Performance_Work_Statement_(PWS)_October_2018__Final.pdf

October 2018 Attachment #1 FA9401-19-C-00XX

PERFORMANCE WORK STATEMENT (PWS)

Non-Personal Service Contract for

Assistant Education Advisor

1. DESCRIPTION OF SERVICES. Part time education advisement services are required in support of Air Force (AF) personnel seeking academic consultation at the Base Training and Education Services (BTES) Center during their voluntary off-duty time. Services require a Subject Matter Expert (SME), hereby referred to as an Education Advisor, who specializes in academic mentoring and counseling. The Education Advisor shall support interested AF personnel by providing both verbal and written guidance (i.e. recommendations or feedback) related to individual academic or educational prospects. Advisement support includes assisting prospective students in exploring different majors, discussing career paths, choosing classes and completing enrollment processes. In addition, services require the provision of supporting documentation (i.e. pamphlets or brochures), point-of-contact (POC) information, facilitation/coordination and follow-up support, individually tailored education plans, and any pertinent supporting documentation.

All services shall be provided in collaboration with, and under the purview of, the Kirtland Air Force Base (KAFB) BTES Center’s Education Training Chief (ETC) or designee. Services shall be adaptable/flexible and, in addition to advisement services, will include assistance with other general educational administrative duties (identified in the following sections) during normal operations. Services are non-personal and none of the functions to be performed under this contract are considered inherently governmental.

2. QUALIFICATIONS. The Assistant Education Advisor must have pertinent experience with academic mentoring and counseling, and/or experience related to Educational Support Service (NAICS 611710). A baccalaureate degree from a regionally/nationally accredited college or university is desirable. Due to the nature of this requirement, the Education Advisor is also required to have customer service experience. Additionally, expertise in both verbal and written communication is essential. Knowledge of and experience with Air Force policies and terminology, office procedures, and various education programs will be required. Additionally, this position requires familiarity/experience with Microsoft Word, Outlook, the Air Force Automated Education Management System (AFAEMS), and Singularity software.

3. SPECIFIC TASKS. The Education Advisor shall provide the following services:

a. As required by the ETC or designee, advises AF personnel on all programs available through voluntary off-duty education, the Community College of the Air Force (CCAF), Defense Activity for Non-Traditional Education Support (DANTES), and other educational support programs. Updates the team ETC and/or designee on all program and catalog changes as soon as possible; advises affected students within 3 business days of change(s).

b. Provides information regarding Air Force tuition assistance, and assists with proper documentation. Ensures individuals' AFAEMS records are updated with appropriate remarks, course entries, and course completions.

c. Signs in all customers for walk-in counseling sessions using approved methods. Completes counseling notes in AFAEMS for walk-ins, telephone consultations, and e-mail correspondence.

d. Refers students to the appropriate academic institution representative for registration and enrollments in courses or programs that pertain to their education goals.

e. Become thoroughly familiar with the DANTES test program; advise students of DANTES Funded tests that are applicable to their programs of study.

f. Conducts follow-up activities (phone calls, mail-outs, emails) to ensure individual student educational objectives are being met.

g. Responsible for preparing all necessary correspondence and forms and maintains related records and logs required to support all aspects of job tasks. Also maintains statistical data as required by the ETC or designee and assists with reports and other administrative tasks as requested.

h. Provides CCAF Graduate List to Graduate Committee and answers questions as needed.

i. Uses the AFAEMS to assist the BTES in maintaining individual student records.

j. Helps out/or covers at the front desk with walk-in and phone customers as needed.

k. Assists with the BTES’ Education and Information Fair by providing necessary logistics (classrooms, material support, etc.) as required.

4. WORK HOURS/DAYS.

a. Definitions:

- Work Week: A normal work week at the KAFB Education Center is Monday through Friday. Note that a normal work week does not include Federal Holidays.

- Duty Day: A full and normal duty day begins at 0730 hours (i.e. 7:30 am) and ends 1630 hours (i.e. 4:30 pm).

- Core Hours: 1100 hours through 1300 hours (i.e. 11:00 am – 1:00 pm).

- Emergency/Sick Leave: involves unanticipated situations that demand the immediate action and/or absense of the contractor employee.

- Pre-scheduled/Non-emerency Leave: includes pre-planned/anticipated absences related to vacations or personal time off requested by the contractor employee.

b. Generally, the Education Advisor is required to provide a minimum of 4 hours of services each normal duty day, or 20 hours per normal work week. Additionally, in order to accommodate voluntary off-duty times for AF personnel (e.g. lunch breaks), the Education Advisor is required to be available each normal duty day during core hours (1100 – 1300 hrs). Under certain circumstances and on a limited basis, the contractor can either fall short of, or exceed, the 20 hour work week standard. Any modifications to the 20 hour weekly standard shall be pre-coordinated with, and pre-approved by, the ETC or designee.

c. In order to accomodate pre-scheduled/non-emergency absences (e.g. vacation time), it is incumbent upon the contractor to provide adequate advance notice. The BTES Center has limited resources (i.e. personnel, manpower, etc.) and advance notice regarding anticipated absences assists leadership in the planning process.

d. Due to mission requirements for support services, the following rules related to leave apply:

(i) The maximum cumulative pre-scheduled/non-emergency leave per fiscal year is four weeks. The contractor shall be responsible for providing either a temporary or permanent replacement (meeting all qualification standards in para. 2 of this PWS) to cover absences that exceed this limit.

