Attachment_A_PWS_4-10-15.pdf

ATTACHMENT A

DE-WA0008317

Performance Work Statement 04/10/2015

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WESTERN AREA POWER ADMINISTRATION

ROCKY MOUNTAIN REGIONAL OFFICE

ADMINISTRATIVE & WAREHOUSE SUPPORT SERVICES

PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

1. GENERAL

2. ADMINISTRATIVE SUPPORT

2.1 SECRETARIAL AND ADMINISTRATIVE SUPPORT

2.2 RECORDS MANAGEMENT SUPPORT

3. MISCELLANEOUS ADMINISTRATIVE SUPPORT

4. WAREHOUSE, MAIL AND DUPLICATING SUPPORT

EXHIBIT 1: MINIMUM QUALIFICATIONS

EXHIBIT 2: GOVERNMENT-FURNISHED PROPERTY (GFP)

EXHIBIT 3: PERFORMANCE REQUIREMENTS SUMMARY (PRS)

EXHIBIT 4: CONTRACT DISCREPANCY REPORT (CDR)

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WESTERN AREA POWER ADMINISTRATION

ROCKY MOUNTAIN REGIONAL OFFICE

ADMINISTRATIVE & WAREHOUSE SUPPORT SERVICES

1. GENERAL.

1.1 SCOPE OF WORK.

Western Area Power Administration (Western), Rocky Mountain Region (RMR) requires a contractor to perform Administrative and Warehouse Support Services at various locations in Colorado, Wyoming and Utah. The required services, as described further in this Performance Work Statement (PWS), include but are not limited to the following: general administrative support (e.g., secretarial, receptionist), records management, warehousing (e.g., shipping/receiving, inventory), duplicating, and mail handling support services. The services described in this PWS are essential to RMR’s and Western’s mission.

The services required by this PWS support Western’s operation and maintenance activities at the RMR Power Marketing and Operations Complex (PMOC) located in Loveland, Colorado, three field maintenance division offices, six field offices, and alternate control centers at various locations in Colorado, Nebraska, New Mexico, Utah and Wyoming, and the Colorado River Storage Project Management Center (CRSP-MC) in Salt Lake City, Utah. This contract may also be used to provide support for other Western offices including the Corporate Headquarters Office (HQ) and other Western regional offices: Upper Great Plains Region (UGP), Desert Southwest Region (DSW), or Sierra Nevada Region (SNR).

1.2 BACKGROUND.

Western, part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region. The RMR serves preference customers in Colorado, Wyoming, Nebraska and Kansas. The CRSP-MC provides transmission services to facilities in Arizona, New Mexico, Colorado, Utah, Texas and Wyoming. RMR’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power from CRSP and 19 hydroelectric power plants in the Loveland Area Projects to wholesale customers. In accomplishing this mission, Western’s work consists of, but is not necessarily limited to: power marketing, operation and maintenance, engineering and construction, and administrative services.

Western’s corporate office is the HQ, located in Lakewood, Colorado.

1.3 LOCATION.

Most of the support required under this contract will be performed primarily at the RMR PMOC and also at the Western Colorado Maintenance Office (WCMO) in Montrose, Colorado. The PMOC consists of several buildings: the main building, maintenance building, communications, DE-SOL-0008317 Page 3 of 33 04/10/2015 meter, relay & lab building, and the warehouse building. This site also includes a warehouse yard and a hazardous waste storage building. Contractor employees will also be located at RMR facilities in Casper, Cody and Cheyenne, Wyoming; Brush and Craig, Colorado; and at the CRSP-MC in Salt Lake City, Utah; but in the future may be located at other sites.

Services shall be performed on site. Flexiplace and telecommuting (e.g., work from home) are not authorized. The Contracting Officer (CO) may change the location for performance of work under the contract.

1.4 STAFFING AND PERSONNEL.

1.4.1 The Contractor shall provide qualified and skilled personnel, supervision, management, and administrative services necessary to successfully meet the Government’s requirements. (See PWS Exhibit 1, Minimum Qualifications.)

1.4.2 All personnel shall present a professional appearance and be dressed appropriately for the type of work they are performing.

1.4.3 All contractor personnel, as required by FAR 37.114(c), shall identify themselves as contractor employees in situations where they attend meetings, answer Government telephones, or work in situations where their contractor status is not obvious, to avoid creating the impression they are Government officials. In addition, email correspondence shall reflect in an easily identifiable manner that the author of the email is a contractor.

1.4.4 Contractor shall provide at Contractor’s sole expense name plates for its employees under this Contract that identify the employee’s name and the contractor’s company name (not subcontractor).

1.5 CONTRACT MANAGEMENT AND INTERFACE.

1.5.1 The Contractor’s management/supervisory staff shall be responsible for delegating work and assuring that quality work products are produced within timeframes established by the Contract, this PWS, the CO or the Contracting Officer’s Representative (COR).

