DRAFT PWS - 043020.pdf

Attachment 1

Performance Work Statement (PWS) Administrative, Records Management, and Mailroom Support Services for the NNSA Los Alamos Field Office

March 17, 2020

1.0 Background/Introduction

The National Nuclear Security Administration, Los Alamos Field Office (NA/LA) mission is to safeguard the nation’s interests and build upon the Los Alamos superior science and technology legacy by ensuring national nuclear security through excellent contract management, oversight, and stewardship to enable the mission. Our mission includes providing technical direction and oversight management of Los Alamos National Laboratory (LANL), a United States Department of Energy national laboratory, managed and operated by Los Alamos National Security (LANS), located in Los Alamos, NM with an estimated $2.9 billion annual budget. The Field Office is physically located within lab property and is comprised of approximately 90 federal employees dedicated to improving programmatic and institutional viability while overseeing LANL activities assuring that programs, facility operations, environment, safety and health requirements, and safeguards and security programs meet National Security and other mission objectives and standards.

The Field Office has identified a need to procure administrative, records management, and mailroom support to accomplish many of the non-inherently governmental functions. This support is needed to assist in fulfilling its assigned site management and oversight responsibility of LANL.

2.0 Scope

The effort required under this Performance Work Statement (PWS) is to provide non-personal administrative services, records management and mailroom support services to the field office.

The duties would include, but are not limited to performing tasks in functional areas (unclassified) such as correspondence/report processing, calendar management, travel coordination, filing, data entry, records management, mailroom services, FOIA support, GSA vehicle fleet management, technical editing, and other related administrative tasks. Based on analysis of the scope requirements, the field office has determined that the use of Administrative Assistants, General/Mailroom Clerk(s), and/or a Records Management Professional would satisfy contract requirements. Individuals hired under this PWS shall identify that they are Contractor employees while interfacing with outside organizations. Core work hours are from 7:30 AM to 5:00 PM, Monday through Friday. Schedules for Contractor employees may vary and may incorporate DOE/NNSA established alternate work schedules as long as coverage is maintained during the specified core hours. Overtime hours may be necessary on an as-needed basis. Requests for the use of overtime must be approved by the Contracting Officer Representative (COR), in writing, prior to its incurrence.

3.0 Technical Requirements

The contractor shall provide all necessary personnel, administrative, financial, and managerial resources necessary for the support of this contract. The Contractor shall use proven methodologies to assure all contract requirements and activities are identified, documented, and tracked so the contract can continuously be evaluated and monitored for timely and quality services.

3.1. Task Manager/Supervisor

The Contractor shall provide a “L” cleared, on-site Task Manager who has management skills and resources required to plan, organize, direct, accomplish, document, invoice, and control the technical efforts set forth in this PWS. The Task Manager shall manage and assign all work tasks and shall be the primary point of contact to the Government. The Task Manager shall have equivalent qualifications as other contract employees and be required to carry full duties to support other areas of the PWS. The on-site task manager, or a delegated Acting Task Manager, must be available during the core hours of operation on a daily basis. The Task Manager and contractor staff shall interface with internal/external offices and their counterparts, as well as other Federal and Management and Operating (M&O) Contractor counterparts to accomplish their assigned tasks. The Contractor shall provide adequate staffing to support this contract and cross-train its staff to avoid a diminished level of service, provide sustainable performance support and consistent continuity of work to the end of the contract. All individuals shall be able to serve as back-up for all duties covered in the PWS and hold the appropriate clearance level based on their primary responsibilities. On-site contractor resources shall be available to provide administrative support at conferences and meetings, if required and authorized by the Contracting Officer's Representative (COR).

The absence of any contractor personnel shall be supported by fill-in personnel, if necessary to assure adequate performance and coverage of all functions. The Contractor shall notify the COR in writing of any personnel changes, absences, substitutions, or re-assignments that will affect the work performed under this contract as soon as possible but not later than two business days prior to the event. The Task Manager and COR will meet, as required, to review current issues and overall status of the support effort.

3.2. Administrative Services

The field office computing infrastructure is a business network, connected with other NNSA office locations throughout the United States. The "standard suite" of commercial' off-the-shelf software consists of Microsoft Word, Excel, PowerPoint, Access, Exchange/Outlook Mail and Internet Explorer. Additionally, NNSA utilizes Microsoft Visio, Project, SharePoint, and Adobe Acrobat Exchange. Several DOE/NNSA developed programs are also utilized, such as Concur, ePegasus, eDOCS, STRIPES, and SharePoint, and other systems as required.

