772_ESS_PWS_Close_Operations_Admin_(ao_22DEC2016)_(012).docx

FA8903-16-R-0034

Attachment 1

9 SEP 2016

BASIC CONTRACT

PERFORMANCE WORK STATEMENT

772D ENTERPRISE SOURCING SQUADRON

CONTRACT CLOSEOUT, OFFICE OPERATIONS SUPPORT, AND ADMINISTRATIVE SUPPORT SERVICES

TABLE OF CONTENTS

Section Page

1.0 Scope 3

2.0 Requirements 3

3.0 Government Responsibilities 6

4.0 Other Requirements 8

5.0 Status Report 11

6.0 Service Summary 11

7.0 Contractor Manpower Reporting Requirements 12

8.0 Non Disclosure Agreement 13

9.0 Limitation on Future 772 ESS Contracts 13

Appendix A – Non Disclosure Agreement 14

Appendix B – Limitation on Future 772 ESS Contracts 15

1.0 SCOPE

1.1 INTRODUCTION

This Performance Work Statement (PWS) is for a Single Award IDIQ Basic Contract.

The 772d Enterprise Sourcing Squadron (772 ESS) provides enterprise-wide acquisition support to the Air Force Civil Engineer Center (AFCEC). This Performance Work Statement (PWS) is for 772 ESS contract closeout, office operations support, and administrative support services, place of performance: 772 ESS/PK, Joint Base San Antonio (JBSA) Lackland Air Force Base, Building 1, San Antonio, Texas. This PWS is for non-personal services. The scope of this contract does not include stand-alone design, traditional construction, environmental projects, architect-engineer services, or basic research. The scope of this PWS shall not include inherently governmental functions as defined in Federal Acquisition Regulation (FAR) Subpart 7.5, Inherently Governmental Functions. The United States (U.S.) Government anticipates this requirement would be fulfilled with some mix of following labor categories:

- Administrative Support

2.0 REQUIREMENT SERVICE and SUPPORT

2.1 The contractor shall perform all work in accordance with applicable U.S. laws, regulations, Executive Orders, Department of Defense (DoD) and Air Force (AF) policies, and installation requirements. Requirements for efficient contract close-out, office operations support, and administrative support include early involvement in day-to-day issues and activities that provide cost-effective, time-saving and technically sound approaches, solutions, submission of accurate, and on-time and quality deliverables. The U.S. Government will not be responsible for providing any training, formal or informal, other than basic orientation.

2.2 Contract Closeout Support:

The contract closeout support shall perform all contract closeout functions in accordance with current closeout policies and procedures. The contractor must possess the ability to work independently with minimal training and oversight. The contractor shall provide internal and external customer service, answer telephones, enter information/data into the computer, and prepare correspondence and other documents related to contract closeout. The Contractor shall be able to prepare a contractor release of claims letter and coordinate the document with the Contracting Officer and appropriate business/vendor. Contractor shall have the ability and utilize proficiently the Government contract writing system and Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Access. The contractor personnel are required to have a minimum of two (2) years of Contract Closeout experience and must be able to assist the Contracting Officer in analyzing closeout information of highly complex cost/firm fixed price contracts. The contractor employee shall be able to interpret, analyze, and summarize Defense Contract Audit Agency (DCAA) reports without Government instruction or training.

