13-R-000002_Sec__C_Draft_Statement_of_Work.pdf

U.S. Department of Transportation Attachment C Pipeline and Hazardous Materials Safety Administration

PHMSA RFP: DTPH56-13-R-000002 C-1

SECTION C—STATEMENT OF WORK

“PHMSA’s Administrative Support Services Contract”

C.1 BACKGROUND

The U.S. Department of Transportation, Pipeline and Hazardous Materials Safety Administration (PHMSA) has a requirement for administrative support services at its Headquarters location and regional offices.

Section J, Attachment J.1, “Listing of Service Performance Locations,” lists PHMSA Headquarters offices and PHMSA Regional offices.

C.2 SCOPE

The Contractor must provide PHMSA-wide (Headquarters and Regions) administrative support services on a long-term basis and short-term basis. Long-term requirements are those which are expected to have a period of performance of one year or more. Short-term requirements are those which are expected to have a period of performance of less than one year.

C.3 OBJECTIVES

The objective of this Statement of Work is to provide PHMSA a cost-effective and efficient method of procuring services to meet its long-term and short-term administrative support needs and collect data that will enable the use of performance-based measures in future procurements.

C.4 REQUIREMENTS

C.4.1 General Requirements

The Contractor must provide capable and competent personnel able to complete the duties stated for each person’s applicable labor category description. The Contractor must only provide personnel possessing the skills, knowledge, experience and training to perform non-personal administrative support services. All Contractor personnel assigned to work on this contract must be eligible to legally work in the United States.

General duties are stated below. However, each office within PHMSA may have slightly different needs.

The general duties set forth below have been developed to indicate the types of administrative support services that may have to be performed.

Contractor personnel in any labor category may be expected to perform some, many, or all of the services for that labor category. Please note that the duties listed below are not an exhaustive list of all administrative support services that may be required by PHMSA during the period of performance of this contract.

Contractor personnel assigned in any labor category may not be limited to only the duties specifically stated below, but may have to perform other similar-type administrative duties.

1. General Office Support Services

* Receive and escort visitors, and refer to appropriate staff. This task may involve coordination with offices outside of PHMSA (such as Security Office, Parking Office, etc.).

* Receive calls, take messages, and/or forward to appropriate staff.

* Handle routine requests for information and refer to appropriate staff for resolution.

Routine requests for information may come from a variety of sources such as other

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government agencies, HQ and regional staff, industry representatives, and concerned citizens.

* Personally respond to requests for information concerning office procedures

* Screen phone calls, visitors, and incoming correspondence. Determine which requests should be handled by the supervisor, appropriate staff member or other offices. Screen official incoming matters and forward only those which require personal attention.

* Assemble, copy, print, fax, and scan a variety of materials and ensure proper distribution and compliance with office rules and procedures.

* Create and maintain office files. Assist in the purging and consolidation of office files and reviews for completeness of files. Assist in preparation of packages to National Archives.

* Maintain a variety of administrative lists and charts. Examples include, but are not limited to, organizational charts, phone lists, distribution mailing lists, inventory lists.

* Provide data entry of pertinent information in various automated systems and using a variety of software.

2. Mail Support Services

* Receive and distribute incoming office mail and inter-office mail. Mail includes paper mail, emails, faxes, etc.

* Collect, distribute, and post mail. Review incoming mail and determine which can be handled personally and which should be referred.

* Prepare Federal Express, UPS, and other priority mail shipments.

* Maintain records and files, such as logs of Federal Express shipments.

* Coordinate and assemble mass mailings.

3. Calendar Maintenance and Scheduling Support

* Maintain PHMSA Federal Staff calendars (hardcopy and/or electronic).

* Maintain Office Activity calendars (hardcopy and/or electronic).

* Remind PHMSA Federal Staff of meetings and schedules.

* Manage complex schedules and calendars.

* Assist in the scheduling of appointments and use of office conference rooms.

