RFP C SOO.pdf

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

SECTION C – PARENT IDIQ STATEMENT OF

OBJECTIVES

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration (PHMSA)

PHMSA Administrative Support Services

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

1 BACKGROUND

The Pipeline and Hazardous Materials Safety Administration (PHMSA) is one of ten operating administrations within the U.S. Department of Transportation (DOT). PHMSA was formally established in February 2005 as the DOT Operating Administration (OA) responsible for the regulation of hazardous materials transportation by highway, rail, air, water and pipeline as set forth in Federal Hazardous Materials Transportation and Pipeline Safety Law.

In carrying out its mission PHMSA has a requirement for administrative support services at its headquarters location and regional offices.

2 OBJECTIVE

The Contractor must provide PHMSA-wide (Headquarters and Regions) administrative support services on a long-term basis and short-term basis. Long-term requirements are those which are expected to have a period of performance of one year or more. Short-term requirements are those which are expected to have a period of performance of less than one year.

The objective of this Statement of Objectives is to provide PHMSA a cost-effective and efficient method of procuring services to meet its long-term and short-term administrative support needs.

3 REQUIREMENTS

3.1 General Requirements

The Contractor must provide capable and competent personnel able to complete the duties stated for each person’s applicable labor category description. The Contractor must only provide personnel possessing the skills, knowledge, experience and training to perform non-personal administrative support services.

All Contractor personnel assigned to work on this IDIQ must be eligible to legally work in the United States.

General duties are stated below. However, each office within PHMSA may have slightly different needs. The general duties set forth below have been developed to indicate the types of administrative support services that may have to be performed.

Contractor personnel in any labor category may be expected to perform some, many, or all of the services for that labor category. Please note that the duties listed below are not an exhaustive list of all administrative support services that may be required by PHMSA during the period of performance of this IDIQ. Contractor personnel assigned in any labor category may not be limited to only the duties specifically stated below, but may have to perform other similar-type administrative duties.

1. General Office Support Services

• Receive and escort visitors, and refer to appropriate staff. This task may involve coordination with offices outside of PHMSA (such as Security Office, Parking Office, etc.).

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

• Receive calls, take messages, and/or forward to appropriate staff.

• Handle routine requests for information and refer to appropriate staff for resolution.

Routine requests for information may come from a variety of sources such as other government agencies, HQ and regional staff, industry representatives, and concerned citizens.

• Personally respond to requests for information concerning office procedures.

• Screen phone calls, visitors, and incoming correspondence. Determine which requests should be handled by the supervisor, appropriate staff member or other offices. Screen official incoming matters and forward only those which require personal attention.

• Assemble, copy, print, fax, and scan a variety of materials and ensure proper distribution and compliance with office rules and procedures.

• Create and maintain office files. Assist in the purging and consolidation of office files and reviews for completeness of files. Assist in preparation of packages to National Archives.

• Maintain a variety of administrative lists and charts. Examples include, but are not limited to, organizational charts, phone lists, distribution mailing lists, inventory lists.

• Provide data entry of pertinent information in various automated systems and use a variety of software.

2. Mail Support Services

• Receive and distribute incoming office mail and inter-office mail. Mail includes paper mail, emails, faxes, etc.

• Collect, distribute, and post mail. Review incoming mail and determine which can be handled personally and which should be referred.

• Prepare Federal Express, UPS, and other priority mail shipments.

• Maintain records and files, such as logs of Federal Express shipments.

• Coordinate and assemble mass mailings.

3. Calendar Maintenance and Scheduling Support

• Maintain PHMSA Federal Staff calendars (hardcopy and/or electronic).

• Maintain Office Activity calendars (hardcopy and/or electronic).

• Remind PHMSA Federal Staff of meetings and schedules.

• Manage complex schedules and calendars.

• Assist in the scheduling of appointments and use of office conference rooms.

4. Correspondence Support

• Proofread documents for typographical accuracy and format in accordance with office guidelines.

• Draft correspondence based on rough copy provided.

• Prepare and send form letters.

• Prepare and format a variety of correspondence, including congressional letters, memoranda, surveys, talking points, report, speeches, and budget document, notices for publication to the Federal Register.

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

• Review and edit, as necessary, all outgoing and internal correspondence for clarity, grammar, typographical accuracy, and proper format per office or agency guidelines

• Maintain and update information in PHMSA’s Executive Correspondence tracking system.

• Type correspondence, reports, records, and technical papers. These may include tables, charts, graphs, and presentations as well as various Government forms such as requisition forms, travel authorizations, and travel expense vouchers.

