Attachment_1_-_REVISED_BATMAn_PWS_17_Mar_17.pdf

BUSINESS AND

TECHNOLOGY

MANAGEMENT

ADMINISTRATION

(BATMAn)

PERFORMANCE WORK STATEMENT

(PWS)

17 March 2017

TABLE OF CONTENTS

1.0 SCOPE

2.0 BACKGROUND

2.1 Reference Documents

3.0 PERFORMANCE REQUIREMENTS–ADMINISTRATIVE AND BUSINESS SERVICES

3.1 Management

3.1.1 Contract Management and Control

3.1.1.1 Management and Oversight

3.1.2 Plans and Reports

3.1.2.1 Quality Control Plan

3.1.2.1.1 Quality Management Approach

3.1.2.1.2 Quality Assurance

3.1.2.1.3 Quality Control and Quality Standards

3.1.2.1.4 Staffing Vacancy Filling

3.1.2.2 Monthly Status Reports

3.1.2.2.1 Contractor Reporting

3.1.2.2.1.2 Monthly Cost and Status Reporting

3.1.2.2.1.3 Implementation of FY11 NDAA Section 8108, Contractor Full-Time Equivalent Reporting

3.1.3 Task Order Proposals and Management

3.1.3.1 Task Order Management

3.1.3.2 Risk Management

3.2 Business Services

3.2.1 Records Management

3.2.1.1 Functional Area Records Manager and Records Custodian

3.2.1.2 Area Records Manager Coordination

3.2.2 Financial Management

3.2.2.1 Allocation and Release of Funds

3.2.2.2 Control Serial Numbers

3.2.2.3 Program/Project Services

3.2.2.4 Fiscal Reporting

3.2.2.5 Communication with Other Agencies

3.2.2.6 Open Document Listing

3.2.2.7 Prior Year Funding

3.2.2.8 Financial Log

3.2.2.9 Performance Measurement Baselines

3.2.2.10 Negative Unliquidated Obligations

3.2.2.11 Financial Training

3.2.3 Financial Business Systems

3.2.3.1 Transmittal Register Transcripts

3.2.3.2 Organizational Changes and Job Order Cost Accounting System (JOCAS)

3.2.3.2.1 Job Order Cost Accounting System Entry

3.2.3.3 Automated Business Services System and Comprehensive Cost & Reporting System

3.2.3.4 Financial Status Reports

3.2.3.5 Balance Accounts

3.2.3.6 Other Specialized Business Systems

3.2.4 Program Management

3.2.4.1 Program and Project Services

3.2.4.2 Program and Project Database Review and Analyses

3.2.4.3 Safety and Security Program Services

3.2.4.4 Logistic and Inspection Services

3.2.4.5 Human Resource Support

3.2.4.5.1 Acquisition Professional Development Program

3.2.4.5.2 Training Program

3.2.4.6 Scientific and Technical Information Office Services

3.2.4.7 Facility Services

3.2.5 Conference Center Management

3.2.5.1 Video-Teleconferencing Services

3.2.5.2 Conference Center Security

3.2.6 Security Visitor Control Center (VCC)

3.2.6.1 Security Visitor Control Center Operation Services

3.3 Administrative Services

3.3.1 Administrative Services

3.3.1.1 Conference, Meeting, and Seminar Services

3.3.1.2 Purchase Documentation

3.3.1.3 Unit Manning Document

3.3.1.4 Web Page Services

3.3.1.5 Research and Development Case Files Services

3.3.1.6 Organizational Development Services

3.3.2 Data Processing

3.3.2.1 Corporate Communications

3.3.2.2 Defense Travel System

3.3.2.3 Information Technology Requirements Processing

3.3.3 Mailroom Distribution

3.3.3.1 Mail Delivery

3.3.3.2 Mailroom Personnel Requirements

3.4 Contracting Services

4.0 SURVEILLANCE MATRIX

4.1 Contractor Performance Assessment Reports System (CPARS)

5.0 GENERAL INFORMATION

5.1 Base Support

5.1.1 Facilities

5.1.2 Equipment

5.1.2.1 Automated Data Processing Equipment (ADPE) Equipment and Software

5.1.2.2 Communication Equipment

5.1.3 Furniture

5.1.4 Custodial Service

5.1.5 Base Telephone Service

5.1.6 Property Control

5.1.7 Office

5.1.8 Management of Hardware and Software

5.1.9 Movement of Government Property

5.1.10 Government Vehicles

5.2 Travel Requirement

5.3 Transition

5.4 Deliverables

5.5 Ordering Period

5.6 Hours of Work

5.7 Federal Holidays

6.0 SECURITY REQUIREMENTS

6.1 Security Clearances

6.1.1 Possession of Security Clearance

6.1.2 Classified Visits

6.1.3 Employee List

6.2 Safeguarding Information

6.2.1 Freedom of Information Act

6.2.2 Reporting Threats

6.2.3 Computer Hardware Prohibition

6.2.4 Computer Security Requirements

6.2.5 Information Technology Systems (IT) Security Training

6.2.6 Information Technology (IT) System Issue Notification

6.2.7 AFRL Policy on Employment of Non-US Citizen Contractors

6.2.8 National Agency Check

7.0 ATTACHMENTS/MISCELLANEOUS INFORMATION

7.1 Environmental Controls

7.2 Safety Requirements

7.3 Administrative Dismissal for Safety Reasons

7.4 Performance of Services During Crisis Declared by the President of the United States, the Secretary of Defense, or Overseas Combatant Commander

7.5 Conflict of Interest

1.0 SCOPE

