Amendment 0002 Attachment A 3 18 25.docx
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- 89503425QWA001011
About this file
This document is a Performance Work Statement (PWS) for the Western Area Power Administration's (WAPA) Upper Great Plains Region, soliciting administrative, property management, drafting/CAD, and engineering support services. The contract will support WAPA operations across seven states (Nebraska, Missouri, Minnesota, Montana, North Dakota, South Dakota, and Iowa), covering five regional offices in Montana and South Dakota. The period of performance is one base year with four 12-month option years, and the requirement is specifically set aside for 8(a) program participants.
The scope of services includes comprehensive support across multiple functional areas: administrative support (clerical, reception, mail services), warehouse operations, property management, drafting/CAD services, and engineering support. Key responsibilities include managing office administrative functions, handling warehouse inventory and logistics, creating and maintaining technical drawings, providing engineering document review and coordination, and supporting construction contract management. The contractor will utilize WAPA's existing systems and software, follow federal standards and regulations, and support the organization's mission of marketing and transmitting electric power across the region. Contractor personnel will be required to meet specific qualifications, including background checks, safety training, and adherence to detailed performance standards outlined in the document.
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UPPER GREAT PLAINS REGION ADMINISTRATIVE, PROPERTY MANAGEMENT, DRAFTER/CAD,
AND ENGINEERING SUPPORT SERVICES
February 1, 2025
Table of Contents Amendment 0002
89503425QWA001011
Amend89503425QWA001011
| HYPERLINK \l "_bookmark29"Other Reports and Plans | 15 | |
| HYPERLINK \l "_bookmark30"Compliance with Regulations, Policies, and Procedures | 15 | |
| HYPERLINK \l "_bookmark31"Contracting Officer’s Representative | 15 | |
| 1 HYPERLINK \l "_bookmark32"DESCRIPITON OF WORK TO BE PERFORMED | 16 | |
| HYPERLINK \l "_bookmark33"ADMINISTRATIVE SUPPORT | 16 | |
| HYPERLINK \l "_bookmark34"Clerical | 16 | |
| HYPERLINK \l "_bookmark35"Reception | 18 | |
| HYPERLINK \l "_bookmark36"Reserved | 18 | |
| HYPERLINK \l "_bookmark37"Office Administrative Services | 19 | |
| HYPERLINK \l "_bookmark38"Mail and Messenger Services | 20 | |
| HYPERLINK \l "_bookmark39"Vehicle Management & Maintenance | 21 | |
| 3.1.7 | Finance Technician Support | |
| HYPERLINK \l "_bookmark40"OPERATION SUPPORT | 21 | |
| HYPERLINK \l "_bookmark41"Warehouse Operation | 21 | |
| HYPERLINK \l "_bookmark42"Property Management Support | 25 | |
| HYPERLINK \l "_bookmark43"DRAFTER/CAD SUPPORT | 25 | |
| HYPERLINK \l "_bookmark44"General Drafter/CAD Support | 26 | |
| HYPERLINK \l "_bookmark45"Drafting/CAD services | 27 | |
| HYPERLINK \l "_bookmark46"ENGINEERING SERVICES SUPPORT | 30 | |
| HYPERLINK \l "_bookmark47"Engineering Services Support | 30 | |
| HYPERLINK \l "_bookmark48"Engineering Services Support - Additional Duties | 35 |
89503425QWA001011
Amendment 0002 dated 3/18/25
3.5 Financial Support Services………………………………………………………………………………….36
UPPER GREAT PLAINS REGION ADMINISTRATIVE, PROPERTY MANAGEMENT, DRAFTER/CAD,
AND ENGINEERING SUPPORT SERVICES PERFORMANCE WORK STATEMENT
1 GENERAL
This is a non-personnel services contract to provide Administrative, Property Management, Drafter/Computer Aided Design (CAD), and Engineering Support Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.
Description of Services:
The contractor shall provide all personnel, supervision, and other items and non-personal services necessary to perform Administrative, Property Management, Drafter/CAD, and Engineering Support Services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.
Background:
The Western Area Power Administration (WAPA) Upper Great Plains Region (UGPR) is responsible for the marketing and transmission of Federal and contract electric power generated at Federal and contractor sites to wholesale customers in seven states (Nebraska, Missouri, Minnesota, Montana, North Dakota, South Dakota, and Iowa). This includes responsibilities for maintenance and operations of a high-voltage transmission system that delivers Pick-Sloan Project power through nearly 100 substations across UGPR’s seven-state area. In accomplishing this mission, the work consists of, but is not necessarily limited to power marketing, operation and maintenance, engineering and construction, and administrative services. The work required by this PWS supports the UGPR located in three field maintenance offices in Huron, South Dakota; Fort Peck, Montana; and Bismarck, North Dakota; one Operations Office located in Watertown, South Dakota and one Regional office located in Billings, Montana. This contract may also be used to provide support for other WAPA offices.
Scope of Work:
Western Area Power Administration (WAPA), Upper Great Plains Region (UGPR) requires a contractor to perform Administrative, Property Management, Drafter/CAD, and Engineering Support Services at various locations in Montana, North Dakota, and South Dakota. The required services, as described further in this PWS, include but are not limited to the following: general administrative support (i.e. general clerk, secretary, and accounting clerk), property (i.e. warehouse), drafters, and engineering.