2.2.1 Pending Closeout:

The contractor shall be able to prepare closeout documents on behalf of the Contracting Officer in the contract writing system. The contractor shall track Defense Contract Audit Agency (DCAA) audit status, coordinate with Defense Contract Management Agency (DCMA), and verify final project acceptance by the U.S. Government. The contractor shall be able to review contract files to determine status. The contractor shall prepare and distribute contract files ready for closeout to the Contracting Officer, follow up on the documentation required, and perform all duties in accordance with closeout policies and procedures. Contractor shall be able to draft a release of claims letter on behalf of the Contracting Officer. The Contractor shall be able to draft DD Form 1594 closeout documents, de-obligation modifications in the Government contract writing system and any other document deemed necessary for contract closeout. Contractor maybe required to utilize the Mechanization of Contract Administration Services (MOCAS), Integrated Accounts Payable System (IAPS), Electronic Data Access (EDA), and Air Force contract program writing systems to verify completion of contracts. The contractor shall obtain and maintain access to such systems as, MOCAS, IAPS, EDA, and the contract writing system throughout the period of performance. After initial U.S. Government approval to the appropriate systems, the contractor shall regularly validate system access. Any loss of system access must be reported to the Contracting Officer Representative (COR) within one (1) business day. The contractor does not require access to MOCAS to validate dollar amounts remaining on contracts. The contractor’s alternative to MOCAS is calling or emailing Defense Finance & Accounting Service (DFAS) to obtain final payment information and a report identifying any monies left on the contract. If necessary, the contractor shall request required close out information using the DFAS telephone customer service or DFAS email. DFAS customer service telephone numbers may be found at http://www.dfas.mil/.

The contractor shall physically account for all contract files pending close out. The contractor shall provide all Pending Close-out Actions, in the monthly status report, showing the individual contractor employee assigned closeout work, assigned contract numbers, contract types, the Procuring Contracting Officer (PCO) & Administrative Contracting Officer (ACO) assigned, status of the Defense Contract Audit Agency (DCAA) audit report, amount of money left on each Contract Line Item Number (CLIN), current status of the contract, and any other information the U.S. Government deems necessary for tracking purposes/close out. Status emails sent to DCAA and/or Defense Contract Management Agency (DCMA) shall be printed and filed in the contract file. Telephone logs listing date, time, and DCAA and/or DCMA person contacted and their phone number shall also be filed in the contract file. Email and telephone information shall be included in the Pending Close-Out Report. Phone calls only to DCMA/DCAA are unacceptable. The contractor shall use every means possible to document attempts to reach point of contact through email and telephone. (Contract Data Requirements List (CDRL) A001)

2.2.2 Closed-Out in Retention

The contractor shall be responsible for the staging process of contract files in accordance with (IAW) contract retention policies and regulations. The contractor shall provide its own transportation for moving contract files from one (1) building to another, within the commuting area for contract storage. The contractor is required to move boxed files, not weighing more than 50 pounds each, as required to the storage facilities in the local area. The contractor is responsible for organizing and maintaining the contract closeout storage facility. The contractor shall provide a Retention List of all contract close-outs and location staged at the U.S. Government storage facility. The information shall identify the contract number, retention date, any other information the U.S. Government deems necessary for tracking purposes/close out, and included in the monthly status report. (CDRL A001)

2.2.3 Closed-Out/Shred/Burn

The contractor is responsible for transporting files from the storage facilities to the shred/burn facility in accordance with FAR close-out retention periods. The contractor shall keep a report of contracts sent to the shred/burn facility. The contractor shall, in the monthly status, identify shredded/burned contract numbers, date shredded/burned, and any other information the U.S. Government deems necessary for tracking purposes. The contractor shall provide its own transportation for moving contract files from the storage facility to the shred/burn facility. (CDRL A001)

2.3 Office Operations Support

Perform office automation duties to include, at a minimum, using multiple automated programs and software, such as databases, spreadsheets, graphics, and websites to prepare and update a wide variety of recurring and nonrecurring correspondence, reports, records and documents that often require complex formats such as graphics or tables within text, and to include editing, reformatting, updating and/or revising. At a minimum the contractor shall have the ability to transform data/metrics to graphic form (bar charts, etc.), assist with preparation of recurring reports, metrics charts, and other tracking/reporting documentation in a variety of formats using Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Access. Manages organization of requirement packages upon receipt, review, and evaluate for quality and completeness, interfacing quickly and efficiently with requiring activities to accomplish revisions to packages. Provide timely data entry into databases prior to submitting to the U.S. Government team lead for workload assignments. The contractor shall assist with review, research, drafting responses and generation of copies in support of a variety of tasks to include Freedom of Information Act (FOIA) requests and protest actions or other claims against the agency. The contractor shall answer phone calls, determine the nature of request and refer callers to appropriate staff. The contractor shall be able to process actions through the U.S. Government contract program writing system for distribution to required parties (i.e. ConAward). The contractor shall proofread records, forms or documents for errors prior to award processing. The contractor personnel are required to have a minimum of 24 semester hours of Business and/or Information Technology related courses and a minimum of two (2) years of Office Operations Support experience.