1.5.2 This is a contract for non-personal services. Government personnel shall not supervise Contractor personnel.

1.5.3 The Contractor’s management/supervisory staff shall be the focus of interface between Government personnel for specific work teams, as applicable, through the COR and CO and the Contractor.

1.6 HOURS OF WORK.

1.6.1 RMR PMOC regular business hours are from 7:30 a.m. to 4:30 p.m. daily, and for the WCMO, from 7:30 a.m. to 4:00 p.m. daily, Monday through Friday, except for Federal holidays.

Differing from this schedule may be authorized on a case-by-case basis with the COR’s and

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CO’s prior approval. Field office hours may vary somewhat.

1.6.2 Overtime may be necessary on occasion as indicated by the COR and CO. (Reference Solicitation Attachment D and Contract Line Items (CLINs) 0001, 1001, 2001, 3001 and 4001.)

1.6.3 The COR and CO may require selected contract staff to be available to provide support at times other than normal business hours.

1.7 TRAVEL AND TRAINING.

1.7.1 Transportation shall normally be performed in contractor-owned or contractor-provided vehicles (or contractor employees’ privately owned vehicles (POV), in accordance with contractor’s policies). Contractor employees must have a valid State driver's license. The contractor shall ensure that employees who operate vehicles comply with all State laws relating to motor vehicle operation.

1.7.2 Routine Travel. It is necessary periodically for contract employees to travel to Western’s HQ, regional and field offices, substations, etc. Such travel is considered routine and is inherent in performing the services described in this PWS. (Reference Solicitation Attachment D and CLINs 0001, 1001, 2001, 3001 and 4001.)

1.7.3 Non-Routine Travel and Training. Written COR and CO approval is required prior to all non-routine travel and training specific to the performance of this Contract (including in-house Government-provided training). Reference clause WES-H-1028, Training. Training and travel shall be coordinated with the COR in order to minimize adverse impact to Western’s operations.

(Authorized Non-Routine travel and training expenses are reimbursable under CLINs 0002 & 0003, 1002 & 1003, 2002 & 2003, 3002 & 3003, and 4002 & 4003.)

1.7.3.1 When overnight travel is required, per diem allowances will be reimbursed at Government rates in effect on the date(s) of travel. Reference clause WES-H-1013, Reimbursement for Contractor Travel.

1.7.4 All employees who work at Western facilities, including Contractor personnel, may periodically be required to take mandatory training, including but not limited to annual cyber security and NERC CIP security awareness training, official use of government property, EEO training, and safety training. The Contractor shall ensure that Contractor personnel have completed the required training and shall report completion of training to the COR and CO.

1.7.5 Contractor is responsible for orientation and on-the-job training of new contractor employees.

1.8 QUALITY CONTROL AND QUALITY ASSURANCE

1.8.1 The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the

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Government’s performance standards outlined in the Performance Requirements Summary (PRS) section of this PWS.

1.8.2 Performance Standards. See PWS Exhibit 3. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government.

1.8.3 Government Surveillance of Contractor Performance. In order to supplement the Contractor’s QCP, Western personnel will verify contractor compliance with essential performance requirements. The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc.

1.8.4 Contract Discrepancy Report (CDR). A CDR (PWS Exhibit 4) will be initiated by the CO or COR if, at any time during the performance, the results of Western’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS, and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

1.8.4.1 The COR completes Blocks l through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

1.8.4.2 The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.

1.8.4.3 The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.

1.8.4.4 Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

1.8.4.5 In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month. The Government should not withhold payment of an invoice while calculating the deduction.

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1.8.4.6 The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c.

These signatures indicate concurrence with the actions taken.

1.8.4.7 In the event the CO determines that issuance of a CDR is not appropriate; the CO shall document the contract file indicating why such action is not appropriate.

1.9 COMPLIANCE WITH REGULATIONS, POLICIES AND PROCEDURES.

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State and local laws and regulations, and with all applicable DOE, Western, and local policies and procedures, including but not limited to the most recent edition of applicable department/agency orders, policies, and regulations.

1.9.1 The Contractor shall obtain and maintain, at its sole expense, all necessary certifications, licenses and permits required to meet the requirements of the Contract.

1.10 PROJECT MANAGEMENT.

The Contractor shall use project management techniques as appropriate to manage tasks or projects. When required by the COR and CO, the Contractor shall prepare a detailed project plan for specific tasks or projects. The plan shall include a description of the project, scope, functional requirements, work breakdown structure, milestones, timelines, resources and other information required by the COR and CO. The plan shall be in sufficient detail to ensure clear understanding of the requirements. The Contractor shall keep the COR and CO informed of status and shall submit reports as required by the COR and CO. Tasks/Projects (including all required deliverables such as documentation) shall be timely and successfully completed to the CO/COR’s satisfaction.

1.11 REPORTS.

Design of reports, and data provided in the reports, shall be approved by the COR and CO. The Contractor shall not expend resources on reports not directed or required by the COR and CO.

The Contractor shall provide the following reports, and other reports identified in the PWS or as directed by the COR and CO.

