Attachment 2_PWS_First Task Order.pdf

Defense Manpower Data Center (DMCC) Administrative Support Services

For Defense Human Resources Activity (DHRA)

Enterprise Support Services Indefinite Delivery/Indefinite Quantity (ID/IQ) First Task Order

1.0 INTRODUCTION

The Defense Manpower Data Center (DMDC) requires administrative support services to ensure DMDC operational effectiveness. Services and support provided include, but are not limited to, front office executive support, administrative and security office functions, correspondence issuance and tracking, high-level tasker response tracking, production/delivery of training materials, basic data analysis, document control and records/file management, coordination and issuance of reports, and reception support. These services include interaction with Department of Defense (DoD), Defense Human Resources Activity (DHRA), and other federal agencies to ensure operational effectiveness of DMDC efforts.

2.0 BACKGROUND

2.1 These requirements provide administrative support to a geographically dispersed organization with locations in Alexandria VA, Seaside CA, and Ft Knox KY. Direct support from these requirements affects active duty, reserve, and retired military members and their families and civilian employees of the DoD.

2.2 Historically, these requirements provided, and continue to provide, administrative functions for director support, technical administration, facilities, reception, and security.

3.0 SCOPE

3.1. The Contractor shall provide all personnel, and management to provide on-site administrative, and customer support services at DHRA offices/facilities.

3.2. Personnel must have full working knowledge and be proficient in the use of all applications in the Microsoft Office Suite (currently 2013 and 2016) (including Access, Project, Excel, Visio, and PowerPoint), Service Now (customizable, commercial of the shelf (COTS)). They must have working knowledge of SharePoint (currently 2013), and have the skills and ability to use the worldwide web (WWW).

3.3 Personnel shall have working knowledge of the Office of the Secretary of Defense and Department of Defense writing styles as contained in DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material: Correspondence Management and DoD 5110.04-M, Volume 2, DoD Manual for Written Material: Examples and Reference Material, and have working knowledge of correspondence tracking systems (preferably have knowledge with the OSD Correspondence and Tracking System (CATMS) and Task Management Tool (TMT) (a customized COTS tracking system).

3.4. Due to the sensitive and/or privileged nature of the different projects and programs that the organizations are managing, Non-Disclosure Agreements are required in this task order awarded under this contract to perform the work or obtain access to specified systems.

3.5. NON-PERSONAL SERVICES. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks, IAW FAR 37.104(d).

Under no circumstances shall the Contractor perform tasks directly assigned by Government personnel, submit to work schedules prepared by Government personnel for individual contractor employees. The contractor shall manage its employees and guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, or those that involve the exercise of Government discretion, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

4.0 REQUIREMENTS

4.1. On-site Project Management Oversight. (Performance of this task requires a Secret security clearance at Alexandria, VA) (Work performed in Alexandria, VA and Seaside, CA)

4.1.1. The contractor shall provide a Project Manager who will serve as the contractor’s contract manager. The Project Manager shall be the contractor's authorized interface with the Government Contracting Officer (CO), the Contracting Officer's Representative (COR), government management personnel, and customer agency representatives. The Project Manager shall be responsible for formulating and enforcing work standards, assigning contractor schedules, reviewing work discrepancies, supervising contractor personnel and communicating policies, purposes, and goals of the organization to subordinates. The Project Manager shall be responsible for the overall management of the contract performance. The Project Manager shall ensure quality work is completed on schedule. The Project Manager should have experience working in/with the Department of Defense.

4.1.2. Provide the Government with a detailed project management plan (PMP). The plan shall include a breakdown of tasks, how the tasks will be staffed, any dependencies, and a mitigation strategy for achieving requirements within the desired timeframe noted in paragraph five (Deliverables). Draft plan due to the COR within 30 days of award of task order. Upon acceptance by the government the PMP will remain a living document to be revised and updated as agreed upon by both parties to the contract.

4.1.3 The contractor shall provide one written Monthly Status Report (MSR) to the COR in electronic format, documenting task order services provided per task order, issues, and progress.

The report will detail contractor activities during the reporting month and plans for the future months. The report will include a summary of work performed and deliverables completed, current or projected problems and issues and their resolution, an explanation of deviations from the previous month’s projections, and any recommendations related to the effort. The report shall detail travel for the month of service. The report shall analyze the current task order and provide task order accounting information. The report shall provide a list of all contract employees allocated across the this task order and a delineation of clearance level.

