DRAFT H98210-20-R-0008_Enterprise Operational Admin Support_17 Jan 2020.pdf

Draf t

SEE ADDENDUM

(No Collect Calls)

H9821020R0008

b. TELEPHONE NUMBER

571-372-2113

8. OFFER DUE DATE/LOCAL TIME

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

ANNE DITCH

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

PAGE 1 OF

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

X 8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$16,500,000

NAICS:

541611

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 03E25

ALEXANDRIA VA 22350-4000

H98210

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

H98210-20-R-0008

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

Months

Operational and Administrative Support Services - Labor

FFP

Provide operational and administrative support services in accordance with the Performance Work Statement (PWS).

The period of performance is a five-year ordering period from the date of award.

FOB: Destination

ESTIMATED TOTAL _______________________

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0002 Travel Unitless

T&M Travel in support of services performed under this contract reimbursed in accordance with FAR 31.205-46. The Government's Not To Exceed (NTE) amount will be provided at time of award.

FOB: Destination

ESTIMATED TOTAL _____________________

CEILING PRICE

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0003 Transition of Contract Services

FFP

Contractor shall work with incumbent contractors to ensure continuity of services during and after transition-in period.

FOB: Destination

ESTIMATED TOTAL

H98210-20-R-0008

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 Destination Government Destination Government 0002 Destination Government Destination Government 0003 Destination Government Destination Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 15-SEP-2020 TO

14-SEP-2025

N/A Defense Human Resources Activity 4800 Mark Center Drive, Suite 03E25 Alexandria, VA 22350 FOB: Destination

H98210

0002 POP 15-SEP-2020 TO

14-SEP-2025

N/A (SAME AS PREVIOUS LOCATION)

FOB: Destination

H98210

0003 POP 01-AUG-2020 TO

14 SEP-2020

N/A (SAME AS PREVIOUS LOCATION)

FOB: Destination

H98210

H98210-20-R-0008

PERFORMANCE WORK STATEMENT

Defense Human Resources Activity (DHRA) Enterprise Operational Administrative Support Services

1.0 INTRODUCTION

The Defense Human Resources Activity (DHRA) requires administrative and customer support services across the enterprise to meet requirements and ensure operational effectiveness. Services and support provided include, but are not limited to, front office executive support, administrative and security office functions, correspondence issuance and tracking, Operational Instruction issuance and tracking, Congressional and other high level tasker response tracking, conference center support, production/delivery of training materials, acquisition technical document writing, basic data/statistical analysis, document control and records/file management, coordination and issuance of reports, reception and switchboard support, and support to the public and Office of Personnel Management (OPM) in responding to inquiries needing interpretation of program requirements or data contained in DHRA data repositories. These services require interaction with the public, other Department of Defense (DoD) and Federal agencies, to include the Under Secretary of Defense for Personnel and Readiness, Defense Security Systems (DSS), OPM and others.

2.0 BACKGROUND

2.1. Established by DoD Directive 5100.87, Department of Defense Human Resources Activity (DHRA) is a Field Activity of the Office of the Under Secretary of Defense, Personnel and Readiness (OUSD P&R) leading the way for a number of key DoD Components and programs. DHRA is a multifaceted organization with a diverse mission set. DHRA provides centralized and comprehensive personnel data management and analysis for the entire DoD; manages DoD enterprise-wide mission programs ranging from travel management, language and culture, to civilian human resource advisory services; and, ensures our Service members and their families, reserve, retired military members and their families, and civilian employees receive the care and support they are entitled through multiple and highly visible direct support programs.

2.2. DHRA is the trusted source for: general management and direction on a wide variety of human resource matters; budgetary support and management; guidance on civilian personnel policy, professional development programs, and personnel security; program support in the benefits, readiness, and force protection areas; management, research, and analysis of manpower data; guidance on overall effectiveness, efficiency, and productivity of personnel operations; guidance and information on Common Access Card (CAC) issuance and procedures; strategic direction of requirements related to language and regional expertise; oversight of the capability of the DoD to respond to the needs of victims of sexual assault; operation, consolidation, and management of commercial travel for the DoD; and operation of the Troops to Teachers program.

2.3. This contract provides support services to a geographically dispersed organization.

Organizational components are currently located in Alexandria, VA; Seaside, CA; Ft. Knox, KY;

Pensacola and Patrick Air Force Base, FL. Organizations at these locations execute major programs and missions that affect active duty, reserve, and retired military members and their families and civilian employees of the DoD, see Attachment 1. Requirements at each location may include one, some or all of the requirements listed in paragraph 4.0 and will be specified in task orders awarded under this contract.

