Revised_PWS_Q A2.pdf

Performance Work Statement Housing Services Office (Private Rental Housing Assistance)

USAG Wiesbaden DPW Housing Division`

PART 1 GENERAL INFORMATION

1. GENERAL

1.1. Description of Services/Introduction:

1.2. Background

1.3. Scope

1.4. General Information

1.4.1. Quality Control

1.4.2. Quality Assurance

1.4.3. Recognized Holidays

1.4.4. Hours of Operation

1.4.5. Place of Performance

1.4.6. Utilities

1.4.7. Security Requirements

1.4.8. Special Qualifications

1.4.9. Post Award Conference/Periodic Progress Meetings

1.4.10. Key Personnel

1.4.11. Identification of Contractor Employees

1.4.12. Contractor Travel

1.4.13. Other Direct Costs (ODC)

1.4.14. Data Rights

1.4.15. Organizational Conflict of Interest

1.4.16. Phase In/Phase Out Period

1.4.17. Gratuities

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS

2.1. Definitions

2.1.1. Contractor

2.1.2. Contracting Officer

2.1.3. Contracting Officer's Representative (COR)

2.1.4. Defective Service

2.1.5. Deliverable

2.1.6. Key Personnel

2.1.7. Physical Security

2.1.8. Quality Assurance

2.1.9. Quality Assurance Surveillance Plan (QASP)

2.1.10. Quality Control

2.1.11. SubContractor

2.1.12. Work Day

2.1.13. Work Week

2.2. Acronyms

PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1. Services

3.2. Facilities

3.3. Equipment

3.4. Materials

PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1. General

4.2. Secret Facility Clearance

4.3. Materials

4.4. Equipment

PART 5 SPECIFIC TASKS

5. SPECIFIC TASKS

5.1. Basic Services

5.2. Task Heading

5.3. Contractor Management Reporting (CMR)

PART 6 APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1

PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 Performance Requirements Summary TECHNICAL EXHIBIT 2 Deliverables Schedule

ESTIMATED WORKLOAD DATA

PART 1

GENERAL INFORMATION

1.0 GENERAL:

U.S. Army Garrison Wiesbaden provides installation management programs and services for mission commanders, Soldiers, civilians and Family members in the communities of Wiesbaden, Wackernheim, Mainz, and the northwest Darmstadt area. Lucius D. Clay Kaserne serves as the headquarters installation for U.S. Army Garrison Wiesbaden, 5th Signal Command, 66th MI Brigade and the USAREUR HQ. Located 15 minutes away from Frankfurt International Airport, the Wiesbaden military community is host to several tenant units including the European headquarters for the Corps of Engineers, Army and Air Force Exchange Service, Department of Defense Dependent Schools, Army Audit Agency, Defense Contract Management Agency, European Technical Center, and Science and Technology Center. Additional garrison tenants include the Regional Contracting Center and the American Forces Network-Hessen. The Wiesbaden Army Airfield provides fixed wing support to the European region.

1.1 Description of Services/Introduction:

This is a non-personal services contract to provide full service location and relocation assistance for private rental housing (PRH) to Soldiers and civilians assigned to Wiesbaden and the locating of non-discriminatory housing in the local community. 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.

1.2 Background:

1.3 Scope:

1.3.1 The Contractor shall provide all management services, supervision, personnel, materials, tools, transportation, and other items and services necessary to perform Housing Services Office (HSO) functions and services as defined in this Performance Work Statement (PWS), except for those items specified as Government Furnished Property and services. The primary focus of the service is to provide assistance to newly arrived Soldiers and Families, and eligible civilians, in locating adequate and affordable non-discriminatory housing in the local community and in vacating such housing.

1.3.2 The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall perform services in accordance with this PWS and all applicable United States (U.S.), German, and local laws, regulations, standards, provisions, and directives to include applicable publications in Part 6. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents.