The services required by this PWS support WAPA’s offices in the UGPR located in, but not limited to, Billings, Montana; Fort Peck, Montana; Bismarck, North Dakota; Huron, South Dakota; and Watertown, South Dakota.
Period of Performance:
The period of performance shall be for one (1) Base Year of 12 months and four (4) 12 month option years. The Period of Performance reads as follows:
Base Year Option Year I Option Year II Option Year III Option Year IV
2 MANAGEMENT AND INTERFACE
| Program Manager: |
| Oversight of Contract |
| The Contractor shall designate a Program Manager (PM), being an authorized representative with full authority to act for the Contractor. The PM shall be available during normal duty hours to discuss with the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer’s Representative (COR), or Alternate Contracting Officer’s Representative (ACOR) contract issues and to oversee and manage contract performance. |
| The PM shall be responsible for delegating work and assuring that quality work products are produced within timeframes established by the Contract, this PWS, the CO/CS or the COR/ACOR |
| The PM shall be the focus of interface between Government personnel for specific work teams, as applicable, through the CS or COR/ACOR and CO and the Contractor. |
| Staffing and Personnel |
| The Contractor shall provide personnel, supervision, management, and administrative services necessary to meet the Government's requirements. See Clause WES-H-2008 Training. |
| The CO shall approve any proposed personnel not fully qualified prior to being assigned to the position. |
| All personnel assigned to this contract shall be non-exempt. The Service Contract Act shall apply to all personnel assigned to this contract. |
| All personnel assigned to this contract shall pass Background/Security Check as described in Clause WES-H-2012 Security Processing for Contractor and Subcontractor Personnel Requiring Access to A WAPA Site. |
| The Contractor shall have a policy that covers professional appearance and professional conduct. |
| All contractor personnel shall maintain offices and work areas in an organized and safe condition, and incorporate ergonomic practices. |
| All contractor personnel, as required by FAR 37.114(c), shall identify themselves as contractor employees in situations where they attend meetings, answer Government telephones, or work in situations where their contractor status is not obvious, to avoid creating the impression they are Government officials. Contractors who use a “.gov” email address shall identify themselves as contractors in their email, either by stating they are a contractor supporting DOE or by their signature block. Contractor employees shall have name plates that distinguish themselves from Federal Employee. |
| Human Resources |
| The Contractor shall provide right of first refusal to those employees engaged in the performance of the predecessor contract (IAW Executive Order (EO) 13495, Nondisplacement of Qualified Workers Under Service Contracts). |
| The Contractor shall furnish and make available, upon request, to the CO/CS or COR/ACOR the current rates of pay for each |
labor category employed on the contract and the offered schedule of benefits.
| The contractor shall provide all required recruiting, training, and any other items directly related to employment. The Government, at their digression and if in the best interest of the Government, may utilize a Federal employee to train the contract employee on certain related job functions. |
| The contractor shall take immediate actions to dismiss, remove, or replace an employee who: |
· does not meet minimum requirements or skill required to perform the assigned tasks,
· fails to comply with established security procedures; and/or
· exhibits a significant degree of lack of security awareness.
WAPA may exclude any person or persons from its premises at any time.
| 2.1 | Hours of Work | |
| The contractor is responsible for managing its workforce to include employee schedules. The Government anticipates contractor employees will work a normal work schedule of eight (8) hours per day, Monday through Friday, excluding a lunch period. The contractor shall at all times maintain an adequate workforce covering WAPA’s core hours Monday through Friday, 7:30 a.m. to 4:30 p.m., except for holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor shall at all times maintain an adequate workforce to ensure uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. The contractor is responsible for conducting Support Services no earlier than 7:00 a.m. and no later than 5:00 p.m., unless approved by the CO, CS, COR, or ACOR. | ||
| There are 11 official holidays, reference DOE-H-2047 Federal Holidays and other Closures. | Comment by Kress, Marc: We now have 11 Holidays with Juneteenth. | |
| The Contractor shall coordinate coverage/backup prior to an anticipated absence of Contractor personnel from their assigned principle place of performance. Notification of the coverage/backup plan will be given to the CO, CS, COR, or ACOR as soon as the absence is approved by the PM. |
| The Contractor shall provide a backup support plan to manage the contract staff such that work schedule days off and hours of work do not have an adverse effect on operations or project work to be performed. The backup plan shall account for separation of duties and least privilege as referenced in National Institute of Standards and Technology (NIST) 800-53 section AC-5 and AC-6. |
| The Contractor shall ensure breaks, lunches, time off, and flexible work hours/days are scheduled to ensure coverage and support during business hours as required. |
| The contractor’s PM shall submit a master employee work schedule to the CO/CS or COR within five (5) days after contract award. The Government may comment and request changes to the schedule as deemed necessary to ensure adequate coverage and support. The contractor shall submit updates to the master schedule as changes occur for Government review and comment. |
| Travel and Training |
| It may be necessary for contract employees to travel to provide support. Contractor employees shall ensure they carry a valid State driver’s license. All travel shall be in accordance with clause WES-H-2004 Reimbursement for Contractor Travel. |
| CO, CS, COR, or ACOR advanced approval is required for all travel and training (including in-house Government provided training). Training and travel shall be coordinated in order to minimize adverse impact to operations. A privately owned vehicle (POV) may be used when in the best interest of the Government in accordance with Clause DOE-H-2072 Use of Government Vehicles by Contract Employees. |
| The Contract staff shall follow the latest local, state, and federal laws as well as WAPA’s regulations regarding cell phone usage for texting or talking and when using electronic equipment while on official Government business. |
| All contract employees working at WAPA facilities may periodically be required to take mandatory training, including, but not limited to, annual cyber security training, “official use” of government property, EEO, ethics, and safety training. The contractor shall ensure that contract staff has completed the required training. Program Manager shall collect and maintain proof of required training results and provide to Government upon request. |
| Confidential and Personal Information |
| Contract staff has access to confidential government information and personal identification information (PII). The contractor shall prevent the unauthorized release of information obtained by employees in the performance of work required by this contract, see clause WES-H-2017 Confidentiality of Information. The contractor shall ensure that employees are aware of and receive training, but not limited to the most recent edition of applicable department and agency orders, policies, and regulations. |
| Federal Energy Regulatory Commission (FERC) orders 888 and 889 describe a separation in function for parts of WAPA’s organization. Standards of Conduct training shall be taken on an annual basis and before the start date of newly hired employees. |
Contract personnel performing support work for these various functions shall restrict the flow of confidential information between the functions as they perform their duties.