Contractor personnel are expected to have a working knowledge of and proficiency with the standard suite applications and other systems necessary to perform the services described herein. The Contractor is expected to maintain proficiency through software training provided in-house as well as through external training sources, at no cost to the Government. NNSA will provide training, if deemed necessary, for the contractor's staff to gain proficiency with DOE developed/specific software. DOE will provide an initial records management training by Field Office staff and will allow employees to take online webinars and self-study sessions as appropraite. Additional training shall be paid at the expense of the Contractor. Some local travel may be required. Contractor Personnel must have interpersonal skills such as customer service and teaming abilities. Discretion, professionalism, good judgement, organizational ability, initiative, flexibility, and the ability to work independently are especially important for these positions. The Contractor shall provide daily administrative support which includes, but is not limited to, the following activities:

• Use various software applications for calendar management, word processing, data entry, composing, preparing correspondence and travel documents, briefings, reports and graphic presentations and a wide variety of other analytical, process flow, financial spreadsheet, narrative, tabular and statistical materials requiring complex formats and arrangement.

• The field office Work Authorization inbox shall be checked every day and entered into the eDocs system for routing.

• The field office Work Authorization inbox shall be checked for return (signed) work authorization and institute a tracking spreadsheet that will be updated two times per week unless otherwise directed.

• The returned (signed) work authorizations from Triad/LANL shall be uploaded into eDOCS to officially closeout the transaction.

• Enter and maintain travel document receipts for government travel for the various field office organizations. The Contractor shall enter all government travel into the Concur system for authorization and process vouchers in accordance with department procedures.

• Escort visitors--work with security to arrange for foreign visitors.

• Provide assistance in the ordering, storing, and distribution of office supplies.

• Maintain administrative data systems such as contact lists, shared calendars, and the dashboard.

• Perform technical writing, editorial and layout services, graphic design, high-resolution scanning, and all other steps necessary to provide digital "camera ready" output for brochures or other publications.

• Receive visitors, screen calls and refer inquiries to the appropriate person.

• Establish and/or maintain office files and databases, including electronic data files consistent with standard file storage/structure methodologies and office policies and procedures.

• Support the management of office filing and record systems.

• Maintain all files, records, documents, correspondence, briefings, reports, graphic presentations, photos, etc. on a shared drive.

• Some administrative support staff shall support the specific Assistant Managers and their respective groups.

• Some administrative support staff shall be assigned responsibilities as Issues Management

Coordinators and will be the organizations' records custodians.

• Field Office Facilities/Conference Room management: Provide assistance in preparing briefing material for meetings/conferences, setting up telephone conferences, coordinate conference room reservations, arrangements and meeting room setups.

3.3. Mailroom/Document Center Services

Contractor personnel shall be familiar with the appropriate mail regulations and guidelines, including those of the United States Postal Service and DOE, in order to comply with directive requirements for mail processing of classified and unclassified documents. Mailroom Services shall be provided in accordance with locally established Mailroom Procedure Guidelines to include:

• Data entry of all correspondence into eDocs.

• Managing LASO mailbox and timelines.

• Scanning correspondence and attachments, including email, into eDocs.

• Ensuring correspondence is routed to the appropriate field office organization through eDocs electronic capabilities and/or routine mailing capabilities.

• Ensuring that all correspondence is file coded and routed to the Records Coordinator for disposition.

• Serve as the focal point for incoming and outgoing field office correspondence.

3.4. Visitor Access

Many of the local office spaces are limited access and personnel not assigned there are considered visitors. Visitor access is governed by appropriate DOE/NNSA orders, policies, and procedures to include the Field Office Site Security Plan. Within that framework the contractor shall issue and control visitor’ badges for visitor access to the building.

3.5 GSA Vehicle Scheduling/Maintenance

The contractor shall provide support activities to the Federal Program Manager who has primary responsibility for overall management of the GSA fleet (approximately 22 vehicles). Support activities shall be in accordance with internal agency and GSA established procedures and guidelines, to include the following:

• Coordinate and manage all operational maintenance, scheduling, inventory and reservations of leased vehicles.

• Scheduling and reservations must be recorded to include the following information:

customer name, destination & purpose, departure date & time, return time and signature of customer.

• Maintain monthly accumulative mileage record(s) for all passenger vehicles and report results to GSA and the NNSA COR in accordance with GSA's established reporting guidelines.

• Maintain vehicle records, i.e. gas & carwash receipts, maintenance records, etc., per approved Field Office Records Management schedules.

• Ensure all vehicles are sufficiently fueled and cleaned based on a schedule developed by the contractor and approved by the COR. All vehicles will be washed and internally cleaned regularly and charged to the Government fleet credit card. Payment of charges shall not exceed $35.00 without prior approval from the NNSA COR.