The objective of this acquisition is to obtain Non-Personal, Non-Advisory and Assistance (A&AS) Services in response to Task Orders (TO) issued by the Contracting Officer (CO) for management, business and administrative services. These services are to support the Phillips Research Site (PRS) management and operations at various organizational levels to include Air Force Research Laboratory (AFRL) Space Vehicles (RV) and AFRL Directed Energy (RD) Directorates, AFRL geographically separated units or locations with an AFRL/RD or RV mission and their technical and functional divisions, the business offices within the divisions, as well as individual projects, branches and divisions. Work under this Indefinite Delivery/Indefinite Quantity (IDIQ) will be authorized and more specifically defined in individual Task Orders executed by the Contracting Officer.

Each approved TO will identify the objective, scope, specific work location(s), background, applicable documents, performance requirements, the period of performance, and the required schedule, data items, deliverables, government property, and any other consideration for each TO.

2.0 BACKGROUND

Phillips Research Site is the home of the Air Force Research Laboratory’s Space Vehicles and Directed Energy Directorates. The mission of the Space Vehicles Directorate is to develop space technologies that support evolving space related warfighter requirements. Primary areas of importance include but are not limited to communications, positioning, navigation, and timing, space cyber, space modeling and simulation, space evaluation and analysis assessments, defensive space control, space situational awareness, and intelligence, surveillance and reconnaissance, as well as performing a variety of integrated space technology experiments. The mission of the Directed Energy Directorate is to develop advanced directed energy technologies that support evolving tactical and strategic warfighter requirements. Primary areas of importance include but are not limited to high-powered electromagnetics, laser systems, directed energy and electro-optics for space superiority, and directed energy weapons modeling and simulation.

AFRL’s principal responsibilities are to perform research and development of space and directed energy technologies and systems required to meet the wide spectrum of ever-expanding political, environmental and technical challenges and to address long term effects of these technologies and their associated subsystems. The Space Vehicles Directorate’s technical portfolio addresses the missions of:

Intelligence, Surveillance, & Reconnaissance and Missile Warning; Space Communications;

Positioning, Navigation, and Timing; Defensive Space Control/Space Situational Awareness; Nuclear Deterrence Operations; and Battle Management/Command and Control. The Directed Energy Directorate encompasses the development, demonstration, and transition of directed energy technologies required for High Power Electromagnetics, Laser Systems, Weapons Modeling and Simulation, Directed Energy for Electro-Optics and Space Superiority.

These two Directorates at Kirtland AFB are part of the larger AFRL team that consists of nine total directorates. The AFRL headquarters is located at Wright-Patterson Air Force Base, Dayton, Ohio. In addition, besides with the other AFRL directorates, the Space Vehicles and the Directed Energy Directorates interact on a daily basis with many outside government, industrial, international, and academic agencies and offices such as the Space and Missile Systems Center (SMC) and other centers, Air Force Space Command (AFSPC) and other major commands, the High Energy Laser Joint Technology Office (HEL-JTO), the Joint Improvised Explosive Device Defeat Organization (JIEDDO), the Missile Defense Agency (MDA), the Defense Advanced Research Projects Agency (DARPA), the Department of Energy (DoE), MIT Lincoln Laboratories (MIT/LL), the National Reconnaissance Office (NRO), the National Aeronautics and Space Administration’s (NASA), the Air Force Nuclear Weapons Center (AFNWC), universities across the world, international partners, and others with whom we leverage laboratory technology development through joint efforts in areas of mutual interest.

2.1 Reference Documents.

Reference guidance consists of DoD, Air Force, AFRL, and other documents associated with requirement definition. The Contractor shall use the most current version, as supplemented, during the contract period of performance. PWS reference materials are listed at Appendix A-2. Each TO may identify unique guidance not contained herein.

3.0 PERFORMANCE REQUIREMENTS–ADMINISTRATIVE & BUSINESS SUPPORT SERVICES

Applicable to all exercised Task Orders (TO) and options.

The Contractor shall perform the requirements within the service TO listed in this section.

