and JRTC directives and instructions and other documents. Section C-6 provides the list of the documents.

C.1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years and one potential six month extension in accordance with FAR 52.217-8. The Period of Performance reads as follows:

Base Year: 2019-20

Option Year I: 2020-21

Option Year II: 2021-22

Plus one potential Six month extension in accordance with FAR 52.217-8

C.1.6 General Information

C.1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be submitted to the Contracting Officer for approval within 10 days of contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system. The contractor shall be provided a Designation Letter within 15 days of contract award and upon any changes of QC personnel.

C.1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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 minimum acceptable defect rate(s).

C.1.6.3 Recognized Holidays: The contractor shall provide service on the below holidays if customer work orders deem it necessary as validated by the Contracting Officer or Contracting Officer’s Representative.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

C.1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 am – 1630 pm, Monday thru 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 unless a customer work order deems it necessary as validated by the Contracting Officer or Contracting Officer’s Representative In Accordance With Paragraph C.1.6.3. For other than firm fixed price contracts, the contractor shall not be reimbursed when the government facility is closed for the above reasons. 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.

C.1.6.5 Place of Performance: The work to be performed under this contract will be performed at Fort Polk, Louisiana and within an approximate 160 mile radius of Fort Polk, LA for an approximate 25 events. The Government will provide offices and work areas to support Management and operational space for Photography Services, Graphics Arts Services, and Presentation Support. The Government will provide portions of Building 4416 which is a co-use facility for performance of this contract. Reference Paragraph C.3.2. Facilities of this PWS and Attachment 2 Government Furnished Office Space.

C.1.6.6 Type of Contract: The government will award a Firm Fixed Price contract.

C.1.6.7. Reserved.

C.1.6.7.1.1 Installation Physical Security:

C.1.6.7.1.1.1. Contractor's must provide an access roster to Directorate of Emergency Services (DES), Physical Security Office of all employees monthly or when any personnel change occurs for access to Fort Polk. An access roster will also be furnished to the Security and Intelligence Division (S&ID), DPTMS quarterly or upon request.

Access rosters must be forwarded to the vehicle registration office using a specific format electronically from a government computer.

C.1.6.7.1.1.2. A check of records through the National Crime Information Center (NCIC) Interstate Identification Index (III) is the Army minimum baseline background check for entrance onto Army installations for non-CAC holders to include entrance of visitors.

C.1.6.7.1.1.3. The contractor shall provide employees with company identification (ID) cards prior to their commencement of work. The ID format is subject to approval by the government. IDs shall be laminated and include the company's name, ID number, issue and expiration dates, employee name, job title and color photograph.

Employees shall wear the ID on front exterior clothing, above the waist, when performing under the Performance of Work Statement (PWS)/Statement of Work (SOW)/Statement of Objectives (SOO) unless otherwise specified herein or approved by the government.

C.1.6.7.1.1.4. OPSEC, In accordance with AR 530-1, Operations Security (OPSEC), dated 26 Sep 2014, and DoDM 5205.02-M, DoD Operations Security (OPSEC) Program Manual, dated 03 November 2008, contract personnel shall receive initial OPSEC Level I training which consists of initial and continual awareness training. Within the first 30 days of arrival on Fort Polk contract personnel shall receive initial OPSEC training either by on-line training through the Fort Polk SharePoint OPSEC site on the intranet, or the Defense Security Services website at:

http://cdsetrain.dtic.mil/opsec/index.htm

C.1.6.7.1.1.5. The contractor shall ensure all applicable employees have completed OPSEC initial training and annual refresher training and shall certify that their workforce has completed the training through the submission of completion certificate(s) to the Contracting Officer and the Contracting Officer's Representative (if appointed) within 30 days of arrival on post.

C.1.6.7.1.1.6. Operations Security (OPSEC) Awareness Training attendance and compliance may be documented as a performance metric under the resultant contract, and be part of past performance information in support of future source selections.