2.4 Administrative Support

Perform high-levels of administrative and clerical duties in support of contract administration tasks. Provide internal and external customer service with minimal training and orientation. The contractor must possess the ability to work independently with minimal oversight. Answer telephones, type, enter information/data into a computer, and prepare correspondence, statements and other documents. Ability to utilize proficiently a variety of formats using Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, and Access. Assist in drafting and finalizing award documents applicable to price & cost evaluation support (excluding negotiating). Draft and finalize a variety of narrative documents such as request for proposal (RFP) letters, correspondence, memoranda, and briefing charts, which include use of graphics and symbols. Contractor shall assist PCO with generating routine award actions through the AF contract program writing system. Contractor shall assist PCO in setting up award contract files using provided templates, or other documents, including copying information from one (1) record to another. Establishes and maintains suspense/submittal logs, automated files, worksheets, and databases as needed. The contractor must have knowledge of commonly used concepts, practices, and procedures within the business field. The contractor shall proofread records, forms, documents and sort contract records. The contractor may be required to utilize the invoicing, receipt, acceptance, and property transfer (iRAPT), Electronic Data Access (EDA) and myInvoice applications contained within the Wide Area Work Flow (WAWF) e-Business Suite. The contractor shall regularly validate all system access and not let system access expire, after initial U.S. Government approval, during the entire period of performance. Any rejected or loss of system access must be reported to Contracting Officer Representative within one (1) business day. The contractor shall handle day-to-day issues and activities relating to invoice payments including recording invoice payments and maintaining invoice records. The contractor shall assist with review, research, drafting of proposed responses and generation of copies in support of a variety of tasks to include Freedom of Information Act (FOIA) requests and protest actions or other claims against the agency. The contractor shall coordinate with other contractors, DFAS and other paying activities to obtain administrative and payment documentation. The contractor personnel are required to have a minimum of 24 semester hours of Business and/or Information Technology related courses and a minimum of two (2) years of Administrative Support experience.

3.0 GOVERNMENT RESPONSIBILITIES:

3.1 GOVERNMENT DATA BASE ACCESS

The COR, at the task order level, will provide Air Force Policy to the contractor employees to access U.S. Government data systems necessary to accomplish assigned workloads. This includes a basic orientation to the systems, computer access codes, retrieval methodology, and nomenclature associated with each system. The Common Access Card (CAC) is the means by which DoD contractor personnel are granted access to military installations and DoD computer networks. This contract requires the assigned DoD contractor employees be issued a CAC for access to the military installation and DoD computer network. At the end of contract or at contractor employees’ resignation and/or termination, the contractor shall return the CAC to the issuing security office. The contractor shall comply with Homeland Security Directive 12 and the DoD 5200.2-R.

3.2 SECURITY REQUIREMENTS

The Contractor shall observe and comply with all personnel, physical and computer regulations and provisions in effect at the Government facility. As a minimum, contractor personnel shall comply with the DoD 5200.2-R, Personnel Security Program, Air Force Manual (AFMAN) 33-152, User Responsibilities and Guidance for Information Systems, and Air Force Instruction (AFI) 33-200, Cybersecurity Program Management, requirements. Any required identification badges shall be worn and displayed at all times.