| Contract personnel shall sign confidentiality and conflict of interest statements, see clause WES-H-2018 Contractor Employee Conflict of Interest and Nondisclosure Agreements in the Clauses. |
| Quality Assurance and Customer Service |
| The Contractor is responsible to understand the Quality Assurance Surveillance Plans as identified by the CO in Attachment B and shall utilize internal quality control processes (and forms located in Attachment D) in performance of this contract. The contractor will be rated in accordance with the Quality Assurance Surveillance Plan. |
| The Contractor is responsible for Quality Assurance and shall utilize its own internal quality control processes in performance of this Contract. The Contractor shall develop and maintain a Quality Assurance Program (QAP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Quality Assurance Surveillance Plan (QASP) and this PWS. |
| Performance Standards for each functional area with associated performance standards (acceptable quality levels) that will be monitored and inspected by WAPA personnel are located at Attachment B. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government. |
| The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc. |
| The Contract Discrepancy Report (CDR) located in Attachment D, will be initiated by the COR if, at any time during the performance period specified in the QASP, the results of WAPA’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified, and the CO determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows: |
Safety:
The CS or COR completes Blocks l through 6 and sends the form to the CO.
The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.
The Contractor shall complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.
In most cases, the preferred action is re- performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the CS or COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month.
The CS or COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c. These signatures indicate concurrence with the actions taken.
In the event the CO determines that issuance of a CDR is not appropriate, the CO shall document the contract file indicating why such action is not appropriate.
Safety is a high priority within WAPA for all employees.
In performing the work required by this contract, the contractor shall comply with all applicable WAPA, Federal, State, and local safety, health or industrial safety codes. This includes the latest effective standards promulgated by the Secretary of Labor for the Department of Labor and Health Administration, Safety and Health Standards (29 CFR 1910 and 29 CFR 1925). If there is a conflict between the requirements of the applicable Federal, State or local safety, health or industrial safety codes, the more stringent requirement shall prevail.
All contract employees who operate government-owned, - leased, or privately-owned motor vehicles used on official WAPA business shall:
Complete a formal driving skill course; e.g., National Safety Council’s Defensive Driving Course prior to operating a motor vehicle in the performance of official WAPA business. Upon completion of the training the contractor shall print the training certificate and provide a copy to their PM.
Complete a formal refresher driving skill course; e.g., National Safety Council’s Defensive Driving Course every third year from the date of the initial training course completion. Upon completion of the training the contractor shall print the training certificate and provide a copy to their PM.
| The contractor may be required to participate in WAPA’s safety training to include the following, but not limited to: CPR, Hazardous Waste, and Drivers Safety. |
| The Contractor shall report any on-the-job accidents or injuries within 24 hours, in accordance with WAPA and UGPR policies and procedures to the CO/CS or COR. |
| The contractor shall provide a safety plan to contract employees under this contract, outlining their policies and procedures to support a safe work environment. The plan should reference and align with WAPA's safety plan and approaches. The plan should include ergonomics, accident reporting procedures, safety training, responsibilities for supporting training, driver safety and other similar safety related topics. |
| The Contractor shall ensure that its employees are provided with Personal Protective Equipment (PPE) as necessary in accordance with established regulations and procedures. This equipment includes but is not limited to occupational foot protection and eye and face protection as required by OSHA Standards, 29 CFR 1910 and as required by WAPA safety standards and directives. The only |
exception to the Contractor’s responsibility for providing PPE is shown in Section 2.1.10.2 below.