C.1.6.7.1.2. Installation Anti-Terrorism /Force Protection (AT/FP):

C.1.6.7.1.2. Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website:

https://atlevel1.dtic.mil/at/; or it can be provided by the RA ATO in presentation form which will be documented via memorandum.

C.1.6.7.1.2.2.1. For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

C.1.6.7.1.2.2. For contractors that do not require CAC, but require access to a DoD facility or installation.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations

C.1.6.7.1.2.3. Reserved

C.1.6.7.1.2.4. Army Training Certification Tracking System (ATCTS) registration for contractor employees who require access to government information systems. All contractor employees with access to a government information systems must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

C.1.6.7.1.2.5. OPSEC Standing Operating Procedure (SOP)/Plan: The contractor shall adhere to the Government's Operations Security (OPSEC) Standard Operating Procedure (SOP)/Plan during the entire period of performance dated and sign on June 22, 2017.

C.1.6.7.1.2.6. OPSEC Training: In accordance with AR 530-1 all personnel, to include contractor employees and associated sub-contractor employees must complete Level I Operations Security (OPSEC) training which is composed of both initial and continual awareness training (annually). All personnel within the first 30 days of arrival in the organization must receive initial training to include a briefing on the organizations critical information (Essential Elements of Friendly Information) and read/sign the OPSEC Individual User Compliance Agreement form. The end state of initial and continual awareness training is that each individual should have the requisite knowledge to safeguard critical information. The following link is provided: https://www.iad.gov/ioss/index.cfm click on training, click OPSEC Fundamentals Course, then OPSE-1301 CBT.

1.6.7.1.2.7.All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

C.1.6.7.1.2.8. Pre-screen candidates using E-Verify Program. Proposed language: "The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award." *When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated Government representative. This Form will be provided to the Contracting Officer and shall become part of the official contract file.

C.1.6.7.1.2.9. Additionally, the contractor shall adhere and conform to all safety,and attendance requirements that apply to the supported office. The contractor shall adhere to building security requirements (this shall not be construed as a requirement for a security clearance).The contractor is required to attend and participate in all organizational meetings, training, and emergency preparedness events. The contractor is required to vacate the Government office work site when no sufficient Government oversight is available.

C.1.6.7.1.3. Homeland Security Presidential Directive 12 (HSPD 12) Requirements

C.1.6.7.1.3.1 All personnel hired under this contract who do not require a security clearance must have a National Agency Check with Inquiries (NACI). The contractor will ensure new hires complete a Standard Form (SF) 85 or

85P as applicable through the Personnel Security Investigation Portal (PSIP) by initiating the process through the Security and Intelligence Division, DPTMS, (S&ID) no later than 14 days from the date of hire. Personnel who require a security clearance must be processed by their company Facility Security Officer (FSO) or company Security Manager. The contractor will comply with Command Policy Memo DES-03 Access Control Policy for Fort Polk Military Installation, signed May 4, 2016.

C.1.6.7.1.3.2. Instructions for completing the NACI process will be sent to the Project/Program Manager, Security Manager and the COR once the contract has been awarded and one of the above personnel notifies S&ID for the initiation. The contractor shall schedule fingerprinting appointments with S&ID. Personnel will not be able to work under this contract until the SF 85 or SF 85P has been submitted to PSIP as required. Personnel who do not receive a favorable NACI will not be allowed to perform services under this contract.

C.1.6.7.1.3.3. The Project/Program Manager, Security Manager, or the COR may request a computer waiver for those employees who will require immediate access to government information systems. The waiver can only be requested after the successful submission of a personnel investigation request (NACI) through PSIP. Waivers will be granted to employees that receive a favorable review of the investigation packet by the S&ID office and will only be valid for six months. At the termination date of the waiver, the Project/Program Manager, Security Manager, or the COR must follow up with the S&ID office to determine if the original investigation was adjudicated. At that time the S&ID office will re-evaluate the waiver and/or notify the NEC to remove LAN access. Packets that contain derogatory information on the initial review can result in the denial of a computer waiver.