4. Correspondence Support

* Proofread documents for typographical accuracy and format in accordance with office guidelines.

* Draft correspondence based on rough copy provided.

* Prepare and send form letters.

* Prepare and format a variety of correspondence, including congressional letters, memoranda, surveys, talking points, report, speeches, and budget document, notices for publication to the Federal Register.

* Review and edit, as necessary, all outgoing and internal correspondence for clarity, grammar, typographical accuracy, and proper format per office or agency guidelines

* Maintain and update information in PHMSA’s Executive Correspondence tracking system.

* Type correspondence, reports, records, and technical papers. These may include tables, charts, graphs, and presentations as well as various Government forms such as requisition forms, travel authorizations, and travel expense vouchers.

* Review outgoing materials and correspondence for internal consistency and conformance with supervisor’s procedures.

* Prepare and sign routine, non-technical correspondence in own or supervisor’s name.

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5. Office, Facility, and Property Management Support Services

* Submit and follow-up on requests for services (includes printing requests, housekeeping requests, office equipment maintenance requests, etc.)

* Ensure office equipment is maintained and functional.

* Requisition office supplies, printing materials, maintenance or other services.

6. Conference, Seminar, and Meeting Support

* Arrange for meeting rooms.

* Arrange for seminars and conferences, including the scheduling of locations/rooms, distribution of agendas, and attendance lists.

* Assemble conference, seminar, and meeting materials. Pack and unload conference/seminar/meeting materials. Assist with setup of materials.

* Provide support during conferences/seminars/meetings, including registering participants, maintaining and updating registrant information.

* Assist with all administrative and logistical matters related to conference/seminar/meeting support services. This includes making travel arrangements and ensuring all proper clearances have been obtained, when needed; negotiating meeting space, equipment, and accommodations; and ensuring quality of arrangements and plan for any special requirements that may be needed for persons with disabilities, foreign dignitaries, persons requiring special diets, arranging for translators, transcribers.

* Attend meetings, as requested, and take notes and keep a record of all commitments made and/or reports requests.

* Record and transcribe minutes. Transcribe presentation notes into speaker notes.

* Create, maintain, and update conference-related and seminar-related files, as requested.

7. Travel Support Services

* Make travel arrangements, including ticketing.

* Prepare/input travel orders using GovTrip.

* Prepare vouchers and make travel arrangements.

* Reconcile travel documents to ensure forms are completed and returned to the program office and match budgeted amounts and identify sources of discrepancies, if any.

* Maintain travel associated files.

8. Personnel Support Services

* Prepare personnel action forms (including training forms), as instructed. Forward to HR for action.

* Data entry of timecards (time and attendance) into the PHMSA-Approved Time Keeping

System.

* Maintain records and files.

9. Procurement and Budget Support Services

* Enter Procurement Requests (PRs) into the PHMSA-Approved Procurement System.

* Follow-up on Procurement Requests.

* Maintain and update procurement-related and budget-related records and files.

* Maintain accurate records of office spending and monitor for office budget and spending activities.

10. Miscellaneous and Special Projects

* Assist in preparing reports, as instructed. Reports include FTE reporting, year-end budget reconciliations, etc.

* Conduct internet searches, as requested. Examples include searching for media inquiries

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or legislative tracking.

* Perform special data search tasks/projects, as required. Includes gathering information required to respond to FOIA requests.

* Explain to subordinate staff supervisor’s requirements concerning office procedures, coordinate personnel and administrative forms for the office and forward for processing.

Collect information from the files or staff for routine inquires on office programs for periodic reports, and refer non-routine requests to office supervisor or office staff.

Specific staffing requirements (in terms of number of positions and number of hours) will be ordered via the issuance of Task Orders under the contract awarded. See Paragraph C.6 for ordering instructions.

C.4.2 Support Hours

The Contractor is required to provide support during the following hours: 7:30 am – 6:00 pm. Full-time positions are expected to work an 8-hour billable workday. Specific hours of support for each position will be determined by the COR. The contractor is not entitled to telework under this contract.

