Tech Ex 07 - Phase-in Phase-Out Plan 10 Sep 19.pdf

TECHNICAL EXHIBIT 07

PHASE-IN/PHASE OUT

PLAN

10 September 2019

Technical Exhibit #07 Phase In/Phase Out Plan 10 Sep 19

Table of Contents:

1. Purpose

2. Scope

3. Definitions

4. General

5. Transfer of Government Furnished Property

6. Transfer of Real Property

7. Security Keys, Locks, Badges and Common Access Cards (CAC)

8. Phase-In of Functional Areas

9. Operators of Government Vehicles/Equipment

10. Transfer of Functional Files

APPENDIX A

APPENDIX B

APPENDIX C

APPENDIX D

APPENDIX E

APPENDIX F

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

2. Scope This plan applies to the incumbent contractor, the succeeding contractor, the Redstone Arsenal Support Activity, the contracting officer and his or her authorized agents.

3. Definitions

3.1 Phase-Out

The period of time that may commence up to 60 days prior to completion of the incumbent contractor's performance requirements. This period shall run concurrently with the phase-in period for a successor contractor.

3.2 Phase-In

The period of time that may commence up to 60 days immediately prior to the date the successor contractor begins base contract performance. However, in no case shall the phase-in period be less than 30 days.

3.3 Contracting Officer (KO)

The government agent designated by warrant, who is responsible for executing the contract on behalf of the Government.

3.4 Contracting Officer's Representative (COR)

A government employee, civilian or military, selected and designated in writing by the KO to act as his authorized representative in administration and surveillance of the contract.

3.5 Phase-In/Phase-Out team

A group of government personnel, civilian or military, who are assigned the task of facilitating the phase-in/phase-out process.

4. General

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

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

4.3 A phase-in/phase-out team consisting of representatives from the Acquisition Center, Directorate of Public Works (DPW), Directorate of Human Resources (DHR), and Contract Management Office, will be appointed by name. This team will be responsible for implementing the Government Phase-In/Phase-Out Plan.

5. Transfer of Government Furnished Property

5.1 The Government Property Administrator shall prepare a DD Form 1149, Requisition and Invoice/Shipping Document, for all Government furnished property and obtain the signature of the successor contractor personnel authorized to accept accountability for the contractor prior to the last day of the phase-in period. Distribution of the signed DD Form 1149 shall be in accordance with (IAW) Appendix B, paragraph

11. The Government Property Administrator shall process the turn-in documents to the Government Accountable Property Officer (APO) for vouchering and signature, and shall make distribution IAW Appendix B, Paragraph 10.

5.2 During the phase-in period, Government representatives from DHR, DPW, and representatives of the incumbent contractor shall conduct either a joint physical or random sample inventory at each shop stock area according to the schedule prepared by the Phase-in/Phase-Out representatives.

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

Distribution of the signed document shall be IAW Appendix B, Paragraph 7.

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

6.1 A joint inspection inventory between government representatives, the incumbent contractor, and the successor contractor shall commence 10 days after phase-in begins and conclude prior to phase-in ending.

6.2 The DPW shall prepare AMSAM-RA Form 1035, Facilities Control Form (original and four copies) for each building or facility transferred for occupancy by the successor contractor.

6.3 Upon completion of the joint physical inspection of the real property, the DPW shall obtain the signature of the successor contractor's Property Administrator on the AMSAM-RA Form 1035 as acknowledgement of official receipt of the real property IAW Appendix E.

7. Security Keys, Locks, Badges and Common Access Cards (CAC)

7.1 The DPW, IMRE-PW, shall transfer security locks and keys from the incumbent contractor to the successor contractor IAW Appendix F.

7.2 The Provost Marshal Office shall clear the incumbent contractor of security keys and locks on or before close of business on the last day of phase-out.

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

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

7.5 The procedures outlined in Appendix A shall be followed for contractor personnel requiring new security badges and CACs

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

9. Operators of Government Vehicles/Equipment Contractor- employed operators who are required to operate government-owned or leased vehicles/equipment shall be tested IAW Appendix C of this plan.

