Attachment 58 - 009.PWS Travel Clerical Services.docx

Attachment 58

Performance Work Statement for Navy Medicine Readiness & Training Command Yokosuka Travel Clerical Support Services: Japan

1.1 SCOPE: The contractor shall provide travel clerical services for the Business Office at USNH, Building 1400, Yokosuka, Japan.

1.2 APPLICABLE DIRECTIVES:

OPNAVINST 5100 series, Navy Occupational Safety and Health (NAVOSH) Program, United States Navy Medicine Readiness & Training Command (USNMRTC) safety and regulations , the Joint Travel Regulations (JTR) and the Defense Travel System (DTS) Regulations.

1.3 ACRONYMS AND ABBREVIATIONS:

NAVHOSP Naval Hospital

2.1 REQUIREMENTS

2.2 SPECIFIC TASKS:

a. TASK 1. TRAVEL CLERICAL SUPPORT. The contractor shall receive and route incoming travel requests and provide accurate cost estimations and accounting data. Travel requests include emergency leave, MEDEVAC/AEROVAC, military/civilian TAD, permissive travel, military/civilian student travel, RAT travel, local travel and vicinity travel. Once travel requests are appropriately routed through the Chain of command, contractor shall ensure Defense Travel System data is input correctly reflecting information on the travel requests. The contractor shall process both original orders and order modifications when required, ensuring signatures, correct line of accounting data, and Defense Travel System data is input correctly. The contractor shall ensure that all orders/authorizations are signed by the Authorizing Official. The contractor will ensure accurate travel claim reimbursement paperwork (DD Form 1351-2) and supporting receipt documentation has proper signatures and is completed correctly. More specifically, the contractor will ensure that a copy of commercial airline passenger receipt/ticket or SATO Travel Office’s copy of itinerary is enclosed, ensure copy of rental car receipt is enclosed, if required, ensure copy of receipts for all claims for reimbursement for $75.00 or more are included with member’s claim for reimbursement. The contractor shall process Group claims for liquidation by location and in command order, and ensure that all claim forms are signed by the command’s Authorizing Official and the member who performed the travel. The contractor shall ensure that non-travel entitlements and leave taken or earned in conjunction with official travel shall be inputted into DTS. Contractor personnel may not liquidate travel claims of their family members or friends. All travel claims received by the contractor for processing that belong to a family member or friend must be given to another TAD clerk for processing. The contractor will be required to access government travel card system and assist with credit card applications, activating and deactivating accounts, and generating reports. The contractor will be responsible for filing training certificates in appropriate files. The contractor shall maintain an adequate filing system, ensuring that all files are properly labeled with required information and proper documentation, original orders, travel voucher, required receipts, and flight itineraries is filed. More than 1,712 TASK 1 transactions will require processing during the period of performance. Performance goals for TASK 1 are as follow:

1) The contractor shall input a traveler’s personal information and ensure that banking information, social security number, and account numbers are keyed into the Defense Travel System database correctly without error. This database must be reconciled monthly.

2) The contractor is required to assist travelers and provide high quality customer service. No more than two customer service complaints annually.

3) Process an average of two (2) transactions per hour.

3.0 SKILLS AND KNOWLEDGE REQUIRED FOR THE POSITION:

Contractor personnel shall possess the necessary travel clerical knowledge and skills necessary to carry out all assigned travel clerical duties, including but not limited to MTF Customer Services Model, Microsoft office, DTS, JTR, and City Bank online platform. In depth knowledge of accounting, budget or other financial management methods, practices, procedures, and techniques related to specific financial management functions to examine, verify and maintain and reconcile accounts and accounting data, prepare and analyze reports. Knowledge of a wide variety of interrelated steps, conditions, and procedures or processes required to assemble, review, and maintain complex accounting, budget, other fiscal transactions, budget, or other financial management laws, regulations, and requirements to ensure compliance and recommend action.

Knowledge of financial regulations and rules covering diverse types of transactions to function as a technical authority for the resolution of a range of issues or problems. Ability to communicate orally and in writing to obtain and provide information related to organizational, administrative, and procedural matters. Skill in office automation to digitally create, collect, store, manipulate, and relay information.

4.0 GUIDELINES

4.1 The contractor shall abide by USNHY cleanliness, safety and health standards consistent with the requirements of OPNAVINST 5100 series, Navy Occupational Safety and Health (NAVOSH) Program.

4.2 Federal, DOD, Navy, and local regulations, policies, standard, and precedents provide general guidance, but do not specify the approach to follow to accomplish the work. When guidelines are lacking, employee must generate new or improved methods to be tested, which may provide a basis for future guidelines. Considerable judgment is required in relating guidelines to the development of solutions to problems.

5.0 WORK HOURS:

Work shall normally take place during 1ST Shift, 0700-1530 Monday-Friday.

6.0 PLACE OF PERFORMANCE:

The normal place of performance is at U.S. Naval Hospital Yokosuka, PSC 475 Box 6, FPO AP 96350-1600, Japan.

7.0 WORK ENVIRONMENT AND PHYSICAL DEMANDS:

Work is generally to be carried out in climate-controlled office spaces. Contractor personnel should be able to sit, stand and otherwise be physically able to carry out routine 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 USNH Yokosuka policies and requirements.

9.0 SECURITY CLEARANCE:

Work under this PWS is unclassified. Security clearance required secret

10.0 GOVERNMENT FURNISHED PROPERTY:

The government will provide, consumable supplies required for the tasks listed above, work space at the Naval Hospital, Yokosuka, PC workstations with computer and government-owned light trucks necessary for the accomplishment of assigned tasks. The contractor shall maintain the assigned space in a neat and orderly manner. Contractor shall only use government-furnished facilities and equipment to accomplish the tasks required under this order. 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-furnished equipment or supplies from the worksite without the express written permission of the Contracting Officer’s Technical Representative or his/her designated representative.

11.0 DELIVERABLES/QSAP

12.0 ALTERNATIVE CONTRACTING OFFICER’S REPRESENTATIVE:

The Contracting Officer hereby designates the following individual as contracting Alternative Officer’s Representative (ACOR) for this contract.

Alternative Contracting Officer’s Representative:

Voice Phone:

E-mail: