19-Q-0019_Amendment_0001.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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

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

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

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

FAR (48 CFR) 53.243

The purpose of this amendment is to:

1. Include Attachment 8: Questions and Answ ers

2. Update CLINs 0003, 1003, 2003, 3003 & 4003. CLIN 003 Photo Service SB Studio B w ill be discontinued after 30 Sep 2019. The remaining CLINS 1003, 2003, 3003 & 4003 w ill be cancelled.

3. Update the Ship To Address Telephone number on all CLINS.

4. Update PWS Section 1.4 & 3.2 to reflect updates made as a result of the Question and Answ ers.

5. All other terms and conditions remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 23

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

16C. DATE SIGNED

BY 30-Jan-2019

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

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

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912CN19Q0019

X 9B. DATED (SEE ITEM 11)

15-Jan-2019

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

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

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

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

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

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

12. ACCOUNTING AND APPROPRIATION DATA (If required)

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

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

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

CONTRACT ORDER NO. IN ITEM 10A.

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

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

D. OTHER (Specify type of modification and authority)

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

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

10A. MOD. OF CONTRACT/ORDER NO.

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

6. ISSUED BY

3. EFFECTIVE DATE

30-Jan-2019

CODE

EXPEDITIONARY CONTRACTING COMMAND

413TH CSB, RCO-HAWAII,

742 SANTOS DUMONT AVENUE

BLDG 108, 3RD FLOOR (WAAF)

SCHOFIELD BARRACKS HI 96857-5026

W912CN 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W912CN19Q0019

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been modified:

ATTACHMENT 1

GENERAL INFORMATION

1. The contractor shall provide Department of the Army (DA) Photography services. DA Photography services include all personnel, management, photographic and lighting equipment, cameras, computers, software, printers, equipment, transportation, supply materials and services not Government furnished to accomplish DA Photo studio services at Building 220, Fort Shafter, Hawaii and at Building 2038, Schofield Barracks SB-a and SB-b, Hawaii without interruption.

2. This is a Firm Fixed Price Requirements contract. All quantities shown are estimated and provided for informational purposes only. The actual quantities ordered may be more or less than the estimated quantities. (See clause 52.216-21 entitled “Requirements”). As a prerequisite of the Government hereunder, there must be (i) adequate and sufficient funds available to cover the order, and (ii) an administrative determination by the Government that the requirement exists.

3. The Period of Performance is anticipated to be:

Base Period: 1 Mar 2019 – 29 Feb 2020 1st Option Period: 1 Mar 2020 – 28 Feb 2021 2nd Option Period: 1 Mar 2021 – 28 Feb 2022 3rd Option Period: 1 Mar 2022 – 28 Feb 2023 4th Option Period: 1 Mar 2023 – 29 Feb 2024

4. This solicitation contains the following attachments:

Attachment 1 – General Information Attachment 2- Addendum to FAR 52.212-1 Attachment 3- Addendum to FAR 52.212-2 Attachment 4- Performance Work Statement (PWS) Attachment 5- Work Experience Information Sheet Attachment 6- U.S. Department of Labor Wage Determination No. 2015-5689, Revision 8 Dated 26 December 2018.

Attachment 7- Examples of Minimum Acceptable Requirements Attachment 8- Questions and Answers

******The following Technical Exhibits have been uploaded in Federal Business Opportunity (FBO) as separate documents******

Technical Exhibits (TE):

TE# 01- Historical Workload Data TE# 02- Examples of Photo Request Memos TE # 03- DA Form 3903-VIOS Version TE #03A- DA Form 3903-Paper Version TE # 04- CPU Memo Example TE # 05- Authorized Quantities TE # 06- Government Furnished Facilities

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0003

The CLIN extended description has changed from:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work Statement (PWS) Section 6.

To:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work Statement (PWS) Section 6. **This CLIN will be discontinued after 30 Sep 2019 and the studio will be closed.**

CLIN 1003

The CLIN description has changed from Photo Service SB Studio B to Photo Service SB Studio B-

CANCELLED.

The CLIN extended description has changed from:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work

Provide Photographic and Management Services, operate Electronic CANCELLED-Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work Statement (PWS) Section 6.

CLIN 2003

CANCELLED.

The CLIN extended description has changed from:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work

CANCELLED-Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached

CLIN 3003

CANCELLED.

The CLIN extended description has changed from:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work

(EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached

CLIN 4003

CANCELLED.