• Contractor shall report activities that are not within the established user guidelines and/or GSA procedures to the Federal Program Manager for resolution.

• Assist with the proper use, recording, reporting loss of, and safeguarding of each assigned vehicle credit card.

• Assist with the reporting of accidents and initiating minor repairs while in travel status (e.g., flat tire). Procedures and forms, etc., that apply to this must be kept in the glove compartment of each vehicle at all times.

• Coordinate, repair and routine maintenance activities in accordance with NNSA and GSA policy and guidelines.

• Any repair or purchase charge exceeding $100.00 must be approved by the NNSA

COR.

• Operate passenger vehicles for the purpose of carrying out the requirements of this contract.

• Contractor personnel operating vehicles must have a valid Class C driver’s license and shall drive GOVs, as required to perform the duties listed above.

3.6 Office Supply Management

The contractor shall assist the Supply Manager in managing field office supplies to ensure that supplies are available and disbursed as requested by staff and support service contractors to include:

• Maintain an inventory of supply stock with established reorder points and quantities to be maintained based on usage.

• Orders are to be submitted in accordance with office policies and submitted to the off ice Credit Card Administrator/Supply Manager.

• Accept and reissue reusable or partially used supplies and notify NNSA COR when disposition or excess of government supplies and office equipment is required.

• Maintain Supply Room closet ensuring supplies are organized and in good working condition.

3.7 Records Management

The contractor shall provide key support to efficiently and effectively operate the central records library in addition to daily records management services when designated as a Records Management Coordinator in accordance with DOE/NNSA and NARA established guidance and/or policies to include field office internal procedures. These service functions which are described in greater detail below are:

Central Records Library Custodian:

The Contractor shall provide a “L” cleared Central Records Library Custodian and shall provide personnel support between the hours of to (less lunch every day) except for federal holidays to perform the functions listed below:

• Set up files in accordance with the Agency File Codes used in the central records library to include printing and placement of labels within 48 hours of receipt

• Follow a standardized File Maintenance and Disposition Plan

• Archive records to the Denver Federal Records Center, as necessary

• Place material into proper file folder in the order consistent with the file structure. NA-LA is in process of moving more towards electronic filing and current filing structures must be followed.

• As new records types are identified, they should be documented in the file plan structure and reported to the RMFO within 48 hours of identification

• Limited access information is identified by annotations on the folders. A listing of personnel allowed access to these folders will be maintained by the central records custodian.

• Assist field office staff in searching and retrieving requested records by providing prompt service using the electronic index of records within 24 hours of the request

• Perform a semi-annual folder level inventory of the central records library to ensure proper location of files. Date performed and time expended shall be reported as part of the monthly report. Report should include any findings and how corrections were made.

• Prepare appropriate records management documentation (e.g., Records inventory, Records Inventory and Disposition Schedules (RIDS) or their equivalent replacement form) to ensure that record material in the Records/Central Files area is retained and dispositioned in accordance with National Archives and Records Administration (NARA) approved disposition schedules.

• Provide assistance to offices in preparing documents for Records/Central repository, including Files inventory, RIDS schedules, and dispose of documentation as necessary.

• Assist the RMFO with evaluation of nonscheduled record series for permanent or temporary retention requirements; coordinate recommended records series descriptions and disposition instructions for preparation of paperwork for approval; update RIDS,NARA, and DOE Records Schedules; and adhere to DOE and other federal guidance regarding management of federal records;

• Perform special records inventories as mandated by NNSA/NSO, DOE/HQ, or NARA.

• Perform document scanning, e.g., scanning incoming and outgoing documentation;

examining the scanned image for clarity and required clean up, as necessary; route material to appropriate individual(s) and/or offices; transmit scanned documentation to parties and/or send message to appropriate parties that the document has been received and forward the original document and the image to the central records library.

• Maintain a desktop procedure/operating guide that will contain complete information on the central records library operations Ensure that requested CO/COR documentation is uploaded into STRIPES and eDocs, as instructed.

3.8 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 are 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/her to approve or disapprove the proposed substitution. The Contracting Officer of his/her authorized representative will evaluate such requests and promptly notify the contractor of his/her approval or disapproval thereof in writing.

(D) If the Contracting Officer determines that suitable and timely replacements 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/she 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.

(E) The follow positions are identified as Key Personnel:

Task Manager – one required - At least five years’ relevant experience in administrative support and one years’ experience in supervision. Functions as a manager of all staff and is the main point of contact with the Contracting Officer’s Representative. Assigns and monitors work of staff and provides regular updates. Handles personnel issues and monitors performance of staff. Personal computer literate with knowledge of email, word processing, and spreadsheet software. Uses common office equipment, e.g., facsimile (fax) machines, copiers, projectors, and PC printers.