3.1 Management. The Contractor shall provide the necessary management and personnel required to perform the services defined in this PWS. The Contractor shall have a Single Point of Contact for the overall management of this contract.

3.1.1 Contract Management and Control. The Contractor shall provide the planning, coordination, technical direction, and surveillance of the activities necessary to assure work performance and resources to accomplish all TO issued under the contract. The Contractor shall be responsible for maintaining communication with the Contracting Officer (CO) and Contracting Officer’s Representative (COR), and to immediately notify BOTH the CO and the COR of any problems that would prevent timely performance of TO issued under this contract. Providing notification to the Program Manager (PM) and/or the COR is NOT considered notifying the CO.

3.1.1.1 Management and Oversight. The Contractor shall establish, implement, and maintain technical management and oversight of all work performed under this PWS.

3.1.2 Plans and Reports. The Contractor shall provide the overall management effort required to integrate operational and programmatic functions necessary to perform all TO issued under the this

PWS.

3.1.2.1 Quality Control Plan (QCP). The Contractor shall develop, maintain, enforce, and document a QCP. The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in each TO. The QCP shall be revised or modified as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

The QCP shall be sufficiently detailed to provide the Contractor’s methodology for identifying and recruiting qualified personnel. The QCP shall provide the Contractor’s methodology for resolving problems identified by the Government during reviews conducted in accordance with Paragraph 4.0 of this PWS (“Surveillance Matrix”). The QCP shall provide the Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. At a minimum, the Contractor’s QCP shall address the four specific areas of Quality Management Approach, Quality Assurance, Quality Control and Quality Standards and Staffing Vacancy Filling to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Surveillance Matrix.

3.1.2.1.1 Quality Management Approach. In this section of the QCP, the Contractor shall describe the overall approach for managing contract quality. The Contractor shall discuss overall philosophy and describe how employees are integrated into the quality management process. The Contractor shall be responsible for self-inspection in accordance with CDRL A001.

3.1.2.1.2 Quality Assurance. In this section of the QCP, the Contractor shall focus and describe processes being used to manage and deliver services and deliverables. The Contractor shall discuss organizational charts, communication lines, decision making authorities, roles and responsibilities, procedures and other criteria that may be employed when determining if and when to elevate a performance issue.

3.1.2.1.3 Quality Control and Quality Standards. The Contractor shall perform quality control activities continually throughout the life of the contract. The Contractor shall verify deliverables and services performed are in accordance with this contract and the Surveillance Matrix.

3.1.2.1.4 Staffing Vacancy Filling. In this section of the QCP, the Contractor shall describe the overall availability of a human resource pool and provide a plan to obtain qualified personnel who can readily fill vacancies within 30 calendar days of a position vacancy. The Contractor shall describe the strategy to expedite hiring and relocation to fill vacancies, to include company policies, if any, putting priority on filling vacancies.

3.1.2.2 Monthly Status Reports. See CDRL A001.

3.1.2.2.1 Contractor Reporting.

3.1.2.2.1.2 Monthly Cost and Status Reporting. The Contractor shall submit a monthly cost and status report detailing funds status and activities for the services provided as specified in CDRL A001.

To receive payment, the COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The monthly report shall include at a minimum the following information consolidated into one report:

- For each TO -- Funding status to include cumulative and monthly funding provided, monthly expenditures, cumulative expenditures, and balance remaining; and -- Program Management Information.

-- For the Overall Contract -- Cumulative funding provided, expenditures and balance remaining

-- Cumulative other direct cost (ODC) activity

3.1.2.2.1.3 Implementation of FY11 NDAA Section 8108, Contractor Full-Time Equivalent Reporting. 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 Research Laboratory (AFRL) 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 the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors should 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 Government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

3.1.3 TO Proposals and Management. The Contractor shall prepare TO proposals in support of TO performance requirements as requested by the Contracting Officer. The Contractor shall identify and propose mitigation for any organizational conflict of interest associated with supporting each TO. TO and program management costs, both direct and indirect, shall be reflected for each TO. The Contractor shall identify an appropriate management approach for each TO and shall be required to submit corrective management plans.

3.1.3.1 TO Management. The Contractor shall be responsible for overall responsiveness, cost control and reporting, data management, adherence to schedules, the ability to adapt to schedule changes, professional and cooperative behavior, technical quality of work, and management of the Contractor team’s efforts, including understanding the mission and commitment to customer satisfaction for each TO. The Contractor shall also be responsible for subcontractor management and oversight.