Security:
Security of Government facilities is a shared responsibility of all employees, both Federal and contractor.
| The Contractor shall ensure administrative, technical and physical security measures are met to protect WAPA-furnished data from unauthorized disclosure or use and to prevent unauthorized access to WAPA or DOE computer systems. Failure to adequately protect data from unauthorized disclosure or misuse, or failure to prevent unauthorized access to, or misuse of, the computer systems may result in a termination of the contract for default. |
| The contractor shall follow all of WAPA’s procedures, computer security requirements, and Cyber Security requirements to maintain a safe and secure computer system and computer network. |
| DOE and/or GSA badges are issued to both Government and contractor personnel requiring access to WAPA facilities. |
Contract employees are required to wear and display their identification badges within WAPA facilities. Badges are to be shown upon request or worn as a means of positive identification. All badges and card/keys shall be kept secure, and any loss must be reported immediately to the UGPR’s Security Officer.
| The Contractor shall establish and coordinate security awareness training in compliance with the Computer Security Act of 1984 and DOE and WAPA policies. Training is mandatory for contract personnel in conjunction with WAPA’s Security Training. Rules of Behavior must be accepted every year as part of the Cyber Security training |
| Personnel Screening Process (Sensitive Unclassified Information) - All contract employees shall complete the personnel screening process prior to the employees beginning work on the contract. |
| The Government may require immediate removal of an employee from the contract and the job site for conduct issues deemed by the Government to be serious (for example, violent behavior or comments, theft, misuse of Government equipment, unsafe work practices, fraudulent activity, activities that introduce harmful viruses that adversely impact computer systems, release of Privacy Act or confidential information, accessing pornographic sites, etc.). |
Government – Furnished Property, Equipment and Materials.
| Office and special purpose space will be provided by the Government at WAPA sites where service is required. |
| Contractor shall provide all PPE (e.g., safety boots, eye protection) as appropriate to the work and as required by OSHA or other applicable law or regulation. However, the Government will furnish protective clothing and work gloves for handling of polychlorinated biphenyls (PCBs), oil spills and other hazardous materials for contractor employees that have been trained by WAPA and designated as first responders to support Federal maintenance and environmental personnel. |
Termination of Employment:
| In accordance with Clause WES-H-2016 Employee Clearance Procedures, and upon termination of a contract employee, the contractor shall document and is responsible to collect the following information prior to contract employee termination: badges issued, keys issued, and parking permits. In addition, property assigned shall be returned to the Government prior to final employment date. Paperwork verifying completion of the clearance procedures shall be submitted to the CO, CS, COR, or ACOR with actual property at least one day prior to employee’s separation date. |
| If the contractor terminates an employee due to unforeseen circumstances, then all of the above shall be collected and submitted to the government the same day and as much notification as possible shall be given to the CO, CS, COR or ACOR for preparation of removal from computer system access. |
| Procedures for Correcting Substandard Performance |
Whenever the CS, or COR/ACOR becomes aware of substandard performance during the term of this contract, the CO may advise the Contractor in writing. The Contractor shall have five (5) working days to either correct the identified performance deficiency, or develop an action plan, which identifies how the performance deficiency will be resolved. If the identified performance deficiency has not been corrected in accordance with the contract, the CO may provide the Contractor another written notice. The Contractor shall then have an additional three (3) working days to submit a plan which identifies how the performance deficiency shall be resolved.
Reports and Plans Attachment D gives a summary of plan and report requirements for deliverables with time frames. Reports shall be submitted in paper and/or electronic format, as required in the schedule. Electronic format shall be utilizing either a Microsoft Office product or an Adobe Reader format (.pdf). Design of reports, and data provided in the reports, shall be approved by the COR or CO. The Contractor shall provide the following reports, and other reports identified in the PWS or as directed by the CS, COR or CO.
Approved Travel and Training
| All travel and training authorization and any supporting documentation shall be appropriately signed and submitted with invoice packet. Travel invoices shall be submitted within 30 calendar days from the return of an authorized trip. Contractor forms utilized throughout the Region shall be standardized for consistency. | The “Travel Request and Itinerary Authorization for Contract Employees” form shall be used for travel (WAPA can supply an electronic copy or paper copy of this form upon request). One summary sheet shall be included showing any travel or training for all employees, broken out by employee. |
| Pay Increase or New Hire |
A summary sheet shall be included with the invoice showing any pay increase for any employee; and/or pay and duty station for any newly hired employees.
New Employee
Background check and Personnel screening shall be submitted to the CS or COR prior to the start date of a new employee.
Contractor Employee Conflict of Interest, Nondisclosure Agreements, Citizenship, Computer Security Guidance acknowledgement, and Rules of Behavior forms, must be completed, signed, and submitted to the CS or COR within 10 days after award and/or any newly hired employee.
Foreign National Date form shall be submitted and approved prior to any newly hired Foreign National employee is permitted on-site.
| Contract Security Investigation |
| The contractor shall provide to the CS or COR, before the newly hired start date, with any new employee the following information: |
The contract employee(s):
-Full Name (First, Middle, Last)
-Social Security Number -Place of Birth (City and State) -Date of Birth (Month, Date, Year) -E-mail address the person can be contacted.
| The contract employee may be notified by e-mail to enter information into the Electronic Questionnaires for Investigations Processing System (e-QIP). The e-QIP information shall be filled out completely and fingerprints complete before the newly hired start date. All contract employees may be notified every five years to update or enter information into the e-QIP system, see clauses WES- H-2012 Security Processing For Service Contractor and Subcontractor personnel Working on a Western Area Power Administration Site. |
| The Contractor shall conduct pre-employment screening prior to a firm commitment of employment for all new contract employees to perform under this Contract. This pre-employment screening is not required for incumbent contract employees who have already successfully passed a background investigation. At a minimum, the following items shall be checked: |
Review and confirmation of the individual's resume as to accuracy.