4.1.4 Problem Notification Reports: The contractor shall complete a Problem Notification Report (PNR) for any schedule delays and contractual issues. The PNR shall include a plan detailing the proposed resolution. The contractor shall submit the PNR to the COR, via email, as soon as possible, but no later than two business days after the contractor’s discovery of the delay or issue(s)

4.1.5 The contractor shall ensure qualified individuals are on the job at Task Order start, and will maintain a stable workforce to ensure no degradation of services.

4.1.6 The contractor shall ensure personnel readiness by providing appropriate training and guidance to workforce to ensure they maintain a trained level of proficiency in stated tasks.

4.1.7 The contractor shall ensure adherence to quality standards, deadlines, policies, and procedures IAW the PWS.

4.1.8 The contractor shall ensure work coverage during normal duty hours.

4.1.9 The contractor shall ensure contractor personnel wear appropriate business attire at all times.

4.1.10 The contractor shall ensure contractor personnel adhere to the appropriate DoD and/or DHRA or component Operation Instructions listed below in section 14.0.

4.1.11 The contractor shall assess effectiveness of information sharing usage patterns and recommend changes to improve end-user experience and information transfer.

4.1.12 Participate in a Post-Award Conference. This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post-Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the Post-Award Conference three (3) business days after meeting. The Post- Award Conference will take place approximately five (5) business days after the task order is issued.

4.1.13 Facilitate quarterly contract management review meetings to review contract performance and discuss any contractual issues. These meetings are held the last week of the last month of the quarter and cover performance for the previous quarter. The Government will provide the format to the contractor. The meeting shall be conducted in person, by meet me line, VTC’s, or other electronic meeting programs. No travel is needed or this meeting.

4.1.14 Utilize the task request workflow tool for identifying and assigning work. This is a non-personal services contract, therefore, Government personnel will utilize the support request tool on a SharePoint site, or other data metrics system which will track the work requests and other tasks. This tool, will be used to request new tasks ensuring a clear understanding of the due date, the deliverable content and the Government POC.

This tool will provide documentation for the Government and contractor regarding when the task was communicated and when it is due, and will allow the contractor to control the work and assignment of work to its personnel. This will also permit the CORs to identify the scope of the requirement assuring it is within the limitations of the contract.

4.2 Administrative Support. (Work performed in Alexandria, VA, Seaside, CA and Fort Knox, KY)

4.2.1. The contractor shall provide general administrative support as requested in this task order issued under the ID/IQ contract.

4.2.2. Office Clerical Assistant Support.

4.2.2.1. Perform general clerical tasks using Microsoft Word, Adobe Pro, Excel, Outlook, Visio, SharePoint, customized government COTS products like Service Now or TMT and PowerPoint to support tasks such as word processing, preparing briefings and correspondence, screening inquiries, document storage, and managing mail.

4.2.2.2. Keep office rosters up to date, such as emergency muster rosters, recall rosters, phone rosters.

4.2.2.3. Support internal/external meetings: prepare, edit, and assemble attendee materials;

arrange onsite logistics, record meeting notes and prepare draft meeting minutes for Government review and approval.

4.2.2.4. Execute office file procedures to store, archive, or properly dispose of document and records, as appropriate, IAW DoD policy.

4.2.2.5. Prepare for Government review and approval, briefings, PowerPoint presentations, action memo, letters and other formal communications.

4.2.2.6. Prepare for Government review and approval the Weekly Activity Report for publication on SharePoint and dissemination.

4.2.2.7. Prepare for Government review and approval, awards and recognition documents (e.g., certificates, letters of appreciation) for presentation or distribution. Prepare documents for federal express and certified mail.

4.2.2.8. Retrieve, post, sort, and route incoming and outgoing mail.

4.2.2.9. Perform clerical support such as filing, sending and receiving fax messages, shredding, labelling, and preparing materials for mailing.

4.2.2.10. Use internal guidelines and process knowledge, respond to general and routine inquiries or elevate inquiries to Government Employees for resolution.

4.2.2.11. Assemble and package materials for mailing and distribution.

4.2.2.12. Monitor network printers for status of toner, ink, paper, or other needed servicing and coordinate with the appropriate support Information Technology (IT) service provider (e.g., JSP, DMDC) to resolve any issues.

4.2.2.13. Provide administrative support to maintain and track all DHRA government office space assignments, seating charts, and equipment locations. This requires the ability to track space availability and personnel movements.

4.2.2.14. Maintain key inventory for office workstations. Order replacement keys, as necessary.

Issue keys to employees so they can lock their items in each workstation.

