B08_Solicitation_Attachment_1_SOW.pdf

Attachment 1 - SOW

BUREAU OF INDIAN EDUCATION

DIVISION OF SCHOOL OPERATIONS

PROJECT MANAGEMENT SUPPORT SERVICES STATEMENT OF

WORK

The Bureau of Indian Education (BIE), Division of School Operations has identified an immediate need for Project Management, Technical Writing and Business Analyst support associated with the facilitation of the Bureau of Indian Education (BIE) facilities management program and data management. The Facility Management (FM) team supports 183 BIE schools across the nation and those assisting will be responsible for a wide range of services surrounding the formulation, presentation, and execution of the administrative, budgetary, and management functions of the FM, including those of subordinate offices, staff, and divisions within Indian Affairs. The incumbent will be responsible for providing high level management support, tracking various projects (at various stages), and creating reports/deliverables in support of the FM department, Deputy Bureau Director and the Director of the BIE.

The Division of FM needs to supplement existing federal staff to ensure timely completion of various authorized projects, related to technical facility projects, system user access requirements, building capacity, and timely updating centralized reports for upper management.

All personnel shall be familiar with a variety of project management delivery methods i.e., developing various tracking tools, tracking projects.

Task Summary Table

I. TASK ONE: SENIOR PROJECT MANAGER SUPPORT SERVICES

Required knowledge:

Knowledge of the fundamental project management principles, concepts, and practices, which constitute the core of knowledge acquired by a Master’s in Project Management, or related field, supplemented with a FAC PPM or equivalent PM certification and at least 10 years of experience. The position also requires the expert knowledge of project management methods and advanced application tools and technologies to develop solutions to a wide range of complex

Task Title 1 Senior Project Management Support Services

2 Senior Technical Writer Support Services

3 Business Analyst Support Services facilities problems and related management issues. Skill in communicating, negotiating, and expressing technical concepts and ideas, orally and in writing, to technical and non-technical personnel. Ability to write clearly, logically, and concisely and communicate effectively verbally and in writing. Skill in making formal presentations to present team assessments and findings.

Ability to convey analysis and information orally through briefings, consultations, and other presentations. Ability to lead collaborative tasks and exercise independence in all phases of analysis and consultation. Expert knowledge of state-of-the-art business practices, both in government and industry in order to analyze business requirements, assess project feasibility, and define current and future facility improvement, space and expansion projects. Expert knowledge of state-of-the-art analytical methods used in government and business to assess business development opportunities. Knowledge of business management tools such as finance, accounting, and strategic planning needed to produce business development plans. Expert knowledge of policy and planning concepts and practices, project methodologies, and advanced applications tools and technologies to develop solutions to a wide range of complex project management issues. Mastery knowledge of strategic planning and research to develop innovative strategies for complex facility improvement, space, and expansion projects. Ability to review and interpret policy and apply sound business practices and/or provide the appropriate recommendation(s). Develop and draft policy and guidance document, as requested.

Task: 1 Senior Project Manager Support Services

This task requires the engagement of customers in business initiatives, researching and resolving problems for customers, gaining intelligence concerning customer strategic plans, maintaining, and enhancing technical knowledge and skills, and representing the program during customer outreach contacts. The incumbent monitors and tracks progress of designated facility management projects and provides routine reports of accomplishments to appropriate officials and offices. In order to assist with improving services while maintaining regulatory compliance, the incumbent also performs the following specific duties:

• Assists the BIE Facility Manager and coordinate with BIE staff and key officials, including other federal agencies on the development tracking systems, which impact BIE Facilities, Property and Safety divisions, and programs for assistance with school space and expansion and facility improvement projects.

• Develops and implement techniques to manage control and evaluate all facility management program activities to ensure that the responsibilities, objectives and goals are accomplished in a timely, efficient, and effective manner and that they are consistent with established BIE or Indian Affairs policies, procedures, standards, federal laws and regulations.

• Analyzes and creates a program database in a OneDrive tracker or other information system and make recommendations for improvement. Creates and maintains appropriate and comprehensive project documentation for all assigned projects.

• Manages single or multiple projects as assigned and develops and manages the project schedules and plans to track tasks, durations, resources and performance. Project plans will include but not limited to project schedule, scope, and budget as appropriate for project size and complexity.

• Practices effective and efficient project management standards, methods and techniques that are industry proven.

• Conducts program and project management related tasks required for BIE and commercial industry compliance.

• Acts as the liaison for internal staff and external stakeholders through project initiation, planning, execution, control, and closing.

• Delivers intended project results on time, within scope, and at/or under budget.

• Manages efforts to define and document project charters, plans, and reports.

• Manages the BIE Facility Manager’s and stakeholders’ expectations.

• Exercises effective communication and coordination throughout project efforts.

• Manages and mitigates risks.

• Resolves issues at the lowest levels possible to a favorable end. Reports and escalates potential barriers in a timely manner.

• Measures project performance using appropriate key performance indicators.

• Oversees the revision of extended plans, goals, and objectives for the programs or projects within the portfolio, as directed.