Records Manager – one required - At least a high school diploma and two years’ experience in records management. Works as a multifunction analyst that provides records management support including but not limited to the development of manuals, policies, procedures, SOP’s, reports, manuals, briefs, catalogs, presentations and other professional documents.

Administrative Assistant I – one required - At least a high school diploma and one year’s experience.

Functions in a junior level Administrative Assistant role providing administrative support in a management environment. Personal computer literate with knowledge of email, word processing, and spreadsheet software. Uses common office equipment, e.g., facsimile (fax) machines, copiers, projectors, and PC printers. Performs administrative/technical support as directed, with continual supervision. Applies skills and knowledge in data management, document control, computer support, project control, and related areas to individual and team efforts.

Administrative Assistant II – three required - At least a high school diploma and three years’ experience. Functions in a mid-level Administrative Assistant role providing administrative support in a management environment. Personal computer literate with knowledge of email, word processing, and spreadsheet software. Uses common office equipment, e.g., facsimile (fax) machines, copiers, projectors, and PC printers. Performs high quality project support. Will contact most levels of Government/client personnel. Handles confidential information. Maintains logs, records, archives and/or working files. Given minimum instruction and supervision, handles correspondence, prepares reports, arranges meetings and/or travel arrangements.

4.1 Personnel Requirements

The Field Office requires a workforce of six personnel identified above. This staffing level must be maintained throughout the entirety of the contract. If this staffing level is not maintained, the contractor shall decrement its invoice commensurate with the number of hours the staff is not provided at the rates found in the contractor’s proposal. Long term unavailability of staff will result in poor performance evaluations and potential non-exercise of options.

4.2 Applicable Documents

• Applicable DOE/NNSA and Field Office Business Model Directives, Orders, and Notices

• NNSA/Field Office policies, procedures, processes, guidelines and/or manuals as required.

• Field Office operationalguidelines

• NNSA/Field Office Records Management Program/Central Files Operation Procedure.

5.1 Deliverable/Delivery Schedule

The contractor shall provide a Monthly Status Report (MSR) that briefly summarizes the management and technical progress to date, as well as providing the information indicated below.

The Contractor shall provide, at a minimum, the following information:

• Number of correspondence processed

• Number of documents, reports, briefings, etc. edited (technical edit/review)

• Number of travel authorizations processed

• Number of Travel vouchers processed

• Number of travel arrangements processed

• Number of ePegasus and eDocs correspondence entered

• Number of times filling in at the manager’s office, and for what length of time (break, lunch, meeting, training, partial and full-day)

• Hours worked by all employees

• Status of all special projects, if any

• Performance information such as kudos from Field Office Staff and performance issues for contractor staff

• Monthly records progress report by the 5th business day of each month outlining the work accomplished in the period specified to include any difficulties encountered, remedial actions taken, changes in personnel, and work hours spent.

6.1 Security Requirements

In order for the contractor to effectively carry out the performance objectives stated within this contract, certain contract personnel, specifically the Task Manager and the Records Manager, must have a “L” security clearance level upon entry of the position and maintain this clearance level throughout the contract. If a New Hire, who is determined to be the most qualified individual, does not hold the appropriate access authorization level for the position upon entry, the contractor must screen the individual in accordance with an employee screening plan approved by the DOE Contracting Officer’s Representative (COR) and provide a certification in writing to the COR of a favorable screening prior to employment. The screen shall include verification of identity, citizenship, previous employment, education, and the results of credit and law enforcement checks. Costs incurred by the contractor for screening are not considered reimbursable under this contract. The appropriate security clearance level for each contractor employee will be determined by specific job requirements to include handling of classified information and/or the need for unescorted access to a Limited Security area and concurred by the COR. The contractor shall not employ anyone who is not a citizen of the United States. Clearances will be provided and paid for by DOE.

7.1 Performance Requirements – Quality Assurance Surveillance Plan (QASP)

The following is the Quality Assurance Surveillance Plan that the Government will use to evaluate the contractor’s performance. The Government may use a variety of surveillance methods, to include random sampling, inspection of deliverables, periodic surveillance, customer complaints, trend analysis, contractor metrics, and third-party audits or assessments. The Government will provide written documentation to the Contractor identifying deficiencies discovered. The Contractor shall provide written response to the deficiencies identified by the Government within 15 calendar days of receipt and identify corrective actions to be taken to resolve the deficiencies.

Repetitive failures in meeting the standards may result in one of all of the following actions:

• The non-renewal of an Option year

• Non-compliance may result in issuance of findings requiring a formal corrective action plan.

