Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Education & Training Section (60 FSS/FSDE)

Test Administrator

23 Apr 2018

1. GENERAL INFORMATION:

This is a non-personal services contract to provide Test Administrator services for the Education and

Training Section at Travis AFB, California 94535. Testing support is rendered at the Education Center, Building 249, 530 Hickam Ave, Travis AFB, CA. The Government shall not exercise any supervision over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

2. DESCRIPTION OF SERVICES:

2.1. The contractor shall provide all personnel, supervision, and management necessary to perform non-personal services for Test Administrator Services in support of the Travis AFB - Education and Training

Section (ETS). The ETS offers voluntary off-duty education programs to all military personnel (Active

Duty, Reserve and Guard), military dependents and Department of Defense (DoD) and Non-Appropriated

Funds (NAF) civilian personnel. The contractor shall be responsible for performing administrative and scheduling duties as assigned for Test Administrator contract position in accordance with (IAW) all applicable regulations, directives and instructions within the DoD and the USAF.

2.2. The contractor shall provide non-personal services in support of USAF education and training related testing programs

2.3. Scope: Assist the Chief of Education and Training Section (CETS), Test Control Officer and

Alternate Test Control Officer (TCO/ATCO) by scheduling and administering tests in accordance with instructions provided in testing handbooks, test examiner guides, and TCO/ATCO instructions to ensure no possibility of test compromise. The Test Administrator is responsible for scheduling and administering various categories of tests (to eligible military and civilian personnel and their dependents) as authorized by AETC, AFIADL, AFIT, AFPC, AU, AMC, DANTES, DMDC, FAA and local regulations (additional tests may be added as needed).

2.3. Period of Performance. The period of performance shall be for one (1) Base period of 12 months and four (4) 12 month option years. The Period of Performance reads as follows:

Base Period: 1 October 2018 – 30 September 2019

Option Period 1: 1 October 2019 – 30 September 2020

Option Period 2: 1 October 2020 – 30 September 2021

Option Period 3: 1 October 2021 – 30 September 2022

Option Period 4: 1 October 2022 – 30 September 2023

3. QUALIFICATIONS:

3.1. Contractor must have a baccalaureate degree from an accredited college or university recognized by the U.S. Department of Education. Previous experience and knowledge of DoD and USAF Test

Administration and exams are preferred. Knowledge of and experience with standardized education and military testing programs is highly desirable. Experience and knowledge of USAF terminology, office procedures, USAF education programs. The contractor will be familiar with Windows, Microsoft Word, PowerPoint, Excel, Access, Share-point, and electronic examinations. College transcripts and resumes shall be submitted with bid/proposal package to the base contracting office.

3.2. The contractor/individuals are required to take the “Examination for DANTES Testing Personnel” and pass with a score of 90% or higher after the award of the contract. Only one retest is authorized. This exam is part of the TCO academic training course that is required to administer DANTES examinations.

This examination is free, open book, and has a three hour limit. Once selected, contractor must pass all required examinations before administering test to eligible personnel. Failure to pass this required

DANTES examination within 30 days will result in cancellation of contract.

3.3. The contractor must complete the AU Test Control Officer (TCO) training via Advanced

Distributive Learning System (AFIADL) on AF Portal to administer AU E-exam tests, AETC and ADLS exams.

3.4. The contractor must complete iCAT training via DMDC once access to system is granted by AFPC.

3.5. The contractor must possess excellent customer service and verbal communication skills. The contractor must be knowledgeable in utilizing the following programs: AU Course Development Student

Administration and Registrar (CDSAR), Air Force Automated Education Management System

(AFAEMS), Defense Manpower Data Center (DMDC), DANTES Portal, and Air University Student

Information System (AUSIS).

3.6. The contractor must be proficient with U.S. Air Force mandatory and voluntary off-duty education testing program to include Career Development Course (CDC) End of Course exams, the Defense

Activity for Non-Traditional Education Support (DANTES), Air Force Professional Military Education

(PME) testing programs, Air Education & Training Command Distributed Learning Service (AETC

ADLS) testing programs, Defense Language Proficiency Testing (DLPT), Defense Language Aptitude

Battery (DLAB), Federal Aviation Administration (FAA) Certifications, Job Site Training (JST) exams such as Enterprise Network Operations, Cyberspace Warfighting and Officer Deployed and Tactical

Communications, Financial Management Concepts and Principles, HAZMAT Preparer and Inspector, Intermediate Logistics Readiness Officer, Logistics Readiness SCNO, Master Resiliency Trainer, Radiation Safety Manager, Tropical Weather, Vehicle Management, Weight and Balance, Weather Flight

Detachment Officer.