1.3.3 The Contractor shall perform all related administrative actions required to provide services or perform work such as material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall maintain accurate and complete records, files, and libraries of documents to include all U.S., German, and local regulations, standards, provisions, codes, laws, technical manuals, and manufacturers’ instructions and recommendations that are necessary and related to the functions being performed. The Contractor shall compile historical data, prepare required reports, and submit information as specified in Technical Exhibit 2 Deliverables Schedule presented in this PWS.

1.4 General Information:

1.4.1 Quality Control

a. The Contractor shall develop and maintain an effective quality control program (QCP) 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 QCP is the means by which it assures itself that its work complies with the requirement of the contract as well as best business practices that develop during the term of this contract. As a minimum, the QCP must include the following to be acceptable:

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

ii. How the Contractor will monitor the timeliness of the work to ensure that the work performed complies with all deadlines and goals.

iii. How the Contractor will monitor or measure quality performance against established standards or specifications to ensure that the work performed complies with all specifications and requirements of the contract.

iv. How the Contractor will assist his work force to improve performance beyond just satisfying contractual commitments.

v. How the Contractor intends to deliver quality services to ensure customer satisfaction throughout the life of the contract.

vi. Analysis of quality control and timeliness reports shall be submitted to the COR on the first Monday of every month.

b. In addition, the QCP shall include a detailed description of:

i. The inspection system, areas to be inspected on both a scheduled or unscheduled basis, and the individuals by title and position that will be responsible for conducting the inspections.

ii. The methods to be used for identifying deficiencies in the quality of services to be provided under this contract and the methods to be used to implement corrective actions.

iii. The records to be kept to document inspections and corrective or preventive actions taken.

iv. The methods and frequency of formal and informal communications with the Government regarding performance feedback.

v. The plans, procedures and frequencies for maintenance and inventory of Government furnished property, furnishings and equipment as described in Part 3 of this PWS, including maintenance logs.

vi. Methods and procedures covering key control for keys issued to the Contractor by the U. S.

Government in accordance with 1.4.7.9 of this PWS.

c. The Contractor shall bring problems or potential problems affecting its performance to the attention of the COR as soon as it is known. The Contractor shall submit written reports within two (2) work days after the verbal report.

d. A final QCP shall be submitted to the COR for review and acceptance within ten (10) calendar days after date of contract award. The COR will accept or reject the QCP within five (5) calendar days from date of submission of the QCP and return to the Contractor for revision. The Contractor shall resubmit the revised QCP to the COR within two (2) calendar days, and the COR will accept or reject within two (2) calendar days; and so on until both parties are in agreement. During the performance of the contract, the Contractor shall submit any changes to the QCP to the COR not later than ten (10) workdays prior to the effective date of change. The COR will accept any proposed changes to QCP in writing within five (5) calendar days from date of submission of the changes to the QCP.

1.4.2 Quality Assurance:

The Government shall 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).

1.4.3 Recognized Holidays:

The Contractor shall not provide services on German holidays. See local clause CCE-204-4000.

1.4.4 Hours of Operation:

The Contractor shall normally provide services during normal operating hours. Normal operating hours for the USAG Wiesbaden are from 07:30 – 16:30, Monday through Friday, excluding German holidays (see PWS Para 1.4.3) or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings and weather related base closures. The Contractor shall maintain an adequate workforce at all times for the uninterrupted performance of all tasks defined within this PWS for the contract term when the Government facility is not closed for the above reasons. The Contractor shall keep in mind that the stability and continuity of the service is essential. The Contractor shall be permitted to display a sign stating that last sign-in is at 16:00 to facilitate this; however, any customers who have signed in prior to this time shall be served. When required, the Contractor shall conduct business on Saturday, 08:00-12:00, by appointment only.

From past experience, Saturday work will only occur about two (2) times per year. Historically this has occurred up to 2 times per year, one time for AFH and one time for UPH. The Contractor shall notify the COR, by no later than 15:30 hours on Thursday, of appointments required on Saturday. The Contractor shall price Saturday costs as a separate Contract Line Item Number (CLIN). The Contractor shall keep in mind that the stability and continuity of the service is essential.