The CLIN extended description has changed from:

Provide Photographic and Management Services, operate Electronic Multimedia Imaging Center (EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached Performance Work

(EMIC) Schofield Barracks-Studio SB-B, Tuesday through Thursday except US Federal Holidays. See attached

The following have been modified:

ATTACHMENT 4

Performance Work Statement (PWS) Department of the Army (DA) Photography Services at

Schofield Barracks and Fort Shafter, Hawai’i

Performance Work Statement (PWS) DA Photo Services at Schofield Barracks and Fort Shafter

1. GENERAL INFORMATION

This is a non-personal services contract to provide Department of the Army (DA) photo services in support of United States Army Garrison, Hawaii (USAG-HI). 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.

1.1 Description of services and introduction: The contractor shall operate the United States Army Garrison – Hawaii’s Visual Information Studio with photo labs at Schofield Barracks and Fort Shafter. The photo labs provide support for:

1.1.1 Official DA Photos.

1.1.2 Command Photos.

1.1.3 Passport Photos for official travel only.

The Contractor shall provide digital photography services and produce official DA photographs for Army soldiers and civilian personnel for personnel records and identification of individuals in accordance with the following: Approved DA Forms 3903; Army Regulation (AR) 25-1, Army Information Management; AR 640-30, Official Army Photographs; AR 25-22, Army Privacy Program; AR 25-55, Department of the Army Freedom of Information Act Program; DA Pamphlet 25-91, Visual Information Procedures; Department of Defense (DoD) Instruction 5040.02, Visual Information and the Department of Defense Captioning Style Guide; and other VI policy guidance. Web Addresses for Related Forms, Regulations & Publications:

http://www.defenseimagery.mil http://www.dimoc.mil/ https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN3976_AR_640_30_Final.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/r25_1.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/r600_8_22.pdf https://armypubs.army.mil/pub/eforms/DR_a/pdf/A3903.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN7782_R25_22_FINAL.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/p25_91.pdf http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/504002p.pdf https://armypubs.army.mil/epubs/DR_pubs/DR_a/pdf/web/ARN6173_AR670- 1_Web_FINAL.pdf http://travel.state.gov/content/passports/english/passports/photos/photos.html

1.2 Background

Historical Workload Data (see Technical Exhibit 1 - Historical Workload Data) is provided for informational purposes only. Workload data is based on current trends including deployments/re-deployments and surges. Workload data can and will fluctuate based on current and historical trends.

1.3 Scope

The contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and non-personal services necessary to perform official photography services as defined in this PWS. Services include photography services for Army soldiers and civilian personnel producing official Army photographs for personnel records and identification of individuals (Command and passport photos) in accordance with US Army regulations and Visual Information (VI) policy guidance at Schofield Barracks Studios A and B, and Fort Shafter Studio. The contractor shall perform to the standards in this contract. The Contractor shall provide photographic and lighting equipment, cameras, computers, software, printers, equipment, supply materials and services to accomplish the required digital photography services as specified at Building 220, Fort Shafter and at Building 2038, Schofield Barracks in Studio A and Studio B. Contractor personnel shall take the digital photos in accordance with DA regulation and VI instructions or guidance.

Contractor will process the selection of photos, submission and maintaining current DA official photographs in the DA Photograph Management Information System (DAPMIS). The contractor shall also take and print photographs for Command photos and passport for official travel only.

1.4 Hours of Operation

Contractor is responsible for conducting business, between the hours identified below, Monday thru Friday except Federal holidays or when the Government facility is closed or when Federal employees are excused from work due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must 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.

Normal workdays at SB-b are Tuesday through Thursday (with flexibility as required by VIOS appointment scheduling of surges as coordinated in advance between the Contracting Officer or their representative and the Contractor) except US Federal Holidays. The studios shall be open during core hours of operation which are 0900-1500. The current hours of operation are listed in the table below as an example.

The Contractor is responsible in setting and publishing their hours of operation for the three studios (one at Fort Shafter, and two at Schofield Barracks). The photo labs or studios shall have qualified personnel to provide DA photo services during the hours of operation, including the operation of photographic equipment, maintenance, calibration, and adjustment skills necessary to perform the required photo services tasks. Hours of Operation should accommodate the soldiers’ routine availability and surge schedule.