3.2.1 CONTRACTORS REQUIRING ACCESS TO IT-LEVEL III COMPUTER ACCESS:

All contractor personnel shall complete, as a minimum, a Tier 1 background investigation (formerly known as a National Agency Check with Inquiries (NACI)), before being issued a CAC and operating government furnished workstations. The contractor shall comply with government guidance in paragraph 3.2 listed above. Tier 1 investigations requests are initiated using the Standard Form (SF) 85 and are submitted to the installation Information Protection Office through the using agency's Unit Security Manager within five (5) days of contract start. Tier 1 investigations are provided by the government at no additional cost to the contractor. The investigation is not for a security clearance; it is for a position of trust allowing access to IT level III which is required prior to granting access to government IT networks.

3.2.2 CONTRACTORS REQUIRING ACCESS TO GENERAL ACCOUNTING AND FINANCE SYSTEM APPLICATIONS.

Defense Finance and Accounting Services (DFAS) designated data within the General Accounting and Finance System (GAFS) applications as requiring IT Level II. For task orders requiring personnel access to GAFS applications with no access to classified material, the Contractor shall complete a Tier 3 investigation with a favorable determination, which is a prerequisite for granting access to the IT Level II systems. This investigation is submitted using the SF 86, and is submitted to through the using agency's Unit Security Manager within five days of contract start. These investigations are provided by the government at no additional cost to the contractor.

3.3 INFORMATION ASSURANCE REQUIREMENTS

The contractor shall ensure that all personnel accessing information systems have the proper and Current DoD Information Assurance Awareness (IAA) Cyber Awareness Challenge certification to perform Cyber Awareness functions described In DoD 8550.01, DoD Internet Services and Internet-Based Capabilities. The contractor shall meet the applicable Cyber Awareness Challenge certification requirements.

3.3.1 DoD-approved Cyber Awareness Challenge workforce certification appropriate for each category and level as listed in the current version of the DoD 8550.01 DoD Internet Services and Internet-Based Capabilities Manual.

3.3.2 Appropriate operating system certification for Cyber Awareness Challenge technical positions as required in the DoD 8550.01.

3.3.3 Upon request by the U.S. Government, the contractor shall provide documentation supporting the Cyber Awareness Challenge certification status of personnel performing Cyber Awareness functions.

3.3.4 Contractor personnel performing Cyber Awareness functions whose access certification has lapsed, shall be denied access to DoD systems or have their access downgraded to the next lower access certification.

3.4 Contract personnel under this effort shall not be considered mission essential and will not be performing in contingency areas.

4.0 OTHER REQUIREMENTS:

4.1 Safety. All applicable rules, regulations, laws and Occupational Safety and Health Act (OSHA) requirements apply to this contract and all employees will have personal responsibility for compliance with them.

4.2 Weapons and training. The contractor shall ensure that contractor personnel shall at no time during the performance of their contractual duties or while accompanying the U.S. AF have in their possession personally owned firearms. The contractor shall ensure that its contractor personnel adhere to all guidance and if order is issued by the combatant commander or his/her representative regarding possession, use, safety, and accountability of U.S. Government issued weapons and ammunition, and shall comply with all related DoD regulations.

4.3 Vacancies/Duty Hours/Place of Performance

The contractor shall fill initial vacancies within five (5) business days of task order award. The contractor shall fill vacancies if a contractor employee vacates a position during the period of performance within five (5) business days from the date of the contractor employee’s last day. In the event the contractor does not fill vacancies in a timely manner the Government reserves the right to negatively document the contractor’s failure to fill vacancies within an appropriate time in CPARs. The contractor employees will report to the Contracting Officer or appointed representative on their first duty day. The contractor employee’s duty hours for the contractor employees shall cover the core hours of 9:00 a.m. to 3:00 p.m. Monday through Friday, excluding Federal holidays. The contractor shall work a minimum of 8 hours daily. Telework or Rotating Days Off (RDO) are not authorized for the performance of this requirement. Contractor shall not charge the U.S. Government for group dismissals (i.e. hazardous weather conditions, disasters, early dismissals, etc.) occurring during or outside regular performance hours. The contractor is required to submit a request no less than five (5) business days prior to a modification of work schedule. These services will be performed at the 772 ESS/PK, JBSA Lackland Air Force Base, Building 1, San Antonio, Texas.

