ATTACHMENT_1_PWS Draft_edits.pdf

FA4690-26-D-AXXX

Attachment 1

AFIMSC/ FMFK Travel Pay Processing - Ellsworth Ellsworth Air Force Base, South Dakota

PERFORMANCE WORK STATEMENT (PWS)

For

Travel-Pay Processing Services

Date: DRAFT

THIS PAGE IS INTENTIONALLY BLANK

Table of Contents

Section Number and Title Page Number

1.0 General Information 4

2.0 Schedule Information 5

3.0 Proficiency and On-The-Job Training 6

4.0 Task Requirements 6

5.0 Qualified Personnel 7

6.0 Security Requirements 8

PERFORMANCE WORK STATEMENT (PWS) FOR SUPPORT SERVICES AT

AFIMSC/FMFK TRAVEL PAY PROCESSING - ELLSWORTH

1.0 GENERAL INFORMATION

1.1 OBJECTIVE

The objective of this effort is to support travel-pay operations within AFIMSC/FMFK at Ellsworth AFB, SD.

1.2 PROGRAM TIMELINE

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

1.3 SERVICES DURING DECLARED CRISIS

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 AFIMSC/FMFK, it is determined that AFIMSC/FMFK requirements under this PWS are not essential to be performed during a crisis.

1.4 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.

1.5 CONTACTOR VACANCY AND RECRUITMENT

The contractor must maintain a staffing level of at least 80% of authorized positions, filled with qualified personnel as defined in Sections 5.0 and 6.0 of this PWS. Additionally, the Contractor shall develop and provide AFIMSC/FMFK stakeholders with a recruitment plan to meet these requirements.

1.6 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.

This should be Service Contract Reporting (SCR) at SAM.gov. if contract meets SCR requirements.

1.7 GOVERNMENT FURNISHED PROPERTY AND SOURCES

The contractor shall specifically identify in their proposal the type, amount, and timeframes required for any government resources, excluding:

A. 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.

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

1.8 AIR FORCE REQUIRED TRAINING

The Contractor shall be responsible for tracking and ensuring FSTs remain current on Computer Based Training such as Human Relations, Force Protection, DoD Information Assurance, No Fear Act Training, OPSEC and any other training as required by the Air Force to maintain Installation and System accesses.

http://www.ecmra.mil/

2.0 SCHEDULE INFORMATION

An administrative workweek is defined as Monday through Sunday of any given week, with typical operating days of Monday through Friday of any given week, excluding all federally recognized holidays. The contractor shall provide Financial Service Technician(s) (FST) who are able to work a minimum 40 hours per workweek. It is the contractor's responsibility to complete the required hours on a weekly basis with qualified individuals.

Overtime hours are defined as hours of work officially ordered or approved in excess of 40 hours in an administrative workweek. Contractor overtime will begin within 48 hours of notification by the AFIMSC/FMFK Branch Chief.

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 Juneteenth 19 June 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.

2.1 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, Quality Assurance Program Coordinator, Contract Officer Representative, and Contract Program Managers (PM)/Technical Experts.

2.2 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

3.0. PROFICIENCY AND ON-THE-JOB TRAINING

The FST workforce must have the ability to learn military and civilian travel pay policies, procedures, regulations, and processes. To that end, The Contractor shall develop, maintain, and conduct orientation and initial proficiency training, including both formal and on-the-job training (OJT), to learn AFIMSC/FMFK operations required for all FST employees.

3.1. All formal training materials utilized by the Contractor as part of initial proficiency training will be approved by AFIMSC/FMFK leadership prior to implementation.

3.2. New FSTs initial training shall not exceed 120 business days from their respective start date. New FST’s shall be evaluated by the Program Manager on a monthly basis to ensure employees are progressing and will meet the required standards for a fully profficient FST prior to end of the 120 day initial training period. All accuracy and voucher numbers will be validated by AFIMSC/FMFK leadership.

The contractors initial training program will ensure all new FST meet the following performance thresholds. These thresholds are daily rates averaged over the number of days worked:

A. 30 days: 16 vouchers processed; 75.00% accuracy

B. 60 days: 19 vouchers processed 78.00% accuracy

C. 90 days: 22 voucher processed; 81.00% accuracy

D. 120 days: 25 vouchers processed 84.00% accuracy

3.3. During the initial training period, FST work schedules will be between the hours of 0600-1800 of typical operating days to accommodate training. Work schedules may be expanded on a case-by-case basis at the discretion of the Program Manager in coordination with AFIMSC/FMFK leadership.

3.4. A list of required training topics is provided on exhibit 1, which outline what knowledge is required to be a fully proficient FST. Successfully trained, FSTs must demonstrate:

A. 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.

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

C. Knowledge of lines of accounting.

D. 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.

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

4.0 TASK REQUIREMENTS

The FST workforce assigned to the Relocation Section shall be responsible for:

A. Fully-Proficient FST: An average of twenty-five (25) vouchers per workday, per FST

B. Fully-Proficient FST: A minimum accuracy standard of 84.00%

C. FSTs in Training: FST Employees in a training progress toward full proficiency, within expected timeline.

D. The Program Manager will provide initial training to all new FSTs and be responsible for the overall management of the contractors initial training program.

