A02 RFI Admin Support Services WRAIR.pdf

Administrative Support Services, WRAIR

Solicitation: HT942525R0054

Notice Type: Request for Information (RFI)

Response Date: 21 April 2025

NAICS: 561110

Restriction: 8a Set Aside

Location: Walter Reed Army Institute of Research ( WRAIR)

THIS IS NOT A REQUEST FOR PROPOSAL OR REQUEST FOR QUOTATIONS. IT

IS STRICTLY A REQUEST FOR INFORMATION. NEITHER UNSOLICITED

PROPOSALS NOR ANY OTHER KINDS OF OFFERS WILL BE CONSIDERED IN

RESPONSE TO THIS REQUEST.

The objective of this requirement is to provide administrative support to the senior level employees of the Operations and Security Directorate (S2/3 Shop), the Office of Global Operations (OGO),, the Chief of Safety Operations (CSO), the Staff Action Officer (SAO), and the Chief of the OGO. The award will encompass tasks related to operations, security, safety operations, OGO to support the WRAIR Command. .

Contractors shall work independently and collaboratively to leverage available resources to support mission accomplishments. Because of the nature and the seniority of these offices, the support requires the utmost professionalism with knowledge of operating within the offices of senior Military officials. Support performance will be coordinated through division chiefs and contracting officer’s representative (COR).

Please see the tasks below related to the administrative support extracted from Performance Work Statement.

RFI INSTRUCTIONS:

Interested parties are asked to respond to this RFI and submit a capabilities statement that supports the focus of this RFI. Please review the place of performance (contractor’s facility) requirements. Please submit written responses via email in Microsoft Office or PDF format. All responses should be complete: in 12-point font; and not to exceed 3 pages total, including graphics, tables, and appendices

No hardcopies shall be accepted. No written solicitation document is available at this time. Telephone requests will not be honored, and no bidders list shall be maintained.

No inquiries regarding any potential future acquisition activities shall be entertained.

Potential offerors are requested to submit capability statements via email to the Point of Contact listed below. Responses are due to the Point of Contact, Mr. Nathaniel Reus at email: nathaniel.a.reus.civ@health.mil no later than 10:00AM ET Wednesday, 21 April 2025.

CAUTION: This is an active requirement. Contractors are strictly prohibited from discussing this requirement with any member of the program office. All discussion shall be with the point of contact listed above.

DISCLAIMER: This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any kinds of offers will be considered in response to this RFI. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI that is marked proprietary will be handled accordingly. Responses to the RFI will not be returned.

Details of Requirement

General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

Background: The Walter Reed Army Institute of Research (WRAIR) provides unique research capabilities and innovative medical solutions to a range of Force Health Protection and Readiness challenges currently facing United States (U.S.) Service Members, along with threats anticipated during future operations.

The OGO operates as the liaison between WRAIR Headquarters and forward Directorates and the State Department. The S2/3 Shop provides WRAIR support through collaborating with the other staff directorates, science directorates, and forward labs to help keep Soldiers, Department of Defense (DoD) civilians, and Government Contractors safe and trained.

The WRAIR aims to conduct biomedical research that is responsive to DoD and U.S. Army requirements and delivers life-saving products including knowledge, technology and medical material that sustain the combat effectiveness of the Warfighter.

With WRAIR’s headquarters dedicated to Senator Daniel E. Inouye and located in Silver Spring, Maryland, the WRAIR is the largest biomedical research facility mailto:nathaniel.a.reus.civ@health.mil currently serving the DoD. Established in 1893, WRAIR’s research and development (R&D) now reaches around the world from Maryland to Georgia, Thailand, and Africa.

WRAIR’s vision is to be the premier DoD biomedical research organization, constantly relevant, integrating basic research and advanced technology that protects, projects, and sustains the Warfighter today, invents global medical solutions for the future, and keeps the Warfighter on point for the Nation.

Scope: The Contractor shall provide non-personal service(s). This shall include providing all personnel, supplies, tools, materials, supervision, and other items necessary to perform services as described in the Performance Work Statement (PWS) and associated contract documents, except for those items specified in Part 3 Government Property (GP) and Services. The Contractor shall perform to the standards and acceptable quality levels (AQLs) identified in this PWS and associated contract documents.