4.4 Contract Holidays

The contractor is not authorized to report to work in support of this PWS on Federal holidays or Presidential authorized down days such as Christmas Eve.

The following days are recognized Federal holidays:

4.5 NOTIFICATION REQUIREMENTS

The contractor shall notify the Contracting Officer and Contracting Officer Representative (COR), in writing within five (5) business days prior to contractor personnel resignation and/or termination.

4.6 GOVERNMENT DOWN TIME FOR VARIOUS AUTHORITIES INCLUDING THE PRESIDENT, SECRETARY, SECRETARY OF DEFENSE, SECRETARY OF THE AIR FORCE AND 772 ESS Company Commander (CC)

(a) Base closures due to emergencies. From time to time, the Base Commander may decide to close all or part of the base in response to an unforeseen emergency or similar occurrence. Sample emergencies include, but are not limited to, adverse weather such as snow or flood, an act of God such as a tornado or earthquake, acts of war terrorism, computer failures, or a base disaster such as a natural gas leak or fire. The contractor personnel are "non-essential" for purposes of any instructions regarding the emergency.

(1) The contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph B.

(2) With regard to work under the contract, the U.S. Government shall retain the following options:

(i) U.S. Government may grant a time extension in each task order delayed by the closure, subject to the availability of funds.

(ii) U.S. Government may forego the work. The contractor will not be paid for work not performed.

(iii) U.S. Government may reschedule the work on any day satisfactory to both parties.

(iv) The U.S. Government may, at its discretion, permit the contractor to perform at an off-site location during the period of base closure if meaningful work can be accomplished. The contractor shall certify to the U.S. Government by letter within five (5) business days of returning to work the nature and scope of the work completed off-site. The contractor shall be permitted to bill the U.S. Government at the labor rates identified in the contract.

(b) Base Closure Notification Procedures:

(1) After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

(2) The contractor should listen or watch one (1) of the local radio or television stations for notification of a base closure. The contractor should follow instructions intended for non-essential personnel.

(3) The contractor will not receive any other form of notification of a base closure from the U.S. Government. The contractor is responsible for notification of his employees.

(4) If the decision to close all or part of the base is made during the duty day, and the Base Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

(c) Base Closure Due to Non-Emergencies. The Center or Base Commander may elect to close all or part of the base for non-emergency reasons such as time-off award, base open house, etc. In the event of a non-emergency base closure, the COR and the contractor shall jointly choose a course of action within the following options:

(1) If there is a need for the service during the base closure and a U.S. Government employee will be present, contractor may continue on-site work. The contractor shall bill the U.S. Government in accordance with the contract.

(2) If there is no need for the service during the scheduled base closure, the contractor shall not work on or off-site. U.S. Government may grant a time extension in each task order delayed by the closure or equal to the amount of time of the closure, subject to the availability of funds. The U.S. Government will not be liable for time not worked.

5.0 STATUS REPORTS:

The contractor shall provide a Monthly Status Report (MSR) via electronic means to WAWF and to the Corporate Contracting Officer. The MSR shall provide the U.S. Government a detailed narrative and a quantitative representation of the reporting period for respective task order. At a minimum, the information shall include a list of all contractor support by individuals full name, labor category supporting, section assigned, and number of vacancies per section awaiting support. Additionally, the MSR shall track actions and amounts of support being provided for contract closeout, administrative support and office operations support. The Status Report is due on the fifth (5th) business day of every month. (CDRL A001)

6.0 SERVICES SUMMARY (SS):

The following service summary reflects the objectives and thresholds used to track contractor performance for task orders awarded against the basic contract.

VG: 3 to 4 business days after award with no vacancies

S: 5 business days after award with no vacancies

M: 6 to 12 business days after award with no vacancies

U: > 13 business days after award with no vacancies

Periodic review - Monthly

VG: delivered in 5 business days after prior reporting month

S: delivered in 6 business days after prior reporting month

M: delivered in 7 business days after prior reporting month

U: delivered in > 8 business days after prior reporting month.