In the case of any absence (planned or unplanned), the contractor must notify the Contract Administration and the Contracting Officer’s Representative via email. For any absence exceeding one day, the contractor must provide appropriate qualified replacement personnel.

The necessity of overtime work will be determined at the Task Order level. In the instance(s) that overtime work is required, the Contractor must gain prior approval in writing from the Contracting Officer. The Government will not pay for any unauthorized overtime work.

See Section G, Paragraph G.7, “Holidays and Government Authorized Leave,” for information on observed Holidays and how Government Authorized Leave is to be treated under this contract.

C.4.3 Minimum Qualifications of Contractor Personnel

All personnel assigned to work on this contract must have the following minimum qualifications:

• Ability to read, write, understand, and communicate in English.

• Ability to follow oral and written directions to complete his/her assigned duties.

• Accurate word processing speed of at least 55 words per minute.

• Proficiency working in an MS Windows environment and in the use of standard computer software such as, but not limited to, MS Office (Word, Outlook, Excel, PowerPoint).

C.4.4 Travel Requirements

Travel may be required on special occasions. If PHMSA requires a Contractor employee to travel, PHMSA will issue a modification to the task order. The Contractor may not bill PHMSA, and PHMSA will not be financially liable for, any travel costs incurred during the performance of this contract that have not been approved in writing by the Contracting Officer prior to the date(s) of travel.

See Section G, Paragraph G.6, “Travel and Per Diem,” for information on how travel costs are reimbursed.

C.4.5 Training Requirements

It is the Contractor’s responsibility to ensure all Contractor personnel are properly trained.

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PHMSA will provide user guides, standard operating procedures, and references for the many off-the-shelf software and non-standard software used throughout PHMSA. Examples include federal timekeeping systems, federal training management systems, GovTrip (an end-to-end, online travel service for federal government agencies), etc. These guides, standard operating procedures, and references will be provided to the Program Manager and Deputy Program Manager at the beginning of contract performance, and during the period of performance should updates/changes be made.

At its discretion, PHMSA may provide training to Contractor Employees for unique or non-standard software used in PHMSA.

The Government will not authorize training for Contractor Employees to attend seminars, symposiums, or user group conferences unless the Contracting Officer determines that attendance is mandatory for the performance of task requirements and such training is approved, in writing, in advance by the Contracting Officer.

C.4.6 Recruitment and Retention

The Contractor must have in place hiring and retention practices that ensure the Contractor is able to identify, screen, place, monitor, train and retain qualified candidates to fulfill the service requirements under this contract.

C.5 POSITION DESCRIPTIONS AND QUALIFICATIONS

C.5.1 Program Manager

C.5.1.1 Description

The Program Manager serves as the Supervisor for all Contractor personnel working under this contract and provides program management and oversight to assist the various PHMSA offices. The Program Manager is a Headquarters position but may be required to travel to regional offices. Persons assigned to this Labor Category will be considered KEY PERSONNEL.

Duties of the Program Manager include, but are not limited to:

a. Planning and coordinating the activities of the assigned Contractor employees;

b. Establishing employee schedules and coordinating priorities.

c. Assisting in providing replacement personnel.

d. Conducting meetings twice a month with COR(s) to discuss project activities, schedules, workloads, potential problems and their resolution.

e. Assisting all other assigned Contractor staff to accomplish their duties in work overload situations.

f. Ensuring that Contractor staff has the tools necessary to accomplish their duties independently.

C.5.1.2 Qualifications

In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Program Manager position must have the following qualifications:

• General knowledge of the Federal Acquisition Regulation (FAR).

• Over five years of direct working experience in DOT (or equivalent Government) program operations and working in organizations such as PHMSA or its equivalent.

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• Supervisory experience directing multiple tasks and managing activities assigned to personnel performing a wide range of complex and routine administrative support tasks.

