PWS_Distance_Learning_Administrator_(Atch_1).pdf

PERFORMANCE WORK STATEMENT

FOR

DISTANCE LEARNING ADMINISTRATOR

Base Training & Education Services Cannon Air Force Base, New Mexico

18 September 2018

Solicitation No. FA4855-18-R-0048 Distance Learning Administrator Attachment 1

TABLE OF CONTENTS

SECTION PAGE

1. DESCRIPTION OF SERVICES 3

1.1 Specific Tasks

1.2 Estimated Workload 5

2. SERVICE SUMMARY 5

2.1 Contracting Officer and Contracting Officer Representative

2.2 Multi-Functional Team 6

2.3 Quality Assurance

3. GOVERNMENT FURNISHED PROPERTY 6

4. GENERAL INFORMATION 6

4.1 Contractor Employees

4.2 Contract Manager

4.3 Contractor Employees

4.4 Work Schedule

4.5 Security Requirements

4.6 Safety Requirements and Reports

4.7 Continuation of Essential DoD Contractor Services During Crisis

4.8 Contractor Manpower Reporting

5. Glossary of Terms 9

1. DECRIPTION OF SERVICES. This is a non-personal services. The contract shall provide all labor, supervision, transportation and other items and services necessary to perform Distance Learning Administration (DLA) services at Base Training and Education Services (BTES) office, Cannon AFB, New Mexico in accordance with all federal, state and local laws and regulations. DLA services include:

Office support and administrative tasks associated with distance learning programs; Support and assistance for annual screenings and out-of-cycle technical training requirements; Schedule and facilitate video tele-training courses; Administer examinations; Data & resource management.

1.1. SPECIFIC TASKS. The contractor shall manage the distance learning training programs by conducting an Annual Screening, Manage and Control Training Materials, Administer AETC Type 6 Technical Training courses, Schedule and Facilitate Video Tele-Training (VTT) courses, Secure and Administer Examinations, Data Management, Resource Management, Air Force Institute of Advanced Distributed Learning Enrollments, notifying units of available training opportunities, maintain listing of online resources, attend professional development programs and provide office support. The Air Force Instructions (AFIs) will be made available upon request (some are available through on-line reference material) as a guide to accomplish the referenced tasks in this PWS.

1.1.1. Annual Screening: The contractor shall conduct an annual training needs screening of base units for identifying their annual Air Education and Training Command Type 6 Technical Training course requirements. The process includes providing instructions to the units on how to identifying requirements and submit requests, consolidate the total base requirements and forward report directly to the office of primary responsibility and COR. The contractor shall forward out-of-cycle requests directly to the office of primary responsibility with an information copy to the command Education Operation Office and

COR.

1.1.2. Manage and Control Training Materials. The contractor shall manage and control training materials by conducting an inventory upon material arrival, recording exams in AFAEMS within 24 hours of receipt, verifying the amount of course materials and/or tests received are in accordance with the requirements identified during the screening process or out-of-cycle request, verify the currency/version of the course materials, and notify the appropriate AETC technical training course managers of any discrepancies in the amount of course materials received. The contractor shall return any damaged materials to the appropriate AETC technical training courses manager. The contractor shall establish and maintain a library of reusable materials for high use courses.

1.1.3. AETC Type 6 Technical Training Courses. The contractor shall schedule computer based training (CBT) courses, for structured classroom environments as requested by base units, within 5 business days of receipt. The contractor shall notify base units of available training, request and receive monthly training requirement from units, verify availability of computer laboratories to support the requested training, provide units with a final monthly training schedule, receive names of attendees and other pertinent data of students from units. During course the contractor shall brief students on course requirements and issue course materials, monitor students’ progress and assist students as needed with general computer and software operation. The contractor shall assist in troubleshooting any software related problems students may have with the courseware. The contractor shall notify the COR of any computer hardware related problems.

