ATTCH_1_PWS.pdf

Contract NO. FA6800-18-C-00XX

Solicitation NO. FA6800-18-Q-S025 Attachment #1

29 June 2018

PERFORMANCE WORK STATEMENT (PWS)

FOR

Air Force Global Strike Command (AFGSC)

AFGSC/FM (Secretary/Office Automation)

ON-SITE FINANCIAL MANAGEMENT

ADMINISTRATIVE SUPPORT

Attachment #1

1.0 DESCRIPTION OF SERVICES

1.1 Background: AFGSC, which stood up on 7 August 2009, is responsible for organizing, training and equipping global nuclear and conventional global strike forces, to include Intercontinental Ballistic Missiles (ICBM), B-52 bombers, B-1 and B-2 bomber forces and Kirtland AFB special mission sets. AFGSC is focused on replacing Nuclear Deterrence Operations assets that have suffered the effects of decades of use: AFGSC has weapon systems and airframes that initially went into service in the 1960s and earlier. The advent of a new Ground-Based Strategic Deterrence (GBSD) program, the fielding of the new Long-Range Bomber (LRB), and the construction of five Weapons Storage Facilities (WSFs) at FE Warren Air Force Base (AFB), Barksdale AFB, Malmstrom AFB, Whiteman AFB, and Minot AFB are driving distinct workloads associated with capturing the full spectrum of financial management requirements. These initiatives have driven an extensive workload requiring additional manpower. The FM Directorate is currently, operating at a 75% staff fill rate (overall average for officers and civilians). As of October 2017, no member has filled the administrative assistant positon causing the executive staff an inability to handle the unusual and temporary increase of staff work associated with the loss of admin support based on the vacant position.

1.2 Scope: The contractor shall provide administrative services, in accordance with this PWS, to support AFGSC/FM at Barksdale AFB, Bossier City, LA with one (1) Contracted Man-year Equivalent (CME). The main purpose for this contract is to serve as the principal office assistant performing various administrative and clerical duties in support of the AFGSC/FM Directorate.

1.3 Objective: Perform office automation support using multiple automated programs and software, such as databases, spreadsheets, and graphics, in support of the administrative and clerical work.

1.4 Place of Performance: Barksdale AFB, LA.

1.5 Period of Performance: Performance is projected to begin 1 Sep 2018, with 100% of the contracted man-year equivalents (CMEs) in place no later than 1 Sep 2018. The period of performance shall be for one (1) Base Year of 6 months and four (4) 12-month option years. The Period of Performance will be as follows:

Base Year: 15 Sep 2018 – 14 Mar 2019 Option Year 1: 15 Mar 2019 – 14 Mar 2020 Option Year 2: 15 Mar 2020 - 14 Mar 2021 Option Year 3: 15 Mar 2021 - 14 Mar 2022 Option Year 4: 15 Mar 2022 - 14 Mar 2023

Attachment #1

1.6 Tasks: The contractor shall provide one Contracted Man-year Equivalent (CME) to provide management support to the HQ AFGSC Financial Management Directorate. Specifically, the contractor shall:

1.6.1 Have proficiency in preparing recurring and nonrecurring correspondence, reports, and other documents from information obtained from the staff, such as appointment letters, daily calendar updates, confirmation of Director & Executive Director’s attendance to meetings; at least weekly retrieves the Directorate’s physical mail and distributes accordingly; updates slides for weekly FM and AFGSC staff meetings, boards and councils; compiles various documents in preparation for upcoming FM briefings; distributes, reviews and tracks Officer;

Enlisted and Civilian performance evaluations and decorations; maintains and updates at least monthly staff internal rosters. Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.

1.6.1.1 Prepares and finalizes various recurring reports, determining and modifying format, content, and frequency requirements. Independently composes and prepares nontechnical correspondence such as requests for information concerning the organization’s mission and programs; office procedures; and letters of acknowledgment, commendation, or notification.

1.6.1.2 Anticipates need for information, gathers and summarizes information from files, and systematically prepares material so that it is immediately available. Proof reads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. Coordinates/forwards correspondence to appropriate office updating the tracking system and suspense files as required.

1.6.1.3 Screens incoming physical mail to identify what needs to be brought to the attention of appropriate staff. Reads incoming correspondence, publications, regulations, and directives which may affect the organization to obtain clarification from originating offices when necessary.

1.6.1.4 Establishes suspense dates and brings to attention those that cannot be met by requested date or when there is a conflict. Reviews outgoing correspondence prepared by others for procedural and grammatical accuracy, conformance with general policy, and factual correctness. Advises the writer of any deviations or inadequacies.

1.6.2 Support tasks that requires receiving telephone calls, greeting visitors, and ascertaining the nature of the calls or visits.

1.6.2.1 Based upon detailed knowledge of the organization and its programs and operations, determines appropriate action. Personally provides administrative and

Attachment #1 readily available operational information to callers and visitors upon determination of their rights to receive the information. Provides follow-up for request of information.

