1.05 PWS.docx

UNCLASSIFIED

UNCLASSIFIED

PERFORMANCE WORK STATEMENT (PWS) for TRAVEL SUPPORT CNSL N01F Directorate

1. GENERAL: This is a non-personal services contract to provide Personnel Administration Services for the Travel Program at Commander, Naval Surface Force, Atlantic (CNSL). The Contractor shall provide support for both Directorate N01F (Comptroller) Norfolk and Mayport offices. CNSL’s mission focus is Manning, Training and Equipping assigned surface forces and shore activities, ensuring a capable force for conducting prompt and sustained operations in support of U.S. national interests. The Travel Program at CNSL provides oversight and support to all CNSL ships and subcommands with travel arrangements to include but not limited to identifying proper flights, lodging and rental car bookings; and processing various emergent travel requests in support of carrying out CNSL’s mission.

1.1 Description of Services: The contractor shall provide non-personal services for the travel program as defined in this PWS except for those items specified as government furnished property and services. CNSL generates approximately 15,000 travel orders per year. Workload fluctuates widely each year, plus or minus ten percent. Based on historical performance, the Government estimates four (4) Full Time Equivalents (FTEs) for the Directorate N01F (Comptroller) Norfolk office and two (2) FTEs for the Directorate N01F (Comptroller) Mayport office for the duration of the contract. However, the Contractor shall determine how many qualified personnel are required to successfully complete the required tasks and meet the qualifications as identified below. Contractors are reminded that it is incumbent upon them to successfully meet all requirements as defined in this performance work statement. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Objectives: Provide technical, analytical, training and program support to COMNAVSURFLANT located in Norfolk, VA and Mayport, FL.

1.3 Scope:

1.3.1 Travel Program Support services (N01F Directorate) include:

1. Provide customer service to all CNSL fleet ships, employees and customers involving the execution of Defense Travel Program Authorizations and Vouchers.

2. Handle and use Personally Identifiable Information (PII) to distinguish or trace an individual’s Identity such as date of birth and social security number. Selectee shall have appropriate administrative, technical and physical safeguards in place to ensure the security and confidentiality of PII records. Note also the requisite clauses in the contract, to include FAR 52.224-1 and -2, incorporated herein by reference.

3. Provide support to CNSL in preparation and review of travel authorization and vouchers providing specific Defense Travel Support (DTS) for CNSL HQ and their subordinate commands.

The Government estimates performance may require the following FTEs based on historical data:

Base Year: CNSL Norfolk, VA – 4 FTE CNSL Mayport, FL – 2 FTE Option Years: CNSL Norfolk, VA – 4 FTE CNSL Mayport, FL – 2 FTE The Contractor shall:

· Be responsible for ensuring that travelers complete their travel authorization documentation in accordance with defense travel regulations. Contractor must be familiar with Defense Travel System (DTS). Contractor shall have cradle-to-grave overall responsibility, upon receipt of a Passenger Reservation Request (PRR), to ensure that the travel authorization is properly completed and that the travelers’ requirements will be met.

· Make all necessary travel arrangements to include, identifying proper flights, hotels, and rental car – and reserving those for the traveler.

· Monitor and track both approved and unapproved travel. Ensure that arrangements have been properly reserved and/or funded to ensure that the travelers can accomplish the mission.

· Must follow all procedures outlined in the Joint Travel Regulations, Defense Table of Official Distance and the Defense Travel Management Office (DTMO) issued instructions as applicable to ensure that Authorizations are correct, corrected, and properly documented in DTS.

· Be responsible for ensuring that vouchers and sub vouchers (DD Form 1351-2) are properly completed in DTS and that the traveler has provided requisite supporting receipts and documentation in accordance with references listed in Section 2. The contractor shall be responsible for doing the tasks necessary to ensure that all documents are properly uploaded into DTS, to include the actual uploading of vouchers, receipts, and other relevant documentation.

· Provide subject matter expertise and support to Approving Officials to identify and resolve travel authorization and voucher processing problems encountered.

