Attachment 1 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

ADMINISTRATIVE SUPPORT/DATA ENTRY SERVICES FOR

THE AIRMAN & FAMILY READINESS CENTER

MINOT AFB, NORTH DAKOTA

SECTION I.

DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK: Non-personal services in support of U.S. Air Force Airman & Family Readiness Center (A&FRC) to include front desk customer service functions and data entry functions. All labor and transportation necessary to provide this non-personal service is the responsibility of the contractor.

1.2. SPECIAL QUALIFICATIONS: The Contractor shall ensure employees have knowledge of Microsoft Office and Excel programs. Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

Knowledge of format, rules, procedures, and operations applicable to clerical assignments to prepare/review routine correspondence/reports, screen telephone calls and visitors, maintain files/records, review and process mail, and perform clerical procedures to arrange a variety of material from different sources and other administrative work of organization. Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence. Ability to communicate effectively, both orally and in writing, using tact and courtesy. Knowledge of and/or experience with AF terminology is preferred.

1.3. CONTRACTOR SPECIFIC TASKS: All tasks shall be accomplished in accordance with AFI-36-3009, A&FRC program desk guides, AFFIRST Training guides and all other pertinent Air Force, Air Force Global Strike Command, and local command policies and publications. Contractor shall read AFI-36-3009, all A&FRC Program desk guides, and will become thoroughly familiar with the AFFIRST database system.

1.3.1. Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc. Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Assists in developing look and format of reports and in identifying and solving problems in existing methods or procedures.

Assists in developing training aids for use by office members and providing them with hands-on-training. May create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office. Performs simple troubleshooting of system and/or software problems encountered by co-workers. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.

1.3.2. Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification. Consolidates and finalizes information from system and files for various reports in accordance with established reporting procedures. Gathers and summarizes information from files and documents for supervisor’s or other staff members use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.

1.3.3. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally. Using automated schedulers or calendars, establishes suspense dates and brings to supervisor’s attention those that cannot be met by requested date or when there is a conflict. Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness. Advises the writer of any deviations or inadequacies. As requested, downloads publications and forms from electronic publications/forms systems and distributes using electronic mail.

1.3.4. Receives telephone calls and greets visitors. Ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office. Personally answers nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the organization. Provides follow-up on requests for information.

1.3.5. Establishes, updates, and maintains office records of various types. Uses a variety of automated systems (e.g., records management, electronic forms, electronic publications library, time and attendance, etc.) and non-automated to perform various clerical duties. Establishes, files, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Maintains file plan in accordance with regulations. Maintains and posts publications and/or technical orders and disposes of obsolete publications. Exercises control over reference materials, providing check out services, and recovering or requisitioning lost materials to maintain a high document availability rate.

Updates and enters data into electronic files or AFFIRST system. Prepares and consolidates time and attendance records. Requisitions office supplies, printing support, and related materials and services.

Updates tracker or suspense files as required. May be responsible for the receipt, control, logging, safekeeping, and necessary action on classified materials.

1.3.6. Serves as the primary Record Custodian for A&FRC. Establishes, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Prepares a wide variety of internal/external correspondence and reports.

1.3.7. Demonstrates appropriate public relations. Provides information to potential patrons on types and availability of A&FRC programs and services.

1.3.8. Maintains A&FRC outlook appointment calendar.

1.3.9. Ensures customers complete the Statement of Understanding (SOU) or other forms as required.

1.3.10. Uses the Air Force Family Integrated Results and Statistical Tracking System (AFFIRST) to maintain individual customer records.

SECTION II.

SERVICE DELIVERY SUMMARY

Section II, Service Delivery Summary does not apply to this requirement.

SECTION III.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. FACILITIES: The contractor is responsible for keeping the area in a clean and orderly condition.

3.2. EQUIPMENT: The government will provide a workspace and all necessary equipment, supplies and materials to include workstations, computer (with internet access), telephone and other materials and equipment mutually agreed to fulfill the requirements of this contract for use during the duration of the contract. Upkeep of the workspace and equipment will be the responsibility of the government.

3.3. SERVICES/UTILITIES: All reasonable quantities of utilities shall be made available to the contractor without cost. Any temporary connection of lines that may be required shall be installed, maintained and removed by the Contractor at the Contractor's expense. Temporary connection shall follow existing lines or the building line and shall be installed safely IAW standard commercial practices.

3.4. ACCESS TO THE NETWORK: Access to the network is required and will be gained via the TASS system. A background check will be initiated/completed as part of this requirement.

All training required for access to the network will be accomplished.

SECTION IV.

GENERAL INFORMATION

4.1. QUALITY ASSURANCE: The Contracting Officer Representative (COR) is hereby designated as the Airman and Family Services Flight Chief. The COR may observe the contractor or subcontractor at any time to assure that the tasks and services are being performed in accordance with established guidelines.

4.2. SAFETY: Contractor to comply with all Safety Regulations. The Contractor shall not require any worker to work under conditions that are unsanitary, hazardous, or dangerous to health or safety. Smoking at the facilities is permitted only in prescribed smoking areas as indicated by the COR.

4.3. STORAGE/HANDLING OF MATERIAL: N/A

4.4. HOURS OF OPERATION AND HOLIDAYS

4.4.1. The government will determine the number of units (a pre-scheduled eight hour block of time dedicated to providing the services identified in this Performance Work Statement) required each week and will notify the contractor with the intended schedule no later than 7 days prior to the designated work unit. Normally a maximum of 40 hours will be worked per week. It is estimated that five (5) work days will be required per week and that each day will require 8 hours, 0730-1630 Monday-Friday.