• Review outgoing materials and correspondence for internal consistency and conformance with supervisor’s procedures.

• Prepare and sign routine, non-technical correspondence in own or supervisor’s name.

5. Office, Facility, and Property Management Support Services

• Submit and follow-up on requests for services (includes printing requests, housekeeping requests, office equipment maintenance requests, etc.)

• Ensure office equipment is maintained and functional.

• Requisition office supplies, printing materials, maintenance or other services.

6. Conference, Seminar, and Meeting Support

• Arrange for meeting rooms.

• Arrange for seminars and conferences, including the scheduling of locations/rooms, distribution of agendas, and attendance lists.

• Assemble conference, seminar, and meeting materials. Pack and unload conference/seminar/meeting materials. Assist with setup of materials.

• Provide support during conferences/seminars/meetings, including registering participants, maintaining and updating registrant information.

• Assist with all administrative and logistical matters related to conference/seminar/meeting support services. This includes making travel arrangements and ensuring all proper clearances have been obtained, when needed; negotiating meeting space, equipment, and accommodations; and ensuring quality of arrangements and plan for any special requirements that may be needed for persons with disabilities, foreign dignitaries, persons requiring special diets, arranging for translators, transcribers.

• Attend meetings, as requested, and take notes and keep a record of all commitments made and/or report requests.

• Record and transcribe minutes. Transcribe presentation notes into speaker notes.

• Create, maintain, and update conference-related and seminar-related files, as requested.

7. Travel Support Services

• Make travel arrangements, including ticketing.

• Prepare/input travel orders using PHMSA-approved travel system.

• Prepare vouchers and make travel arrangements.

• Reconcile travel documents to ensure forms are completed and returned to the program office, match budgeted amounts, and identify sources of discrepancies, if any.

• Maintain travel associated files.

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

8. Personnel Support Services

• Prepare personnel action forms (including training forms), as instructed. Forward to HR for action.

• Data entry of timecards (time and attendance) into the PHMSA-Approved Time Keeping

System.

• Maintain records and files.

9. Procurement and Budget Support Services

• Enter Procurement Requests (PRs) into the PHMSA-Approved Procurement System.

• Follow-up on Procurement Requests.

• Maintain and update procurement-related and budget-related records and files.

• Maintain accurate records of office spending and monitor for office budget and spending activities.

10. Miscellaneous and Special Projects

• Assist in preparing reports, as instructed. Reports include FTE reporting, year-end budget reconciliations, etc.

• Conduct internet searches, as requested. Examples include searching for media inquiries or legislative tracking.

• Perform special data search tasks/projects, as required. Includes gathering information required to respond to FOIA requests.

• Explain to subordinate staff supervisor’s requirements concerning office procedures, coordinate personnel and administrative forms for the office and forward for processing.

• Collect information from the files or staff for routine inquires on office programs for periodic reports, and refer non-routine requests to office supervisor or office staff.

Specific staffing requirements (in terms of number of positions and number of hours) will be ordered via the issuance of Orders against the IDIQ.

3.2 Support Hours

The Contractor is required to provide support during the following hours: 7:30 am – 6:00 pm.

Full-time positions are expected to work an 8-hour billable workday. Specific hours of support for each position will be determined by the COR.

In the case of any absence (planned or unplanned), the contractor must notify the Contract Administrator and the Contracting Officer’s Representative via email. For any absence exceeding one day, the contractor must provide appropriate qualified replacement personnel.

The necessity of overtime work will be determined at the Order level. In the instance(s) that overtime work is required, the Contractor must gain prior approval in writing from the Contracting Officer. The Government will not pay for any unauthorized overtime work.

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

3.3 Minimum Qualifications of Contractor Personnel

• All personnel assigned to work on this IDIQ must have the following minimum qualifications:

• Ability to read, write, understand, and communicate in English.

• Ability to follow oral and written directions to complete his/her assigned duties.

• Proficiency working in an MS Windows environment and in the use of standard computer software such as, but not limited to, MS Office (Word, Outlook, Excel, PowerPoint).

3.4 Travel Requirements

Travel may be required on special occasions. If PHMSA requires a Contractor employee to travel, PHMSA will issue a modification to the order. The Contractor may not bill PHMSA, and PHMSA will not be financially liable for, any travel costs incurred during the performance of this IDIQ that have not been approved in writing by the Contracting Officer prior to the date(s) of travel.

3.5 Training Requirements

It is the Contractor’s responsibility to ensure all Contractor personnel are properly trained.

