Attachment 5 - FINAL PWS Travel Support.docx

Attachment 5

PERFORMANCE WORK STATEMENT

FOR TRAVEL PROGRAM SUPPORT

NAVSUP FLC Yokosuka (FLCY) is procuring contractor support for the command’s travel program. NAVSUP FLCY primarily uses the Defense Travel System (DTS) travel management system to create travel authorizations, prepare reservations, receive approvals, generate travel vouchers, and process split reimbursement payments to the traveler and the Government Travel Charge Card (GTCC) vendor. The command also uses manual travel orders in certain situations to execute travel requests. The contractor shall provide administrative tasks in support of NAVSUP FLCY’s travel program. This Performance Work Statement (PWS) specifies the tasks to be performed, deliverables to be provided, and performance objectives to be met in support of the command’s travel program.

1. SPECIFIC TASKS:

A. PROGRAM ANALYSIS AND MANAGEMENT

1.A.1. Conducts overall administrative review of submitted travel documents in DTS. This includes checking the document for accuracy in accordance with applicable regulations including the Joint Travel Regulations (JTR), making sure any appropriate adjustments are made, and returning incorrect travel documents to travelers for corrections

1.A.2. Review authorizations to ensure they comply with all applicable regulations, including the JTR and any local command policies that govern travel. Review and validate that all supporting documents are uploaded to DTS.

1.A.3. Notify travelers to complete vouchers within five (5) business days after their return from travel. Review and validate that all supporting documents are uploaded to DTS, and that the traveler executed travel per the approved travel authorization.

1.A.4. Monitors and takes action to close DTS travel authorizations with unsettled travel vouchers in conformance with travel guidelines and policy.

1.A.5. Serve as subject matter expert for applicable Department of Defense (DOD), Department of Navy (DON), NAVSUP, and other federal regulations and rules in regard to travel entitlements.

1.A.6. Provide customer service and advice to NAVSUP FLCY travelers, cardholders, approving officials (AOs), and other personnel on subjects ranging from status of document processing, assistance with building travel authorizations and vouchers, interpretation of JTR rules, and other DTS functionalities.

1.A.7. Researches and provides resolutions to correct DTS error codes on authorization and vouchers. Coordinates with financial staff as needed to resolve error messages.

1.A.8. Coordinates and contacts different travel help desks, including Travel Assistance Center (TAC) and CWT Sato Travel, to resolve issues facing travelers.

1.A.9. Perform duties as a Non-DTS Entry Agent (NDEA) for travelers who cannot access DTS. These duties include creating, updating, and submitting documents for these travelers.

1.A.10. Process manual travel orders in accordance with JTR regulations for travelers who cannot process their orders in DTS. Provide support for manual travel orders.

1.A.11. Prepares and distributes travel reports, including travel summary report showing status of authorizations and vouchers, and cross-organization travel status.

1.A.12. Provide audit readiness support by assisting with gathering documents and information in response to audit inquiries, inspector general (IG) inspections, and other audit engagements.

1.A.13. Contractor shall support the promulgation of published DTS training materials, program guidelines and rules and ensure that materials are accessible to personnel at all FLCY sites and detachments.

B. OVERTIME SUPPORT

The Contractor should anticipate working more than 40 hours per week no more than 2% of the time during the period of performance. Authorization must be obtained from the PCO, COR or ACOR prior to any hours worked over 40 hours per week.

2. SKILLS AND KNOWLEDGE REQUIRED FOR THE POSITION

The contractor must possess and exhibit the following skills and knowledge requirements:

a) High school graduate or equivalent.

b) Knowledge, familiarity, and ability to use the JTR to interpret guidance for travelers and approving officials, and to analyze and recommend solutions to difficult and complex travel issues.

c) Knowledge of and proficiency in DTS.

d) Skill in typing and use of computer for word processing, use of various Microsoft Office programs.

e) Skill in operating computer terminals, scanners, copiers, printers, fax machines, and email.

f) Knowledge of grammar, spelling, punctuation, and formats.

3.0 PERFORMANCE REQUIREMENTS SUMMARY:

PRODUCTS/DELIVERABLES: The contractor shall submit the following products/deliverables as stated below and confer with alternate contracting officer representative (ACOR) on format of reports. Upon submission of the required deliverable products, the contractor shall submit a Task Action Memorandum (TAM) with email notification to the ACOR, who will document the contract performance and forward to the contracting officer representative (COR). Deliverables shall be labeled with task number (1A.X).

Updates as necessary as required.

Weekly emails

Quality Assurance Surveillance Plan:

4.0 GUIDELINES: The contractor shall abide by NAVSUP/FLC/CFAY cleanliness, safety and health standards consistent with the requirements of OPNAVINST 5100 series, Navy Occupational Safety and Health (NAVOSH) Program.

5.0 WORK HOURS: Work hours will be 8 hours Monday through Friday 0700-1600.

6.0 PLACE OF PERFORMANCE: The normal place of performance is Building F-157 onboard Yokosuka Naval Base, Japan. Telework is allowed with COR approval.

7.0 WORK ENVIRONMENT AND PHYSICAL DEMANDS: Work is generally carried out in climate-controlled office spaces. Contractor’s personnel should be able to sit, stand and be able to accomplish light physical activity associated with office work.

8.0 GENERAL SAFETY AND HOUSEKEEPING: Contractor personnel shall keep his/her work area in a clean, presentable, safe, and condition at all times. Adhere to FLCY policies and requirements.

9.0 GOVERNMENT PROPERTY FURNISHED: The work under this contract is located at a Government Site or installation. Property that is incidental to the place of performance; such as when the contract requires contractor personnel to be located on a Government site or installation where the use of Government-provided office space and equipment, e.g., chairs, telephones, and computers, is standard practice will be made available and used by contractor personnel. The contractor shall maintain the assigned office space(s) in a neat and orderly manner. Contractor shall only use Government provided items to accomplish the tasks required under this contract. Personal or company use of phones, utilities, computers, printers, copiers, etc., not directly related to required services is strictly prohibited. Contractor shall not remove any Government provided items from the worksite without the express written permission of the Contracting Officer's Representative or his/her designated representative.