Fort Shafter DA Photo Studio and

Schofield Barracks DA Photo Studio SB-a

Open: Mon-Wed, 0800-1700 hours Closed for Lunch 1200-1300 Hours Open: Thurs-Fri, 0700-1530 Hours Closed for Lunch 1130-1200 Hours

Schofield Barracks DA Photo Studio SB-b Open: Tues-Thurs, 0700-1600 Hours Closed for Lunch 1200-1300 Hours

Closed Saturdays, Sundays, and US Federal Holidays

1.5 Period of Performance

The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.6 Place of Performance

The work to be performed under this contract will be performed at Building 220, Fort Shafter and at Building 2038, Schofield Barracks in Studio A and Studio B.

1.7 Type of Contract

The government will award a firm fixed price contract.

1.8 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. Quality Control Plan (QCP) shall be submitted to the Government within 30 days after contract award.

1.9 Key Control

The Contractor shall make sure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by any persons other than the Contractor’s employees. The Contractor shall immediately report any occurrences of lost keys to the Contracting Officer.

1.10 Contracting Officer Representative

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.

2. CONTRACT ADMINISTRATION AND MANAGEMENT

The following subsections specify requirements for contract, management, and personnel administration.

2.1. Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor shall maintain continuity between the support operations of the DA Photo Studios at Schofield Barracks, Fort Shafter, and with the Contractor's corporate offices.

2.2 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for contractual actions within two days. The Contractor shall provide a single point of contact (specified by name, email address, and phone number) with full contractual authority to support contract requirements.

2.3 Personnel Administration

The Contractor shall provide the following management and support as required. All Contractor personnel shall be authorized to work within the United States. The Contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees.

The Contractor shall provide necessary infrastructure to support contract tasks specified in this

PWS.

2.4 Identification of Contractor Employees

The Contractor shall provide the name, address, and telephone number of all personnel at the post award conference. The Contractor shall verbally notify the COR of changes and provide written notice within three (3) working days after the effective date of the change. The Contractor shall provide each employee with identification (ID) badge made of nonmetallic material, easily readable and including employees name, Contractors name, functional area of assignment, and recent color photograph of the employee. Contractor personnel shall wear the ID badge at all times when performing work under this contract at a Government site, including while attending Government meetings and conferences that may take place outside the Government facility. Unless otherwise specified in the contract, each Contractor employee shall wear the ID badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit such placement. Contractor Employees shall identify themselves as a Contractor Employee when answering Government telephones. When Prime Contractor or Subcontractor personnel send e-mail messages as a part of contract performance (or otherwise relating to contract matters), each sender shall include his/her name (both first and last names), [E-mail address and the name of the individuals employer] and identify themselves as a Contractor.

3. TASK REQUIREMENTS

The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Official Army Photography

3.1.1 DA Photo

The Contractor shall provide studio photography based on a memo (see Technical Exhibit 2 – Examples of Photo Request Memos), (except for DA Photography) signed by immediate supervisor authorizing requested photos, and a valid, on-line DA Form 3903 work order (see

Technical Exhibit 3 - DA Form 3903-VIOS Version) from the requestor. Contractor photographers shall require a Common Access Card (CAC) and access to the Army Network System to process photography service requests submitted through the Visual Information Ordering Site (VIOS). If the network is down, a blank paper version (see Technical Exhibit 3A - DA Form 3903-Paper Version) shall be filled out and used. Official DA Photos required for promotion boards are uploaded into the Department of the Army Photograph Management Information System (DAPMIS). Contractor photographers shall require access to the Army Network System to upload those Official DA Photos. If a problem is discovered in the photo prior to it being uploaded into DAPMIS (such as missing ribbons, unauthorized devices, wrinkles, or other discrepancy that was not caused by the photographer or the equipment), the Soldier may be given one (1) opportunity for a Courtesy Photo Update (CPU) if the volume of the appointment schedule permits. CPU appointments must be approved by the DA Photo Manager, scheduled in VIOS, and require a digitally signed email or written request (see Technical Exhibit 4 - CPU Request Memo Example) signed by the company commander or equivalent in the Soldier’s chain of command. Initial DA Photography appointments take precedence over CPU appointments.

3.1.2 Soldier's Actions/Official Military School Package Photographs Photographs shall be taken in accordance with AR 640-30 in support of Soldier actions (such as military school, officer candidate school, warrant officer applications, Active Guard Reserves packets, and Soldier of the Quarter/Year Board packets), and shall not be uploaded into DAPMIS. The Contractor shall provide a paper copy or email an electronic file (see Technical Exhibit 5 - Authorized Quantities).

