Attachment A Performance Work Statement.pdf

Performance Work Statement National Oceanic and Atmospheric Administration (NOAA)

National Marine Fisheries Service Pacific Islands Regional Office

Operations, Management, and Information Division Administrative Support

Background The Pacific Islands Regional Office (PIRO) is part of the National Oceanic and Atmospheric Administration (NOAA), National Marine Fisheries Service (NMFS), headquartered in Honolulu, Hawaii. PIRO manages programs that support both domestic and international conservation and management of living marine resources within the Pacific. The Pacific Islands Region comprises Hawaii, American Samoa, Guam, Commonwealth of the Northern Mariana Islands, and other U.S. Pacific islands.

The Operations, Management and Information (OMI) division provides PIRO programs with facilities, administrative, human resources, budget execution, acquisitions including contracts and grants, and information management and technology services needed for mission success. PIRO/OMI has a need for non-personal administrative general support.

Tasks Key tasks include the following:

Task 1. The contractor shall provide spreadsheet tracking and coordination

A. Enter, coordinate, dispatch, track, and provide the status for help desk tickets using spreadsheets and standardized reports in accordance with internal OMI division procedures.

B. Coordinate, dispatch, track and provide status for PIRO’s internal Personnel Action Request System (PARS).

Task 2. The contractor shall provide travel support

A. Coordinate with appropriate staff and travel agents in the preparation of travel in accordance with Pacific Islands Regional Office Standard Operating Procedure, PIRO Travel Program Google Drive and Office of Management and Budget (OMB) travel policy for division personnel and invitational travelers.

B. Utilize E2 Solutions software to prepare travel authorizations and process travel vouchers in accordance with the Federal Travel Regulations (FTR).

a. FTR: https://www.ecfr.gov/current/title-41/subtitle-F

b. E2 Solutions website:

https://e2.gov.cwtsatotravel.com/ThinkCAP/e2/login?execution=e1s1

c. E2 Solutions User Guidance and handbook reference(s) e.g.

E2_SolutionsFYEGuidance_FY22; E2_User Guide; e2 Systems Basics, E2 Solutions Overview

d. NOAA Travel Regulations (NTR):

https://www.noaa.gov/organization/administration/nao-204-1-official-travel https://e2.gov.cwtsatotravel.com/ThinkCAP/e2/login?execution=e1s1 https://www.noaa.gov/organization/administration/nao-204-1-official-travel

e. NOAA Fisheries Travel Policy C. Assist with the proper organization (e.g., filing, labeling, etc.) of hard copy and electronic records pursuant to the NOAA and The National Archives and Records Administration (NARA) records schedules.

a. https://www.noaa.gov/organization/administration/noaa-records-management D. Assist with updating the travel spreadsheet.

Task 3. The contractor shall provide meeting support

A. Provide on-site or off-site meeting logistics according to PIRO internal procedures. This includes checking on the availability of meeting rooms, securing and sending out emails and calendar invites as appropriate, and coordinating with PIRO IT to ensure appropriate IT equipment is reserved and set up accordingly.

Task 4. The contractor shall provide procurement support

A. Assist with the assembly of contract procurement packages for supplies and services according to

PIRO internal procedures. This includes market research, routing required forms for completion and signature, and submitting the package to the appropriate contact for entry into the procurement system.

B. Enter micro-purchase requests in PIRO’s internal Multi-Procurement System (MPS). This includes market research, routing required forms for completion and signature, and attaching the forms in the system.

Task 5. The contractor shall provide invoice processing support

A. Prepare invoice package, submit to proper contact for review and approval, submit invoice package to finance for processing, and track invoices in accordance with internal PIRO procedures.

Task 6. The contractor shall provide property support

A. Serve as a Property Contact and assist with receiving and documentation of all property.

a. Training requirement in the Commerce Learning Center (CLC):

https://doc.csod.com/client/doc/default.aspx

b. BAS Sunflower portal: https://afsitsm.servicenowservices.com/bas

c. Office of Management and Budget Personal Property Guide and handbook

B. Assist Property Custodians with annual inventory.

C. Assist Property Custodian and Property Contacts with asset status and tracking.

D. Assist Property Custodians to ensure hand receipts are generated, current, and signed.

E. Prepare, track, and deliver property to staff onsite and offsite.

Task 7. The contractor shall provide emergency assistance

A. Serve as the onsite floor monitor according to internal Inouye Regional Center (IRC) procedures.

Task 8. The contractor shall provide the following receptionist tasks http://www.archives.gov/records-mgmt/ https://afsitsm.servicenowservices.com/bas

A. Answer PIRO’s main line using business etiquette and direct calls to appropriate staff or take messages.

B. Check PIRO’s main line voicemail, take messages, and distribute to the appropriate staff.

Task 9. The contractor shall provide mail support

A. Receive, stamp, and distribute all incoming mail and packages to the appropriate recipient B. Meter outgoing mail daily C. Prepare shipping labels for outgoing packages and deliver to the mail room.

a. In accordance to internal PIRO mail procedures

Deliverables

The contractor shall provide Monthly progress report to include, but not necessarily be limited to, the following:

● Narrative summary of work performed during the period including an account of concerns and anomalies;

● Number of actions processed should be quantified when appropriate;

● Breakdown of percentage of time spent in each area of work;

● Accomplishments and issues encountered; and

● Travel (including purpose, significant outcomes, action items), and recommendations, if applicable.

Qualifications

A. Bachelor’s Degree from accredited college or university and minimum 3 years experience in a related field

-or-

High School Diploma and 5+ years of work experience in a related field.