3.1.3.2 Risk Management. The Contractor shall identify and mitigate risks associated with supporting each TO.

3.2 Business Services. The Contractor shall provide administrative services in support of PRS business, resources, program control, schedules, and accounting operations. The Contractor shall provide preparation and analysis of budget and financial data and preparation of pertinent briefing materials, analysis and entry of financial data into automated systems, preparation of business resources and financial reports, business and programmatic support to PRS organizations and teams, and documentation of financial processes and systems. The Contractor shall provide verification and assessment of budget and financial data, evaluation of compliance with applicable policies and procedures, support for independent business and financial analysis and reviews, and operational audit.

The Contractor shall maintain business and financial data bases.

http://www.ecmra.mil/ http://www.ecmra.mil/

3.2.1 Records Management. The Contractor shall provide a variety of records management functions involving the filing, maintaining and disposition of government records.

3.2.1.1 FARM and RC. The Contractor shall perform records management as a Functional Area Records Manager (FARM) and Records Custodian (RC). Reference documents are listed in Appendix A-2.

3.2.1.2 ARM Coordination. The Contractor shall coordinate with the Air Force Records Manager (ARM) on records information, provide input to Records Custodians, support file plans’ management and identify discrepancies with maintaining records, support staff assistance visits and other inspection events, review records for retirement and disposal, ensure records comply with regulations, and support training of Government and contractor personnel.

3.2.2 Financial Management. The Contractor shall provide a variety of financial management functions to include funds control, resource allocation, budget execution, cost status and funds reporting, and funds and account reconciliation.

3.2.2.1 Allocation and Release of Funds. The Contractor shall prepare documents for approval to allocate and release funds to cover all Government civilian and military labor costs, to include direct, indirect, overhead, and any other costs.

3.2.2.2 Control Serial Numbers. The Contractor shall maintain Control Serial Numbers (CSN) and logs.

3.2.2.3 Program/Project Services. The Contractor shall provide administrative support to program/project managers by gathering information for the development of cost estimates by the program/project manager, monitoring and adjusting indirect/overhead rate calculations, monitoring obligations incurred and actual budget expenditures, processing billing invoices, reconciling obligations and expenditures, providing support for balancing accounts, applying bookkeeping and Earned Value Management (EVM) techniques, procedures, methods and practices to cost performance reports, and identifying variances for program managers.

3.2.2.4 Fiscal Reporting. The Contractor shall ensure all fiscal reporting deadlines are met.

3.2.2.5 Communication with Other Agencies. The Contractor shall communicate with internal PRS analysts, the Logistics Management Control Agency (LMCA), the Defense Finance and Accounting Service (DFAS), and the local Accounting Liaison Office (ALO) on laboratory budgetary and accounting transactional data. The Contractor shall coordinate budget, programmatic, and financial data with appropriate offices in the Assistant Secretary of the Air Force (Acquisition) (SAF/AQ), the Assistant Secretary, Financial Management and Comptroller, Directorate of Budget Investment (SAF/FMBI), and appropriate customer offices i.e. Air Combat Command (ACC).

3.2.2.6 Open Document Listing. The Contractor shall review the Open Document Listing (ODL) and engage with travelers and the Accounting Liasion Officer (ALO) to resolve issues.

3.2.2.7 Prior Year Funding. The Contractor shall process requests for prior year fund adjustments.

3.2.2.8 Financial Log. The Contractor shall maintain a financial log for in-coming and out-going documents for assigned programs and projects.

3.2.2.9 Performance Measurement Baselines. The Contractor shall develop Performance Measurement Baselines (PMBs) and perform objective measurements of cost, schedule, and technical performance.

3.2.2.10 Negative Unliquidated Obligations. The Contractor shall research and identify cancelling appropriations, recommend remedial actions, identify, research, and reconcile Negative Unliquidated Obligations (NULOs), maintain records for processed journal vouchers, and obtain voucher information from the Defense Finance and Accounting Service (DFAS) and other organizations.

3.2.2.11 Financial Training. The Contractor shall attend Government-specific financial training that is unique to Government financial systems as provided by the Government.

3.2.3 Financial Business Systems.

3.2.3.1 Transmittal Register Transcripts. The Contractor shall prepare and maintain target loads with Transmittal Register Transcripts (TRTs) for input into the General Accounting and Finance System

(GAFS).

3.2.3.2 Organizational Changes and Job Order Cost Accounting System. The Contractor shall update organizational changes in the Government’s Job Order Cost Accounting System (JOCAS), ensure JOCAS Reimbursable Order Number (RON) Fund Lines are established and maintained with sufficient funds to cover all anticipated reimbursable costs for each Job Order Number (JON), maintain JON obligation plans and released allocations, and review and reconcile JOCAS reimbursement and billing reports.