1.11.1 Monthly or periodic production, activity, or progress reports may be required on work performed in categories identified by the COR and CO. These reports shall only be prepared upon COR’s and CO’s request.

1.11.2 Monthly updated Organizational Chart of all Contractor employees performing services under this Contract.

1.11.3 Schedule of leave or training days for the upcoming week for all Contractor employees shall be provided to the COR and CO on request.

1.11.4 A Training Plan for all Contractor employees performing services under this Contract, provided to the CO and COR at the beginning of each performance period.

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1.11.5 Quarterly report of training accomplished by Contractor employees, submitted no later than the 10th calendar day of the following month.

1.11.6 Annual Greenhouse Gas Emissions report. Contractor shall provide “routine” travel information (to include airline trips, rental vehicle trips, and POV mileage) in the format provided by the CO.

1.11.7 Annual mail and records management reports as required by the Western Records Manager.

1.11.8 The Contractor shall document standard operating procedures (SOPs) for work performed under this Contract, and shall update the SOPs at least once during each contract year. The Contractor shall submit an annual report to the CO, no later than two weeks after the end of each contract year, containing at minimum the SOP titles, any revisions made, and dates of revisions.

1.11.8.1 Contractor shall ensure that each of its employees maintains a current desktop guide containing current SOPs, guidelines, and other reference materials (e.g., samples, templates) applicable to their position and duties. These desktop guides shall remain at each employee’s location for ongoing reference and for the use of new contractor employees.

1.12 GOVERNMENT-FURNISHED PROPERTY, EQUIPMENT AND MATERIALS.

1.12.1 Office and special purpose space will be provided by the Government at the Western sites where support services are required.

1.12.2 The Government shall furnish necessary property, equipment, and materials/supplies in reasonable quantities to the Contractor to perform services under this Contract. These items may include, but are not limited to, those items listed on PWS Exhibit 2.

1.12.3 Contractor shall provide all Personal Protective Equipment (PPE) (e.g., safety boots, eye protection) as appropriate to the work and as required by OSHA or other applicable law or regulation. However, the Government will furnish protective clothing and work gloves for handling of polychlorinated biphenyls (PCBs), oil spills and other hazardous materials for contractor employees that have been trained by Western and designated as first responders to support Federal maintenance and environmental personnel.

1.12.4 The Government may provide Government-owned or –leased vehicles (GOVs) in specific limited cases when inherent to the task being performed (such as Warehouse Specialists transporting or delivering large items), and only with COR’s and CO’s prior approval. All other contractor employees may operate GOVs in the performance of their duties under this Contract, within the confines of the facility perimeter only. Contractor employees must have a valid State driver's license (or commercial driver’s license if required). The Contractor shall ensure that employees who operate GOVs comply with all State laws relating to motor vehicle operation.

The Contractor shall ensure that employees are aware of all Federal regulations and Western's procedures regarding the use of GOVs, and that each employee complies with those regulations

DE-SOL-0008317 Page 8 of 33 04/10/2015 and procedures. GOVs shall not be used for any personal use whatsoever.

1.12.5 The equipment and facilities provided by the Government may vary based on the Government's assessment of current needs and the COR’s or CO’s decision as to whether and how to meet those needs.

1.12.6 Requests for additional equipment or supplies or replacement items shall be made to the COR and CO.

1.12.7 The Contractor is prohibited from the use of Government telephones or any other Government-furnished supplies and equipment (including computers and internet access) for other than performance of official duties under this Contract (reference DOE Order 203.1).

1.13 CONTRACTOR-FURNISHED PROPERTY, EQUIPMENT AND MATERIALS.

1.13.1 Transportation will normally be performed in contractor-owned or contractor-provided vehicles (or contractor employees’ POVs, in accordance with contractor’s policies).

1.13.2 The Contractor shall provide all Personal Protective Equipment (PPE) (e.g., safety boots, eye protection) as appropriate to the work and as required by OSHA or other applicable law or regulation.

1.14 SAFETY.

1.14.1 The Contractor shall comply with the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925; and shall comply with all applicable safety and health regulations and requirements, including DOE and Western requirements.

1.14.2 The Contractor shall take all reasonable precautions in the performance of the work under this contract to protect the safety and health of employees and members of the public, and shall comply with all applicable safety and health regulations and requirements, including DOE and Western requirements.

1.14.3 The Contractor shall maintain an accurate record of, and shall immediately report to the COR and CO, all cases of death, occupational disease, or traumatic injury to employees or the public, and any property damage as a result of performance under this contract.

1.14.4 The Contractor shall ensure that its employees are provided with PPE as necessary in accordance with established regulations and procedures. This equipment includes but is not limited to occupational foot protection and eye and face protection as required by OSHA Standards, 29 CFR 1910 and as required by Western safety standards and directives. The only exception to the Contractor’s responsibility for providing PPE is shown in Section 1.12.3 above.