3.1.3 Head & Shoulder/Command Photos

All Head & Shoulder / Command Photos shall be completed as needed at both Fort Shafter and Schofield Barracks studio locations. Portrait photos shall be provided for O-6/GS-13 and above, photos for O-6 Promotable, photos for General Officers, MACOM CSM, Brigade Commanders, Brigade CSM, Battalion Commanders, Battalion CSM, Company Commanders and First Sergeants as requested on a DA Form 3903. All photographs shall be taken in accordance with AR 640-30, paragraph 5a, and shall not be loaded into DAPMIS. The Contractor shall send the photo to the email address provided by the customer on their work order and shall provide a paper copy. DA Photography appointments take precedence over Head & Shoulder/Command Photo appointments.

3.1.4 Image Disposition

Contractor photographers shall require access to the Army Network System to transmit selected DA photograph(s) (other than those of General Officers and promotable Colonels) to Personnel Command (PERSCOM) using the Department of the Army Photograph Management System (DAPMIS) on the day the photographs are taken IAW AR 640-30.

3.1.5 Passport Photos

All Passport photography shall be completed as needed at both Fort Shafter and Schofield Barracks studio locations. All photographs will be taken in accordance with DoD 1000.21-R (Passport and Passport Agent Services Regulation) and current US Department of State guidelines for passport photo requirements in support of no-fee passports (available at http://travel.state.gov/content/passports/english/passports/photos/photos.html). The Contractor shall provide up to 6 photo copies. DA Photography appointments take precedence over Passport Photo appointments.

3.2 Timely Studio Operations

The Contractor shall ensure each photo studio shall complete an estimated amount of 28 appointments per work day if scheduled. Visual Information Ordering Site (VIOS) appointments are slotted in 20 minute increments but the Contractor shall not exceed 30 minutes in duration per appointment. The Contractor shall make the best use of time so as to accommodate the maximum number of appointments and standbys. Appointments scheduled by customers in advance shall take priority over standby customers. Standby appointments will be available as appointments become vacant and available due to cancellations and no-shows. All requests must be submitted through VIOS and slotted under a separate scheduled tile "Schofield Barracks/Fort Shafter Standby Only" and approved by the Contractor prior to the date/time of appointment.

Soldiers will be instructed to come to the photo studio dressed and ready to be photographed, and will be worked into the normal flow when time permits. DA Photography appointments take precedence over standby appointments. Photographers shall refrain from answering phones during photo sessions.

3.3 Appointments

3.3.1 Scheduling Appointments

All photography appointments shall be made through the online Visual Information Ordering Site (VIOS) (available at https://www.vios-west.army.mil).

Customers schedule their appointments ahead of time online through VIOS. The Contractor shall monitor appointments against the Army Selection Board process to avoid exceeding the surge capacity of the studios. The Contractor shall notify the COR as soon as possible in writing and with justification, that additional support is required in the event that a surge of support requests exceed a promotion board deadline, no appointment slots are available at both Fort Shafter and Schofield Barracks studio locations, and no accommodation can be made during normal operating hours. Use of additional support shall only be authorized by issuance of a Task Order Signed by the Contracting Officer.

3.3.2 Cancelling Appointments

Customer’s scheduled photo appointments are considered “cancelled” when their appointment slot is no longer assigned to them in VIOS. Customers request their photo appointment be canceled by notifying the Contractor (in person, by phone, or by email) no less than 4 hours prior to their scheduled appointment time. The Contractor shall then remove the customer’s name from the appointment in VIOS, provide them with email confirmation of the cancellation, and offer to book another appointment for them.

3.3.3 Missed Appointments/No-Shows

The Contractor shall de-activate a customer’s account in VIOS if they fail to cancel the appointment or, fail to show up (no-show) within 30 minutes of their scheduled appointment time. This action will prevent them from making a new appointment until a memorandum from their Company (or higher level) Commander or their First Sergeant/Sergeant Major is brought to the Contractor stating why they missed their appointment. If the customer misses another appointment within a period of six months, they will not be able to make a new appointment until they provide the Contractor a memorandum from their Battalion (or higher level) Commander giving assurance that they will comply with future appointments. Upon receipt of the memorandum, the Contractor shall reactivate the customer’s account in VIOS so the customer can make a new appointment. NOTE: Exceptions to this policy include Battalion (and higher-level) Commanders, their Command Sergeant Majors, and others as approved by the Contracting Officer’s Representative (COR).