3.2.3.2.1 Job Order Cost Accounting System Entry. Contractor shall identify JOCAS labor process deficiencies and recommend solutions/improvements, support PRS financial meetings for JOCAS labor issues, maintain communication between the local Defense Civilian Pay System (DCPS) customer service representative and PRS, perform personnel in- and out-processing and tracking, monitor all labor input and approval requirements including adjustments, process deadlines for DCPS upload, maintain communication between lab entry, approval clerks and local payroll office, provide JOCAS labor input and processing procedures to PRS and geographically-separated JOCAS users, provide metrics reports for status of delinquent labor, prepare labor adjustment audit trail documents, maintain comprehensive desk procedures guide for JOCAS labor matters, and prepare standard and ad-hoc labor reports and queries.

3.2.3.3 Automated Business Services System and Comprehensive Cost and Reporting System. The Contractor shall verify funding documents in the Government’s Automated Business Services System (ABSS) and Comprehensive Cost and Reporting System (CCARs), perform program/project documentation analysis, and prepare assigned program and project funding documents in ABSS and CCARs.

3.2.3.4 Financial Status Reports. The Contractor shall retrieve, analyze and prepare status reports from the General Accounting and Finance System (GAFS), the Commanders’ Resource Integration System (CRIS), the Mechanization of Contract Administrative Services (MOCAS) and Job Order Cost Accounting System (JOCAS), and ensure that all bills that have not yet posted in CRIS are accounted for in the End of Month (EOM) execution.

3.2.3.5 Balance Accounts. The Contractor shall balance reimbursable accounts for active fiscal years between Job Order Cost Accounting System (JOCAS) and General Accounting and Finance System (GAFS), maintain communication between field analysts, the Defense Finance and Accounting Service (DFAS) and the local Accounting Liaison Office (ALO) on laboratory reimbursement transaction matters, research reimbursable account inquiries posed by internal and external customers, identify and reconcile the status of reimbursable accounts across multiple Air Force systems, initiate corrective action for errors in GAFS and JOCAS, and maintain audit trail for all account reconciliations.

3.2.3.6 Other Specialized Business Systems. The Contractor shall use additional specialized financial management and accounting systems in the support of classified activities.

3.2.4 Program Management. The Contractor shall provide a variety of program and project management functions to include program planning, program control, funding and schedule monitoring, reconciliation, as well as computer, facilities, safety, security and logistics.

3.2.4.1 Program and Project Services. The Contractor shall support strategic planning initiatives, the preparation of program/project plans, schedules and budgets, provide input on out-year financial planning, and compare program/project plans to ensure funding requests are consistent with funding allocation.

3.2.4.2 Program and Project Database Review and Analyses. The Contractor shall review databases to track labor hours and interface with Job Order Cost Accounting System (JOCAS) for technical projects, perform labor variance analysis, maintain database queries for labor variances, consolidate financial data for reporting, initiate funding documents for specified projects, support Government project officers with analysis of contracts for schedule adequacies, report discrepancies, shortfalls, overages or schedule anomalies, and report schedule errors or discrepancies found from reviews.

3.2.4.3 Safety and Security Program Services. The Contractor shall provide support to the Directorates’ Safety and Security program, provide for the evaluation of program/project safety and security requirements, support the creation of project safety and security guides, provide feedback of safety and security deficiencies and resulting corrective actions, perform end-of-day security checks, perform courier services on Kirtland AFB for classified material, coordinate with the Kirtland Air Force Base Security Forces Squadron, open and secure facilities, respond to alarm calls from the Kirtland Air Force Base Security Forces Squadron to allow Government personnel access, and reset alarms. The Contractor shall notify Government task order manager and/or facility manager as soon as possible when an alarm call is received.

3.2.4.4 Logistic and Inspection Services. The Contractor may provide support to the Directorate Logistics program by performing tool, asset, and equipment sub-custodian control activities. The Contractor shall perform test measurement and equipment diagnostics. The Contractor shall support the Electrostatic Discharge Program, the Management Internal Control Tool (MICT) and Managers’ Internal

Control Program (MICP) activities, and the Self-Assessment Program (SAP). The Contractor shall perform duties as the Vehicle Point of Contact (POC). The POC works closely with the PRS Vehicle Control Officer (VCO) (AFRL/RVOI) to ensure Government vehicles receive maintenance and cleaning per established schedules. The POC ensures Government mandated forms are established and annotated per AF and Kirtland AFB policy, ensures weekly inspections (tires, fluid levels, lights, wipers, horn, etc.) are performed and discrepancies are reported to the PRS VCO for guidance on the corrective action. The POC also ensures Government vehicles are used for official use only and proper licensing requirements are obtained/kept current.

3.2.4.5 Human Resource Services. The Contractor shall provide administrative human resource services involving civilian and military personnel. The Contractor shall prepare and implement action plans relating to personnel processing actions, provide personnel policy revision activities, support civilian and military personnel staffing data calls, deployment preparations, and the PRS in/out processes. The Contractor shall maintain personnel staffing and hiring actions, support the administration of awards and mentoring programs, and administratively support Personnel Policy Boards to include scheduling, presentation, taking meeting minutes and action items, and tracking action items.

