Amended_PWS_for_RPF_30_Oct_2019.pdf

FA9300-19-R-0001

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PERFORMANCE WORK STATEMENT (PWS)

FOR

MANAGEMENT ADMINISTRATIVE RESOURCE SERVICES

(MARS) IV

AT

AIR FORCE RESEARCH LABORATORY (AFRL)

EDWARDS AFB, CA

30 October 2019

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MARS IV Services

Table of Contents

1.0 SECTION I: DESCRIPTION OF SERVICES

1.1 General

1.1.1 Description of Services/Objectives

1.1.2 Non-Personal Services

1.2 Background

1.3 Inherently Governmental Function

1.4 Period of Performance

1.5 Place of Performance

1.6 Specific Tasks

1.6.1 General Administrative Requirements

1.6.1.1 Video Teleconferencing (VTC)

1.6.1.2 Records Management (RM)

1.6.1.3 Clerical Support

1.6.1.4 Self-Inspection Checklists

1.6.1.5 System Access

1.6.1.6 Financial Management Training

1.6.1.7 Continuity Books

1.6.2 Non-Disclosure Agreements (NDAs)

1.6.2.1 On-Site Support Contractors

1.6.2.2 SBIR/STTR Contracts

1.6.2.3 Non-SBIR/STTR Contracts

1.6.2.4 NDA Repository

1.6.3 Financial Support to Facility Support Contract (FSC) and RQRO Branch

1.6.4 Financial Support to Engineering Support Contract (ESC) and RQRE Branch

1.6.5 Specialized Business Support to the Site Support Division (RQI)

1.6.5.1 Budget Execution Support for RQI

1.6.5.2 Other Office Activities

1.6.6 Safety Office Support

1.6.7 Scientific and Technical Information Office (STINFO) Support

1.6.8 Scientific and Technical Information Office (STINFO) Security and Policy (S&P) Review

1.6.9 Security Office Support

1.6.10 Training Office Support

1.6.11 Library Technician Support

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1.7 Minimum Qualifications

1.8 Deliverables

1.9 Contractor Travel

1.10 Contractor Phase-In and Phase-Out Transition

2.0 SECTION II: SERVICE SUMMARY

2.1 General

2.2 Performance Evaluation

2.3 Government Quality Assurance

2.4 Performance Assessment

2.4.1 Periodic Surveillance

2.4.2 Customer Complaints

2.4.3 Review of Audits

2.4.4 100 Percent Inspection

2.5 Monthly In-House Contractor Review Meetings

2.6 Contracting Officer Representative (COR)

2.6.1 Multifunction Team (MFT)

2.7 Quality Control

2.7.1 Quality Control Plan (QCP)

2.8 Contractor’s Performance

2.8.1 Past Performance Information (PII)

2.8.2 Contractor Performance Assessment Report (CPARS)

3.0 SECTION III: GOVERNMENT FURNISHED PROPERTY and SERVICES

3.1 Government Furnished Services (Base Support)

3.1.1 Automated Data Processing Equipment

3.1.2 Custodial Service

3.1.3 Emergency Medical Services

3.1.4 Employee Training

3.1.5 Ground Maintenance

3.1.6 Insect and Rodent Control

3.1.7 Postal/Installation Distribution

3.1.8 Refuse Collection

3.1.9 Security Police and Fire Protection

3.1.10 Telephone Service

3.1.11 Utilities

3.1.12 Copier Usage

3.2 Government Facilities

3.3 Government Furnished Property (to include Equipment and Material)

3.4 Contractor Furnished Property and Services

3.4.1 Specialized Computer Systems

3.4.2 Supplies

3.4.3 USB Devices

4.0 SECTION IV: GENERAL INFORMATION

4.1 Hours of Operation

4.1.1 Recognized Holidays

4.2 Contractor Personnel

4.2.1 Contract Manager (CM)

4.2.1.1 Work Schedules

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4.2.1.2 Personnel Roster

4.2.2 Contractor Employees

4.2.2.1. Certifications

4.2.2.2 4.2.2.1. Contractor Qualifications

4.2.2.3 4.2.2.2. Employee Training

4.2.2.4 4.2.2.3. English Language

4.2.3 Use of Government Employees

4.2.3.1 Employment of Spouses/Dependents

4.2.3.2 Off-duty Military Personnel

4.2.3.3 Identification of Contractor Employees

4.2.3.3.1 Organizational Conflict of Interest (OCI)

4.2.3.3.2 Personal Conflict of Interest (PCI)

4.2.3.3.3 Privately Owned Vehicles

4.3 Disruption of Services

4.3.1 Military Personnel

4.3.2 Labor Disruptions

4.4 Conservation of Utilities

4.5 Environmental Protection

4.6 Miscellaneous

4.6.1 Freedom of Information Act (FOIA)

4.6.2 For Official Use Only (FOUO)

4.6.3 Notification of Debarment/Suspension Status

4.6.4 Correspondence

4.6.5 Post Award Conference

4.6.6 Privacy Act

4.6.7 Records

4.6.8 Insurance

4.6.9 Data Rights

4.6.10 Fire Protection

4.6.11 Inclement Weather

4.6.12 Section 508 Compliance

4.6.13 Appearance

4.7 Security

4.8 Safety

5.0 SECTION V APPENDICES & EXHIBITS

APPENDIX 1 Definitions, Abbreviations, and Acronyms APPENDIX 2 Workload Estimates APPENDIX 3 Government Furnished Facilities APPENDIX 4 Applicable Publications and Forms