1.4.5 Place of Performance:

The services under this contract shall be performed at Government facilities on Clay Kaserne in Wiesbaden, with the exception of the required tasks relevant to property acquisitions, inspections, and viewings.

1.4.6 Utilities:

The Government will provide all utilities for the Contractor’s use in performance of tasks outlined in this contract.

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

1.4.7 Installation Access and Security Requirements:

1.4.7.1 The Contractor’s employees and all representatives of the Contractor, shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures (provided by the Government representative). The Contractor shall clear new personnel with the COR to ensure that they meet the security requirements to access the installation and use Government computer network.

1.4.7.2. Background Checks: The Contractor 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, and residence permits for local national installation passes and access rosters. The Contractor employees shall comply with all personal identity verification requirements as directed by DoD, HQDA, and local policy. The Contractor may have to complete additional security training to comply with the security standards of this contract. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes. The Contractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the U.S. Government, the German Government, the military installation, and the country’s population. Nor shall the Contractor employ persons under this contract who have an outstanding criminal warrant as identified by the U.S. or German Governments. Criminal checks will verify if a person is wanted by local or German authorities or if that person or Contractor is restricted from doing business with the German Government or the United States. All Contractor and subContractor personnel who do not consent to a background check will be denied access to the U.S. Military Installation.

1.4.7.3 Conduct of Personnel: The Contracting Officer (KO), or designated Government representative, may require the Contractor to remove from the job site any Contractor employee working under this contract for reasons of misconduct, security violations, or if found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees may be dismissed from the premises upon determination by the KO that such action is in the best interests of the Government. The Installation Commander has the authority to bar individuals from the installation. Such removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient and qualified personnel to perform the services as required by this contract.

1.4.7.4 Searches: The Contractor shall inform its employees that they may be subject to search when entering or leaving the installation.

1.4.7.5 Disclosure of Information: Neither the Contractor nor any of its employees shall disclose or cause to be disseminated any personal information (such as social security number, home address, or home telephone number) concerning any customer or member of a customer's family except in the course of performing the tasks specified in this contract, or to appropriate authorities when approved by the COR.

1.4.7.6 Installation Rules and Regulations: The Contractor shall comply with all rules and regulations of the installation where services are performed. These regulations include but are not limited to: presenting valid identification for base entrance, obtaining and using vehicle passes for all Contractor-owned and privately owned vehicles, complying with all posted directives, and adhering to U.S. military security police direction in instances where security police have been dispatched to a particular location.

1.4.7.7 The Contractor shall safeguard all Government equipment, information and materials provided for Contractor use. At the close of each work period, the Contractor shall secure all Government facilities, equipment, and materials.

1.4.7.8 Physical Security:

a. The only authorized purpose for any Contractors, Contractor employees, and subContractors to access U.S.

Government installations shall be the performance of services under this contract; access is not authorized for any other reason. Contractor employees shall provide a valid purpose to enter when requesting access to installations.

The types of access and privileges for this or any contract will be based on the appropriate operational needs, the assessment of the threat, vulnerability, and criticality, include any other sufficient security requirements to protect against loss of services and support or serious risk to Contractors or installation personnel.

b. The Contractor shall safeguard all Government equipment, information, and materials provided for Contractor use. At the close of each work period, the Contractor shall secure Government facilities, equipment, and materials.

Contractor personnel shall protect information that has been designated as critical in the performance of the contract.

The Contractor shall disseminate critical information only on a "need-to-know" basis and shall not discuss this information in public areas such as hallways, bathrooms, eateries, smoke shacks, or any off-base gathering locations.

Contractor employees shall not pass critical information over unsecured telephones, facsimiles, or e-mail outside of the Department of Defense Network. Contractor employees shall not post critical information on the web, personal "blogs," or where it is visible to visitors or the public.

c. Contractor employees shall not possess weapons, firearms, or ammunition, on their persons or within Contractor-furnished or privately owned vehicles, while on a U.S. Government Installation.