Periodic review - Monthly

E: All contractors obtain and maintain access 10 business days after initial access with no disputation

VG: All contractors obtain and maintain access 11 business days after initial access with no disputation

S: All contractors obtain and maintain access 12 business days after initial access with no disputation

M: All contractors obtain and maintain access 13 business days after initial access with no disputation

U: All contractors obtain and maintain access > 14 business days after initial access with no disputation

Periodic review - Annual

NON-SS ITEMS: Quality performance is expected on all contract requirements. All Non-Services Summary items shall be inspected by the COR.

7.0 CONTRACTOR MANPOWER REPORTING REQUIREMENTS:

The contractor shall adhere to Section 8108 of Public Law 112-10 of the Department of Defense and Full Year Continuing Appropriations Act, 2011.

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force 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 labor executed during the period of performance for each U.S. 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 Contractor Manpower Reporting Application (CMRA) help desk.

· 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.

· User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for U.S. Government personnel and Contractors are available at the Army CMRA link at http://www.ecmra.mil.

8.0 APPENDIX A – NON DISCLOSURE AGREEMENT

8.1 The Contractor shall submit at the Task Order level only. The Contractor Non-Disclosure Agreement -- Commitment to Protect Non-Public Information Contractor Agreement shall be submitted with each Task Order proposal and for each employee. If filling a vacancy, the Contractor Non-Disclosure Agreement shall be submitted to the PCO, prior to assignment reporting.

9.0 APPENDIX B – LIMITATION ON FUTURE 772 ESS CONTRACTS

9.1 The Contractor shall submit with the Basic Contract only. The Contractor firm shall submit the Limitation on Future 772 ESS Contract Agreement at time of proposal, to the Corporate Contracting Officer.

Appendix A- Contractor Non-Disclosure Agreement

COMMITMENT TO PROTECT NON-PUBLIC INFORMATION

CONTRACTOR AGREEMENT

Access to non-public information may be required in the performance of my official duties, while working under the following contract with the United States Air Force contract number _______________________________between 772d Enterprise Sourcing Squadron and my employer ______________________________(Contractor’s Company) should I have access to non-public information, I agree that I shall not release, publish, or disclose such information to unauthorized persons. I shall protect such information and will employ all reasonable efforts to maintain the confidentiality of such information. These efforts shall be no less than the degree of care employed by United States Air Force employees to preserve and safeguard sensitive information. I agree that I shall immediately notify the Contracting Officer of _______________ (contract number) of any suspected or confirmed unauthorized disclosure and/or misuse of sensitive information.

I understand that there are laws and regulations which provide for criminal and/or civil penalties for improper disclosure, including but not limited to:

a) 18 U.S.C. 641 (Public Money, Property or Records)

b) 18 U.S.C. 1832 (Trade Secrets)

c) 18 U.S.C. 1905 (Disclosure of Confidential Information)

d) 5 U.S.C. 552a (Privacy Act)

I have read and understand the requirements stated above and agree to adhere to them for the duration of time I work under contract number ______________. I understand that violation of the agreement may subject me to criminal and civil penalties.

Type or Print Your Name: ___________________________

Signature: ________________________________________

Date: ____________________________________________

*This form is to be completed at the task order level and submitted to the Contracting Officer prior to the contractor employee beginning work.

Appendix B- Limitation on Future 772 ESS Contracts

The contractor and teaming partners will have access to non-public information as part of the performance of this contract. The information may provide the contractor a competitive advantage in a later competition for a Government contract. The contractor and associated teaming partners receiving the contract award for the 772 ESS Contract Close-Out, Office Operations Support, and Administrative Support Services contract shall not bid, quote, or propose on any solicitation the 772 ESS releases or receive any contract awards from the 772 ESS during performance of this requirement and 6 months after the last task order expires.

Type or Print Your Name: ___________________________

Signature: ________________________________________

Date: ____________________________________________

* Appendix B must be submitted with proposal. If appendix B is not submitted with the proposal the Offeror will be deemed technically unacceptable and therefore, not eligible for award.