• Working knowledge of DOT PHMSA policies, and procedures, and contract requirements.

• Minimum High School education (or equivalent), plus some college education in business-related courses.

C.5.1.3 Corresponding Department of Labor (DOL) Position Category

Not applicable for this labor category.

C.5.2 Deputy Program Manager

C.5.2.1 Description

The Deputy Program Manager assists the Program Manager to ensure the quality of all services performed under this contract. In the absence of the Program Manager, the Deputy Program Manager may be requested to perform the duties set forth above for the Program Manager. The Deputy Program Manager is a Headquarters position but may be required to travel to regional offices. Persons assigned to this Labor Category will be considered KEY PERSONNEL.

C.5.2.2 Qualifications

In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Deputy Program Manager labor category must have the following qualifications:

• General knowledge of the Federal Acquisition Regulation (FAR).

• Capable of acting in the absence of the PM on all matters relating to the project.

• At least three years of direct working experience in DOT (or equivalent Government) program operations and support working in areas such as PHMSA or its equivalent.

• Experience providing daily management and supervision of the support staff assigned to the project.

• Working knowledge of DOT PHMSA policies, and procedures, and contract requirements.

• Minimum High School education (or equivalent), plus some college education in business-related courses.

C.5.2.3 Corresponding Department of Labor (DOL) Position Category

Not applicable for this labor category.

C.5.3 Administrative Assistant I

5.3.1 Description

The Administrative Assistant I position is an entry-level support position generally assigned to support PHMSA in basic administrative support tasks. The Administrative Assistant I must be able to independently carry out recurring office procedures and be able to select the guidelines or reference to fit the case. The Administrative Assistant I is generally assigned to support general staff positions in PHMSA Headquarters or Regional offices.

C.5.3.2 Qualifications

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In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Administrative Assistant I labor category must have the following qualifications:

• At least one year of experience working in an office environment with typing skill sets on computer systems used for word processing, presentation development, and simple spreadsheets such as MS Word and Windows.

• Successful working experience in writing, proofreading, and editing government or other types of documents for clarity of expression, orderly composition, and good use of the English language.

• General knowledge of office management, experience in supporting tracking control systems and databases.

• Excellent business communication skills (verbal and written).

• Minimum High School diploma or equivalent.

C.5.3.3 Corresponding Department of Labor (DOL) Position Category

This labor category corresponds to DOL Secretary I.

C.5.4 Administrative Assistant II

C.5.4.1 Description

The Administrative Assistant II has the experience to handle an array of situations, problems, and deviations in the office procedures due to changing priorities, policies, and program goals. The Administrative Assistant II may be tasked to assist with special assignments requiring planning and multi-tasking abilities.

C.5.4.2 Qualifications

In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Secretary II labor category must have the following qualifications:

• At least two years prior knowledge of government office working environment and office procedures and practices essential for daily support.

• Working knowledge and experience in performing computer data entry, word processing, presentation graphics preparation, and developing spreadsheets using appropriate software systems.

• Excellent skills and ability to communicate clearly, both verbal and written.

• Ability to handle an array of situations, problems, and deviations in office procedures due to changing priorities, policies, and program goals.

• Minimum High School diploma or equivalent.

C.5.4.3 Corresponding Department of Labor (DOL) Position Category

This labor category corresponds to DOL Secretary II.

C.5.5 Senior Administrative Assistant

C.5.5.1 Description

A Senior Administrative Assistant is a senior-level assistant expected to provide complex administrative tasks and will typically be supporting one or more senior-level staff, in addition to office staff.

Responsibilities include those described for lower-level administrative assistants but require more work

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experience within each function. The Senior Administrative Assistant will be expected to use greater judgment in accomplishing tasks. Advanced computer skills and internet research skills are required. The Senior Administrative Assistant may be tasked to handle confidential matters on a daily and recurring basis.