• Exercises proficient use of Microsoft Project Professional, Microsoft Project Server, SharePoint and the MS suite of office products.

• Independently Plans, organizes work, and manages internal procedures and resources to ensure maximum productivity and efficiency.

• Troubleshoots and resolves issues experienced by users of all project management databases.

• Troubleshoots and resolves issues with project schedules and other project documentation in coordination with stakeholders as assigned to provide feedback for prompt updates and corrections.

• Makes recommendations to develop or improve processes and procedures.

• Ensures proper review of project justifications and cost estimates and are in the standard format with acceptable content, language, and proper grammar.

• Coordinates timelines for document submission for review and processing.

• Attends conferences and meetings.

• Prepares supporting documentation for presentations and proposals.

• Prepares and/or reviews correspondence, briefs, action documents, point papers, and slide presentations for use by management officials.

• Reviews, research and benchmark emerging trends in project, program, and portfolio management.

• Provide technical assistance and mentoring to Government employees on project management best practices and tools.

II. TASK TWO: SENIOR TECHNICAL WRITER SUPPORT SERVICES

Required knowledge: Knowledge of the fundamental writing principles, concepts, and practices, which constitute the core of knowledge acquired by a Master’s degree in English or a related field that would prefer the individual for this position accompanied by at least 10 years of experience. The position also requires the comprehensive knowledge and ability to convey analysis and information orally through briefings, consultations, and other presentations. Ability to write clearly, logically, and concisely and communicate effectively verbally and in writing.

Ability to engage customers in business initiatives, resolve problems for customers, gain intelligence concerning customer acquisition plans, maintain and enhance technical knowledge and skills, and represent the program during customer outreach contacts. Skill in making formal presentations to present team findings. Ability to lead collaborative tasks to further support and enhance the final report/deliverables.

Task 2: Senior Technical Writer Support Services.

The incumbent shall be skilled in communicating and expressing technical concepts and ideas, orally and in writing, to technical and non-technical personnel. The incumbent also performs the following specific duties:

• Prepares, reviews, and edit briefings and technical documents for the FM and Division Director and others, as needed.

• Edit documents to ensure grammatical correctness, appropriate tone, consistency in style and format, and conformance with policies and procedures.

• Prepares, evaluates, and/or rewrites documents to improve written presentation in terms of logical development of ideas and concepts, the reading and knowledge level of the intended audience, the method of expression, and the overall quality of writing.

• Consults with Facility Manager to plan and advise on content, format, and policy before final publication of documents.

• Develops technical material and facilitates team discussions in order to advance the discussion to final product.

• Performs creative writing and editing techniques to develop information/materials.

• Assists team with developing statements of works for upcoming projects.

• Possesses strong writing and presentation skills, including the ability to synthesize complex analyses into easy-to-understand language for a non-technical audience.

III. TASK THREE: BUSINESS ANALYST SUPPORT SERVICES

Required knowledge:

Knowledge of the fundamental writing principles, concepts, and practices, which constitute the core of knowledge acquired by a Bachelor’s degree in Business or a related field accompanied by at least five years of experience. The position also requires the comprehensive knowledge and ability to convey analysis and information orally through briefings, consultations, and other presentations. Ability to write clearly, logically, and succinctly and communicate effectively verbally and in writing. Ability to engage customers in business initiatives, resolve problems for customers, gain intelligence concerning customer acquisition plans, maintain and enhance technical knowledge and skills, and represent the program during customer outreach contacts.

Ability to convey analysis and information orally through briefings, consultations, and other presentations. Ability to lead collaborative tasks and exercise objectivity in all phases of analysis and consultation.

Task 3: Business Analyst Support Services

The incumbent shall be skilled in communicating and expressing technical concepts and ideas, orally and in writing, to technical and non-technical personnel and have extensive knowledge of business management tools such as finance, accounting, and strategic planning needed to produce business development plans. The incumbent also performs the following specific duties:

• Applies analytical techniques to compile information and assess administrative procedures within the office.

• Assists in the development of tracking databases, and implementation of any new automation to improve internal operations.

• Compiles data and prepares draft administrative status reports for review at all levels.

• Possesses strong oral and written communicative skills.

• Recognizes, identifies, and proposes potential solutions to complex administrative management challenges.

• Experienced with handling special projects and is skilled in communicational relationships with internal and external customers, report writing and data gathering and analysis

• Coordinates with Acquisition Management, Contracting Officers Representative (COR), and Facility Manager to track, monitor, and coordinate facility improvement and space expansion projects

• Works with Project Manager to establish workload priorities and track projects in the OneDrive tracker

• Establishes and maintains an effective file management system for records and documentation.

• Prepares a variety of descriptive reports, memoranda and other written materials of project significance.

• Assists teams with market research and developing cost estimates for upcoming projects.

• Assists the Special Assistant with the BIE Office space planning efforts. Coordinates meeting scheduling, review of planning documents, and coordination with key members of the management team.

KEY PERSONNEL REQUIREMENTS

(A) Certain skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. These are defined as "Key Personnel" and are those persons whose resumes were submitted for evaluation of the proposal. The contractor agrees that such personnel shall not be removed from the contract work or replaced without compliance with paragraphs (b) and (c) hereof.