· Provide sound judgment and advice to travelers in accurately completing various DTS travel or related documents following internal and external policies and procedures.

· Monitor and track vouchers; and shall communicate directly with travelers and/or Command Pass Coordinators (CPC) for those who have not submitted vouchers within five (5) days after the traveler returns. Contractor shall be responsible for making sure that travelers submit their travel vouchers no later than 30 days after completion of travel.

· Monitor and track all vouchers in DTS – and research, collect data, and effect any corrections to incorrectly completed vouchers.

· Obtain view only access to CitiManager tool to verify that the correct travel card charges have been included when preparing vouchers.

· Assist with reviewing all required travel reports on a daily, weekly, monthly and/or quarterly frequency, as required, and provide assistance with correcting, clearing up suspended or rejects and provide follow up to ensure action has been completed. This includes but is not limited to the following reports: Unsubmitted Voucher Report, Approved Status Report, etc.

· Monitor after-hours duty phone, as required, to assist travelers with emergency travel and travel-related issues.

· Contractor to complete and sign a Non-Disclosure Agreement (NDA) to access data that may be deemed personally identifiable information (PII).

1.4. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months, four (4) 12-month option years, and one (1) 6-month optional period. The Period of Performance reads as follows:

Option Year III: 1 July 2029 – 30 June 2030 Option Year IV: 1 July 2030 – 30 June 2031 52.217-8 Option: 1 July 2031 – 31 December 2031

1.5. General Information

1.5.1. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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).

Memorial Day

1.5.3 Hours of Operation: The contractor is responsible for conducting business between the hours of 0730-1600 Monday through 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. 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.

1.5.4. Place of Performance: The work to be performed under this contract will be performed at COMNAVSURFLANT, Bldg. D-29 1751 Morris St, Norfolk, VA 23511 AND 2529 Bailey Avenue, Mayport, FL 32228

1.6. Security Requirements: Contractor personnel performing work under this contract must have a Secret Clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.1 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.

1.6.2. 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.

1.6.3. 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.

1.6.4. 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.

1.7 Special Qualifications:

1.7.1 DTS Travel Analysts must have knowledge in DoD JTR policies and procedures; Working knowledge of processing travel authorizations, travel vouchers using DTS and Transaction Online Processing System (TOPS) upload/download of DD Form 1610 (Request and Authorization for TDY Travel of DoD Personnel) and DD Form 1351-2 (Travel Voucher or Sub-voucher) and Microsoft Office Suite.

1.7.2 DTS experience should include DTS travel documents, Non-DTS Entry Agent (NDEA) functions, cancellation procedures, constructed travel, Fiscal Year (FY) crossover, group Travel, itinerary changes, routing lists, and reports.

1.7.3 A minimum of 3 years of practical hands on experience utilizing various DTS applications to provide effective and efficient program employment in executing the organization’s travel requirements. This experience also includes the ability to assess various organizational travel programs in accordance with governing regulations and providing planned routine and on-the-spot training on all aspects of DTS employment.

1.7.4 Knowledge of current relevant guidance including the Joint Travel Regulation (JTR), the Department of Defense Financial Management Regulation (DoDFMR), Navy DTS Business Rules, and NAVSUPINST 4650.8, and DoDI 5154.31.

1.7.5 Functional experience with Microsoft Outlook, Word and Excel applications.

1.7.6 Ability to work independently and professionally with military and civilian personnel.

1.7.7 Understanding of DON policies for protection of Personally Identifiable Information (PII).

1.7.8 A minimum of a high school diploma is required for the position.

1.8. 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.

1.9. 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.

1.10. 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. The contractor personnel will be required to obtain and wear badges in the performance of this service.

1.11. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.12. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive or have incidental access to proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer and Contracting Officer Representative immediately whenever it becomes aware that such access may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer and Contracting Officer Representative 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.

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

2.1. Materials: The Government will provide standard government laptop/computer and reference materials.

UNCLASSIFIED