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1.0 DESCRIPTION OF SERVICES

1.1. General: Management Administrative Resources Services (MARS) IV is a non-personal services contract to provide seamless support for financial management, administrative, and specialized services support to the Air Force Research Laboratory (AFRL), Edwards AFB, California. The government shall not exercise any supervision or control over the service providers performing the services herein. Such service providers shall be accountable solely to the contractor who, in turn, is responsible to the government.

1.1.1. Description of Services/Objectives: The contractor shall provide all management, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform MARS IV as defined in this Performance Work Statement (PWS) except for those items specified as Government Furnished Property (GFP) and services as applicable.

The contractor shall perform to the standards in this PWS. This includes the planning, coordination, and surveillance of the activities necessary to ensure disciplined work performance and timely resources application to accomplish all tasking under the PWS. The contractor shall be responsible for maintaining communication with the Contracting Officer (CO) and the Contracting Officer’s Representative (COR), and to immediately notify both the CO and the COR of any problems that would prevent timely performance of this contract. The contractor is responsible for and required to implement and maintain management control systems necessary to plan, organize, direct, and control all activities under this contract.

1.1.2. Non-Personal Services: The government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor manager (CM) to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a management nature, (i.e., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the government.

1.2 . Background: The AFRL mission is leading the discovery, development, and integration of affordable warfighting technologies for our air and space forces. Within AFRL, the Aerospace Systems Directorate’s (RQ) mission is to pioneer transformative aerospace technologies for our warfighter’s advantage. The RQ directorate is split between Wright-Patterson AFB (RQ-East) and Edwards AFB (RQ- West). The Site Support Division (RQI) provides plans, investments, and programs to enable all elements of RQ in the accomplishment of the directorate mission as RQI manages, coordinates, integrates and directs a wide range of enabling functions.

1.3. Inherently Governmental Function: The contractor shall not perform inherently governmental functions as defined in the Federal Acquisition Regulation (FAR) Subpart 7.5 in relationship to this PWS.

1.4. Period of Performance: This is a four year contract with a one (1) year base period, and three (3), one (1) year options. Additionally, this contract includes the clause found at FAR 52.217-8 “Option to Extend Services” which would permit the government to continue performance for up to an additional six

(6) months.

1.5. Place of Performance: The contractor shall perform the services in the PWS at AFRL RQ-West located on a remote section of Edwards Air Force Base, CA.

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1.6. Specific Tasks:

1.6.1. General Administrative Requirements: The contractor shall provide support to a variety of program and project management functions at RQ-West in support of primary PWS tasks. These positions use some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence. The contractor selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures to the Government Program Manager (GPM) or the COR. Typical duties include assisting in a variety of administrative matters, maintaining a wide variety of financial or other records (stored both manually and electronically), verifying statistical reports for accuracy and completeness, compiling information, and handling and adjusting complaints.

1.6.1.1. Video Teleconferencing (VTC). The contractor shall schedule conference room(s) and coordinate Information Technology (IT) support for VTCs and recurring/non-recurring meetings. The contractor shall also coordinate with all participants on meeting related issues, keep attendees informed, operate computers/projectors (if required) and record and finalize meeting minutes (if required).

1.6.1.2. Records Management (RM). The contractor shall assist and/or be appointed as an Area Record Professional (ARP) with RM functions to include maintaining and retrieving electronic and hard copy documents from current and archival filing systems in accordance with (IAW) applicable regulations. The contractor shall also properly process and dispose of For Official Use Only (FOUO) documents and documents containing Privacy Act data. The contractor may be asked to convert paper records to .pdf.

1.6.1.3. Clerical Support. The contractor shall support management of office activities and must be proficient in the use of Microsoft Office Suite. The contractor shall create, edit, and reformat memorandums and other correspondence letters IAW applicable instructions, formats or templates. The contractor shall incorporate edited combinations of the identified inputs, which may require numerous iterations and integration from a variety of software packages to produce final documents. Tasks include:

answering inquiries regarding business and staff support functions, completing computer-generated forms/worksheets, taking messages and forwarding the information to the appropriate office/Point of Contact (POC), track suspenses, originate, coordinate, and prepare responses to tasks, and distribute correspondence and reports that require government signature(s). The contractor shall handle differing situations, problems, and deviations in performance of this PWS according to organizational priorities, duties, policies, and program goals.

1.6.1.4. Self-Inspection Checklists. The contractor shall be familiar with Management Internal Control Toolset (MICT) and non-MICT self-inspection checklist(s) within PWS task area (if applicable), inform the GPM or the COR, within 24 hours when checklist(s) is/are not in compliance, and recommend/implement remediation activities. The contractor shall provide electronic supporting artifacts to each checklist question as required.