A review of the employment forms completed by the individual.
Contact prior supervisors to determine level of satisfaction with performance and whether there were issues or concerns.
Verification of employment for the last 2 years prior to current employment.
A local police check in county(ies) and state(s) of residence for the last 2 years.
A credit check.
A driver’s record backgrounds check. Check of current citizenship.
Technical Progress Reports
Weekly work reports as required by the CO and submitted to the CS or COR. An example is available upon the contractor request.
Quarterly and Matrix Reports
The contractor shall provide the CS or COR quarterly and matrix reports. See Attachment D for information required on these reports and the format requirements.
Safety Plan
The contractor’s safety program shall be documented and submitted to the CS or COR for review within 30 days from contract award and yearly within 7 days of initial contract start date if changes were made.
Invoicing
The contractor shall provide the CS or COR with an invoice that delineates the hours worked and charges per labor category and location.
Standard Operating Procedures
The Contractor shall document standard operating procedures (SOPs) and shall update the SOPs at least once during each contract year. The Contractor shall submit an annual report to the CS or COR no later than two weeks after the end of each contract year. The report shall contain at minimum the SOP titles, any revisions made, and dates of revisions.
Other Reports and Plans
Other required acknowledgment forms and/or certificates shall be completed as directed and shall be made available to the CO or CS upon request.
Compliance with Regulations, Policies, and Procedures In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State, and local laws and regulations, and with all applicable DOE, WAPA, and local policies and procedures, including, but not limited to the most recent edition of applicable department/agency orders, policies, and regulations.
Contracting Officer’s Representative If a COR is assigned to this contract, the COR will be identified by the CO. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:
Assures that the Contractor performs requirements of the contract.
Performs inspections necessary in connection with contract performance.
| Maintains written and oral communications with the Contractor concerning technical aspects of the contract |
| Issues written interpretations of requirements. |
| Monitors Contractor’s performance and notifies both the CO and Contractor of any deficiencies. |
| Coordinates availability of government furnished property. |
Provides site entry authorization of Contractor personnel.
A letter of designation will be issued to the COR and a copy will be sent to the Contractor, stating responsibilities and limitations of the COR, especially in regards to authorizing changes in cost or price, estimates or changes in the PWS. The COR is not authorized to change any of the terms and conditions of the contract.
3 DESCRIPITON OF WORK TO BE PERFORMED
The contractor shall support WAPA in providing support services. Work under this contract will include, but is not limited to the support services critical to performance and efficient operations of WAPA Upper Great Plains Region. The contractor is obligated contractually to perform every requirement in this PWS:
ADMINISTRATIVE SUPPORT
Contractor administrative support staff will use WAPA’s existing systems and software (e.g., Microsoft Outlook, Microsoft Office Suite including Word, Excel, PowerPoint, etc.) and various automated/electronic systems including but not limited to time-keeping, financial, procurement, and travel. Required administrative support includes but is not limited to the following services:
| Clerical |
| Word processing and correspondence support - Final form shall be in compliance with WAPA standards for correspondence to include: |
Manual
The Government Printing Office Style DOE Correspondence Manual
Western Correspondence Manual
| Prepare in final format from draft or handwritten materials a variety of documents, using WAPA standard software, including: letters, memorandums, forms, reports, studies, vacancy announcements, position descriptions, specifications and legal documents. The nature of the task may range from routine business projects to highly technical engineering documents. |
| Ensure all documents are accurate in spelling, grammar, punctuation, and format prior to finalizing. |
| Process outgoing letters and memorandums, ensuring enclosures, attachments, courtesy copies (cc) and blind courtesy copies (bcc) are correctly included. |
| Provide miscellaneous data entry support, including purchase requisitions, general purchase reservations, and purchase orders for supplies and services, training and travel forms, daily work report, and time and attendance. Data entry shall be completed in WAPA’s Financial Information Management System (FIMS), Automated Time Attendance and Production System (ATAAPS), and/or other required programs. |
| Make travel arrangements considering regulations, routes, cost containment, availability, and conveyance. Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements. Plan itinerary and schedule travel accommodations using knowledge of Federal Travel Regulations (FTR). Requests for travel arrangements shall be acknowledged by contractor responsible for making the arrangements within one business day of receipt and travel arrangements shall be started no more than two business days after request. |
| Process invoices through FIMS and Western Area Power Administration Maintenance System (MAXIMO), forward to the appropriate personnel for verification and receipt of supplies and services. Contact vendors on invoice discrepancies, and payment issues. Complete monthly reconciling of credit card statements. |
Input accruals or provide information for end of period and fiscal year end.
File and or scan documents, correspondence, and forms. Update and organize existing files. Close out files and contracts for storage.