C.1.6.7.2 Key Control Plan. The contractor's key control plan shall provide for government access, 24 hours a day, seven days a week, to all government-furnished facilities. The plan shall comply with AR 190-13, the Army Physical Security Program, and AR 190-51.

C.1.6.7.2.1 The contractor shall ensure that its employees, performing under this contract who has access to government information systems receive annual Information Technology security training.

C.1.6.7.2.2 The contractor shall immediately notify the contracting officer when an employee terminates employment that has access to government information systems or data. The contractor shall ensure all common access cards issued to employees are returned to the government upon termination of employment and released employee names are to be stricken from the roster maintained by DES & S&ID immediately upon release.

C.1.6.7.3. through 1.6.7.7 are Reserved

C.1.6.8. Installation Access Control:

C.1.6.8.1. Access Control: Procedures for commercial vehicle access to Fort Polk are subject to change without prior notice. Current access information may be obtained by calling Physical Security (531-7756) / Visitor Control Center (531-0380).

C.1.6.8.2. Security Searches/Checks: Contractor and Contractor employees are subject to security searches/checks.

Persons found in possession of firearms, ammunition, explosives, pyrotechnic devices, knives, other lethal weapons, or removing Government equipment, supplies, and/or food will be prosecuted and/or barred from the installation.

C.1.6.8.3. Compliance with Regulations: The Contractor and Contractor employees shall comply with all applicable Fort Polk regulations promulgated by the Commanding General, Fort Polk, LA, as well as all applicable Federal and State safety laws and security regulations. Applicable Post regulations including, but not limited to, fire, safety, sanitation, security, and firearms or other lethal weapons, will be made available to the Contractor upon request.

C.1.6.8.4 Instructions for Access: The following information is provided to assist in creating an access roster for personnel requiring access to Fort Polk.

C.1.6.8.4.1. Personnel without a Common Access Card (CAC), can be escorted by a CAC/DoD ID holder if riding in the same vehicle. Those personnel will be expected to identify themselves with a state issued driver’s license or

ID. Otherwise, unescorted visitors must go to the Visitor Control Center (VCC) adjacent to the main gate located on Entrance Road to be vetted. There, the visitor will present their state issued drivers license. Once vetted, guests will be issued either a paper pass or a printed photo ID card for long term access not to exceed six months. Both the pass and the ID card will grant access at all Fort Polk Access Control Points. All personnel will still be required to be vetted through the Mobilisa handheld scanners.

C.1.6.8.4.2. Access Rosters: Personnel whose contracts exceed 180 days in duration are required to be processed for a CAC. Personnel whose contract is less than 180 days in duration will receive a personnel pass valid until the expiration of the contract or business venture date. Access Rosters are required to be submitted to the VCC for all contractor personnel. An example of an Access Roster can be provided by the VCC upon request. The roster is self explanatory, but at a minimum will contain the individual’s name, SSN, date of birth, contract number, duration of visit, and point of contact for access.

C.1.6.8.4.3. Access Rosters MUST be submitted for the contractor by the appointed Contracting Officer’s Representative (COR) or the designated Government Point of Contact. Any roster submitted by a commercial ISP (example @yahoo.com, @gmail.com, etc) will not be accepted and must be verified through the Physical Security Office (337) 531-7756.

Special Instructions:

a. Using an internet search engine, search JKO (Joint Knowledge Online) to begin the process.

Clicks:

b. No DOD CAC

c. I am a US mil, government civil servant, or contract employee

d. I've been directed to take required training on JKO

e. Click on Courses

f. I do not have a .MIL, .GOV, or .NDU.EDU address or I am a Multi-National Student

g. Fill out the contact sheet and email to sponsor (This is the COR)

h. Sponsor will email to the JKO help desk. (This is the COR)

Approval

1) Help desk sends non-CAC user an email with User ID

2) Help desk will send a separate email with an electronic token to register a new password (token is good for 24 hours)

3) New User follows the instructions in the email and enters a new password

4) User will need to enroll in Course # JS-US007-14 (User has up to 30 days to complete the course)

C.1.6.8.4.4. In the event that the automated system at https://jkodirect.jten.mil not available (e.g., server problems), Level I AT Awareness Training can be provided by a qualified instructor. However, if the training is not completed online, the Level I AT Awareness instructor qualification must be coordinated with the installation Antiterrorism Officer or (installation security equivalent) and the resultant name(s) of approved instructors shall be provided the contracting officer or designee along with all associated cost or schedule impacts to the contract.

