Attachment 1 - PWS ATGWP FINAL.docx

Attachment 1

PERFORMANCE WORK STATEMENT

FOR

TRAVEL PROGRAM SUPPORT

1.0 SCOPE:

The Commanding Officer, Afloat Training Group Western Pacific (ATGWP) has the responsibility for the oversight, analysis, execution and overall management of ATGWP travel program. The travel program is defined as Defense Travel System (DTS) Administration, Travel Authorization and Travel Voucher preparation, and Travel audit, Individually Billed Account (IBA) management, Debt Management and Collection, and financial reconciliation necessary to conduct training and evaluation events globally. The support services under this Performance Work Statement (PWS) shall consist of two Travel Office Administrators. The Travel Office Administrator shall, as described in greater detail below, be responsible for providing advice and assistance to staff members on travel-related matters, reviewing all travel requests, preparing cost and no-cost travel orders utilizing DTS, reviewing travel liquidation settlements to assure reasonableness and propriety of charges submitted for reimbursement, reviewing Temporary Additional Duty Travel Target (TADTAR) balance and ensuring appropriate expenditures and providing support as the Agency Program Coordinator (APC) for government travel charge card.

2.0 APPLICABLE REFERENCES:

The references that apply to this PWS are listed below. The Contractor shall be guided by these references to the extent necessary to accomplish requirements in this PWS. Supplements or amendments to these references may be issued during the life of the contract:

3.0 REQUIREMENTS:

3.1 The Contractor shall provide all necessary direct labor, materials and equipment, except material and equipment specified as government-furnished, to meet the performance objectives defined in the performance work statement.

3.2 ATGWP requires support for their travel program. DTS Administration, travel authorization and voucher preparation and IBA management, is the primary focus of this effort.

3.3 The work involved in this PWS requires inquiring, handling, and using Personally Identifiable Information (PII) which can be used to distinguish or trace an individual’s identity such as date of birth and social security number. The Contractor shall have appropriate administrative, technical and physical safeguards in place to ensure the security and confidentiality of PII records.

3.4 ATGWP is comprised of approximately 187 personnel, primarily Service Members, one civil service employee and two contractors. ATGWP generates approximately 1,500 travel orders per year. These projections represent the Government’s best estimate. The actual workload fluctuates widely each year, plus or minus ten percent (10%), based on funding availability and operational schedule of ships and activities. ATGWP trains ships located in Yokosuka, Japan and provides training augments to San Diego, CA, Everett, WA, Bremerton, WA, Pearl Harbor HI, Norfolk, VA, Mayport, FL, Sasebo, Japan as well as providing trainers in various locations throughout the Commander SEVENTH Fleet (C7F) Area of Responsibility; including but not limited to the Philippines, Singapore, Korea, Thailand, Hong Kong, Australia, Guam and Bahrain.

3.5 The Contractor shall furnish all requirements necessary to ensure the effective and efficient operation and management of ATGWP’s travel program. The Contractor shall provide support in preparation and review of travel authorization and vouchers, IBAs, and providing specific DTS support for ATGWP and commands at the locations mentioned above when required.

3.6 ATGWP tasks specified in this PWS will be performed at the ATGWP facility onboard Yokosuka Naval Base, Japan, PSC 473 Box 16, FPO AP 96349-0016.

4.0 TASKS

The Contractor shall provide services and functions described herein to assure effective and efficient operation of ATGWP DTS Travel Program. The Contractor shall provide these services at or above the specific levels of performance presented in Section 6.0 of this PWS.

4.1 Task 1 - Travel Authorization Function:

The Contractor shall verify travelers’ travel authorization documentation are properly drafted and routed in accordance with COMNAVSURFPAC (CNSP) business rules, Afloat Training Group Pacific, Afloat Training Group Western Pacific, and governing defense travel regulations. Upon receipt of an ATG Trip Request (ATR), the Contractor shall have overall responsibility to ensure the travel authorization is properly completed and the travelers’ requirements will be met.

4.1.1 The Contractor shall identify and select flights, hotels, and rental cars that meet regulations and mission requirements in terms of dates, times, places – at the lowest costs. Make all necessary travel arrangements to include, but not limited to, identifying proper flights, hotels, and rental cars – and reserving those for the traveler. [Note, Final authority for authorization shall vest with the Government; accordingly, Contractor must be prepared to provide support for recommended flights, hotels, and rental cars.]