1.6.2.2 Typically receives, greets, and answers questions from visitors and telephone callers promptly and courteously.

1.6.3 Have the technical expertise to independently take notes and follow-up on commitments made at meetings and conferences by staff members, coordinate meeting arrangements, and/or schedule meetings and/or conferences.

1.6.3.1 Schedules appointments and meetings. Makes necessary arrangements such as location, time, contacting participants, and ensuring all required materials and services are provided. Makes calendar available to others to minimize conflicts in scheduling.

1.6.4 Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.

1.6.4.1 Typically utilizes multiple automated software programs effectively and appropriately to produce/develop accurate and useful documents. Routinely receives, processes, transmits, and/or forwards electronic messages and documents promptly and appropriately.

2.0 GENERAL INFORMATION

2.1 Personnel Qualifications: The contractor shall provide knowledge of duties, priorities, commitments, policies, and program goals of the organization sufficient to perform non-routine assignments, such as independently noting and following-up on commitments made at meetings/conferences; advising others on preparing correspondence, requirements for various reports, and interpreting new instructions and procedures

2.1.1 Four years of education above the high school level obtained in an accredited business, secretarial or technical school, junior college, college or university.

2.1.2 Knowledge of extensive rules, procedures, operations, functions, and commitments applied to secretarial and clerical assignments to perform the procedural and administrative work of the office, such as screening calls and visitors, maintain calendar, prepare, review and edit documents, locate and assemble information for various reports, maintain files/records, and prepare travel arrangements.

2.1.3 Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

Attachment #1

2.1.4 Knowledge of word processing automation software functions to support office operations and produce a variety of textual documents such as letters, reports, memos, and form letters.

2.1.5 A qualified typist is required.

2.1.6 Ability to communicate effectively, both orally and in writing.

2.1.7 Minimum of Active SECRET Clearance

(1) Must be a U.S. citizen.

(2) Must have a clearance that was approved/renewed within the last 3 years in order to meet the nomination requirements for access to work areas at the time of proposal submission:

(a) Must have a current investigation (completed w/in the last 5 yrs).

2.2 Security.

2.2.1 The work to be performed under this contract is up to the SECRET level, the company must have a final SECRET Facility Clearance (FCL) from the Defense Security Service (DSS) Facility Clearance Branch (FCB) at the time of proposal submission.

2.2.2 Contractor and its personnel shall follow the security requirements outlined in the contract’s DD254, Department of Defense Security Classification Specification. The contractor and its personnel shall not divulge any information about files, data, processing activities, functions, user IDs, passwords, or other knowledge that may be gained to anyone who is not authorized to have access to and a need to know such information.

2.2.3 Contractor and its personnel shall acknowledge that failure to ensure proper control of classified and restricted distribution information may be sufficient cause for termination.

Furthermore, such conduct may be cause for criminal prosecution and imposition of severe criminal and civil penalties.

2.2.4 The contractor is responsible for ensuring that contractor personnel comply with Government regulations for use of Government telephones and computers. All contractor personnel provided computer and telephone access at Government facilities shall observe local computer, communications, and operations security policies and procedures. All contractor personnel will complete annual Information Assurance Awareness training via the Network User’s Licensing CBT. The contractor and employees shall agree to the terms of a Non-Disclosure Agreement (NDA).

Attachment #1

2.3 Privacy Act Information. Contractor personnel working on this requirement may have access to Privacy Information and, therefore, all said personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a, and all applicable agency rules and regulations.

2.4 Core Working Hours.

2.4.1 (1880 hours/47 weeks per year unless otherwise indicated in the schedule of the contract). The Contracting Officer and COR determine core working hours, but will typically consist of 8 working hours per day, 5 days per week.

If contractors are required to work extended hours, contractors are expected to adjust their hours before and after these extended hour periods to stay within the proposed total number of hours identified for the current period of performance. Only the Contracting Officer with AFICA/KG can authorize work hours that extend beyond the “core working hours”. This includes weekends, holidays, AFGSC Family Days and any work week that exceeds the typical 40 hour work week as defined by Federal Labor Laws. The contractor shall not exceed these hours without prior approval from the Contracting Officer.

2.4.2 Federal Holidays & AFGSC Family Days:

The following are a list of the standard Federal Holidays. Those listed with an asterisk (*) may also have an additional corresponding AFGSC Family Day:

- *New Year’s Day - *Labor Day

- Birthday of Martin Luther King, Jr. - Columbus Day

- Washington’s Birthday - Veterans’ Day

- *Memorial Day - *Thanksgiving Day

- *Independence Day - *Christmas Day

2.4.3 Contractors will not account for hours not incurred on the Government site and without oversight. In the event of a Declared Federal Holiday (i.e. day after Christmas), normal Federal Holidays, Family Days, inclement weather, etc., in which no Government oversight is available and no written authorization has been approved by the COR prior to time of need, the contractor shall not account for hours not incurred. If the COR does authorize the contractor to work at an off-site location, this location shall be an approved corporate facility in which the supervisor/team lead shall be present to ensure all work being accomplished is directly attributable to their task order. In addition, the COR must submit, in writing, authorization for the contractor to work at their corporate off-site location to the Contracting Officer prior to the need. A home office is never an approved off-site work location. CORs shall allow contractors to adjust their schedules to compensate for missed times and have the option to work extended workdays, if desired.