Reception
Normal business hours for administrative staff at the Operations Office (Watertown, SD), shall be from 8:00 am to 4:30 p.m. Monday through Friday except holidays, and the other four offices from 7:30 am to 4:30 pm. The contractor shall assure the following services are provided:
Provide information and direction to visitors either arriving at or telephoning the office. The identity of all persons seeking admittance shall be established and may be required to record via a visitor register. The visitor register indicates the name, signature, organization, persons visited, purpose of visit, and time in and out of all visitors. Issue visitor passes, if required, and arrange (as necessary) for appropriate employees to escort these visitors.
Receive, redirect, and take messages from calls.
Monitor cameras (if applicable) for any suspicious activities. Whenever suspicious activities are observed, receptionist shall immediately notify the Operations Manager, State Manager, or the Safety/Security Officer and await their instructions.
3.1.3 RESERVED
| Office Administrative Services | ||
| Assist in maintaining UGPR telephone listing, ensuring lists are updated quarterly, both electronic and hard copy. | Comment by Bashore, Kayti: This is not done monthly | Comment by Kostel, Dana: I changed this to quarterly. |
| RESERVED | ||
| RESERVED | Comment by Kostel, Dana: delete | |
| RESERVED | ||
| Schedule conference rooms, video conference, and phone bridges as required. Schedule appointments; assemble background materials, and record proceedings. Maintain conference room calendar of scheduled meetings. Ensure conference rooms and lobby areas are set up. |
Coping/Duplicating/Faxing includes:
Perform maintenance, cleaning and minor repair functions.
Maintain equipment by stocking toner, paper, supplies and performs general operator functions.
Perform reproduction tasks as required.
Perform miscellaneous tasks associated with reproduction services, such as folding, assembling, stapling, drilling, binding, stuffing, trimming, laminating, and inserting dividers.
Coordinate all outsourced reproduction services.
Submit requisitions for reproduction supplies for Government purchasing action.
Assist customers in copier use and provide instruction on copier and fax machine use.
Initiate service calls requests as required. Perform distribution of copy material.
Report monthly copy usage.
| Reserved | Comment by Kress, Marc: Could this be removed? | Comment by Kostel, Dana: removed |
| Provide phone coverage and/or switchboard operations. | ||
| Inventory and maintain office supplies. Prepare orders to replenish office supplies when required. | ||
| Assist with review of federal timesheets for compliance and accuracy. Input time and attendance from submitted timesheets into WAPA’s payroll system. Retain payroll backup, overtime and leave approval in centralized location. | ||
| Mail and Messenger Services | ||
| Provide mail pickup and delivery from local Post Office using a government vehicle if applicable. Open site authorized mail and distribute incoming correspondence, facsimile, reports, catalogs, memorandums. Date stamp all invoices and other mail, when required. Mail for items such as WAPA blue envelopes, bids, proposals, legal, and sensitive documents shall not be opened. |
Accomplish office runs once a day Monday through Friday local time, unless otherwise directed by the CO/CS/COR/ACOR. The contractor shall follow the Mailroom Security procedures as prescribed in WAPA Order 470.1H, Safeguards and Security Program.
| Process outgoing letters and memorandums, and distribute certified mail receipts. | |
| Ensure all mail is appropriately metered. The contractor shall ensure meter is safeguarded, maintained, and additional postage is ordered as necessary. | |
| Label and sort outgoing mail to WAPA HQ, field offices, and Regional Offices. Deliver outgoing mail to the local post office or drop box using a government vehicle if necessary. | |
| Provide courier services. | |
| Receive and distribute faxes and overnight mail. | Maintain records of certified mailings, and postal meter |
usage.
| Receive incoming packages and deliver to or notify recipient of received freight. | |||
| Processes outgoing overnight mail in accordance to WAPA procedures. | |||
| Vehicle Management & Maintenance | |||
| Schedule and track pool vehicles. | |||
| Provide assistance to the government of any needed maintenance and/or repairs to fleet vehicles. | |||
| Coordinate and schedule vehicle repairs. | |||
| Provide pickup and delivery of vehicles as needed. | Reserved | Comment by Kress, Marc: This should be done by drivers of vehicles, not exclusively done by contract staff | Comment by Kostel, Dana: Removed this. |
| Contractor staff shall be trained and have the necessary |
licenses to operate fleet vehicles.
Track vehicle usage to include: trip tickets and mileage.
3.6.1.8 Assist with payment of General Services Administration (GSA) fleet leased vehicles, and DOE fleet vehicles.
| OPERATION SUPPORT |
| Warehouse Operation |
Provide necessary support to operate and maintain the warehouse facilities located at Huron, Bismarck and Fort Peck. Each warehouse has approximately 8,000 square feet of inside storage and approximately five acres of outside storage. Work involved is typical of normal warehouse operations and includes the following but not limited to:
| Receive supplies and equipment ordered through various purchasing mediums. Unload material from delivery trucks and inspect for shipping damage with delivery tickets annotated prior to acceptance of the shipment. |
| Complete receiving reports as required and notify the ordering individual of the material receipt. |
· Enter receipts into MAXIMO or FIMS..