Same scope work will be added at additional locations if other Department of Defense (DoD) organizations are aligned under DHRA in future years.

3.0 SCOPE

3.1. The Contractor shall provide all personnel, management, and materials necessary to provide on-site administrative and customer support services at DHRA offices/facilities.

3.2. Personnel must have full working knowledge and be proficient in the use of all applications in the Microsoft Office Suite (currently 2013 and 2016) (include Access, Project, Excel, Visio, and PowerPoint) and SPARX, Service Now (a customizable COTS, will be implemented across DHRA over time and the admin team will be required to support process management and workflows through that system). They must have working knowledge of SharePoint (currently 2013), and have the skills and ability to research authoritative data sources using the worldwide web (WWW).

3.3. Personnel must have working knowledge of the Office of the Secretary of Defense and Department of Defense writing styles as contained in DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material: Correspondence Management and DoD 5110.04-M, Volume 2, DoD Manual for Written Material: Examples and Reference Material, and have working knowledge of correspondence tracking systems (preferably have knowledge with the OSD Correspondence and Tracking System (CATMS) and Task Management Tool (TMT)(a customized COTS tracking system).

3.4. Personnel must have an understanding of management and organizational principles pertaining to areas of responsibility (e.g. delegations of authority, administrative procedures) in order to plan and conduct complex studies to assess organizational operations.

3.5. Personnel shall have experience in strategic planning and provide support for initiating strategic planning efforts involving internal and external stakeholders with regards to the implementation of Strategic Plans, legislative strategy, communications, and monthly progress reviews and other projects involving monitoring of goals and objectives, and to ensure governance of the strategic planning process.

3.6. Due to the sensitive and/or privileged nature of the different projects and programs that the organizations are managing, Non-Disclosure Agreements are required by task orders awarded under this contract to perform the work or obtain access to specified systems.

3.7. Contractor employees shall clearly identify themselves as “Contractors” at all times, in all communications and representations, including in the workplace, at meetings, in conversations, telecommunications, mail, electronic mail (e-mail), and faxes, whether with Government personnel, other Contractor personnel, or with the public. Contractor personnel shall wear a readily visible badge (Common Access Card is acceptable) that clearly identifies them as Contractor employees.

3.8. NON-PERSONAL SERVICES. The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks, IAW FAR 37.104(d). Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

4.0 REQUIREMENTS

4.1. Provide On-site Project Management.

4.1.1. The contractor shall provide a Project Manager who will serve as the contractor’s contract manager. The Project Manager shall be the contractor's authorized interface with the Government Contracting Officer (CO), the Contracting Officer's Representative (COR), government management personnel, and customer agency representatives. The Project Manager shall be responsible for formulating and enforcing work standards, assigning contractor schedules, reviewing work discrepancies, supervising contractor personnel and communicating policies, purposes, and goals of the organization to subordinates. The Project Manager shall be responsible for the overall management of the contract performance. The Project Manager shall also ensure that quality work is completed on schedule and within the allocated budget. The Project Manager should have advanced experience working in the Department of Defense.

4.1.2. Provide the Government with a detailed project management plan (PMP). The plan shall include a breakdown of tasks, how the tasks will be staffed, any dependencies, and a mitigation strategy for achieving requirements within the desired timeframe noted in paragraph 5 (Deliverables). Draft plan due to the COR within 30 days of award. Upon acceptance by the government the PMP will remain a living document to be revised and updated as agreed upon by both parties to the contract.

4.1.3. The contractor shall provide one written Monthly Status Report (MSR) to the COR and Program Manager in electronic format for all task orders issued, documenting task order services provided, issues, and progress. The report will detail contractor activities during the reporting month and plans for the following two months. The report will include a summary of work performed and deliverables completed, current or projected problems and issues and their resolution, an explanation of deviations from the previous month’s projections, and any recommendations related to the effort. The report shall detail travel for the month of service.

The report shall analyze the current task orders and provide task order accounting information.

The report shall provide a list of all contract employees allocated across the contract on task orders and a delineation of clearance level.

4.1.4. Problem Notification Reports: The contractor shall file a Problem Notification Report (PNR) to notify the Government of schedule delays, assumptions upon which tasks were based, and any other perceived contractual issues. The PNR shall include a plan detailing the proposed resolution. The contractor shall file the PNR as soon as possible, but no later than two business days after the contractor’s discovery of the issue(s). The ID/IQ deliverable requirements are listed in paragraph 5.0.