2.5 Quality Control: The contractor shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices. The

Attachment #1 contractor’s quality control plan shall be submitted to the Contracting Officer and COR within 30 days of contract award.

2.6 Quality Assurance: The Government shall evaluate the contractor’s performance by appointing a COR, to monitor performance to ensure services are received. The COR shall evaluate the contractor’s performance through intermittent inspections of the contractor’s quality control program and receipt of complaints from base personnel.

2.7 CME Management Plan (CMP).

2.7.1 The contractor shall develop, produce, and provide a CME Management Plan and submit it with the contractor's proposal. The plan will outline the contractor's management, approaches, methods, and policies to ensure personnel are sourced, trained, retained, managed, and replaced in a manner satisfactory to the government and in compliance with this PWS. This plan shall include workload analysis, short and long range planning, as well as proposed scheduling procedures.

2.7.2 The plan shall include the contractor's lines of authority and responsibility among personnel (both prime and any sub-contractors), and formal and informal lines of communication between the contractor organization and Government personnel.

2.7.3 The plan shall include the contractor’s approach to retain CME workforce and/or replace qualified personnel within 30 days of vacancy.

2.7.4 Collaboration: The Management Plan must describe any planned collaborations with other departments, institutions, or businesses. If collaboration involves an existing relationship, the plan should include an explanation of the relationship and how it might be expanded.

2.8 Attire:

2.8.1. All contractor personnel must wear appropriate business attire when performing contract tasks. The Government will not furnish any attire associated with performance of this contract.

2.8.2. Appropriate attire is normally business casual year round. For men, this includes a tucked-in collared shirt, slacks or khakis, and an optional sport coat. Inappropriate items include blue jeans, sandals, tennis shoes, untucked shirts, or cargo pants. For women, business casual includes a business suit or conservative blouse with slacks, skirt lower than mid-thigh), conservative capris, or a conservative sun dress. Inappropriate items include blue jeans, fish net stockings, and tennis shoes. The Government can provide a pictorial of variations of male and female dress combinations for different occasions.

Attachment #1

2.8.3. Some situations require employees to wear more formal business attire. For men, this includes sport coat & tie or business suit & tie. For women, this includes a dress or pants suit.

Situations where employees must wear business attire include attending General Officer (GO)/Senior Executive Service (SES)-level meetings as a principal attendee, hosting distinguished visitors, when directed by the COR, or when TDY where business attire is appropriate (i.e., attending GO/SES-level meetings as a principal attendee or when directed by the conference guidance).

2.8.4. On Fridays, employees may wear a collared shirt that meets business casual guidelines.

Collared shirts bearing the contractor’s name or logo are acceptable upon approval by the

COR.

2.8.5. The COR may also allow exceptions to daily dress standards to conduct duties for short periods of time as required.

2.9 Working Space/Material/Equipment.

2.9.1. The Government will provide access to relevant Government organizations, information, documentation, manuals, briefs, and associated materials as required and available.

2.9.2. The Government will provide access to facilities, office space, supplies, and services to include workstations, computers, and phones. Access to classified and unclassified military local area network (LAN) services, LAN support, telephones, and reproduction facilities will be granted. If the contractor determines additional equipment is required, the contractor shall notify the Government, in writing, of the applicable information/equipment required to accomplish the requirements.

2.9.3. The Government shall provide access to relevant Government organizations, information, documentation, manuals, briefs, and associated materials as required and available. Contract employees will be allowed unescorted access to Government buildings on Barksdale AFB and other sites consistent with task requirements. Access to Government facilities, documents, and systems shall be IAW Basic Award DD-254.

2.10. Data Rights. The Government has unlimited rights to all deliverables under this PWS. The Government shall retain custody of all records associated with the contractor deliverables and shall have exclusive control in the distribution of all written deliverables.

2.11. Organizational Conflict of Interest.

2.11.1. In the course of performance pursuant to this task order, the contractor shall access nonpublic information, including Planning, Programming, Budgeting and Execution (PPBE) information. The contractor agrees that they shall not use or disclose any such information

Attachment #1 unless authorized by the CO or COR. Contractor further agrees that they will use their best efforts to ensure their employees, and others performing services under this task order, will not use or disclose any such information unless authorized by the CO or COR. To that end, the Contractor agrees that each of their employees, and others performing duties under this task order, shall sign a Non-Disclosure Agreement and Conflict of Interest Statement.

2.11.2. Additionally, IAW FAR 9.505, contractors are subject to the limitations set forth when providing systems engineering and technical direction, preparing specifications or work statements, providing evaluation services, and obtaining access to proprietary information.

Contractors who engage in these activities will be precluded from competing on any requirement generated as a result of the service performed IAW this PWS, in order to avoid any conflicts of interest.