C.5.5.2 Qualifications

In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Senior Administrative Assistant labor category must have the following qualifications:

• Advanced computer skills and internet research skills in computer systems and software such as Microsoft Office Suite (to include MS Word, Excel, Power Point, Access, and Outlook).

• Three to four years of experience performing complex administrative tasks and supporting one or more senior-level staff, in addition to office staff.

• Prior experience in office operations.

• Capable of supervising less experience administrative assistance staff within each functional work area.

• Ability to apply judgment in accomplishing tasks.

• Minimum High School diploma (or equivalent), plus some college education in business-related courses

C.5.5.3 Corresponding Department of Labor (DOL) Position Category

This labor category corresponds to DOL Secretary III.

C.5.6 Executive Assistant

C.5.6.1 Description

The Executive Assistant position requires an individual with the ability to perform all of the tasks assigned to lower-level positions, but requires more extensive knowledge of business administration and management.

The Executive Assistant is usually assigned to perform administrative duties for executive management. The Executive Assistant must have the ability to work well with all levels of management and staff. The Executive Assistant may be tasked to handle confidential matters on a daily and recurring basis. The Executive Assistant will be tasked with highly complex tasks, including working independently on projects requiring extensive outside research and the preparation of briefing charts and other presentation materials for presentation to Executive Staff and upper management. The Executive Assistant may also be tasked to perform office management duties.

C.5.6.2 Qualifications In addition to the “Minimum Qualifications” stated in Section C.4.3, all individuals assigned to the Executive Assistant labor category must have the following qualifications:

• Advanced computer skills.

• Proficiency in computer systems and software such as Microsoft Office Suite (to include MS Word, Excel, Power Point, Access, and Outlook) and Windows applications environment.

• Proficiency in grammar, spelling, and punctuation is required to produce accurate, printed documents.

• Knowledge of government policies, standards, and operations.

• Ability to communicate clearly, both verbal and written, and be able to work independently with minimum supervision.

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• Minimum High School diploma (or equivalent), plus some college education in business-related courses.

C.5.6.3 Corresponding Department of Labor (DOL) Position Category

This labor category corresponds to DOL Administrative Assistant.

C.6 ORDERING

C.6.1 Maximum / Minimum Order Limitations

See Section I, Paragraph I.1, Clause 52.216-19, “Order Limitations,” for maximum order limits under this contract. Nevertheless, the sum of all task orders issued under this contract cannot exceed the contract ceilings stated in Section B, Paragraph B.4 of this contract.

The minimum order amount on each task order issued is the dollar equivalent of 160 hours of Administrative Assistant I hours. For example, if the AA I rate is $20.00 during the Base Year, the minimum order limit on each task order is $3,200.00 (160 hours x $20.00).

C.6.2 Task Orders

PHMSA will issue a Task Order for specific support requirements (Contractor personnel requirements).

Each Task Order will include the following information:

• Task Order COR name and contact Information.

• Additional deliverable requirements under the Task Order, if any.

• Line Item stating Labor Category and number of hours ordered.

• Period of Performance for each Line Item

Each task order may contain multiple Line Items. Each Line Item represents one Contractor personnel.

Unless stated otherwise in the Line Item description, all positions are full-time.

Terms and conditions of the basic contract are applicable to all task orders issued under the contract.

C.6.3 Reporting Requirement for Expenditures

It is the Contractor’s responsibility to track the hours and funding remaining for each Line Item. When there is funding available for less than 120 hours for any particular Line Item, the Contractor must notify the Contracting Officer and COR immediately. If the Contractor does not receive an executed modification adding the additional funding, the Contractor Program Manager must remove the employee from the task until a signed modification is received.

The Contractor must not make any expenditure or incur any obligations in the performance of this contract which exceeds the value stated on the task order without prior written authorization from the Contracting Officer.

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C.7 MODIFICATIONS

C.7.1 Modifications to the Basic Contract

All terms and conditions of the basic contract apply to all modifications issued under the basic contract.