1.6.1.5. System Access. PWS tasks may require additional system accesses. The contractor shall request system access within five (5) business days after computer account is enabled or as required by the process. The CM shall ensure that personnel have completed the necessary steps to request access to government financial systems and databases in order to perform tasks in the PWS. The CM will use established processes to request accounts which currently include: Desktop Computer (E-Mail, AFNET, SATURN, AFRL-ELSZ, etc.), Procurement Integrated Enterprise Environment (PIEE, formerly known as Wide Area Workflow (WAWF)), Commander’s Resource Integration System (CRIS), Shared Data Warehouse (SDW), Comprehensive Cost and Requirements (CCaR), Automated Business Services System (ABSS), Defense Technical Information Center (DTIC), Defense Patent Application Review

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System (DPARS), Microsoft Office SharePoint sites, Joint Army-Navy-NASA-Air Force (JANNAF) User Portal International Traffic in Arms Regulation (ITAR) Restricted Information), AFRL Enterprise Work Unit Application (replaced Clarity), MICT, and other government databases/financial systems.

1.6.1.6. Financial Management Training. To perform some of the PWS tasks, the contractor must complete Financial Management Body of Knowledge – Basic and other finance training as required by the position. Training must be completed before requesting an ABSS account or any other system that might require this training as a prerequisite. This shall be completed no later than 45 days of receiving a computer account or as required to perform the PWS tasks.

1.6.1.7. Continuity Books. The CM is required to create, maintain, and deliver continuity books in electronic format for all tasks in the PWS to the COR within 180 days of full performance and every 180 days thereafter. Contractor may maintain a hard copy as well. Books shall follow contractor’s format and use Microsoft Office application.

1.6.2. Non-Disclosure Agreements (NDAs): The CM must initiate a company-to-company NDA agreement for the entire contract period including the six (6) month option to extend services with all contracts that will produce documentation with a Distribution Statement B, D, or E. Contracts include companies participating in the Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs. SBIR/STTR contractors can waive an NDA; however, waivers must be maintained and filed by the CM. NDAs protect proprietary information, trade secrets, confidential materials, knowledge, or information that parties do not wish to share. The government will provide the contractor with a spreadsheet that contains vendor contact information as well as an introduction letter of need that is signed by the CO to use in requesting NDAs. Upon receipt, the CM will have ten (10) business days to solicit NDAs and within 30 days thereafter when notified of need.

1.6.2.1. On-Site Support Contractors: The COR will notify the CM when a new on-site support contract is awarded and/or pending award. The CM will ensure that NDAs, Confidentiality Agreements, or other information protection mechanisms between other onsite support contractors are accomplished.

The CM will notify the COR bi-weekly of status until completed.

1.6.2.2. SBIR/STTR Contracts. The SBIR/STTR Office will initiate the NDA request process by sending the NDA Form to the vendor. The SBIR/STTR Office will monitor and follow the status of each request.

a. Vendor should check “NO” to waive the NDA requirement, sign and return the form to the

SBIR/STTR Office. The SBIR/STTR Office will forward a copy to the COR. The COR will direct the CM to file the signed NDA Waiver in the repository.

b. Vendor should check “YES,” to request a company-to-company NDA, sign and return the form to the SBIR/STTR Office. Vendor may provide NDA requirements on company letterhead or attach the NDA template. The COR will forward a copy of the signed request to the CM to solicit an NDA.

1.6.2.3. Non-SBIR/STTR Contracts. The GPM or COR will solicit the NDA(s) for non-SBIR/STTR contracts.

a. Vendors may submit its NDA requirements on the company’s letterhead. If a NDA is waived or required, the vendor should clearly state so in the letter.

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b. If an NDA is required, the GPM will forward a copy of the signed form or letter to the COR.

The COR will forward a copy of the signed request to the CM to solicit an NDA.

1.6.2.4. NDA Repository. The CM shall track and maintain an online historical repository of signed NDAs and NDA waivers. The CM shall provide the COR with a copy of the final signed document. The CM shall develop a consistent naming convention and ensure limited permission levels are set on folders.

The CM shall upload documents within five (5) working days of receipt.

a. The CM shall perform maintenance on NDA repository once quarterly, at minimum, then archive expired documents.

b. The CM shall compile and maintain an up-to-date spreadsheet of all current NDAs and waivers.

The CM shall update the NDA/waiver report within 24 hours of receipt of NDA or waiver.

c. The CM shall provide quarterly reports to the COR that indicate the status of all NDAs and

NDA waivers. The CM shall perform a review for missing NDAs or waivers within five (5) business days after receipt of pending and active work unit spreadsheet and notify the COR within five (5) business days after review of missing documents. The CM shall submit a report once per quarter by the 15th of each corresponding month.

d. The CM shall follow-up on NDA or waiver requests sent to the COR or requestor five (5) business days after notification if no response is received. The CM shall notify the COR within 20 days of non-compliance by the vendor.

e. The CM shall perform an annual audit during the anniversary month of contract award on all current NDAs and waivers to ensure they are current, active, and required. The CM shall update the online location and status report. The CM shall complete an audit by the 15th of the month and send acknowledgment of its completion and any discrepancies or issues to the COR annotated on the report.