4.2.3. Reception Support.

4.2.3.1. Provide coverage for reception area suite(s). Monitor visitors by checking for appropriate identification and maintaining the daily sign-in log. Greet visitors, notify the appropriate Government staff member of visitor’s arrival, and escort visitor to the appropriate office or meeting room, as required.

4.2.3.2. Submit, process, manage, and maintain all visitor and permanent parking requests for organizational visitors and permanent parking for organization employees. Answer parking-related questions and coordinate answers through the appropriate Security and/or parking officer.

Maintain a log of parking passes issued, returned, or lost.

4.2.3.3. Process, manage, and maintain a log of office space requests for organizational visitors and schedule guest/visitor/hoteling requests for workstations.

4.2.3.4 Take and deliver voice messages both verbally and in writing, manually or via e-mail, with accurate content and proper grammar usage.

4.2.3.5 Monitor front desk/central phone lines to answer, take a message, or direct calls to the appropriate staff member as necessary.

4.2.4. Information Management Support. (Performance of this task requires a Secret security clearance at Fort Knox, KY). (Work performed in Alexandria, VA, Seaside, VA, and Fort Knox, KY)

4.2.4.1. Handle document receipt, transmittal, storage, and disposition of correspondence.

4.2.4.2. Establish and maintain organized, complete, and accurate paper and electronic files to include filing and records management in file cabinets, via SharePoint and/or other collaborative and project management systems as required by statute and policy see section 14.0 below.

4.2.4.3. Scan, copy, print, and assemble all documents (e.g. reports, packages) in accordance with regulatory guidance or as directed.

4.2.4.4. Maintain records disposition/records management in accordance with regulatory guidance.

4.2.4.5 Create routing slips as required for documents/packages requiring coordination; hand-deliver packages from office to office until coordination completed. Provide finalized coordination to Government action owner.

4.2.4.6 Draft meeting minutes for Government review and approval. Distribute or post as directed.

4.2.4.7 Draft and/or distribute organizational charts as requested via email, paper, or SharePoint with Government review and approval.

4.2.4.8 Upon notification from the COR, submit and track work orders for facility needs/repairs through the respective facility Help Desk or maintenance service center.

4.2.4.9 Print business cards using the business card template specific to the organization when requested.

4.2.4.10 Assist in processing DoD facility access badge requests and completing appropriate forms for signature.

4.2.4.11 Manage/maintain functional event calendars using available information.

4.2.4.13 Update Organizational group email addresses based on information provided by Government using Administrative Onboarding/Off-boarding systems (Employee Action Form workflow checklist - EAFI, Service Now, TMT).

4.2.4.14 Send/receive correspondence to include assembling, copying and mailing documents using secure mail sources with the ability to track and confirm delivery.

4.2.4.15 Receive and sort incoming mail on a daily basis. Assist with delivering mail to floor mailboxes and divisions. Observe and comply with current postal regulations. Collect outgoing mail as needed and place in central pick-up location. Prepare outgoing shipments for commercial and government carriers, i.e. FedEx, UPS, and DHL. Keep a log of all commercial shipments.

4.2.4.16 Draft for Government review and approval, one time, monthly, and annual reports in the appropriate format directed by the Government manager with minimal editing required.

4.2.4.17 Handle document receipt, transmittal, storage, accountability, and destruction of classified material IAW, DoDM 5200.01, Volume 3, DoD Information Security Program, Protection of Classified Information.

4.2.4.18 Assist in tracking completion of tasks as directed on the appropriate task tracking vehicle through coordination with assigned parties and notify government sponsor if it appears the suspense date will be missed.

4.2.5 Meeting Support.

4.2.5.1 Provide meeting support for conferences, meetings, and training.

4.2.5.2 Make conference room reservations for meetings, as needed, ensuring there is a reserved room in each location required to attend the meetings (Mark Center, San Antonio, Seaside, Pentagon, etc.) prior to sending out a meeting appointment to attendees. In addition, manage staff “Meet Me Line” and video conference line reservation requests. Set up and test all equipment prior to meetings.

4.2.6 Office Supply Support.

4.2.6.1 Manage inventory of office supplies; ensure appropriate backfill of products by monitoring supply levels and developing list of supplies that need to be purchased by the government. Ensure supply cabinets are neat and orderly.

4.2.6.2 Prepare supply requests from Government personnel and obtain required quotes for these supplies.

4.2.6.3 Assist with delivery of supplies to the requestor.

4.2.7 Training Support.

4.2.7.1 Maintain training materials, manage internal course registration; create associated class rosters, and other administrative tasks associated with training.