4.1.5. The contractor shall ensure qualified individuals are on the job at Task Order start, and will maintain a stable workforce, ensuring less than 5% of positions are unfilled at any given time across all contracted locations.

4.1.6. The contractor shall ensure personnel readiness by providing appropriate training and guidance to workforce to ensure they maintain a trained level of proficiency in stated tasks and are confident with all changes forthcoming.

4.1.7. The contractor shall supervise PWS support services to ensure adherence to quality standards, deadlines, policies, and procedures.

4.1.8. The contractor shall recommend website and data base programming modifications to increase workflow efficiencies.

4.1.9. The contractor shall schedule work coverage, ensuring planned and short notice absences of contract personnel are backed up by another employee within four (4) hours of absence notification to contract management.

4.1.10. The contractor shall ensure contractor personnel wear appropriate business attire at all times.

4.1.11. The contractor shall ensure contractor personnel adhere to the appropriate DoD, DHRA or component Administrative and Acquisition instructions as specified by the Government and in applicable documents at PWS paragraph 15.0.

4.1.12. The contractor shall develop business process review documentation on admin functions and document alternatives, plans, and shall ensure business processes are in line with report metrics as specified by the Government. The contractor shall ensure business processes are in line with DHRA Operating Instructions and are fully coordinated.

4.1.13. The contractor shall systematically identify process improvement areas due to ongoing program reengineering, evolutions, objectives, and priorities.

4.2. Provide General Administrative Support.

The contractor shall provide general administrative support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.2.1. Office Assistant Support.

4.2.1.1. Perform general clerical duties using Microsoft Word, Adobe Pro, Excel, Outlook, Visio, Sharepoint, customized government COTS products like Service Now or TMT and PowerPoint to support tasks required by this PWS such as word processing, preparing briefings and correspondence, screening inquiries, document storage, and managing mail.

4.2.1.2. Keep office rosters up to date, such as emergency muster rosters, recall rosters, etc.

4.2.1.3. Support internal/external meetings: prepare, edit, and assemble attendee materials; arrange onsite logistics, record meeting notes and prepare draft meeting minutes.

4.2.1.4. Execute office file procedures to store, archive, or properly dispose of document and records, as appropriate.

4.2.1.5. Prepare briefing, PowerPoint presentations, action memo, letters, and other formal communications.

4.2.1.6. Prepare the appropriate awards and recognition documents (e.g., certificates, letters of appreciation) for presentation or distribution.

4.2.1.7. Prepare documents for federal express and certified mail.

4.2.1.8. Record interactions with others as needed.

4.2.1.9. Other miscellaneous administrative duties.

4.2.1.10. Retrieve, post, sort, and route incoming and outgoing mail.

4.2.1.11. Perform miscellaneous clerical support such as filing, sending and receiving fax messages, shredding, labelling, and preparing materials for mailing.

4.2.1.12. Date stamp, sort, and route forms for appropriate action.

4.2.1.13. Using internal guidelines and process knowledge, respond to general and routine inquiries or elevate inquiries to staff members for resolution.

4.2.1.14. Assemble and package marketing materials for mailing and distribution.

4.2.1.15. Monitor network printers for status of toner, ink, paper, or other needed servicing and coordinate with the appropriate support service provider (e.g., JSP, DMDC) to resolve any issues.

4.2.2. Reception Support.

4.2.2.1. Provide coverage for reception area suite(s). Monitor visitors by checking for appropriate identification and maintaining the daily sign-in log. Greet visitors, notify the appropriate Government staff member of visitor’s arrival and escort visitor to the appropriate office or meeting room as required.

Provide additional visitor escort as needed.

4.2.2.2. Process, manage, and maintain a log of parking requests for organization visitors and permanent parking for organization employees. Answer parking-related questions and coordinate with the appropriate Security or parking office.

4.2.2.3. Process, manage, and maintain a log of office requests for organization visitors and Government teleworkers. Schedule guest/visitor/hoteling seats for government teleworkers and visitors.

4.2.2.4. Operate busy, multi-line switchboard-style telephone system. Monitor central phone lines to answer, take messages and direct calls to the appropriate staff member as necessary. Look up participant identification numbers to appropriately route phone call

4.2.2.5. Take and deliver messages both verbally and in writing, manually or via e-mail, with accurate content and proper grammar usage.

4.2.2.6. Monitor front desk/central phone lines to answer, take a message, or direct calls to the appropriate staff member as necessary.

