Attachment 2 Statement of Work.pdf

STATEMENT OF WORK

Administrative Services

PR 1300854937

1.0 BACKGROUND

The Naval Undersea Warfare Center Division, Newport (NUWCDIVNPT) is a naval research activity operating under the direction of the Commander, Naval Sea Systems Command (NAVSEA). NUWCDIVNPT provides research, development, test and evaluation, engineering, analysis and assessment, as well as Fleet support capabilities for submarines, autonomous underwater systems, and offensive and defensive undersea weapon systems, and stewards existing and emerging technologies in support of undersea warfare. The Ranges, Engineering and Analysis Department delivers full-spectrum undersea T&E and fleet training capabilities by providing excellent instrumentation, facilities, engineering and analysis. The Department’s Engineering and Analysis Division, Code 702, The Waterfront Operation Branch, Code 7022, and the Business Operations Office, Code 7001, complements the NUWCDIVNPT Common Organization Alignment, provides department synergy and enables common processes & practices of which require administrative support services

2.0 SCOPE

The contractor shall provide administrative services to the NUWCDIVNPT Ranges, Engineering and Analysis Department Code 70 in the following areas:

• Front desk operations

• Document Preparation and Handling

• Filing and File Retrieval • Duplication

• Processing and Handling of Unclassified Mail

• Processing and Handling of Classified Mail

• Data Processing

• Scheduling and Tracking

2.1 Funding

This requirement will be funded using Navy Working Capital Overhead Funds.

2.2 Sponsors

Anticipated sponsor for this contract is NUWCDIVNPT.

3.0 APPLICABLE DOCUMENTS

Tasking shall be performed in accordance with the following Applicable Documents (ADs).

Documentation required to perform this statement of work will be provided as Government Furnished Information (GFI), identified in Section 6.0.

Num. Title/Description Document Date SOW Task Number

3.1. SECNAV M-5216.5, Department of the Navy

Correspondence Manual

16 May 2018 4.2, 4.6

3.2. SECNAV M-5210.2, Department of the Navy

Standard Subject Identification Code (SSIC) Manual

29 Aug 2018 4.2

3.3. SECNAV M-5210.1, Department of the Navy

Records Management Program

23 Sep 2019 4.2, 4.7, 4.8

3.4. NUWCDIVNPT Security Manual 16 Dec 2019 4.1, 4.2, 4.7, 4.8

3.5. NUWCDIVNPT 5200.4H, NUWCDIVNPT

Publications and Presentations Guide

2 Jun 2014 4.7, 4.8

3.6. NTP 3 Supplement IF, Naval

Telecommunications Procedures

2 Mar 2011 4.1

3.7. OPNAVINST 5218.7D, Navy Official Mail

Management Instructions

18 Sep 2017 4.5, 4.6

3.8. DoDI 5230.24, Distribution Statements on

Technical Documents

15 Oct 2018 4.7, 4.8

3.9. DoD 5400.11-R Department of Defense Privacy

Program

14 May 2007 4.7, 4.8

3.10. DoDI 5200.48; Controlled Unclassified

Information (CUI)

6 Mar 2020 4.1, 4.2, 4.7, 4.8

3.11. NUWCDIVNPTINST 5218.1A, Mail Processing

and Services

23 Jan 2019 4.5, 4.6

3.12. NUWCDIVNPTINST 5720.5B,

NUWCDIVNPT Public affairs Policy and Responsibilities

10 July 2000 All

3.13. NUWCDIVNPT “By Direction

Notice/Instruction”

21 Apr 2020 4.2

3.14. NUWCDIVNPTINST 12000.2 Timekeeping, Work Schedule, Pay, and Leave Policies, and Procedures

9 Jan 2004 4.7

3.15. DoD Manual Number 5200.01-Volume 3; DoD

Information Security Program: Protection of Classified Information

19 Mar 2013 4.2

4.0 REQUIREMENTS

The contractor shall provide administrative services Monday-Friday 0800-1630, excluding Federal Holidays, onsite at NUWCDIVNPT, Newport, RI. In accordance with Applicable Documents in Section 3.0 and using Government furnished Information in Section 6.0, the contractor shall provide tasking as follows.

4.1 Front Desk Operations

The contractor shall provide front desk and receptionist services as follows.