1.1.4. Video Tele-Training (VTT) Courses. The contractor shall schedule and facilitate the VTT courses utilizing the AETC Distance Learning Guide or Government Education and Training Network (GETN) schedules to determine available broadcast and verify broadcasts identified during annual screening and out-of-cycle requests by base units. No later than two (2) weeks prior to broadcast the contractor shall coordinate with the appropriate training provider to obtain an allocation on the ATN downlink. The contractor shall notify unit(s) when scheduled downlink is confirmed, obtain names of students from unit(s) and reserve the training room for the scheduled broadcast. On the day(s) of the broadcasts the contractor shall ensure the training room and broadcast equipment are fully operational. The contractor shall monitor the ATN classroom(s) periodically during the broadcast and shall be available to assist with any technical problems. The contractor shall record each broadcast, if possible, and retain the most recent recording for each course in the library.

1.1.5. Examinations and Course Critiques. The contractor shall maintain security of all examinations in an approved safe logging the exams in the AFAEMS test data base. No later than the 10th day of each month the contractor shall conduct a monthly inventory and provide the written results of the inventory to the COR. The contractor shall administer all examinations and course critiques in accordance with the training course manager’s instructions. The contractor shall send the completed course information and/or materials to the appropriate location in accordance with the training course manager’s instructions.

The contractor shall mail or distribute the course completion certificates to graduates of a distance-learning course. When necessary the contractor will serve as a test proctor for other BTES exams.

1.1.6. Air Force Institute of Advanced Distributed Learning Enrollments (AFIADL). The Contractor shall verify eligibility of personnel requesting enrollment in USAF Professional Military Education (PME) and specialized courses. The contractor shall advise personnel of course completion policies per the AFIADL web site or current AF guidance. The contractor shall use Air Force approved methods to enroll eligible personnel and respond to customer inquiries on course status in-person, by email or telephone using the Course Development and Student Administration/Registrar System (CDSAR). The contractor shall schedule students for exams in the AFAEMS testing data base.

1.1.7. Data Management. The contractor shall maintain a database of training enrollment/completion, analyze this data for trends and provide a report to the COR each month. The contractor shall be responsible for monitoring and tracking more than 4000 Community College of the Air Force (CCAF) service members assigned to Cannon AFB and assisting with annual CCAF graduations. The contractor shall use the Air Force Automated Education Management System (AFAEMS) for updating/changing/correcting education level codes, grades, course enrollments, degree completions and exam scheduling.

1.1.8. Resource Management: The contractor shall monitor the use of the computer laboratory equipment and ATN equipment. The contractor shall notify the COR of any malfunctioning equipment as soon as possible but no later than 3 business days of discovery. The contractor shall assist in identifying needed upgrades to distance learning equipment and maintain the Automated Data Processing Equipment (ADPE) list.

1.1.9. Online Resources. The contractor shall develop and maintain a continuity book containing a list of acceptable online/distance learning sites, classes and course work in order to refer and or assist customers.

1.1.10. Professional Development. The contractor shall remain current on Distance Learning methods and procedures. The contractor may participate in broadcast training that facilitates their knowledge of processes associated with this PWS.

1.1.11. Office Support. The contractor shall support BTES customer inquiries (schedule appointments, make referrals, assist clients, research messages). The contractor shall review training reports on individual personnel reports and spreadsheets, and coordinate as needed.

1.2. Estimated Workload

AETC Type 6 and VTT courses 10-15 per year Training Materials physical copies 1 per quarter hard copy, most are e-copies Examinations and Course Critiques Conducted at end of each course, 10-15 per year CCAF Graduation ceremony 2 per year

2. SERVICE SUMMARY (SS). The contract service requirements are summarized in Performance Objectives that relate directly to essential mission needs. The Performance Threshold briefly describes the minimally acceptable levels of service for each objective. The SS provides information on contract requirements, the expected level of Contractor’s performance and the expected method of Government validation and confirmation of services provided.

Performance Objective Paragraph Reference

Performance Threshold

Corrective Action

SS-1 Annual Screening Conduct annual training needs screening and consolidate unit needs, forward report to the office of primary responsibility.