1.4.7.9 Key Control:

a. The Contractor shall establish and implement methods of making sure all keys and key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. 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 KO.

b. In the event keys, other than master 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.

c. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

d. The Contractor shall establish and implement methods of ensuring that 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 Quality Control Plan.

1.4.7.10 Safety:

a. The Contractor shall comply with all safety regulations to prevent work accidents in order to provide safety control for protection of the life and health of employees and other persons, for protection of damage to property, materials, supplies, and equipment, and for avoidance of work interruptions in the performance of the contract.

b. The Contractor shall verbally notify the COR within two (2) hours of occurrence of all accidents involving personal injury or property. This verbal notification shall be followed by written notification within one (1) workday after the incident. The Contractor shall submit a copy of DA Form 285 (US Army Accident Investigation Report) to the COR no later than three (3) work days after occurrence of all personal injury accidents and property damage. Blank forms of DA Form 285 will be issued to the Contractor if necessary. The Contractor shall safeguard all tenants and visitors to facilities under this contract. The Contractor shall hold the U.S. Government harmless from all actions or lack of action by the Contractor.

1.4.8 Special Qualifications:

1.4.8.1 Operational Security (OPSEC):

Contractor personnel shall protect information that has been designated as critical in the performance of the contract.

Critical information will only be disseminated on a "need-to-know" basis and not be discussed in public areas such as hallways, bathrooms, eateries, smoke shacks, or any off-base gathering locations. Contractor employees shall not pass critical information over unsecured telephones, facsimiles, and e-mail outside of the Department of Defense Network. Contractor employees shall not post critical information on the web, personal "blogs," or where it is visible to visitors or the public. OPSEC Level I training shall be completed within the first 30 days of contract award, and on an annual basis thereafter, and the certificates of completion shall be provided to the COR.

1.4.8.2 AT Level 1 Training:

All Contractor employees, including subContractor employees, requiring access to Army installations, facilities, and controlled-access areas shall complete AT Level 1 awareness training within seven (7) calendar days after the contract start-date or effective date of incorporation of this requirement into the contract, whichever is applicable, and within seven (7) calendar days after new employees commence contract performance. The Contractor shall submit certificates of completion for each affected Contractor employee and subContractor employee to the COR, within seven (7) calendar days after the training is completed by each employee and subContractor personnel. AT Level 1 awareness training is available online at https://atlevel1.dtic.mil/at.

1.4.8.3 iWATCH/iSALUTE Training:

The Contractor shall brief all employees and subContractors on the IWATCH/ISALUTE training standards provided by the ATO. This locally developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report to the COR any information or circumstances of which they are aware that may pose a threat to the security of personnel, resources, and classified or unclassified defense information. This training shall be completed within seven (7) calendar days after the contract is awarded and within seven (7) calendar days after new employees commence contract performance, with the results reported to the COR within seven (7) calendar days after the training is complete.

1.4.8.4 Information Assurance / Information Technology Training All Contractor employees and associated subContractor employees must complete DOD information assurance awareness training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DOD and Army training requirements in DODD 8570.01, DOD 8570.01-M, and AR 25-2 within six (6) months after being employed.

1.4.8.5 Language and other Skills:

a. Contractor employees shall be able to read, write, speak, and understand English and German fluently (proficiency levels equivalent to levels 3 and 4 of the BILC STANGAG 6001 Edition 4 dated 12 October 2010) to effectively perform the services under this contract. Contractor employees shall be able to communicate effectively and compose correspondence and other written communication about work for which they are responsible. The Contractor employees shall be able to provide non-legal translation for repair calls or messages to landlords pertaining to rental matters on an as needed basis. This excludes non-payment of rent, non-payment of utilities, non-payment of services, and complaints.

b. Contractor employees shall have previously worked in an English speaking environment for a minimum of six

(6) months.

c. The Contractor shall provide sufficient qualified, customer friendly, professional personnel at all times to ensure all tasks identified in this PWS are satisfactorily delivered in a timely manner, during the hours of operation, throughout the life of this contract. The Contractor shall provide sufficient personnel for Customer Service, Administration, Acquisition, Inspection, Transportation and Interpretations adjustable to work load.

d. All verbal communication or written correspondence between the Contractor and the U.S. Government, pertaining to the requirements of this contract and PWS, shall be in the English language. The Contractor shall communicate with the landlords in German or English as necessary.