| Mark material as required; i.e. “Property of the U.S. Government,” accountable asset number, warehouse storeroom (STORES) stock numbers, and bar coding. |
| Store received material within the warehouse or deliver direct charged material and equipment to the user. |
| Notify buyer of discrepancies identified during the receiving process. |
| Monitor and make available to employees the Material Safety Data Sheets (MSDS). |
| Issue existing warehouse stock utilizing WAPA’s approved procedures. Obtain correct work orders from users. Users include; maintenance, administrative and contract staff. |
| Prepare shipments to centralized warehouses within the region utilizing commercial carriers such as trucking and air freight firms. |
| Prepare hazardous material manifests. Shipping papers shall be approved by the Property Management Officer (PMO) and Environmental staff. |
| Coordinate with federal staff for outgoing shipments. Ensure proper crating of shipments and the most economical method of shipping is used unless otherwise approved. The Government will provide materials for packaging/crating. |
| Assist with annual physical inventories of all warehouse supplies and materials including outlying field warehouses. |
Inventories shall be accomplished in accordance with DOE Property Management Regulations, Federal Management Regulations, and WAPA procedures.
| Research and account for discrepancies identified during the physical inventory. |
| Report appropriate disposal actions for obsolete and excess materials and supplies to the PMO. |
| Assist with evaluating inventory on hand to determine whether turnover meets established criteria. Work with customers and the PMO to identify excess stock. |
| Assist the PMO with preparing material for disposal and during the disposal process.. |
| Provide requisition or credit card purchase requests for stock replenishment for all UGPR warehouses. |
| Assist with ordering replenishment of stock and direct charge material. |
| Perform Follow-up on requisitions and verify status of each requisition. Inspect on-hand quantities of direct charge material stored in the warehouse. As required, pick up supplies from local vendors within the general vicinity. |
| Deliver and/or pick up materials from various locations throughout the regional maintenance offices as requested. |
| Provide material handling and storage assistance. Assist with storage of materials in warehouse cages/division holding areas, yard, or mezzanines. Assist with determining storage methods; ensuring materials are stored safely in compliance with WAPA Safety Regulations, OSHA regulations, environmental regulations, and other laws and regulations. |
| Ensure materials are handled in a safe, ergonomically correct manner and material-handling equipment is operated in a safe manner. Guidance and assistance to field office staff on material handling and storage may be required. |
| Equipment awaiting disposal containing PCB’s and other miscellaneous hazardous wastes such as paints, corrosives and asbestos: |
Assist in review of regulations with environmental staff.
Comply with regulations addressing proper labeling, storage, handling, obtaining oil samples, wearing of personal protective equipment, documentation of all receipts, visual inspections, and completion of shipping manifest.
Obtain MSDS for all incoming materials and provide sheets with all materials issued or transferred to other warehouses.
Assist with preparing hazardous materials and wastes for shipment, and assist with preparing shipping documentation with following Environmental Protection Agency, Department of Transportation, and OSHA regulations pertaining to hazardous material and wastes.
Assist with processing technical reports to ensure compliance with applicable regulations and assist with tracking material and actions taken.
| Assist to ensure all actions are documented in accordance with applicable regulations and that documentation is retained in accordance with laws and regulations. |
| Warehouse employees shall possess a valid state driver’s license and comply with all safety regulations in the use of vehicles and equipment, including forklifts. Ensure employees who operate vehicles and equipment are properly trained to safely operate equipment, and comply with Federal Management Regulations and WAPA Property Management Manual. |
| Perform housekeeping duties to ensure the warehouse is kept clean, neat, and orderly. Ensure material is accurately labeled and stored safely to avoid loss. |
| Perform security inspections to ensure gates are locked, there are no penetrations in fencing, and exterior lights are functioning. Ensure warehouse doors are locked at the end of the work day. |
| Perform assembly of knock-down items such as: furniture and storage racks, moving and relocating furniture, and re- warehousing stock items in the warehouse. |
| Assist with snow removal for the warehouse, O&M shop areas, and yard maintenance. |
| Travel in conjunction with physical inventories of field warehouses or delivery of materials. |
| Transport items to or from the Regional office, field maintenance offices, vendors, job sites, or other locations. |
| Responsible for labeling, sorting, and inventory of warehouse STORES items. |
| Maintain stock of personal protective equipment, office and shop materials. |
| Perform periodic inspections to ensure that hazardous materials are labeled and stored properly. |
| Operate a forklift to assist Warehouse operations. Contract employees are required to complete forklift training and certification, and forklift refresher training every 3 years. |
| Property Management Support |
The contractor shall assist in performing property/asset management functions, including but not limited to:
| Ensure maintenance of accountability records. | Prepare and assign accountable asset numbers. | Complete Inventory and reconciliation processes. | |
| Obtain responsible users’ signatures prior to release of assets, following receiving policies and procedures. | |||
| Obtain required property information from customers on return items to warehouse for storage, reuse, disposal, etc. | |||
| Assist in identification and investigation of inventory discrepancies to determine reasons for the discrepancy. | |||
| Perform data entry actions required for the disposal of property and assist with processing property through the disposal process. | |||
| Assist in the preparation of reports. | |||
| DRAFTER/CAD SUPPORT | |||
| WAPA contains many diverse facilities including substations, transmission lines, communication sites, maintenance facilities and a Power Marketing and Operations Center (PMOC). UGPR has drafting/CAD support in Ft Peck, MT, Miles City, MT, Bismarck, SD, Watertown, SD, and Huron, SD. The majority of the drafting/CAD support is in Huron, where the Regions Maintenance Engineering and Construction offices are located. Only one position is needed for Montana, and it can be located at either of the Montana locations. | Comment by Kress, Marc: We currently have drafting support in Fort Peck and Miles City. We only need one. It could be in Miles City or Fort Peck. |
Documents to be drafted include but not limited to: electrical schematic and wiring diagrams, system switching and single line diagrams, civil, mechanical and architectural diagrams as well as many miscellaneous diagrams, sketches and plans. New drawings are typically created electronically utilizing AutoCad
(present software) software on Microsoft compatible workstations. Drafting work requires creating new drawings and revising existing drawings. Drafting work may also consist of special assignments. Comment by Kress, Marc: Delete
General Drafter/CAD Support
The contract is required to provide the following but not limited to:
| Follow WAPA, Department of Energy, and WAPA Federal standards and policies to ensure conformance. |
| Ensure compliance with Occupational Safety and Health Administration (OSHA) regulations, safety regulations, and environmental standards. |
| Assist independently and on teams to create new policies and standards. |
| Learn new techniques and teach existing knowledge to other members on the contractors’ staff. |
| Assist UGPR on technical committees and teams as |
necessary.