4.2.3. Information Management Support.

4.2.3.1. Handle document receipt, transmittal, storage, and disposition of correspondence.

4.2.3.2. Establish and maintain organized, complete, and accurate paper and electronic files to include filing and records management in file cabinets, via SharePoint and/or other collaborative and project management systems as required by statute and policy.

4.2.3.3. Scan, copy, print, and assemble all documents (e.g. reports, packages) in accordance with regulatory guidance or as directed.

4.2.3.4. Maintain records disposition/ records management in accordance with regulatory guidance.

4.2.3.5. Create routing slips as required for documents/packages requiring coordination; hand-deliver packages from office to office until coordination completed. Provide finalized coordination to Government action owner.

4.2.3.6. Take and type up meeting minutes and distribute or post as directed.

4.2.3.7. Draft and/ or distribute organizational updates as requested via email, paper, or SharePoint.

4.2.3.8. Submit and track work orders for facility needs/repairs.

4.2.3.9. Print business cards using the business card template specific to the organization when requested. Assist in determination of appropriate information to be displayed.

4.2.3.10. Ensure Activity Security Checklist (suite entrance/exit) is annotated daily.

4.2.3.11. Assist in processing DoD facility access badge requests and completing appropriate forms for signature.

4.2.3.12. Manage/maintain functional event calendars.

4.2.3.13. Update Organizational group email addresses based on information provided by Government and maintain the updated information in Admin systems (EAFI, Service Now, TMT)

4.2.3.14. Send/receive correspondence to include assembling, copying and mailing documents using secure mail sources with the ability to track and confirm delivery.

4.2.3.15. Receive and sort incoming mail on a daily basis. Assist with delivering mail to floor mailboxes and divisions. Observe and comply with current postal regulations. Collect outgoing mail as needed and place in central pick-up location. Prepare outgoing shipments for commercial and government carriers, i.e. FedEx, UPS, and DHL. Keep a log of all commercial shipments.

4.2.3.16. Produce one time, monthly, and annual reports in the appropriate format directed by the Government manager with minimal editing required.

4.2.3.17. Handle document receipt, transmittal, storage, accountability and destruction of classified material (Secret).

4.2.3.18. Handle document receipt, transmittal, storage, accountability and destruction of unclassified material.

4.2.3.19. Track completion of tasks as directed on the appropriate task tracking vehicle through coordination with assigned parties and notify government sponsor if appropriate actions are not being taken by assigned offices or if it appears due date of task will be missed.

4.2.4. Meeting Support.

4.2.4.1. Provide meeting support for conferences, meetings, and training.

4.2.4.2. Make conference room reservations for meetings as needed, ensuring there is a reserved room in each location required to attend the meetings (Mark Center, San Antonio, Seaside, Pentagon, etc.) prior to sending out a meeting appointment to attendees. In addition, manage staff Meet Me Line and video conference line reservation requests. Set up and test all equipment prior to meetings.

4.2.5. Supply Support.

4.2.5.1. Manage inventory of office supplies; ensure appropriate backfill of products by monitoring supply levels and developing list of supplies that need to be purchased by the government. Ensure supply cabinets are neat and orderly.

4.2.5.2. Prepare supply requests from Government personnel and obtain required quotes for these supplies.

4.2.5.3. Assist with delivery of supplies to the requestor.

4.2.6. Training Support.

4.2.6.1. Maintain training materials.

4.2.6.2. Manage course registration; create associated class rosters, and other tasks associated with training courses.

4.2.6.3. Establish and maintain student evaluation summary reports and evaluation metrics for each course.

4.2.6.4. Track training completions and provide report upon request.

4.2.6.5. Manage course completion certificate records management (currently stored on SharePoint).

4.3. Provide High-Level Administrative Support.

The contractor shall provide high-level administrative support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.3.1. Be capable of providing all services outlined in paragraph 4.2 above.

4.3.2. Information Management.

4.3.2.1. Manage all incoming and outgoing high level correspondence/packages through the Department’s OSD Correspondence and Tracking System (CATMS)), Task Management Tool (TMT) or other Government-approved tracking system.

4.3.2.2. Prepare/assist in the preparation of agendas, read-ahead materials, place cards, directional signs, and briefing materials as directed by Government management/staff in accordance with DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material: Correspondence Management. When appropriate, utilize the appropriate DHRA/organization templates, letterhead, and format, as prescribed by the DHRA style guide, written guidance, examples, and/or specific direction. Product provided should be of high standard with minimum administrative, spelling, or grammar errors.

4.3.2.3. Draft, update and coordinate Administrative Instructions, Standard Operating Procedures, and Award templates and write-ups for government review and approval. Administer quality assurance on packages prior to submission.

