19AQMM22R0154_Att 3_PMO Requirements.pdf

19AQMM22R0154 – ATTACHMENT 3 – 10 MAY 2022

PROGRAM MANAGEMENT OFFICE (PMO) REQUIREMENTS

1. GENERAL

The Contractor shall provide all facilities, labor, services, tools, materials, equipment, transportation, supervision, insurance, and all requirements necessary to accomplish the efforts described in this document. The Contractor shall be responsible for the accuracy, timeliness, and completion of all efforts under this IDIQ contract and under all task orders awarded under it.

2. PERIOD OF PERFORMANCE

Contract Year 1 – 12 Months (including 90-day Phase-In Period) Contract Year 2 – 12 Months Contract Year 3 – 12 Months Contract Year 4 – 12 Months Contract Year 5 – 12 Months

3. CONTRACTOR PROGRAM MANAGEMENT OFFICE

The Contractor shall establish and maintain a Program Management Office (PMO) in Bogota, Colombia to manage all requirements under this IDIQ contract (including all task orders awarded under the contract). The location of the office shall be such that contractor personnel assigned to the PMO must be able to meet at the U.S. Embassy in Bogota no later than 1 hour after receiving a meeting request.

4. SUPPORT HOURS

The PMO in Bogota shall be open and provide support during INL Bogota’s established normal duty hours.

The Program Manager shall be on-call 24 hours a day, seven days a week, 365 days out of the year. The Contractor shall ensure that the CO and COR have current point-of-contact information for the PM.

5. PROGRAM MANAGER

The Contractor shall assign a full-time Program Manager to lead the PMO in Bogota. The Program Manager shall meet or exceed the minimum qualifications described in Attachment 3A.

The PM shall have sufficient corporate authority to direct, execute, and control all elements of this contract. The PM shall represent the Contractor as a point-of-contact for the CO and COR to help resolve contractual and programmatic issues and perform other functions that may arise relating to the IDIQ Contract and subsequent Task Orders issued under the IDIQ Contract.

The Contractor’s corporate management structure shall guarantee senior, high-level, program management for this contract.

The Program Manager duties include, but are not limited to:

(a) Provide all reporting information required under the IDIQ contract and task orders accurately, thoroughly and timely;

(b) Resolve issues related to program performance;

(c) Serve as the primary point of contact with the COR and the CO;

(d) Attend meetings and conferences as necessary; and

(e) Overall responsibility for ensuring high quality services are delivered, schedules are adhered to, financial controls are established, and complete customer satisfaction is achieved.

If the Program Manager does not have contractual authority to bind the Contractor, the Contractor shall ensure an individual with authority to bind the Contractor is readily available at the request of the COR and the CO. Such individual shall be on-call 24 hours a day, seven days a week, and 365 days out of the year. The Contractor shall ensure that the CO and COR have current point-of-contact information for the said individual.

6. LICENSES, PERMITS, AND INSURANCE

The Contractor shall provide any and all licenses, permits, and insurance required under this contract and task orders.

7. CONTRACT TRANSITION

There are approximately 100 contractor employees providing support under the current contract for INL Bogota. The Contractor shall be responsible for orderly phase-in of operations that minimize the impact to INL Bogota. Contractor shall assume full responsibility for operations no later than 90 calendar days after receipt of award.

7.1. PHASE-IN PERFORMANCE

The Contractor shall submit a Final Phase-In Plan, reflecting any revisions or changes to the Draft Phase-In Plan (submitted with its proposal), no later than 15 calendar days after award of this contract. Any proposed revisions to the Contractor’s Draft Phase-In Plan shall not result in an increase in the allotted transition timeframe. The Government will have up to 15 calendar days from date of submittal to review the Final Phase-In Plan and approve or request revisions as necessary.

The Contractor shall perform in accordance with the Final Phase-In Plan approved by the Government. Any changes will require written approval by the Contracting Officer.

7.2. PHASE-OUT PERFORMANCE

At the end of the contract, or sooner if determined to be advantageous by the Government, a follow-on competition may be conducted by the Department of State. The Contractor shall develop a Phase-Out Plan for the orderly transition of all operations. The Contractor phase-out procedures shall not disrupt or adversely affect the day-to-day operations of INL Bogota and shall result in a smooth and orderly transfer of responsibility to the successor contractor.