1.6.3. Financial Support to Facility Support Contract (FSC) and RQRO Branch: The contractor shall provide specialized budget execution support to the FSC and RQRO Branch. Contractor experience shall include ability to proofread and coordinate Air Force (AF) and/or Department of Defense (DoD) documents, capability of understanding DoD technical terms, and the ability to communicate those items with non-technical personnel. The contractor shall demonstrate experience supporting analysis, planning, and development of quality financial documents. The contractor shall have the ability to understand, communicate, coordinate, prioritize, maintain files, manage databases, and generate reports and presentations to diverse audiences. Additionally, this position requires a basic knowledge and understanding of the terminology, codes, and processes used in an automated accounting system. The contractor shall be responsible for the day-to-day accounting and reconciliation, financial reporting, and analysis for assigned functional areas. The contractor shall be meticulous, have strong organizational skills and attention to details, have the ability to multi-task and work in a challenging fast-paced environment, have excellent written and verbal communications skills, display maturity, professionalism and discretion, and be an independent worker and analytical thinker with an ability to conduct research, conduct data analysis, and resolve complex problems. The contractor shall provide the following onsite specialized budget execution support to the government:

1.6.3.1. The contractor shall prepare, track, validate and report on program/project funding documents to ensure compliance with all applicable regulations and guidance. The contractor shall verify funding document data against contract and contract modification documents. Forms may include: AF Form 36, Supply Document Register, Directive Division, DD Form 448, Military Interdepartmental Purchase

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Request (MIPR), AF Form 4009, Government Purchase Card Fund Cite Authorization, AF Form 185, Project Order, AF Form 616, Fund Cite Authorization (FCA), and other forms as government guidance dictates. Historically, there are five (5) to twenty (20) funding documents per month; however, a surge could occur if additional funding is received, adding approximately 20 additional documents per month.

1.6.3.2. The contractor shall research, track, gather, analyze, validate, respond to, and provide recommendations to suspenses on financial data by assigned deadlines. Estimated averages are at least two (2) analyses per month.

1.6.3.3. The contractor shall track and provide updated execution status of obligation and expenditure execution status to support monthly, quarterly and annual financial/budget status meetings. The contractor shall be prepared to discuss and provide status of open commitments on contracts, contract invoices, travel funding, obligations, and expenditure deviations from stated goals.

1.6.3.4. The contractor shall review, report, and attend financial/budgetary meetings. The contractor shall attend at least two (2) meetings per week.

1.6.3.5. The contractor shall provide financial data (financial execution reports, contractor obligation and disbursement reports) and generate a minimum of two (2) to five (5) reports per month using government financial systems and other government database systems.

1.6.3.6. The contractor shall track and provide financial information to the applicable Branch Financial Analyst regarding Unfunded Requirements (UFR) for management prioritization of funding up to three

(3) times per year.

1.6.3.7. The contractor shall input contract and financial data into government financial systems and databases. The contractor shall perform financial forecasts for obligations/expenditures on planned/actual events in CCaR on all Work Units (WU) IAW local policy guidance. Three (3) to ten (10) updates per month are estimated for each assigned WU. On average, there are fifty (50) WU’s.

1.6.3.8. The contractor shall support and work closely with government team members to determine required funding for FSC. The contractor shall distribute funding as appropriate on FSC Contract Line Item Number (CLIN), up to twelve (12) funding requests per day, with up to fifty (50) current work plans distributed amongst multiple CLINs, depending on availability of funding.

NOTE: This process requires precise tracking, auditing and managing of the following: work plan, source of money Job Order Number (JON), CLINs, history of fund transfers, appropriation year, detailed lines of Accounting Budget Program Activity Code (BPAC), Program Element Code (PEC), Responsibility Center/Cost Center Codes (RC/CC), Element of Expense Investment Code (EEIC), Accounting Classification Reference Number (ACRN), numerous individual Purchase Request (PR) numbers, and contract ceilings for labor, non-labor, total contract, and various aspects of applicable contract types (i.e., Firm Fixed Price, Cost Plus Fixed Fee, and Incentive Fee) depending on the task.

1.6.3.9. The contractor shall accurately validate ACRN allocation(s) down to the Work Plan (WP) level/WU and fund distribution; these shall be processed within one (1) hour of validation. The contractor shall process two (2) to three (3) invoices including ACRN/task validations per month.

1.6.3.10. The contractor shall process/input invoice data into applicable government financial accounting systems and/or databases. There are approximately forty (40) database updates per invoice, two (2) to three (3) invoices per month.

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1.6.3.11. The contractor shall provide all new government personnel with the website links for applicable government database and/or financial systems. Up to twenty (20) updates performed annually.

1.6.3.12. The contractor shall identify Microsoft Excel and/or other database anomalies; document and identify the steps and time required to perform corrections, and consult with the government’s database administrator in an accurate, concise, and timely manner. Engage with government customers, FSC CORs, and financial analysts to ensure proper accountability of funds. The contractor will follow-up and provide documents within seven (7) days that validate the problem resolution; ensure FSC CORs approves the resolution and submitted documents.

