W912PB-18-Q-3098_PWS_FINAL.pdf

Page 1 of 23 Rev 3-July 2016

PERFORMANCE WORK STATEMENT (PWS)

USANATO TRANSLATOR AND ADMINISTRATIVE ASSISTANT

USANATO BRIGADE

Elblag, Poland

Part 1

General Information

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal services contract to provide language translation support and administrative assistance. The Government shall not exercise 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: This Performance Work Statement (PWS) specifies the language translation support and administrative assistance to be performed between host nation organizations on behalf of the US personnel assigned to Elblag, Poland.

1.3 Scope: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO). See also Paragraph 1.1 Background.

1.3.1 Work Responsibility: 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 conduct work in accordance with this PWS and all applicable United States (U.S.), Poland, 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. Some services under this Contract may be performed at designated facilities, or portions of installations, by in-house Government personnel or by other contractors.

1.3.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services such as material requisitioning, quality control (QC), meetings, and correspondence. The contractor shall perform administrative duties by establishing and maintaining office files in accordance with the Army Records Information Management System (ARIMS) (Army Regulation 25-400-2). The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S., Poland, 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 is permitted to access and handle PII for specific purposes within his/her functions and responsibilities in order to directly support Service Members and Family Members (i.e., customs clearances, automobile registration, establishing Polish bank accounts, establishing contracts, assisting with medical support or hospitalization, and other specified situations which may require handling of PII). In all circumstance of handling PII, the Contractor will obtain written consent from the appropriate Service Member or Family Member. The Contractor shall compile historical data, prepare required reports, and submit information as specified by the Deliverable List presented in this PWS.

1.4 Objectives: Services rendered under this contract will provide for language translation support and administrative assistance on behalf the US personnel assigned to Elblag, Poland.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

Base Year: 01JUL18 – 30JUN19 Option Year I: 01JUL19 – 30JUN20 Option Year II: 01JUL20 -30JUN21

Page 2 of 23 Rev 3-July 2016

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The Contractor shall develop and maintain a Quality Control Plan (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 that the work provided complies with the requirements of the contract. At a minimum, the QCP must include the following to be acceptable:

a. 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.

b. How the Contractor will monitor work to ensure that performance complies with all timelines, deadlines, and goals.

c. How the Contractor will monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses.

d. How the Contractor will monitor and ensure staff qualifications remain current and valid throughout contract performance.

e. How the Contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future

f. How the Contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

The QCP shall be submitted within fifteen (15) calendar days after contract award.

1.6.2 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).

1.6.3 Recognized Holidays: Due to the nature of the mission and its location in Elblag, Poland the U.S. federal holidays are not observed by the international staff at the Headquarters, MNC NE. Accordingly, given mission needs and requirements are met and, except for emergencies, the Contractor will be authorized to observe 10 main local national holidays to match the number of US Federal holidays.

Holiday Date Which nation Holiday Date Which nation New Year’s Day 1 January All Polish Armed Forces Day 15 August Poland Epiphany 6 January Poland All Saints’ Day 1 November All Easter Monday (moves)April All Independence Day 11 November Poland Labor Day 1 May All Christmas Day 25 December Poland Constitution Day 3 May Poland Boxing Day 26 December Poland

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800- 1700, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

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. The above requirement can be waived on an individual basis, resulting in the contractor granting leave to the employee without providing a replacement.

1.6.5 Training Holidays: USAREUR has historically granted military personnel Training Holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training Holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

Page 3 of 23 Rev 3-July 2016

1.6.6 Place of Performance: The work to be performed under this contract will be performed at the NATO MND-NE, US Element Leczycka 10-12, 82-300 Elblag, Poland. Alternative place of performance locations include:

- MNCNE, US Element, ul. Lukasinskiego 33, 71-215 Szczecin; and

- JFTC, US Element, ul. Szubinska 2, 85-980 Bydgoszcz.

The Contractor has to be available to provide a short-term support as needed at the alternative locations, subject to the travel expenses reimbursement IAW paragraph 1.13.

1.6.7 Type of Contract: The government contemplates an award of a Firm Fixed Price type contract for this requirement.

1.7 Security Requirements:

1.7.1 Security Program: Contractor personnel performing work under this contract are not required to carry a security clearance for this contract.