4. WORK HOURS/DAYS:

4.1. Workhours/days shall be completed in units scheduled/completed. A unit shall consist of a pre-scheduled four hour block of time. It is estimated that 5 units will be required per week; services will normally be required five days a week. Test schedule could warrant two units being scheduled in a day with sessions set at 0800, and 1300 hrs when needed. If required/needed one weekly evening session beginning at 1630, would be coordinated with the contractor in advance to modify changes to the schedule.

Test schedule will be adjusted based on test requirements and customer needs but no more than 5 units will be scheduled per week.

4.2. The government shall determine the number of units required each week and shall notify the contractor with the intended schedule no later than three working days prior to the designated work unit.

The contractor shall notify the government within two working days of acceptance or request a modification to the proposed schedule. Any changes to the agreed upon schedule thereafter shall be jointly agreed upon by the government and the contractor.

4.3. The government will determine the number of testing seats per session. Minimum scheduled per test session is 5 and maximum test session size will be determined based on applicable guidance and regulatory statutes.

4.4. Each unit will include test preparation, test session and applicable administrative time (includes scheduling procedures). Contractor shall arrive at least 30 minutes prior to start of test session to prepare testing room, testing computers, test rosters, and hardcopy testing materials to ensure sessions begin promptly without delay. The contractor will prepare for next test session each unit. The contractor will close all test sessions and properly secure all test materials IAW applicable instructions and guidelines.

The contractor shall provide constant visual supervision throughout the entire testing session. Units shall not be worked on federal holidays.

5. HOLIDAYS, LEAVE AND OTHER OFFICE CLOSURES:

5.1. Performance shall not be required on Federal holidays or those identified as Air Mobility Command

(AMC) “Family Days”. The AMC Family Day schedule is normally available prior to the beginning of the new fiscal year and will be provided to contractor upon receipt.

5.2. Federal Holidays. The following Federal holidays are observed. The term “Federal holidays” includes days on which Federal holidays are observed in lieu of the actual holidays.

New Year’s Day, January 1st

Martin Luther King's Birthday, Third Monday in January

President’s Day, Third Monday in February

Memorial Day, Last Monday in May

Independence Day, July 4th

Labor Day, First Monday in September

Columbus Day, Second Monday in October

Veteran's Day, November 11th

Thanksgiving Day, Fourth Thursday in November

Christmas Day, December 25th

Note: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday.

5.3. Leave. The Contracting Officer’s Representative (COR) shall be notified of any non-emergency, unpaid leave of one (1) week or more at least two (2) weeks in advance and shall not exceed two (2) weeks at a time with a maximum of four (4) weeks in any one fiscal year.

5.4. Closures. During anticipated closure of the Education and Training Section due to Wing/Command declared down-day/holidays, administrative leave granted to the entire staff, or other closure, the contractor shall be informed about such instances as early as practicable by the COR. In the event of an unplanned closure of the facility due to natural disasters, military emergency, or severe weather, the contractor will be notified immediately by the COR or Contracting Officer (CO), as the circumstances allow, but not later than 30 minutes prior to scheduled work start time.

6. GUIDELINES:

All tasks shall be accomplished in accordance with Air Force Instruction (AFI) 36-2649, AFI 36-

2605, AU Test Control Officer Guide and all other pertinent Air Force, DANTES and local command policies. Contractor must read AFI 36-2649, Education Services Program, DANTES

Examination Program Handbook, AFIADL Catalog, AU TCO Guide FAA Guide and DLPT Test Guide, during the first week of employment and prior to the administration of exams during testing sessions. The resources listed above will be made available by the TCO either in hard copy or on-line.

