PWS - Test Admin (Travis) - Oct 23.docx

PERFORMANCE WORK STATEMENT (PWS)

Education Center Test Administrator Services

October 2023

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/Proctor 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 U.S. Air Force voluntary education and training related testing programs

2.3. Scope: Assist the Education and Training Section Chief (ETSC), Test Control Officer and Alternate Test Control Officer (TCO/ATCO) by scheduling and administering tests in accordance with instructions provided in applicable testing handbooks, test examiner guides, and TCO/ATCO instructions to ensure no possibility of test compromise. The Test Administrator/Proctor 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:

3. QUALIFICATIONS:

3.1. Excellent customer service skills and verbal communication skills are essential. Appropriate related professional work or volunteer experience of at least one year in Air Force Education and Training programs within the least 3 years is desirable. Knowledge of/experience with standardized educational and military testing/electronic testing programs is required. Knowledge of/experience with Air Force terminology, office procedures, and education programs, plus familiarity/facility with Microsoft Office programs is highly desirable. Resumes and transcripts shall be submitted with proposals to the base contracting office.

3.2. The contractor must complete all applicable training required to administer exams offered in the Education and Training Section. The government/ETSC and TCO will determine all testing platform training required to perform assigned duties and all applicable tests/exams (paper/computer -based).

4. WORK HOURS/DAYS:

4.1. The government will determine the number of hours required each week and will notify the contractor with the intended schedule no later than 7 days prior to the designated work schedule. Normally a maximum of 8 hours will be performed in one calendar day, twice a week for a total of 16 hours per week. It is estimated that approximately 64 hours will be required per month. Each work day will include testing and applicable administrative time. Exact days and times of services may be jointly determined by contractor and government in advance and may be altered by mutual agreement according to changing program needs. Tests are not scheduled on Federal holidays, AMC Family Days, outside the normal 0800-1600 work hours, when the office is closed or when the TCO or ATCO is unavailable/present during testing. Ideally, one morning session (0800 – 1200) and one afternoon session (1300 – 1600) will be scheduled two times each week, depending on student demand. Occasionally, testing load may require an additional 8 hours during a week. Contractor will arrive one hour prior to start of test session to prepare testing room and to ensure sessions begin promptly on time and will provide constant visual supervision throughout the entire session. If a scheduled test session must be cancelled due to an emergency, a 24-hour notification prior to the start of the session must be provided by the test administrator to allow time to contact and reschedule those registered. Changes to the test schedule must be approved by the ETSC, TCO/ATCO and must be advertised at least 2 weeks in advance.

Note: In reference to the Contract Line-Item Structure for each year, one (1) unit equates to a four (4) hour block/session. We estimate a total of four (4) units per week, sixteen (16) units per month and two hundred forty-four (244) units per year.

4.2. 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. A minimum of 5 members per test session and maximum is determined based on applicable guidance and regulatory statutes.

4.4. 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, update applicable systems and properly secure all test materials IAW applicable instructions and guidelines. The contractor shall provide constant visual supervision throughout the entire testing session.

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 release from AMC.

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 Juneteenth Day, June 19th 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 TCO or ETSC 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 without prior coordination by the Contractor and Government.

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 TCO, ETSC, 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 Department of the Air Force Instruction (DAFI) 36-2670, AFMAN 36-2664, AU Test Control Officer Guide and all other pertinent DoD, AF, DANTES and local command policies. Contractor must read AFI 36-2670 Total Force Development Program, AFMAN 36-2664 Personnel Assessment Program, DANTES Examination Program Handbook, AU TCO Guide, FAA Guide and DLPT/AFCT 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 ETSC/TCO either in hard copy or on-line.

7. IDENTIFICATION OF CONTRACTOR 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. 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 Travis Air Force Base.

8. SECURITY REQUIREMENTS/TRAINING FOR UNCLASSIFIED CONTRACTS

8.1. Security Training. The contractor must complete initial and recurring security education training from the sponsoring agency security manager. Training must be conducted IAW DOD 5200.1-R, Information Security Program Regulation, and AFI 31-401, "Information Security Program Management". General Requirements, all contractor personnel using Air Force information systems will require specialized IA training prior to commencement of duties and responsibilities. Contractor employees will complete the Information Protection Training available either by accessing the Information Protection training through the AF Portal https://www.my.af.mil. Documentation of completed training will be maintained by the Education Services Element Chief or designee.

8.2. Reporting Requirements. Contractor personnel shall report to the ETSC 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: 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 ETSC, TCO 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. 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 ETSC. 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 all required ancillary training as required by DoD, USAF, installation and ETSC requirements. The following are required ancillary training required to be completed by the contractor within 2 weeks of obtaining their CAC 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. 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.

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

9.5. Invoice payments: The contractor will submit individual invoice payments and copies of time and attendance cards each month for services provided. Invoices and time and attendance cards will be submitted through WAWF within 3 business days at the start of each month for the previous month's billing cycle.

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); English Comprehension Level (ECL) test, 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 Test 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 applicable systems before closing test session and filing test rosters.

12.13. If applicable, return all paper-based exams 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 applicable test 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/review/verify all applicable exams or any other military exams 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 all applicable Examination Program Handbooks/Test Guides.

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 ETSC 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 applicable 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 ETSC or TCO/ATCO.

16. OUT-PROCESSING PROCEDURES

Upon completion of contract or when contractor personnel leave this requirement, the contractor will out-process. Out- processing shall include, but is not limited to, personnel returning their CAC to the issuing authority, as well as the turning in of any personally issued government items and keys to the Facility Manager. If the CAC cannot be returned within the required time frame for any reason, the contractor shall immediately notify the ETSC 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.

17. GLOSSARY OF TERMS:

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