1.6.3.13. The contractor shall provide rapid and accurate forecasting entries as well as financial document initiation, editing, and processing using applicable government financial systems and databases.

Historically, up to twenty (20) financial forecasts are performed the same day if work day allows.

Otherwise, task is to be performed the beginning of the next work day. The contract may also initiate up to five (5) allocations, five (5) money moves, and six (6) funding documents per day within two (2) hours of receiving request, along with all necessary information.

1.6.3.14. The contractor shall support the FSC CORs by creating allocations, inputting funding and execution data into designated contract accounting system. Perform task up to five (5) times per week while making no more than two (2) computational errors per week.

1.6.3.15. The contractor shall perform data entry to clear non-billed charges, bills, refunds, money moves, and Defense Financial Accounting Service (DFAS) payments into applicable government financial systems.

a. Perform up to 120 ACRN expenditure updates by tasks each week due to invoice reconciliations and subsequent corrections.

b. Perform up to six (6) fund allocation and money move activities per week due to infusion of funds and changing program requirements.

c. Ensure that the designated contract accounting system accurately reflects the information contained in each contract modification within 24 hours of receiving the official contract modification.

d. Compile and initiate Semi-Annual Award Fee fund transactions. Expect up to two (2) contract modifications during surge months. Surges are not common but could add an additional two (2) modifications per month.

e. Update government designated contract accounting system to reflect all transactions.

1.6.3.16. Provide unique reports such as Branch fund status (planned, programmed, and executed for both “direct” and “indirect” funds); pending financial transactions, DD Form 250, Material Inspection and Receiving Reports status, CLIN balance, propellant procurement status, and financial status updates from government database to FSC CORs and other government personnel as required. May generate up to 25 reports per month.

1.6.3.17. Track DD Form 250, weigh tickets, bill of ladings; reconcile bill for propellants and collect propellant forecast data from GPMs for RQ-West.

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a. Update propellants and cylinders in Microsoft Excel spreadsheets, and then scan/upload packages to the Microsoft Office SharePoint within 72 hours of receipt.

b. Track up to forty (40) propellant and cylinder packages per month.

1.6.3.18. The contractor shall provide management and administrative support to the Branch Government Purchase Card (GPC). Duties will include: organizing and maintaining all packing slips including the GPC cardholder books (electronic and/or paper). The contractor will have a working knowledge of these documents and be able to assist the government card holder during monthly GPC reconciliations each month. The contractor may be requested to attend annual GPC audits with GPC cardholder(s).

1.6.4. Financial Support to Engineering Support Contract (ESC) and RQRE Branch: The contractor shall provide specialized budget execution support to the Engineering Services Contract (ESC) and RQRE branch. Experience shall include proofreading and coordinating on AF and/or DoD documents, capability of understanding DoD technical terms, and the ability to communicate those items with non-technical personnel. The contractor shall demonstrate experience supporting analysis, planning, and development of quality financial documents. The contractor shall have the ability to understand, communicate, coordinate, prioritize, maintain files, manage databases, and generate reports and presentations to diverse audiences. Additionally, this position requires a basic knowledge and understanding of the terminology, codes, and processes used in an automated accounting system. The contractor shall be responsible for the day-to-day accounting and reconciliation, financial reporting, and analysis for assigned functional areas. The contractor shall be meticulous and have strong organizational skills and attention to details, have the ability to multi-task and work in a challenging fast-paced environment, have excellent written and verbal communications skills, display maturity, professionalism and discretion, and be an independent worker and analytical thinker with an ability to conduct research, data analysis and resolve complex problems. The contractor shall provide the following onsite specialized budget execution support to the government:

1.6.4.1. The contractor shall prepare, track, validate and report on program/project funding documents to ensure compliance with all applicable regulations and guidance. Verify funding document data against contract and contract modification documents. Forms may include: AF Form 36, Supply document Register, Directive Division, DD Form 448, Military Interdepartmental Purchase Request (MIPR), AF Form 4009, Government Purchase Card Fund Cite Authorization, AF Form 185, Project Order, AF Form 616, Fund Cite Authorization (FCA), or as other government guidance dictates. Historically, five (5) to twenty (20) funding documents per month; however, a surge could occur if additional funding is received, adding an additional five (5) documents per month.

1.6.4.2. The contractor shall track, research, gather, analyze, validate, respond to, and provide recommendations to suspenses on financial data by the stated deadline. Averages at least two (2) analyses per month.

1.6.4.3. The contractor shall provide updated execution status to support monthly, quarterly, and annual financial/budget status meetings. Be prepared to discuss and provide status of open commitments on contracts, contract invoices, travel funding status, and obligations and expenditures deviations from stated goals, etc. Historically, an estimated eighteen (18) hours of preparation was expended for a one-hour meeting.

1.6.4.4. The contractor shall review, report, and attend financial/budgetary meetings. On average, the contractor attends at least two (2) meetings per week.

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1.6.4.5. The contractor shall provide financial data and generate two (2) to five (5) financial execution reports, contractor obligation and disbursement reports per month using government financial systems and other government database systems.

1.6.4.6. The contractor shall track and provide financial information to the applicable Branch Financial Analyst on UFR for management prioritization of funding up to three (3) times per year.