3.2.4.5.1 Acquisition Professional Development Program. The Contractor shall support the Acquisition Professional Development Program (APDP) by identifying qualifications and processing certification applications, maintaining and reconciling the local APDP training database and other applicable records, providing information on Continuous Learning Program (CLP) requirements for APDP; and maintaining the Learning Management System.

3.2.4.5.2 Training Program. The Contractor shall administer an organization-wide training program for the PRS site. The training program shall consist of activities to include scheduling, monitoring, tracking and reporting statistics on mandatory Government training, as well as mentoring events and classes for Government personnel. The Contractor shall also administratively prepare for organizational developmental training, monitor, track and report on Government developmental training taskings, coordinate government training requests and requirements for Government personnel, and administratively support the PRS Human Resources Office on the development of career training plans for Government employees.

3.2.4.6 Scientific and Technical Information Office Services. The Contractor shall provide support to the Scientific and Technical Information Office (STINFO) by tracking suspense items related to Science and Technology (S&T) information metrics and coordinate the final product, research, disseminate, compile, and maintain suspense items for data and information taskings, monitor compliance with policy and procedures for tracing technical report processing from completion of the draft through distribution, coordinate with STINFO on instructions and procedures to identify problems and ensure suspense dates are met, maintain STINFO database, administratively review contractor-prepared and in-house prepared technical reports for final Government approval, and track, monitor and report metrics for all STINFO functions.

3.2.4.7 Facility Services. The Contractor shall provide maintenance services for facilities and equipment, initiate and coordinate efforts between the Directorates and the Kirtland Air Force Base (AFB) Civil Engineering Office to improve and correct facilities deficiencies, support in-house self-help activities, prepare and track Kirtland Air Force Base Civil Engineering work orders for PRS, support

Military Construction (MILCON) briefings and justifications for PRS, and coordinate and track PRS schedules, work orders and projects with Kirtland AFB Civil Engineering, or their contract representatives, the Army Corps of Engineers (or their contract representatives), or other offices. The Contractor shall maintain and comply with Director-approved Policies and Procedures, review, coordinate, and maintain documentation for proposed yearly facility budgets, coordinate and maintain PRS procedures outlined in the Center’s Emergency Action Plan and Continuity of Operations Plan (COOP), comply with safety and fire procedures and regulations (See Appendix A-2), and comply with the Civil Engineering Guide for Facility Managers for Kirtland AFB, and Air Force and base fire prevention and safety requirements. The Contractor shall maintain inventory and track project-specific hardware, software and equipment, maintain databases of real and physical property as well as software licenses, and identify issues within buildings and accountable equipment and report such discrepancies to appropriate Government personnel.

3.2.5 Conference Center Management. The Contractor shall operate and manage the AFRL Phillips Research Site Space Science Conference Center (Building 201) to include security, equipment, and facility operation.

3.2.5.1 Video-Teleconferencing Services. The Contractor shall operate the video-teleconferencing (VTC) and audio-visual equipment, perform operation, basic maintenance, and troubleshooting procedures for the Conference Center VTC system, ensure all operational aspects of the VTC are functional to include network connectivity requirements, VTC connection and routing procedures, install Government provided equipment, and maintain the technical capabilities for the integrated presentation system. The Contractor shall be knowledgeable of software packages for the integrated presentation system, maintain a detailed inventory to ensure all equipment signed out, set up technically workable and effective audio-visual communications solutions, provide support during formal ceremonies, presentations and events, perform inventory and provide input to acquire supplies, maintain the base locators, local and Defense Switched Network (DSN) databases, review and set up integrated audio-visual presentations requiring AMX control systems, computer/RGB/composite/S-Video inputs, hardwired and wireless sound systems as well as mobile operations, and coordinate with VTC facilitators at other AFRL and non-AFRL sites to ensure stable connectivity and compatibility with local VTC configurations.

3.2.5.2 Conference Center Security. The Contractor shall provide for Conference Center security, review, maintain, and initiate procedures to provide secure working areas to prevent security incidents and violations, coordinate on written security plans required for sensitive conferences, expositions, and classified events, comply with computer security procedures as outlined in the Air Force Manual (AFMAN) 17-1301_AFGM2016-01 Computer Security, maintain positive control of building access, initiate and track procedures outlined for various Force Protection Condition (FPCON) conditions.

3.2.6 Security Visitor Control Center (VCC). The Contractor shall support the operation of the AFRL Phillips Research Site VCC and support their customers systems to control access to Kirtland Air Force Base.