PHMSA will provide user guides, standard operating procedures, and references for the many off-the-shelf software and non-standard software used throughout PHMSA. Examples include federal timekeeping systems, federal training management systems, PHMSA’s travel system, etc.

These guides, standard operating procedures, and references will be provided to the Program Manager at the beginning of IDIQ performance, and during the period of performance should updates/changes be made.

At its discretion, PHMSA may provide training to Contractor Employees for unique or non-standard software used in PHMSA.

The Government will not authorize training for Contractor Employees to attend seminars, symposiums, or user group conferences unless the Contracting Officer determines that attendance is mandatory for the performance of task requirements and such training is approved, in writing, in advance by the Contracting Officer.

3.6 Recruitment and Retention

The Contractor must have hiring and retention practices in place that ensure the Contractor is able to identify, screen, place, monitor, train, and retain qualified candidates to fulfill the service requirements under this IDIQ.

4 POSITION DESCRIPTIONS AND QUALIFICATIONS

4.1 Program Manager

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

Description The Program Manager serves as the Supervisor for all Contractor personnel working under this IDIQ and provides program management and oversight to assist the various PHMSA offices. The Program Manager is a Headquarters position but may be required occasionally to travel to PHMSA regional offices. The person assigned to this Labor Category will be considered KEY

PERSONNEL.

Duties Duties of the Program Manager include, but are not limited to:

1. Planning and coordinating the activities of the assigned Contractor employees;

2. Establishing employee schedules and coordinating priorities.

3. Assisting in providing replacement personnel.

4. Conducting meetings once a month with COR(s) to discuss project activities, schedules, workloads, potential problems and their resolution.

5. Assisting all other assigned Contractor staff to accomplish their duties in work overload situations.

6. Ensuring that Contractor staff has the knowledge and ability necessary to accomplish their duties independently.

Qualifications All individuals assigned to the Program Manager position must have the following qualifications:

• Over five years of experience working with the Federal Government.

• Supervisory experience directing multiple tasks and managing activities assigned to personnel

• Experience supervising a wide range of complex and routine administrative support tasks.

• General knowledge of Government policies and procedures.

• A Bachelor of Science (B.S.) or Bachelor of Arts (B.A.) Degree is required.

4.2 Executive Assistant

The Executive Assistant position requires an individual with the ability to perform all of the tasks assigned to lower-level positions, but requires more extensive knowledge of business administration and management. The Executive Assistant is usually assigned to perform administrative duties for executive management. The Executive Assistant must have the ability to work well with all levels of management and staff. The Executive Assistant may be tasked to handle confidential matters on a daily and recurring basis. The Executive Assistant will be tasked with highly complex tasks, including working independently on projects requiring extensive outside research and the preparation of briefing charts and other presentation materials for presentation to Executive Staff and upper management. The Executive Assistant may also be tasked to perform office management duties.

Qualifications All individuals assigned to the Executive Assistant labor category must have the following

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005 qualifications:

• Advanced computer skills.

• Proficiency in computer systems and software such as Microsoft Office Suite (to include

MS Word, Excel, Power Point, Access, and Outlook) and Windows applications environment.

• Proficiency in grammar, spelling, and punctuation is required to produce accurate, printed documents.

• Knowledge of government policies, standards, and operations.

• Ability to communicate clearly, both verbally and in writing.

• Can work independently with minimum supervision.

• Minimum High School diploma (or equivalent), plus some college courses.

• Four to five years of experience performing complex administrative tasks and supporting one or more senior-level staff, in addition to office staff.

4.3 Administrative Assistant IV

The Administrative Assistant IV shall possess a very high level of poise, professionalism, with an approachable, confident persona. It is imperative that the Administrative Assistant IV tactfully interacts with visitors and staff in a respectful manner. The Administrative Assistant IV’s customer service skills are to be readily apparent to all customers and stakeholders. In this position, the contractor’s personnel shall be considered a subject matter expert for all assigned administrative tasks. The Administrative Assistant IV shall have an extensive and demonstrated knowledge of office policies, processes and procedures, and the ability to quickly grasp newly assigned processes and procedures. As required, the Administrative Assistant IV must be able to expedite any last-minute assignments, to include making efficient adjustments/corrections to documentation. The Administrative Assistant IV shall have very strong written and oral communiation skills, demonstrates the ability to interpret/apply sound business judgment, and the innate ability to be resourceful, creative, and a problem solver. The Administrative Assistant IV shall have extensive knowledge of correspondence protocol, whether utilizing the agency’s correspondence tracking systems, or hard copy (paper) correspondence packages. The Administrative Assistant IV shall be able to work independently in the absence of specific instructions on a number of tasks with a high degree of speed using organizational skills, and perform these duties while exhibiting the ability to maintain effective relations/results with clients and staff (onsite and remote). The Administrative Assistant IV shall exercise confidentiality, discretion, and problem-solving skills. Office front desk support may also be required of the Administrative Assistant IV.