4.3.2.4. Provide support in drafting, formatting and performing quality reviews of high level documents for Directors and Deputies. Edit packages for format, protocol and grammar in accordance with DoD, OUSD P&R and DHRA guidance.

4.3.2.5. Analyze documents to ensure responsiveness to specific taskings, document records requests, and other requests.

4.3.2.6. Manage/track coordination on Policy documents in the DHRA OUSD P&R or SD Form 106, “DoD Issuances Program Coordination Record” process.

4.3.2.7. Manage and track all taskers to ensure completion within given time frame.

4.3.2.8. Compile the Weekly Activity Report for publication on SharePoint and dissemination to Senior Organization Staff.

4.3.2.9. Maintain sensitive case files in accordance with official regulations and guidance. This may include inputting data into specific required systems.

4.3.2.10. Maintain, revise and update administrative documentation and training course content on SharePoint or shared drives to enable full government access and backup. Administrative content will include all forms of written material, correspondence, messages, notes, spreadsheets, slides, and other media. Presentation and/or course content shall contain at a minimum, briefing slides and scripted material. Content will be distributed to organization staff through one or more of the following:

provisioned access to the general SharePoint site or topic-specific site, Leadership Training programs, job rotations, town hall meetings, brown-bag seminars, online forums, or distance learning hosted through the Talent Management SharePoint Site, as applicable to the course or presentation.

4.3.2.11. Provide expertise to the Government in creating official reports, correspondence, and articles for publication, information products, print, and web content in support of the organization’s mission objectives and legislated reporting requirements.

4.3.2.12. Manage coordination on Policy documents at the organization level as well as in the Office of the Under Secretary of Defense for Personnel and Readiness and other intermediate levels as needed.

4.3.2.13. Assist in preparing and review responses to Congressional and White House inquiries in the format provided by the Government. Assist in preparing and review Congressional testimony and speeches.

4.3.3. Executive Assistant and/or Executive Office Support Services.

4.3.3.1. Track and manage senior staff schedules.

4.3.3.2. Assist with senior staff travel as a Defense Travel System (DTS) Non-Defense Travel System Entry Agent (NDEA) to enter travel into DTS or other Government-approved travel system, retrieve reports, ensure organization information is current within the travel system maintenance tool, and assist Government in ensuring routing lists are appropriately configured and appropriate training has taken place.

4.3.3.3. Maintain calendars for executive-level meetings; prepare read-ahead materials as needed.

4.3.3.4. Attend senior leader meetings as scheduled and document official business decisions, guidance, and other key points (i.e., meeting minutes).

4.3.3.5. Assist in managing overall task management (e.g., integrated master schedule); create, assign, and monitor tasks across the DHRA enterprise.

4.3.3.6. Serve as the focal point for receipt of input and events to be scheduled using the appropriate calendar (e.g., integrated, strategic calendars) and reconcile with task management system(s) as necessary, reconciling input and de-conflicting competing events.

4.3.3.7. Create and update Microsoft PowerPoint slides.

4.3.3.8. Draft, update, and coordinate documents for Senior Staff review and approval.

4.3.4. Organizational Support.

4.3.4.1. Support committee, working and focus group events by assisting in the preparation of material and provide logistical support for decision-making groups and committees, preparing materials in the timeframes requested and in accordance with the directions provided by the requesting Government manager.

4.3.4.2. Provide administrative support to maintain and track all personnel office space assignments, including the coordination of computer and telephone equipment movement. This requires the ability to closely track space availability, personnel movements, and IT requirements.

4.3.4.3. Support all phases of organizational planning, analysis, integration, technology, documentation, communication, research, data collection/validation, and training efforts within the organization and across the stakeholder community.

4.3.4.4. Provide the necessary non-personal services to support the Government organization’s efforts in adapting and structuring programs to meet emerging requirements and Federal law, employing information technology applications, overseeing programs, reporting on program progress, communicating with key stakeholders, researching and analyzing program initiatives, collecting and validating data, creating program core curricula and training objectives, and professionalizing assistance.

4.3.4.5. Provide program services by daily assisting Government lead with facilitating multiple, concurrent research studies, briefing requests, and short-fused information requests from DoD leadership.

4.3.4.6. Prepare data call requests to Services and Defense agencies for research, data collection, and initiatives.

4.3.4.7. Support preparation, product development, and meeting execution for DoD and Service leadership and representatives on topics identified by the Government.

4.3.4.8. Using a set of tools, methods, and procedures defined by the Government, support the organization in conducting analyses of Department and Service policies, metrics, and collected data identifying possible inconsistencies and procedural problems for review and determination by the Government.