Period of Performance (PoP):

The period of performance (PoP) for this requirement shall be as follows:

Base Period 01 July 2025 – 30 June 2026 Option Period 1 01 July 2026 – 30 June 2027 Option Period 2 01 July 2027 – 30 June 2028 Option Period 3 01 July 2028 – 30 June 2029 Option Period 4 01 July 2029 – 30 June 2030

Objectives: The objective of this contract is to provide administrative support to the senior level employees of the S2/3 Shop and the OGO, including the CSO, the SAO, and Chief of the OGO. Contractors shall work independently and collaboratively to leverage available resources to support mission accomplishments. Because of the nature and the seniority of these offices, the support requires the utmost professionalism with knowledge of operating within the offices of senior Military officials.

Support performance will be coordinated through division chiefs and contracting officer’s representative (COR).

Personnel Security Clearance Requirements:

Tier Secret Clearance Level 3 Secret

SPECIFIC TASKS

5.1 Basic Services: The Contractor shall provide administrative support services to directly support Brigade Command driven programs and primarily support senior level employees in the S2/3 Shop, and the OGO, including the CSO, the SAO, and the Chief of the OGO. All offices shall be supported with similar skill sets and supported each workday. Contractor staffing shortages or vacations shall not excuse tasks from being performed. Cross training of staff shall be required to ensure no single points of failure on this award. Due to the extensive use of MS products to accomplish each task below, the Contractor shall ensure all staff provided in support of this award have an intermediate to advanced skill level in MS Office Outlook, MS Office Word, MS Office Excel, MS Office Power Point, MS Office SharePoint, MS Office Teams, MS Office OneNote, Global Vision Services and webpages.

The tasks are complex, requiring critical and independent judgment in making compromises to satisfy requirements. Contractor personnel shall work independently within a framework of priorities, funding, and overall objectives. Additionally, the Contractor shall participate in definitions of assignments, including identification of work to be done and deadlines for completion. The Contractor shall be prepared to plan and organize required tasks, interpret pertinent regulations, apply new methods as needed, and coordinate with others as necessary. Assigned tasks shall include identifying the need for resolving the problems in the program area, responding to higher echelon reporting requirements, applying the laws, rules, and regulations of a specialty area, making decisions involving interpretation and coverage, and developing internal methods of operation and procedures in alignment with general policies. The Contractor shall contact others as necessary, both within and outside the laboratory or agency, in order to accomplish objectives. The Contractor shall use skill and tact to assert recommendations or decisions where resistance may be encountered due to such issues as organizational conflict, competing objectives, etc.

5.2 Tasks: Tasks consist of the following:

5.2.1 General Administrative Support: The Contractor shall provide the support services detailed below to the senior level employees of the S2/3 Shop, and the

OGO, including the CSO, the SAO, and the Chief of the OGO. Contractor employees shall be cross trained on each of the general administrative support tasks. The Contractor shall provide internal customer support across the WRAIR reflecting a high degree of competency, courtesy, and professionalism. All Contractor personnel shall perform general administrative tasks such as:

5.2.1.1 Manage Administrative Services Areas: The Contractor shall manage assigned equipment and offices. Issues or movement of equipment shall be documented to the COR and supervisor immediately. Office desk space shall be kept tidy, and any issues or concerns should be documented and elevated to the COR and supervisor immediately. Food and drinks are only authorized if placed in a discreet location. Food and drinks shall not be placed in highly visible locations. Contractor personnel assigned to staff the administrative services area are authorized to use computers and monitors located at the administrative services areas. The Contractor shall not touch, alter, adjust, or use any equipment, electronics or supplies in any other space besides the administrative services areas, including other offices or rooms. Additionally, the Contractor shall not move any office equipment unless directed by the COR.

5.2.1.2 Track Correspondence: The Contractor shall track all

correspondence handled in support of assigned tasks in the assigned tracking system. A log of the tracking system shall be provided to the COR and/or immediate supervisor monthly for review (A.019).

5.2.1.3 Support In and Out Processing: The Contractor shall support Military, civilians, and other Contractor personnel during their in and out processing. The Contractor shall provide required paperwork, checklists, and shall assist with training access (A.020).

5.2.1.4 Create and Maintain Version Control Continuity Books: The Contractor shall provide continuity books and checklists for all recurring tasks assigned. The Contractor shall update continuity books as required due to process changes within the WRAIR (A.021).

5.2.1.5 Assist with Hand Receipt Inventory and Documentation: The Contractor shall assist hand receipt holders with required documentation, property passes, and inventory activities (A.020).