4.1.1 The contractor shall answer and document incoming telephone calls including providing information to callers, forwarding the caller to an available recipient, taking, documenting, and delivering telephone messages, and forwarding the caller to the appropriate voicemail.

4.1.2 The contractor shall greet visitors, determine the nature of their visit, and direct them to the cognizant Government personnel. The contractor shall maintain visitor logs.

4.1.4 The contractor shall maintain telephone trees (recall lists) and muster lists for the assigned C70 area of support.

4.1.5 The contractor shall monitor the paper and toner levels for printers, copier, and fax machines and inform the Government POC via email when service calls or replenishment of supplies (no less than 10 reams of paper or 1 cartridge of toner for each color remaining) are required.

4.1.6 The contractor shall inventory and organize office supplies and provide a list of recommended consumable office supplies for order via email to the Government POC.

4.2 Document Preparation and Handling

The contractor shall provide document preparation, editing and handling services as follows.

4.2.1 The contractor shall create, type, merge, revise, update, format, proofread, serialize, print, prepare, and route documents, presentations, Naval Messages, and correspondence including handwritten and marked-up materials, sketches, draft electronic documents, and previous electronic versions.

4.2.2 The contractor shall mark, file, transfer, and distribute Controlled Unclassified Information (CUI), Personally Identifiable Information (PII) and Classified materials.

4.2.3 The contractor shall type, merge, revise, update, format, proofread, serialize, print, and prepare CLASSIFIED documents on equipment approved for classified material at the security level of the documents being processed.

4.2.4 The contractor shall gather emailed highlights from Government employees, proof read, check spelling, and review to verify acronyms in the highlights are spelled out and forward via email to the designated Government manager.

4.2.5 Upon Government request via email, the contractor shall draft proposals and obtain market research quotes for equipment procured as part of a scientific and investment proposal.

4.3 Filing and File Retrieval

On a daily basis, the contractor shall file documents upon receiving in Filing Inbox or via email from Government personnel and retrieve documents upon request via email from Government personnel as follows.

4.3.1 The contractor shall file documents in existing filing systems identified at each Division or Branch as assigned. The contractor shall maintain various types of filing systems and individual files.

4.3.3 The contractor shall label, mark, sort, index, file, and retrieve documents to and from existing physical and electronic files consistent with existing methods and processes.

4.3.4 The contractor shall establish new physical and electronic files and filing systems consistent with the existing filing methods and processes.

4.3.5 The contractor shall label, mark, sort, index, file, and retrieve CLASSIFIED documents to and from storage containers approved for CLASSIFIED storage at the level of the documents being processed.

4.4 Duplication

The contractor shall duplicate and distribute various Government documents.

4.4.1 The contractor shall copy, duplicate, scan, and collate various documents.

4.4.2 The contractor shall assemble and bind documents in various folders including presentation folders, comb binding, and multi-ring binders provided by the Government.

4.4.3 The contractor shall only duplicate CLASSIFIED material on Government equipment approved for the duplication of classified material at the level of the documents being duplicated.

4.5 Processing and Handling of Unclassified Mail

Upon request via email from Division or Branch personnel, the contractor shall prepare documents for distribution via email or hand carry within C70 or other Codes within the NUWCDIVNPT campus or mailing, both internal and external to NUWCDIVNPT.

4.5.1 The contractor shall package, wrap, and address documentation, for distribution.

4.5.2 On a daily basis, the contractor shall sort and distribute incoming mail to the Division or Branch as assigned and deliver the outgoing mail to the specified outgoing mail locations for Code 70.

4.6 Processing and Handling of CLASSIFIED mail

Upon Government request via email, the contractor shall prepare CLASSIFIED documents for distribution and mailing as follows.

4.6.1 The contractor shall prepare mailing labels, forwarding letters, and custody receipt forms.

4.6.2 The contractor shall maintain CLASSIFIED document logs provided as GFI.

4.6.3 The contractor shall hand deliver-CLASSIFIED documents to NUWCDIVNPT control points (including Secret Control, CLASSIFIED Document Library, Security, and Mail Room).

4.7 Data Processing

The contractor shall enter, verify and retrieve data, and create and print reports from existing Government databases, provided as GFI, as follows.