4.2.7.2 Maintain student evaluation summary reports and evaluation metrics for each course.

4.2.7.3 Track training completions through a local training course/Learning Management System (LMS) and provide report upon request. Print and disseminate course completion certificates.

4.2.8 Correspondence Management Support. (Performance of this task requires a Secret security clearance at Alexandria, VA location). (Work performed in Alexandria, VA)

4.2.8.1 Coordinate routing of incoming and outgoing correspondence/packages through the Department’s OSD Correspondence and Tracking System (CATMS), Task Management Tool (TMT) or other Government-approved tracking system.

4.2.8.2 Prepare/assist in the preparation of agendas, read-ahead materials, place cards, directional signs, and briefing materials as directed by Government management/staff in accordance with DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material.

4.2.8.3 Correspondence Management. When appropriate, utilize the appropriate DHRA/organization templates, letterhead, and format, as prescribed by the DHRA style guide, written guidance, examples, and/or specific direction. Product provided should be of high standard with minimum administrative, spelling, or grammar errors.

4.2.8.4 Provide administrative support in proofing, editing, and formatting DoD Policy and instructions, Standard Operating Procedures, and Award templates and write-ups for government review and approval. Administer quality assurance on packages prior to submission.

4.2.8.5 Analyze documents to ensure responsiveness to specific tasking’s, document records requests, and other requests.

4.2.8.6 Manage/track coordination on Policy documents in the DHRA OUSD P&R or SD Form 106, “DoD Issuances Program Coordination Record” process.

4.2.8.7 Manage and track all taskers to ensure completion within given time frame.

4.2.8.8 Maintain, revise and update administrative documentation and training course content on SharePoint or shared drives to enable full government access and backup. Administrative content will include all forms of written material, correspondence, messages, notes, spreadsheets, slides, and other media. Presentation and/or course content shall contain at a minimum, briefing slides and scripted material. Content will be distributed to organization staff through one or more of the following: provisioned access to the general SharePoint site or topic-specific site, Leadership Training programs, job rotations, town hall meetings, brown-bag seminars, online forums, or distance learning hosted through the Talent Management SharePoint Site, as applicable to the course or presentation.

4.2.8.9 Create reports, correspondence, and articles for publication, information products, print, and web.

4.2.8.10 Assist with coordination of Component, Agency, and DoD-wide correspondence, as required.

4.2.8.11 Review Government generated documentation for proper grammar, syntax, and format and confirm the accuracy and currency of information contained within the documentation.

4.2.9 Executive Office Support Services. (Performance of this task requires a Secret security clearance at Alexandria, VA)

4.2.9.1 Track and manage senior staff schedules.

4.2.9.2 Maintain calendars for executive-level meetings; print and assemble meeting materials, as needed.

4.2.9.3 Assist with the management of actions in the task management tool(s) (e.g., integrated master schedule); and monitor tasks across the DHRA enterprise on behalf of the supported Component.

4.2.9.4 Serve as the focal point for receipt of input and events to be scheduled using the appropriate calendar (e.g., integrated, strategic calendars) and reconcile with task management system(s) as necessary, reconciling input and notify Government employee when there are conflicting competing events.

4.2.9.5 Create and update Microsoft PowerPoint slides.

4.2.9.6 Draft, update, and coordinate documents for Senior Staff review and approval.

4.3. Human Capital Management Support. (Work performed in Seaside, CA)

4.3.1. The contractor shall provide Human Capital Management Support as requested in this task order issued under this ID/IQ contract,:

4.3.2. Assist with proofing, editing, formatting Position Descriptions (PDs) for government review and approval.

4.3.3. Assist with tracking and reporting statistics on current Government employees and potential hires. Produce a monthly report showing personnel, their grade and series assigned to each position, along with the current status of vacant positions.

4.3.4. Update and coordinate a weekly vacancy report for dissemination to Government leadership.

4.3.5. Track and compile a report of incoming and departing contractor personnel based on submitted Employee Action Forms (EAF) or other in-processing documents. EAF is an electronic form that is generated through a SharePoint web-based system used to track and report incoming and outgoing contractor personnel to include division assignment, facilities (desk assignment)/computer and telephone support and general office supplies for those organizations that use it as a system. Government shall provide e-Administration (Administrative Instructions) for processing EAFs. Historically approximately 900 contractor in-processing EAFs are processed in a year. EAFs are also processed for contractors out-processing, but they are accomplished by form instead of the automated system. EAF report on contractor personnel shall be submitted the first week of each month.