1.4.8.6 Personal Appearance

a. Contractor personnel shall present a neat, clean, well groomed, professional appearance at all time and dress in a manner appropriate for the work being performed and consistent with safety rules. Contractor personnel shall practice high standards of personal hygiene. Work attire shall not serve as a distraction to other employees, customer or visitors.

Examples of items considered inappropriate include:

Revealing clothing that exposes the cleavage, back, chest, stomach, navel or underwear (front or back).

T-shirts of a casual nature, such as those printed or embroidered with sayings or team logos Tops with spaghetti straps, halter tops or muscle shirts.

Tops that are transparent or see-through, or that give the appearance of such.

Shorts, skorts, or very short skirts.

Excessively baggy pants or other clothing items.

Items adorned with language or images that can be considered foul, vulgar, or obscene.

Apparel with holes, rips or tears.

“Workout attire”, including sweat pants, sweat suits, sweat shirts and hoodies.

Hats, caps, sweatbands or bandanas.

Flip Flops or tennis shoes.

Jeans that are not faded and are free from stains or tears and Capri pants are acceptable. Employees who wish to wear business suits may do so, but this level of formality is not required. The Contractor personnel shall be easily recognizable as Contractor employees and the Contractor shall ensure that Contractor personnel enter only those areas necessary for execution of work under this contract.

b. The selection, assignment, reassignment, transfer, supervision, management, and control of Contractor employees in the performance of this contract shall be the responsibility of the Contractor; however, the Contractor shall comply with the general intent and specific policies set forth in the PWS and in regulations set forth in this document.

c. All work shall be performed in a professional manner and with minimum disturbance to occupants and facility users. Loudness, vulgarity, drunkenness, substance abuse, rudeness, or other similar offensive conduct by an employee of the Contractor will be grounds for denying the employee access to the installation. Contractor employees shall not use alcohol or tobacco products in housing units or Government facilities

1.4.9 Post Award Conference/Periodic Progress Meetings:

The Contractor shall attend any post award conferences convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO 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. Meetings will be convened in Wiesbaden, Germany and shall be at no additional cost to the Government.

1.4.10 Key Personnel:

The following personnel are considered key personnel by the Government: The contract Site Manager.

The Contractor shall designate a Site 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 Site Manager is absent, shall be designated in writing to the COR (in accordance with paragraph 1.4.10.1). The Site Manager and alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Site Manager or alternate shall be during normal working hours as stated in paragraph 1.4.4.

1.4.10.1 Contractor Management: The Contractor shall perform continual management of the functional areas contained in this PWS. The Site Manager shall conduct overall management coordination and shall be the central point of contact (POC) with the Government for performance of all work under the PWS. Within five (5) work days after date of contract award, the Contractor shall submit to the COR, in writing, the name, title, and contact information of the Site Manager and Alternate Site Manager. The Contractor shall designate as an Alternate Site Manager to act for the Site Manager when work is being performed outside of duty hours, or during the Site Manager’s absence. Both the Site Manager and the alternate filling in for the Site Manager, shall have full authority to act for the Contractor on all Contract matters relating to daily operation of this Contract.

1.4.10.2 Contractor Responsiveness: The Site Manager or designated alternate shall be available for telephone communication or site attendance, during normal working hours (as stated in paragraph 1.4.4). The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein to provide effective communication and impart necessary information.

The Site Manager or designated alternate shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter.

Meetings may start or end outside of regular duty hours. The Site Manager and any individuals designated to act in that capacity shall have full authority to contractually bind the Contractor for prompt action on matters pertaining to execution of the PWS.