C.1.6.8.4.5. through C.1.6.8. are Reserved

C.1.6.9. Access Requirements FORT POLK CONTRACT /HOMELAND SECURITY PRESIDENTIAL

DIRECTIVE 12 (HSPD 12) REQUIREMENTS

Requirements apply to any contract where contractor employees will access multiple Installations or require access to the government information systems.

C.1.6 9.1. All personnel hired under this contract who do not require a security clearance must have a favorable National Agency Check with Inquiries (NACI) to be issued a CAC. The Contracting Officer Representative (COR) will ensure new hires complete a NACI through the Personnel Security Investigation Portal (PSIP) by initiating a request through S&ID no later than 15 days from the date of hire and completing the investigation (submission to OPM) within 30days. Personnel who require a security clearance must be processed by their company Facility Security Officer (FSO) or company Security Manager.

C.1.6.9.2. Instructions for completing the NACI process will be sent to the Project/Program Manager, Security Manager and the COR once the contract has been awarded and one of the above personnel notifies S&ID for the initiation. The contractor shall schedule fingerprinting appointments with S&ID. Personnel requiring a CAC who do not receive a favorable NACI will not be allowed to perform services under this contract.

C.1.6.9.3. All employees requiring a common access card (CAC) for physical access to multiple Installations or access to the government information systems may be granted a CAC after the successful submission of the NACI through PSIP and a favorable fingerprint review by S&ID. An unfavorable NACI adjudication can result in the loss or denial of computer access, physical access or employment.

C.1.6.9.4. Sponsoring organizations, activities whose personnel do not need access to multiple Installations or access to the government information systems will submit a completed access control roster to the Visitor Control Center (VCC). They may receive a MOBILISA visitor card for the terms of their contract (until contract end date, not to exceed 3 years) when sponsored on an access roster. If not sponsored they will only receive a pass for up to 7 days.

C.1.6.9.5. MOBILISA card expirations may be updated to reflect a new contract period by submitting an updated access control roster to the VCC.

C.1.6.9.6. Access rosters may only be submitted via e-mail to the VCC by a .mil, .gov, .AAFES, address by the COR or security activity, all others will be returned without action.

C.1.6.10. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (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 will 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.

C.1.6.11. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration 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 furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to 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.

C.1.6.12. Key Personnel: The following personnel are considered key personnel by the government: “Project Manager”. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 0730 to 1630, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

Visual Information Manager shall have 10 years’ experience in Visual Information related fields

Photographer shall have a Professional Series level III or IV

Graphic Artist shall have a bachelor’s degree in Graphic Arts

Presentation (Audio/Video) personnel shall have 5 years’ experience in Visual Information related field.

C.1.6.13. Identification of Contractor Employees: All contract 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. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges in the performance of this service.

C.1.6.14. Contractor Travel: Contractor shall be required to travel within the area listed at Paragraph C.1.6.5.

during the performance of this contract to cover events, attend meetings, conferences. The contractor shall be required to travel to these off-site event locations at no additional cost to the Government.

C.1.6.15. Other Direct Costs: None

C.1.6.16. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents 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.

C.1.6.17. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

C.1.7 ENVIRONMENTAL NON-CONFORMANCE. In order to protect the natural and human environment of the installation from any damage or harm caused by the activities of the Contractor and its subcontractors in the performance of this contract, the Contractor and subcontractors shall comply with the following: all applicable Federal, State, and Local laws; applicable Army Regulations; Fort Polk’s Environmental Regulation; Fort Polk’s Environmental Policy; as well as other specific environmental requirements stated elsewhere in this contract.