1.1.1 Zero reports missed Contractor shall re-

perform within 24 hours

SS-2 Manage and Control Training Materials

– Exam Inventory conducted and written results provided NLT the 10th day of month

1.1.2, 1.1.5

Zero monthly inventories missed.

Zero reports received later than 10th day of the month

Contractor shall re-perform within 24 hours

SS-3 Schedule AETC Type 6 and VTT courses; Requests are processed and reviewed within 5 business days of receipt Courses scheduled NLT 2 weeks prior to broadcast.

1.1.3, 1.1.4

No more than 3 missed request per year.

Zero missed scheduling

Contractor share re-perform within 24 hours

SS-4 Documentation Record of training sessions scheduled, in-progress, & completed Report received monthly on training sessions provided NLT the 5th day of month.

1.1.1, 1.1.3, 1.1.4, 1.1.6

No more than 1 report missed per quarter.

2.1. Contracting Officer (CO) and Contracting Officer Representative (COR). The CO will appoint a Contracting Officer Representative (COR) for management of the day-to-day activities of the contract. The identity, title and authority of this representative will be provided in writing to the contractor after contract award.

2.2. Multi-Functional Team. A multi-functional team may be established between the Government and the contractor to ensure joint cooperation and a sound customer focus of all parties involved in the execution of this contract.

2.3. Quality Assurance. The COR will periodically evaluate the contractor’s performance by monitoring performance to ensure services are received. The COR will evaluate the contractor’s performance through surveillance, customer complaints, and compliance with the contractor's quality control plan. The COR may inspect each task as completed or increase or decrease the number of quality control inspections if deemed appropriate. The COR will investigate complaints received from customers. The Contracting Officer will make final determination of the validity of customer complaint(s) in cases of a disagreement.

2.3.1. The COR will inform the contract manager in person when discrepancies occur and will request corrective action. The COR will make a notation of the discrepancy on the CORs surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

2.3.2. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer.

3. Government Furnished Property or Equipment (GFP/GFE) The Government does not anticipate providing GFP/GFE.

3.1. The Government will provide the contractor with office supplies, work space, and a computer with the necessary applications and accesses to perform DLA services. Local telephone and Defense Switching Network (DSN) access will be provided for official use only.

3.1.1. Conservation of Utilities. The contractor employee shall practice utility conservation. The contractor shall be responsible for operating under conditions that prevent the waste of utilities.

4. GENERAL INFORMATION

4.1. Contractor Employees. The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.1.1. Identification of Contractor. The Contractor employee shall present a neat and professional appearance and be easily recognized as contracted employee. This shall be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.1.2. Conflict of Interest. The Contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest.

4.2. Contract Manager (CM). The contractor shall provide a contract manager. The contractor shall submit the name, address, telephone number of the CM within 2 days of contract start date.

This contact information shall be kept current throughout the life of the contract. The CM shall have full authority to act for the contractor on all matters relating to daily operation of this contract. The CM shall be available, either in person or by phone, from 8:00 through 4:00 pm to discuss issues. The CM shall be able to read, write, and speak English.

4.3. Contractor Employees:

4.3.1. English Language. Employees who deal directly with customers shall communicate clearly and concisely with the customers in English.

4.3.2. Minimal Qualifications. The contractor shall hold an Associate’s degree, or higher, in a related field (Human Resources, Education, and Business) from an accredited United States college or university. Contractor shall show proof of professional work or volunteer experience of one year of work experience in Adult and/or Higher Education, Department of Defense (DoD) training management or equivalent (Human Resources, Education, or Business). Excellent customer service skills and verbal communications skills are essential. Contractor employees shall maintain working knowledge with Privacy Act Information (PII) and information security.

Contractor employees shall be required to obtain a U.S. Air Force global email account, utilize Microsoft Office Professional (including Internet Explorer) and troubleshoot non-complex software problems. Contractor’s employee resume and transcripts shall be submitted with proposal or upon change of employee.

