Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

MEDICAL EDUCATION AND TRAINING CAMPUS

PROTOCOL SUPPORT

17 July 2018

1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. The contractor shall provide all management, tools, supplies, equipment, and labor necessary to provide non-personal services in protocol support at the Medical Education and Training Campus (METC), Joint Base

San Antonio-Fort Sam Houston, TX.

1.1. DESCRIPTION OF SERVICES. The contractor shall provide one (1) Full-Time

Equivalent (FTE) personnel to serve as protocol specialist to assist the protocol officer with the planning, coordinating, and implementing a variety of events to include domestic and foreign visits, military and civilian ceremonies, special events, and meetings. The contractor shall assist the public affairs officer with the planning, coordinating, and executing of public and media visits, provide photography support for events and visits, and provide support for press releases. The contractor shall assist the executive assistant with routine administrative duties in support of

METC.

1.1.1. The contractor shall assist the protocol officer with the planning, coordinating, and implementing of visits for domestic and foreign visitors. Assist the protocol officer with the development of plans and instructions for escort officers and transportation. Assist in developing plans and procedures to handle visitors and support personnel. Assist the protocol officer in developing guidelines for staff and other command officers to follow.

1.1.2. The contractor shall assist the protocol officer with the planning, coordinating, and implementing of military and civilian ceremonies to include retirements, awards, promotions, and changes of command. Assist the protocol officer in the planning and implementing of protocol functions for casual to formal social events (i.e., dining in/out, ordnance ball, holiday parties, receptions, special breakfasts, luncheons, and dinners). Work closely with action officers to provide established requirements. Assist the protocol officer with the development of plans to provide needed services with a minimum disruption to schedules. With guidance from the protocol officer, respond to numerous calls from a wide variety of sources to provide information and make arrangements relative to the protocol functions.

1.1.3. The contractor shall assist the protocol officer with routine and special meetings and events. Assist the protocol officer with assigned command sponsored meetings, special events, and community relations events involving higher ranking general officers and foreign visitors.

1.1.4. The contractor shall assist the public affairs officer with the planning, coordinating, and executing of public and media visits including securing a room for mission brief, engaging with program leadership, completing and submitting unescorted access request forms, and escorting visitors on tour route. Provide photograph support coverage of special events and other activities including commandant’s calls, change of commands, retirements/awards/promotions ceremonies, high-level visits, program events, and training activities. Monitor and contribute to social media posts – ensure posts are vetted with the protocol officer in advance of posting. Research and write articles highlighting METC accomplishments and personnel.

1.1.5. The contractor shall assist the executive assistant with routine administrative duties in support of the METC. Routine administrative duties include coordinating calendars, gathering and/or preparing read aheads and agendas for meetings, preparing meeting minutes, answering telephone calls and assisting or referring customers as appropriate, as well as logging, reviewing, editing, routing, and filing routine correspondence items.

1.2. GENERAL INFORMATION.

1.2.1. CONDUCT. Contractor employees shall possess and maintain the qualities of integrity and professionalism that demonstrate a positive work ethic in relation to the METC mission.

Contractor employees shall keep interactions with the military/DoD civilians, other contractors and volunteers at a professional level; avoid unprofessional relationships which may create the appearance of favoritism, misuse of position, or reflect poorly on the METC mission. Employees shall be neatly groomed and wear appropriate attire while serving in official capacity as determined by the respective METC leadership and program managers. The contracting officer will notify the contractor at such a time it is determined their employee’s conduct is interfering with proper order or professionalism. The contractor will be responsible to take the appropriate corrective action on their employee.

1.3. QUALITY CONTROL. The contractor shall be responsible for quality control for all work accomplished during the performance of the task. The contractor shall provide and maintain a Quality Control Plan (QCP) which ensures the requirements in this PWS are met. The QCP will be considered acceptable and approved unless the contractor is notified by the contracting officer prior to award. The QCP shall be included in the technical proposal for evaluation and acceptance.

As a minimum, the contractor shall develop quality control procedures that address the areas identified in section 2, Service Summary.

1.3.1. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by appointing a Contracting Officer Representative (COR) to monitor performance to ensure services are received. The COR will evaluate the contractor’s performance IAW the

Quality Assurance Surveillance Plan (QASP) for this requirement.

1.3.2. HOURS OF OPERATION. Normal business hours are Monday through Friday, 8:00am to 5:00pm central time, excluding federal holidays. The government reserves the right to change hours of operation or to restrict contractor access. Work outside these daily hours is prohibited without COR approval.

1.3.3. HOLIDAYS OBSERVED. New Year’s Day; Dr. Martin Luther King, Jr. Birthday;

President’s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day;

Thanksgiving Day; Christmas Day.