C.1.7.1 General. In accordance with JRTC and Fort Polk Regulation 200-1, the Contractor shall contact the installation environmental office for information, policies, regulations, assistance, guidance, and questions concerning environmental requirements prior to the commencement of work and during the performance of work if new issues arise. The Contractor shall immediately contact the environmental office if any Federal, State, Local, or

Army authority visits the worksite or contacts the contractor verbally or in writing pertaining to activities performed on Fort Polk. The installation environmental office is located in building 2516 at the intersection of Mississippi Avenue and 23rd Street. The installation environmental office can be reached by phone at 531-6008 or 531-7008.

C.1.7.2 Environmental Management System (EMS) roles, responsibilities and requirements (EMS-R3). Contractors shall comply and conform to the following EMS-R3:

C.1.7.3 Perform all contract processes, activities, and services within the guidelines and procedures of the Fort Polk EMS and refer any EMS-R3 conformance questions through the Contracting Officers Representatives (COR) to the EMS management representative (EMSMR) for resolution prior to the end of first month of the base year.

C.1.7.4 Assign a representative to attend all quarterly environmental quality controls committee (EQCC) meetings.

C.1.7.5 Assign Environmental Compliance Officers (ECO) as stated elsewhere in this contract specifications and required by JRTC and Fort Polk Regulation 200-1.

C.1.7.6 Review the Fort Polk list of processes, activities, and services and identify through the COR to the EMSMR all processes, activities, and services they will be performing during this contract performance and insure contractor conformance with the Fort Polk EMS procedure for identifying significant aspects and impacts.

C.1.7.7 Ensure that all contract personnel on site are competently trained to perform the processes, activities, and services they are assigned and also trained in EMS awareness, all phases of environmental protection and pollution control requirements related to the activities and tasks they will perform.

C.1.7.7 Perform all contract processes, activities, and services within established Fort Polk operational procedures and controls for those processes, activities, and services. The contractor must obtain written approval through the COR from the EMSMR to not follow established operational procedures and controls.

C.1.7.8 Report immediately any non-conformance with EMS-R3 to the COR and EMSMR. Immediately implement the corrective actions directed by the EMSMR through the COR to correct all non-conformance.

C.1.7.9 Submit to audits and inspections from Contracting Officers, Contracting Officer Representatives (COR), Directorate of Public Works, Environmental and Natural Resource Management Division (ENRMD) staff, as necessary to evaluate conformance with Fort Polk EMS-R3.

C.1.7.10 Submit work sites and environmental records/documents for assessment during the installation’s Annual Environmental Performance Assessment (AEPA) conducted in October of each year. The AEPA evaluates environmental performance and EMS conformance. The AEPA results are briefed to installation top management.

Contractors are required to develop and brief corrective action plans to top management for any non-conformance or negative AEPA findings.

C.1.7.11 Personnel Training. In accordance with JRTC and Fort Polk Regulation 200-1, the Contractor shall ensure that all Contractor personnel on site are adequately trained in all phases of environmental protection and pollution control requirements related to the activities and tasks they will perform. The Contractor shall conduct environmental protection/pollution control meetings for all personnel prior to commencing contract activities.

Additional meetings shall be conducted for new personnel and when site conditions change. The training and meeting agenda shall include: methods of detecting and avoiding pollution; familiarization with statutory and contractual pollution standards; installation and care of devices, instruments required for monitoring purposes to ensure adequate and continuous environmental protection/pollution control; anticipated hazardous or toxic chemicals or wastes, and other regulated contaminants; recognition and protection of archaeological sites, artifacts, wetlands, and endangered species and their habitat that are known to be in the area.

C.1.7.12 National Environmental Policy Act (NEPA). In accordance with JRTC and Fort Polk Regulation 200-1, if any new/additional Contractor activities are deemed necessary beyond those identified in this contract, the

Contractor shall submit those activities for environmental analysis under NEPA to the installation environmental office prior to commencement of the activities. If the Contractor activities require any alterations or modifications to installation real property, the Contractor shall submit the proposed real property actions for environmental analysis under NEPA to the installation environmental office prior to altering or modifying any installation real property. If NEPA is not required for new/additional activities, or real property alterations, the Contractor shall obtain and maintain written verification from the installation environmental office that NEPA documentation is not required.