| Travel to meet mission objectives to sites within WAPA as required. | Comment by Kress, Marc: Changes to include 3.3.1.18 so it can be removed. |
| Ensure equipment including work areas and rooms are kept |
organized.
Train functional users and federal technical staff on products or systems that are maintained, designed, or installed by the contract staff.
| Assist with installation of, or if requested; install, administer, and maintain communications, backup processes, hardware, and security measures. |
| Maintain standards as prescribed by WAPA for hardware and software. |
| Ensure all drafting equipment, software, and supplies are properly identified and managed as inventory and ensure property regulations are followed and coordinated through the disposal of equipment. |
| Provide preventative examinations for software, hardware, and equipment. Preventative maintenance and examinations shall be in accordance with manufacturer’s recommendations and WAPA’s direction. | |
| Provide documentation of technical information regarding the computer systems or developed software related to their responsibilities. Documentation shall include: performance and functional requirements, system design/specifications, integration and implementation plans, data specifications and data models, operational and maintenance procedures/instructions, user manuals and training materials. | |
| Evaluate existing and planned functional systems to determine if WAPA is at the most current levels and determine if changes are required, as requested by WAPA. | |
| Provide technical assistance and advice to WAPA on technology, as requested, and investigate new technology on new systems. | |
| Provide, as required, market research, sources of supplies, cost estimates to WAPA. | |
| Follow all of WAPA’s Drawing Management procedures or WAPA adopted Federal procedures. | |
| RESERVED | Comment by Kress, Marc: Already covered in 3.3.1.6 |
| Drafting/CAD services: | |
| Drafting (Manual and Computer-aided Drafting – CAD) | Comment by Kress, Marc: Remove |
Draft electronically using computer-aided engineering (CAE) techniques per requests.
3.3.2.1.2 Reserved
Draft both new drawings and revisions to existing drawings from rough sketch, marked print, or electronic copy.
Provide checking and analyzing of details, dimensions and completeness of drawings to be drafted.
Utilize WAPA Standards as listed below:
Latest version of AutoCad drafting software and ACADWAPA symbols/LISP/template directory as approved by WAPA’s Corporate Service Office.
WAPA drafting Standards, CAE System User Manual, CAE System Symbol Manual, Western Engineering Manual, and other UGPR specific written and verbal guidance.
Standard WAPA engineering drawing sizes A, B, C and D as applicable.
WAPA shall have the right to make final determinations on standardization issues.
Control and Tracking of Drawings in the Drafting System Utilize WAPA’s Drawing Information System (DIS) for requesting and maintaining revision levels.
Track work requests and the status of drafting projects throughout the process from requestor submittal to final archival.
Track physical location of all drawings in the drafting process.
Coordinate filing, storage, and retrieval of both manual and electronic drawings locally and through HQ.
3.3.2.3.5 standards.
Archive completed drawings per WAPA
Scan and coordinate moving hardcopy drawings to an electronic format for the CAD system. A hard copy of all drawings are located in each state office.
CAD and CAE System Operation and Administration Operate and support CAD and CAE software and any CAE related software, on WAPA’s systems.
| Reserved | Comment by Kress, Marc: Covered in 3.3.2.5.1 |
| Reserved | Comment by Kress, Marc: Old technology |
Maintain, support, and operate associated plotters and printers including hardware, software, consumables (ink, paper, etc.), drivers, and other CAE equipment.
Maintain, support, and manage disc space management and file transfers on local and remote servers.
Support limited testing of new drafting products – software and hardware. Coordinate upgrades and software releases throughout Region with computer support personnel.
Provide operations advice and assistance as requested.
Provide technical instruction and user training support to new users.
Responsible for copying, distributing, tracking, filing, storage, and retrieval of all drawings as determined by the respective maintenance office needs…
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