E. The Program Manager will provide a corrective action plan to AFIMSC/FMFK leadership and the Contracting

Officer if any FST, new or fully proficient, fails to meet the standards outlined in sections 3.2 and 4.0 for 2 consecutive months.

F. In the event of overtime, each FST shall be responsible for a minimum of three (3) additional vouchers per overtime hour worked.

G. The contractor workforce assigned to the Travel Accounting Section shall be responsible to balance travel accounting transactions of assigned worklists daily.

4.1 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. 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.

5.0 QUALIFIED PERSONNEL

5.1 FINANCIAL SERVICES TECHNICIAN

The Contractor shall provide personnel at the POP start date(s) and provide any qualified replacement personnel, as required. All work performed by the contractor must be performed in accordance with all applicable laws, regulations, Headquarters Air Force standards, instructions, commercial practices as well as in a manner that will meet requirements outlined in the Service Summary section of this PWS. Contractor personnel shall present a neat appearance and must adhere to the minimum standards of professionalism of AFIMSC/FMFK leadership.

The Contractor is expected to provide personnel who possess the skills, knowledge, and abilities required for the FST role.

Contractor personnel are also expected to achieve all performance metrics for processing travel vouchers as outlined in section 4.1 of this PWS. All FST‘s must possess a High School diploma or equivalent, at a minimum.

5.2 KNOWLEDGE, SKILLS, AND ABILITIES (KSA)

A. All Contractor personnel shall basic knowledge in the use of common Microsoft Office desktop applications.

B. Prepares, examines, computes, processes, elevates, rejects, or responds to inquiries concerning travel vouchers to ensure accurate payments of various travel entitlements.

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

D. 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), LeaveWeb, RTS Web Reports, E. Demonstrates ability and skill in effective oral and written communication; ability to maintain effective working relationships internally and externally; interpersonal and problem solving skills.

SS # PERFORMANCE OBJECTIVE PWS PARA PERFORMANCE THRESHOLD

1 Process Vouchers – Proficient FSTs 4.0 Profcient FSTs will be inspected to maintain an average of 25 vouchers processed per workday, per FST, based on the number of workdays per month.

2 Accuracy Standard – Proficient FSTs 4.0 Profcient FSTs will be inspected to meet a minimum of 84.00% payment accuracy.

3 Training Program Effectiveness 3.0 3.2

FSTs in training will meet accuracy and production rates per the following:

30 Days: 16 vouchers, 75% accuracy 60 Days: 19 vouchers, 78% accuracy 90 Days: 22 vouchers, 81% accuracy

120 Days: 25 vouchers, 84% accuracy

4 Vacancy Fufillment 1.5 5.0

Staffing must not fall below 80% of authorized positions; vacancies must be filled promptly.

5 Substantiated Complaints 5.2 No more than 3 substantiated documented complaints during the POP.

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

5.3 PROGRAM MANAGER

The Contractor shall provide an on site Program Manager to AFIMSC/FMFK. The PM must have a minimum of one (1) year Program Management experience. Documentation of manager or supervisory training certification must be reflected on the selectee’s resume.

5.4 KNOWLEDGE, SKILLS, AND ABILITIES (KSA)

A. Serves as the focal point for all contractor personnel actions.

B. Identifies and coordinates with AFIMSC/FMFK leadership on training needs of contractor personnel.

C. Makes decisions on conduct and/or complaints presented by peers and AFIMSC/FMFK 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 morale in the workplace.

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

G. Ensures the successful completion of required training and testing by all contractor personnel.

H. Ability to collaborate with AFIMSC/FMFK Leadership and manage personnel functional efforts.

I. Serves as the liaison between contractor personnel and the AFIMSC/FMFK Security Manager concerning all security clearance actions.

J. Ensures all performance thresholds and requirements of the performance work statement are met.

6.0 SECURITY REQUIREMENTS

Employees under this contract will not be indoctrinated to Secret access in DISS. Employees under this contract will have IT Level II access annotated by the AFIMSC/FMFK 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.

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 eAPP will be processed by the host base Information Protection Office through the AFIMSC/FMFK Security Manager.

The Contractor shall submit security clearance documentation to the AFIMSC/FMFK Security Manager within fourteen

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

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.

6.1 CONTRACTOR/EMPLOYEE SECURITY INVESTIGATIONS

Employees under this contract will have IT Level II access annotated in JPAS by the AFIMSC/FMFK 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.

6.2 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.

6.4 RETRIEVING IDENTIFICATION MEDIA

The contractor shall retrieve all identification media, including Common Access Cards from employees who depart for any reason before the contract expires, e.g., terminated for cause, retirement, etc.

6.5 TRAFFIC LAWS

The contractor and its employees shall comply with Installation traffic regulations.

6.6 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.

6.7 CONTROLLED UNCLASSIFIED INFORMATION (CUI)

The Contractor shall comply with DoDI5200.48 and AFI16-1404. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding CUI material.

6.8 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.

6.9 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.

6.10 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.

6.11 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.

6.12 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.

6.13 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’s name and contract number associated with the data.