The Contractor shall incur liabilities as a result of performing activities or altering real property on the installation without first verifying through the installation environmental office if NEPA is required. The Contractor shall also incur liabilities if failing to fully comply with the directed actions outlined in all completed NEPA document.

C.1.7.13 Permits and Responsibilities. The Contractor shall be responsible for complying with all permits and commitments required by Federal, State, Army, and Installation environmental laws and regulations affecting the Contractor activities under this contract. The Contractor shall be responsible for conducting all activities within established installation operation manuals, standard operation procedures, and operational controls that govern those activities performed by the Contractor. The Contractor shall maintain a copy of all relevant permits, notifications, certifications, operations manuals, standard operation procedures, and other established guidance documentation that govern the activities they perform. The Contractor shall coordinate with the installation’s environmental office for information on permits, notifications, certifications, operations manuals, standard operation procedures and other guidance documentation prior to commencement of contract activities. The Contractor shall incur liabilities as a result of performing activities that are non-conformant with established permits, notifications, certifications, operations manuals, standard operation procedures and other guidance documents, and be responsible for any resulting fines or penalties issued by the regulatory agency.

C.1.7.14 Spill Prevention. The Contractor shall comply with the Installation Spill Prevention Control and Countermeasure Plan (SPCC), copy available in the Technical Library, including but not limited to, practice good housekeeping, inspect storage areas, report potential releases, participate in spill response procedures and determine potential impacts of other environmental requirements on SPCC compliance. The Contractor shall comply with the Installation Storm Water Pollution Prevention Plan, copy available in the Technical Library. The Contractor shall implement/promote good housekeeping practices required by the plan throughout the installation. The Contractor shall perform operations in accordance with the Clean Water Act (CWA), Safe Drinking Water Act (SDWA) and all state, federal and Army regulations. The Contractor shall also operate and maintain state permitted facilities, when applicable, in accordance with Army approved and established Operation and Maintenance (O&M) manuals.

C.1.7.15 Hazardous Materials Management. The Contractor shall recommend approaches in the workplace to reduce waste generation while ensuring that all Contractor operations and facilities comply with the Resource Conservation Recovery Act (RCRA), Emergency Planning and Community Right to Know Act (EPCRA), Department of Transportation (DOT) requirements, the Federal Insecticide and Fungicide and Rodenticide Act (FIFRA) and the Toxic Substances Control Act (TSCA). The Contractor shall comply with all applicable toxic substances control act requirements. In accordance with JRTC and Fort Polk Regulation 200-1, the Contractor is required to manage, store, handle, use and dispose hazardous materials (HM) in accordance with the following guidelines:

C.1.7.16 The Contractor shall develop a spill plan that includes a list with locations of all HMs used and stored on site. A copy of the spill plan shall be posted in all HM storage areas. The Contractor shall maintain a HM inventory list on site and submit a copy of Fort Polk Form-234 to the installation environmental office within the first two weeks of the first month of each Fiscal Year quarter. The submitted Fort Polk Form-234 will report HM inventory for the previous quarter.

C.1.7.17 In-use HMs shall be stored in secondary containment. The Contractor shall maintain spill kits in HMs storage areas.

C.1.7.18 The Contractor shall ensure that proper MSDSs are available on site for all HMs used and stored.

Personal protection equipment (PPE) specified in the MSDSs shall be supplied and easily accessible.

C.1.7.19 The Contractor shall ensure that caps and lids are in place on all containers when not in use.

C.1.7.20 The Contractor shall provide spill control and cleanup equipment near all HM storage areas.