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

APPENDIX A

SECURITY PLAN OF ACTION PERSONNEL IDENTIFICATION BADGES AND

Common Access Card (CAC)

1. This plan has been developed to provide procedures for issuing and clearing contractor personnel identification badges and CAC.

2. INDIVIDUALS TERMINATING EMPLOYMENT:

The incumbent contractor shall issue clearance papers and ensure that employees who no longer require access to Redstone Arsenal shall turn-in badges and CAC prior to departure. Turn-in personnel identification badges and CAC’s to Visitor Control Center and Badging Operations personnel at:

2.1 5105 Martin Road East near Gate 1. (Closed weekends/holidays) Supervisor 256-876-1122; Clerks 256-876-7738 or 1114; Fax 256-876-1521

2.2 Visitor Control Center (VCC #9), open Monday-Friday, 0600-1700, is located in building 4122, Rideout Road, near Gate 9. (Closed weekends/holidays) Clerks 256-876- 5770 or 256-842-2453; Fax 256-842-2451

2.3 Badging Office, open Monday-Friday, 0730-1600, is located in the One-Stop, building 3494 Hercules Road. (Closed weekends/holidays) Clerks 256-842-5725 or 5727; Fax 876-4863

3. NEW EMPLOYEES:

New employees shall be required to obtain personnel identification badge during phase-

in. The following procedures shall be followed:

3.1 The successor contractor shall appoint a point of contact who shall coordinate all actions with the supervisor or designee to expedite the badging process. The point of contact shall obtain, prepare and submit the following:

3.1.1 Forward DD Forms 577, Signature Cards, for individuals authorized to sign SAM Forms 1116, Personnel Identification Badge Request Cards to Visitor Control Center and Badging Operations, Building 5105 or 4122.

3.1.2 Obtain blank SAM Form 1116, Personnel Identification Badge Request Cards from Visitor Control Center and Badging Operations, Building 5105 or 4122, for new employees to complete.

3.1.3 Prepare a SAM Form 1116, Personnel Identification Badge Request Card (revised 1 Aug 98) for each employee requiring access to Redstone Arsenal in performance of official duties. The following additional information shall be included on the reverse side of SAM Form 1116:

1 Contract number and expiration date

2 Job title, functional area where employee shall be assigned, and building numbers to which employees shall require access

3.1.4 Obtain authorized area signatures on SAM Form 1116.

3.1.5 Deliver completed SAM Forms 1116 to Visitor Control Center and Badging Operations, Building 5105 or 4122, for preparation of badges.

3.1.6 Coordinate schedule for processing and having the employee receipt for his/her badge.

4. Incumbent contractor personnel who transfer to new contract shall be required to obtain new badge prior to the expiration of their present badge.

APPENDIX B

TRANSFER OF GOVERNMENT FURNISHED PROPERTY (GFP)

1. Transactions involving non-expendable GFP items, except for valid emergencies and Government approved, shall be discontinued during the 60 day phase-in/phase-out period of the contract.

2. The DPW (IMRE-PW) will serve as focal point and provide resources for physical inventory, turn-in, inspection, and transfer of GFP to include establishment of inventory schedules and coordination of phase-in/phase-out effort. The Provost Marshal Office (IMRE-PM) shall be responsible for turn-in of identification badges. DPW shall be responsible for the transfer of locks and keys. The DHR shall be responsible for the turn-in of CAC cards.

3. The incumbent contractor shall provide the Government Property Administrator electronic (Microsoft (MS) Excel) inventory files of Government materials (Durable Hand Tools (DHT), Government Furnished Equipment (GFE), Government Furnished Property (GFP), and Bench Stock). Material listings shall be by building number, in stock and in stock location sequence. Electronic files shall provide:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description 3 Unit Price 4 Location 5 Spaces for first and second inventory count

4. The incumbent contractor shall provide the Government Property Administrator electronic files for non-expendable GFP MS Excel inventory files by building and shop designation. Sheets shall be in equipment number sequence; i.e., A00001, A00002, C00001, C00002, etc.

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description to include manufacturer, model number, VIN, and Serial number if available.

3 Unit Price 4 Check off space

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

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

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

Original Government Property Administrator One Copy Incumbent Contractor

8. Incumbent Contractor shall maintain current item balances from time of the inventory through contract completion date.

