Attachment 1 - FA302224Q0338 Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

Transition Assistance Program Data Entry Services

Military & Family Readiness Center (M&FRC)

Columbus AFB, Mississippi

16 May 2024

Attachment #2 FA302224Q0338

1.0 DESCRIPTION OF SERVICES.

1.1 The contractor shall provide all labor and supervision necessary to provide data entry for the Transition Assistance Program (TAP) and other services as required provided through the Military and Family Readiness Center (M&FRC), Columbus Air Force Base MS. TAP is used by all military members who are separating or retiring, whether voluntary or involuntary from the military service. Also, the program is used for civilian personnel who are facing a reduction-in-force (RIF). Contractor personnel will assist with other administrative functions and programs as needed. Primary performance will be focused on TAP assistance with an estimated time value of 70% and other duties/programs with an estimated time value of 30%. Contractor personnel will keep detailed records by inputting information into various computer programs used in conjunction with TAP. Contractor personnel will assist in arranging classroom seating, ensuring chilled water, coffee and snacks are available for workshops, re-arranging the classroom after completion of the workshop, and entering all required data into associated data bases. The primary purpose of the service is to capture statistical information and direct and/or assist customers by telephone, or walk-in to appropriate M&FRC staff members for assistance, or to assist the customer with accessing the TAP computers. In addition, the contractor will update and post job and job fair listings on a timely basis, contact employers for job leads and listings, and maintain data files on companies. Contractor will be responsible for the computerization and inventory of required TAP materials when resources are in place. The contractor shall perform these services in accordance with all applicable laws, regulations, and the standards specified in this Performance Work Statement (PWS).

1.2 RELATIONSHIP OF THE PARTIES. This is a non-personal services contract.

Contractor personnel are not subject to the supervision and control of Government officers or employees (Federal Acquisition Regulation (FAR) 37.101 and 37.104). Rather, contractor personnel perform their duties in accordance with specific tasks outlined in the PWS. Supervisory functions such as hiring, directing, counseling, and firing of contractor personnel are not performed by the Government. The provider who furnishes services under this contract is subject to Government technical oversight of the services provided.

2.0 GENERAL INFORMATION

2.1 HOURS OF WORK: Contractor shall provide 40 hours of service per week for a maximum total of 2080 hours annually. Majority of the work will be performed during M&FRC normal customer service hours, Monday through Friday, 7:30 AM to 4:30 PM, Central Standard Time (CST), with one (1) hour for lunch, not to exceed 8 hours per day.

The lunch hour will occur at a regularly scheduled time during the duty day. Deviations from the schedule should be communicated in a timely manner to the Chief, M&FRC or designee. Contractor shall notify M&FRC at least five workdays prior to any planned absences and immediately for emergency or illness. If contractor has an absence of more than one day, they must provide a substitute with comparable skills.

2.2 Federal Holidays. The Contractor is not required to work during observed Federal holidays and AETC Family days. Calendar Year 2024/2025 information is provided for reference:

CALENDAR YEAR 2024

Family Day Associated Holiday 5 Jul 24 – Friday Independence Day (Thursday, 4 Jul 24) 30 Aug 24 – Friday Labor Day (Monday, 2 Sep 24) 29 Nov 24 – Friday Thanksgiving (Thursday, 28 Nov 24) 24 Dec 24 – Tuesday Christmas (Wednesday, 25 Dec 24) 31 Dec 24 – Tuesday New Years Day (Wednesday, 1 Jan 25)

CALENDAR YEAR 2025

Family Day Associated Holiday 23 May 25 – Friday Memorial Day (Monday, 26 May 25) 20 Jun 25 – Friday Juneteenth National Independence Day

(Thursday, 19 Jun 25) 7 Jul 25 – Monday Independence Day (Friday, 4 Jul 25) 29 Aug 25 – Friday Labor Day (Monday, 1 Sep 25) 28 Nov 25 – Friday Thanksgiving (Thursday, 27 Nov 25) 26 Dec 25 – Friday Christmas (Thursday 25 Dec 25)

2.3 TRANSITION ASSISTANCE WORKSHOPS. TAP workshops will be scheduled during normal duty hours. Instructional classes may be scheduled after normal hours when mission dictates in which case the contractor will adjust work hours to accommodate the instructional classes within an eight-hour day. No overtime is authorized for classes scheduled outside normal workday hours. The Government will provide the contractor advance notice of scheduled classes. If mission dictates a change to class scheduling, the Government will provide notice to the Contractor no later than 5 days in advance.