4.4. Conference Facility Support. (Work performed in Alexandria, VA)

4.4.1. The contractor shall provide conference facility support as requested in this task order issued under this ID/IQ contract:

4.4.2. Manage/maintain conference facility calendars.

4.4.3. Make reservations and send meeting appointments to meeting sponsor and other attendees as specified.

4.4.4. Coordinate requirements (MML, DCS), de-conflict meeting requests for the same date/time according to organizational priority rules, rearrange schedules in conference rooms across the DHRA enterprise to accommodate DHRA SES meetings, and manage overall conference room schedule for Video Teleconferencing (VTC) and Audiovisual (A/V) conference rooms.

4.4.5. Log daily functions, i.e. boot up and test video technical equipment every morning before the start of the business day; power the systems down at the end of the day. Secure cabinets and rooms prior to departure each day and when the conference center facility is unstaffed.

4.4.6. Assist customers with operating VTC equipment using instructions provided by the respective IT Service Desk. When a solution cannot be found, the contractor shall coordinate with the appropriate IT Operations helpdesk to determine if the VTC issue is related to desktop functionality and/or network or telecom connectivity. If the issue is determined to be related to the VTC equipment and not network nor telecom related, the Contractor shall notify the appropriate VTC support contract helpdesk within 2-hours of notification. The contractor shall also notify the COR and provide the issue and the help desk ticket number. The contractor shall track the open ticket and record the date the IT service provider has resolved the issue.

4.4.7. Assist with, and perform the navigation and application for VTC operations IAW government-provided instructions for operating.

4.4.8. Ensure phones are plugged in and assist users in call setup if requested (Polycom phones are currently used and the government will provide instructions for operating). Ensure that all manuals and Point of Contact lists are updated with the most current versions in the conference rooms.

4.4.9. As applicable based on location, update the Wi-Fi encryption key on laptops available for use in the conference facility. Escalate technical/system failures to the appropriate IT Operations Helpdesk within 30 minutes of notification by a user or discovery by contractor personnel.

4.4.10. Coordinate conference calls setup using DISA Meet-me-line (MML), Defense Collaboration Services (DCS) or other conference call methods; facilitate online and in-person conference scheduling and back up as location requires.

4.4.11. As applicable based on location, update the automated listing of conference room meetings at the close of each day for the next business day so that room assignments are visible to users as they enter the conference facility.

list shall be validated and signed by the company

4.4.12. Provide administrative support for the delivery of materials to be presented to employees in a variety of settings including formal classroom instruction, brown-bag seminars, discussion groups, e-learning/interactive web-based training, focus groups, surveys, and using electronic media including VTC, Defense Collaboration Services (DCS), and conference calls.

Administrative support includes, but is not limited to, duplication and staging of printed materials, staging of material to be presented using electronic audio-visual means, preparation of sign-in roster and accounting for participants, preparation of class completion documents and certificates, dissemination/distribution of material in advance of, or following the completion of, scheduled instructional sessions.

4.4.13. Provide meeting coordination for Government-sponsored group events, including training and development events (e.g., formal classroom instruction, guest-speaker presentations historically known as “brown bags,” etc.), and Talent Management briefings for leadership and customers. Historically, such activities have included: booking of rooms and Meet-Me-Lines;

real-time updating of the calendars supporting DHRA organizations, the enterprise-level Master Calendar; printing, collating, and laying out materials; completing room setup 15 minutes prior to meetings; recording meetings; posting of materials to SharePoint Site(s) before, during, and after meetings; and rescheduling and updating of meeting logistics as needed to meet changing mission requirements.

4.4.14. Oversee and update the automated calendar for all organizational conference rooms.

Automatic posting of daily scheduled meetings shall also be visible on a live video screen in the conference area.

4.4.15. Configure meeting rooms to support customer’s requirements. This may require moving tables, chairs and opening doors between the different VTC and conference rooms so configuration meets the scheduled meeting requirements. Maintain an orderly appearance of the conference facility, including staff work space.

4.5. SharePoint and Portal Webpage Content Management Support. (Work performed in Alexandria, VA)

4.5.1. The contractor shall provide SharePoint and portal webpage content management support as requested in this task order issued under this ID/IQ contract.

4.5.2. Support the Government SharePoint Content Manager, by creating, editing, or deleting pages using the government-provided SharePoint template; creating, editing, or deleting banners, titles, text boxes, web parts, lists, folders, libraries, documents, announcements, surveys and calendars.

4.5.3. Provide troubleshooting assistance to ensure employees have working access to all sections and associated programs and service content on the organization SharePoint Site.

4.5.4. Provide recommendations for content improvements to the site, within the parameters of security requirements and the government-provided SharePoint template.