1.14.5 The Contractor shall ensure that its employees have been appropriately instructed and trained in the proper use of any equipment, vehicles, and/or PPE needed for the performance of

DE-SOL-0008317 Page 9 of 33 04/10/2015 their duties. The Contractor shall ensure that its employees comply with all applicable Federal, State, and/or local safety rules and regulations in the performance of their duties.

1.14.6 The Contractor shall report all near misses to the CO, COR, and RMR Safety Specialist within 24 hours of the occurrence. These near-miss reports, identifying the nature of the hazard and the corrective actions implemented to prevent a reoccurrence in the future, may be generic, with no mention of individual employees involved in the incident. Near-miss reports are used as an information tool and are distributed regionally.

1.14.7 The Contractor is required to establish a Safety Plan/Program which includes, in addition to other requirements, a monthly safety meeting for all employees (with the exception of office staff). The Contractor's Safety Plan shall be documented and submitted to the CO for review no later than 30 days after contract performance commences.

1.14.8 The Contractor shall designate, and identify to the CO and COR, an on-site Safety Point of Contact.

1.15 SECURITY OF FACILITIES.

Security of Government facilities is a shared responsibility of all employees, both Federal and contractor.

1.15.1 Contractor personnel shall be alert to surroundings and shall notify the CO, COR, RMR Physical Security Specialist, or on-duty contractor security staff after hours, of any suspicious activity, including unescorted persons who do not have a visitor’s badge, or known or suspected unauthorized removal of Government property from the facility.

1.15.2 Contractor personnel shall notify the CO, COR, and RMR Physical Security Specialist, or on-duty contractor security staff after hours, if they have any security issues or concerns.

1.15.3 Contractor personnel shall protect identification badges and card keys and notify the RMR Physical Security Specialist within 24 hours if card keys or badges are lost. Badges and card keys shall be returned to the RMR Physical Security Specialist or RMR Procurement Manager when employment is terminated. (Reference clauses WES-H-1032 and WES-H-1033.)

1.15.4 Contractor personnel shall not prop open doors, and when entering or leaving the complex shall ensure that doors and gates are secure. Contract staff shall notify the RMR Physical Security Specialist if they are unable to secure a door or gate.

1.15.5 Contractor personnel shall not allow any person to enter Western property without proper clearance from the RMR Physical Security Specialist.

1.15.6 The Government may require immediate removal of the employee from the contract and the job site for conduct issues deemed by the Government to be serious (for example, violent behavior or comments, theft, misuse of Government equipment or internet, unsafe work practices, fraudulent activity, activities that introduce harmful viruses that adversely impact

DE-SOL-0008317 Page 10 of 33 04/10/2015 computer systems, release of Privacy Act or confidential information, etc.).

1.16 BACKGROUND/SECURITY CHECK.

1.16.1 Reference contract clauses WES-H-1032 and WES-H-1033. In addition to the requirements of this clause, the Contractor shall conduct pre-employment screening prior to a firm commitment of employment for all new contract employees to perform under this Contract.

This pre-employment screening is not required for incumbent contract employees who have already successfully passed a background investigation. At a minimum, the following items shall be checked:

1.16.2 Review and confirmation of the individual's resume as to accuracy.

1.16.3 Review of the employment forms completed by the individual.

1.16.4 Contact prior supervisors to determine level of satisfaction with performance and whether there were issues or concerns.

1.16.5 Verification of employment for the last 2 years prior to current employment.

1.16.6 Local police check in county(ies) and state(s) of residence for the last 2 years.

1.16.7 Credit check.

1.16.8 Drivers record background check (CDL, etc.).

1.16.9 Check of current citizenship.

1.16.10 New contractor employees shall not be allowed to begin work on site until the CO receives notification from HQ Security that the employee’s advance FBI fingerprint criminal check has been received from OPM and has been favorably adjudicated. New contractor employees shall be escorted at all times by a badged employee until they receive their badge.

1.16.11 If a contract employee assigned to this contract is hired by the Contractor and subsequently fails the OPM background check, or if a contract employee is hired by the contractor and is performing, but leaves the contract for any reason within a year of initial hire date, Western shall deduct the cost of the OPM background check from the next monthly invoice payment to contractor.

1.17 ENVIRONMENTAL REQUIREMENTS.

1.17.1 The Contractor shall comply with all applicable Federal, State, and local environmental laws and regulations, and current Western policies and procedures.

1.17.2 The Contractor shall dispose of or recycle hazardous, universal, and non-hazardous waste material in accordance with all applicable Federal, State and local laws, regulations and

DE-SOL-0008317 Page 11 of 33 04/10/2015 ordinances and current policies and procedures identified by Western. Wastes shall be reduced by recycling, reusing, or reprocessing to the maximum extent practicable.

1.17.3 Hazardous, Universal, and Non-Hazardous Wastes. The Contractor shall manage hazardous, universal, and non-hazardous wastes in accordance with all applicable State, Federal and Local regulations, and existing policies and procedures identified by Western.