(B) If one or more of the key personnel for whatever reason becomes, or is expected to become, unavailable for work under this contract for a continuous period exceeding thirty (30) work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the contractor shall immediately notify the Contracting Officer and shall, subject to the concurrence of the Contracting Officer or his authorized representative, promptly replace such personnel with personnel of at least substantially equal ability and qualifications.

(C) All requests for approval of substitutions hereunder must be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitutions. They must contain a complete resume for the proposed substitute, and any other information requested by the Contracting Officer or needed by him to approve or disapprove the proposed substitution. The Contracting Officer or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof in writing.

(D) If the Contracting Officer determines that suitable and timely replacement of key personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the services ordered, the contract may be terminated by the Contracting Officer for default or for the convenience of the Government, as appropriate, or, at the discretion of the Contracting Officer if he finds the contractor at fault for the condition, the contract price or fixed fee may be equitably adjusted downward to compensate the Government for any resultant delay, loss, or damage.

DELIVERABLES

DELIVERABLES TABLE

Deliverable Description Frequency Due Date Format

1 Develop the appropriate Project management tracking tools for the following types of projects.

- Facility Improvement Projects;

Major Improvement and Repair projects;

- System user access requirements for all facility staffing;

- Space Expansion Projects;

current space allotments;

- BIE Office space availability;

future planning;

- Other facility and administrative related projects.

1st draft due 2 weeks after start date.

Final draft due 3 days after Government review/comment.

Ongoing updates as requested by the Government.

Microsoft OneDrive or other agreed upon format.

2 Weekly Tracker Updates Weekly COB Thursday’s

MM-DD-2022

3 Month end report Monthly COB 5TH of following month

4 Ongoing adhoc reports associated with tasks outlined above.

As agreed upon.

As agreed upon.

TRAVEL

Contractor travel shall conform to the Federal Travel Regulations. Documentation is required. Receipts for hotel/lodging, rental car, gasoline and other necessary travel expenses substantiating the costs be reimbursed shall be submitted with invoices.

The need to travel should be considered only when the use of telephone, email or mail will not accomplish the purpose requiring the travel.

All travel shall be approved by the COR prior to departure and validated travel at completion.

All travel shall be performed on a reimbursable basis.

Upon return the Contractor will provide a detailed travel report within 3 days of return that includes but is not limited to:

1. Site and Project Number

2. Who you met with and contact information

3. Brief Overview

4. Findings and Concerns/Issues

5. Recommendations and Conclusions

Anticipated level of travel will vary – up to two weeks per month.

CONTRACTING OFFICERS REPRESENTATIVE

The Government’s Contracting Officer’s Representative (COR) for this Task Order will be the primary contact between the Contractor and the Government’s Contracting Officer. The COR will be responsible for monitoring assessing and reporting on the performance of the Contractor. The COR will notify the Contracting Officer, in writing, when there is major shift and/or change in any of the requirements. The government will provide sufficient lead time for the Contractor to adjust to such changes.

The COR’s name and address is:

To be added after award.

BILLING PROCEDURES

The contractor will submit itemized invoices and vouchers at monthly intervals and will follow the format established for the approved budget. The Contractor will invoice only those expenses in the negotiated budget. The Contractor will generally provide to the COR one original signed invoice per month.

The Government’s COR will review each invoice, recommend amount(s) to be paid and submit to the Contracting Officer no later than one (1) day after receipt of each invoice. The COR will provide the analysis and explanation for any adjustment(s) from the amount invoiced. The Contracting Officer will provide an explanation for any adjustments or deductions to the invoiced amount and an approved copy of the invoice to be paid to the COR and the Contractor.

SCHEDULE

The Contractor shall hire personnel to meet all project requirements. The majority of the work will be performed on normal workdays, federal holidays excluded, between the hours of 8:00 a.m. and 5:00 p.m. MT. The Contractor will on occasion may need to provide services outside of these time frames, which will be provided on an “as needed” basis and shall only be performed after prior approval has been obtained by the Contracting Officer and/or the COR.

LOCATION OF WORK

Contractor services shall be provided at the contractor’s location.

USE OF GOVERNMENT INFORMATION TECHNOLOGIES

The Contractor shall use Government information systems and agrees to abide by all Indian Education security requirements contained within the various DOI and BIE policy and procedures. All Contractors will complete the Federal Information Systems Security Awareness (FISSA) online training and complete an annual certification prior to obtaining access to Federal systems. The COR will provide the Contractor with annual information relative to IT security requirements including mandatory training, at no cost to the Contractor.

OFFICE ACCESS

The Contractor may have access to the FM work location and will be required to abide by all safety and security rules. A briefing shall be provided by the COR.

BACKGROUND CHECK

Contractor employees working under this order will be subject to background checks and will be required to receive a favorable rating prior to onboarding. See the background check clause in the contract for additional information.

GOVERNMENT FURNISHED PROPERTY

BIE will provide office equipment such as a computer and docking station.