4.5.5. Assist in the maintenance of the content of the organizational SharePoint and other portal webpages, within the timeframes specified by the requesting Government office.

4.5.6. Provide administrative support in proofing, editing, and formatting training materials to include quick reference guides for the SharePoint related systems and applications used by organization personnel, and make available online and in hard copy once accepted by the Government.

4.6. Multimedia and Graphics Support. (Work performed in Alexandria, VA)

4.6.1. The contractor shall provide multimedia and graphics support as requested in this task order issued under this ID/IQ contract:

4.6.2. Provide support in both printed products and web-based graphics design capable of developing high quality graphics products that support the organization’s mission areas and convey the objectives of the organization’s strategic approach to their mission.

4.6.3. Provide graphics support to organization Government employees to include presentations, organization line diagrams/org charts, employee reports, key staff contact cards, slide formats, and general content design support.

4.7. Material Distribution Support/Mail Room Support. (Performance of this task requires a Secret security clearance at Seaside, CA). (Work performed in Seaside, CA)

4.7.1. The contractor shall provide material distribution support as requested in this task order issued under this ID/IQ contract:

4.7.2. Perform a single range of material handling functions to include receiving, storing, pulling stock, packing, and shipping a variety of materials and supplies, as well as, arrangement of all supply stock and inventory of in-stock material.

4.7.3. Provide material to end-user after receipt of shipping requests.

4.7.4. Process and distribute incoming mail to employees. In addition, mailroom clerks handle all outgoing packages; they package items, ensure proper labeling, and arrange pickup from the post office, UPS, FedEx, or other carriers.

4.8. Transition (In and Out) of Contract Services.

4.8.1. The contractor shall provide a transition plan to ensure minimum disruption to vital Government business. This plan shall address how the Contractor will work with the incumbent and/or successor contractor and Government personnel to ensure that there will be no service degradation during and after the transition-in period for the transition period(s). The transition time is 14 business days for “In” and 14 business days for “Out”. The plan should include a project milestone plan for transition to be updated daily. The plan should also include a daily meeting with the Government COR to review the plan and risk mitigation strategies for any issues or concerns impeding a successful transition. The outgoing contractor shall maintain full responsibility for all contract services during the transition period.

5. DELIVERABLES. Deliverables will vary and will be specified under individual task orders.

Following is a listing of the type of deliverables that the Contractor may be required to provide in performance of the PWS under the resulting task orders. The Contractor shall provide deliverable(s) in a format as directed by the Government. All deliverables will be reviewed for timeliness, accuracy, and format. If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last workday prior to the due date.

Deliverable Ref. Delivery Date Submit To Post award conference summary

4.1.12 NLT three (3) business

days after post award meeting

COR by email

Meeting Minutes 4.2.2.3, 4.2.4.6

Due within 2 business days after meeting

COR by email

Draft Project Management Plan

4.1.2. 30 days after task order award

COR by email

Compile the DMDC Weekly Activity Report for publication on SharePoint and dissemination

4.2.2.6 Due by COB Wednesday

of each week

COR by email

Track and compile a report of incoming and departing contractor personnel based on submitted DMDC Employee Action Forms

4.3.6. Due NLT the first Friday

of each month

COR by email

Hiring Status Report 4.3.4. Monthly, first day of each month

COR by email

Update & Coordinate Vacancy report

4.3.5 No later than Friday of

each week

COR by email

Weekly Status Report 4.3.5 Due weekly on Monday COR by email Written Monthly Status Report (MSR)

4.1.3 Close of Business (COB)

on the 10th business day of each month.

COR by email

Government travel Request form

7.0. At least two (2) weeks in

advance of the proposed travel unless otherwise approved by the COR

COR by email

Draft Quality Control Plan

11.0 Thirty (30) days after

task order award

COR by email

Final Quality Control Plan

11.0 Ninety (90) days after

task order award

COR by email

Transition-Out Plan 4.8 Ninety (90) days prior to task order expiration

COR by email

Problem notification reports

4.1.4. NLT two (2) business

days after the contractor’s discovery of the issues(s)

COR by email

Deliverable Ref. Delivery Date Submit To Manpower Reporting 6.0. NLT October 31 of Each

Calendar Year COR by email

Non-Disclosure Agreements

3.4 8.6.6

Prior to any work being done on this task order under this contract

COR by email

Listing of Employees and Clearance Documentation

8.7.7 10 days after task order award, then as required

COR and appropriate government authority

Report privacy breach 8.8.3 Immediately upon becoming aware of the breach

CIO/Privacy Office and then to the COR.

