Draft PWS - Professional Support Services (2).pdf

SBU - CONTRACTING AND ACQUISITIONS

Appendix 1

Draft Performance Work Statement – Acquisition and Human Resources

Professional Services

Section C.1- Description/specifications/statement of work

Preamble

The Foreign Service Institute (FSI) is the Federal Government's primary training institution for officers and support personnel of the U.S. foreign affairs community, preparing American diplomats and other professionals to advance U.S. foreign affairs interests overseas and in Washington. At the George P.

Shultz National Foreign Affairs Training Center, the FSI provides more than 800 courses—including some

70 foreign languages—to more than 100,000 enrollees a year from the State Department and more than

40 other government agencies and the military service branches. FSI develops the men and women our nation requires to fulfill our leadership role in world affairs and to advance and defend U.S. interests.

The Institute's programs include training for the professional development of Foreign Service administrative, consular, economic/commercial, political, and public diplomacy officers; for specialists in the fields of information management, office management, security, and medical practitioners and nurses; for Foreign Service Nationals who work at U.S. posts around the world; and for Civil Service employees of the State Department and other agencies. Ranging in length from one day to two years, courses are designed to promote successful performance in each professional assignment, to ease the adjustment to other countries and cultures, and to enhance the leadership and management capabilities of the U.S. foreign affairs community.

Other courses and services help family members prepare for the demands of a mobile lifestyle and living abroad, and provide employees and their families with important information about such critical and timely topics as emergency preparedness and cyber security awareness, among others.

Introduction & Scope

FSI is organized like a university and consists of five schools:

*The School of Language Studies (SLS)

*The School of Applied Information Technology (SAIT)

*The School of Leadership and Management (LMS)

*The School of Professional and Area Studies (SPAS)

*The Transition Center (TC)

In addition, the Office of the Executive Director for Management (EX) overseas operations to support the bureau’s training mission and programs. The Office of the Director leads FSI and provides strategic vision for the bureau.

FSI requires professional services, and other operational and training program support services within the five schools, EX, and the Office of the Director. The scope encompasses a broad range of program support and professional expertise necessary to facilitate the critical training that FSI delivers. The

Contractor shall provide staff, both cleared and uncleared, to support FSI’s constantly evolving training objectives while maximizing customer service provided at the many schools and divisions that utilize this contract.

Incorporation of Contractor’s Technical Proposal

*The contractor shall provide professional services in accordance with its technical proposal and any revisions submitted in response to this solicitation prior to contract award. The final version of the contractor’s technical proposal is incorporated into this Section C. by reference. The awarded contractor shall also furnish the Contracting Officer with a soft copy of the technical proposal (.pdf file) at time of award notification. This soft copy will be incorporated as an attachment to the contract award document.

Assumptions *The contractor shall provide staff that is capable of performing all tasks for all position descriptions/labor categories stated in this Performance Work Statement. The Government may provide training for any required tasks that will be unique to the Department of State (see Training

Section for additional information).

*Contractor shall adhere to all U.S. Government, Department of State, and Foreign Service Institute regulations and procedures. The awarded Contractor will adhere to all written Standard Operational

Procedures (SOPs) both presently in place and those which may be identified as necessary to clarify the

FSI mission and do not unduly add to the scope of the contract. Current SOPs, if applicable, will be made available at the post-award orientation.

*The Government will evaluate the Contractor annually via the CPARS system based on the Performance

Metrics specified in Section C.2

*The Contractor shall have a Secret Facility clearance at the time of award, and through the life of the contract. The Government will not sponsor any facility or individual security clearances. The

Government may request both cleared (Secret) and uncleared contractor staff. Individual task orders will specify if a clearance is required. If a clearance is required, it will be communicated to the contractor.

*The Contractor shall perform background checks on proposed contractor staff candidates to ensure that they are capable of obtaining a Secret clearance (if required) and passing the background check necessary to receive a DOS badge and facility access.

*Products developed under this contract shall be property of the U.S. Government in accordance with the Rights in Data Clause.

Qualifications

*All labor categories require contractor staff to have, at minimum, the following qualifications:

-U.S. citizenship

-Fluency in the English Language

-A high school diploma

-Two to three years of experience in a related field

-Superior organization skills

-Effective oral and written communication skills

-The ability to follow technical direction as delivered by the CO, COR, ACOR, or GTM.

-The ability to interact effectively in a multicultural setting

*The following qualifications and experience are desirable but not required. Proposed contractor staff with the following qualifications and experience may receive recommendation over candidates with only the minimum qualifications listed above:

-Secondary education, such as associate or bachelor's degrees.

-Work experience in an educational or training institute

-Skills or experience relevant to the particular training division that the contractor is being proposed to support (e.g. foreign language skills in SLS or regional experience in SPAS/AS)

*In some labor categories additional educational and experience qualifications are required beyond the qualifications found in this section. These specific qualifications are included in the corresponding labor category position description found in this Section.

Funding Estimate

The Government estimates funding each full-time position for a standard of 1880 hours per year. This estimate is non-binding and subject to change per the needs of each FSI program and may vary on a task order basis.

Labor Categories

Senior Procurement Analyst Anticipated Need for Base Year: Approximately 4

Introduction

Support of the Foreign Service Institute mission and objectives requires significant activities in contracting for and procuring the services, supplies, furniture, office equipment, and IT equipment and software necessary for efficient and effective operations. Uniquely, the Foreign Service Institute has been assigned contracting authority by the State Department's Office of the Procurement Executive in concert with the provisions of the Foreign Service Act of 1980 and the Federal Acquisition Regulations.

Knowledge of all pre-award and post-award phases of the systems acquisition program, beginning with the initial strategy and planning phase and continuing through contract negotiation, award, administration, termination and closeout, including the merging of subsystems and components and the meeting of scheduled goals, or mastery of procurement functions in order to be a recognized expert responsible for generating new procurement concepts. A working familiarity with the Federal Acquisition

Regulation (FAR) is required.

Reporting

The Specialist shall maintain open, timely, and effective communications with the FSI/ACQ Contracting

Officer and Division Director, resulting in a relationship that proactively addresses potential problems with flexible, workable solutions.

Duties/Responsibilities

Procurement Assistance

• Review and amend procurement requests to include, assisting with the review of Statements of

Work and purchase requests for goods and services

• Prepare solicitations and award documentation

• Conduct market research

• Analyze requests and make recommendations regarding their reasonableness for other than full and open competition. When required, assist in the preparation of documentation to support other than full and open competition.

• Monitor progress of contracting and procurement actions; keep Contracting Officer (CO) informed of areas for concern

• Prepare final award documents for contracting actions, both electronically and physically, ensuring all required documents are included and attached

• Maintain procurement documents and contracting records/files, as required

• Interact routinely with vendors; under the close direction of the CO, request quotes, submit request for proposals (RFPs), respond to proposals, and follow-up with vendors

Contract Administration

• After contracts are award by the CO, work with the CORs to maintain proper COR file documentation

• Submit Federal Procurement Database System (FPDS) actions within three days after award for contracts completed.

• Maintain detailed contract and invoice files per the direction of the DOS Acquisition Quality

Assurance Plan

• Set up and maintain logs and library systems showing the status of actions and correspondence;

ensure files and correspondence include all required documents and signatures

Document Preparation

• Use Microsoft Office Suite ® proficiently to include word processing, Excel, Access and power point.

• Prepare contract award action for Contracting Officer review and approval in Global Financial

Management System (GFMS) Momentum

• Produce a variety of written documents utilizing a personal computer with one or more types of office automation software

• Ensure all documents are in proper DOS format and that spelling, punctuation, capitalization, and grammar are verified

• Use automated data processing systems and a variety of software to accomplish a wide range of clerical, statistical, and data entry/retrieval tasks in support of administrative and contractual work

• Create, maintain, and retrieve files; edit and reformat text; search files and records; store or extract material; transmit information; and use electronic mail, calendar, and/or suspense systems

• Edit and format documents; apply judgment in selecting spacing and arranging material; use the full range of keys, codes, and function commands of the software to manipulate text to accomplish revisions, deletions, and additions as desired by the CO

Duty 1: Procurement Planning

Within the assigned program(s), identifies large scale subsystems, components, equipment, and services