1.17.4 Contractor’s Liability for Regulated Material Incidents. The Contractor is solely liable for all expenses related to spills, mishandling, or incidents of regulated material (such as, but not limited to petroleum products and pesticides) attributable to its employees’ actions or the actions of its subcontractors. This includes all response, investigation, cleanup, disposal, permitting, reporting, and requirements from applicable environmental regulation agencies.

1.17.5 The Contractor shall properly manage the actions of its employees, agents, and subcontractors while on Western property and while transporting Western’s regulated material and equipment.

1.18 CONFIDENTIAL INFORMATION.

Contractor personnel staff may have access to Privacy Act and other confidential Government information.

1.18.1 The Contractor shall prevent the unauthorized release of information obtained by employees in the performance of work required by this contract.

1.18.2 The Contractor shall ensure that employees are aware of and receive training as necessary on all regulations and laws such as the Privacy Act and the Procurement Integrity Act which restrict the release of information. Reference contract clause titled “Confidentiality of Information”.

1.19 TRANSITION AND CONTINUITY OF OPERATIONS.

See contract clause FAR 52.222-17, Nondisplacement of Qualified Workers.

1.19.1 RMR has an ongoing need for on-site support services. RMR’s goal is for an orderly and efficient transition from one contract to the next, to include retaining incumbent contract staff that are performing at a satisfactory level or better.

1.19.2 Incoming and outgoing contractors shall ensure that the transition shall be accomplished in such a way that adverse impact to the continuity of operations and to incumbent contract staff is prevented, or minimized to the maximum extent feasible.

1.19.3 Contractor shall accomplish phase-in in an orderly manner, in full cooperation with the outgoing contractor, prior to expiration of the prior contract, in accordance with the Contractor’s transition plan.

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1.20 PWS EXHIBITS.

The following exhibits are attached to and incorporated into this PWS. Additional exhibits may be added as necessary by contract modification.

Exhibit 1: Minimum Qualifications.

Exhibit 1 specifies the minimum qualifications required by the Government for the various positions listed therein.

Exhibit 2: Government-Furnished Property, Equipment and Supplies.

Exhibit 3: Performance Requirements Summary (PRS).

The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate Contractor’s performance.

Exhibit 4: Contract Discrepancy Report (CDR)

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2. ADMINISTRATIVE SUPPORT.

The contract provides for administrative support services at various offices including but not limited to Loveland, Montrose, Brush, Craig, Salt Lake City, Cheyenne, Casper, and Cody.

The Administrative Support staff work together as a team to provide various administrative services to various functional groups, including the following:

Management: Directs the accomplishment of RMR administrative activities including human resource management, procurement, contracting, property management, and facility management. (Approx. 16 Federal employees.)

Environmental: Plans, develops, and administers an environmental planning, compliance, and quality assurance program which effectively integrates environmental law, regulations, and related issues into Western’s programs and objectives. (Approx. 6 Federal employees.)

Safety and Security: Develops, recommends, and implements safety, health, and security programs consistent with Western policies. (Approx. 5 Federal employees.)

Information Technology: Operates RMR’s IT systems (infrastructure, hardware and software.) Provides advice and assistance to management officials and RMR personnel on IT and SCADA related matters. (Approx. 19 Federal employees.)

Power Systems Operations: Develops policies, standards, procedures, and implementing instructions for the operation of the power system, including operation, metering, scheduling, accounting, and billing procedures. (Approx. 49 Federal employees.)

Power Marketing: Formulates and directs policies and procedures for the sale of Federal power for RMR marketing and sales activities, including preparation, negotiations, and administration of contracts for the sale, purchase, interchange, and transmission of power.

(Approx. 19 Federal employees.)

Financial Management: Develops, coordinates, and administers a comprehensive Region-wide integrated system of financial services including budgeting, accounting, program analysis, and financial/managerial reporting. (Approx. 9 Federal employees.)

Maintenance: Develops, evaluates and implements maintenance policies, procedures, directives, and practices to ensure adequate system performance. Plans, coordinates and maintains transmission lines, right-of-way, substations, switching stations, meters, relays, power system control. (Western Colorado Maintenance has approximately 69 Federal employees, Wyoming/Nebraska Maintenance has approx. 52, and Eastern Colorado Maintenance has approx. 45 employees.)

Engineering & Construction: Responsible for activities in program planning and direction, project management, preconstruction and design engineering, office and field engineering, contract management, quality assurance, safety, and environmental compliance. Collaborates with program managers in developing, implementing, and executing RMR’s construction and replacements program, including proposing projects, budget estimates, schedules, priorities, resources, and program execution support. (Approx.

15 Federal employees.)

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2.1 SECRETARIAL AND ADMINISTRATIVE SUPPORT.

Contractor administrative support staff will use Western’s existing systems and software (e.g., Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, etc.) and various automated/electronic systems including but not limited to time-keeping, financial, procurement, and travel systems. Required administrative support includes but is not limited to the following services:

2.1.1 Coordinate schedules and ensure coverage of all functional areas.

2.1.2 Ensure telephone coverage is provided at all times during regular business hours. Ensure the telephone system is turned on at the start of each day and turned off at the close of regular business hours each day.