The Phase-Out Plan is due no later than 10 business days from the day it is requested by the Contracting Officer. The Phase-Out Plan shall include when personnel records will be made available for the new contractor to review and to facilitate the non-displacement of qualified workers.

The contractor shall follow FAR 52.237-3 (Continuity of Services) to ensure any contract transition is accomplished without difficulty and without negatively affecting INL Bogota.

8. CONTRACT ADMINISTRATION

8.1. MEETINGS

The Government may require attendance at meetings within the metropolitan Bogota, Colombia area. The Contractor shall attend all such meetings. The Contractor shall provide meeting minutes to the COR no later than 3 business days after said meetings.

8.2. PROGRAM OFFICE MEETINGS

Program Office Meetings provide a platform for Contractors and Department representatives to communicate current issues, resolve potential problems, review future and ongoing Department initiatives, and address any other pertinent contractual issues.

The Government may hold meetings on a quarterly basis via video-teleconferencing or at a government facility or a mutually agreed-upon contractor facility on a rotational basis. The participants at these meetings shall include the Contractor, Contracting Officer, COR and/or GTM, and other program representatives.

The Contractor shall provide a meeting agenda to the COR at least 5 business days prior to the meeting date. The Contractor shall provide meeting minutes to the COR no later than 3 business days after conclusion of said meetings.

8.3. CONTRACT POST-AWARD ORIENTATION

The Contractor shall participate in a Contract post-award orientation at a time and place to be determined by the Contracting Officer. The Contractor shall provide meeting minutes to the COR no later than 3 business days after conclusion of this meeting.

8.4. CONTRACTOR PERFORMANCE EVALUATIONS IN CPARS

The contractor's program manager shall, at the Government’s request, meet at least quarterly with the COR during the term of the contract. However, at the contractor's, CO's, or COR's request, a meeting may be held whenever a significant contract performance issue is noticed.

The Contracting Officer will evaluate contractor performance in accordance with FAR subpart

42.15 and established Department of State procedures. Past performance evaluations will be entered in the Contractor Performance Assessment Reporting System (CPARS).

The Contractor shall timely review and respond in CPARS to their Contractor Performance Assessment Report(s). A Contractor Performance Assessment Report assesses a contractor’s performance, both positive and negative, and provides a record on a given contract during a specified period of time. Contractor access and login instructions to review and comment on a Contractor Performance Assessment Report are available at www.cpars.gov.

9. REQUIRED DATA DELIVERABLES AND REPORTS

The Contractor shall provide, at no additional cost to the Government, the following deliverables. All deliverables shall be accurate, complete, and must generally not require any corrections. Unless otherwise stated all reports must be submitted in English, in electronic format, and distributed to the CO and COR.

D01 – MEETING MINUTES AND AGENDAS

The Contractor shall submit copies of meeting minutes and agendas as detailed under section 8 of this attachment.

D02 – SUBCONTRACTING REPORTS

The Contractor shall maintain up-to-date records concerning subcontracting costs and shall manage subcontracts to ensure compliance with FAR Clause 52.219-14 (Limitations on Subcontracting). The Contractor shall, no later than 30 calendar days after the end of each compliance period, submit to the CO and COR a Subcontracting Report. As allowed by FAR 19.809-2 (b)(1), the Contracting Officer determines that the compliance period is the end of each contract year of the base IDIQ contract.

The Contractor shall also make available up-to-date records at the request of the Contracting Officer.

A sample Subcontracting Report is included in Attachment 5 of the IDIQ Contract.

Willful failure or refusal to furnish the required reports, or gross negligence in managing the subcontracting limitations, or falsification of reports constitutes sufficient grounds to terminate the Contract for Default.

D03 – MONTHLY PROGRESS REPORT

http://www.cpars.gov/

The Contractor shall furnish a combined monthly technical and financial progress report briefly stating the progress made during the reporting period. The reports shall be submitted to the CO and COR on or before the tenth (10th) day of each month following the first complete calendar month of the contract.

Information shall be broken down by task order and cumulatively for the contract. The report shall specify contract financial status by:

• Data identifying total quantity of active and closed task orders and associated value.

• Cumulative labor hours expended and dollar amounts expended by labor category from the effective date of the contract through the last day of the current reporting month.

• Labor hours expended and dollar amounts expended by labor category during the current reporting month.

• Estimated labor hours and dollar amounts to be expended during the next reporting period.