4.3.4.9. Exercise logical judgement in determining approach to tasks and in re-prioritizing tasks based on changing requirements and deadlines.

4.4. Provide Communities of Practice (CoPs) support

The contractor shall provide Support for (CoPs) in task orders issued under this ID/IQ contract, including but not limited to:

4.4.1 Assist with drafting and reviewing policy and procedural documentation.

4.4.2 Schedule, coordinate attendees and logistics, and assist with development of materials for CoP seminars and activities.

4.4.3 Prepare and disseminate correspondence for the CoP in the timeframes requested and in accordance with the directions provided by the requesting Government manager.

4.4.4 Assist in the maintenance of the content of the CoP SharePoint and other portal webpages, within the timeframes specified by the requesting Government office.

4.5. Provide Project Execution Support.

The contractor shall provide project execution support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.5.1. Assist with project planning and team/stakeholder coordination activities.

4.5.2. Assist in the development of materials for meetings and briefs.

4.5.3. Support data collection planning, execution, analysis, and prepare reports to present findings and recommendations.

4.5.4. Assist with development of implementation deliverables include standard operating procedures (SOPs), checklists, templates, and other training/implementation materials. All deliverables will be developed using approved DHRA templates and formats.

4.6. Provide Security Administration Support.

The contractor shall provide security administrative support as requested in task orders issued under this

4.6.1. Assist Government lead in implementing the Physical Security Plan for the appropriate organization/geographical footprint.

4.6.2. Be responsible for obtaining CAC or PIV ready status prior to reporting for work. At a minimum, all Contractor personnel requiring access to DMDC’s network must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), two forms of identity proofed identification (I-9 document), and obtain/maintain a favorable Tier 3 background investigation.

4.6.3. Contracting personnel requiring access to the Joint Service Providers (JSP) network and do not require access to classified information, must comply with HSPD-12 Personal Identity Verification (PIV) issue requirements, known as the Common Access Card (CAC) and submit a Tier 1 vetting package.

4.6.4. Be citizens of the United States

4.6.5. Demonstrate all contract personnel requiring access to classified information have obtained and maintain a Secret Clearance in accordance with the DD 254.

4.6.6. If at any time, any Contractor personnel requiring a CAC is unable to obtain/maintain an adjudicated Tier 3 background investigation, immediately notify the Requiring Activities Information Systems Security Group (ISSG) and remove such person from work under this contract.

4.6.7. Have working knowledge of the Joint Personnel Adjudication System (JPAS) and Central Verification System (CVS).

4.6.8. Enter new records and assist in maintaining the organizational Employee Access Database.

4.6.9. Maintain key assignments for occupants.

4.6.10. Serve as a Verifying Official/Local Registration Authority (VO/LRA) for issuance of official DOD Identification Cards IAW DoD Directive 5200.2-R Personnel Security Program and DoD Directive 5200.08-R, DoD Physical Security Program.

4.6.11. Issue facility access badges, such as the Defense Biometric Identification (DBIDS) cards.

4.6.12. Regulate building access privileges; monitor entries for appropriate access.

4.6.13. Enter official DoD ID cards and facility access badges into the Physical Access Control System with the specific hours authorized by their category (employee, visitor, etc.)

4.6.14. Issue and control visitor badges. Assist with Distinguished Visitor parking assignments. Assist with visitor office assignments.

4.7. Provide Human Capital Management Support.

The contractor shall provide Human Capital Management Support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.7.1. Assist with drafting Position Descriptions (PDs) for government review and approval.

4.7.2. Assist with tracking and reporting statistics on current Government employees and potential hires. Produce a monthly report showing personnel, their grade and series assigned to each position, along with the current status of vacant positions.

4.7.3. Update and coordinate a weekly vacancy report for dissemination to Government leadership.

4.7.4. Provide administrative support in constructing hiring packages, contacting selected interview candidates, and scheduling interviews.

4.7.5. Track and compile a report of incoming and departing contractor personnel based on submitted Employee Action Forms (EAF) or other in-processing documents. 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 and telephone support and general office supplies for those organizations that use it as a system. Government shall provide e-Administration (Administrative Instructions) for processing EAFs. Historically approximately 900 contractor in-processing EAFs are processed in a year. EAFs are also processed for contractors out-processing, but they are accomplished by form instead of the automated system. EAF report on contractor personnel shall be submitted the first week of each month.