(ii) At a minimum, the contractor shall provide at least 24 hours prior to a scheduled/non-emergency absense.

(iii) Pre-scheduled/non-emergency leave exceeding three days must be pre-approved by the ETC or designee at least two weeks in advance and may not exceed two weeks at a time.

(iv) Pre-scheduled/non-emergency leave will not be permitted for the two week time period before the beginning of on base college registration periods.

(v) Leave may not be permitted if such an absence will result in inadequate personnel being available to provide services.

e. On an as-needed basis, exact days and times of service coverage can be modified via mutual/bilateral agreement between the contractor and KAFB Education Center personnel (the ETC or designee). Such changes shall be coordinated in advance (to the maximum extent possible) and shall take into consideration mission needs, changing program requirements, unique circumstances, and other pertinent factors.

5. GUIDELINES: All tasks shall be accomplished in accordance with AFI 36-2649 (AF Voluntary Education Program) and all other pertinent Air Force, Air Force Global Strike Command, DANTES, and local policies and publications. Within the first month of employment, the contractor (Education Advisor) shall be well acquanted with the following:

- policies found in AFI 36-2649,

- the CCAF Handbook and Counselors Guide,

- the Education Services Manual, and

- KAFB schools and degree programs.

AFI 36-2649 is available online (http://www.e-publishing.af.mil/), and can be provided upon request. The CCAF advisor handbook and catalog are available on the CCAF website (https://www.airuniversity.af.mil/Barnes/CCAF/).

The Education Services Manual and information related to the KAFB schools and degree programs will be provided to the Education advisor shortly after contract performance begins.

6. DELIVERABLES AND PAYMENT: The Education Advisor is required to maintain a weekly log of advisory activity, including:

- scheduled and unscheduled counseling sessions,

- pertinent telephone conversations,

- applicable e-mail correspondence, and

- information sharing.

The weekly log shall be used to document services and shall be submitted on a monthly basis, or upon request, to designated KAFB Education Center personnel. The weekly log is considered a deliverable and shall be submitted in conjunction with invoice payment.

Payment for services will be made on a monthly basis via electronic invoice submission through the Wide Area Workflow (WAWF) website. The contractor must submit a monthly invoice with documentation of the hours worked, in association with applicable Contract Line Item Numbers (CLINs), on or before the fifth day of the month following the work period. Further specific instructions related to WAWF and invoice submission are included in the contract (refer to clause 252.232-7006 WAWF Payment Instructions).

7. SECURITY REQUIREMENTS FOR UNCLASSIFIED CONTRACTS

a. Computer Access. Employee must meet all necessary requirements for base LAN computer access and must complete periodic training as required, i.e. “Information Protection”.

b. Security Training. The ETC or designee ensures all contractor employees receive initial and recurring security education training from the sponsoring agency’s security manager. Training must be conducted IAW DOD 5200.1-R, Information Security Program Regulation, and AFI 31- 401, "Information Security Program Management". Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program.

c. Pass and Identification Items. The ETC or designee shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles.

d. Returning Identification Media. The contractor shall return all identification media, including CAC prior to departure for any reason upon contract expiration; e.g. terminated for cause, retirement, etc.

e. Traffic Laws. The contractor shall comply with base traffic regulations.

f. Weapons, Firearms, and Ammunition. Contractor is prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately owned vehicle while on KAFB.

g. For Official Use Only (FOUO). The contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

h. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

i. Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

j. Key Control. N/A – Keys will not be issued to contractor.

8. GOVERNMENT-FURNISHED PROPERTY/SERVICES:

a. Government-Furnished Property: The Government will provide office space with a desk, chair, computer, printer, filing cabinets, bookcases, phone, expendable office supplies and other items deemed necessary to perform services described in this PWS.

b. Government-Furnished Services: Government-furnished services include services provided by Government activities as well as contracted services.

(i) All reasonable quantities of utilities will be made available from existing utilities to the Contractor without charge.

(ii) The government will provide law enforcement, fire protection, and security.

(iii) The government will provide emergency medical treatment for vendor personnel. Treatment will be at the Contractor’s expense.

9. GLOSSARY OF TERMS: Commonly used military and education-related acronyms, abbreviations and definitions with which contractor must be familiar:

AF Air Force AFAEMS Air Force Automated Education Management System AFI Air Force Instruction BTES Base Training and Education Services CCAF Community College of the Air Force DANTES Defense Activity for Non-Traditional Education Support ETC Education & Training Chief FOIA Freedom of Information Act FOUO For Official Use Only LAN Local Area Network TA Tuition Assistance (military)