IO_SOW_.docx

DRAFT IO Statement of Work for Staffing Support

Schedule of Services and Supplies

To be determined by the contracting officer

1. Scope

The scope of this contract includes all tasks associated with providing support to the ASPR Immediate Office (IO).

2. Tasks and Specific Requirements

The contractor shall provide all labor, materials, and supervision to provide administrative and other expert support for the ASPR Immediate Office.

a. Front Office Support

i. Administrative Support The contractor shall provide day to day executive assistant support to Immediate Office. The contractor shall provide support on-site during the business hours of 0700 to 1700 hours Monday through Friday. Tasks associated with this support include but are not limited to:

· Answer telephones, route calls, and take messages

· Schedule and monitor the staff calendars

· Prepared and manage the ASPR’s travel logistics

· Organize files and other written communications

· Coordinate activities with direct reports and other staff

· Take meeting notes and prepare correspondence for signature

· Make travel arrangements & prepare travel vouchers

· Coordinate special projects such as white papers, reports, and briefings

· Edit and update documents such as white papers, reports, staffing/hiring, management directives and policy

· Provide meeting notes/minutes, action items and schedules of activities for personnel and groups

· Review and write executive correspondence and documents

· Pick up and deliver mail to other parts of ASPR

· Track/manage office supplies

· Format documents, route, and track approvals

· Other clerical/administrative tasks, as required

i. Program Support

· Staff the Assistant Secretary for daily briefings and meetings, ensuring organization and leadership readiness

· Prepare agency meetings, conferences and senior level forums by compiling information, preparing briefings, and conducting final quality control of read-ahead packets.

· Synthesize information provided from across the Department and outside agencies to enable the organization to discern key facts and issues.

· Collaborate with senior staff for comprehensive preparation of concept and position papers. Develop agency correspondence that communicates the intent on key issues.

· Reviews and edits correspondence and reports submitted by staff for accuracy of content in relation to program objectives and issues.

· Compiles statistics of congressional requests handled by the agency and distributes them to appropriate agency officials.

· Drafts and revises letters/memos/notifications/commendations/acknowledgements on behalf of the agency.

· Review policy documents and provide concise review to the agency; manage system for handling congressional requests for information.

· Analyze public health issues during response and provide updates to agency.

· Interact with local, state, federal public health officials and ensure outgoing messages are thoughtful, background supported, and consistent with agency policies/positions.

· Communicate with industry officials regarding salient issues

· Ensure the ASPR is briefed on events in advance, identifying attendees and potential issues that may arise.

3.0 Government Furnished Information (GFI)

3.1 Government Furnished Facilities

The Government will provide on-site facilities for the contractor. The government will provide a desk, phone, and computer with access to a printer and copy machine as needed. The contractor may have to share because of limited space.

3.2 Use and Sensitivity of Records

3.2.2 Access to Documentation / Data

The Government shall have physical and electronic access to all documentation and data generated under this Contract, including: all data documenting Contractor’s performance; all communications and correspondence with regulatory agencies and bodies to include all audit observations, inspection reports, milestone completion documents, and all Contractor commitments and responses. The Government shall acquire unlimited rights to all data funded under this task order.

3.2.3 Confidential Project Status

The Contractor may not discuss the contract work in progress with any outside party, including responding to media and press inquiries, without the prior written permission of the HHS. In addition, the Contractor may not issue news releases or similar items regarding contract award, any subsequent contract modifications, or any other contract-related matter without the prior written approval of the Contracting Officer. Requests to make such disclosure should be addressed in writing to the Contracting Officer.

3.2.4 Confidential Materials

All documents, photocopies, computer data and any other information of any kind collected or received by the Contractor in connection with the contract work shall be provided to the HHS upon request at the completion of the contract/task order(s) (i.e., the date on which final payment is made on the contract or at such other time as may be requested by the Contracting Officer or as otherwise agreed by Contracting Officer and the Contractor).

3.3 Security and Privacy

Security and Building Access Requirements

(i) Building and Classified Information Access for Contract and Recipient Employees Effective Date: 05/29/2012

The Facility Security Officer (FSO) must submit a Visit Authorization Request (VAR) to his/her respective HHS Personnel Security Specialist for an employee to obtain access to HHS buildings for classified meetings. A VAR is a request that allows an employee to enter HHS/ADS office space to perform his/her job duties. The VAR includes a full identification of the visitor, including his/her security clearance level.

All VARs must meet the requirements of the NISPOM, Chapter 6, regarding visits. Employees must comply with security directives listed on the DD 254, Contract Security Classification Specification form, in addition to HSPD-12 requirements. The FSO must submit a Joint Personnel Adjudication System (JPAS) Summary Sheet on all cleared employees to the HHS Personnel Security Specialist. The JPAS Summary Sheet is contained in the JPAS system, which can be accessed by FSOs through the DSS. The FSO must electronically mail the VAL and the JPAS Summary Sheet to the HHS Personnel Security Specialist with whom they have been working.