• Consideration (monetary, etc.)

• Failure to meet the performance expectations will result in the contractor correcting performance deficiencies at no additional cost to the NNSA.

• Lower performance ratings in annual CPARs reports

The following list includes the selected indicators, expected results, and their relative weighs that form the basis for assessing the performance of the contractor under this contract.

Performance Objectives

PWS

Reference Minimum Performance

Standards

Management Requirements: Planning and control of labor is mostly effective and ensures sound compliance with requirements of the PWS.

Contractor shall take immediate corrective action if there are problems/issues with key personnel related to their qualifications.

3.0

Corrective action is initiated within 3 working days of the discovery of the problem or issue; and an acceptable corrective action is completed within 10 workings days unless coordinated with the Government for a later date.

Task Management. On-site contractor performance is transparent and trouble-free to Government staff. Deliverables are of a high quality; and consistent with established guidelines and administrative methods/standards.

3.1

All final data and reports shall be submitted with at least 95% accuracy.

All Administrative Services: The Contractor shall provide daily administrative support services in accordance with PWS. Personnel will be proficient in all Microsoft applications as well as DOE/NNSA programs in accordance with PWS

3.2

Complete each assigned task within either agreed time or 24 hours for a document less than 5 pages, 3 days for a document up to 25 pages.

Mailroom/Document Center Services: Mailroom Services shall be provided in accordance with Field office established Mailroom Procedure Guidelines.

Incoming/out-going mail, copying, faxing, binding will be processed within 24 hours of receipt, unless customer requests another time.

Visitor Access: contractor will adhere to all appropriate DOE/NNSA orders, policies, and procedures.

3.4

The contractor shall issue and control all visitors' badges for visitor access to the building. Performance will be rated by customer as either meeting the performance level or failing to meet the standard. Any improper issuance of badges or lost badges should be reported to the customer immediately

GSA Vehicle Scheduling/Maintenance:

The contractor shall perform vehicle scheduling and maintenance (for a fleet of approximately 22 vehicles) in accordance with Field Office GSA established procedures and guidelines in accordance with the PWS.

3.5

Complete tasks without failures to validate driver's licenses or negative impacts to employees, records, repair approvals, maintenance.

Office Supply Management: The contractor shall assist in managing· field office supplies to ensure that supplies are available and disbursed as requested by fi e l d o f fic e staff and support service contractors.

3.6

Assist in maintaining, managing and distributing office supplies as requested by field office staff and support service contractors 95% of the time.

Records Management: provide records management in accordance with PWS.

3.7

The contractor shall perform all records management duties/other managerial activities related to the creation, maintenance, use, and disposition of records in a manner that ensures agency compliance, a sustainable and effective program, and an economical management of agency operations to include, but not limited to Log and file (hard/electronic copies) with 98% accuracy within 5 days.

Determine disposition and/or archive records with 99% accuracy.

On-site records requested by customer are retrieved within 24 hours.

Management: Contractor shall take immediate corrective action if there are problems/issues with the key personnel related to their qualifications

Corrective action is initiated within 3 working days of the discovery of the problem or issue; and an acceptable corrective action is completed within 10 working days unless coordinated with the Government for a later date.

8.0 Government Furnished Equipment

NNSA will provide all equipment, material, and on-site facilities as required and reasonable to perform the work described in the PWS. This includes office space, furniture, information technology equipment such as a PC workstation, and other equipment necessary for performance of the contract.

9.0 Other Direct Costs (ODC)

The contractor will use only fully trained, experienced and technical proficient personnel;

however, travel and training may be allowed periodically to attend meetings and/or required training on NNSA and industry practices and procedures. Travel and training requests will be submitted to the COR in advance and will be allowed upon written approval by the COR.

10.0 Contract Service Summary (SS)

The Government will work with the Contractor to ensure communication concerning performance under this Performance Work Statement. The purpose of the performance communication is to improve performance over the duration of this contract. Factors of evaluation will include, but are not limited to, quality, schedule, business relations, and management of key personnel.

When assessed, the SS conveys to whether or not the primary elements of the agreement objectives are succeeding, meeting the performance thresholds (Satisfactory), not meeting the performance thresholds (Unsatisfactory) or exceeding the performance thresholds (Very Good or Exceptional).

11.0 Place of Performance

The contractor will perform onsite at the DOE NNSA Los Alamos National Laboratory (LANL) Field Office that is physically located within lab property. The contractor will also be allowed to telework as directed by the COR on a case by case basis issued by a technical direction. Access devices such as RSA tokens will be provided for those contractor employees authorized to telework but laptops may or may not be provided.