• Invoicing and payment information.

The report shall detail any issue(s), concern(s), high interest item(s), incident(s), turnover of key personnel, and/or mishap(s) that have occurred at the ID/IQ level and across all T/Os awarded to and/or performed by the Contractor during the reporting period and any issue(s), concern(s), high interest item(s), incident(s), turnover of key personnel, and/or mishap(s) that remain open from the previous reporting period.

The Contractor shall incorporate into the monthly report information requested by the COR. For example, if required, reporting of administrative leave taken or telework hours.

D04 – PERSONNEL RESUMES, SECURITY PACKAGES, AND LANGUAGE

CERTIFICATIONS

The Contractor shall provide compliant and complete personnel resumes, security packages, and language certifications to the COR. Said information must be submitted to ensure that required hiring timeframes are adhered to.

D05 – LICENSES, BONDS, PERMITS, AND INSURANCE

The Contractor shall provide the CO and the COR a copy of all applicable licenses, bonds, permits, and insurance required under this contract. The information shall be furnished no later than 15 calendar days after contract award.

D06 – FINAL PHASE-IN PLAN

The Contractor shall submit a final Phase-In Plan to the CO and the COR as detailed under section 7.1 of this attachment.

D07 – PHASE-OUT PLAN

The Contractor shall submit a Phase-Out Plan to the CO and the COR as detailed under section

7.2 of this attachment.

D08 – NOTICE OF POSSIBLE DELAYS

In the event the Contractor encounters difficulty in meeting task order performance requirements, or when it anticipates difficulty in complying with task order delivery schedule or any date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of a task order, the Contractor shall immediately notify the Contracting Officer and the Contracting Officer’s Representative, in writing, giving pertinent details. This notification is for informational purposes only. It shall not be interpreted to modify or waive any other requirements, rights, and remedies provided under this contract.

D09 – NOTICE OF TERMINATIONS AND RESIGNATIONS

The Contractor shall notify the CO and the COR when a Contractor employee or subcontractor employee assigned to a task order issued under this contract is terminated or resigns, or is otherwise no longer performing the task order. Such notification shall be made within one business day of the: 1) Contractor’s termination announcement to the Contractor employee; 2) Subcontractor’s termination announcement to the subcontractor employee; 3) Contractor’s knowledge of the Contractor employee’s resignation; 4) Subcontractor’s knowledge of the subcontractor employee’s resignation; 5) Contractor’s knowledge of a Contractor employee no longer performing the task order; and 6) Subcontractor’s knowledge of a subcontractor employee no longer performing the task order.

D10 – CONTRACTOR SELF REPORTING OF NON-COMPLIANT SERVICES AND SUPPLIES

The Contractor shall identify and explain the cause of any non-compliant services and/or supplies and the Contractor’s plan to resolve the issue(s). The report shall be provided no later than three (3) business days of an occurrence.

D11 – SERIOUS INCIDENT REPORTING

The Contractor shall provide a Serious Incident Report (SIR) for any and each serious incident.

For the purposes of this section, “serious incident” means any incident that results or is likely to result in:

(1) Embarrassment or harm the reputation of the U.S. Government, host country, and or DoS;

(2) Negative impact to program performance;

(3) Serious injury or bodily harm to self or others;

(4) Property damage, U.S. Government Furnished Equipment (GFE) or otherwise; or

(5) Policy and legal violations, either programmatic, federal, host country, or contract / task order stipulated.

The SIR shall contain and identify (briefly), in executive summary format (1 page or less), the “Who, What, Where, When, and How” of the incident. It shall be objective (i.e. without any type of interpretation, emotion, or motive.

The SIR shall be provided no later than eight (8) hours after occurrence of a serious incident. The Contractor shall use the following subject line format when submitting SIRs: SIR (Initial, Follow-up, or Final), Task Order Number, Contractor, and Location

The body of the email notification shall contain the synopsis of the action and the full report shall be attached. Only one SIR shall be submitted per email.

10. INVOICING

The PMO shall ensure that all invoices submitted under this contract, and resultant task orders, comply with the requirements of the contract, are complete, correct, and include all necessary back-up documentation. All invoices shall be submitted on a timely basis and any issue identified by the Government shall be corrected promptly.

11. RECORDS

The PMO shall be solely responsible for maintaining all records required under the contract and for making such records available to the COR and CO upon request.