(e.g. professional services, information technology (IT), telecommunications, specialized security and/or communications services,) to be acquired via contract. Develops procurement objectives in terms of competition and price range and the contractual vehicle, including use of pricing arrangements, subcontracting policy, set aside policies, incentive-based contracts to motivate early competition measures, and similar considerations to expedite critical Department acquisitions. Prepares/maintains current plans, milestone charts, and related schedules. Provides expert advice to program officials on procurement objectives to be used, and assists/advises on preparation of statements of work and market research. Prepares determinations and findings and solicitation documents for CO review. Participates in preproposal conference(s) with prospective contractor(s) to ensure understanding of solicitation requirements. Prepare answers to clarification questions concerning matters such as specification changes, language ambiguities, and/or clarification of contract clauses. Assesses prospective contractors’ financial responsibility and ability to produce required goods and services within budget, on time and at the levels of quality required by the contract. Supports the CO in regard to Source Selection; ensures fair and equitable treatment and assessment of all submissions; and assists the CO with the awarding of the contract. Assists in the planning of the negotiation strategy, and coordinates strategy with the negotiation team.

Duty 2: Contract Administration

a. Assists the CO in the full range of contract administration responsibilities including incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination of time extensions, incorporation of change orders, and, when appropriate, preparation of stop work orders, cure notices, show cause letters, and other documents and orders required in response to situations or problems.

Monitors Government property; reviews progress and final payments; and prepares closes out contracts for a CO. In the course of administering contracts, resolves complex, high dollar, and/or sensitive issues that, if left unresolved or resolved incorrectly, could seriously impact the project; develops options to be pursued by the Department and/or contractor to resolve issues. Interprets technical, legal, and audit decisions, analyzes their impact on assigned and future procurements, and identifies/recommends trade-offs and alternate courses of action. Assists the CO in claims issued against the Department.

b. Assists the CO in reviewing contractor performance through site visits, correspondence, and telephone conversations for completion of applicable contract clauses, e.g. small business subcontracting plans, patent rights, labor laws, and progress reports. Investigates contractor delays or instances where deliverables do not meet the quality levels established by the contract. Assists the CO in resolution of complex and/or unprecedented technical, contractual and other disputes between the contractor and

Department.

Duty 3: Project Management

Manages/oversees projects in support of customer requirements. Sets project priorities and deadlines;

schedules projects and tasks based on priorities and in consideration of the contract’s constraints and requirements. Defines deliverables in terms of quality, quantity, and/or other requirements.

Reallocates/realigns work to meet unanticipated delays or changes in schedules, deadlines, or priorities.

Develops and implements performance objectives and uses them to anticipate and address actual or potential problems, and report on the status of project activities. Assists the CO in monitoring of contractor efforts associated with projects and contractor performance standards. Ensures that relevant departmental organizations are apprised of task performance and problems. Assists the CO in the review of contractors’ work products for quality and compliance with requirements.

Duty 4: Market Analysis

Performs market surveys to identify potential sources for contracted goods and services both in the U.S.

and overseas, as well the availability of products or producers. Analyzes market trends, distribution patterns, and technological advances, as well as the socioeconomic considerations on the procurement actions. Reviews industry publications and meets with industry representatives to acquire or exchange information. Develops and recommends new sources based upon project needs of the Government and industry analysis.

Duty 5: Other Duties as Assigned

May develop briefings and reports on various issues to stakeholders including departmental and other

USG agency officials, Congressional staffers, and private industry. May formulate training materials as required.

Deliverables

Weekly time and attendance- The contractor will provide employee time and attendance to the COR on a weekly basis or as required.

Documents/products (such as, but not limited to, contract documents, justifications, price analysis, reports) as tasked by the CO/COR during the performance of labor hour services.

Standards

The contractor shall ensure all work is completed in accordance with the U.S. Government and DOS standards, policy, procedures, and guidelines as provided. All products and services under these tasks, and as part of the agreement, are the sole property of the U.S. Government.

Required Qualifications

• Minimum bachelor's degree in a related discipline

• High level of written and oral communication skills and the ability to interact successfully with senior government program officials and stakeholders

• Minimum of 10 years experience performing work as a contract specialist in a federal agency or military setting

Human Resources Classification Specialist Anticipated Need for Base Year: Approximately 2

Introduction

The contractor will independently provide services to support the Office of the Executive Director, Human Resources Division in the U.S. Department of State’s Foreign Service Institute (FSI). The primary objective is to provide contractor services and deliverables through performance as Classification

Specialist. Incumbent serves as a Human Resources Specialist (Classification) in the Human Resources

Division, Office of the Executive Director for the Foreign Service Institute (FSI/EX/HR). The HR Specialist

(Classification) will serve as a senior position classification and organizational design specialist for the

Foreign Service Institute, providing expert advice and guidance in matters related to position classification for Civil Service (CS) and Foreign Service (FS) employees, and organizational design issues.

Duties/Responsibilities

• Write technically authoritative standard position descriptions for various occupations at the GS-

5 through GS-15 level based on full and current knowledge of the Office of Personnel

Management's (OPM) Position Classification Standards and updates. In the process of doing so, the contractor will be expected to consult with or interview management officials, managers and supervisors, employees, HR Specialists, etc., within FSI, and outside FSI as necessary. The purpose of such consultations/interviews will be to gather data needed to develop and/or review position descriptions; confirm duties and levels of responsibility, supervision exercised, knowledge required, scope and complexity, and other factors that must be addressed in the position description; consult with management officials to ensure that activities are in line with organization position management goals and objectives.

• Write evaluation statements, as necessary, for position descriptions developed by the contractor. Evaluation statements must clearly and persuasively support the job series and grade designation of the position(s) being classified.

• In the event that classification actions are to be further reviewed or appealed, either within the

Department of State or beyond (e.g., to OPM), the contractor may be called upon to assist in the preparation of documentation, supporting material, or otherwise provide information as to how a classification action was determined and the rationale behind his/her findings in an evaluation statement he/she prepared.

• Review position descriptions developed by other persons, including Human Resources

Specialists in FSI, to offer advice regarding their technical accuracy, quality of writing, and that all duties and factors fully support the position series and grade proposed. As required, the contractor may be called upon to suggest modifications and improvements, and directed to revise or further expand upon products initially drafted by others

• Participates in or conducts management studies regarding position classification and organization position structures. Assesses the need for reorganization of office structures as instigated by management; proposes functional and efficient position structures, sub-components, new or revised position descriptions, abolishment or melding of positions to ensure sound and efficient management practices and sound position classification and position management. Findings made during such studies (or delineated parts of studies) will be put in written reports for the consideration of management and others as appropriate.

• Conducts informal, in-house position audits on individual positions or groups of positions as initiated by management. Reviews duty statements and interviews incumbents, supervisors and others as required in order to assess the need, or lack thereof, to revise existing position descriptions. Makes recommendations for revision of position descriptions, that established position series and grades are in line with current classification standards, and/or that the duties of a position do not warrant the grade and series the position is currently classified at.

• As needed, the contractor may be asked to review newly issued classification standards and guides, or other law, rule or regulation issued by OPM or enacted into federal law, in order to assess the potential impact on positions within FSI and advise FSI management and Personnel officials of possible actions needed to remain compliant with law and regulation

Required Qualifications/Experience

The contractor shall have the following skills:

• Substantial first‑hand knowledge of the federal personnel and position classification system of at least ten years of classification experience. He/she must have served as a Classification

Specialist either in a federal agency's central classification office or at OPM and attained experience equivalent (in U.S. Government terms) to the journeyman level or higher.

• Highly desirable: (10) years’ experience in working with the Position Classification Standards as issued by OPM. This includes both the writing of position descriptions and evaluation statements.

• Recency of experience in position classification work and use of the OPM Classification

Standards. (Within the last three years.)

• An understanding of the work and requirements of positions located in a federal training center or institution, specifically trainers (e.g., Education Specialists, Training Instructors, Instructional Systems Specialists, etc.) as opposed to Employee Development Specialists who oversee and monitor agency human resources development programs. This includes positions commonly placed in federal job series group GS‑1700 (Training) and/or in subject‑specific series common to the foreign affairs field (e.g., GS‑1 10 Economist, GS‑130

Foreign Affairs) which have training responsibilities. Incumbent should possess at least five

(5) years experience which significantly involved classification work in the training field and/or a training organization. (Offerors should detail the extent of experience they have in developing, writing, and evaluating training related positions.)

• An understanding of the work and requirements of the broad range of administrative and support positions common to the U.S. Government, i.e., HR Specialists, Budget Analysts, Support Services Specialists, IT Specialists, Management Analysts, etc.; and Secretaries, Office Assistants, Program Assistants, etc.

Human Resources Employee Relations Specialist Anticipated Need for Base Year: Approximately 2

Introduction:

Under this task order, the contractor will independently provide services to support the Office of the

Executive Director, Human Resources Division in the U.S. Department of State’s Foreign Service Institute (FSI). The primary objective is to provide contractor services and deliverables through performance as Employee Relations Specialist.

Incumbent serves as a Human Resources Specialist (Employee Relations) in the Human Resources

Division, Office of the Executive Director for the Foreign Service Institute (FSI/EX/HR). The position is located in Arlington, VA.

The HR Specialist (Employee Relations) will serve as a subject matter expert and advisor to the in matters related to Conduct, Suitability and Discipline issues for Civil Service and Foreign Service employees. The incumbent is responsible for the development, implementation and administration of policies and programs that affect Bureau employees, ensuring consistency in policies, practices and procedures while recognizing the inherent differences between the Civil and Foreign Services.

DUTIES AND RESPONSIBILITIES

• Provide employee relations advice and assistance to executives, managers and supervisors, advising on proper procedures to follow when dealing with employee conduct, suitability and discipline, and informs labor/employee organizations and employees as appropriate.

• Researches, analyzes and evaluates all misconduct cases and issues, to determine the appropriate disciplinary action based on reports of investigation or other referrals;

advises the proposing official on recommended approach to reported misconduct; drafts disciplinary proposal letters citing charges and supporting justifications detailing the specific misconduct with which the employee is charged; conducts case law research and analyzes all comparator cases to ensure consistency of penalty; reviews written responses from employees and participates in oral presentations to the deciding

• official; drafts decision letters stating which charges and specifications have been sustained and the basis for each decision; completes Douglas Factor analysis, as required under applicable law, for consideration by the deciding official.

• Drafts proposals for Reprimands, Suspensions, Demotions, and Removals of employees from the Federal service; drafts Abeyance and Settlement Agreements, as appropriate.

• Ensures that disciplinary and performance-based actions are properly supportable so that charges and penalties are defendable before a third party, such as the Merit Systems Protection Board (MSPB); and provides day to day expert advice and guidance to management officials on handling all types of misconduct and performance related matters.

• Works closely with FSI/EX/HR in responding to discovery requests (including interrogatories and frequently voluminous document requests).

• Reviews and analyzes trends in employee relations actions and issues and makes recommendations for more efficient and effective delivery of employee relations services to the workforce and changes in management processes/systems and related factors to improve the employee relations climate with established employee conduct and performance related requirements; and

• Develops and delivers training sessions regarding employee and management responsibilities and the disciplinary program.

Required Qualifications/Experience

The contractor shall have the following skills:

• Knowledge of the theories, principles, practices and techniques and case law governing Federal employee relations, as well as comprehensive knowledge of rules, regulations and legislation governing the Federal program.

• Knowledge of a wide range of administrative laws, policies, regulations and precedents applicable to the administration of the Conduct, Suitability and Discipline program.

• Thorough knowledge of security requirements established in legislation, regulations, and various policy statements such as E.O. 10450, sufficient to enable the incumbent to function as a technical authority in and apply new concepts and perspectives respective to cases not susceptible to resolution by accepted guidelines and suitability adjudication criteria.

• Ability to deal with frequently changing priorities due to adverse actions occurring domestically as well as overseas, congressional inquiries, taskers of a sensitive nature, etc., which require constant adjustment to operations.

• Ability to communicate orally in a clear, effective and diplomatic manner, sufficient to meet and deal with managers and employees at all levels in situations of a highly sensitive nature.

• Ability to communicate complex information clearly, concisely, and effectively in writing, sufficient to draft a variety of reports, letters, memoranda, and other correspondence on a full range of sensitive management employee relation issues.

• Highly desirable: (5) years experience

Additional Staffing Requirements:

The contractor shall designate one position in the Senior Procurement Analyst role to serve as the on-site Program Manager (PM), in addition to the duties listed in the Senior Program Manager labor category position description. The Program Manager (PM) will work fulltime. The PM is the direct supervisor of all contract staff performing services under this contract.

No substitution or replacement of the PM designated within the technical proposal shall be approved within the first ninety (90) days after IDIQ award unless the substitution is necessitated by illness, death, or termination of employment.

The Contractor Company shall not remove or replace the PM without the written agreement of the CO.

Prior to utilizing employees other than the specified personnel, the Contractor Company shall notify the

Government CO. This notification must be at least ten (10) business days in advance of any proposed substitution and must include justification for the replacement.

A Secret clearance is required for the PM

PM will have Government Furnished Equipment (GFE) specified in Section G.

Specific Duties of the PM include but are not limited to the following:

• Providing inspection of services in accordance with Section E. This includes inspection and monitoring of contractor staff hours and services, utilizing spot checks and other methods, at the Primary and Secondary places of performance as noted in Section F.

• Work closely with the FSI/EX/ACQ Contracting Officers and COR(s) to ensure effective and uniform contract administration as appropriate across FSI’s Schools and Center.

• Be the primary point of contact and liaison between the Contractor Company and FSI

Contracting Officer Representatives (CORs). Coordinate with COR/ACORS/GTMs to provide appropriate technical and procedural direction to contractor staff.

• Meet with CO, COR, ACOR, or GTM as needed regarding contractor performance and/or conduct, planning, and status updates

• Maintain schedules of all contract staff, on a spreadsheet/document that can be shared with the

Government as needed, and provide approval for schedule changes in conjunction with the applicable COR, ACOR, or GTM

• Inform the CO, COR/ACOR of any and all issues requiring Government attention

• Implement and enforce Government and contractor company policies with contractor staff.

• Monitor performance of contractor staff. Provide coaching, mentoring, counseling direction, etc.

to contractor staff when issues requiring intervention arise.

Technical Direction

Guidance and specific direction in carrying out the stated requirements within the context of FSI will be provided by the COR, ACOR, or GTM (to be identified when the orders are placed) on an ongoing basis.

Contractor personnel will be expected to carry out instructions received from the COR, ACOR, or GTM in a professional and timely manner. The Government will not provide counseling to contractors on their performance; it is assumed that once the Contractor receives instructions about how to perform duties that the Contractor will implement the instructions. Ongoing issues regarding the implementation of technical direction will be referred to the KPM for action.

Overtime It is the responsibility of the Contractor to ensure that overtime hours are compensated in accordance with the appropriate laws and regulations. Please see Section B.5

Training

The Government may provide training for any required tasks that are unique to the Department of

State. The Contractor Company shall provide company-specific orientation to their staff and initial and continual training at its own expense to maintain skills at a level in keeping with industry standard certifications as well as maintaining any certifications that are required per the position descriptions/labor categories.

With the exception of Dept. of State specific training that is approved, sponsored, and paid by the

Government, training cannot occur on government property. The Government will not allow costs, nor reimburse costs associated with the Contractor Company training employees in an effort to attain and/or maintain minimum personnel qualification requirements of this IDIQ.

*In certain occasions, when requested by the Government, FSI needs to have a presence at conferences or professional gatherings. At the request of the Government, and voluntary agreement by the contractor, FSI may authorize travel/training expenses to be reimbursed for these conferences.

Attendance at these conferences is voluntary and considered training for the purpose of this clause.

Compensation Plan

*Pursuant to provision 52.222-46, the Contractor Company shall implement a Compensation Plan that is developed as part of its proposal. Implementation activities include ensuring that compensation is applied as detailed in the offer. The Contractor Company shall not alter, cease, or defer compensation plans for the duration of the awarded IDIQ. The contractor must ensure uniform application of the compensation plan across all contract staff working under this contract.

Subcontracting Management Plan (if applicable)

The Contractor shall provide proposed subcontractor selection (including subcontractor DUNS numbers) and management processes to include:

1. Criteria used in awarding subcontracts;

2. Subcontractor management structure and, the level of corporate oversight;

3. Processes that will be used to ensure consistent satisfactory performance of subcontractors;

4. On-site subcontractor management with respect to work schedules, change order requests, and quality of work;

5. Review of subcontractor proposals for cost and schedule impacts prior to submission to the

Government;

6. Measures used by the Contractor to prevent labor violations and actions taken to resolve violations of the Service Contract Labor Standards, Davis Bacon Acts, Fair Labor Standards Act, and other labor statues as applicable.

Once performance has commenced, the prime contractor shall not alter any subcontractor arrangements (e.g. removing, replacing, add additional subcontractors, etc.) detailed in the

Subcontracting Management Plan without the prior written consent of the Contracting Officer.

Staff Plan and Requirements

Upon receiving requests from the Government to fill new positions, positions not already filled by incumbent personnel, or upon replacement of departing incumbent individuals, the Government reserves the right to review resumes and screen candidates to ensure their ability to meet the requirements of this IDIQ.

Should the Contractor Company choose to replace, remove, or reassign any individual providing services under this IDIQ, the company must provide a written notice to the COR, ACOR or CO. The notification will be made as soon as possible to provide program offices with the greatest amount of time to plan for and ascertain the impact the change will have on program needs.

In the event that the performance of the awarded Contractor Company’s personnel is determined by the Government to be unsatisfactory at any time during the life of the Contract, the Government reserves the right to request and receive satisfactory personnel replacement within five business days of written notification provided to the Contractor Company. Notification will include the reason for requesting replacement personnel.

The Contractor Company shall implement the Staffing Plan developed as part of its proposal. The approach for hiring and retaining contractor staff will be stated in the Staffing Plan.

Procedures for New Task Order Requests

Requests for new positions under this IDIQ will be spent to the Contractor and shall, at a minimum, specify the following information so that the Contractor can submit qualified candidates that meet the position requirements in a timely (see Section C.2) and accurate manner:

• Requested IDIQ labor category or attached Position Description (if new labor category)

• Security Clearance Requirements (Secret Cleared or Uncleared Position)

• Temporary short term or long-term contract need

• Work schedule for contractor

• Expected number of funded hours

• Desired start date

• Supplemental Program specific duties, if applicable

Performance Standards for New and Backfill Task Order Positions

Upon receipt of a new task order request (requiring either security cleared or uncleared individuals)

Contractor shall provide resumes of at least three qualified candidates within five business days.

The Contractor shall make every effort to backfill positions for contract staff that are no longer performing services under FSI task orders as soon as possible to eliminate, if possible, or minimize the interruption in services provided to FSI.

For contract staff that depart unexpectedly or are removed by the Contractor unexpectedly, the

Contractor shall provide resumes of at least three qualified replacements within five business days.

The ability of the Contractor to meet these performance standards will be assessed via CPARS (see

Section C.2)

Resumes shall be free to typographical errors.

Quality Control Plan

The Contractor Company shall implement the Quality Control Plan (QCP) developed as part of its proposal. Implementation activities include ensuring that performance standards are met as detailed in the PWS, both in terms of timeliness and quality as stated in the QASP. If the Government determines that the Contractor has failed to meet the performance standards, it will result in the development and implementation of a Corrective Action Plan (CAP) by the Contractor Company with the approval of the

Government.

Management and Communication Plan

The Contractor Company shall implement the Management and Communication Plan developed as part of its proposal, which outlines the administrative approach and activities of managing the contractor staff located on the client site and specifies the process for communicating on program personnel and deliverable status and with the CO, COR/ACOR, and GTM. If the contract elects to subcontract, the Plan will detail how the contract will be managed vis-à-vis both the prime and sub.

Section C.2 Performance Metrics

Contractor will be evaluated once annually at the completion of the base year, and also at the end of each option year, should those options be exercised. Performance will be evaluated for each of the following Evaluation Areas. Performance information will be entered into the CPARS system and available via the PPIRS system.

2.1 Performance Metrics--Contractor Evaluation (CPARS)

The awarded ID/IQ and subsequent TOs will be closely monitored by the CO, COR(s)/ACOR(s) and

GTM(s) throughout the entire period of performance and will be reported on at a minimum one time annually at the conclusion of each base/option year period. The evaluation will be submitted via

CPARS, the Contractor Performance Assessment Reporting System (CPARS), and become available via the Past Performance Information Retrieval System (PPIRS). The evaluation will be considered in determining if an option year will be exercised.

The performance metrics, by which the Contractor Company will be evaluated, including the

Contractor Company’s adherence to PWS requirements, are included below.

2.2 Performance Metrics- CPARS Evaluation Ratings Definitions

Exceptional: Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good: Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor was effective.

Satisfactory: Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal: Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory: Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective

2.3 Performance Metrics- CPARS Evaluation Areas

For each of the Evaluation Areas below, performance will be rated and evaluated using, but not limited to, the following considerations:

Quality

The Contractor’s conformance to contract or order requirements, specifications and industry standards (e.g., commonly accepted technical, professional, environmental, or safety and health standards).

The following will be considered:

- Do the services provided by contractor staff meet the specifications of the contract or order?

- Does the contractor’s work measure up to commonly accepted technical or professional standards?

- What degree of Government technical direction was required to solve problems that arise during performance?

- Were the candidate resumes submitted for screening sufficiently qualified for their labor categories?

- Were the required amount of resumes submitted?

- Do contractor employees adhere to all relevant Department of State, Foreign Service

Institute policies, requirements, and guidelines?

- Are weekly attendance reports complete with the required information?

- Are monthly status reports complete with the required information?

Schedule

The Contractor’s conformance to the schedules and deadlines required by the contract, as well as timely responses to Government inquiries and concerns

The following will be considered:

- Has the contractor submitted resumes for backfilled vacancies or new positions within the required time frames?

- Has the contractor, both at the contractor facility and the on-site PM, responded to COR and CO questions and inquiries in a timely manner?

- Whenever possible, was the backfill of anticipated position vacancies performed prior to incumbent departure in order to minimize the impact of position vacancies to the program office?

- Are weekly attendance reports submitted by the required dates?

- Are monthly status reports submitted by the required dates?

Cost Control

The following will be considered:

- Were invoices timely (see Section G), accurate and complete?

- Were billable labor hours per individual in line with the predetermined schedules?

- Were nonexempt positions worked/billed at no more than 8 hours daily and 40 hours weekly per individual without authorization?

- Are contractor billable hours worked between the daily hours of 7:00AM and

6:00PM, and always covering the core operational hours of 9:15 AM and 3:45PM?

- Has the Contractor notified the Government when the cost estimate exceeds funds available?

- Was the Government notified when the task order reached 75% burn rate expenditure on task order line item available funds?

Management

The integration and coordination of all activity needed to execute the contract or order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the Contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts. Will assess the extent to which the Contractor: identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks and actions required by contract or order; communicates appropriate information to affected program elements in a timely manner. Assess the Contractor’s risk management practices, especially the ability to identify risks, and to formulate and implement risk mitigation plans.

The following will be considered:

− Is the Contractor oriented toward the customer?

− Are the customer program offices satisfied with the service provided by the contractor management?

− Is interaction between the Contractor and the Government satisfactory, or does it need improvement?

− Are the Contractor’s management, on-site, and home office personnel exhibiting the capacity to adequately plan, schedule, resource, organize, and otherwise manage the work?

Management of Key Personnel

Will assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel.

The following will be considered:

− How well did the contractor match the qualifications of the key position, as described in the contract/order, with the person who filled the key position?

− Did the contractor support key personnel so they were able to work effectively?

− If a key person did not perform well, what action was taken by the contractor to correct this?

− If a replacement of a key person was necessary, did the replacement meet or exceed the qualifications of the position as described in the contract or order schedule?

Sub-Contracting

If applicable, will address:

− the timeliness of awards to subcontractors and management of subcontractors. Efforts taken to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall prime contractor performance.

− efforts taken to ensure prompt subcontractor payment.

− the Prime Contractor’s managing of subcontractors to ensure compliance with labor and safety standards at the subcontract level.

Regulatory Compliance.

Will assess general regulatory compliance (e.g failure to report in accordance with contract terms and conditions, late or nonpayment to subcontractors, trafficking violations, tax delinquency, terminations, suspension and debarments) Will assess compliance with all terms and conditions in the contract/order relating to applicable regulations and codes, including the

Service Contract Labor Standards (Service Contract Act) and Fair Labor Standards Act using the

Evaluation Ratings Definitions. Consider aspects of performance such as compliance with labor regulations as well as any other reporting requirements in the contract terms and conditions

The following will be considered:

− Has the contractor complied with all contract clause requirements?

− Has the contractor complied with the reporting requirements of the contract?

− Has the contractor complied with the quality assurance surveillance plan?

− Has the contractor complied with specifications or other contractual requirements in the contract?

− Has the contractor complied with FSI policies and procedures?