3.4 Work Orders

3.4.1 DA Form 3903

DA Form 3903 (In Process Work Orders) are generated within VIOS. The Contractor shall annotate the start time and end time of the completed photo session below the (M/VI Approval) “Comments” section on the printed out hard copy of the VIOS version of the form (see Technical Exhibit 3 - DA Form 3903-VIOS Version), or in Block 11b of the paper version of the form (see Technical Exhibit 3A - DA Form 3903- Paper Version). The Contractor shall ensure all blocks on the work order are complete. If the customer neglects to complete the DA Form 3903 fully, the Contractor shall present them with a hard copy of their DA Form 3903 on the day of their appointment to fill out blocks that were incomplete. The Contractor shall have the customer sign and date DA Form 3903 after the photo session has been completed. The Contractor shall process all VIOS Work Order Requests that come in throughout the day. The Contractor shall close out any completed work orders at the end of each day.

3.4.2 VIOS (Visual Information Ordering System)

The Contractor shall use VIOS to initiate approved work requests, collect labor, and material data for use in accomplishing CMRA requirements.

3.4.3 Work Order Documentation During Network Outages

The Contractor shall print out all DA Form 3903s for the current workday and the next working day as a contingency in the event the network goes down. If VIOS cannot be accessed because of a network outage, the Contractor shall document appointment information by hand on the hard copy DA Form 3903 to be used and be part of the Weekly Studio Status report. The Contractor shall assist the customer if they are having issues trying to book an appointment (i.e. they currently don’t have access to VIOS due to deployments or there is a network outage). The Contractor shall report and document any instances of network outages to the COR that affect their access to VIOS or DAPMIS.

3.4.4 Reports

The Contractor shall collect and compile completed DA Form 3903 work orders for the week by the 2nd work day of the following week. The Contractor shall provide work orders from missed appointments annotated and separated by “cancelled or no-show”. The Contractor shall submit a Weekly Studio Status Report to the COR by the 2nd work day of the following week. This report shall contain the total amount of DA Photo, Head & Shoulder/Command Photo, and

Passport Photo appointments accomplished by each studio during that week to include cancelled appointments, no-shows, and any other concerns/issues. Additionally, the Contractor shall submit a cumulative Monthly Studio Status Report to the COR no later than the 5th working day of each month. Reports and work orders shall be picked up by the COR or Alternate COR at a specified desk area located at Bldg. 2038, Schofield Barracks. Paper version DA Form 3903s shall be used and be part of the weekly report on quantities not inputted on VIOS due to network outages.

4. SPECIAL REQUIREMENTS

4.1 DOD Level I Antiterrorism (AT) Standards

Pursuant to Department of Defense Instruction Number 2000, “DoD Antiterrorism (AT) Standards,” dated October 2, 2006, each contractor employee requiring access to a Federally-controlled installation, facility and/or Federally-controlled information system(s) shall complete Level I AT Awareness Training on an annual basis and receive a certificate of completion.

Standard Contract Language Provision/Contract Clause Applicability and/or additional SOW/PWS language. Detailed information on each of these items are stated below. Applicable items to this contract action are indicated below.

___X__ 1. AT level I Training (general)

__X__ 2. Access and general protection policy and procedures.

__X_ 2a. For Contractor requiring Common Access Card (CAC)

__X__ 4. iWatch training.

__X__ 7. Requirement for OPSEC training __X__ 8. Information assurance/information technology training

**See below for definitive language for each of the items listed above.**

1. AT Level I training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level awareness training within 7 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. 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 five calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website:

http://jko.jten.mil

2. Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contract or Personnel) as directed by DOD, HQDA and/or local policy. 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.

2a. For contractors requiring Common Access Card (CA). 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.

4. iWATCH Training This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

iWATCH within the Army is a nation-wide modern version of a neighborhood watch program focused on the threat of terrorist activity. It is an antiterrorism awareness program that the contractor’s workforce, while on Army installations, must all be familiar with to promote and enhance reporting suspicious activity or behavior. The program has two elements: “passive” and “active.” The passive element is an individual’s situational awareness of his or her surroundings.

The active element of iWATCH involves individuals taking action to report suspicious behavior or activities to law enforcement for more investigation.

7. For contracts that require OPSEC Training. Per AR 530-1 Operations Security, the Contractor employees must complete Level I OPSEC Awareness training.