4.1.2 The Contractor shall provide customer service support to accommodate processing of emergent travel requests such as emergency leave and hospitalization. The contractor shall provide customer support to accommodate emergent travel requirements. The contractor shall prepare emergent travel authorization (i.e., emergency leave and hospitalization) for processing within three (3) hours of receipt of data (to include normal work hours, holidays, weekends, and outside of normal working hours) from the requestor for Government Authorizing Official final approval. The Government Authorizing Official will review emergent travel authorization requests received from the requestor for accuracy in accordance with defense travel regulations. ATGWP generates approximately 20 emergent travel request authorizations each year. The emergent travel authorizations shall be in accordance with pertinent and relevant directives outlined in Section 2.0 of this PWS and produced in a manner that results in completion within three (3) days of receipt of authorized and complete (traveler submission includes all supporting documentation) travel request. The Government will interface with the Contractor and approve the emergent travel orders. No non-government site location assets will be provided to support emergent travel authorizations. The goal and objective of this task is to identify possible solutions to emergent requirements and provide those recommended solutions to the COR.

4.1.3 The Contractor shall monitor and track both approved and unapproved travel orders. The contractor shall submit a weekly report to the Administrative Officer and provide weekly brief to the Commanding Officer. The Contractor shall ensure arrangements have been properly reserved and/or funded to ensure the travelers’ can accomplish the mission.

4.1.4 The Contractor shall follow all procedures outlined in references (a) through (f) to ensure authorizations are correct, corrected and properly documented.

4.2 Task 2 - Travel Vouchers Function:

The Contractor shall ensure vouchers and sub-vouchers (DD Form 1351-2) are properly completed in DTS and that the traveler has provided requisite supporting receipts and documentation in accordance with references listed in Section 2.0 of this PWS. The contractor shall ensure all documents are properly uploaded into DTS.. The Contractor shall perform the following Travel Voucher tasks.

4.2.1 The Contractor shall monitor and track voucher submissions to determine if the vouchers have been completed within regulatory timeframes as listed in references (a) through (f). The Contractor shall notify travelers who have not submitted vouchers within five (5) working days after the traveler returns.

4.2.2 The Contractor shall provide Financial Improvement and Audit Readiness (FIAR) support by reviewing and validating travel accounting transactions selected for FIAR audit by the COR for 10% of the total travel voucher(s) each month. Expected amount is fifteen (15) vouchers audited each month.

4.2.3 The Contractor shall provide a monthly report to the Administrative Officer detailing any irregularities and/or fraud, waste, and abuse that are implicated, irregular vouchers or those that demonstrate potential for fraud, waste and abuse, i.e. those vouchers not completed properly or that appear to violate JTR or DTS policies/regulations. The Contractor, as herein set forth, shall have auditing responsibilities and shall be responsible for additional reports in accordance with this PWS.

4.2.4 Contractor shall prepare monthly report containing vouchers that have not been submitted five (5) working days or more after completion of travel. The report shall include detailed status and Government-approved action being taken for each voucher.

4.3 Task 3 - IBAs:

4.3.1 The Contractor shall provide day-to-day (Monday through Friday) oversight and operational management of the IBA in accordance with applicable references in Section 2.0 of this PWS. Management functions include, but are not limited to, the review of delinquencies and the preparation of relevant documentation for evaluation and signature by the APC. The Contractor shall likewise be responsible for identifying potential areas of fraud, waste and abuse. The Contractor shall monitor accounts for unauthorized charges, i.e., charges not permitted under the JTR or other relevant regulations found in Section of this PWS2.0.

4.3.2 The Contractor shall identify potential charges not related to travel and charges from unauthorized merchants and report findings, with factual and regulatory support, to the APC.

4.3.3 The Contractor shall review accounts to identify credit balances, overpayment or erroneous payments. The Contractor shall recommend appropriate collection actions and prepare collection documentation for Government collection action.

4.3.4 The Contractor shall identify accounts in the system and place in an inactive status upon approval by the APC.

4.3.5 The Contractor shall prepare and maintain monthly reports on IBAs. These reports will include Delinquency Status, Returned Checks, Non-Travel Activity, Weekend and Holiday Activity, Improper/Illegal Use and other reports pertinent to the effective management of the ATGWP IBAs. Copies of these reports are forwarded to ATGPAC for consolidation and submission to CNSP for review.