1.4.11 Identification of Contractor Employees:

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties shall identify themselves as such to avoid creating an impression that they are Government officials. Contractors performing work at Government workplaces shall provide its employees with an easily readable identification (ID) badge indicating the employee’s name, the Contractor’s name, the functional area of assignment, and a recent color photograph of the employee. Contractors shall require their employees wear the ID badges visibly when performing work at Government workplaces. They must also ensure that all documents, e-mails, or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.4.12 Contractor Travel

N/A

1.4.13 Other Direct Costs (ODC)

N/A

1.4.14 Data Rights

The Government has unlimited rights to all documents and 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 KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.15 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.

1.4.16 Phase-In/Phase-Out:

During the 15 working day phase-out period the Contractor shall perform normal services under this contract. The Contractor shall coordinate with the incoming Contractor to ensure smooth transition to the successor Contractor.

1.4.16.1. The Contractor shall have 15 days phase-in period to prepare, become fully operational and to assume complete contract responsibility. The Contractor shall accomplish such tasks as becoming familiar with work site, hiring and training personnel, meeting with Government staff members and transitioning with the outgoing Contractor.

1.4.16.2. Phase-Out Plan: Within six (6) months after the performance start date, the Contractor shall provide to the COR a plan for a 15 calendar day phase-out period. At a minimum, the plan shall include procedures to accomplish a 100 percent inventory and transfer of hand receipts. The services to be provided in the proposed contract are vital to the U.S. Government, and continuity shall be maintained at a consistent level without interruption. The Contractor shall operate in good faith with the successor to ensure the continuity and consistency of the services under the proposed contract.

1.4.17 Gratuities:

Neither the Contractor nor its personnel are authorized to receive ANY payments, kickbacks or gifts from customers, realtors, property managers or current, prospective or former property owners or landlords. Any receipt of payments, kickbacks or gifts will be cause for removal from the contract of the Contractor employee(s) responsible and/or termination of the contract. Personal conflicts of interest are prohibited. Neither the Contractor nor its employees are authorized to steer or refer or recommend customers to landlords with whom they have a personal or professional relationships.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions:

2.1.1 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.

2.1.2 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.

2.1.3 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.

2.1.4 Defective Service:

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

2.1.5 Deliverable:

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

2.1.6 Physical Security:

Actions that prevent the loss or damage of Government property.

2.1.7 Quality Assurance:

The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8 Quality Assurance Surveillance Plan (QASP):

An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.9 Quality Control:

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

2.1.10 SubContractor:

One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subContractor.

2.1.11 Work Day:

The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12 Work Week:

Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AFH Army Family Housing AR Army Regulation CNA Certificate of Non-availability CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DEROS Date Estimated Return Overseas DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation FPCON Force Protection Condition HSO Housing Services Office HQDA Headquarter Department of the Army ICE Interactive Customer Evaluation IAW In Accordance With JTR Joint Travel Regulation KO Contracting Officer MIHA Move In Housing Allowance OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OHA Overseas Housing Allowance PAS Privacy Act Statement PCS Permanent Change of Station PIPO Phase In/Phase Out POC Point of Contact PRH Private Rental Housing PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAE Quality Assurance Evaluator QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TLA Temporary Lodging Allowance UPH Unaccompanied Personnel Housing WAWF Wide Area Work Flow

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services:

The Government is responsible for the custodial services in the Contractor’s working area.

3.2 Facilities:

The Government will provide office space to the Contractor at Building 1023W on Clay Kaserne in Wiesbaden. Six

(6) offices with adequate space for 12 Contractor employees including desks, computers, three (3) military DSN telephone and one (1) DSN facsimile for service limited to the local military communities with some connectivity to other bases within Germany will be provided to support Contractor’s employees. The Government will provide access to the internet on all computers issued to the Contractor. The Government will provide the Contractor keys for entry to the premises. The Government has one conference room that is shared with other offices in the building.