4.4. Work Schedule. The contractor shall provide a work schedule to the COR every two weeks.

The schedule must be approved by the COR prior to starting work for the period referenced in the schedule. The work schedule shall be based upon training broadcast schedule for broadcast training outside of the normal business hours; the other routine work elements must be performed to support the day-to-day office operations during business hours. The contractor is responsible for conducting business a minimum of 10 hours per week, but no more than 8 hours in one day. Hours shall be limited to the maximum hours awarded for the year. Normal business hours between the hours of 0730-1630 Monday thru Friday except Federal holidays, crisis, national emergencies and administrative closing. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

4.4.1. Recognized Holidays: The contractor will NOT be required to work on the following recognized holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Independence Day Christmas Day

4.4.2. BTES office is scheduled to be closed for business on AFSOC Family or Safety days.

Anticipated Safety Days are listed as follows:

Safety Day – Friday; 5 October 2018 Safety Day – Friday; 9 November 2018 Safety Day – Friday; 23 November 2018 Safety Day – Monday; 24 December 2018 Safety Day – Monday; 31 December 2018 Safety Day – Friday; 18 January 2019 Safety Day – Friday; 15 February 2019 Safety Day – Friday; 24 May 2019 Safety Day – Friday; 5 July 2019 Safety Day – Friday; 30 August 2019

(The above dates are subject to final approval by AFSOC. Any changes to the above dates will be provided to the contractor within 1 business day of the change being made.)

4.5. Security Requirements. The contractor shall be responsible for all passes issued to employees under this contract. Applications shall be coordinated through the Contracting Officer. A background check may be conducted in connection with base pass requests. The contractor employees performing the work shall require a background investigation National Agency Check (NAC). Upon termination of employment or contract expiration, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours.

4.5.1. Physical Security. The contractor shall be responsible for safeguarding all Government keys provided. At the close of each work period Government facilities, property, and materials shall be secured. The contractor shall ensure all keys/key cards issued to the contractor by the Government are not lost or misplaced, duplicated, and are not used by unauthorized persons.

4.5.2. In the event keys are lost or duplicated, the contractor shall, notify the COR and Contracting Officer. The Government may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the locks is the contractor’s responsibility. 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 is the responsibility of the contractor.

4.6. Safety Requirements and Reports. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements.

4.6.1. Mishap Notification. The contractor shall provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or a mishap resulting in death, injury, occupational disease or adverse environmental impact.

4.6.2. Reporting. The contractor shall provide a copy of all required Accident Investigation Reports to the CO within 5 calendar days of each occurrence. The contractor shall report contractor personnel occupational injuries, illnesses and other related activities in accordance with the Occupational Safety and Health Act (OSHA). The contractor shall maintain records as required by Federal, State, and local regulations.

4.6.3. Investigation. The contractor shall cooperate fully and assist Government personnel in any Government mishap investigation until released by the mishap investigation authority. Do not release mishap information outside of the official Government.

4.7. Continuation of Essential DoD Contractor Services During Crisis IAW DoDI 3020.41.

(Mandatory) This service is determined to be non-essential for performance during a crisis according. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this PWS.

4.8. Contractor Manpower Reporting. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the “U.S. Air Force” via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during 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. Contractor may direct questions to the electronic Contractor Manpower Reporting Application (eCMRA) help desk.

5. GLOSSARY OF TERMS. Commonly used military and education-related acronyms, abbreviations and definitions with which the contractor and employee should be familiar:

AD Active Duty AU Air University AFAEMS Air Force Automated Education Management System AFIADL AF Institute of Advanced Distributed Learning AITP Annual Installation Training Plan BESC/BESP Base Education Services Center/Base Education Services Program BTES Base Training and Education Services CCAF Community College of the Air Force CDSAR Course Development and Student Administration/Registrar System https://www.ecmra.mil/

DE Distance Education DL Distance Learning ESS Education Services Specialist ET Education Technician NCOA Noncommissioned Officers Academy NPSC Non-Personal Services Contract (covers each contract position) PME Professional Military Education SNCOA Senior Noncommissioned Officers Academy SOS Squadron Officers School (required PME for AF Captains) SOW Statement of Work (position description and responsibilities) TCO Test Control Officer TE Test Examiner