4.4.2. Overtime: Overtime is not authorized.

4.4.3. Leave Policy: Contractor must have a Front Desk Assistant in place within 14 days of contract award. If throughout contract performance period the position becomes vacant, the Contractor must fill the position with a qualified candidate within 14 days on position vacancy.

Contractor is required to provide a replacement in case of absence of 30 days or more, except in the case of serious illness, injury or death.

4.4.4. Recognized Holidays: The contractor is not required to provide service, on the following days or when the office is closed or outside the normal work hours.:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

4.4.5. Dress Code: Employee shall maintain good personal hygiene and present a well-groomed and professional appearance. Business Casual attire is required. Jeans are permitted provided they are in good condition (no holes, tears, worn areas). Name tag must be worn at all times.

4.4.6. Base Closures: Work is not required during base closures. Contract position will follow the Category 4 reporting requirements.

4.4.7. Performance of Services During Crisis Declared By the National Command Authority or Overseas Combatant Commander: According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During a Crisis, and the Air Force implementation thereof, unless otherwise directed by an authorized Government representative, it is determined that Backup Education Advisor requirements under this PWS are not essential and do not need to be performed during a crisis.

4.5. SECURITY REQUIREMENTS

4.5.1. Physical Security: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation.

4.5.2. Base Passes: The contractor will be required to comply with all security and safety clearances that are enforced at Minot AFB. All contractor's personnel requiring access to Minot AFB, ND will be required to obtain base vehicle passes.

4.5.3. Vehicle Registration: All contractor vehicles must be permanently or temporarily registered with the State of North Dakota Motor Vehicle Department, per applicable State Law.

4.5.4. Security Training: The contractor ensures all contractor employees receive initial and recurring security education training from the sponsoring agencies security manager. Training must be conducted IAW DOD 5200.1-R, Information Security Program Regulation, and AFI 31- 401, "Information Security Program Management". Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program.

4.5.5 Key Control: The contractor shall establish and implement methods of making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

4.6. CONTRACTOR PERSONNEL

4.6.1. Personnel: Contractor personnel shall present a neat appearance.

4.6.2. Weapons, Firearms, and Ammunition: Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on Minot Air Force Base.

4.6.3. Employee Restrictions: The Government reserves the right, under this contract to restrict the employment of any employee, or prospective contractor employee, who is identified as a potential threat to the health, safety, or general well-being of operations mission of the installation and its population. Contractor Management and employees must conduct themselves in a professional manner at all times, in the performance of their assigned duties and responsibilities.

4.6.6. Mandatory Seatbelt Requirement: The use of seatbelts by all vehicle operators and passengers is mandatory on Minot AFB, ND, to include the operation of vehicles on Minot AFB Missile Sites. The first offense carries a mandatory ten-day driving suspension. The second offense has a 30-day driving suspension. The third offense and subsequent offenses, the driving suspension period will be determined by the 5th Mission Support Group Commander.

4.6.7. Cell Phone Usage: The use of cellular telephones while driving on Minot AFB without a hands-free device is prohibited.

4.6.8. Traffic Regulations: Contractor will abide by all traffic regulations outlined in the Air Force Regulation 31-206, for Minot AFB, as supplemented. Copies of these regulations and supplements are available for review at Base Pass and Registration, 15 Missile Avenue or Base Security Police Office, 330 Tanker Trail. Changes will be furnished to the contractor prior to enforcement.

4.8. INVOICING: Invoicing will be fully accomplished by, and the responsibility of the contractor.

4.9 GLOSSARY OF TERMS: Commonly used military and A&FRC-related acronyms, abbreviations and definitions with which contractor must be familiar:

NPSC Non-Personal Services Contract (covers each contract position) SOW Statement of Work (position description and responsibilities) D&B# Dunn and Bradstreet Number (must obtain prior to registering as gov contractor) A&FRC Airman and Family Readiness Center

AFFIRST

BPA# Blanket Purchase Agreement Number

AD Active Duty AFAS Air Force Aid Society AFFF Air Force Families Forever AFFIRST Air Force Family Integrated Results and Statistical Tracking AFGSC Air Force Global Strike Command AFI Air Force Instruction AFMAN Air Force Manual AFPASS Air Force Personnel Accountability and Assessment System AFPC Air Force Personnel Center AFPC/DPFF Air Force Personnel Center Airman and Family Division AFPD Air Force Policy Directive AFSOC Air Force Special Operations Command AFR Air Force Reserve AFW2 Air Force Wounded Warrior ANG Army National Guard ARC Air Reserve Component CSAF Chief of Staff of the Air Force CSS Command Support Staff DBIDS Defense Biometric Identification System DoD Department of Defense DoDI Department of Defense Instruction EFAC Emergency Family Assistance Center EFMP Exceptional Family Member Program EFMP-FS Exceptional Family Member Program Family Support EFMP-M Exceptional Family Member Support Medical ESAT Electronic Sponsorship Application Training

FTAC First Term Airman Center GS Gold Star GSU Geographically Separated Unit IAW In Accordance With MAJCOM Major Command (major divisions within the Air Force) OPR Office of Responsibility PACAF United States Air Forces Pacific (HQ at Hickam AFB, HA) PCA Permanent Change of Duty (changing jobs but remaining at current base) PCS Permanent Change of Station (leaving current base) PFR Personal Financial Readiness PW/L Personal/Work Life RegAF Regular Air Force SBP Survivor Benefit Plan SORN System of Record Notice TAP Transition Assistance Program TDY Temporary Duty (involves official orders sending the person elsewhere) TSP Thift Savings Plan USAFE United States Air Forces Europe (HQ at Ramstein AFB, GE) USC United States Code VA Veterans Assistance VEA Volunteer Assistance Award