B. The proposed contractor must have experience in the following:

● Excellent verbal and written communication skills

● Excellent organizational skills

● Proficient with MS Office

● Proficient Database management skills

Performance Requirements Summary

This includes a Performance Requirements Summary (PRS) and Quality Assurance Surveillance Plan (QASP). The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

Required Service and Designation

Desired Outcome

Performance Standard

Acceptable Quality Level

(AQL)

Monitoring Method

Incentive/ Disincentive

1. Spreadsheet tracking and coordination for help desk tickets and PARS

Accurate tracking and timely entry.

Accuracy and timeliness

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective Action Plan/Poor performance rating

2. Provide travel support

Process travel orders and travel vouchers.

Timeliness and quality

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective Action Plan/Poor performance rating

3. Meeting support

Provide meeting logistics

Accuracy and timeliness

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective Action Plan/Poor performance rating

4. Procurement and MPS support

Submit accurate procurements packages within fiscal deadlines

Accuracy and timeliness

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective

Action Plan/Poor performance rating

5. Invoice processing support

Submit invoices for timely payment.

Accuracy and quality

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Deliverables could be rejected and require a Corrective Action Plan/poor performance

6. Property support

Enter new property and track existing property

Accuracy and quality

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Deliverables could be rejected and require a Corrective Action Plan/poor performance

7. Emergency assistance

Serve as floor monitor during emergency evacuations

Accuracy and quality

Performance standard met at least 95% of time.

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Deliverables could be rejected and require a Corrective Action Plan/poor performance

8. Receptionist tasks

Answer mainline and direct messages to appropriate contact.

Accuracy and quality

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective Action Plan/Poor performance rating

9. Mail support Process incoming and outgoing mail

Accuracy and timeliness

Performance standard met at least 95% of time

Daily/Weekly check-ins

Incentive:

Timely payment.

Disincentive:

Corrective Action Plan/Poor performance rating

Confidentiality and Data Privacy

This contract may require that services contractors have access to Privacy Information. Services contractors are responsible for maintaining confidentiality of all subjects and materials and may be required to sign and adhere to a Non-disclosure Agreement (NDA).

Government Furnished Resources

The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract, and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

Operational Hours

Work hours will typically be from 8:00 a.m. – 4:30 p.m. HST but may vary as business needs permit. Work schedules must be fixed and must include working 8 hours per day within the collaboration hours, which are from 9:00 a.m. to 2:00 p.m. HST and IRC building hours, which are from 6:00 a.m. to 6:00 p.m. HST.

Federal Holidays

Federal offices are closed on the following federal holidays: New Year's Day, Martin Luther King's Birthday, Washington's Birthday, Memorial Day, Juneteenth, Independence Day, Labor

Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. When any such day falls on a Saturday, the preceding Friday is observed as a federal holiday. When any such day falls on a Sunday, the following Monday is observed as a federal holiday. Observance of such days by government personnel shall not be cause for an extension to the delivery schedule or period of performance or adjustment to the price, estimated cost, or fee(s), if any, except as set forth in the purchase order. Except for designated around the clock or emergency operations, the contractor shall not be able to perform on-site under this purchase order during federal holidays set forth above. In the event the contractor works during a holiday observed by the contractor other than those above, no form of holiday or other premium compensation will be reimbursed as either a direct or indirect cost. However, this does not preclude reimbursement for authorized overtime work.

Place of Performance

Work will be conducted on-site daily at the IRC PIRO office located at 1845 Wasp Blvd., Honolulu, HI, 96818. In cases of shutdown or furlough (or in other instances which cause the Government facility to be closed), contact the COR for guidance.

Situational telework may be coordinated by the contractor Program Manager on a case by case basis but the COR must be provided with advanced notice of situational telework.

Overtime, Travel, and Training

Overtime is not anticipated or authorized at this time. If overtime is required, a contract modification must be executed by the Contracting Officer prior to performance.

Travel is not expected or authorized for this task order.

Training is authorized for NMFS/NOAA/DOC specific systems and requirements. Completion certificates must be submitted to the COR no later than 3 business days after the start of the contract/task order or completion of courses after authorization. The following training is currently required to be completed under this task order. The COR may authorize additional training that is necessary for the task order and not commercially available.

● NOAA IT security (required for all contractors)

● NOAA Safety training (required for all contractors working on-site, i.e., at a Government facility)

● Sexual Assault/Sexual Harassment Prevention and Response Training IAW NAM 1330-52.222-

70(b)(6) (required for all contractors, contractor-provided)

● Records Management 101 (required for all contractors)

● Sunflower property management

● E2 Travel Solutions

Additional commercial or non-task order specific training may be permitted under the following circumstances: 1) prior written approval is obtained from the COR, 2) there is no additional cost to the Government for attendance, 3) the time is not billed to the Government, and 4) there is no relief/change for deliverable due dates.

Post-Award Meeting

The Contractor shall attend a post-award meeting with the Contracting Officer, Contracting Officer Representative, and Project Lead no later than 10 business days after the date of award. The purpose of the meeting is to set the standards of performance, clarify details, place of performance, building access time, communication channels, anticipated travel (if any), required government training, progress reports, and invoicing details. The meeting may be held virtually.

Period of Performance The base period is expected to begin no more than 10 days from the date of award for 12 months, with two (2) option periods.

Base Year: 2/1/2023 – 1/31/2024 Option Period I: 2/1/2024 – 1/31/2025 Option Period II: 2/1/2025 – 1/31/2026