OFPA_SOW.docx

DRAFT OFPA Statement of Work for Staffing Support

To be determined by the contracting officer

*Contractor is authorized to bill at 1/12 this amount per month for the term of the Period of Performance

1.0 Scope

The scope of this contract includes all tasks associated with providing support to the ASPR OFPA.

2.1 Tasks and Specific Requirements

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

The contractor shall provide day to day executive assistant support to the OFPA Front Office including the Director, Deputy Directors, and staff. The contractor shall provide support on-site during the business hours of 0800 to 1700 hours Monday through Friday. Tasks associated with executive assistant support include but are not limited to:

A. Administrative Support

· Support Budget and Finance Branch Manager in attendance of ASPR program and various other meetings

· Document the results/action items resulting from management meetings and program reviews

· Support development and implementation of best practices and standard operating procedures

· Greet visitors

· answer telephones, route calls and take messages

· schedule and monitor the Director’s calendar

· 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

· other clerical/administrative tasks as required

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

· Edit and update documents in the areas of white papers, reports, staffing/hiring, management directives and policy

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

· Review and write executive correspondence and documents

· Interact on various projects that are required by the Director OFPA

· Pick up and deliver mail to other parts of ASPR

B. Project Management Support

The contractor shall support all project management functions that fall under the OFPA program. The support shall include but is not limited to:

· Prepare agendas, meeting minutes, decision and approval memorandums;

· Responsible for assigned projects and ensuring all assignments are listed on the project task tracker.

· Track all items on the project tracker and keep Project Manager abreast of upcoming and late assignments.

· Provide information regarding cost, schedule, and performance to Project Manager.

· Coordinate all requisition packages with the internal and external to ensure completeness and timely submissions

· Prepare budgetary information for approval by Project Manager

· Conduct analysis of alternatives and recommendations in accordance with the Plain Language Act

· Communication Support

· Developing presentations

· Tracking tasks

· Performing scribe duties at meetings

· Performing coordination between program managers, and other ASPR offices

· Ensure all correspondence tasked to Program Managers is completed on time and is checked for grammar, spelling, and correct content

· Developing status reports

· Developing weekly reports

· Tracking and monitoring all deliverables

· Make travel arrangements

· Organize files and other written/electronic material

· Evaluate program and projects to cost, schedule and performance requirements

· Track and monitor calendars and meeting

· Collect inputs and prepare weekly and monthly status reports as required

· Monitor SWIFT system and Coordinate and draft response to all inquiries working with individual managers

· Prepare agendas, meeting minutes or notes, decision and approval memorandums; and document action items and completion from Staff meetings, Program meetings, ASFR meetings and OMB meetings.

· Evaluate Management Controls, Strategic Business Plan, and other measures and metrics

· Provide inputs for program spend plans

· Assist in strategic planning

· Lead the development of program/project assessments

· Draft and maintain schedule of all relevant contracts for the OFPA

· Prepare communications materials, including but not limited to written communications (brochures, newsletters, etc.); website development; ghost writing, posters, working with federal staff.

C. Finance Management Support Services The contractors will assist the budget and finance staff with developing and preparing business planning, budget formulation, presentation, and execution documents in accordance with ASPR established best practices. In addition, the contractors will prepare integrated ASPR budget formulation, presentation and execution documents by gathering and consolidating programmatic documents from the budget and finance staff within the various programs and support organizations within ASPR. The work to be performed by the contractors includes, but is not limited to the following:

· Budget Execution

· Provide support for the budget execution process. Specific tasks include, but are not limited to the following:

· Assist in development of Spend Plans to include estimates, justification of assumptions, research, and analysis (by QTR, by major object class—travel, training, supplies, equipment, etc, and by programs)

· Support the tracking of ASPR Requisitions (REQ) via maintenance of the Requisition Log and Status of Funds file.

· Support the preparation and analysis of weekly Status of Funds Report

· Support the reconciliation of the weekly Status of Funds Report to the information in award documents and the UFMS financial system

· Support the preparation of financial data included in the PMRs

· Support the preparation of Mid-Year and Quarterly reviews

· Support year-end close out activities

· Support the preparation and maintenance, analysis, and monitoring of various reports including:

· Report of the status of obligations and expenditures associated with Letters of Intent and Other Transactional Agreements.

· Support for preparation of ad hoc briefings and status reports

· Comparisons of allotments with commitments, obligations, and expenditures to aid in determining carryover amounts, financial issues and resolution reports.

· FPD Statistics Report

· Correction Documentation Status Report

· Periodic Verification and Validation Report for submission to ASFR

· Assist in preparation and verification of accounting data on expenditure reclassifications.

· Support in developing and maintaining an integrated funding approach that tracks and reports on inter-agency funding and contributions.

· Support in the creation and maintenance of a Program level work plan that defines spend plan change notices and resource requirements.

· Requisition Package support

· Government managers will draft SOW and Technical Evaluation Criteria and pass to this group

· Review all requirement packages from government managers for compliance

· SOW

· Technical Evaluation Criteria

· Develop draft PR package for each requirement

· Acquisition Policy Letter

· IGCE

· Market Survey

· Listing of suggested sources

· Enter REQs into incep for approval

· Coordinate with PROGRAM financial manager to:

· Ensure request is funded and has been identified on the FY Spend Plan

· Obtain accounting codes for each REQ line item

· Track REQs through the system to ensure the request is processed and moves through the approval process (if REQ is not moving past an approver, email the next person in the routing to notify them of items in their queue.

· Provide status of all REQs on a weekly basis

· Reconcile between OFPA, AMCG and COR status

· Assist in providing, tracking, and project all budgets

· Track and monitor all deliverables

· Develop draft functional performance metrics and objectives for sections or specific projects

· Track and monitor all deliverables

· Monitor projects to cost, schedule and performance requirements

· Track and monitor calendars and meetings

· Coordinate with financial management personnel for reconciliation of invoices against the iProcurement system

· Coordinate and reconcile contracts to determine funding balances including coordination between contractors and paying office

3.1 Government Furnished Information (GFI)

3.2 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.

3.3 Use and Sensitivity of Records

3.3.2 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.

3.3.3 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.

3.3.4 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/OFPA. 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.

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.

7.1 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.

8.0 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.

9.1 Telecommuting

9.2 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.

9.3 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.

10.0 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.

11.1 Key Personnel

The positions specified below are considered to be essential to the work being performed under this contract. Prior to diverting any of the specified individuals to other projects, the contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No diversion shall be made by the contractor without the written consent of the Contracting Officer. Key personnel shall perform as follows:

· Administrative Officer

· Sr. Mgmt Analyst

Attachment A - OFPA SOW Deliverables

Administrative & Program Support

Budget Execution Support

Report of the status of obligations and expenditures associated with Letters of Intent and Other Transactional Agreements.

Support for preparation of ad hoc briefings and status reports

Requisition Support