5.2.1.6 Assist with Travel Authorizations and Vouchers: The

Contractor shall assist in creation of government travel authorizations and vouchers (A.020).

5.2.1.7 Track Training: The Contractor shall prepare and maintain a monthly report showing mandatory training requirements compliance. The Contractor shall ensure that notifications of upcoming mandatory training deadlines are sent to supported personnel and shall coordinate with internal and external training points of contact to ensure training completion status is updated in the required systems for supported staff. The Contractor shall update and maintain training status in the Digital Training Management System (DTMS) for supported staff (A.022).

5.2.1.8 Conference Room Reservation System (CRRS) Support: The Contractor will be required to provide customer service to internal clients (employees and managers) in person and over the phone. The contractor shall:

5.2.1.8.1 Manage Conference Rooms: The Contractor shall manage conference room schedules for all rooms in buildings 500, 501, 503, 508, 509,

511. The Contractor shall not double book any meeting rooms and coordinate published meetings with requesting users. The Contractor shall facilitate meeting room changes to accommodate use requests and conflicts and recommend alternated rooms when feasible to accommodate all requests. The Contractor shall notify COR when meeting room requests cannot be accommodated.

5.2.1.8.2 Post Daily Schedules: Print the daily schedule for each conference room and post outside each conference room door by 0800 each morning. Remove previous day schedule (A.023).

5.2.1.8.3 Validate Conference Room Schedules: Validate the schedule for all conference rooms prior to Close of Business (COB) each day. Review and validate recurring conference room requests monthly. Remove invalid reservations from schedules.

5.2.1.8.4 Serve as primary point of contact for meeting booking, cancellation, and postponement. Determine participant counts and Audio/Visual (A/V) requirements to book the most efficient meeting room. Alert WRAIR Information Management the day before when non-standard A/V will be required. Facilitate set up of these requirements.

5.2.1.8.5 Perform weekly physical inspections of each conference room to ensure lighting, A/V equipment, and furniture are working properly. Report conference room weekly status and actions taken to the COR in the conference room monthly report (A.024).

5.2.2 Training and Operational Support: In addition to the general administrative services listed above in 5.2.1, the Contractor shall provide support to the areas of WRAIR Command described below. All Contractor personnel shall be crossed trained to support the other areas as determined necessary by the COR to support Command mission:

5.2.2.1 Support Overall Command: The Contractor shall assist the WRAIR Command in meeting all Army, DHA and United States Army Medical Research and Development Command (USAMRDC) requests for operational tasking and tasking support. This requires knowledge of Army, DoD, DHA, and operations regulations. The Contractor shall interpret, coordinate and execute Operational Orders (OPORDs), Warning Orders (WARNOs), and Fragment Orders (FRAGOs). The Contractor shall organize, schedule, and facilitate the WRAIR Command Inspection Program for both the continental United States (CONUS) and OCONUS laboratories. The Contractor shall assist with the Emergency Preparedness Program.

5.2.2.2 Support Staff Action Officer (SAO): The Contractor shall identify and resolve a variety of issues and problems in support of the SAO.

5.2.2.2.1 The Contractor shall independently receive and analyze suspense tasks to determine the appropriate action office and enter the actions into the suspense tracking system, which the Contractor shall maintain and update (A.025).

5.2.2.2.2 The Contractor shall serve as the electronic message writer and direct the dissemination of all incoming messages and documents for the Command.

5.2.2.2.3 The Contractor shall assist with processing international deployments, temporary duties (TDYs), military leaves and permissive TDYs.

5.2.2.2.4 The Contractor shall assist with the processing of conferences packages, including a QA/QC process, and close out the associated taskers within the required timeline.

5.2.2.3 Support Operations and Security Directorate (S2/3 Shop):

5.2.2.3.1 The Contractor shall assist with the international deployments, TDYs, military leaves and permissive TDYs. This requires knowledge of Army, DoD, DHA, USAMRDC Local Security, Force Protection, Operations, Passport/Visa, personnel deployment and travel clearance regulations. The Contractor shall track International Mobility within the command for accountability. The Contractor shall support WRAIR’s AT/Force Protection Program. The Contractor shall review, store, and monitor classified material regarding terrorism and country threat information. The Contractor shall disseminate travel advisory information to the Command. The Contractor shall assist with the management of the Overseas Security, Operations, and Force Protection programs for WRAIR.