1.7.2. Personnel Security Clearance Requirements: Reserved

1.7.3 Installation Access: Access to the NATO installation and controlled areas is limited to personnel who meet security criteria and are authorized by Host Nation law (Poland) to work in that country. The Contractor is responsible to ensure that any subcontractor used in performance of this contract complies with these requirements and that all employees of both the Contractor or any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

The Contractor is responsible for being aware of and complying with the requirements associate with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control (IAC) processing requirements.

Below are the required documents and information for IAC processing for any Contractor, subcontractor or employee:

- Full name(s) (including maiden name and previously used names)

- Date and place of birth

- Passport information (including passport numer and date/place of issuance)

- For Polish citizens: PESEL and Polish identification numer (“Dowód osobisty”)

- Current physical address and telephone numer

- Current certificate of no criminal record („Zaświadczenie o niekaralności”) issued by the National Criminal

Registry („Krajowy Rejestr Karny) in Poland

All documents and information required for IAC shall be submitted by the Contractor to the IAC/Organizational Sponsor within fifteen (15) calendar days after contract award.

Below is the responsible Organizational Sponsor & Installation Access Control Office for this contract:

Organizational Sponsor: Michael Johnson Location: Elblag, Poland DSN Phone No:

Commercial Phone No: +48.882.64.0898

The Contractor shall provide an installation pass log within thirty (30) calendar days after contract award. The pass log shall be updated as employees are added or removed and submitted to the COR within five (5) days after changes.

Upon the termination of employment or termination/cancellation of this contract, the Contractor is responsible to collect the installation access passes. The contractor shall collect the installation access passes the same day employment of an individual has expired/terminated, and shall return them to the issuing office within three (3) workdays.

1.7.4 Background Checks: Reserved.

Page 4 of 23 Rev 3-July 2016

1.7.5 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured IAW AR 190-13, ‘The Army Physical Security Program’.

1.7.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. If applicable, government issued access badges shall not be worn outside designated facilities where visible to the general public. The Contractor shall immediately report suspicious activities to security personnel.

1.8 Key Control: The Contractor shall establish and implement methods of making sure all keys/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 Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

1.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.11 Key Personnel: The following personnel are considered key personnel by the government: Contractor, Contract Manager or designated alternate. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available for telephone communication or site attendance, with the COR, as

Page 5 of 23 Rev 3-July 2016 required by the COR, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.11.1 Special Qualifications:

1.11.1.1 Language Skills: Contractor shall be fluent in both the English and Polish languages (English Level III and Polish level III) Knowledge of English and Polish languages shall be sufficient to render translations with correct grammar and spelling.

The Contractor, or the Contractor employee performing under this Contract, must meet both the basic education and experience requirements as follows:

Basic Educational requirements:

- Undergraduate and Graduate Education: Major study -- the appropriate foreign language (Polish) from an

English-speaking college or university, or English from a college or university in Poland, or translating or interpreting where English and Polish were prerequisites.

OR

- In substitution for the education requirement, one year of specialized experience in translating, interpreting, or other work requiring the use of English and Polish or a combination of work (that required English and Polish) and training at the Defense Language Institute, Foreign Service Institute, or comparable training.

Basic experience requirements:

- Specialized Experience for Translator: One year of specialized experience which includes experience in translating and interpreting specific information and material from English to Polish and vice versa.

Experience in editing translations and interpretations using correct wording and structure, clarity of expression and correct punctuation in the proper format. Experience in conduct research and analysis of information from different sources in order to obtain a variety of information necessary to perform translator/interpreter duties for areas of responsibility such as Poland.

- Specialized Experience for Admin Assistant: One year of experience in general administrative function, such as typing and the ability to operate a personal computer, working knowledge of basic data entry for MS Office Word and Excel programs, consolidation of reports, management of correspondence, records, and mail. Must demonstrate above average telephone etiquette and customer service skills.

1.11.1.2 Driving License and Non-Tactical Vehicle License: Must be authorized to operate a passenger vehicle in the Host Country (Poland) and shall obtain and maintain a Non-Tactical Vehicle driver’s license.

1.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel identification shall be easily identifiable through the display of badges IAW AER 27-715 Contractor Identification.

