Atch_1_PWS_Amendment_2.pdf

FA4690-19-R-0001

Attachment 1

AIR FORCE FINANCIAL SERVICES CENTER

Ellsworth Air Force Base, South Dakota

PERFORMANCE WORK STATEMENT (PWS)

For

Travel-Pay Processing Services

Date: Revised 3 April 2018

THIS PAGE IS INTENTIONALLY BLANK

Table of Contents

Section Number and Title Page Number

1.0 Description of Services 4

2.0 Task Requirement 4

3.0 Task Description 7

4.0 Project Timeline 8

5.0 Government Furnished Property and Sources 8

6.0 Multi-Functional Team Building Meetings 8

7.0 Security Requirements 9

8.0 General Information 11

Appendix A Composite Accuracy Table 13

PERFORMANCE WORK STATEMENT (PWS) FOR AIR FORCE FINANCIAL SERVICES

CENTER (AFFSC) SUPPORT SERVICES

1.0 DESCRIPTION OF SERVICES. The Contractor shall provide all labor necessary to ensure that travel-pay processing services are performed at Ellsworth AFB, South Dakota, in a manner that will meet requirements as outlined in the PWS and Service Summary (SS) as identified by the AFFSC. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, Headquarters Air Force (HAF) standards, instructions, and commercial practices.

The contractor shall provide Financial Service Technicians (FST) who are able to work a minimum of 8 hours per workday equaling 40 hours per work-week. It is the contractor's responsibility to fill the required hours on a weekly basis with qualified individuals. The FSTs will complete all training requirements within a reasonable timeframe from the start date as identified by the program manager during FST orientation. Normal work hours shall be between the hours of 0600-1800.

If the workload at the AFFSC changes, a change in the corresponding contractor personnel may be required by a modification to bring the number of personnel in line with the new requirements.

1.1 PURPOSE. The Contractor shall provide a program manager/subject matter expertise to the AFFSC.

2.0 TASK REQUIREMENTS. The contractor organization is expected to provide personnel who possess the skills, knowledge, and experience required for the technician role, and who are professional in their demeanor. Contractor personnel are also expected to achieve all performance metrics for processing travel vouchers and associated travel accounting transactions. Contractor personnel will be considered proficient in performance after 120 days of employment. If the monthly tracking of results of voucher processing reviews or travel accounting transaction processing indicate a contractor is not performing at published minimum levels, after deemed proficient, the individual will receive coaching and/or refresher training, and the contractor organization shall be informed of the potential performance issue. At the third notice of consecutively monthly performance concerns, the contractor organization shall replace the individual.

The contractor workforce assigned to the Relocations Division shall be responsible for an average of twenty (20) vouchers per workday, per individual (1 FST=20, 2 FST=40, 3 FST=60, etc.), based on the number of work-days in the calendar month. The contractor workforce assigned to the Relocations Division shall be responsible to process a minimum of 20 travel vouchers per workday with a minimum accuracy standard of 84% - 90% OR a minimum composite score of 16.80 (See Appendix A, attached composite productivity table). For instance, 20 vouchers processed at 84% accuracy is a composite of

16.80 travel vouchers; 24 vouchers processed at 70% accuracy is a composite of 16.80 travel vouchers; 21 vouchers processed at 80% accuracy is a composite of 16.80 travel vouchers, etc. In the event of overtime, each individual shall be responsible for a minimum of three (3) additional vouchers per overtime hour worked and shall meet the 16.80 composite productivity score. The required accuracy values above are based on a monthly rating period and determine accuracy percentage for vouchers processed in home (non-surge) MAJCOM databases. The contractor workforce assigned to the Support Division shall be responsible to balance travel accounting transactions daily. Overtime hours are defined as hours of work officially ordered or approved in excess of 40 hours in an administrative workweek. An administrative workweek is defined as Sunday through Saturday of any given week. Contractor overtime will begin within 48 hours of notification by either the Director of the Air Force Financial Services Center (AFFSC), Chief Relocations Division AFFSC, or Chief Support Division AFFSC.