7. IDENTIFICATION OF CONTRATOR PERSONNEL/COMMON ACCESS CARDS (CAC):

7.1. Contractors will be required to obtain a Common Access Card (CAC). Access to military base network and e-mail accounts are necessary in the performance of duties. Before CAC issuance, the contractor employee requires, at a minimum, a favorable adjudicated National Agency Check with

Inquiries (NACI) or an equivalent or higher investigation. At the discretion of the sponsoring activity, an

Initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management. An employee’s inability to obtain entrance to a

Government base because he/she does not have the required CAC shall not excuse timely performance of the requirements of this contract.

7.2. The contractor employees may be denied entry to the base by Military Police if it is determined that such entry may be contrary to good order, discipline, or the security of the Installation.

7.3. If required, the government shall initiate the necessary security clearance paperwork and assume the cost of the background clearance check.

8. SECURITY REQUIREMENTS/TRAINING FOR UNCLASSIFIED CONTRACTS

The contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and squadron assets and materials shall be secured.

8.1. Security Training. The contractor receives initial and recurring security education training from the sponsoring agencies security manager. Training must be conducted IAW DOD 5200.1-R, Information

Security Program Regulation, and AFI 31-401, "Information Security Program Management".

8.2. Reporting Requirements. Contractor personnel shall report to the Chief, Education &

Training/Education Services Officer or designee of any information or circumstances of which they are aware that may pose a threat to the security of DOD personnel, contractor and base personnel or resources.

8.3. Physical Security. The contractor is responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period or when the contractor leaves the testing office/facility, all government facilities, equipment, and materials shall be secured.

8.4. Key Control. (IF APPLICABLE) The contractor shall establish and implement methods of making sure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government.

8.5. The contractor shall immediately report to the Chief, Education & Training/Education Services

Officer and facility manager any occurrences of lost key(s).

a. In the event the contractor loses the key(s), the government reserves the right to replace the lock(s) and or key(s) at the contractor’s expense.

b. The contractor shall not issue key(s) to unauthorized personnel.

c. Lock Combinations. (IF APPLICABLE) The TCO shall control access to all government provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the Chief, Education & Training/ESO.

Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded.

8.6. The contractor shall accomplish required ancillary training as required by DoD, USAF and

ETSC/ESO. The following are required ancillary training required to be completed by the contractor within 2 weeks of obtaining their CAC card and access to the USAF network system and AF Portal. Cyber

Awareness, Force Protection, and Protecting Personal Identifying Information (PII). Additional training may be added/required in accordance with DoD, USAF and 60 AMW requirements.

8.7. Traffic Laws. The contractor shall comply with base traffic regulations. Only hands-free cell phone use is approved on military installations.

8.8. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any AF base.

9. SPECIAL REQUIREMENTS:

9.1. Contractor must inform the Chief, Education & Training/ESO of anticipated absence from a single scheduled unit at least 24 hours prior to scheduled unit except in emergency cases. Extended absences must be coordinated with the Chief, Education & Training/ESO at least two weeks in advance. Such absences should not exceed two weeks at any one time and shall not exceed a total of four weeks in one fiscal year.

9.2. In performance of contract requirements the contractor is authorized access to AETC, DANTES and

PME/AFIADL examinations and to the security container in which the exams are secured/maintained.

9.3. Contractor must remain physically present during the entire test session unless relieved by a

Government appropriate authority.

10. MATERIALS AND EQUIPMENT:

The government will provide all necessary equipment, supplies and materials to include workstations, computer (with internet access), telephone and other materials and equipment required to perform duties as Test Administrator.

11. SPECIFIC TEST ADMINISTRATOR TASKS:

The Test Administrator is responsible for scheduling and administering the following categories of tests to eligible military, civilian personnel and their dependents as authorized by AETC, AFIADL, AFIT, AFPC, AMC, AU, DANTES, DMDC, FAA and local regulations (NOTE: additional tests may be added as needed/required):

11.1. All AU/AFIADL/ADLS course examinations include, but are not necessarily limited to: Career

Development Course (CDC) end of course exams, Enlisted Professional Military Education and Officer

Professional Military Education, Specialized Courses, and JST DL exams.

11.2. All DMDC exams – Defense Language Aptitude Battery (DLAB), Defense Language Proficiency

Test (DLPT); Air Force Classification Test (AFCT); and any other applicable exam.

11.3. All Federal Aviation Administration (FAA) exams as listed in Airman Knowledge Test Guide.

11.4. All DANTES-approved examinations include, but are not limited to: college entrance exams

(American College Testing (ACT) and Scholastic Aptitude Test (SAT).