1.13 Contractor Travel Contractor shall be required to travel during the performance of this contract to attend meetings, conferences, and training. The contractor shall be required to travel in and around the city of Elblag for liaison requirements. The Contractor is required to travel outside of the city of Elblag, including alternative locations (para 1.6.6.) and different locations in Germany to complete the contract requirements or to support the mission, as required. Contractor will be authorized use of all Non Tactical Vehicles managed by the unit in accordance with unit policy. Contractor will be authorized travel expenses, not to exceed $5,000 per contract term, consistent with the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR thirty (30) calendar days prior to scheduled travel. Employee will adhere to the lodging, meals and incidentals expense limits directed by the Defense Travel Management Office.

1.14 Other Direct Costs: Reserved

1.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor

Page 6 of 23 Rev 3-July 2016 without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at (http://www.defenseimagery.mil/products/dodimagery/commercialuse.html. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.17 Non-Disclosure Statements: Reserved

1.18 Organizational Conflict of Interest (OCI): 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 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.

1.19 Phase In /Phase Out Period: Reserved

1.20 Safety: The Contractor shall follow safety and health standards promulgated under the Occupational Safety and Health Act (OHSA) of 1970 as published in the Federal Register, Volume 37, Number 202, Part II (title 29, Chapter 17, Part 1910) and subsequently issued OSHA standards. In addition, the contractor will follow the Department of Defense Instruction (DODI) 6055.07, Mishap Notification, Investigation, Reporting, and Record Keeping criteria.

1.20.1 Safety Plan and Program: The contractor shall develop a Work Plan that describes the following:

• Plan for carrying out the work and project schedule

• Health and safety plan (HASP)

The contractor’s HASP shall comply with OSHA, USACE Safety Manual and Host Nation regulatory requirements.

The HASP will address potential hazards which while performance may present to the Contractor personnel and military community members. The plan will describe personnel training and responsibilities, project equipment, and other applicable procedures and protocols for maintaining complete project safety. Any actions required to protect the surrounding community and other third parties (e.g., visitors) will be discussed. The HASP must also be submitted in a report format to the (COR/Contracting Center) within thirty (30) days of the contract award date.

1.21 Environmental Compliance: The Contractor shall ensure all work performed under this service contract is done in full compliance with all Safety, Health, Industrial Health and Environmental applicable US and HN laws and regulations. In cases of conflict between applicable laws and regulations, the most protective standard shall prevail.

Page 7 of 23 Rev 3-July 2016

1.22 Environmental Compliance Plan and Program: See paragraph 1.21

1.23 Required Training:

1.23.1 Anti-Terrorism (AT) Level I Training: The Contractor shall complete AT Level I Training within Thirty

(30) calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies, or Thirty (30) calendar days after employment of new personnel, all contractor employees, including subcontractor employees, who are employed under the contract shall complete AT Level I awareness training within Thirty (30) calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. Contractor personnel travelling overseas shall complete area of responsibility (AOR) specific AT awareness training for U.S. based contractor employees and associated sub-contractor employees. 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 ten (10) calendar days after completion of this training by all employees and subcontractor personnel. AT Level I awareness training is available at https://jkodirect.jten.mil. Contractor personnel must complete refresher training every twelve

(12) months except AOR specific AT Level I training which shall be completed as required by local AT policies

If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local AT Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the AT Officer. Verification of the training shall be provided to the COR within ten (10) calendar days after completion of the training.

1.23.2 OPSEC Training: Contractor employees, including subcontractors, shall complete Level I OPSEC training within thirty (30) calendar days of employment under this contract. OPSEC Level I training is available at http://www.cdse.edu/catalog/elearning/GS130.html. Contractor personnel must complete refresher training every 12 months. If training cannot be conducted on the website, the Contractor shall coordinate with the COR who will contact the local OPSEC Officer at their assigned location for classroom training. Contractor personnel completing training in the classroom will receive a certificate or the training attendance roster signed by the OPSEC Officer.

Verification of the training shall be provided to the COR within 10 calendar days after completion of the training.

1.23.3 iWATCH Training: The contractor and all associated subcontractors will brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally 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 will be completed within Thirty (30) calendar days after the contract is awarded and within Thirty (30) calendar days after new employees commence contract performance, with the results reported to the COR within Thirty (30) calendar days after the contract is awarded.

