Task Order 1 - Program Management Office (updated 4-21-2022).pdf

TASK ORDER 1: CONTRACTOR PROGRAM MANAGEMENT OFFICE

1. Objective The objective of this Task Order is to establish and maintain a Contractor Program Management Office (PMO) to support all Contractor activities under the Campus Maintenance Contract (CMC). The PMO will serve as a centralized source of current and historical maintenance data.

The PMO shall also provide standard processes tailored to the USMMA campus, in order to maintain data for efficient maintenance of ongoing operations.

2. Scope of Work

a. The Contractor shall provide program management expertise to establish a tailored Program Management Office, which includes standardized processes for the ongoing maintenance of USMMA facilities.

b. Upon establishment of the PMO, the Contractor will operate and coordinate the processes for execution of USMMA projects and maintenance.

c. PMO should be adept in the following areas:

i. Developing and reviewing project budgets

ii. Developing and reviewing project schedules

iii. Develop and monitor projects risks

iv. Developing methodologies to approach programs

v. Gathering and documenting program requirements

vi. Fostering communication between stakeholders

vii. Maintaining stakeholder Management

viii. Organizing and maintaining a database to retain maintenance data

ix. Developing program management processes to complete USMMA campus projects

x. Developing a framework for operating and maintaining an asset/facility management software

3. The Contractor shall develop standard operating procedures (SOP) for the below listed areas of emphasis. SOPs should be written in accordance with disciplined program management principles to effectively manage maintenance program status, execution, costs, and schedule.

Due dates for the establishment of SOPs and frequency of reports to be agreed to at contract award.

a. Business Process Tailoring

b. Establishment of Standard Process

c. Portfolio Management

d. Business Case Analysis

e. Risk Management

f. Communication Management

g. Program Reporting

h. Performance Management

i. Quality Management

j. Data Collection

k. Repository Organization

l. Repository Training

4. Period of Performance is from date of this task order through completion of the contract.

5. Primary place of performance is on the USMMA campus at 300 Steamboat Road, Kings

Point, NY 11024.

6. Security Requirements The Contractor must abide by and adhere to DOT, MARAD, and USMMA security policies as related to the following:

Physical Security Information and Data Security Personnel Security

7. Deliverables

Deliverable Due Date / Frequency Kickoff Meeting Within 30 days of task order award Monthly Status Report Monthly Weekly Status Updates Weekly Spending Plan and Progress Reports TBD List of Key Personnel Proposal / within 1 day of any change Proposed Organizational Chart Proposal / within 5 business days of any change Staffing Plan Proposal / 30-day notice to

Government before any changes Staff Training Plan Proposal / 30-day notice to

Government before any changes

Performance Standards

Required Services Performance Standard Minimum Standard Method of Surveillance Incentive

The Program Manager shall be available after normal duty hours to serve as the central point of contact for Contractor operations.

The Contractor shall provide a central point of contact.

Zero Deviation from performance standard.

100% daily and verification/confirmation by the COR/ACOR.

Non-conforming services will result in Non- Conforming Reports issued to Contractor and potential negative CPARS report.

The Contractor shall develop and maintain a Quality Control Plan approved by the CO.

The Contractor shall provide a QCP.

Zero Deviation from performance standard.

Review and acceptance by the by the KO on submission of QCP and each revised QCP.

Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.

The Contractor shall remove, from the job site, any employee for reasons of misconduct or security.

Employee conduct complies with all contract requirements.

The COR/ACOR will review 100% of Contractor reported occurrences of Contractor employee misconduct, including but not limited to violations of any clause or provision or the contract, security violation.

Non-conforming services may result in Non- Conforming Reports issued to Contractor and potential equitable adjustment by the Contracting Officer.

Damages caused by Contractor employees shall be repaired at no cost to the Government.

The Contractor shall notify the COR/ACOR and return the damaged area to its previous condition.

COR/ACOR will review 100% of damage reports.

Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.

The Contractor shall ensure that the licenses or certificates and training of Contractor personnel are current. Copies of these licenses or certifications will be provided to the COR/ACOR as required.

The Contractor shall maintain a current and complete database of all required licenses, certifications, and training records of all employees.

Zero Deviation from performance standard.

100 Percent Inspection of copies of these licenses or certifications

Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.

The Contractor will ensure all documentation provided, or made available, to the Government for review are of excellent quality.

Submissions of required documentation are approved by the Government with no substantive comments limited to grammar, spelling, or terminology.

No more than two Government reviews required to finalize documents.

Regular review and interaction between Government and Contractor personnel.

Non-conforming services may result in Non- Conforming Reports issued and a potential negative CPARS narrative.

The Contractor will ensure all deliverables under this task order are timely.

Submissions will meet dates agreed to by the Government and Contractor, and documented within this task order.

Dates established and recorded in the task order.

Review by COR/ACOR. Non-conforming services may result in Non- Conforming Reports issued to Contractor and potential equitable adjustment by the Contracting Officer.