4.4 Task 4 - Debt Management Monitor (DMM) and Outstanding Travel Advance (OTA) Management:

4.4.1 The Contractor shall identify, monitor and process travel records to determine if there is money due and owed to the Government. Money due and owed may include, but is not limited to, voucher overpayment, cancellation of trip or payment of travel advance in accordance with current regulations. Monitoring shall be daily; and shall include investigating and reviewing outstanding debts and travel advances using DTS data.

4.4.2 The Contractor shall prepare all documentation for debt notification to be released by the appropriate Government officials. The Contractor shall prepare those debt notifications in compliance with the Department of Defense Financial Management Regulations (DFMRs) and other guidance provided by the APC. The Contractor shall prepare payroll collection or Out-Of-Service (OOS) debt processing. The Contractor shall maintain debt and outstanding travel advance records and data. The Contractor shall monitor subsequent collection of overpayments and/or outstanding travel advance with the command’s Travel Coordinator or directly with the traveler.

4.5 Task 5 - DTS Administration:

4.5.1 The Contractor shall review the “DTS Routing List” for ATGWP on a quarterly basis and report to Administrative Officer any deficiencies identified in DTS administration.

4.5.2 The Contractor shall conduct monthly reviews of the authorized budget loaded into DTS to ensure it matches the amount issued by the ATGPAC Budget Officer and CNSP Financial Management Analysts.

4.5.3 The Contractor shall conduct quarterly reviews of 10% of total ATGWP hierarchy's DTS users' profile, generate a report of discrepancies for the Administration Officer and ATGPAC Budget Office to ensure proper organizational access, permission levels and profile accuracy.

4.5.4 The Contractor shall review and recommend the termination of cross-organizational funding upon liquidation of pertinent vouchers. The Contractor shall then execute the action as required by the Authorizing Official.

4.5.5 The Contractor shall review, monthly, the unused airline ticket report and shall notify the service member that moneys are due and owed. The Contractor shall be responsible for recommending the appropriate collection action and preparing the documentation necessary to collect credits from airlines.

4.6 Task 6 - Financial Reconciliation:

4.6.1 The Contractor shall perform all tasks necessary to reconcile financial data between DTS and Standard Accounting and Reporting System – Field Level (STARS-FL). Obligation variances between STARS-FL and DTS will be researched and validated. Pertinent records creating the variance will be corrected.

4.6.2 The Contractor shall prepare the Monthly Reconciliation Worksheet which contains DTS and STARS-FL obligation data.

4.6.3 The Contractor shall validate travel records in which the travel has been completed over thirty (30) days but have remaining unfilled order amount. Initiate action to liquidate or cancel the obligation.

4.7 Task 7 – Reports:

4.7.1 The Contractor shall prepare the following reports in addition to those listed above and in Section 6.0 of this PWS:

4.7.2 Quarterly Status Reports: A quarterly report on IBA and DTS usage that summarizes the status of the travel program for the previous period, the work completed for the period to include specific sections on the travel authorization and voucher, IBA and DTS shall be provided to ATGWP Commanding Officer (CO), Executive Officer (XO) and ATGPAC (Afloat Training Group Pacific) Budget Office.

4.7.3 Travel Alert Report: Any illegal or potentially illegal activity shall be verbally reported within twenty-four (24) hours to the ATGWP CO and XO; followed by a written summary within five (5) working days.

4.7.4 -Monthly Management Report: A monthly report on ATGWP’s Travel Program Support status including, but not limited to: analysis/summarization of contract expenditure rate and identification of issues that need government resolution and travel metrics. A report will be provided to ATGPAC Budget Office. Minimal travel metrics include number of vouchers and authorizations prepared, average processing time between receipt of ATG Trip Request (ATR) to voucher/authorization creation and number of after-hours authorizations processed.

4.7.5 All data received, processed, evaluated and/or generated in the execution of this contract shall become the property of the Government unless specific exception is granted by the Contracting Officer.

5.0 DELIVERABLES:

PERFORMANCE WORK STATEMENT METRICS.

5.1 – Travel Authorization (ref 4.1)

5.2 – Travel Voucher (ref 4.2)

5. 3 – Individually Billed Account (ref 4.3)

5.4 –DMM and OTA (ref 4.4)

5.5 – DTS Administration (ref 4.5)

5.6 – Financial Reconciliation (ref 4.6)

Reconcile travel records for commands that have total obligation variance of $100 or more between STARS-FL and DTS at the close out of each month.

Contractor shall validate travel records in which the travel has been completed over 30 days but have remaining unfilled order amount. Initiate action to liquidate or cancel the obligation.