Estimated number of TAP Workshops is eight per year and 22 other transition topic related workshops.

2.4 LOCATION. Services shall be performed primarily at the M&FRC, Columbus Air Force Base, MS. Should services be required elsewhere, the Government will be responsible for transportation of required items (coffee, water, tables, chairs, etc.) to the location where services will be performed.

2.5 CONTRACTOR PERSONNEL. Contractor will have knowledge of M&FRC services and workshops. Contractor personnel must possess communication skills appropriate in a social service environment. Contractor must become familiar with all available TAP services and be able to provide information and referral information to clients as applicable in a professional and courteous manner. Contractor personnel must possess a basic understanding of military protocol and support group organizations, understand family systems in a military setting, and possess the ability to communicate and work effectively with diverse groups.

2.5.1 Contractor personnel shall be able to read, write, speak, and understand the English language fluently. Contractor personnel shall possess effective verbal and written communication skills.

2.5.2 Contractor personnel are expected to comply with reasonable dress and grooming standards based on comfort, productivity, health, and safety. Contractor attire will be in good repair and should not be considered offensive, disruptive, or unsafe. Employees shall present a neat, professional appearance and be easily recognizable as contractor employees (e.g., polo shirt with company logo or name tag with “Contractor” under the name)

2.5.2 The Government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

2.5.3 Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

2.5.4 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval.\

2.5.5 Performance under this contract requires the Contractor to obtain base access as well as computer access through issuance of a Common Access Card (CAC).

2.5.6 Employee Qualifications. Contractor employee(s) shall have a minimum of one year of experience working with TAP or similar transition services helping service agency or 12 credit hours in social sciences/social work. Contractor employees shall possess or be proficient in:

2.5.6.1 Computer management skills and a working knowledge of Microsoft Office Suite products.

2.5.6.2 Knowledge of classroom environments to include arranging a classroom to meet workshop attendance needs.

2.5.6.3 Communication skills appropriate for to a professional social services environment.

2.5.6.4 Employee qualifications shall be submitted in a resume.

2.5.7 Contractor shall provide the resume of the hired applicant for informational purposes to the M&FRC Flight Chief.

2.6 CONTRACTOR-PROVIDED SERVICES. Contractor shall assist the M&FRC staff in providing a full range of transition referral services to M&FRC clientele in the following areas: intake assessment to determine appropriate level and type of transition assistance to authorized patrons (active duty, dependents, retirees, DoD civilians with a Common Access Card) who are seeking transition assistance. The Contractor shall provide technical assistance to M&FRC customers needing transition assistance in the operation of computer-based programs, as specified in requirements below, and other programs available. The contractor shall serve as the transition services initial point of contact for all transition assistance program software, hardware, and user problems to include network issues. If the contractor cannot resolve the problem, they shall inform a M&FRC Staff Member.

2.6.1 Provide monthly data support in collecting, maintaining, and reporting protected information from the Air Force Family Integrated Results Statistical Tracking System (AFFIRST) and the DoDTAP.mil databases.

2.6.2 Ensure adequate stock of supplies and forms prescribed for TAP to meet the needs of the customers are maintained and available. Low stock should be reported to TAP Counselor.

2.6.3 Provide support in the 100 percent completion of all forms required for all separating or retiring military members and medical evaluation board (MEB) candidates.

2.6.4 Aid in completing the TAP Exit Questionnaire to capture customer input on the quality of base level transition processes.

2.6.5 On a weekly basis, check TAP computers for required software and program updates and run/install updates as needed.

2.6.6 On a weekly basis, clear the temporary Internet files folder and remove temporary files set on the computer during TAP or other workshops.

2.6.7 On a weekly basis, clear user Common Access Card/Public Key Infrastructure (CAC/PKI) certificates from web browsers at least weekly.