Report information on circumstances that may pose a threat to the security of personnel, resources, or defense information

8.8.4 Immediately upon

becoming aware of the situation

COR and appropriate government authority

6.0. CONTRACTOR MANPOWER REPORTING: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ (transitioning to sam.gov in the near future). Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 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, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

7.0. CONTRACTOR TRAVEL.

7.1 Travel is anticipated under this contract and will be specified at the task order level. Contractor travel shall be authorized upon approval by the COR when travel is determined to be in the best interest of the government to support the organization’s mission.

7.2 The Contractor shall be required to travel to attend meetings in support of tasks to fulfill task order PWS requirements. All trips will be in accordance with regulatory requirements and actual travel shall be coordinated with and pre-approved by the Government COR in writing. The Government will only reimburse allowable costs in accordance with FAR Clause 31.205-46 and the current Joint Travel Regulations. The Contractor shall invoice and will be reimbursed at the Contractor’s actual cost and per diem, no profit or fee shall be added. Contractor payment claims shall include applicable documentation as attachments in WAWF to support actual costs incurred (e.g. airfare and hotel/lodging receipts).

Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

Travel projections are subject to change based on Government requirements. Contractor shall complete the appropriate Government travel request form and submit to the (cognizant task order) COR for approval of all travel at least two (2) weeks in advance of the proposed travel unless otherwise approved by the COR.

http://www.ecmra.mil/ http://www.ecmra.mil/

7.3 Local travel to attend meetings within the local city or base of assignment commuting vicinity shall be considered a cost of doing business and shall not be separately reimbursed. Contractor travel for task order related meetings or performance reviews is considered a cost of doing business and will not be reimbursed.

8.0 SECURITY REQUIREMENTS FOR CONTRACTOR:

8.1. Contractor shall maintain Personnel Security Program in accordance with current DODM 5200.2 and the National Industrial Security Program. Contractor must have an active Facility Clearance Letter to the Secret level at proposal submission.

8.2. All Contractor personnel supporting this contract shall have background investigations and must have completed privacy and security awareness training prior to reporting to the workplace. When contractor personnel are terminated from the project, the COR shall be notified within 24 hours. All access cards and identification badges will be returned to COR.

8.3 The contractor shall ensure all personnel, assigned to perform the work on this requirement, are eligible for a Common Access Card (CAC), have Public Trust eligibility and a current investigation in place before they report to place of performance.

8.4 Contractor shall comply with DD Form 254, Contract Security Classification as specified.

8.5 The Prime Contractor shall ensure that any teaming partners or subcontractors have the appropriate Facility Clearance Letter and DD 254, prior to beginning performance, if applicable.

8.6 Security Clearance Requirements.

8.6.1 Contractor personnel requiring access to classified information shall obtain and maintain the appropriate security clearance, including “interim” clearances, prior to reporting to the place of performance. The Government is not responsible for processing Contractor personnel for national security clearance eligibility.

8.6.2 The contractor shall comply with required DHRA personnel security requirements as specified by this task order. Clearances will be verified by DHRA Security Branch upon notification that such has been granted. It is the responsibility of the contractor Facility Security Officer (FSO) to notify DHRA immediately if there is a change in clearance eligibility.

8.6.3 If at any time, any Contractor employee requiring a CAC is unable to obtain/maintain an favorably adjudicated T3 investigation or required clearance, the Contractor shall immediately notify the COR, who will notify the appropriate Security Office to suspend physical and logical access. Contractor will coordinate immediate removal of this person from work under this contract and replace the individual with a backfill with appropriate level clearance, knowledge, skills, and ability (KSA) to do the job within fourteen (14) calendar days.

8.6.4 Contractor shall have submitted a Standard Form (SF) 86 National Security Questionnaire through e-QIP that has been favorably accepted by the Office of Personnel Management (OPM) for those who do not have an active security clearance eligibility determination and/or have not been favorably adjudicated within the last 24 months.

8.6.5 Any contract personnel required to access DMDC’s network, requires a favorably adjudicated T3 prior to performing any work on this contract.

8.6.6. A SF 312 Non-Disclosure (NDA) initiated by the company’s Facility Security Officer (FSO) is required for each of the contractor’s personnel.

8.7 CAC Requirements. (Note: These are requirements the contractor shall have completed prior in order for the contractor to be CAC ready/eligible prior to reporting to the workplace.)

8.7.1 All Contractor personnel will have access to DHRA systems or data shall comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements and issued credentials known as the Common Access Card (CAC) and must be CAC eligible prior to beginning work on this contract. Obtaining CAC eligible status is the responsibility of the Contractor. It is the responsibility of the Contractor to notify COR when this is complete.

