SOW_Admin_FY15_30_day_base_(2).docx

Defense Manpower Data Center Administrative Support Services

1.0. INTRODUCTION

The Defense Manpower Data Center (DMDC) requires administrative support services to ensure DMDC operational effectiveness.

2.0. BACKGROUND

DMDC is a geographically dispersed organization that operates major programs that affect individual members of the Department of Defense (DoD), as well as other Federal Departments and Agencies. These programs support active duty, reserve, and retired military members and their families and civilian employees of the DoD. These programs include verifying military entitlements and benefits; managing the DoD ID card issuance program; providing identity management for the DoD; helping identify fraud and waste in DoD pay and benefit systems; personnel and property identification, authentication, and access control systems; personnel evacuation support systems; conducting personnel surveys; and assisting military members and their spouses with relocations, quality of life issues and post-service job searches. The Office of the DMDC Director is located in Alexandria, VA and the office of the DMDC Deputy Director is located in Seaside, CA.

3.0. SCOPE

The Contractor shall provide all personnel, management and materials necessary to provide administrative support services at DMDC offices/facilities located in Seaside, CA; Boyers, PA; and Alexandria, VA.

4.0. REQUIREMENTS The Contractor Shall:

4.1. Provide General Administrative Support to DMDC offices in Seaside, CA and Alexandria, VA

4.1.1. Seaside and Alexandria: Provide DMDC Director, Deputy Director, and Principal Deputy Director Support 8:00 a.m. – 5:00 p.m. local time. Typical tasks include: scheduling meetings; formatting and preparing/drafting correspondence per DoD standards including coordination, transmittal, receipt, and storage; taking messages; assisting with visitors; coordinating the receipt and delivery of meeting read-ahead materials; attending meetings as required to take meeting notes and produce minutes/summary of Action Items from the meetings; posting information to DMDC’s SharePoint site on behalf of the Director, Deputy, or PDDs.

4.1.2. Alexandria VA: Provide DMDC Reception Support. Provide coverage 7:00 a.m. – 5:00 p.m. local time. Typical tasks include: meeting coordination to include scheduling, visitor parking, hotel desk scheduling for non-resident staff, coordinating and preparing agendas and read-ahead materials, drafting briefing slides, preparing minutes, action item management, electronic documentation control, telephone reception support, maintaining sign-in log for visitors, and handling FedEx, UPS, and DHL shipments and deliveries.

4.1.5. Track and report incoming and departing contractor personnel using the DMDC Employee Action Form (EAF). DMDC EAF is an electronic form that is generated through a Sharepoint web-based system used to track and report incoming and outgoing contractor personnel to include division assignment, facilities (desk assignment)/computer & telephone support and general office supplies. DMDC e-Administration (Administrative Instructions) shall be provided for processing EAFs.

4.2. Provide DMDC Correspondence Management Support (Seaside, CA and Alexandria, VA)

4.2.3. Provide support in drafting, formatting and performing quality assurance reviews of high level documents for Director DMDC in the DOD approved correspondence format.

4.2.4. Draft, update and coordinate Administrative Instructions and Award templates and write-ups for government review and approval. Use SharePoint to store and coordinate documents.

4.2.5. Contractor Personnel shall be skilled in the use of Microsoft Office Suite (2003 and 2010) to include Access, Project and SharePoint 2010-13 and have a demonstrated ability to research authoritative data sources using the world wide web (www).

4.2.6. Shall become familiar and adhere to DMDC Administrative instructions as required

4.3. DMDC Seaside location (Pacific Time)

4.3.1. Provide Telephone Reception Support coverage at one switchboard 8:00 a.m. - 4:00 p.m. Working knowledge of busy, multi-line switchboard-style telephone is required.

4.3.2. Provide Security Administration Support 7:00 a.m. - 4:00 p.m. Enter new records and assist in maintaining the DMDC Employee Database. Issue and control visitor badges. Maintain key assignments for occupants of the DoD Center and regulate building access privileges. Report monthly on actions that were performed by week (e.g., number of incident reports, summary of incidents, etc.).

4.3.2.1. Issue official DOD Identification Cards IAW DoD Directive 5200.2-R Personnel Security Program and DoD Directive 5200.08-R, DoD Physical Security Program. This function includes supporting the government personnel tasked with implementing the physical security plan for the DoD Center-Monterey Bay and serving as the Verifying Official/Local Registration Authority (VO/LRA).

4.3.2.2. Issue visitor and Defense Biometric Identification (DBIDS) cards as necessary. Provide Physical Access to individuals by entering their Identification Cards into the Physical Access Control System.

4.3.3. Compile and produce Weekly Activity Report for publication on SharePoint and dissemination to Senior DMDC Staff.

4.4. Support for DMDC Conference Center (Seaside, CA and Alexandria, VA)

4.4.1. Provide coverage 8:00 a.m. - 4:00 p.m. Periodically, these hours of operation may be extended to meet the requirements of a specific conference or Video Teleconference (VTC).