2.6.8 Shall not install modify any equipment or software without prior approval from M&FRC staff to include software downloads from the internet.

2.6.9 Maintain network integrity by allowing only authorized patrons to access the TAP computers.

2.6.10 Ensure anti-virus software is run/updated weekly.

2.6.11 Catalog TAP resource materials within one week of receipt and make recommendations on ordering new or updating existing resource materials and equipment needed for operation of the transition assistance program.

2.6.12 Maintain accountability statistics on resources used and develop charts, logs and summaries as directed by the Chief, M&FRC.

2.6.13 Ensure transition area is opened, lights and workstations turned on and functioning at the beginning of each duty day. Bring up main menus on computers, ensure printer paper is loaded. Ensure adequate housekeeping is accomplished each day to keep the transition assistance area orderly, e.g., clearing items left from previous clients.

2.6.14 Ensure all clients sign in for use of TAP computers and provide the Chief M&FRC a monthly client usage report.

2.6.15 Assist authorized clients with technical questions concerning use of transition related computer programs.

2.6.16 Provide referral service to clients seeking assistance with transition services such as resumes and job applications.

2.6.17 Provide a list of supplies and teaching material required for one year no later than 31 January of each year.

2.6.18 Maintain computer security, ensure clients are aware of the limits on software program accessibility through the main menu, and instruct clients how to scan their disks for viruses.

2.6.19 Perform minor troubleshooting on computers, printers, scanners, any equipment, and furnishings related to the transition assistance program.\

2.6.20 Assist customers in use of computer programs related to transition assistance programs such as Microsoft Office Suites.

2.6.21 Assist in collecting statistical information on all M&FRC activities and input the statistical data into AFFIRST.

2.6.22 Setup classroom for workshops related to the transition assistance program and maintain class rosters in AFFIRST.

2.6.23 Document TAP computer software/hardware malfunctions or abuse and report immediately to the EC.

2.6.24 Provide tours of the TAP facilities and resources for walk-in customers and workshop participants as needed/when directed/requested.

2.6.25 Inventory all resource materials on a quarterly basis no later than the last day of the month of the calendar year quarter (i.e., Mar, Jun, Sep, Dec), monitor the use of all materials and report any missing or damaged inventory to the Chief M&FRC quarterly.

2.6.26 Ensure accountability for all government furnished assets and all facilities, systems and equipment assigned for maintenance or operations.

2.6.27 Safeguard government records, equipment, information, and facilities to prevent unauthorized access or release.

2.6.28 Provide a Contract Manager who shall be responsible for the performance of the work. The contract manager and alternate(s) shall be designated in writing to the Contracting Officer and the M&FRC Chief. Contract manager or alternate shall be available to discuss any problem areas within 48 hours of notification. Meetings may be held virtually/telephonically or in-person. If an in-person meeting is required, the manager/alternate must be available within 72 hours. Meetings would occur during normal duty hours, M

2.6.29 Gain competency of duties within 14 duty days.

2.6.30 Update handouts and marketing materials as appropriate.

2.6.31 Assist M&FRC staff with programs as needed/requested.

3.0 SECURITY REQUIREMENTS

3.1 Physical Security: Contractor shall be responsible for safeguarding all Government property provided for use. At the end of each workday, ensure Government facility, equipment and materials are secure.

3.2 Pass and Identification: Contractor shall obtain and display all Government and contractor identification as required. Contractor shall return all Government issued identification and vehicle passes at contract expiration or termination thereof.

3.3 Traffic Laws, Weapons, Firearms and Ammunition: Contractor shall comply with all base traffic regulations. Contractor employees are prohibited from possessing weapons, firearms, or ammunition on themselves or within their contractor-owned or privately owned vehicle while on Columbus AFB.

3.4 The contractor is responsible for obtaining all required security clearances, background checks, and must complete all trainings that may be required for its employees. If the report is unfavorable, then termination of employment of the contractor’s employee shall be done by the contractor on the spot and the contractor shall provide a replacement within 5 workdays.

3.5 Work on this contract may require that the contractor have access to Privacy Information. Contractor shall adhere to the Privacy Act, Title 5, of the U.S. Code, Section 552a Must comply with all Air Force, M&FRC directives and policies.