New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

8. For information assurance (IA)/information technology (IT) training. All Contractor employees and associated sub-contractor employees must complete the DoD

IA 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 months of appointment to IA/IT functions. DoD Awareness Challenge Training is available at the following website: https://ia.signal.army.mil/DoDIAA/

4.2 Contractor Manpower Reporting (CMR)

The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefiting from the contracted services. Reporting under this requirements contract shall be performed for each Task Order Issued. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2014. Contractors may direct questions to the help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMR website.

4.3 Uses and Safeguarding of Information:

Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars.

At no time will any data be released to the public with the Contractor name and contract number associated with the data. Contractors for other than Army components can visit https://cmra.army.mil/Login.aspx to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/.

4.4 Applicability: The reporting requirement applies to all contracted services, provided the organization that is receiving or benefitting from the contracted services is a Department of Defense organization, including reimbursable appropriated funding sources from non-DoD executive agencies where the Defense Component requiring activity is executive agent for the function performed. The reporting requirement does not apply to situations where a Defense Component is merely a contracting agent for another executive agency. In general, the only contracted services excluded from reporting are construction and utilities.

4.5 Facilities

The Government will provide administrative space in Building 2038 at Schofield Barracks and Building 220 at Fort Shafter. The Contractor shall not make alterations to Government provided facilities (see Technical Exhibit 6 - Government Furnished Facilities).

4.6 Utilities

The Government will provide and maintain utilities to include electricity, heating, plumbing, sewer, and water services currently available in Building 220, Fort Shafter, and Building 2038, Schofield Barracks. The Contractor shall instruct employees in utilities conservation practices.

The Contractor shall be responsible for operating under conditions that preclude the waste of

Government furnished utilities.

4.7 Telephone Service

The Government will provide one (1) Class (A) telephone service per building for conducting official business in the performance of this contract. Employees shall identify themselves as a Contractor Employee when answering Government telephones. Telephone service will be subject to the standard monitoring requirements of the Government telephone network. Long Distance Service will be provided for official Government business only. The Contractor shall monitor messages from the telephone answering machines at the Fort Shafter and Schofield Barracks DA Photo studios to receive messages when their staff members are unable to answer the telephone.

4.8 Custodial Services

The Contractor shall furnish all labor, equipment, and materials necessary to perform custodial services for the designated facilities located on Technical Exhibit 6 - Government Furnished Facilities.

The required services shall consist of keeping both studios clean and presentable.

5. DELIVERABLES

The Contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the Government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD.

Identifier Name A001 All Completed DA Form 3903s___________________________________ A002 Weekly Studio Status Report_____________________________________ A003 Monthly Studio Status Report____________________________________ A004 Commander's Memorandum for Missed Appointments________________ A005 Head & Shoulders Photo________________________________________ A006 VIOS E-mail Notification_______________________________________ A007 E-mail of Image Disposition_____________________________________ A008 Network Outage Notification____________________________________

6. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Performance Objective Standards/AQLs Incentive/Remedy

Official Army Photography 3.1.1- 3.1.4 DA Photo, Soldier’s Actions/School Package Photos, Head & Shoulder/Command Photos, Image Disposition

Standard: Services are performed per AR 640-30 AQL: Services performed 95 % of the time;

receive no more than 2 customer complaints about service during the month.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.1.5 Passport Photos Standard: Services are performed IAW

DoD 1000.21-R, and http://travel.state.gov/content/passports/engl ish/passports/photos/photos.html, AQL: 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.2 Studio Operations Standard: Each photo studio shall

complete an estimated amount of 28 appointments per work day if scheduled, AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.3.3 Missed Appointments/No-

Shows

Standard: IAW Missed Appointments / No-Shows processing procedures, AQL: 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.4.1 DA Form 3903 Standard: IAW Work Order processing

procedures, properly filled out, start-end times annotated, signed & dated by customer AQL: Services performed 95% of the time.

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.4.2VIOS Standard: IAW VIOS processing procedures AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

3.4.3 Work Order Documentation

During Network Outages

Standard: IAW VIOS processing procedures AQL: 95% of the time

Upon notification by the COR, the Contractor must immediately confirm the infractions and make corrections and/or remedies to prevent the reoccurrence of the performance standard failure at no additional cost to the Government.