Qualifications All individuals assigned to the Administrative Assistant IV labor category must have the following qualifications:

• Five years of experience performing office administration duties without day-to-day direction;

• Accurate typing of at least 35 wpm;

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

• Highly proficient in the use of current Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype, Access, SQL, SharePoint, current web browsers (i.e. Internet Explorer, Google Chrome, etc.) Adobe Acrobat, and scheduling/navigating conference applications (i.e. Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e. travel management, time and attendance), and other work-related data entry systems;

• Subject matter expert in grammar, spelling punctuation, and preparation/proof reading all standard/executive level office documents;

• Familiarity with the Government Style Manual; and

• Significant experience communicating with individuals at all levels, both orally and in writing

• Minimum Education: Associate or above degree in any field of study is highly desired, but not required.

4.4 Administrative Assistant III

Description An Administrative Assistant III is a senior-level assistant expected to perform complex administrative tasks and will typically be supporting one or more senior-level staff, in addition to office staff. Responsibilities include those described for lower-level administrative assistants but require more work experience within each function. The Administrative Assistant III will be expected to use greater judgment in accomplishing tasks. Advanced computer skills and internet research skills are required. The Administrative Assistant III may be tasked to handle confidential matters on a daily and recurring basis.

Qualifications All individuals assigned to the Administrative Assistant III labor category must have the following qualifications:

• Advanced computer skills and internet research skills in computer systems and software such as Microsoft Office Suite (to include MS Word, Excel, Power Point, Access, and Outlook).

• Three to four years of experience performing complex administrative tasks and supporting one or more senior-level staff, in addition to office staff.

• Prior experience in office operations.

• Capable of supervising less experience administrative assistance staff within each functional work area.

• Ability to apply judgment in accomplishing tasks.

• Minimum High School diploma (or equivalent), plus some college courses.

4.5 Administrative Assistant II

The Administrative Assistant II has the experience to handle an array of situations, problems, and deviations in office procedures due to changing priorities, policies, and program goals. The

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005

Administrative Assistant II may be tasked to assist with special assignments requiring planning and multi-tasking abilities.

Qualifications All individuals assigned to the Administrative Assistant II labor category must have the following qualifications:

• At least two years prior knowledge of government office working environment and office procedures and practices essential for daily support.

• Working knowledge and experience in performing computer data entry, word processing,

• presentation graphics preparation, and developing spreadsheets using appropriate software systems.

• Excellent skills and ability to communicate clearly, both verbally and in writing.

• Ability to handle an array of situations, problems, and deviations in office procedures due to changing priorities, policies, and program goals.

• Minimum High School diploma or equivalent.

4.6 Administrative Assistant I

The Administrative Assistant I position is an entry-level support position generally assigned to support PHMSA in basic administrative support tasks. The Administrative Assistant I must be able to independently carry out recurring office procedures. The Administrative Assistant I is generally assigned to support general staff positions in PHMSA Headquarters or PHMSA regional offices.

Qualifications All individuals assigned to the Administrative Assistant I labor category must have the following qualifications:

• At least one year of experience working in an office environment with typing skill sets on computer systems used for word processing, presentation development, and simple spreadsheets such as MS Word and Windows.

• Successful working experience in writing, proofreading, and editing government or other types of documents for clarity of expression, orderly composition, and good use of the English language.

• General knowledge of office management, experience in supporting tracking control systems and databases.

• Excellent verbal and written communication skills.

• Minimum High School diploma or equivalent.

5 SUSTAINABILITY CLAUSE

The Department of Transportation (DOT) developed a Strategic Sustainability Performance Plan (SSPP) which is designed to enhance the mission of sustainability through cost effective acquisitions. Our goal is to achieve compliance by reducing resource consumption and solid and

U.S. Department of Transportation Section C: Parent IDIQ - Statement of Objectives Pipeline and Hazardous Materials Safety Administration (PHMSA) RFP 693JK320R0005 hazardous waste generation. This SSPP applies to all acquisitions and contracting mechanisms used by PHMSA. Contractors are highly encouraged to supply or use products and services that are environmentally preferable, energy efficient, contain recycled content or bio-based materials.

[END OF SECTION C]