4.0 PERFORMANCE OF SERVICES DURING NATIONAL CRISIS OR DECLARED

CONTINGENCY.

4.1 In the event of a crisis or contingency situation, the contractor will be contacted by the Contracting Office and notified of the services that will still be required under this contract.

Not all services may need to be performed depending on the nature/scope of the crisis/contingency.

4.2 PERFORMANCE EVALUATION MEETING. The Contract Manager may be required to meet with the M&FRC Flight Chief and the contracting officer. Meetings shall be as often as necessary as determined by the contracting officer or requested by the M&FRC Chief.

4.3 QUALITY ASSURANCE. The Government will periodically evaluate the contractor’s performance to ensure services are received. Performance may be evaluated through on-site inspections/observations of the contractor's work; review of documents or reports prepared by the contractor; and/or receipt of customer complaints. The Government will investigate any complaints received from customers and will determine the validity of customer complaints. If determined valid, the complaint will be referred to the contractor for resolution. Any disagreement or disputes will be referred to the Contracting Officer for a final decision.

2.5 Government Remedies. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3.0 GOVERNMENT-FURNISHED EQUIPMENT AND SERVICES

3.0 Contractor Responsibility: The Contractor shall be responsible for Government property in their possession in accordance with the FAR and applicable supplements including, but not limited to, FAR Part 45, Government Property; FAR 52.245-1, Government Property; and Defense Federal Acquisition Regulation Supplement (DFARS) Part 245, Government Property. The FAR and applicable supplements can be accessed at: https://www.acquisition.gov.

3.1 The Government will provide training on all computer-based systems used by the M&FRC (i.e., AFFIRST, DoDTAP.mil) except for Microsoft Office (Contractor shall be proficient in this area).

3.2 The Government will supply/furnish the workspace, computer, associated equipment, and office supplies for day-to-day performance.

3.3 Contractor shall maintain allocated space to present a neat, clean, and professional working and classroom environment and use space only in connection with performance under this contract.

3.4 The Contractor shall notify the Government of any circumstances of needed repair of assigned space or of any area that may affect performance of contract work, present unsafe or unhealthy condition, or cause any delays or interference of work by employees of the Contractor.

3.5 The Government will provide telephone and computer service for official use only.

Government furnished telephones and computers will not be used for personal business or company business.

3.6 The Contractor shall be responsible for safeguarding all government property provided for contractor use, including replacement or repair of government-furnished equipment that is lost or damaged by the contractor.

3.7 Security Forces, Fire Protection, and Emergency Medical Treatment. Call 911 for police, fire reporting or medical emergencies. Any time the contractor uses one of the above emergency services, the contract manager shall immediately report details to M&FRC personnel. The contractor shall reimburse the government for the cost of medical services.

3.8 Conservation of Utilities. The Contractor shall instruct all contractor employees in utility conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

Employee Standards:

1. Perform assigned duties, Monday - Friday from 7:30 AM – 4:30 PM (CST) except on

Federal holidays and AETC Family Days.

2. Take a one-hour lunch break at a regularly scheduled time during duty hours.

3. Communicate effectively with M&FRC Flight Chief/other M&FRC Staff regarding late arrival or absences.

4. Provide monthly report on data collecting, maintaining, and reporting protected information from the AFFIRST and DoDTAP.mil databases.

5. Input weekly customer visits in AFFIRST by 4:30 PM (CST) on the last duty day of the week.

6. Run weekly updates on computers provided for customer use.

7. Assist customers with computer-based programs as needed/requested.

8. Set up and tear down classrooms for all workshops/events.

9. Ensure training rooms, resource center, supply rooms and front desk are kept in an orderly manner.

10. Maintain adequate supplies and forms prescribed for the center to meet the needs of the customers.

11. Provide monthly list of needed supplies and accountability statistic on resources to the M&FRC Flight Chief.

12. Provide daily support in the 100% completion of all forms required for all separating or retiring military members and medical evaluation board candidates.

13. Aid in completing exit questionnaires for TAP workshops and file accordingly.