This will be available to the Contractor, if needed, however, booking in advance is necessary. There are small parking lots in front of and behind the building and the Government currently has two (2) reserved parking spaces for the Contractor behind the building.

3.3 Equipment:

The Government will provide the equipment listed below or functionally similar:

10 EACH NCS Gemini Workstation 18 EACH Dell P2210 Monitor 4 EACH Dell Optiplex 780 Workstation 1 EACH Digital Sender HP9100C

Additionally, the Government will provide two (2) kiosk computers with LAN access for viewing of the HOMES.mil website in the front customer service area of the Housing Services Office. The Contractor’s employees shall ensure the computers are turned on and off each day. For network security reasons wireless LAN access is not authorized. The Contractor shall sign a hand-receipt for any equipment issued to the Contractor. At the end of the contract period, the Contractor shall return all equipment to the Government. The Contractor shall replace or reimburse the Government for any damaged or missing equipment.

3.4 Materials:

The Government will provide the eMH software and any changes to the program that are fielded. The Contractor shall make the eMH system available for installation of System Change Packages (SCP) when requested by the COR. The COR will give the Contractor at least 10 working days’ notice prior to the installation of an SCP. The Contractor shall verbally notify the COR with any software related problems on the day of the occurrence. The COR will either contact the eMH Help Desk or authorize the Contractor to contact them directly. The Government will provide the Contractor copies of or access to all publications, regulations and forms listed in this PWS and required in the performance of this contract.

3.5 Training:

The Government will provide training required in paragraph 1.4.8.1, 1.4.8.2, and 1.4.8.3 and any other training required or deemed necessary by the COR, such eMH and HOMES.mil database training.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General:

The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Materials:

The Contractor shall provide office supplies for its own use in the performance of this contract.

4.3 Equipment:

4.3.1. The Contractor shall provide vehicles IAW the PWS paragraph 5.1.4.

4.3.2. The Contractor shall provide additional phone lines and phone services necessary to perform the services under this contract. Contractor shall provide sufficient outside phone lines to enable Contractor employees to make nationwide calls. Historically, 11 outside phone lines and one outside fax line has been required. If transfer of phone lines is to be made then the incoming Contractor is responsible for any necessary documentation for the transfer of the lines.

4.3.3. The Contractor shall provide cell phones and cell phone service for its employees. The Contractor shall ensure all its employees, to include Contractor employees leaving the office, can be contacted at all times during normal operating hours by the COR or other designated U.S. Government official. The Site Manager and alternate shall be available and reachable at all times, by phone, during normal working hours.

4.3.4. The Contractor shall provide office equipment not listed as Government furnished, e.g., printers, fax machines, and printers. In order to hook printers into the Government network, the Contractor shall require a TCP/IP port. The Contractor shall provide any additional equipment required to perform the contract.

PART 5

SPECIFIC TASKS

5.0 SPECIFIC TASKS:

5.1 Basic Services.

a. The Contractor shall provide customer service, housing search and rental coordination within the fair market rent schedule, verbal interpretation and advisory assistance during customer and landlord negotiations, housing inspections, and transportation. The Contractor shall provide relocation counseling to departing personnel to enable them to make informed decisions about housing choices at their next duty station prior to a permanent change of station (PCS) move. The Contractor shall prepare and submit required reports, perform all administrative work, and submit information specified. The Contractor shall respond to non-routine requests for information; e.g., background on specific cases or in response to queries from higher headquarters, as requested by the COR.

b. The Contractor shall provide off-post housing support, primarily through leases of private rental housing (PRH) for U.S. military personnel and U.S. civilian employees. For informational purposes only, the current number of off-post housing leases is approximately 2,500 and the military and civilian populations are expected to remain at their current levels through the end of FY18. Any deviation of the estimate up to + or - 20% shall not entitle the Contractor to request Equitable Adjustment. It is during the peak season June, July, and August that an estimated 30-50% of the annual workload will report to be housed.

c. Surge Capability: During the performance period of this contract there may be workload increases and decreases where the actual workload requirements in each task area may vary. Therefore, the Contractor shall:

(1) Use flexible and innovative employment and scheduling techniques to maximize performance outcomes.