4.7.6. Maintain current organizational charts for the organization.

4.8. Provide Travel Management Support.

The contractor shall provide travel management support as requested in task orders issued under this

4.8.1. Assist and provide travel support as the Defense Travel Administrator (DTA) and Agency Program Coordinator (APC), responsible for the daily administration of the Defense Travel System (DTS), the Defense Travel Modernization (DTM) prototype, and the Government Travel Charge Card (GTCC)

4.8.2. Complete required training and maintain proficiency in DTS, DTM, and Citibank.

4.8.3. Implement a communication process to ensure travel information from the Travel Program Office is sent to all travelers and cardholders

4.8.4. Establish and maintain user profiles, organizations, and routing lists in DTS

4.8.5. Establish and maintain user accounts and profiles in DTM

4.8.6. Run mandatory travel system reports and reach out to travelers when vouchers or reports are not submitted within 7-10 days after travel completion

4.8.7. Assist the Requiring Activity’s travelers in resolving travel system or other travel-related issues. Manage/maintain conference facility calendars.

4.8.8. Verify Approving Officials (AOs) have a current Certifying Officer’s Legislative (COL) training certificate and DD Form 577 on file with the DEOC Travel Program Office. Maintain and ensure all GTCC cardholders have a Statement of Understanding and Travel Card 101 training certificates

4.8.9. Respond to any Travel Program Office inquiries related to travel compliance, including audits.

4.8.10. Run mandatory Citibank reports and reach out to cardholders with inactive or expiring cards to ensure current GTCC information in their travel system profiles.

4.8.11. Serve as the alternate Component Program Manager assisting in the implementation and execution of the DoD GTCC program

4.8.11.1 Ensure APCs run mandatory monthly reports.

4.8.11.2 Execute compliance audits in the Requiring Activities Grant access to Citibank and provide support to APCs on GTCC-related issues

4.8.11.3 Be appointed the CBA Certifying Officer Ensure prompt DHRA manual CBA monthly reconciliation

4.8.11.4 Reconcile inactive DHRA CBAs Review all travel documents prior to CBA use in DTS

4.8.12. Serve as the alternate Agency Defense Travel Administrator

4.8.12.1 Ensure APCs run mandatory monthly reports.

4.8.12.2 Provide support to the Travel Managers in DTS and DTM by responding and resolving DEOC SharePoint ticket requests for travel

4.8.12.3 Track Enterprise DD Form 577s and COL training certificates for Approving Officials

4.8.12.4 Send monthly reminder emails to AOs with expiring COL certificates

4.9. Provide Conference Facility Support.

The contractor shall provide conference facility support as requested in task orders issued under this

4.9.1. Manage/maintain conference facility calendars.

4.9.2. Make reservations and send meeting appointments to meeting sponsor and other attendees as specified.

4.9.3. Coordinate requirements (MML, DCS), de-conflict meeting requests for the same date/time according to organizational priority rules, rearrange schedules in conference rooms across the DHRA enterprise to accommodate DHRA SES meetings, and manage overall conference room schedule for VTC and A/V conference rooms.

4.9.4. Log daily functions, i.e. boot up and test video technical equipment every morning before the start of the business day; 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.

4.9.5. Assist customers with operating VTC equipment using Administrative Instructions provided by the VTC vendor. When a solution cannot be found, the contractor shall coordinate with the appropriate IT Operations helpdesk to determine if the VTC issue is related to desktop functionality and/or network or telecom connectivity. If the issue is determined to be related to the VTC equipment and not network nor telecom related, the Contractor shall notify the appropriate VTC support contract helpdesk within 2 hours of notification. The contractor shall also notify the VTC COR and provide the issue and the help desk ticket number. The contractor shall track the open ticket and record the date the VTC vendor has resolved the issue.

4.9.6. Assist with, and perform the navigation and application for VTC operations IAW government-provided instructions for operating.

4.9.7. Ensure phones are plugged in and assist users in call setup if requested (Polycom phones are currently used and the government will provide instructions for operating). Ensure that all manuals and POC lists are updated with the most current versions in the conference rooms.

4.9.8. As applicable based on location, update the Wi-Fi encryption key on laptops available for use in the conference facility. Escalate technical/system failures to the appropriate IT Operations Helpdesk within 30 minutes of notification by a user or discovery by contractor personnel.

4.9.9. Coordinate conference calls setup using DISA Meet-me-line (MML), Defense Collaboration Services (DCS) or other conference call methods; facilitate online and in-person conference scheduling and back up as location requires.