2.1 QUALIFIED PERSONNEL. The objective of the effort is to support travel-pay operations within the AFFSC at Ellsworth AFB, SD. The Contractor will be required to provide local resources to perform the duties of technicians in support of the AFFSC mission. The Contractor shall provide personnel at period of performance (POP) start date(s) and any qualified replacement and/or substitute personnel, as required. Vacancies shall be filled with qualified personnel who possess, at minimum, Interim Secret eligibility prior to start of work (Tier III Investigation with no access to classified). SF 86 via e-QIP will be processed by the host base Information Protection Office through the AFFSC Security Manager. The Contractor shall submit e-QIP security clearance documentation to the AFFSC Security Manager within fourteen (14) calendar days of vacancy provided the departing contractor gave proper two (2) weeks notification. If not given, submit e-QIP security clearance documentation to AFFSC Security Manager within twenty-one (21) calendar days. The Home Office FSO will monitor Joint Personnel Adjudication System (JPAS) for “Favorable” adjudication of Tier III investigation on all contract employees by “Servicing” each employee in JPAS. Employees under this contract will not be indoctrinated to Secret access in JPAS. Employees under this contract will have IT Level II access annotated in JPAS by the AFFSC Security Manager upon fully adjudicated eligibility to “Interim Secret” as a minimum eligibility requirement and no later than final adjudication to “Favorable” Tier III investigation.

Contractor employees who cannot attain favorable adjudication must be removed from their position on this contract, remove any access to IT systems and entry access to Ellsworth AFB associated with this contract employment.

The contractor employees shall have the ability to learn military and civilian travel pay policies, procedures, regulations, and processes following in-house training provided by AFFSC staff. Technicians will receive 120 days of required training, both formal and on-the-job training (OJT), to learn AFFSC operations. Contractor personnel may be asked to demonstrate proficiency via additional exams delivered by AFFSC personnel. The contractor shall be responsible for tracking and ensuring FSTs remain current on Computer Based Training courses such as Human Relations, Force Protection, DoD Information Assurance Awareness, Information Protection, No Fear Act Training, OPSEC and other training as required by the Air Force.

The Air Force will retain responsibility for ensuring the contractor has all updated training materials, as appropriate, and any required train-the-trainer sessions for new material added to the training curriculum.

The contractor must be capable of both a timely and fully responsive fulfillment of Air Force requests in support of the Air Force customers to include Active Duty, Reserve, DAF Civilian and Financial Services Offices. The Contractor must be able to process transactions, compute travel claims, and support processing of payment through the payroll system.

The contractor must attain varying levels of understanding of Air Force financial services and Air Force organizational processes, the Department of Defense Financial Management Regulation (DODFMR), Volume 7a, Joint Travel Regulation (JTR), AFFSC Desktop Guide and their importance to customer service.

2.2 SERVICES SUMMARY. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary and the contractor’s Quality Control Plan (QCP) shall provide information on contract requirements, the expected level of contractor performance, the expected method of government surveillance, and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

SERVICE SUMMARY (SS)

SS # PERFORMANCE

OBJECTIVE

PWS

PARA

PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

1 Process Vouchers (Production) (Individual FST)

2.0 Minimum 20 vouchers

per work day, per FST, on avg based on number of workdays per month

Monthly, 100% inspection

FST’s with >120 days of employment will be inspected

2 Process Vouchers (Accuracy)(Individual FST )

2.0 Minimum of 84%

accuracy or composite productivity score of

16.80 (.84 X 20)

Monthly, 100% inspection

FST’s with >120 days of employment will be inspected

3 Balance Travel Accounting Transactions

2.0 Daily Monthly, 100% inspection

FST’s with >120 days of employment will be inspected

4 Provide qualified people at POP start and maintained qualified personnel

2.1 Qualified personnel

are on the job at POP

Start

At start of contract, 100% inspection

5 Replacement/substitute personnel

2.1 Submit e-QIP

security clearance documentation to AFFSC Security Manager within fourteen (14) calendar days of vacancy provided the departing contractor gave proper two (2) weeks notification. If not given, submit e-QIP security clearance documentation to AFFSC Security Manager within twenty-one (21) calendar days

Monthly, 100% inspection

3.0 TASK DESCRIPTION

3.1 Knowledge, Skills and Abilities (KSA). Personnel shall possess at a minimum, Interim Secret eligibility prior to start of work (Tier III Investigation with no access to classified). All Contractor personnel shall be proficient in the use of Microsoft Office Programs.