(2) Execute innovative management strategies that effectively and efficiently meet or exceed requirements, control costs, enhance support, plan for contingencies, and assure quality.

(3) Adapt to varying workload requirements.

(4) Respond to short notification calls to perform mission critical work requirements.

(5) Adapt to less than optimal working conditions and resources.

(6) Adapt to adverse weather conditions.

(7) This may require work outside of normal operating hours including working weekends/holidays to meet unit mobilization, deployment, redeployment, and demobilization schedules.

5.1.1 Regulations and Policies:

a. The Contractor shall be thoroughly familiar with housing referral service regulations and applicable policies and make recommendations to the housing official for operation efficiencies or improvements. Contractor personnel providing housing referral services shall be thoroughly versed in the regulations covering the specific services.

b. The Contractor shall be familiar with normal business practices concerning the leasing of housing units on the German economy. The Contractor shall comply with the provisions set forth in Army Regulation 420-1, Army in Europe Supplement 1 to AR 420-1, and DoD Manual 4165.63-M. References are available in English from the COR on request. The Contractor shall locate, utilize, and be knowledgeable in German rental law.

c. Non-Discrimination in Housing: The Contractor shall ensure its employees promote non-discrimination in housing in accordance with U.S. law. Discrimination on the part of the Contractor or its employees may be considered grounds for immediate termination of the contract.

5.1.2 Enterprise Military Housing (eMH) and HOMES.mil Database:

a. The Contractor shall list all available properties in eMH database and the HOMES.mil database providing HSO customers access to the list of all available housing units over the internet without physically having to come to the housing office.

b. The Contractor shall perform all eMH and HOMES.mil functions; including new entries, maintenance maintain and update current listings of eMH and HOMES.mil websites to include the removal of listings that are no longer active, such as listings for homes that have been sold, are occupied by the landlord, or have been rented to someone outside of the local military customer base. The Contractor shall be responsible for the accuracy of the data in the system. Additions or deletions of housing units shall be posted within three (3) working days of receipt of notification of addition or removal of housing units in eMH and HOMES.mil. The system shall show all available rental housing units in the current inventory for the geographical area of a 50 km radius of Clay Kaserne.

The system shall show housing units listed by apartment, house, flat, duplex, and townhouse. All information on the website shall be in the English language. Each housing unit listed shall include pictures of the outside of the building, kitchen, bathrooms, bedrooms, yard, balcony or terrace and any other amenities, such as a pool or sauna, and provide a description of the property, size, location, furnished or unfurnished, number of bedrooms, rental price, utilities cost, required deposit, year property was constructed or built, availability date, and if it has a parking area or a garage. The Contractor shall operate as an Open Referral System, IAW AE Supplement to AR 420-1. No dwelling information shall be viewable until Contractor verifies the adequacy.

5.1.3 Customer Service and Appointments:

a. Contractor shall provide HSO services to customers by appointment and on a walk-in basis during the normal operating hours (see paragraph 1.4.4). All customers shall be screened immediately by the Contractor for eligibility and services required.

b. The Contractor shall arrange appointments with the landlords on behalf of the customers. At a minimum the appointments shall include viewing of new units, check-in inspections, check-out inspections and special inspections. The Contractor shall schedule viewing appointments with the customers in person as well as on the telephone. The Contractor shall not require the customers to visit the office to schedule viewing appointments.

c. The Contractor shall arrange appointments with the Mieterschutzbund Wiesbaden (Tenant Association) on behalf of the customers. These appointments include appointments scheduled bi-weekly on Clay Kaserne or appointments scheduled in the downtown Mieterschutzbund office. The Contractor shall act as the point of contact for the Mieterschutzbund and shall sign in the Mieterschutzbund representative for the bi-weekly meetings on Clay Kaserne. The Contractor is not required to attend the meetings, but shall have a counselor readily available to assist with translation if necessary.