3.2.6.1 Security Visitor Control Center Operation Services. The Contractor shall provide for the daily operation and coverage of the Visitor Control Center (VCC) provide confirmation of visit requests and process visit requests for approval, issue visitor credentials, maintain the Facility Commander Access Control Database, issue badges using AF Form 2586, maintain AF Form 2586 archives, and provide reports upon request. The Contractor shall greet visitors, respond to customer queries, and support meetings and conferences, monitor the entry control system for operability and service the system as needed, manually or electronically reset card readers and door magnets, notify the Government when the system requires additional security maintenance from the maintenance contractor, inform other systems support contractors as changes and upgrades occur, comply with DoD, USAF, SMC/Advanced Systems and Development Directorate, and local regulations, instructions, and procedures pertaining to operation of the VCC (See Appendix A-2).

3.3 Administrative Services. The Contractor shall provide administrative services to support the Phillips Research Site (PRS) management and the operations at the various organizational levels to include Directorates (Air Force Research Laboratory (AFRL) Space Vehicles (RV) and AFRL Directed Energy (RD)), AFRL geographically separated units or locations with an AFRL presence, their technical and functional divisions, the business offices within the divisions, as well as individual projects, branches and divisions.

3.3.1 Administrative Services. The Contractor shall provide administrative support services. This support shall entail scheduling appointments, answering telephones, greeting visitors, preparing correspondence, distribution of documents, along with other routine administrative tasks such as gathering information, responding to requests for information, responding to queries from high headquarters, tracking suspense items, filing both electronic and hardcopies, and preparation of recurring and non-recurring reports. This service requires personnel possessing knowledge of general office routine.

3.3.1.1. Conference, Meeting, and Seminar Services. The Contractor shall provide administrative support for classified and unclassified conferences, schedule all conference center activities, and provide weekly conference center metrics. The metrics shall include the users of the Conference Center, the contact information of the users, the number of participants in each event, the rooms and equipment used in the Conference Center, and the subject matter of the conference or meeting held in the Conference Center. The Contractor shall provide services for the planning and coordinating of official visits, conferences, working group and technical interchange meetings, and other official functions at both Government and non-government facilities. The Contractor shall prepare, organize, take notes, coordinate, and track issues, action items, and packages for meetings, seminars, conferences, execution reviews, official functions and ceremonies at Government and non-Government facilities. The Contractor shall monitor, track and report information regarding conference packages and attendance.

3.3.1.2 Purchase Documentation. The Contractor shall prepare, submit and track all documentation for the purchase of supplies, equipment, software, and facilities improvements.

3.3.1.3 Unit Manning Document. The Contractor shall update changes to the Government’s Unit Manning Document (UMD).

3.3.1.4 Web Page Services. The Contractor shall provide administrative support for the development of Internet, Intranet and World Wide Web pages in coordination with the appropriate Government Chief Information Officer (CIO).

3.3.1.5 Research and Development Case Files Services. The Contractor shall maintain Research and Development (R&D) Case Files per Department of Defense (DoD), Air Force (AF), AFRL and other regulations (See Appendix A-2), support Work Unit (WU) case file training, ensure WU summaries are entered into the appropriate Government databases, perform periodic R&D case file inspections as required by the PRS Air Force Records Manager (ARM), and prepare eAFRL Form 2913s, Laboratory Management Reviews and AFRL Public Affairs/Operational Security (OPSEC) forms, and maintain status and cost reports.

3.3.1.6 Organizational Development Services. The Contractor shall provide support for the Government strategic development planners to map, document and maintain synchronization of all strategic-level, document and archive process improvement activities, transition paper and manual processes and activities to streamlined research and business operations via electronically networked management information systems, track corporate research goals, objectives track corporate research goals, objectives, initiatives and action plans, and document PRS business processes from the strategic to tactical level.

3.3.2 Data Processing. The Contractor shall provide data processing services using a variety of Windows-based software programs to include the Microsoft Office Suite. The Contractor shall ensure that data processing personnel are trained and proficient in Microsoft Office Suite. Data to be processed will be provided to the Contractor in a number of different forms ranging from handwritten notes in draft form through final drafts submitted electronically for formatting and pagination. Typical end products shall include PowerPoint presentations with graphics, spreadsheets, schedules, and Program (or Project) Evaluation and Review Technique (PERT) charts in both hardcopy and electronic formats.

3.3.2.1 Corporate Communications. The Contractor shall provide digital photography to include taking photographs, incorporation of camera images and photo adjustments in the development of view graphs. The Contractor shall provide graphics, video and promotional writing to support approved media releases and marketing publications, presentations, project designs, electronic briefings and computer-based briefings. The Contractor shall provide support for internal AFRL and external media events to include design of presentation booths and presentation material and the design, development and delivery of models that represent technology developed at PRS.

3.3.2.2 Defense Travel System. The Contractor shall enter travel order and voucher information into the Government’s automated Defense Travel System (DTS).