9. All equipment turn-ins shall be made at BLDG 8022 the post SSA. Any equipment that is on the GFE Hand Receipt require documentation from the GPA before the property and associated paperwork can be taken to the SSA. The documentation can be obtained via written request from the GPA.

10. Installation Accountable Property Officer shall issue non-expendable and expendable GFP to successor contractor using DD Form 1149 and computer generated listings. Distribution shall be:

Original Installation Accountable Property Officer One Copy Incumbent Contractor One Copy Government Property File One Copy Government Contract Administrator

11. DD Form 1149 distribution shall be coordinated through the Government Property Administrator.

12. The incumbent contractor, at contract completion, shall provide the Government Property Administrator an MS Excel file of all non-expendable property turn-ins and loss/damage or destruction resolutions during the contract performance period (completed inventory turn-ins shall not be included). Information shall be in locally assigned equipment number sequence. A00000 and NGC0000 numbers shall be segregated. The MS Excel files shall provide the following information:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description to include manufacturer, model number, VIN, and Serial number if available.

3 Unit Price 4 Disposition document voucher number or loss and damage destruction case number as applicable.

13. Incumbent contractor shall provide MS Excel files for the GFP termination inventory in the following formats:

13.1 Non-expendable GFP by building and shop designation. Information shall be in locally assigned equipment number sequence; i.e., A0001, A0002, NGC000, NGC0002, etc.

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description to include manufacturer, model number, VIN, and Serial number if available.

3 Unit Price

13.2 Non-expendable GFP in locally assigned equipment sequence. The A0000 numbers and NGC0000 numbers shall be segregated. The files shall provide the following:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description to include manufacturer, model number, VIN, and Serial number if available.

3 Unit Price 4 Building Where Located 5 Locally assigned equipment number 6 Extended Price 7 Reorder Point 8 Demand History 9 Location

13.3 Non-expendable GFP in alphabetic sequence. Government furnished equipment and contractor acquired equipment shall be segregated. The files shall provide the following:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description to include manufacturer, model number, VIN, and Serial number if available.

3 Unit Price 4 Building Where Located 5 Locally assigned equipment number

13.4 Government materials by building in location sequence, bench stock, stand-by stock, dedicated stock and warehoused stock information shall be segregated. Files shall provide the following:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description.

3 Unit of issue.

4 Quantity 5 Unit Price 6 Extended Price 7 Reorder Point 8 Demand History 9 Location

13.5 Government materials in alphabetic sequence. Warehoused stock and standby stock shall be segregated. Files shall provide the following:

1 Stock number (NSN, LIN, locally assigned number, contractor assigned number, manufacturer number as applicable).

2 Description.

3 Unit of issue.

4 Quantity 5 Unit Price 6 Extended Price 7 Reorder Point 8 Demand History 9 Location

APPENDIX C

EXAMINING AND ISSUING OPERATOR'S PERMITS

1. The procedure to obtain vehicle and equipment operator permits, OF 346, (U.S.

Government Motor Vehicle Operators Identification Card) is addressed in AR 600-55 and AMCOMR 600-8. The contractor shall use that procedure.

2. Contractor-employed operators who are required to operate government-owned or leased vehicles and equipment or contractor owned or leased vehicles and equipment must possess a valid state driver's license. They must also possess a state-issued commercial driver's license (CDL) for the following classes of vehicles:

2.1 Class A: Any combination of vehicles with a Gross Combination Weight Rating (GCWR) in excess of 26,001 or more pounds, provided the Gross Vehicle Weight Rating (GVWR) of any vehicle(s) being towed is in excess of 10,000 pounds.

2.2 Class B: Any single vehicle with a GVWR of 26,001 pounds or more, or any such vehicle towing a vehicle not in excess of 10,000 pounds GVWR.

2.3 Class C: Any single vehicle, or combination of vehicles, that meets neither the definition of Class A or Class B, but that is either designed to transport 16 or more passengers including the driver, or is used to transport hazardous materials which require the vehicle to be placarded under Hazardous Materials Regulation 49 CFR, Part 172, Subpart F.

3. Vehicle and equipment operator testing will be performed by Equipment Management Division, Logistics Readiness Center (LRC).