4.4.2. Schedule reservations for the four VTC conference rooms in Seaside and two VTC conference rooms in Alexandria.

4.4.3. Log daily functions, i.e. boot up and test video technical equipment every morning before the start of the business day as required; power the systems down at the end of the day. Secure cabinets and rooms prior to departure each day and when the conference center facility is unstaffed.

4.4.4. Assist customers with operating VTC equipment using DMDC Administrative Instructions. When a solution cannot be found the DMDC Helpdesk shall be contacted for support.

4.4.5. Assist and perform AMX Touch Panel navigation and application menus; maintain a general understanding of the product or service.

4.4.6. Escalate any technical issues regarding the equipment to the DMDC IT operations helpdesk to create a ticket according to the existing administrative instructions.

4.4.7. Ensure Polycom phones are plugged in and assist users in setup if requested. Ensure that all manuals and POC lists are updated with the most current versions in the conference rooms.

4.4.8. Update the Wired Privacy 2 (WP2) Key on laptops available for use through the Conference Facility Center as required. Escalation to IT Operations Helpdesk should occur once any malfunction is confirmed to be a technical/system failure.

4.4.9. Coordinate conference calls to include Meet-me-line (MML) set up for DMDC Alexandria, VA office; facilitate online and in-person conference scheduling and back up for DMDC Seaside, CA Meet-me-line (MML) set up.

4.4.10. Update the automated listing of conference room meetings at the close of each day for the next business day so that room assignments are visible to users as they enter the Conference Center.

4.4.11. Provide meeting coordination for Conference Center and DMDC sponsored group events, including training and development events (e.g., formal classroom instruction, guest-speaker presentations historically known as “brown bags,” etc.), and Talent Management briefings for leadership and customers. Historically, such activities have included communicating with employees at all levels of the organization before, during, and after meetings; scheduling of speakers; writing meeting requests for participants; booking of rooms and Meet-Me-Lines; real-time updating of the calendars supporting DMDC organizations, the enterprise-level Master Calendar; printing, collating, and laying out materials; completing room setup 15 minutes prior to meetings; taking notes during and/or recording meetings; posting of materials to SharePoint Site(s) before, during, and after meetings; rescheduling and updating of meeting logistics as needed to meet changing mission requirements.

4.4.12. Oversee and update the automated calendar for conference rooms for all DMDC offices. DMDC Seaside, CA office is primary point of contact for additional scheduling. Automatic posting should also be visible on a live LCD screen in the conference area.

4.4.13. Configure the meeting rooms to support customer’s requirements. This may require moving tables, chairs and opening doors between the different VTC and Conference Rooms so configuration meets the scheduled meeting requirements. Maintain an orderly appearance of the conference facility, including staff work space.

4.5. DMDC Iron Mountain Facility, Boyers, PA location (Eastern Time)

4.5.1. Perform Document Control Technician services 7:30 a.m. – 4:00 p.m.

4.5.2. Provide the support required to meet the operational objectives of the DMDC improved Investigative Records Repository (iIRR). Personnel shall have the technical and administrative skills necessary to access and interpret the clearance and investigative data contained in DMDC Systems including iIRR, Defense Central Index of Investigations (DCII), and Joint Personnel Adjudication System/Joint Clearance and Access Verification System (JPAS/JCAVS).

4.5.3. Address all aspects of document and file control and access. Be responsible for record transmittal, storage, digitization, accountability, classification, microfiche filing, and destruction when beyond retention for the Personnel Security/Assurance program and for DMDC East documentation also stored at Iron Mountain.

4.5.4. Maintain logs and journals as required to comply with prevailing Defense and Intelligence Community directives and provide counsel and training to new employees on document control issues.

4.5.5. Process approximately 95 For Official Use Only and classified iIRR files requests per day and respond to those requests within five working days via the DMDC Data Request System (DRS).

4.5.6. After accessing the iIRR application, generate the investigation record packages in a PDF format, redact files as required, and upload to DRS for customer retrieval. The record package could be either an e-file that is uploaded to the customer to retrieve; or iIRR file info from microfiche or hard copy documents that is scanned, redacted to remove Personal Identification Information on other individuals and 3rd agency records and transmitted to customers.

4.5.7. Assist DMDC in ensuring that all iIRR file requesters have suitable access to handle critical sensitive data through Top Secret.

4.5.8. Assist in iIRR Classified and Controlled Files management.

4.5.9. Assist with the organization of the classified iIRR (CiIRR) controlled and classified files, as well as files of DSS personnel files, both paper and microfiche.

4.5.10. Maintain all controlled and classified CiIRR files, inventory, and activity logs; generate and identify CiIRR requests for action; pull and print CiIRR microfiche; photocopy controlled and classified paper files; correctly package and ship the hard copy CiIRR files; and re-file CiIRR microfiche and paper files; perform direct support for DMDC Boyers daily office operations and administration; Process approximately three CiIRR files requests per day and respond to the requesters within five working days.