C.1.7.21 Environmental Compliance Officers. The Contractor shall designate, prior to the contract performance start date, personnel to perform Environmental Compliance Officer (ECO) functions in accordance with requirements of AR 200-1 and JRTC & Fort Polk Reg 200-1. First line supervisors, leaders, or a designated representative for each work area that stores hazardous materials or hazardous wastes, generates hazardous wastes, or uses hazardous materials shall be designated as the work area’s ECO along with an alternate ECO. For the purposes of this requirement, a “work area” shall be considered to be any activity or shop area performing a function (e.g., rebuild, painting, air conditioning). Work areas normally consist of from three to twenty employees. If a work area consists of more than 20 employees, additional ECO(s) shall be designated. Work areas shall have at least one ECO on duty at all times during contract performance. Within 60 days of award each designated ECO and alternate shall successfully complete the 40-hour ECO course provided on post by the Installation Environmental Office. In addition, each ECO must successfully complete an 8-hour annual refresher. Annual re-certification (e.g., refresher training) must be completed within 90 days of each anniversary of the 40-hour ECO course. Failure to meet this requirement will necessitate re-taking the 40-hour course. The Contractor shall coordinate with the Installation Environmental Office to schedule basic and refresher training courses. The positions of Environmental Compliance Officers are not full time positions. Individuals (other than QC) so designated may perform other duties provided they are available to perform Environmental Compliance Officer duties when required.

C.1.7.22 Environmental Assessments. In accordance with JRTC and Fort Polk Regulation 200-1, the installation environmental office reserves the right to conduct an indefinite number of work site inspections to ensure Contractor compliance with all applicable environmental laws and regulations. The Contractor shall cooperate with installation environmental personnel during the inspection and provide any information requested during the inspection.

C.1.7.23 Environmental Non-Compliance. In accordance with JRTC and Fort Polk Regulation 200-1, the Contractor shall immediately report any nonconformance with environmental requirements specified in the contract or applicable Federal, State, Local laws, and/or Army and Installation regulations to the installation environmental office or COR. The COR and installation environmental office will notify the Contractor verbally and in writing of any observed noncompliance with Federal, State, and Local laws, Army or Installation environmental regulations, permits, and other environmental requirements. The Contractor shall, after receipt of such notice, inform the COR of the proposed corrective action and take such action when approved by the Contracting Officer. The Contractor shall treat such notice as a requirement to immediately take action to either correct the violation or otherwise make their actions comply with applicable environmental laws, regulations or procedures. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to any such stop order shall be made the subject of a claim for extension of time or for excess cost or damages by the Contractor unless it was determined that the Contractor was in compliance. Stop work orders are in addition to any other actions the COR may take under the contract, or in accordance with the Federal Acquisition Regulation or Federal Law. If a state or federal agency issues a Notice of Violation relating to the Contractor’s activities, the Contractor will be responsible for any resulting fines or penalties issued by that agency.

PART 2

DEFINITIONS & ACRONYMS

C.2. Definitions and Acronyms:

C.2.1. DEFINITIONS:

C.2.1.1. AUTHORIZED CUSTOMER. Department of Defense Civilians and U.S. Soldiers.

C.2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

C.2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

C.2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

C.2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

C.2.1.6. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

C.2.1.7 INSTRUCTION(S). Recommended course(s) of action for completion of the current work order in accordance with professional industry and military standards.

C.2.1.8. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

C.2.1.9 PLANT CLEARANCE OFFICER. means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

C.2.1.10. PROPERTY ADMINISTRATOR. means an authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a Contractor.

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

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

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

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

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

C.2.1.16. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

C.2.1.17. WORK WEEK. Monday through Friday, unless specified otherwise.

C.2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CFA Customer Funding Agreement

CLS Common Level of Service

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

C4IM Command, Control, Communications, Computers, and Information Management

DA Department of the Army

DAPMIS Department of the Army Photo Management Information System

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DIMOC Defense Imagery Management Operations Center

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

DPTMS Director/Directorate of Plans, Training, Mobilization and Security

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

HM Hazardous Material

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PA Property Administrator

PLCO Plant Clearance Officer

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan