Revision_II_Attachment_5_-_Sample_Administrative_Task_Request_0005.pdf

REVISION 2 ORIGINAL SAMPLE ADMINISTRATIVE TASK REQUEST 0005, 03/30/2015

Domestic Administrative Support Services Performance Work Statement

Division of Public Health Systems and Workforce Development

Independently provide for Administrative Support Services to satisfy the overall operational objectives of the Division of Public Health Systems and Workforce Development.

Office of Director

Service Requirement 1:

Perform as liaison between the Director and individuals in the immediate office and/or CIO offices, the general public and other offices.

Receive and ascertain nature of telephone calls and refer callers and visitors to proper party; take and delivers messages; provide information about the office, its functions and standard operating procedures as well as routing or procedural information. Process and screen incoming material (e-mail, mail, etc.) and determine where and to whom material should be routed to.

Provide daily briefings on formal and informal inquiries and provide backup materials.

Initiate and/or compose a variety of correspondence.

Coordinate background material for use from files or other offices in the Division (2 Branches and the

Office of the Director).

Route informative and logical distribution of information to be distributed to Division staff.

Perform as point of contact for the Division.

Maintain records on controlled documents in accordance with Office procedures for administrative controls and follow up on work in progress to ensure timely reply or action.

Arrange meetings and workshops, prepare agendas, and all associated administrative functions.

Draft written and telephone contacts with professional staff throughout CDC, regional offices and other federal and state/local government agencies to gather data and to develop information needed for meetings and workshops.

Draft reports, letters or other documents in a timely fashion and in proper format.

Track controlled correspondence, requests from grantees and other time critical correspondence and ensures that responses are prepared in a timely fashion and in the appropriate format.

Maintain appointment calendar, independently schedules appointments, and submit reminders of meetings for the Division Director and Deputy Division Director.

Coordinate and prepare travel packages and arrangements inclusive of inputting domestic and/or international travel orders and vouchers for OD Division staff as well as the Division Director and/or

Deputy Director. Provide information on travel orders from OD inquiries.

Collect and conduct data research in administrative capacity.

Reserve conference rooms for Division OD staff via CDC’s Intranet for meetings, receptions, etc., and request equipment as needed, such as Envisions, Power Point presentations, computers and/or laptops, etc.

Attend weekly staff and monthly division administrative meetings. Send reminder emails to the staff of meeting locations, guest presenter’s name and title of presentation. Provide updates on current and completed projects.

Maintain and track annual leave of Commissioned Corps staff members in the Division of Public Health

Systems and Workforce Development via the U.S. Public Health Services Commissioned Corps

Management Information System Web Site.

Update division calendar with annual leave, sick leave, TDY travel and training of staff.

Update weekly staff meetings, presentations, and high profile officials’ signature records.

Process blackberry bills for payment.

Order, secure and inventory all Division supplies.

Prepare “Visitor’s Packets” with information on the division’s mission, training programs/resources, newsletters, and annual reports.

Submit award nomination process for Honor Awards, and other projects.

Analyze administrative problems to identify significant factors, gather pertinent data, and recognize solutions;

Perform analyses of administrative functions in an office environment.

Interact and provide assistance to government staff around the world while demonstrating courtesy and professionalism.

Core Hours: This service is full time requiring 40 hours per week in accordance with the established core duty hours.

Hours Beyond the Core Hours: N/A

Period of Performance: July 1, 2015 – June 30, 2016

Place of Performance: Atlanta, GA Point of Contact upon arrival: TBD

Domestic Travel: N/A

International Travel: N/A

Minimum Experience:

Bachelor in Business Administration

Minimum of 3 year’s experience in this field performing services as outlined herein.

Teleworking: This service is eligible for teleworking no more than 2 days of the week only on written approval of the Branch Chief or Deputy. If teleworking is permitted the following Government

Furnished Equipment can be made available for contractor’s use: laptop, Citgo access, and keyfob.

Public Health Systems Strengthening Branch

Service Requirement 1:

Perform as liaison between the Branch Chief, Deputy Branch Chief, and individuals in the immediate office and/or CIO offices, the general public and other offices.

Receive and ascertain nature of telephone calls and refer callers and visitors to proper party; take and deliver messages; provide information about the office, its functions and standard operating procedures as well as routing or procedural information.

Provide as-needed briefings on formal and informal inquiries and provide backup materials.

Prepare and track FTE staffing spreadsheet for the Branch.

Enter training requests for the Branch OD FTEs.

Enter facility requests to include engineering requests, telephone/voicemail set-up, and computer set-up.

Process and escort visitors through the Visitor Management System.

Perform as point of contact for Branch.

Maintain records on controlled documents in accordance with Office procedures for administrative controls and follow up on work in progress to ensure timely reply or action.

Arrange meetings and workshops; prepare agendas and all other associated administrative functions.

Communicate with professional staff throughout CDC, regional offices and other federal and state/local government agencies to gather data needed for meetings and workshops.

Communicate with colleagues, Branch management and other contacts outside the Branch to gather information about processes and programs.

Draft reports, letters or other documents in a timely fashion and proper format.

Track controlled correspondence, requests from grantees and other time critical correspondence and ensures that responses are prepared in a timely fashion and in the appropriate format.

Maintain appointment calendar, independently schedules appointments and send reminders of meetings for the Branch Chief and Deputy Branch Chief.

Conduct data research and data calls in an administrative capacity.

Schedule the Branch Chief and Deputy Branch Chief calendars, reserving conference rooms for Branch staff via CDC’s Intranet for meetings, receptions, etc., and request equipment as needed, such as

Envisions, Power Point presentations, computers and/or laptops, etc.

Schedule and attend staff meetings. Send reminder emails to the staff of meeting locations and agendas. Provide updates on current or completed projects as required at staff or branch meetings.

Input domestic travel orders and vouchers for Branch staff. Prepare travel folders for branch and management staff. Submit international travel requests for the Branch Chief and Deputy Branch Chief.

Provide information on travel orders from OD inquiries.

Perform timekeeping clerk duties for the Branch.

Update weekly staff meetings, presentations, and high profile officials’ signature records.

Order supplies for Branch, as needed.

Analyze administrative problems to identify significant factors, gather pertinent data, and recognize solutions;

Perform analyses of administrative functions in an office environment.

Interact and provide assistance to government staff around the world while demonstrating courtesy and professionalism.

Core Hours: This service is full time requiring 40 hours per week in accordance with the established core duty hours.

Hours Beyond the Core Hours: N/A

Period of Performance: July 1, 2015 – June 30, 2016

Place of Performance: Atlanta, GA Point of Contact upon arrival: TBD

Domestic Travel: N/A

International Travel: N/A

Minimum Experience:

Bachelor or Business Administration

Minimum of 3 years’ experience in this field performing services as outlined herein.

Teleworking: This service is eligible for teleworking no more than 2 days of the week only on written approval of the Branch Chief or Deputy. The following Government Furnished Equipment can be made available for contractor’s use: laptop, Citgo access, and keyfob.

Special Notice: At any time any service within this task order PWS may no longer be required and a modification will be issued reflecting the removal of this particular service.

Return of Government Furnished Equipment: All equipment is to be returned to CDC upon completion of the award.

Telework Notification: Services already approved for teleworking within this task order are permitted to telework during instances for which CDC Facilities (i.e. natural disaster, water main break, etc.) are closed but teleworking is authorized/encouraged. Services not authorized for telework may or may not be authorized for “Situational Telework”. As such please reference each individual service for details.

Please note that services should not be provided for what so ever in the event that Atlanta CDC Offices are closed for business.

Government Furnished Property:

The Government will provide contractor personnel with an office environment typically provided to Government personnel that includes workstations, facsimile, telephones, and computers with access to the Internet and local area network (LAN). Government will issue a blackberry, printer, and laptop if deemed necessary to complete the requirements of the task order.

Core Hours of Operations for all services herein:

Monday – Friday, 8a.m.-4:30 pm excluding federal holidays (listed below) and weekends. The work day shall consist of 8 duty hours with a 30 minute lunch. The start and end times may be adjusted by assignment area, as deemed necessary to accommodate required support in the respective organization, as long as the 8 duty hours a day are met. Start times for all positions must occur between 7:00 a.m. and 9:00 a.m. The normal 8 duty hours shall be calculated from the start time agreed upon between the contractor and each individual contractor employee.

Federal Holidays

New Years Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day

Memorial Day Thanksgiving Day Independence Day Christmas Day Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by Presidential proclamation

Clearances as required for all services herein:

Work under this task order is unclassified; however, all CDC contractors are required to undergo a National Agency Check and Inquiries (NACI) investigation, fingerprinting, and acquire a user ID for security-clearance work at CDC campuses. If necessary, the contractor will be required to provide clearances for personnel requiring access to Government computers and workstations.

Performance Evaluation Summary

In general, the deliverables completed by the Contractor will be evaluated in terms of how well the requirements of the contract are satisfied. The Contracting Officer Representative (COR) will utilize Validated User Customer Complaints to ensure there is a match between actual and expected performances. If there are discrepancies, a Contract Discrepancy Report (below) will be used to communicate these performance concerns to the Contractor, and follow through to ensure performance gaps are closed.

Task/De liverable

Performance

Standard/Indicato r

Acceptable Quality Levels Surveillance

Method

Incentives

Each

Individu al

Service as outlined within

PWS.

Timeliness and/or

Quality

All services will be provided for as outlined within the applicable

PWS and in accordance with the contact/task order terms and conditions. Services will be conducted and completed within program established timelines established.

No unresolved Contract

Discrepancy Reports for any individual service during any individual calendar month.

Validated

User

Customer

Complaints

Vendor’s failure to resolve CDR within PGO established timeframe will result in reporting of the vendor’s failure to perform succesfully in the

Contractor’s

Performance and Reporting

System

(CPARS).