4. Operators of all Government vehicles and the following equipment must have valid operators' permits issued by the Government in their possession:

1 Buses 2 Tactical Vehicles 3 Vehicles used for transportation of hazardous cargo 4 Emergency response vehicles 5 Vehicles with a 26,001 pound or over gross weight 6 Two, three, and four wheel motorcycles 7 Combat utility cargo vehicles 8 M-151 series military vehicles (jeeps 1/4-1/2 ton) 9 Designated mechanical ground support equipment 10 Forklifts

APPENDIX D

TRANSFER OF FUNCTIONAL FILES/REFERENCE LIBRARY

1. The incumbent contractor is accountable until relieved of functional files. Files that are to be transferred using these procedures are: (1) those that are jointly used by the Government and by the contractor, (2) those that have been totally transferred to the contractor, and (3) the reference library. The procedures to be followed are:

1.1 The government managers who are responsible for the files will list those files on a DD Form 1149.

1.2 An original DD Form 1149, plus three copies shall be prepared for each contractor. Blocks 1-5, 7 and 9 shall be completed. Block 4(b) may reference an attached listing of files to be transferred. A signature line and date shall be placed in this block for the government representative and for the respective contractor to acknowledge transfer of files. Block 4(i) will indicate linear feet of files transferred.

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

1.4 The transfer of files will be conducted during phase-in/phase-out in the area where the files are maintained. As the transfer is accomplished, the government representative and the successor/incumbent contractor's representative as appropriate shall sign in Block 4(b) of the DD Form 1149. The contractor's representative must possess the required security clearance before signing for and accepting classified files.

1.5 Distribution of the DD Form 1149 shall be as follows:

Original KO One Copy IMRE-CM One Copy Government Representative

1.6 Government managers must notify their customers before the new contract begins that authorization for receipt of accountable materials must be provided to the new contractor before such materials will be released.

APPENDIX E

INVENTORY AND TRANSFER OF REAL PROPERTY

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

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

2.1 The DPW will provide a schedule for Real Property inspection, inventory, and transfer to the Installation Contract Management Office no later than 3 months prior to the start of the transition period. This schedule will include a listing of the Real Property to be transferred.

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

2.3 The DPW will prepare AMSAM-RA Form 1035, Facilities Control (original and four copies), for each building transferred.

2.4 Upon completion of the joint inspection and physical inventory of the Real Property, the DPW will obtain the signatures of the Property Administrator and the successor contractor on each of the completed AMSAM-RA Forms 1035 to acknowledge official receipt of the Real Property.

Original DPW Copy One Contract Management Office Copy Two Contracting Officer, AMSAM-AC-SS-BC Copy Three Property Control Officer of successor contractor Copy Four Property Administrator

2.5 The DPW office will distribute the signed AMSAM-RA Form 1035 as follows:

2.6 The DPW will originate a written memorandum to the incumbent contractor notifying him of his relief of responsibility for previously-assigned Real Property.

2.7 The DPW will prepare and maintain a building-assignment-custodian listing that shall reflect, as a minimum, the contractor's business name and address and the name and phone number of the contractor's Property Control Officer.

APPENDIX F

SECURITY PLAN OF ACTION TRANSFER OF LOCKS AND KEYS

1. This plan has been developed to provide specific procedures for transfer of locks and keys signed out by the incumbent, for contractor, from the Installation Lock and Key Office, to the successor contractor.

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

2.1 The successor contractor shall provide a letter to DPW designating a Lock and Key Control Custodian and alternate. The appointments should be provided no later than 3 working days prior to the last day of phase-in.

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

2.3 After the joint inventory is completed, the incumbent and successor Lock and Key Custodians shall report to DPW, with a letter listing all the locks and/or keys which are missing and/or no longer required by the successor contractor. The letter shall be signed by the incumbent Project Manager.

2.4 The DPW will adjust all records accordingly and have the successor Lock and Key Custodian sign for the locks and keys.

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

Key Number All the Same Blank Number In Numerical Order Building/Door Where Used

2.6 The incumbent Lock and Key Custodian and DPW shall determine if any locks should be replaced and coordinate with the Installation Lock and Key Custodian.