2.1.3 Provide backup support for other administrative support staff, both contractor and Federal.

2.1.4 Additional and more specific duties may be required in various departments due to the nature of the work performed by that department (e.g., Engineering and Construction, Financial Management, Procurement).

2.1.5 Utilize and operate the Mitel telephone system. Screen calls for the RMR Regional Manager in accordance with established procedures and as directed by the COR. Take detailed messages. Take telephone calls for individuals who are not available or out of the office and determine appropriate action.

2.1.6 Prepare correspondence in final form from draft or handwritten material, letters, memoranda, forms, reports, studies, vacancy announcements, position descriptions, specifications, legal documents, and other types of documents, all in accordance with Western and RMR correspondence guidelines.

2.1.7 Review documents to ensure compliance with local guidelines and procedures, and standards for spelling, grammar, punctuation, and format prior to finalizing.

2.1.8 Ensure all enclosures, attachments, courtesy copies, and blind courtesy copies are included with outgoing correspondence and make copies as necessary.

2.1.9 Maintain suspense records on action items and follow up to ensure timely reply or action.

2.1.10 Make travel arrangements for Western personnel considering regulations, routes, cost containment, availability, and conveyance. Complete travel forms and/or enter in electronic travel system. Notify personnel of travel arrangements.

2.1.11 Make arrangements for training, and complete training forms.

2.1.12 Make arrangements for conferences and meetings, including scheduling appointments, assembling background materials, and recording proceedings. Maintain conference room

DE-SOL-0008317 Page 15 of 33 04/10/2015 calendar of scheduled meetings. Ensure conference rooms and lobby areas are properly set up.

2.1.13 Input electronic time and attendance reports (current system is ATAAPS).

2.1.14 File documents, correspondence, forms, etc. Update and organize existing files. Close out files and prepare to move to records center or for storage.

2.1.15 Pick up supplies as necessary from the Warehouse.

2.1.16 Assist with accomplishing records management duties, including coding records, filing records, identifying records that exceed scheduled retention, tracking and storing records, preparing records for the records center, and inventorying records.

2.1.17 Assist with conducting market research to locate prospective sources for various supplies, materials and office equipment.

2.1.18 Prepare and input work orders and/or purchase requisitions. File invoices.

2.1.19 Assist Western personnel with data entry and clerical support related to Government Purchase Card statement reconciliation or Government travel card voucher reconciliation.

2.1.20 Make announcements and page people over public address system (if applicable).

2.1.21 Schedule vehicles which are available in the motor pool or assigned to individuals.

2.1.22 Maintain log of all RMR pool GOVs (who has the vehicle, destination of the trip, when the vehicle is expected back, etc.).

2.1.23 Provide documentation to individuals when a government vehicle is not available.

2.1.24 Receive and distribute faxes to employees. Process overnight mail.

2.1.25 Maintain current telephone listings and employee distribution lists.

2.1.26 Keep information current in Intelex Training Tracking Module to include: add names of newly hired employees; assign employees to their respective functional groups; monitor which employees need which training classes (e.g., safety, environmental, maintenance, procurement);

coordinate with the managers, foremen, and employee to receive the training; and enter completed training into the module. Prepare and distribute training reports to the appropriate manager and foremen. (Note, not all secretaries may have access to this system.)

2.1.27 Construction Department: Assist COR with project administrative tasks involving construction contracts. Caption construction project photographs. Compile monthly progress reports.

2.1.28 Additional duties to support the RMR Field maintenance offices include but are not

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2.1.28.1 Responsible for warehouse documentation, including but not limited to usage, receiving, and physical inventories.

2.1.28.2 Operate a forklift to assist Warehouse operations. Individual is required to complete forklift training and certification, and forklift refresher training every 3 years.

2.1.28.3 Perform Warehouse receiving duties using the Maximo system.

2.1.28.4 Receive mail and deliveries. Process and receive overnight mail (e.g., UPS and FedEx).

2.1.28.5 Read and record copier meters and report on copier/printer/scanner usage. Notify Western personnel when vendor service/repairs are needed.

2.1.28.6 Post GOV maintenance records to the General Services Administration’s (GSA) current vehicle maintenance tracking system (e.g., GSA Drive-Through).

2.1.28.7 Support regional committee meetings and activities (e.g., Regional Craft Training Committee). Duties include but are not limited to attending meetings, taking and distributing meeting minutes, preparing agendas, tracking action items, etc. The locations of these meetings may vary within the region and involve routine travel.

2.1.29 Loveland and Montrose Safety Offices, Loveland Security Office. In addition to general administrative support identified above: Independently, with minimal direction and oversight, provide administrative support, including but not limited to the following:

2.1.29.1 Review all incoming correspondence determining which requires immediate action by the Safety Specialist and which is routine. Often must independently prepare draft responses for various items to promptly respond to requests. Separate correspondence into immediate action/signature and reading material to aid the Safety Specialist in maintaining the flow of paperwork.