11.5. Any military tests requested to be administered to eligible personnel, such as correspondence courses and qualification/certification exams

11.6. Any test required by the USAF that is not normally administered through the local military

Weighted Airmen Promotion System (WAPS).

NOTE: Tests will be administered in accordance with instructions provided in testing handbooks, test examiner guides, and TCO/ATCO instructions to ensure no possibility of test compromise.

12. RELATED TEST ADMINISTRATIVE TASKS:

The following tasks are elements of performance that must be performed in conjunction with and in addition to scheduling the exams and the actual test administration.

12.1. Schedule and reschedule all examinees in the Air Force Automated Education Management

System (AFAEMS) testing module as needed.

12.2. Check room prior to testing to ensure proper spacing between desks and that adequate lighting, heat, and air exist. Ensure testing office and testing room are kept in a condition conducive to good test performance and an adequate circulation of fresh air is available.

12.3. Must be physically present during all testing sessions and must provide constant hearing and visual supervision.

12.4. Print official DANTES log from AFAEMS for all tests, showing the individual’s name, the test title and the start and stop times for all test intervals.

12.5. Set up computers for all exams or withdraw all test exams from safe (as needed) prior to start of each test session.

12.6. Require all examinees to present an official Government issued photo identification to confirm their identity prior to allowing them to test. If examinee is a military member he/she MUST show their

Common Access Card (CAC). No substitutes are allowed.

12.7. Ensure each student signs the official DANTES log. The contractor shall ensure all entries are complete and legible.

12.8. The Test Administrator shall mark the examinee’s test start time in the AFAEMS testing module by selecting “In” on the test scheduling screen of AFAEMS. “No-show” will be selected if the scheduled examinee doesn’t arrive for testing. The contractor shall mark the examinee’s test finish time by selecting “Out” when the examinee has completed the exam on the test scheduling screen of

AFAEMS.

12.9. Instruct all examinees at the beginning of each session as follows:

a. To read carefully and follow instructions exactly as they are briefed or written within each individual test booklet.

b. The Test Administrator will ensure that all timing limits are adhered to and that the examinee is aware of the time requirements for each test.

12.10. Review each answer sheet as it is submitted by the examinee to ensure proper completion.

12.11. Check each reusable answer booklet as it is returned for marks and erase them completely.

Check all booklets for missing pages and enter the time they are returned in the test log.

12.12. For computer based tests, download, transmit and track updates through CDSAR or AUSIS before closing test session and filing test rosters.

12.13. Return all tests to the safe at the end of each test session.

13. SAFEGUARDING OF TESTS AND SAFES

13.1. Assist TCO/ATCO with weekly, monthly and quarterly reports and inventories of the contents of the safe (all Controlled Test Material).

13.2. Complete safe and test office security forms (SF 701 and SF 702) at close of each test session.

13.3. Lock the safes, testing office doors and windows before leaving the testing office.

14. TESTS FOR MAILING/ ORDERING TESTS/ RECEIPT OF TESTS

14.1. Prepare completed answer sheets, tests and any unused tests that may need to be returned, for mailing to the various testing agencies, according to the instructions for each type of test. All documents required for mailing shall be fully completed by the Test Administrator and ready for the TCO/ATCO signature and final check before sealing by the TCO/ATCO.

14.2. Prepare DANTES order forms for TCO/ATCO signature and advise of any under/over- stocking of any test related item. Ensure adequate number of tests and answer sheets are maintained at all times based on prior usage patterns, student inputs and TCO recommendations.

14.3. Check DANTES/AU exams or any other military exam upon receipt. Identify all newly arrived tests on the envelope, showing the name of the student, test identification number, date received, and expiration date. Enter the required information into the AFAEMS Test Inventory database no later than the first duty day after tests are received.

15. MISCELLANEOUS TASKS

15.1. Inform TCO/ATCO immediately of any irregularities, which may represent the potential for a test compromise or complaint from a testing candidate.

15.2. Discard obsolete materials within 7 days of receipt of new publications and ensure dated exams are returned by expiration deadlines in accordance with (IAW) published guidelines.

