Revised PWS Clerk Office Administration.pdf

PERFORMANCE WORK STATEMENT

FOR

CLERK OFFICE ADMINISTRATION

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

TABLE OF CONTENTS

SECTION PAGE

l. DESCRIPTION OF SERVICES

1.1 Basic Services

1.2 Specific Tasks

2. GOVERNMENT FURNISHED PROPERTY

3. GENERAL INFORMATION

3.1 Contractor Employees

3.2 Contract Manager

3.3 Minimal Qualifications

3.4 Work Schedule

3.5 Security Requirements

3.6 Safety Requirements and Reports

3.7 Non-Essential Services

3.8 Contactor Manpower Reporting

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 Clerk Office Administration services at Base Training and Education Services (BTES) office, Cannon AFB, New Mexico in accordance with all federal, state and local laws and regulations.

1.1 Basic Services. The contractor shall provide clerical and office administrative support for the BTES office to include answering the telephone and directing customer callers and visitors to appropriate BTES staff, making copies of publications for and setting up BTES briefing room for scheduled events, logging customer inquiries within the Education System of record and some minimal systems/computer functions, data & resource management.

1.1.1 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, spreadsheets, and coordinate as needed.

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

1.2 Specific Tasks. The contractor shall maintain clear, concise, and effective communications with BTES office, Unit personnel and leadership groups; must adhere to and follow Department of Defense Instructions (DoDIs), Air Force Instructions (AFIs), Personnel Services Delivery (PSD) Guides and Stand Operating Procedures (SOPs). 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.

1.2.1 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.

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

1.2.3 Examinations. The contractor shall schedule students for exams in the AFAEMS testing data base. The contractor shall maintain security of all examinations and serve as a test proctor for other BTES exams as needed.

1.2.4 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.

1.2.5 Resource Management: The contractor shall monitor the use of the computer laboratory 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 and maintain the Automated Data Processing Equipment (ADPE) list.

2. GOVERNMENT FURNISHED PROPERTY OR EQUIPMENT (GFP/GFE). The Government will provide the contractor with office supplies, work space, and a computer with the necessary applications and accesses to perform office support services. Local telephone and Defense Switching Network (DSN) access will be provided for official use only.

2.1 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.

3. GENERAL INFORMATION

3.1 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.

3.1.1 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.

3.1.2 Independent Contractor Relationship: The contractor is an independent entity and not an agent or employee of the U.S. Government. Contractor employees performing under this contract are not government employees and are not entitled to any compensation, benefits (such as leave, healthcare, or retirement), or rights afforded to federal employees.

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

3.1.4 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.

3.2 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.

3.3 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.

3.4 Work Schedule. The contractor will provide the work schedule every two weeks based upon training broadcast schedule to the COR 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 shall provide services and ensure all tasks are performed to support office operations during normal business hours (0730-1630, Monday-Friday), excluding federal holidays. The total hours billed shall not exceed the maximum awarded for the contract 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.

3.4.1 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 Juneteenth Christmas Day Independence Day

3.5 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.

3.5.1 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.

3.5.2 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 rekeying. 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.

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

3.6.1 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. Contractor will follow-up to provide written report to the CO within 2 business days.

3.6.2 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.

3.6.3 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.

3.7 This service is determined to be non-essential for performance during a crisis.

3.8 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://SAM.gov.

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 (SAM.gov) Help.

https://sam.gov/