8.7.2 All Contractor personnel must have obtained a favorable FBI National Criminal History Check (fingerprint check).

8.7.3 Provided two forms of identity proofed identification (I-9 documents).

8.7.4 Be citizens of the United States.

8.7.5 Background investigation has been scheduled by OPM.

8.7.6 Maintain favorable FBI National Criminal History checks and ensure completion and successful adjudication as required for Federal employment.

8.7.7 Listing of Employees and Clearance Documentation. The Contractor shall maintain a current listing of employees. Within 10 calendar days of contract award, the Contractor shall provide the COR a list with the names, location of performance and clearance requirements of all company employees assigned to this effort. The list shall be validated and signed by the company Facility Security Officer (FSO). An updated listing shall be provided when an employee's status or information changes.

8.7.8 All contract personnel will comply with DHRA Enterprise security requirements.

8.8 Compliance with Cybersecurity and Privacy DoD Instructions and Directives. The Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall be in compliance with the latest versions of:

DoD Instruction (DoDI) 8500.01, Cybersecurity The Privacy Act (5 U.S.C. 552a) DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program DoD 6025.18-R DoD Health Information Privacy Regulation DoD 5200.2-R, Personnel Security Program HSPD-12, Homeland Security Presidential Directive

8.8.1 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on all government installations or DHRA Leased facilities.

8.8.2 For Official Use Only (FOUO). The Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

8.8.3 The Contractor shall report the discovery of any Privacy breach immediately to the organization CIO/Privacy Office and then to the COR.

8.8.4 Contractor personnel shall immediately report any information or circumstances of which they are aware that may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information to the COR and to the appropriate Government authority. Contractor employees shall be briefed by their immediate supervisor upon initial assignment to the contract.

8.8.5 Conduct while on Government Installation. The CO may direct the contractor to remove an employee(s) from an assignment under this contract for reasons of security or misconduct.

Where the reasons for the removal request is due solely for security or misconduct by the employee(s), the replacement shall be at the contractor’s expense and not chargeable to the government.

8.8.6 Information System Security. The Contractor shall ensure Information System (IS) security protections are appropriate to the confidentiality, integrity, and availability needs of the Government. Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data.

8.8.7 Physical Security; Automatic Data Processing Equipment (ADPE). The Contractor shall establish and implement procedures to ensure all ADPE, to include laptops and other data processing devices, issued to the Contractor by the Government are not lost or misplaced, are not used by unauthorized persons or are not subject to unauthorized external devices. The Contractor shall immediately report to the CO or COR any occurrences of lost ADPE within two (2) hours of discovery of occurrence. In the event that ADPE is lost, the Contractor may be required, upon written direction of the CO, to replace the equipment at no additional cost to the Government.

The Government may replace the equipment and deduct the cost of such from the monthly payment due the Contractor.

8.8.8 Prohibited Use. The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

8.8.9 Lock Combinations. The Contractor shall control access to all government provided lock combinations to preclude unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT. The Government shall provide contractor personnel with Government facilities and the following resources to perform on-site tasks required herein: use of office space and utilities, office furniture, consumable office supplies, phones, copiers, and shredders. In addition, computer hardware and software that may allow access to unclassified Government networks, printers, and scanners shall be provided to employees having access authorization.

10.0 PLACE OF PERFORMANCE. The place of performance is on-site at Seaside, CA, Alexandria, VA, and Ft. Knox, KY.

11.0 QUALITY CONTROL. The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections;

identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract. Contractor shall provide a draft QCP to the COR 30 days after contract award and the final shall be delivered within 90 days of the contract award.

12.0 QUALITY ASSURANCE.

12.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

12.2 Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays.

Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

12.3 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

12.4 Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

13.0 ORGANIZATIONAL CONFLICTS OF INTEREST. The Contractor acknowledges that it is familiar with FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance requires the Contractor (to include subcontractors) to supply technical support related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, the Contractor shall immediately inform the Contracting Officer. The PWS may be withdrawn if a conflict is found. The Contractor shall not undertake performance of any PWS requirements which requires it to supply technical support regarding such systems until the notice is given, and written consent to proceed is issued by the Contracting Officer.

14.0 APPLICABLE DOCUMENTS.

Document Web link DoD Directive 5200.2-R Personnel Security Program;

https://www.esd.whs.mil/Portals/54/Documents/DD/issuan ces/dodi/520002p.pdf?ver=2018-05-11-100552-223

DoD Manual 5200.01, Volume 3, DoD Information…