1.6.4.7. The contractor shall input contract and financial data into government financial systems and databases. Perform financial forecast for obligations/ expenditures on planned/actual events in CCaR on all WU’s IAW local policy guidance. Three (3) to ten (10) updates per month for each assigned WU.

1.6.4.8. The contractor shall support and work closely with government team members to determine required funding for ESC and other RQRE contracts. Distribute funding as appropriate on ESC CLINS which can be up to twelve (12) fund requests per day with up to 35 Work Plans broken out between multiple CLINs depending on availability of funding.

NOTE: This process requires precise tracking and auditing of the Task Number, source of money JON, CLIN, history of fund transfers, managing appropriation year, detailed lines of Accounting (BPAC), PEC, RC/CC, EEIC, ACRN, numerous individual PR numbers, and contract ceilings for labor, non-labor, total contract, and various aspects of applicable contract types (i.e., Firm Fixed Price, Cost Plus Fixed Fee, and Incentive Fee) depending on the Task.

1.6.4.9. The contractor shall accurately validate ACRN allocation(s) down to the WP level/WU and fund distribution, and process within one (1) hour of validation. Process two (2) to three (3) invoices and/or ACRN/task validations per month.

1.6.4.10. Process/input invoice data into applicable government financial accounting systems and/or database(s). Approximately twenty (20) database updates per invoice, two (2) to three (3) invoices per month.

1.6.4.11. The contractor shall provide all new government personnel with the website links for applicable government database and/or financial systems. Up to twenty (20) updates performed annually.

1.6.4.12. The contractor shall identify Microsoft Excel and/or other database anomalies; document and identify the steps and time required to perform corrections, and consult with the government’s database administrator in an accurate, concise, and timely manner. Engage with government customers, ESC CORs, and financial analysts to ensure proper accountability of funds. The contractor will follow-up and provide documents within seven (7) days that validate the problem resolution; ensure ESC CORs approves the resolution and submitted documents.

1.6.4.13. The contractor shall provide rapid and accurate forecasting entries as well as financial document initiation, editing, and processing using applicable government financial systems and databases.

Historically, up to twenty (20) financial forecasts performed the same day if work day allows. Otherwise, task is to be performed the beginning of the next work day. The contract may also initiate up to five (5) allocations, five (5) money moves, and six (6) funding documents per day within two (2) hours of receiving request, along with all necessary information. Tasks are dependent upon discrepancies between different databases and spreadsheets. Historically, variances can take approximately twenty (20) hours to resolve.

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1.6.4.14. The contractor shall support the ESC CORs by creating allocations, inputting funding and execution data into designated contract accounting system. Perform task up to five (5) times per week while making no more than two (2) computational errors per week.

1.6.4.15. The contractor shall perform data entry to clear non-billed charges, bills, refunds, money moves, and Defense Financial Accounting Service (DFAS) payments into applicable government financial systems.

a. Perform up to 120 ACRN expenditure updates by tasks each week due to invoice reconciliations and subsequent corrections.

b. Perform up to six (6) fund allocation and money move activities per week due to infusion of funds and changing program requirements.

c. Ensure that the designated contract accounting system accurately reflects the information contained in each contract modification within 24 hours of receiving the official contract modification.

d. Update government designated contract accounting system to reflect all transactions.

1.6.4.16. Provide unique reports such as Branch fund status (planned, programmed, and executed for both “direct” and “indirect” funds); pending financial transactions, DD Form 250, Material Inspection and Receiving Reports status, CLIN balance, and financial status updates from government database to ESC CORs and other government personnel as required. The contractor may generate up to 25 unique reports per month.

1.6.5. Specialized Business Support to the Site Support Division (RQI). The contractor shall have the required qualifications, skills and experience to support the Site Support Division (RQI). The contractor shall support a variety of programs that include overall management of office activities and answering phones and queries regarding business and staff support functions. The contractor shall schedule conference room(s) for recurring/non-recurring meetings and video teleconferencing. The contractor shall draft standard memos or appointment letters as per the applicable policies and forward the information to the appropriate government point of contact, prepares and distributes papers and documents for meetings, creating meeting minutes, photocopying and printing, track suspenses, and assist with travel. The contractor’s experience shall include proofreading and coordinating on AF and/or DoD documents and should be capable of understanding DoD technical terms. The contractor shall have good organizational skills, time management, and communications skills; both written and verbal. The contractor should show an ability to stay calm and tactful under pressure; be self-motivated with a positive attitude; be flexible in adapting to changes in priorities, assignments, and other interruptions. The contractor shall utilize discretion when appropriate, have confidence with computer systems and software; display accuracy and good attention to detail. Position requires proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).

1.6.5.1. Budget Execution Support for RQI. The contractor shall support a variety of budget execution support to RQI. Duties include:

1.6.5.1.1. Compile and report an open documents report to government POC on a monthly basis.

1.6.5.1.2. Maintain and update approximately twenty (20) RQI spend plans relating planning amounts, movement of funds, committed funds, uncommitted funds, pertinent comments, and funds available to return to technical division on a monthly basis.