(ii)HSPD-12-The contractor must obtain and maintain appropriate security clearances as determined by Homeland Security Presidential Directive 12 (HSPD 12) to effectively perform the duties under this solicitation

(iii) Federal Information Security Management Act (FISMA). FISMA requires agencies to identify and implement information security protections, commensurate with security risks to: federal information collected or maintained for the agency, and information systems used or operated on behalf of an agency by a contractor.

(iv) Contractor Access to Sensitive Information. All contractor staff will be required to sign and submit a non-disclosure agreement for their efforts to support HHS/ASPR/IO. It is most likely that contractors will be engaged with FOUO information depending upon the nature of the analytical activities necessary. Contractors will notify Contracting Officers promptly of unauthorized disclosure and misuse of sensitive information.

4.0 DELIVERABLES

Each work product shall be submitted in draft for Government review and approval before preparation of the final deliverable. Development or preparation schedules and Government review periods shall be as defined. Written deliverables, charts, graphs, schedules, spreadsheets, analytic products, and databases will be developed using the Microsoft Office family of applications, or other standard commercial tools and applications if approved for use by the COR. No proprietary tools, software, or applications shall be used unless approved by the COR. All deliverables shall be delivered in both electronic and hard copy formats. See attachment A for listing of deliverables.

Each work product shall be submitted in draft for Government review and approval before preparation of the final deliverables. Written deliverables, charts, graphs, schedules, spreadsheets, analytic products, and databases will be developed using the Microsoft Office family of applications, or other standard commercial tools and applications if approved for use by the COR. All deliverables shall be delivered in both electronic and hard copy formats.

5.0 Transition

The government will provide the contractor with a 90 day transition period. The contractor is expected to work with the incumbent contractor to support the government during this timeframe. Once this transition period is completed, the contractor shall be expected to be fully staffed and at full performance. The contractor shall follow its government approved transition plan during the transition period.

6.0 Travel

In the event that a contractor must travel to perform any portion of the work specified in this statement of work, the contractor must obtain approval by the contracting officer in advance of the travel. The contractor shall submit an estimate of the travel to include an analysis of alternative transportation vehicles. All travel costs shall be submitted in accordance with the Federal Travel Regulation. The contractor shall not invoice for local travel. Local travel is not authorized.

7.0 Hours of Operation

(1) Hours of Operation

All required activity shall be accomplished during the HHS’s normal working hours, which are between 8:00 am to 5:00 pm, Monday through Friday. Time and materials task order contracted staff will not be permitted to work Saturdays, Sundays or legal holidays, unless authorized in writing by the Contracting Officer. There may be instances where hours of operations are expanded to cover emergencies or other events; these periods will be specified by task order or negotiated with Contracting Officer.

Federal Holidays -The HHS will be closed for the following holidays.

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Christmas

When one of the above-designated holidays falls on a Saturday, the preceding Friday will be observed as a legal holiday. When one of the above designated holidays falls on a Sunday, the following Monday will be observed as a legal holiday.

(2) Inclement Weather Days

In the event of inclement weather, the Contractor is responsible for listening to the public media to determine if the HHS has been closed because of the weather.

7.0 Contractor Identification

All contractor personnel when attending meetings, sending emails, or participating on telephone calls shall identify themselves as contractor personnel. Identification in meetings and on telecom shall be at the beginning of the call or meeting to allow government personnel to excuse contractors if appropriate. Contractor personnel shall identify themselves with their company name in the signature block of emails.

8.0 Telecommuting

8.1 Telecommuting During Government Closure

The OPM recently updated its Telework Policy to allow federal employees, and contractors on-site in support of federal employees, the opportunity for "unscheduled leave or unscheduled telework" in the event of hazardous road conditions.

The Government may allow telecommuting or alternate off-site work for contractor personnel during times of Government shutdown due to inclement weather, holiday work at contractor site, or other activity where the Government is closed but it is advantageous to the Government to allow contractor employees to continue work. As a result of the fluid nature of activities and schedules, the contractor is encouraged to coordinate work schedules with their COR to accommodate support requirements, other personnel availability, meeting schedules, vacation schedules and leave schedules.

8.2 Telecommuting During Normal Course of Performance

Because of the nature of the work within the Statement of Work, the Government may allow the contractor to establish regular telecommute schedules for its employees during the performance of this contract. It is the responsibility of the contractor to determine when telecommuting is appropriate to accomplish the work.

9.0 Inspection and Acceptance

Inspection and acceptance of the product, services, and documentation called for under this Contract shall be accomplished by the CO or a duly authorized representative at the destination of the product, services or documents.

10.0 Workload Estimates

The following table represents historical workload estimates for accomplishment of the work addressed in the SOW:

Historic Workload Estimates