7. INSTALLATION SPECIFIC REQUIREMENTS

7.1 Access To Army Installations- Personnel and Vehicles

a) Commercial businesses must possess and present a contractor Controlled Access Pass (CAP) to gain entry at any access control point (ACP). Installation Access Passes are processed by the Installation Access Pass Office, Building 6508, Leilehua Golf Course.

b) In order to obtain a contractor CAP, the contracting office representative must submit a signed and approved CAP application along with a personnel information sheet to the Installation Access Office. Printed proof of social security numbers will need to be presented with all substantiating documents to the CAP Office. After the office has processed the paperwork (typically two days), the contractor may pick up his or her pass at the office. The contractor must bring some form of identification with proof of his or her social security number.

c) Vendors and contractors with commercial vehicles who do business on Army installations on a regular basis can receive extended passes for individual and fleet vehicles, for periods stipulated by the COR/sponsor, by registering their vehicles at the CAP Office. Company “Multiple Operator” memorandums will be presented to CAP personnel upon requesting a vehicle CAP.

d) The Contractor shall provide to the Contracting Officer Representative the names and Social security Numbers of individuals requiring access in performance of the contract no later than 14 days prior to start of performance. The Army Organization or Directorate for whom the contractor is working is responsible for processing the paperwork to obtain passes.

e) Contractors and vendors requiring long term access (over 30 days) will require a government sponsor. Visitors seeking short term access (less than 30 days) do not require a government sponsor. In either case all applicants shall undergo a background check. By submitting the installation access request form, individuals are agreeing to a background check, which includes the National Crime Information Center Interstate Identification Index, or NCIC III, a Federal Bureau of Investigation database that provides criminal histories. The Contractor is responsible for assuring personnel required to access any installation in performance of the contract obtain the required identification. Costs for employees to travel to the Government location will be borne by the contractor. Failure to obtain required identification will not relieve the contractor from contract performance. Contractor shall be responsible for the return of identification cards upon the expiration of the contract or when an employee is no longer performing work under the contract.

f) The Contractor will provide a list of the names of all employees and subcontractor employees who will access any Army facility in the performance of this contract. Contractor will provide written document used to verify employees and subcontractor's employees compliance with FAR 52.222-54, Employment Eligibility Verification (clause that requires contractor to do background check.) The contractor will provide written proof from the Immigration and Naturalization Service that all employees listed are approved for employment within the US.

g) At any time contractor employees are operating contractor-owned vehicles on an Army Installation, they shall have in their possession a letter signed by a corporate officer authorizing the individual to drive the vehicle.

h) The Contracting Officer and the Provost Marshal office shall be notified of any changes in vehicles within three business days of the change.

i) Lost vehicle passes shall be reported immediately in order to obtain new passes. All vehicle passes issued shall be returned to the Installation Access Office upon completion of the contract, termination of an employee or discontinued use of the registered vehicles.

j) Failure to follow the procedures outlined above may result in delays in entering Army Installations. The Government is not responsible for any adverse impact on the contractor or its operation as a result of delays due to the failure to register vehicles.

k) Contractors operating vehicles on an Army post will not use cell phones unless used with a hands-free device. This applies to ALL personnel driving privately-owned and government vehicles on Army installations and housing areas. Failure to comply will result in the loss of on-post driving privileges:

First offense – 14 days Second offense – 30 days Third offense – 180 days

If caught driving while privileges are suspended, your privileges may be further suspended for a 5-year period.

l) The Provost Marshall has the authority to change the above procedures without notice. Contractors shall adhere to any changes in security procedures

About the background check In accordance with Homeland Security Presidential Directive 12 and Army Regulation 190-13, all visitors and un-cleared contractors desiring un-escorted access to USAG-HI Installations, must be vetted through NCIC III, the Army’s baseline background check for entrance onto Army installations for non-CAC or non-DOD ID card holders. Upon successful completion of a background check the individual(s) may be eligible to be issued an installation access badge. This badge is only good for access onto the installation and to be available for presentation to Installation Security personnel. It is not to be used as a form of identification for other purposes. The installation commander may, in the absence of an approved waiver, deny un-cleared contractors, subcontractors and visitors un-escorted access to the installation based on the results of the NCIC III check that contains credible derogatory information indicating the individual may present a threat to good order, discipline, or health and safety on the installation.

Factors that would constitute an access denial:

The NCIC III contains criminal arrest information about the individual that causes the Installation Commander to determine that the individual presents a potential threat to the good order, discipline, or health and safety on the installation.

The installation is unable to verify the…