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1.6.5.1.3. Prepare, validate, and report on program/project funding documents ensuring compliance with all AF regulations and guidance. Forms used may include: AF 36, DD 448, AF 4009, AF 185, and AF 616 or others as government guidance dictates. Estimated five (5) to ten (10) funding documents per month; however, a surge could occur if additional funding is received, adding an additional five (5) documents per month.

1.6.5.1.4. Research, gather financial data, validate, and respond to suspense by stated deadline five (5) to ten (10) times per month.

1.6.5.1.5. Review, report, and attend financial execution and program management meetings for the divisions, branches, and program managers one (1) to two (2) times per month.

1.6.5.1.6. Forecast obligations/expenditures on planned/actual events in accordance with the latest CCaR guidance on the forty (40) to fifty (50) assigned budgets on a monthly basis.

1.6.5.2. Other Office Activities

1.6.5.2.1. Staffing Package Management. The contractor shall be responsible for ensuring staffing packages are complete as per the current guidance for each unique package type (e.g., internal to RQI, external to RQ and external to 412th TW offices), five (5) to ten (10) packages per month are anticipated.

1.6.5.2.2. Data Management. The contractor shall assist in data management activities and tasks to include generating standard and unique reports. Data shall be managed via tracking logs, spreadsheets, and databases. Contractor shall use proper nomenclature and versioning for documents, files, and reports.

Data management includes special/unique and routine/recurring data updates using proper archival procedures and maintaining data integrity. All reports, presentations, and other support responses shall be accomplished with materials and electronic systems provided on-site with ten (10) to twenty (20) times per month estimated.

1.6.5.2.3 The contractor shall assist with converting paper documents to electronic formats, shredding of FOUO information, act as Safety Monitor, and perform quarterly assessments of office supplies and notifying government POCs on status. The contractor will assist with four (4) to ten (10) self-inspection checklists, including the MICT checklists.

1.6.5.2.4. Consumable inventory: The contractor shall ensure that general office equipment (copiers, printers, scanning, fax machines, multifunctional devices, etc.) are properly stocked with appropriate supplies at least once every sixty (60) days and report status to government POC.

1.6.6. Safety Office Support. The contractor shall provide a variety of business and administrative support to ensure effective and efficient operations of the Safety Branch. This position is characterized by the performance of a variety of administrative and office support duties to include: budget execution/tracking/report, preparing regular reports, generating memos, documents processing, filing, answering phone calls, responding to inquiries, communicating internal and external to AFRL, generating and disseminating meeting minutes, and maintaining the working order of office devices (printers, fax, scanning, office supplies, etc.) for the branch’s day-to-day operations. The contractor shall handle differing situations, problems, and deviations in the work of the office according to organizational priorities, duties, policies, and program goals. The contractor may be required to work special assignments.

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1.6.6.1. The contractor shall apply strong organizational skills and attention to details; the ability to multi-task and work in a challenging fast-paced environment; show excellent written and verbal communication skills, professionalism and discretion; an independent worker and analytical thinker with an ability to conduct research, data analysis, resolve complex problems and ability to be flexible in adapting to changes in priorities, assignments, and other interruptions.

1.6.6.2. The contractor shall process all Standard Operating Procedures (SOPs), Test Operating Procedures (TOPs), Operating Instructions (OIs), Chemical Hygiene Plans (CHPs), RQ-West Form 5s, RQ-West Form 27s, inspection reports, and other documents to obtain approval. Processing includes coordination, generate letters, responses, communicating, logging, tracking, and validating until complete on over 200 documents/packages per year. There are approximately 120 to 150 twelve (12) to fifteen (15) documents to be processed per month.

1.6.6.3. The contractor shall support management functions through data entry and information integration on the five (5) to ten (10) inquiries per day. The contractor shall generate, enter, and maintain five (5) government databases hundreds of files/forms and correspondences, and Branch’s Share Point site as the Share Point owner by administering content and managing user accounts.

1.6.6.4. The contractor shall assist functional managers with the editing and processing the Confined Space, Lockout and Tagout (LOTO), Branch Safety Representative (BSR), Additional Duty Weapons Safety Representative (ADWSR), Explosive Site Plans (ESPs) documents including communicating, documenting, responding, maintaining Safety Office’s continuity books, and tracking to closure. There are approximately thirty (30) to fifty (50) documents to be processed per month.

1.6.6.5. The contractor shall collect, compile, update, and create Microsoft Excel spreadsheets for assigned programs and procedures. The contractor shall assist and track Branch suspenses (examples:

preparing office supplies, scheduling the training, documents routing).

1.6.6.6. The contractor shall have the ability to understand, communicate, coordinate, prioritize, and maintain files for the Safety Branch. Ability to be flexible in adapting to changes in priorities, assignments, and other interruptions. Additionally, this position requires a basic knowledge and understanding of the terminology, Air Force instructions and standards.

1.6.6.7. The contractor shall be able to perform scanning of historical hardcopy documents into electronic format; identify file naming and properly store the documents so they can be easily searched. The number of hardcopy pages to be scanned varies from hundreds to thousands per month.