2.1.29.2 Establish and maintain working files. Draft a variety of correspondence or documentation from oral instruction or rough drafts.

2.1.29.3 Record all reports of personal injury, motor vehicle, property, and public accidents received from Western personnel. Maintain a suspense system to track all reports to ensure reports are received and sent to RMR and HQ Safety Offices on time. Prepare related correspondence. Provide data to assist Safety Manager’s determination of eligibility for safety awards.

2.1.29.4 Compile data and prepare and distribute statistical and narrative reports within designated timeframes. Assist with special projects.

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2.1.29.5 Safety Training Program. Coordinate with Safety Specialists on required training each year. Coordinate with the RMR and Division Maintenance Managers to schedule required safety training. Create sign-in sheets and rosters for the training. Assist with coordinating necessary arrangements (including facilities, materials, introduction information, etc.).

2.1.29.6 Coordinate safety activities pertaining to RMR Maintenance Training Weeks.

2.1.29.7 Assist the Safety Specialist with researching and/or answering questions by working directly with personnel at HQ and regional and division offices, or occasionally by contacting outside agencies.

2.1.29.8 Assist the Safety Specialist in coordinating RMR employees’ periodic medical examinations, and coordinate invoices for Safety Specialist’s review.

2.1.29.9 Assist the Safety Specialist with coordinating annual flu shots for Western employees, blood drives, health fairs, etc.

2.1.29.10 Keep safety information and posters current throughout the complex and outlying areas. Contact appropriate staff when re-orders are needed.

2.1.29.11 Keep first aid kits stocked throughout the complex and outlying areas. Notify the Safety Specialist when re-orders are needed.

2.1.29.12 Update Occupant Emergency Plan annually and distribute to all employees and Zone Wardens. Schedule training for Wardens and Alternate Wardens.

2.1.29.13 Assist Safety Specialist in conducting semi-annual fire drills.

2.1.29.14 Coordinate with HQ Security office on ID badges and credentials (digital photos, complete documentation, required information). When received, issue ID badge to employee and send documents to RMR Security Specialist for filing. Process building and room access via the Lenel cardkey system.

2.1.30 Contracts and Energy Services Administrative Support

In addition to the applicable items above, Contractor shall provide administrative and procedural support for RMR’s Contracts and Energy Services Department (CES) in the RMR Power Marketing Division. Required support involves administrative support of a variety of matters relating to power marketing, contracts, and energy services, and includes facilitating the workflow within CES, and assisting with and coordinating the processing of contracts and amendments, exhibits, letter agreements, and other related documents. Duties and responsibilities include but are not limited to the following:

2.1.30.1 Responsible for the administrative processing of all contract documents to allow CES staff to concentrate on the more complex and specialized duties. Prepares administrative reports, and correspondence for the distribution of contracts and related documents.

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Ensures that Western's HQ is notified of new contracts, contract modifications, and terminations.

2.1.30.2 Administers and maintains the power marketing contracts database. Maintains contract files, litigation files, lists of contracts, contract action alert file, terminating contracts lists, and other administrative systems. Creates data files and spreadsheets from information provided by CES staff.

2.1.30.3 Assists in reviewing new proposed contracts, amendments, exhibits, and letter agreements for format and for inclusion of standard terms, phrases and provisions.

2.1.30.4 Assists in the preparation of routine contracts, amendments, exhibits and letter agreements, ensuring that these documents are in compliance with Western's power marketing contract policies. Consults with CES staff concerning proposed contract changes, or asks the Contracts and Energy Services Manager for further guidance.

2.1.30.5 Assists in the administration of all power marketing contracts that involve services or payments to RMR. Coordinates contract administration with affected functional areas, including Operations, Maintenance, and Finance.

2.1.30.6 Assists CES staff in researching and compiling information for use in a variety of power marketing studies.

2.1.30.7 Assists the CES staff with energy services issues, including administration of integrated resource plans, projects, conferences, technical assistance programs, and other related activities. Provides research assistance on special projects.

2.1.30.8 Reads orders, directives, and instructional material in order to be aware of new, revised, or amended procedures or requirements for such matters as preparation and processing of correspondence, power marketing contracts, engineering reports, and forms.

2.1.30.9 Western contacts may include engineers, public utilities specialists, managers, and staff with RMR and other regions and HQ. External contacts may include other governmental entities, customers’ electric utility department staff, and the general public.

2.2 RECORDS MANAGEMENT.

2.2.1 Knowledge of and familiarity with all applicable regulations and policies governing Federal records management is required.

2.2.2 Provide guidance to other organizations on records management requirements and procedures.

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2.2.3 Assist organizations with managing and maintaining records in an organized manner so that needed records can be found rapidly and disposition of records is accomplished in accordance with appropriate schedules.

2.2.4 Determine correct codes and retention for records.

2.2.5 Inventory records throughout the RMR and ensure they are coded correctly and that disposal is accomplished according to the retention schedule.