5.2.2.3.2 The Contractor shall have a comprehensive and sufficient knowledge of plans, operations training and security practices and standards applicable to the operations in a R&D (Program 6) biomedical environment to identify and evaluate a variety of operations risks, including those encountered in research laboratories, and to eliminate or control adverse operations related conditions. The Contractor shall possess knowledge of security regulations and procedures sufficiently to be able to identify appropriate procedures regarding physical security, document security, and personnel security. Additionally, the Contractor shall have knowledge of how to develop individual and unit training plans designed to comply with the associated regulatory requirements.

5.2.2.3.3 The Contractor personnel shall serve as subject matter experts for training policies and procedures. This shall include maintaining oversight of the Army Training Requirement and Resource System (ATRRS) within the activity to ensure attendance at Army approved schools, processing military and civilian training requests, and maintaining and updating military required training in DTMS. The Contractor shall also serve as a JKO manager for the institute, assigning and updating mandatory training in JKO, scheduling and coordinating quarterly mandatory face-to-face training for the institute, and assisting with the drafting and implementation of annual training guidance.

5.2.2.3.4 The Contractor shall serve as a resilience trainer, conducting training for military service members, DoD civilians, contractor staff trainers, military families, and military community members at various locations, both in CONUS and OCONUS locations. This shall include developing evidence-based resilience training materials (e.g., lesson plans, training support packages, PowerPoint briefs, exercises, and training aids), developing and conducting program evaluation studies and developing and conducting a training and certification program for staff trainers which includes preparing training materials, delivering training, certifying trainers, and overseeing the execution of the training (A.026).

5.2.2.4 Support Office of Global Operations (OGO):

5.2.2.4.1 The Contractor shall prepare CONUS and OCONUS requests and authorizations for TDY Travel and support DTS vouchers. Additionally, the Contractor shall process all OCONUS travel packets as required by current WRAIR OCONUS travel processes.

5.2.2.4.2 The Contractor shall coordinate visitor parking with Garrison as required. The Contractor shall inform customers requesting visitor parking accommodations the status and location of parking accommodations.

5.2.2.4.3 The Contractor shall process queries received in the OGO until they are resolved.

5.2.2.4.4 The Contractor shall manage the training calendar and coordinate rooms for OGO events.

5.2.2. 4.5 The Contractor shall retrieve mail from the mail room, and sort and distribute mail to Command Suite and Special staff.

5.2.2.4.6 The Contractor shall coordinate, process, receive, and distribute supply deliveries.

5.2.2.4.7 The Contractor shall prepare reports as requested by the COR. Reports may include elements such as data aggregation of information from processed correspondence, visitor engagements, number of meetings coordinated, etc. (A.027).

5.3 Service Contract Reporting

5.3.1 System for Award Management (SAM) Service Contract Report (SCR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the WRAIR via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.sam.gov. Reporting inputs will be for the labor executed during the PoP during each Government fiscal year (FY), which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website. From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract PoP ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the system for award management (SAM) service contract report (SCR) requirement.

Steps for Submitting a SCR:

1. Go to www.sam.gov and log in.

2. Select Entity Registrations and then select Service Contract Reporting.

3. SAM displays your entities which have service contracts and meet the reporting criteria. Select View by entity to see the service contracts for each entity.

4. Next, select Add for the service contract against which you want to create a SCR.

Each service contract which meets the FAR Subpart 4.1703 reporting thresholds is displayed.

5. You will be taken to the Complete SCR page. SAM displays the contract details and allows you to report. You are required to enter the following information:

• Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous Government FY under the contract (this amount should include the prime and any subcontract amount).

http://www.sam.gov/ http://www.sam.gov/

• Prime Contractor Hours Expended: Prime contractor direct labor hours expended on the services performed during the previous Government FY.

The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

6. Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

7. When you are ready to submit the report, select Submit. This saves your report and returns you to the Select Service Contract page where you can create other SCRs or edit an existing SCR.

Steps for Editing a Submitted Report

1. Follow steps 1-4 above. Any previously submitted SCR will have a View/Edit button instead of an Add button.

2. Select View/Edit. You will be able to view the current SCR, edit available fields, and resubmit the record. You can also delete previously entered information altogether.

Standard: All information provided by the Contractor shall be accurate, complete, and not exceed suspense dates noted in corresponding paragraph above.

AQL: 100% Compliant