C.7.2 Modifications to a Task Order Issued under the Basic Contract

PHMSA will order additional hours of work through the issuance of written modifications to the task order, using the SF 30 Form, Modification of Contract. All terms and conditions of the basic contract apply to all modifications to Task Orders issued under the basic contract.

C.8 NON-PERSONAL SERVICES CONTRACT AND CONTRACTOR SUPERVISORY

CONTROLS

C.8.1 Nonpersonal Services Contract

This contract is a “nonpersonal services contract” as defined in FAR Section 37.101. The Contractor and its employees, consultants, and subcontractors:

1. Must perform the services specified herein as independent contractors, not as employees of the Government;

2. Are responsible for their own management, supervision and administration of the work required, and bear sole responsibility for complying with all technical, schedules, or financial requirements or constraints attendant to the performance of this contract;

3. Will be free from any direct or indirect supervision or control by any Government employee, subject to the following:

a. Pursuant to the Government rights under contract clauses such as “Inspection” and “Key Personnel” must comply with such general direction of authorized Government employees as is necessary and appropriate to accomplish the contract requirements and objectives.

The Contractor is the legally responsible employer and maintains that relationship during the time its employees are assigned to work on this contract. The Contractor is solely responsible for all employee hiring, firing, discipline, promotions, training, bonuses, pay, and benefits.

See Paragraph C.10.2 of this Section for additional information on Approval and Removal of Personnel.

C.8.2 Supervisory Controls

All employees assigned to work on this contract will be under the supervision and control of the Contractor’s Program Manager (PM). The PM for this contract must meet with the COR(s) designated on task order(s) to determine the Government’s work requirements as set forth in the Statement of Work and must assure that these requirements are fulfilled in a timely, responsible, professional manner. The PM, in consultation with the COR designated on the task order and Office Manager where the employee is assigned, provides guidance and defines the overall objectives of the work, setting priorities and completion dates for assignments accordingly.

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C.9 CONDUCT OF EMPLOYEES

C.9.1 Contractor Conduct

• The Contractor must provide employees who conduct themselves in a responsible manner.

• Contractor employees must not disclose information from publications marked “For Official Use

Only,” or those otherwise clearly confidential in nature.

• The Contractor and its employees must conduct only the business covered by this contract and not conduct any other business on Government premises.

• Contractor personnel must abide by the rules and regulations applicable to the DOT and PHMSA premises including any applicable safety regulations. A Contractor Employee must comply with all PHMSA and DOT rules of conduct implemented during the period of performance.

• Gambling, alcohol, and illegal drugs are prohibited on DOT and PHMSA premises.

• Contractor employees must not come to work if under the influence of intoxicating beverages or illegal drugs.

• Use of Government facilities including telephones, copiers, fax machines, and computers is prohibited for personal or company business not related to the performance of this contract.

• Employees may not download any software, updates, videos, screensavers, games, music, photographs, peer-to-peer (P2P) file sharing programs, or any other material onto a Government computer. No software may be downloaded from any Government computer for personal or any use other than for official Government business.

• A Contractor employee must have prior written approval of the Contracting Officer to remove any Government Property from DOT premises.

C.9.2 Identification of Contractor Employee

A Contractor employee must not give the impression that he/she is a PHMSA employee. Neither the Contractor nor its Contractor Employees may, in any way, represent that they are employees or agents of PHMSA, orally or in writing.

C.10 APPROVAL AND REMOVAL OF PERSONNEL

C.10.1 Applicant Interviews

For positions higher than Administrative Assistant II, PHMSA reserves the right to request candidates for interview.

C.10.2 Approval and Removal of Personnel

The COR(s) designated on task order(s) has the authority to review the qualifications proposed to perform work under this contract. The Contracting Officer may notify the Contractor of substandard job performance and/or personal behavior by the Contractor personnel under this contract.