Note: When any holiday falls on a non-business day (Saturday or Sunday), the holiday is usually observed on Friday (if the holiday falls on Saturday) or Monday (if the holiday falls on Sunday).

1.3.4. SECURITY REQUIREMENTS. Contractor personnel shall complete, as a minimum, a

Tier 1 (T1) investigation, before operating government furnished workstations. The contractor shall comply with the Department of Defense (DOD) 5200.2-R, Personnel Security Program, requirements. T1 investigation requests are initiated using the Standard Form (SF) 85 and are submitted to the installation Information Protection Office through the using agency's unit security manager. T1 investigations are different from the Wants and Warrants checks, and are provided by the government at no additional cost to the contractor.

1.3.4.1. The contractor shall fully adhere with the provisions of the referenced publications by having each of their employees who are performing under this contract submit the appropriate forms and maintain a favorable suitability determination to continue performing under this contract. The contractor shall ensure the following is accomplished at least three (3) calendar days prior to the required start or desired start date.

1.3.4.1.1. Submit personnel name, email account, contract number, required start date, and telephone contact number to the COR and unit security manager.

1.3.4.2. Schedule an appointment with the unit security manager where services are provided.

For public trust positions, the appointment shall be arranged for the contractor’s first day of work.

The contractor personnel requiring a T1 investigation cannot start work earlier than the scheduled appointment date with the unit security manager. Contractor personnel requiring a clearance shall follow local security process and official start date shall depend on local processes.

1.3.4.3. Ensure the contractor completes the SF-85 in a secure website called Electronic

Questionnaires for Investigations Processing (e-QIP) system after the unit security manager contacts the contract employee to establish an account in e-QIP, or (in some cases) completes the

SF-85 from a downloadable form on the Office of Personnel Management (OPM) website and sends the completed form to the unit security manager. The contractor shall ensure the contract employee completes the SF-85 before the appointment with the Unit Security Manager when provided an e-QIP account or downloadable form on the OPM website. The employee shall need access to documentation requested on the SF-85 (e.g., current and previous addresses in the past 7 years, zip codes, telephone phone numbers, passport numbers, family member names, SSNs) in order to ensure the SF-85 is completed before the appointment date. The unit security manager may provide instructions with regard to faxing or emailing signature forms for the SF-85 as well as information on completing the FD-258, Federal Bureau of Investigation (FBI) Applicant

Fingerprint Card before the appointment date.

1.3.4.4. Contractor personnel may be required to submit an original birth or naturalization certificate to the unit security manager. Copies of the certificate shall be maintained by the government.

1.3.4.5. The appointment with the unit security manager is necessary to ensure:

1.3.4.5.1. The unit security manager is expecting the contracting personnel’s arrival and is available to review and process the SF-85, if not already accomplished through e-QIP.

1.3.4.5.2. The unit security manager obtains or arranges for the fingerprints (FD-258, FBI

Applicant Fingerprint Card or electronic submission) for submission to the base-level information protection office, if not already complete. Once the fingerprints are processed, the government shall open an investigation via the Office of Personnel Management (OPM) NP2 Secure Portal.

With an open investigation, the local commander may grant interim access to the base and government computer systems pending the results of the T1 investigation.

1.3.4.5.3. The contractor personnel completed all security requirements.

1.3.4.6. The contractor shall advise their contracted personnel that a favorable report, verified through the Joint Personnel Adjudication System (JPAS), is needed as a condition of employment under this contract. The contractor understands that, while the unit commander may allow contracted personnel temporary or interim access to government systems in non-sensitive positions pending the outcome of the T1 investigation (usually through a 90-day waiver), contract personnel shall be immediately removed from the position if the T1 investigation returns with unfavorable or denied adjudication. In addition, the government shall immediately suspend contract personnel computer access if the T1 investigation is returned with an adjudication of “no determination made”. The commander shall determine whether to allow the contract personnel to continue in the public trust position or deny computer access, which requires the contract personnel to be removed from the position.

1.3.5. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER.

The services required under this PWS are not designated as mission essential.

1.3.6. SPECIAL QUALIFICATIONS. High school diploma; minimum two years administrative support experience; ability to clearly communicate in writing and orally, organization skills, time management; able to work professionally with individuals, diverse groups and the public; and proficient in the basic Microsoft Office Suite (Word, Excel and PowerPoint) and Adobe Acrobat Professional.

1.3.6.1. PYSICAL DEMANDS. Working environment can be physically demanding, contractor will be regularly required to walk and stand for extended periods up to 80% of the time; frequently required to move in and about the 1.5 million sq. foot of campus.

1.3.7. RECORDS MANAGEMENT. The contractor shall manage all data created for government use or legally controlled by the government, in support of the functional activity or required by Air Force (AF) publication. Refer to www.e-publishing.af.mil website.