2.2.6 Assist HQ with records initiatives. Participate in HQ monthly conference calls.

2.2.7 Move records to holding area as necessary or required.

2.2.8 Maintain system so that records in holding area can be easily tracked and retrieved.

2.2.9 Prepare records for transfer to Federal Records center.

2.2.10 Dispose of records in accordance with appropriate retention schedule with approval of the HQ Records Manager.

2.2.11 When economically beneficial and as determined by Western, assist Western in implementing electronic management of records and documents.

2.2.12 Develop methods and procedures for filing and retrieval of electronic records so that RMR employees can easily retrieve the information.

2.2.13 Provide HQ and DOE annual mail and records management reporting for RMR.

3. MISCELLANEOUS ADMINISTRATIVE SUPPORT.

Additional services not previously identified may be required in a variety of skill categories to support various functional areas at RMR locations in the future. When a need is identified by the Government, such additional services may be incorporated by written contract modification issued by the CO.

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4. WAREHOUSE, MAIL AND DUPLICATING.

4.1 WAREHOUSE SUPPORT.

The Contractor shall provide staffing for the operation and management of the main RMR warehouses located in Loveland and Montrose, Colorado. In addition, Contractor staff may provide operation and management support to 12 field warehouses located in Colorado, Wyoming, Nebraska, Utah, and New Mexico. The Loveland warehouse and yard consists of approximately 26,000 square footage of covered heated storage and approximately nine acres of open storage. The Montrose warehouse and yard consists of approximately 14,000 square footage of covered heated storage and approximately 178,000 square footage of open storage.

Storage methods of both warehouses include the use of open shelving, bins, pallet racks, refrigerators, and open floor/concrete pads. Material handling equipment includes hand trucks, manual pallet jacks, and forklifts (propane, electric, gasoline and diesel powered).

There are approximately 5,000 line items with an approximate value of $2.5 million of inventory in the Loveland warehouse. The Montrose warehouse inventory includes approximately 6,000 line items with an approximate value of $1.5 million. Inventory items include common readily available items (office supplies, hardware, etc.), transmission line hardware (poles, cross-arms, etc.), electrical substation hardware (breakers, bushings, spare parts, etc.) and communication equipment.

Maximo applications software is used to track and document the movement, usage, receipt, description, etc. of Western’s warehouse inventories.

4.1.1 WAREHOUSE MANAGEMENT.

The Contractor shall ensure its Warehouse employees are qualified and currently trained in warehousing, inventory management, stock replenishment, shipping and receiving, and materials handling. The Contractor shall provide Warehouse Management support including but not limited to the following:

4.1.1.1 Provide all necessary labor to operate and maintain warehouse facilities located in Loveland and Montrose, Colorado within the established warehouse operating hours.

4.1.1.2 Provide warehouse management assistance for the various field warehouses as requested by maintenance managers.

4.1.1.3 Proactively manage the warehouses to improve efficiencies of established practices, processes, and procedures.

4.1.1.4 Asset and Property Management Assistance. The Contractor shall assist RMR staff in performing property/asset management functions, including but not limited to:

4.1.1.4.1 Provide receipt information and attach asset number to the item when assigned by RMR Property Management staff.

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4.1.1.4.2 Obtain responsible users’ signatures prior to release of assets, following RMR’s receiving policies and procedures.

4.1.1.4.3 Obtain required property information from customers, return items to warehouse for storage, reuse, disposal, etc.

4.1.1.4.4 Assist RMR Property Management staff in conducting disposal of Government property.

4.1.3 SHIPPING AND RECEIVING.

4.1.3.1 Shipping. The Contractor is responsible for shipments originating from the main warehouses located in Loveland and Montrose, Colorado. This responsibility includes:

4.1.3.1.1 Prepare appropriate shipping documents including but not limited to Government bills of lading and hazardous material manifests.

4.1.3.1.2 Coordinate with customers and shippers. Follow up on shipment status.

4.1.3.1.3 Identify required training by DOT, EPA, and OSHA for hazardous materials.

4.1.3.2 Receiving. The Contractor is responsible for receiving shipments at the main warehouses located in Loveland and Montrose, Colorado. This responsibility includes:

4.1.3.2.1 Safely unload commercial and Government-owned vehicles.

4.1.3.2.2 Inspect items received at the warehouse location. Inspection shall include, but not be limited to:

4.1.3.2.3 Document actual receipt date and condition of received items or materials, and verify quantities. Compare item(s) received to purchasing documents.

4.1.3.2.4 Notify Procurement and/or appropriate customers of suspected or identified discrepancies. Resolve all discrepancies.

4.1.3.2.5 When required, pick up and deliver items to point of use.

4.1.3.2.6 Document all receipts in appropriate system(s) (may be automated or manual).

4.1.3.2.7 Notify customer of received items.

4.1.4 INVENTORY MANAGEMENT.

Contractor Warehouse staff shall proactively manage inventory using common industry practices, including but not limited to the following:

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