15.3. Maintain the DANTES Examination Program Handbook (DEPH) and the AU Test Guide.

15.4. Maintain a file of special order tests and handle all follow-up actions associated with these tests.

15.5. Maintain statistical data related to test administration as required by ESO and assist with reports and

PowerPoint slides as requested. Such data shall include, but not necessarily be limited to, monthly statistics on types of tests administered and to whom (by rank and service) and any additional test related data required for semi-annual and annual reports.

15.6. Maintain all documents and correspondence files in a neat and orderly manner. Separate files by calendar year. Contractor shall be responsible for making file labels and setting up the file for each new calendar year.

15.7. Process all necessary paperwork required for optimum operation of testing program. Such paperwork shall include any administrative paperwork defined in this PWS, some examples are putting

CDC scores on test roster for Base Training, pulling CDSAR Reports and FAA documentation.

15.8. Refer all questions on schedule changes, testing policy and all questions on interpretation or application of test results to the ESO or TCO/ATCO.

16. SPECIAL REQUIREMENTS

16.1. Contractor must inform the ESO or TCO of anticipated absence from scheduled hours at least 24 hours prior to scheduled arrival. If desired, longer absences may be scheduled with the coordination of the

ESO or TCO. Such absences should not exceed two weeks at a time or four weeks in one fiscal year.

Extended absences will not be scheduled when quarterly reports are due or if the TCO and ATCO are on scheduled leave or TDY.

16.2. The contractor is required to maintain their work area in a clean, neat and professional manner conducive with the type of work being performed. All refuse from the contractor work must be transferred to the pre-determined refuse pickup locations.

16.3. In performance of contract requirements, contractor is authorized access to DANTES and

PME/AFIADL/AU examinations and to the security container in which they are held.

16.4. Contractor must remain physically present during the entire test session unless relieved by an appropriate authority.

17. OUT-PROCESSING PROCEDURES

Upon completion of contract or when contractor personnel leave this requirement, the contractor will out-processing. Out- processing shall include, but is not limited to, personnel returning their CAC (if applicable) to the issuing authority, as well as the turning in of any personally issued government items and keys (if applicable) to the Facility Manager. If the CAC cannot be returned within the required time frame for any reason, the contractor shall immediately notify the COR verbally, followed up in writing the next work day. If these items are not returned, the government reserves the right to withhold payment until items have been received.

18. TERMINATION

Contract may be terminated in accordance with non-compliance in any of the requirements outlined/contained within this contract or governed by all applicable regulations, directives and instructions within the DoD and USAF.

19. GLOSSARY OF TERMS:

Commonly used military and education-related acronyms, abbreviations and definitions with which contractor must be familiar:

ACT American College Testing

AETC Air Education and Training Command (HQ at Randolph AFB, TX)

AFAEMS Air Force Automated Education Management System

AFB Air Force Base

AFIADL AF Institute of Advanced Distributed Learning

AFIT Air Force Institute of Technology

AFPC Air Force Personnel Center

AMC Air Mobility Command

AMW Air Mobility Wing

ATCO Alternate Test Control Officer

AU Air University

AUSIS Air University Student Information System

BPA# Blanket Purchase Agreement Number

CA California

CAC Common Access Card

CDC Career Development Course

CDSAR Career Development/Student Assistance/Registrar CETS Chief, Education and Training Section

CO Contracting Officer

COR Contracting Officer Representative

DANTES Defense Activity for Non-Traditional Education Support

DE Distance Education

DEPH DANTES Examination Program Handbook

DL Distance Learning

DLAB Defense Language Aptitude Battery

DLPT Defense Language Proficiency Test

DMDC Defense Manpower Data Center

DOD Department of Defense

ECI Extension Course Institute (former name for AFIADL)

ESO Education Services Officer

ETS Education and Training

FAA Federal Aviation Administration

HAZMAT Hazardous Material

IAW In Accordance With

JST Job-Site Training

MAJCOM Major Command (major divisions within the Air Force)

NACI National Agency Check with Inquires

NAF Non Appropriated Funds

PII Personally Identifiable Information

PME Professional Military Education

PWS Performance Work Statement (position description and responsibilities)

SNCO Senior Non-Commissioned Officer

SAT Scholastic Aptitude Testing

TCO Test Control Officer

TDY Temporary Duty

TE Test Examiner

USAF United States Air Force

WAPS Weighted Airman Promotion System