4.9.10. As applicable based on location, 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 facility.

4.9.11. Provide administrative support for the delivery of materials to be presented to employees in a variety of settings including formal classroom instruction, brown-bag seminars, discussion groups, e-learning/interactive web-based training, focus groups, surveys, and using electronic media including Video Teleconferencing (VTC), Defense Collaboration Services (DCS), and conference calls. Administrative support includes, but is not limited to, duplication and staging of printed materials, staging of material to be presented using electronic audio-visual means, preparation of sign-in roster and accounting for participants, preparation of class completion documents and certificates, dissemination/distribution of material in advance of, or following the completion of, scheduled instructional sessions.

4.9.12. Provide meeting coordination for Government-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: booking of rooms and Meet-Me-Lines; real-time updating of the calendars supporting DHRA organizations, the enterprise-level Master Calendar; printing, collating, and laying out materials; completing room setup 15 minutes prior to meetings; recording meetings; posting of materials to SharePoint

Site(s) before, during, and after meetings; and rescheduling and updating of meeting logistics as needed to meet changing mission requirements.

4.9.13. Oversee and update the automated calendar for all organizational conference rooms. Automatic posting of daily scheduled meetings shall also be visible on a live video screen in the conference area.

4.9.14. Configure 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.

4.10. Provide SharePoint and Portal Webpage Content Management Support.

The contractor shall provide SharePoint and portal webpage content management support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.10.1. Support the Government SharePoint Content Manager, by creating, editing, or deleting pages using the government-provided SharePoint template;

creating, editing, or deleting banners, titles, text boxes, web parts, lists, folders, libraries, documents, announcements, surveys and calendars.

4.10.2. Provide troubleshooting assistance as needed to ensure employees have working access to all sections and associated programs and service content on the organization SharePoint Site.

4.10.3. Provide recommendations for improvements to the site, within the parameters of security requirements and the government-provided SharePoint template.

4.10.4. Assist in the maintenance of the content of the organizational SharePoint and other portal webpages, within the timeframes specified by the requesting Government office.

4.10.5. Use information and document sharing technology (e.g. SharePoint, shared drives) that support the organization and other specified shareholder execution of the mission/program, annual reporting, strategic plans, and communications. Regularly assess effectiveness of information sharing usage patterns and recommend changes to improved end-user experience and information transfer.

4.10.6. Plan and develop concisely written and in-person training material to include quick reference guides for the SharePoint related systems and applications used by organization personnel, and make available online and in hard copy once accepted by the Government.

4.11. Provide Multimedia and Graphics Support.

The contractor shall provide multimedia and graphics support as requested in task orders issued under this

4.11.1. Provide expertise in both print products and web-based graphics design capable of developing high quality graphics products that support the organization’s mission areas and convey the objectives of the organization’s strategic approach to their mission.

4.11.2. Provide graphics support to organization Government employees to include presentations, organization line diagrams/org charts, employee reports, key staff contact cards, slide formats, and general content design support.

4.11.3. Assist Government offices in converting training content to an electronic format, ensuring the format contains a mechanism whereby the government lead is notified when employees complete the training.

4.11.4. Provide photography support by updating imagery and video of current Voluntary Education activities across DoD components and the U.S. Coast Guard.

4.11.5. Provide expertise in developing short, high quality videos to promote DHRA Activity programs and services to inform identified audience.

4.12. Provide Database and Dashboard Maintenance Support.

The contractor shall provide document control technician services support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.12.1 Compile and enter data into databases from multiple data sources including, but not limited to, the Business Operations Plan (BOP), Continuous Process Improvement (CPI) program, and approved reporting dashboards (TMT and training dashboards).

4.12.2 Assist with databases and dashboards design, implementation, and improvements.

4.12.3 Export data from the databases for analysis on a regular basis as specified by the Government manager.

4.12.4 Design comprehensive data reports to assist managers with monitoring and assessing program performance.

4.12.5 Conduct regular audits to ensure the data is accurate.

4.13. Provide Document Control Technician Services Support.

The contractor shall provide document control technician services support as requested in task orders issued under this ID/IQ contract, including but not limited to:

4.13.1. Provide the technical and administrative skills necessary to access and understand the data contained in DoD systems including, but not limited to, improved Investigative Records Repository (iIRR), Defense Central Index of Investigations (DCII), and Joint Personnel Adjudication System/Joint Clearance and Access Verification System

(JPAS/JCAVS).

4.13.2. Perform all aspects of document and file control and access. The contractor is responsible for record transmittal, storage, digitization, accountability, classification, microfiche filing, and records destruction when beyond retention dates established by the Privacy Branch or other DoD regulatory guidance are reached.

4.13.3. Under Government…