4.7.1 The contractor shall enter data into Temporary Duty (TDY) orders, vouchers, local vouchers and training requests in the Defense Travel System (DTS). Government personnel will provide all relevant information associated with their training requirement such as location of training event, course information, continuous learning objective, advanced degree, DAWIA etc., and appropriate charge number.

4.7.2 The contractor shall enter data into visit requests in the Joint Personnel Adjudication System (JPAS) including researching Security Management Office (SMO) Codes and POCs and confirming receipt with the receiving activity.

4.7.3 On a weekly basis, each Friday before 1000, the contractor shall enter timekeeping data provided by Government personnel via email into the Enterprise Resource Planning (ERP) system, review time cards for timely submission and accuracy including corresponding overtime and leave requests are entered. The contractor shall print ERP timekeeping reports and report any discrepancies to the Government POC.

4.8 Scheduling and Tracking

Upon Government request via email, the contractor shall schedule meetings and reserve conference rooms.

4.8.1 The contractor shall access electronic calendars in Outlook, schedule meetings, reserve conference rooms, attend meetings, and document and distribute meeting minutes.

4.8.2 Upon request via email, the contractor shall enter Leave and TDY schedules for Government employees into the Department’s calendar(s).

4.9 Operations and Logistics

4.9.1 The contractor shall assist each test facility with scheduling customer support and facility activities to include scheduling support on the master schedule and coordinating the associated logistics.

4.9.2 Using GFI, the contractor shall oversee test facility Standard Operating Procedure (SOP) status, submissions, and change submissions to ensure compliance with current procedures, the existing format, and timelines.

4.9.3 Upon request via email, the contractor shall solicit, receive, and process DEMO multi-source feedback using the Performance Development System Feedback Survey form provided as GFI for branch employees.

4.9.4 Upon request via email, the contractor shall submit shipping and transportation requests, using the Online Shipping Process (OSP) and disposal requests via the Disposal Tracking System (DTS) on behalf of the test facilities.

4.9.5 Upon request via email, the contractor shall submit and track, oversee, and follow-up for the status of purchase requests via ERP or the Material Management Tracking System (MMTS) for all test facilities to include developing SAP submission paperwork and obtaining quotes.

4.9.6 Upon request via email, the contractor shall perform Service Cost Center cost transfer submissions using the CRA Submission form provided as GFI for each test facility.

4.9.7 The contractor shall track and monitor each test facility’s training, qualification, and certification requirements in areas including WHE/MHE handling, medical surveillance, and annual training and report to the Branch head any expired, delinquent certifications or trainings to ensure uninterrupted support

5.0 Progress Reports

The contractor shall prepare a Contractor’s Status Report that indicates the progress of work, status of the program(s), and existing or potential problem areas. The Contractor shall submit the Contract Status Report upon request from the Contracting Officer or the Contracting Officer’s Representative via email.

6.0 GOVERNMENT FURNISHED INFORMATION (GFI)

GFI, as identified below, shall be provided to the contractor during the performance of this contract. The Government functional area lead will deliver electronically or post to a shared folder accessible to the contractor.

GFI Title Task Number

6.1 Message Address Directory 4.1

6.2 NUWCDIVNPT Technical Document 6032, Acronyms, Abbreviations, and Initialisms

4.2

6.3 Dictionary of Technical Terms 4.2

6.4 Dictionary of Naval Abbreviations 4.2

6.5 Code 70 Telephone Tree (Recall List) for Division or Branch as assigned

4.1

6.6 Code 70 Muster Lists 4.1

6.7 Code 70 Blank Visitor Log forms 4.1

6.8 Code 70 Desk Guide for Administrative and Clerical Support 4.3

6.9 Code 70 Test Facilities Standard Operating Procedure (SOP) 4.9

6.10 Database- Defense Travel System (DTS) 4.7

6.11 Database- Joint Personnel Adjudication System (JPAS) 4.7

6.12 Enterprise Resource Planning (ERP) system 4.7

6.13 Database-Disposal Tracking System (DTS) 4.9

6.14 Material Management Tracking System (MMTS) 4.9

6.15 Online Shipping Process (OSP) 4.9

6.16 Performance Development System Feedback Survey Form 4.9

6.17 CLASSIFIED document log Form 4.6

6.18 CRA Submission Forms 4.9