4.5.11. Assist in processing For of Information Act/Privacy Act requests, routine use requests received from other Defense Department Components, Federal agencies, and State or local law enforcement entities.

4.5.12. Organize sensitive requests for data for release.

4.5.13. Retrieve iIRR investigative data, records, and related materials in response to requests for information.

4.5.14. Screen data, ensure proper accountability, and cite appropriate exemptions to Government staff.

4.5.15. Refer requests for information to the appropriate agency.

4.5.16. Process approximately 640 unclassified and classified iIRR file requests per day and respond to all requesters including Office of Personnel Management and other Federal Agencies within five working days.

4.5.17. Perform security receptionist duties during core working hours

4.5.18. Provide escorts for all DMDC Boyers’ visitors

4.6. Attend Meetings

4.6.1. Participate in a Post-Award Meeting. This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the Post-Award Conference.

4.6.2. Provide a Weekly Status Report due to the COR using a DMDC provided format that includes weekly tasks performed (format provided at paragraph 12.0. additional documents).

4.6.3. Provide transition of contract services. The contractor shall provide a plan for transition in services to ensure minimum disruption to vital Government business. This plan shall address how the Contractor will work with the incumbent and Government personnel to ensure that there will be no service degradation during and after the transition-in period (initial ten day period after date of contract award) and during the transition-out period (ten day period prior to date of contract expiration). The contractor (if other than the incumbent) shall assume responsibility for all contract services on the final day of the transition–in period.

5.0. DELIVERABLES

6.0. CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Manpower Data Center/DMDC via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

7.0. CONTRACTOR PERSONNEL

Shall be skilled in the use of Microsoft Office Suite (2003 and 2010) to include; Word, Excel, Powerpoint, Access, Project, SharePoint and adhere to DMDC Administrative Instructions as required (see 12.0. Applicable Documents).

8.0. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

Government will provide office space for 10 workstations in Seaside, CA and 10 workstations at Alexandria, VA and 9 work stations at Boyers, PA for the requirements stated in this PWS.

9.0. SECURITY

9.1. Security Administration Support at Seaside, CA. This function requires a Secret level clearance for tasks outlined in paragraph 4.3.3. Contractor personnel fulfilling this role must pass and keep current the VO/LRA certification by completing a DMDC web-based training course annually.

9.2. Alexandria, VA & Seaside, CA: DMDC Director and Deputy Director support coverage requires a Secret level clearance for tasks outlined in paragraph 4.1.1.

9.3. All contractor personnel performing at Boyers, PA, require a fully adjudicated to the Top Secret level clearance for tasks outlined in paragraph 4.5.

9.4. Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall comply with DoD Directive 8500.1 Cybersecurity, DoD Directive 5400.11 DoD Privacy Program, DoD 6025.18-R DoD Health Information Privacy Regulation, DoD 5200.2-R Personnel Security Program, and Homeland Security Presidential Directive (HSPD) 12.

9.5. Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data.

9.6.. Contractor personnel with access to or responsibility for nonpublic Government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) for DMDC and must:

9.7. Be CAC or PIV ready prior to reporting for work. At minimum all Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), two forms of identity proofed identification (I-9 document), and submit a National Agency Check and Law Credit (NACLAC) vetting package for processing.

9.8. Be citizens of the United States.

9.9. If at any time, any Contractor person requiring a CAC is unable to obtain/maintain an adjudicated NACLAC, the Contractor shall immediately notify the DMDC Information Systems Security Group (DISSG) remove such person from work under this contract.

9.10. The Contractor shall report immediately to the DMDC CIO / Privacy Office and secondly to the COR discovery of any Privacy breach.

10.0. QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract. Contractor shall provide a draft QCP to the COR within the first 90 days of the contract and the final shall be delivered within 120 days of the contract award.

11.0. QUALITY ASSURANCE

11.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

11.1.2. Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

11.1.3. Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include DMDC and DHRA) regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

11.2. Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor’s corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

12.0. APPLICABLE DOCUMENTS

DoD Directive 5200.2-R Personnel Security Program;

http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf

DoD Directive 5200.08-R, DoD Physical Security Program;

http://www.dtic.mil/whs/directives/corres/pdf/520008_2005_ch2.pdf

DoD Directive 5400.11 DoD Privacy Program;

http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf

Homeland Security Presidential Directive (HSPD)12 http://www.dhs.gov/homeland-security-presidential-directive-12

DoD 5110.4-M- DoD Manual for Written Correspondence http://www.dtic.mil/whs/directives/corres/pdf/511004m_v1.pdf

DoDI 8500.01, Cybersecurity http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf

DoD 1400.25. Civilian Personnel Management System http://www.dtic.mil/whs/directives/corres/pdf/140025m.pdf

DMDC VTC support (basic setup and duties) http://teamsites.ds.dhra.osd.mil/teams/sts/Systems%20Document%20Library/VTC%20Support%20and%20Maintenance_Conference%20Center.pdf