3.1.1 Project Manager

a. Serves as the focal-point for all contractor personnel actions.

b. Identifies and coordinates with AFFSC section/branch/division leadership on developmental and training needs of contractor personnel.

c. Makes decisions on conduct and/or work problems presented by AFFSC supervisors.

d. Administers disciplinary measures such as warnings, reprimands, terminations, and is responsible for cultivating a work environment free from all forms of discrimination, harassment, and retaliation.

e. Addresses subordinates’ concerns and follows up with appropriate action to correct or eliminate tension in the workplace.

f. Supports and enforces the agency’s EEO program.

g. Communicates and enforces policies, procedures, mission objectives and organization design as necessary, to eliminate work problems or barriers to mission accomplishment, promote team building, implement quality improvements, or in response to concerns with regulatory compliance and/or customer requirements.

h. Ensures the successful completion of AF training and testing by all contractor personnel.

i. Ensures contractor personnel have Time and Attendance reports signed by the appropriate

AFFSC supervisor validating time charged for each specific pay period prior to submission to payroll.

j. Ability to interact with AFFSC Leadership and lead specific functional efforts based on specialized technical experience.

k. Minimum of one (1) year Project Management experience required.

l. Documentation of manager or supervisory training certification.

m. Serves as the liaison between contractor personnel and the appropriate AFFSC security manager concerning all security clearance actions.

3.1.2 Financial Services Technician

a. Prepares, examines, computes, processes, elevates, rejects, or responds to inquiries concerning travel vouchers to ensure entitlement of travel and travel related benefits.

b. Reviews/inputs travel vouchers involving military, civilian, reservist temporary duty, permanent change of station, personal property movement and storage, deployment, and TDY to school accruals to ensure proper entitlements, including payment of travel and supplemental benefits.

c. Processes Financial Services Offices initiated pay affecting documents ranging from debt collection to special entitlements due to meeting certain criteria.

d. Determines necessary accounting transactions and codes, tracks and updates electronic funds transfer (EFT) rejects, prepares daily accountability reports, and processes remittance checks.

e. Processes accounting data, inputs data, processes interfaces, and updates spreadsheets, as applicable.

f. Reviews, processes, corrects, validates, and balances travel accounting transactions.

g. Elevates difficult or time-consuming inquiries. Tracks unresolved cases. Elevates knowledge based deficiencies.

h. Works with various financial systems to include the Reserve Travel System (RTS), Financial

Management WorkFlow (FMWF), Defense Travel System (DTS), Defense Joint Military Pay System (DJMS), Defense Enterprise Accounting & Management System (DEAMS), General

Accounting and Finance System (GAFS), etc., and common desktop applications (email, Microsoft, etc.).

i. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.

j. Possesses a High School diploma or equivalent, at a minimum.

k. Meets specified service delivery metrics, including performance monitoring requirements.

l. Demonstrates ability and skill in effective oral and written communication; ability to maintain effective working relationships internally and externally; interpersonal and problem solving skills.

m. Has the ability to work under pressure of established deadlines.

n. After the successful completion of training and testing, technicians must demonstrate:

1. Knowledge of general travel pay guidance for Active Duty, Reserve, and civilian employees regarding travel entitlement and reimbursement rules, regulations, instructions, procedures and operations, and ability to understand and apply precedents, resolve general procedural and substantive problems in concluding inquiries.

2. Knowledge of the format, content, and use of the travel records and systems.

3. Knowledge of lines of accounting.

4. Basic knowledge of the common laws, rules, regulations, policies, procedures, and precedents relating to area of assignment and the ability to apply this knowledge to resolve caller inquiries.

5. Proficiency in preparation of correspondence, documents, and reports using various word processing and spreadsheet software programs.

6. Provides feedback such as suggestions or recommendations for workplace and processing improvement.

4.0 PROJECT TIMELINE. The period of performance for the base year is twelve (12) months from the date of award.

5.0 GOVERNMENT FURNISHED PROPERTY AND SOURCES

5.1 The contractor shall specifically identify in their proposal the type, amount, and timeframes required for any government resources, excluding those listed below.

5.1.1 The Government shall provide to contractor employees while they are working in DoD facilities:

office space, supplies, shared computer equipment, telephone, fax, copier, access to client local area network, and other data as necessary to facilitate successful completion of these tasks.

5.1.2 Standard Operational Procedures, regulations, manuals texts, briefs and other materials associated with the project and the hardware/software noted throughout this document.

6.0 MULTI-FUNCTIONAL TEAM BUILDING MEETINGS. The Multi-Functional Team representatives (MFT) shall consist of the following individuals: Functional Manager, Contracting Officer, Contract Administrator, Resource Advisor, QAPC, COR, and Contract Project Managers/Technical Experts.

Multifunctional Team Meeting Tentative Schedule

Initial Multifunctional Team meeting TBD

April Monthly Feedback TBD

May Monthly Feedback TBD

Quarterly Feedback TBD

July Monthly Feedback TBD

August Monthly Feedback TBD

Quarterly Feedback TBD

October Monthly Feedback TBD

November Monthly Feedback TBD

Quarterly Feedback TBD

January Monthly Feedback TBD

February Monthly Feedback TBD

Quarterly/Annual Feedback TBD

7.0 Security Requirements.

7.1. Security Support. The Air Force will provide security support to the contractor for all Tier III Investigation processing, security badging, base visitor control, investigation of security incidents and base traffic regulations.

7.2 Clearance Requirements. The host base Information Protection Office shall request Tier III Investigations when requested by the Security Manager for the AF Financial Service Center (AFFSC).

7.2.1 Contractor/Employee Security Investigations will be, at minimum, Interim Secret eligibility prior to start of work (Tier III Investigation with no access to classified). SF 86 via e-QIP will be processed by the host base Information Protection Office through the AFFSC Security Manager. The Home Office FSO will monitor Joint Personnel Adjudication System (JPAS) for “Favorable” adjudication of Tier III investigation on all contract employees by “Servicing” each employee in JPAS. Employees under this contract will not be indoctrinated to Secret access in JPAS. Employees under this contract will have IT Level II access annotated in JPAS by the AFFSC Security Manager upon fully adjudicated eligibility to “Interim Secret” as a minimum eligibility requirement and no later than final adjudication to “Favorable” Tier III investigation. Only Defense Security Service (DSS) will authorize an Interim Secret eligibility.

Due to costs involved with investigations, requests shall be kept to an absolute minimum necessary to perform contract requirements.

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

7.4 Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

7.5 Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

7.6 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on military installations.

7.7 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.

7.8 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.

7.9 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.

7.10 Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agencies Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a favorably completed National Agency Check plus written Inquiries (NACI) or higher investigation before receiving a Restricted Area Badge. Interim access can be granted IAW AFI 31-501, Personnel Security Program Management.

7.11 Key Control/Access Badge Control. The contractor shall establish and implement methods of making sure all keys/badges 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.

7.11.1 Lost Keys/Badge. The contractor shall immediately report to the Contracting Officer Representative (COR) or Program Manager any occurrences of lost or duplicated keys and badges. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

7.11.2 Prohibited Use. The contractor shall prohibit the use of keys/badges, issued by the government, by any persons other than the contractor’s employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas.

7.11.3 Lock Combinations. The contractor 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 government Program Manager. .

7.11.4 Automatic Data Processing Equipment (ADPE). The Contractor shall establish and implement procedures to ensure all ADPE, to include laptops and other data processing devices, issued to the Contractor by the Government are not lost or misplaced, are not used by unauthorized persons or are not subject to unauthorized external devices. The Contractor shall immediately report to the CO or PM any occurrences of lost ADPE within two (2) hours of discovery of occurrence. In the event that ADPE is lost, the Contractor may be required, upon written direction of the CO, to replace the equipment at no additional cost to the Government. The Government may replace the equipment and deduct the cost of such from the monthly payment due the Contractor.

8.0 GENERAL INFORMATION. Normal Base Hours

8.1 Base Closures. Closure information can be obtained by calling 385-7623

8.2 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 3rd Monday in February Memorial Day - last Monday in May Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

8.3 Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by the Director of the AFFSC, it is determined that AFFSC requirements under this PWS are not essential to be performed during a crisis.

8.4 Personnel. Contractor personnel shall present a neat appearance and must adhere to the minimum standards of the AFFSC. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. The government is authorized to restrict the employment under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

8.5 Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://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 CMRA help desk.

8.6 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.

8.6.1 User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA Link: However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

http://www.ecmra.mil/

Appendix A - Composite Accuracy Table

See Attachment 2 to Solicitation, Standard Form (SF) 1449