1.6.6.8. The contractor shall acquire, update, and maintain either in print or electronically a Safety Library. This may include updating federal, state, and local governmental regulations, organizing and cataloging publications, and maintaining Microsoft Excel spreadsheets of current publications with dates.

The contractor processes documents and answers customer inquiries daily.

1.6.6.9. The contractor shall provide monthly report of assigned safety summary program status (i.e., overdue, coming due within thirty (30) days).

1.6.6.10. The contractor shall be familiar with self-inspection checklists and inform GPM when not in compliance, and recommend/implement remediation activities. Provide electronic supporting artifacts to support checklists. There are approximately seven (7) checklists to be reviewed and updated.

1.6.6.11. The contractor shall notify the Chief of Safety of any complication, obstruction, or conflict issue in completion of the PWS.

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1.6.6.12. The contractor shall identify, develop, modify, and improve the administrative processes and maintain the continuity book for the branch. The contractor is highly encouraged to interact with other administrative personnel for understanding, learning their processes, and exploring ideas to create and improve all Branch administrative processes.

1.6.6.13. The contractor shall assist with shredding FOUO information and act as the BSR.

1.6.7. Scientific and Technical Information Office (STINFO) Support. The contractor shall provide technical editing support. The contractor shall support the development and publication of technical documents (e.g., manuals, reports, papers, briefings, and documentation packages) that are used internally (government and contractor) and/or publically released. Current examples include: publication review, photographic documentation (e.g., mission event and system description), and technical illustration (e.g., drafting, graphic design, photographic editing, line-of-site views, maps, charts, or graphs). The contractor shall study graphic illustrations and integrate them into the document, organize material for completeness, order, clarity, conciseness, style, and terminology. Reviews submitted materials and recommends revisions or changes in scope, format, content, and methods of reproduction and binding. The contractor shall maintain records and files of work and revisions, select photographs, drawings, sketches, diagrams, and charts to illustrate material; assist in laying out material for publication and arrange duplication and distribution of material. The contractor shall have a strong familiarity with grammar, spelling, and punctuation; a proven ability to translate technical content into editable content, making complex topics easy to understand. The contractor shall have good attention to detail and good written and verbal communication skills. The contractor shall provide specialized STINFO support (Editors) that review, edit and disseminate technical information. Current technical information/documents are:

a. Technical Reports (TR)

b. Viewgraphs (VG)

c. Abstracts (AB)

d. Journal Articles (JA)

e. Poster Session (PS)

f. Technical Memos (TM)

g. Technical Notes (TN)

h. Conference (TP/VG Combo)

i. Press Releases

j. Multi Media Releases (MM)

k. Other: Book Chapters

1.6.7.1. STINFO contractor(s) may be asked to travel to attend STINFO conferences and/or other relevant training at the discretion of the government. The contractor may be required to use TELECON or VTC to accomplish training. It is estimated that there are zero (0) to four (4) training requirements per position, per year. The contractor shall submit a trip report to the COR within ten (10) business days of the trip covering purpose and benefit to contract performance. At a minimum, the report must contain the name of the employee, date(s) of trip, site visited, purpose, discussion highlights, and benefit to contract performance.

1.6.7.2. The contractor shall participate in on-site meetings (software deployment(s), workgroup, etc.) and training that impacts tasks in the PWS. May increase due to new tools and processes.

1.6.7.3. The contractor shall originate, coordinate, prepare responses to, and distribute correspondence and/or reports that require government signature(s).

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1.6.7.4. The contractor shall input, update, maintain, validate and track all documents submitted to STINFO for processing using government database(s) and spreadsheets. Daily updating as changes are known, averaging twenty (20) to thirty (30) technical reports in process. Follow-up with emails and phone calls to the GPM, company POCs, AFRL Site Technical Division (AFRL/RQR) with the goal to meet deadlines. The number of SBIR/STTR solicitation cycles and new In-House awards is based upon the amount of funding received. Estimate also increases significantly during surge in support of conferences (e.g., JANNAF and American Institute of Aeronautics (AIAA). Surges typically begin two months prior to JANNAF and AIAA conferences; conferences occur two (2) times per year.

1.6.7.5. The contractor shall prepare SF 298, Report Documentation Page, on all documents submitted to

DTIC.

1.6.7.6. The contractor shall receive notification from the DPARs; process and track on Microsoft Office Excel spreadsheet, and route to the appropriate appointed government official for approval. Copy tracking info into DPARs, transfer government recommendation(s) and date to internal tracking mechanism.

1.6.7.7. The contractor shall process one (1) to five (5) DD Form 882, Report of Inventions and Subcontracts per month. Processing includes tracking, preparing a Patent letter on official government letterhead for GPM approval; routing paperwork to host base legal office for processing/approval, and store on government database system.

1.6.7.8. The contractor shall respond to inquiries and refer GPM to RQ-East for processing of In-House patents. Fifty-five (55) Patents were processed during the period of July 2018 and July 2019.

1.6.7.9. The contractor shall serve as the RQ-West Data Items Descriptions (DID) Advisor. Prepare, revise, and update DD Form 1423-1; refine CDRLs for large contract awards. Maintain a library of frequently used CDRLs. Identify applicable DID for the requirement(s).