1.3.8. AIR FORCE ANTITERRORISM (AT) PROGRAM. The AT program seeks to deter or limit the effects of terrorist acts against the AF by giving guidance on collecting and disseminating timely threat information, providing training to all AF members, developing comprehensive plans to deter and counter terrorist incidents, allocating funds and personnel and implementing AT measures. IAW DoD Instruction O-2000.16, Volume 1, DOD Antiterrorism

(AT) Program Implementation: DOD AT Standards, paragraph 3.27, DOD contractors and sub-contractor personnel shall be offered Level 1 – AT Awareness Training. AT Awareness Training may be accomplished by either a Level I – qualified instructor, or by completing the "Force

Protection" computer based training (CBT) course on the Advanced Distributed Learning System

(ADLS) https://golearn.csd.disa.mil/kc/login/login.asp or the Defense Technical Information

Center (DTIC) at https://atlevel1.dtic.mil/ for individuals without access to Nonsecure Internet

Protocol Router (NIPR), possessing a Common Access Card (CAC), nor enrolled in Defense

Enrollment Eligibility Reporting System (DEERS). Compliance with the training will be monitored by the COR.

1.3.9. CONTRACTOR FULL-TIME EQUIVALENT REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for protocol support via a secure data collection site. The contractor is required to completely fill in all required data fields at https://www.ecmra.mil/.

Reporting inputs will be for the labor executed during the period of performance for each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application

(CMRA) help desk.

Reporting Period: Contractors are required to input data by 31 October of each year.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: User manuals for government personnel and contractors are available at https://www.ecmra.mil/.

2. SERVICE SUMMARY.

Performance Objective

PWS

Paragraph Performance Threshold

1. Assist with planning, coordinating, and implementing of visits for domestic and foreign visitors

1.1.1 Tasks accomplished in a timely and professional

manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks

2. Assist with planning, coordinating, and implementing of military and civilian ceremonies

1.1.2 Tasks accomplished in a timely and professional

manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks

3. Assist with routine and special meetings and events

1.1.3 Tasks accomplished in a timely and professional

manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks https://golearn.csd.disa.mil/kc/login/login.asp https://atlevel1.dtic.mil/

4. Assist with planning, coordinating, and executing of public and media events

1.1.4 Tasks accomplished in a timely and professional

manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks

5. Assist with routine administrative duties

1.1.5 Tasks accomplished in a timely and professional

manner – no more than 3 instances per quarter of substandard quality, untimely or unprofessional execution of tasks

3. GOVERNMENT FURNISHED PROPERTY INCIDENTAL TO PERFORMANCE

3.1. The government shall provide the contractor the information technology resources (e.g., computer workstations, software applications, printers, scanner, etc.) as well as other normal office equipment (e.g., telephones, faxes, etc.) required to perform the specific tasks of this requirement.

3.2. DOCUMENTS. The government shall furnish or make available to the contractor any documentation/ material deemed necessary to accomplish the specific tasks of this requirement.

3.3. LOCAL AREA NETWORK (LAN). The contractor, with a valid T1 investigation through the JPAS roster of validation from the contractor’s security manager, shall be provided access to

JBSA– Fort Sam Houston’s unclassified computer network and its inherent capabilities including, but not limited to: Internet access, electronic mail, file and print services and dial-in network access. The contractor shall be aware of and abide with all government regulations concerning the authorized use of the government’s computer network.

3.4. WORKSPACE. The government shall provide the contractor adequate workspace to perform the specific tasks of this requirement and all office supplies necessary to perform the specific tasks of this requirement.

4. APPENDICES.

A. Estimated Workload Data

B. Acronyms

APPENDIX A

ESTIMATED ANNUAL WORKLOAD DATA

ITEM TASK

ESTIMATED

QUANTITY

1 Protocol Support 1,920 Hours

TOTAL 1,920 Hours

APPENDIX B

ACRONYMS

AF Air Force

AFI Air Force Instruction

AFMAN Air Force Manual

AT Antiterrorism

CAC Common Access Card

CBT Computer Based Training

CMRA Contractor Manpower Reporting Application

CO Contracting Officer

COR Contracting Officer’s Representative

DEERS Defense Enrollment Eligibility Reporting System

DOD Department of Defense

DTIC Defense Technical Information Center e-QIP Electronic Questionnaires for Investigations Processing

FBI Federal Bureau of Investigation

FTE Full-Time Equivalent

GFP Government Furnished Property

FY Fiscal Year

IAW In Accordance With

JBSA Joint Base San Antonio

JPAS Joint Personnel Adjudication System

LAN Local Area Network

METC Medical Education and Training Campus

NIPR Nonsecure Internet Protocol Router

OPM Office of Personnel Management

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

QCP Quality Control Plan

SF Standard Form

SME Subject Matter Expert

T1 Tier 1