5.7 – Reports (ref 4.7)

Any illegal or potentially illegal activity shall be verbally reported within 24 hours to the ATGWP CO and XO. A written summary will be provided to the ATGPAC Budget Office within 5 working days.

TADTAR AFMP is submitted using information provided by the Operations Officer (N3) and the Director of Training (N7), to forecast, formulate and produce an Annual Financial Management Plan (AFMP) for budgeting purposes.

6.0 PERFORMANCE REQUIREMENTS SUMMARY.

Contractor performance objectives are summarized in the following table.

7.0 PERFORMANCE OBJECTIVES, STANDARDS AND MONITORING:

7.1 Performance Objectives:

The Contractor shall provide support in areas of travel authorization, travel vouchers, Individually Billed Account, debt management and collection, DTS administration and financial reconciliation. The Contractor shall be responsible for the planning and execution of tasks as required, and ensuring that the processes in place provide the necessary support.

7.2 Performance Standards:

7.2.1 Timeliness/Delivery: Delivers products within deadlines identified on this PWS, section 5.0, "PERFORMANCE WORK STATEMENT METRICS" Table.

7.2.2 Accuracy: Free of spelling errors, grammatically correct, correctly formatted and fully coordinated with all stakeholders. The Contractor shall provide deliverables which are factual, accurate, complete and in accordance with relevant Department of the Navy (DON) and/or Department of Defense (DoD) standards and policy

7.3 Performance Monitoring:

The COR will measure the Contractor’s performance by assessing the quality of the services delivered by the Contractor and providing feedback to the Contractor as necessary for improvement. The COR will determine whether the Contractor has met the standards for the deliverables. In addition, the Approving Official will review monthly cost vouchers to monitor the Contractor’s expenditures in comparison to the Contractor’s proposed costs.

8.0 WORK ENVIRONMENT AND GOVERNMENT FURNISHED EQUIPMENT

8.1 A permanent workspace for Contractor employees will be provided at the ATGWP facility onboard Yokosuka Naval Base, Japan, PSC 473 Box 16, FPO AP 96349-0016.

8.2 The Contractor may use these facilities as necessary to complete the required tasking under the PWS. Access to the space may be granted on weekends and Federal Holidays. The computer hardware and software, access to local telephones including long distance access and other necessary supplies will be provided by the Government when the Contractor is performing under this contract in ATGWP spaces. All equipment procured by the Government will remain the property of the Government upon completion of this effort.

8.3 WORKING HOURS. Work shall be 8-hours with 30 minutes unpaid lunch. ATGWP regular working hours are based on a 40-hour work week and shall include a minimum of eight hours between 0630 hours and 1700 hours; Monday through Friday, excluding Government holidays. The Contractor shall ensure that the hours chosen for daily operation are adequate to provide representation during the full workday. On an as needed basis only, ATGWP may request the Contractor to work specific hours within the above regular working hours to support workload surges, to meet customer project milestones, Hurricane Support, dangerous weather conditions and other Acts of God.

9.0 CONTRACTOR PERSONNEL REQUIREMENTS: Program Analyst III.

9.1 Overall Qualifications of Contractor Personnel: The Contractor shall provide personnel who meet the minimum qualifications outlined below.

9.1.1 Travel Administrator and Support Staff:

a. Expertise in managing a travel support office for a DoD entity.

b. Associated Degree in Financial Management, equivalent work experience or other pertinent degree that relates to successful completion of PWS.

c. Extensive knowledge of JTR, DTS, Centrally Billed Account Reconciliation and reconciliation with official accounting records (i.e. STARS).

10.0 ATGWP GUIDELINES FOR CONTRACTOR:

10.1 When performing the tasks associated with this PWS using e-mail, through phone calls, at meetings, in public or otherwise, Contractor personnel shall make clear to all individuals they deal with that they are Contractor employees and not DoD employees.

10.2 Contractor personnel shall not make any commitment to non-DoD personnel, including a foreign official, which commits the expenditure of US Government resources.

10.3 Contractor employees performing services shall be required to comply with all local installation rules and regulations applicable to conduct, safety, security and procedures governing site entry and exit.

10.4 Contractor personnel shall arrive on site ready and able to perform all specified tasks. The Government will not provide substantial instruction or on-the-job training for personnel not directly employed by the Government. The Government will provide one day instruction to go over local instructions.

11.0 SECURITY REQUIREMENTS:

11.1 Contractor personnel must have, at a minimum, a secret security clearance for ATGWP facility access and exposure to classified data.