1.23.4 Information Assurance (IA) Training: Contractor employees, including subcontractors, requiring access to Government information systems shall complete the DOD IA Cyber Awareness Training. All employees working information technology (IT)/IA functions must comply with DOD and Army training requirements per DOD Directive (DODD) 8570.01, Information Assurance Training Certification and Workforce Management, DOD 8570.01-M, Information Assurance Workforce Improvement Program, and AR 25-2, Information Assurance, within thirty (30) calendar days of employment. Training is available at https://ia.signal.army.mil/DoDIAA/default.asp.

All Contractor personnel and subcontractor personnel performing services under this contract with access to a government information system must be registered in the Army Training Certification Tracking System (ATCTS), the web address is https://atc.us.army.mil/iastar/index.php. Contractor personnel must complete refresher training every twelve (12) months.

1.23.5 Personally Identifiable Information Training: Contractor employees, including subcontractors, requiring access to Government information systems shall complete the DOD PII training available at https://ia.signal.army.mil/a/pii_module/pii_module/launchpage.htm

1.23.6 Non-Tactical VehicleLicense: Contractor shall obtain and maintain a valid license.

Page 8 of 23 Rev 3-July 2016

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1 Definitions:

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.

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.

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.

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

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

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

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

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

Work Week - Monday through Friday, unless specified otherwise.

Page 9 of 23 Rev 3-July 2016

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit USANATO Brigade US Army- NATO (Sembach, Germany) AFN BN AFNORTH Battalion (SHAPE, Belgium)

Page 10 of 23 Rev 3-July 2016

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services:

3.1 Services: Reserved

3.2 Facilities: The Government will provide the contractor a work station.

3.3 Utilities: The Government will provide all utilities in the facility and those utilities will be available for the contractor’s use in performance of tasks outlined in this PWS. 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 to accomplish cleaning vehicles and equipment. In case of accident/damage during the employee’s use of the NTV, the unit reserves the right to conduct a commander’s inquiry, in addition to the Government mandated Abbreviated Ground Accident Report. The result of the commander’s inquiry will determine liability.

3.4 Equipment: The Government will provide a telephone, computer, scanners, fax machines, and printers. The Government will also provide a non-tactical vehicle as needed for contractor to preform liaison duties.

3.5 Property Management: For all issued GFP for this contract, the contractor shall submit a property management plan NLT 60 days after contract commencement to the supervisor on site (NSE NCO) that addresses the requirements as listed in FAR Clause 52.245-1, Government Property. Contractor shall ensure GFP is maintained IAW AR 735-5, Policies and Procedures for Property Accountability, in addition to the aforementioned clause.

3.6 Materials: The Government will provide the contractor a copy of Army Regulation 25-400-2 in order to ensure contractor’s compliance on the Army Records Information Management System (ARIMS).

3.7 Training: The Government will provide required training, See paragraph 1.23

3.8 Common Access Cards (CAC): The Government will provide Common Access Cards (CAC) via the Trusted Associate Sponsorship System (TASS) (Web site https://www.dmdc.osd.mil/tass/)

Page 11 of 23 Rev 3-July 2016

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: Reserved

4.2 Secret Facility Clearance: Reserved

4.3 Materials: Reserved

4.4 Equipment: Reserved

4.5 Common Access Cards (CAC) : The contractor shall provide the following information: Last, First Middle Name, Cadency Name, Person identifier (SSN, FIN, or TIN), date of birth, primary email (this email will used to contact the individual) to the COR within fifteen(15) calendar days after award. The contractor shall provide a CAC log within the first thirty (30) calendar days after contract award and within five (5) calendar days after changes have been made. The COR will provide the format and content. Note CACs are Government property and must be accounted for.

Page 12 of 23 Rev 3-July 2016

PART 5

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide non-personal Translation/Interpretation and administrative assistance services to include interpretation and translation of the Polish and English languages to support US Service Members and Family Members with housing coordination and support, community administrative support, and specific Polish-English Translation/Interpretation services.