See Section I, Paragraph I.3, Clause 1252.237-70, “Qualifications of Contractor Employees. (DEVIATION) Alternate I” for additional information.

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C.11 GOVERNMENT FURNISHED EQUIPMENT (GFE)

PHMSA will provide desks, chairs, computers, telephones, copiers, and other general office supplies for use by the Contractor staff. PHMSA retains ownership of all GFE furnished under this contract.

C.12 SECURITY REQUIREMENTS

C.12.1 Personnel Security and Safety Requirements

Contractor personnel are subject to DOT security and safety regulations. The contractor must ensure that all security requirements are met. Section H details all applicable personnel security and safety requirements.

C.13 DELIVERABLES

C.13.1 Monthly Progress Report

The Contractor must deliver one (1) hardcopy and one (1) electronic copy of the Monthly Progress Report to the Contract Administrator and forward an electronic copy to the identified COR(s) on or before the 10th of the month following the calendar month being reported.

Only one monthly report is required for the entire contract regardless of the number of task orders issued under the contract. The monthly report must be comprehensive and report on the activities and status of all open (in progress) task orders.

This report must contain at least the following information:

(1) Accomplishments:

This section should briefly describe work completed and other accomplishments achieved during the reporting period that is not captured in Section (1) above.

(2) Problems:

This section should describe problems encountered or anticipated that will affect the contract, together with recommended solutions to such problems. This section should also include a status report of all unresolved problems encountered during the prior reporting period.

(3) Funding Summary:

This section should include a tabulation (separated out by task order) of the current hours and dollars expended during the month, the total hours and dollars funded to date, the total hours and dollars expended to date, and the remaining hours and dollars for each Line Item.

(4) Deliverables Submitted:

This section should include a status report of delivery and acceptance of all contract deliverables.

(5) List of Current Staff:

This section should include a listing of current staff working under each task order. This list should, at a minimum, include the following information: Line Item, Labor Category, Employee Name, Room Number, and Phone Number.

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This section should not be confused with the “Contractor Security Report,” which is a separate deliverable and includes more comprehensive information and includes both current staff and staff no longer assigned to the contract.

C.13.2 Contractor Security Report

Initial Contractor Security Report Within two-weeks of contract start date, the Contractor must provide a list of current staff, including the following information: employee name, start date, end date (if applicable), job title and room number, contractor name, program office supported, ID number, position sensitivity level, clearance level, and clearance status.

Monthly Contractor Security Report The Contractor must deliver one (1) hardcopy and one (1) electronic copy of the Monthly Contractor Security Report and forward an electronic copy to each identified CORs and the Contracting Officer (CO) on or before the 10th of the month following the calendar month being reported. This report should include a list of current staff and staff no longer assigned to the contract, including the following information: employee name, start date, end date (if applicable), job title and room number, contractor name, program office supported, ID number, position sensitivity level, clearance level, and clearance status.

• The Contractor is responsible for keeping this Contractor Security Report updated. In addition to providing the Monthly Contractor Security Report, the Contractor is to email the Contract Administrator a courtesy notification of any staffing changes, corrections, or updates within 2 working days of any changes, corrections, or updates.

C.14 TRANSITION

C.14.1 Phase-in Transition

There is an incumbent Contractor currently performing similar work for PHMSA. Should a new Contractor be selected, the new Contractor will be required to work with the incumbent Contractor to transition from the existing contract to this contract. During the 30-day transition period, the new Contractor must perform those tasks necessary to achieve full performance by the end of the transition period.

C.14.2 Phase-Out Transition

At the conclusion of the contract period, the functions performed under this contract may converted to an in-house Government operation or may be awarded to another contractor.

In addition to providing phase-out transition support, the Contractor will be required to comply with Service Contract Act requirements related to providing employee information available for posting with the next

RFP.

Additionally, at the end of the period of performance, the Contractor must provide the following information:

• A list of unfinished tasks for each of the positions on the contract as of two weeks before the end of the contract.

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