5.2. Task Heading: Contractor Specific Tasks and Responsibilities

5.2.1 The contractor shall provide liaison support between host nation organizations and newly arrived US personnel or US personnel in the process of departing the Elblag Communities in order to ensure a seamless, comprehensive in-processing/out-processing. The “liaison support” as specified herein includes: communication and contact, translation of applicable communications, including verbal and written documents, and ensuring the required arrangements are made; support includes assistance by phone, email and in person.

5.2.1.1 The contractor shall provide liaison support with initial house hunting.

5.2.1.1.1 The contractor shall drive the newly arrived personnel to available housing units for viewing, communicate with prospective landlords and/or real estate agents during housing viewings and provide language support to negotiating and developing lease contracts.

5.2.1.1.2 The contractor shall provide to the Service Member the Housing office’s welcome letter, briefing form and the bi-lingual EN-PL house inspection form to be used for the initial (move-in) and final (move-out) inspections. The contractor shall accompany Service members during the initial and final inspections and (unless waived by the SM and when the SM is represented by the real estate broker).

5.2.1.1.3 The contractor shall assist with the initial set-up and termination of the utility contracts (water, sewage, heating gas, electricity, trash, etc), house maintenance (remodeling, cleaning, firewood, gardener) to include drafting termination notices and/or translations at the respective utility/business offices.

5.2.1.2 The contractor shall provide liaison support with registration with the Polish Government in accordance with SOFA standards.

5.2.1.3 The contractor shall provide liaison support by arranging for temporary furniture and appliances in coordination with servicing housing office.

5.2.1.4 The contractor shall provide liaison support by aiding in the coordination for household Goods, unaccompanied baggage shipment/delivery ,and personal vehicle (POV) shipment/delivery.

5.2.1.4.1 The contractor shall provide liaison between the Service Member, Polish Customs, transportation company and drivers regarding customs clearance, hour of delivery and required paperwork. The contractor will review documents required by local transportation, translate and communicate to the Service member.

5.2.1.4.2 The contractor shall provide liaison between the Service member, Polish

Customs, transportation company and drivers regarding POV delivery, hour of deliver, customs clearance, and required paperwork for the arriving and departing vehicles. The Contractor will review, gather, prepare and translate all documentation required for the Customs office; arrange for POV inspection at the local Customs office and submit the documents to the local customs office for the customs clearance of the arriving and departing vehicles.

5.2.1.4.2 The contractor shall translate all documents from English to Polish and vice versa for customs clearance of HHG and POV, as presented by the Service member.

Page 13 of 23 Rev 3-July 2016

5.2.1.5 The contractor shall provide liaison support by helping to obtain local vehicle inspections, obtaining required liability insurance and Polish vehicle registration/deregistration.

5.2.1.5.1 The contractor will arrange local technical inspections for the arriving personal vehicles. The contractor will provide personal assistance during the inspections and will provide on-the-spot translations between the inspectors and the Service member.

5.2.1.5.2 The contractor will review, gather and translate all documentation required for the Vehicle Registration office. The contractor will assist the Service member with filling out the application form for registration/deregistration and will accompany the Service member to the Registration Office to complete the registration/deregistration process.

5.2.1.5.3 The contractor will assist the Service members with obtaining the applicable insurance for their personal vehicles (at minimum the liability insurance is required). The contractor will communicate with the local insurance company/companies in order to obtain a quote and will personally accompany the Service member to the selected Insurance Agent’s office.

The contractor will also assist the Service member with insurance reimbursement following the vehicle deregistration by accompanying the Service member to the Insurance Agent’s office and completing the additional paperwork, as required by the insurance.

5.2.1.5.4 The contractor shall translate all documents from English to Polish and vice versa for vehicle inspection, registration/deregistration and insurance purposes, as presented by the Service member.

5.2.1.7 The contractor shall provide liaison support by assisting in all other in/out-processing issues involving local authorities or businesses that required language assistance.

5.2.1.8 The contractor shall maintain a current database of housing units in Elblag communities to provide incoming personnel with information on housing options and by maintaining relationships with local landlords and local realtors to facilitate cooperation with US personnel.

5.2.1.9 The contractor shall provide school liaison support by assisting with the registering of dependent children in International or local schools, communicating with the Service members and the

5.2.2 The contractor shall provide liaison support between US Personnel and host nation authorities, private business, and facilities to ensure compliance of SOFA (Status of Forces Agreement) and applicable MOA’s (Memorandums of Agreement)

5.2.2.1 The contractor shall liaison and administrative support to US personnel by collecting, reviewing and processing applications for Value Added Tax (VAT) free purchases on the local economy in conformity with the applicable locally established regulations and guidelines.

5.2.2.2 The contractor shall translate Polish documents into English and English documents into Polish from Polish and US authorities.

5.2.2.3 The contractor shall translate Polish bills (i.e. telephone, insurance, repairs/services, auto, utility companies, etc.), contracts (housing leases, service contracts, etc.), receipts (labor purchases, goods purchases, etc.), medical, and dental documents, registrations, and other official documents to ensure both parties understand the implications of such documents.

5.2.2.4 The contractor shall provide liaison support by assisting in the resolution of problems with service and billing and/or claims by communicating US personnel concerns to the business and explaining the terms of the contracts to the US personnel.

5.2.2.5 The contractor shall provide liaison support by communicating any issues between private or government agencies and US personnel to the Chain of Command, including but not limited to military mail drop-off and pick-up scheduling assistance and communications with the Polish postal representatives.

Page 14 of 23 Rev 3-July 2016

5.2.2.6 The contractor shall maintain a database to provide US personnel with current information on community services and facilities available near the Elblag Communities.

5.2.2.7. The contractor, on regular basis, shall provide language and cultural immersion assistance to US personnel and Families with up-to-date briefings, monthly emails regarding national holidays and other events/important dates; and social media updates on upcoming community events.

5.2.2.8. The contractor shall compile and regularly update detailed guidance and welcome packet information on local services, community and family life support systems available for US personnel and Families.

5.2.3 The contractor shall perform administrative duties essential to the organization’s operation.

5.2.3.1 The contractor shall perform administrative duties to include telephone reception, personnel actions, properly formatted correspondence, file maintenance, and audits in accordance with the Army Records Information Management System (ARIMS).

5.2.3.2 The contractor shall perform administrative duties that also include distribution management, tasking management, maintenance of updated regulatory guidance, and a housing database maintenance.

5.2.3.3 The contractor shall perform administrative duties that include typing various documents (i.e. Department of Defense (DoD) Forms, awards, and citations).

5.2.3.4 The contractor shall perform administrative duties that include proofreading correspondence to ensure proper formatting, proper assembly, typographical, grammatical, and punctuation accuracy. The contractor shall ensure that relevant attachments are enclosed, pages are numbered correctly, and applicable signatures are obtained.

5.2.3.5 The contract shall perform administrative duties by ensuring that the required number of copies is made in accordance with the provided distribution schemes.

5.2.3.6. The contractor shall perform administrative duties by establishing and maintaining office files in accordance with the Army Records Information Management System (ARIMS) (Army Regulation 25-400- 2).

5.2.3.6.1 The contractor shall arrange files so that the material can be easily located and properly closed/stored.

5.2.3.6.2 The contractor shall audit ARIMS files every six months for accuracy IAW AR 25-400- 2.

5.2.3.7 The contractor shall perform administrative assistance by receiving incoming distribution, prioritize distributions, screen material for suspense dates, establishing controls, and maintains suspense files.

5.2.3.8 The contractor shall perform administrative assistance by receiving and filing changes to regulatory publications.

5.2.3.9 The contractor shall perform administrative assistance through files correspondence, records, reports, and maintains administrative files for proper distribution.

5.3 Meetings, Conferences, and Briefings:

5.3.1 The Contractor shall provide individual and/or group briefings to all in-processing and out-processing US personnel, to include information specific to: temporary lodging, house-hunting, VAT and Fuel tax relief programs, POV shipment and delivery, licensing and driving in Poland, local school and daycare facitilites, gym and other local services.

Page 15 of 23 Rev 3-July 2016

5.3.2 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 as required by the Government to provide effective communication and impart necessary information. The Project Manager or designated representative 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.

5.4 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US 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/. 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 2018. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mill.

If contract period of performance ends prior to September 30, the contractor has 30 calendar days from end date of the contract to complete the eCMRA requirement.

Page 16 of 23 Rev 3-July 2016

PART 6

APPLICABLE PUBLICATIONS

6. Applicable…