3.3.2.3 Information Technology Requirements Processing. The Contractor shall provide administrative support for the Information Technology (IT) requirements process for PRS and relevant co-located offices. Administrative support includes guiding PRS personnel and project officers with the information technology requirements standards, drafting technical IT requirements and approval requests, and ensuring data entry into the IT database. The Contractor shall manage the System Requirements Database (eCSRD) to include inputting data, resolving database errors or discrepancies, and running reports and queries.

3.3.3 Mailroom Distribution. The Contractor shall provide Activity Distribution Office (ADO) mail center operations for all mail including First Class, accountable, classified and unclassified mail in accordance with DoD, USAF, and local regulations and instructions pertaining to operation of a mail facility (See Appendix A-2). The Contractor shall sign for all mail and provide hand receipts as requested.

3.3.3.1 Mail Delivery. The Contractor shall pick up, sort, and deliver incoming mail from the Official Mail Center (OMC), deliver all incoming mail to the appropriate mail stop, pick up outgoing mail daily from each mail stop and deliver to the Activity Distribution Office (ADO).

3.3.3.2 Mailroom Personnel Requirements. Contractor personnel shall be capable of lifting weights not to exceed 70 pounds and be capable of operating Government-furnished vehicles.

3.4 Contracting Services. The Contractor shall distribute contracts, modifications and amendments.

The contractor shall provide price and cost evaluations support (no negotiating). The Contractor shall provide services for contract data collection, compilation, analysis, clerical, administrative, and office operations to support the preparation of contract file documentation and file such documentation as required.

4.0 SURVEILLANCE MATRIX

4.1 Contractor Performance Assessment Reports System (CPARS). The Contracting Officer Representatives (COR) shall conduct, document, track, and analyze Contractor performance via periodic surveillance. The surveillance results shall be maintained and utilized to prepare annual CPARS assessment. Assessment results, including the Contractor’s input, will be used to evaluate the Contractor’s overall compliance with the TO terms and conditions. CORs will use Table 4.1 as a guide when identifying a surveillance matrix within the TO.

Table 4.1. Surveillance Matrix

Performance Objective

PWS

Ref

Standards

Performance Threshold

Method of Assessment

Item 1: Overall Quality of Performance: Contractor shall maintain a professional business appearance and must efficiently perform all PWS tasks, including timely and accurate documentation, report requirements, and responses to task order modifications and change orders.

All Clear, consistent, and timely written and verbal communication.

Products are technically accurate and grammatically correct and require no more than one review from customer to meet acceptance.

Return phone calls, emails or other communication attempts with at least 80% of responses occurring within 4 hours 80%.

Responses should never exceed 8 hours. No more than one customer complaint per surveillance period. Unsatisfactory performance must be resolved within two working days.

Customer Complaint as validated by COR and CO; and COR Audit Checklist.

Item 2: The Contractor must be responsive to Government requirements, All Within each task order, provide prompt identification and resolution of problems;

ensure PWS compliant performance, effectively communicate concerns with the COR and meet the delivery schedule;

required products are technically accurate and grammatically correct and require no more than one review from customer to meet acceptance.

Returns phone calls, emails or other communication attempts with at least 80% of responses occurring within 4 hours 80%. Responses should never exceed 8 hours. No more than one late document per month and no more than one customer complaint per surveillance period.

Unsatisfactory performance must be resolved within two working days.

Customer Complaint as validated by COR and CO; and COR Audit Checklist.

Item 3: Comply with applicable portions of the DD Form 254 for Task Order requirements.

All Compliance is mandatory; no failures to meet security requirements are acceptable.

100% compliance is mandatory; failure to meet security requirements will result in the issuance of a Corrective Action Report (CAR). Each security violation and/or unsatisfactory performance must be resolved to the Government's satisfaction within three working days.

Customer Complaint as validated by COR and CO; and COR Audit Checklist.

Item 4: Safety Requirements Compliance: Contractors shall ensure their employees and subcontractors comply with all applicable OSHA standards, identify and mitigate hazards, and report pertinent facts regarding mishaps involving damage or injury. Contractors will

All Compliance is mandatory; Contractor must meet minimum OSHA requirements.

Contractor must have zero willful OSHA violations; zero serious violations; no more than two other than serious violations (“violations” is defined in OSHA standards) per surveillance period.

Each OSHA violation must be resolved to the Government’s satisfaction within three working days, except imminent danger situations which must be mitigated or resolved and reported immediately.

Incidents as reported in Status Reports, or violations reported to/observed by customer or COR as validated by COR and CO.

cooperate in any safety investigation, to include toxicology testing.

Item 5: The Contractor shall comply with applicable Contractor Manpower Reporting (CMR) requirements.

PWS

3.1.2.2.1.3

The Contractor registers the contract in CMR no later than 30 days after contract award and updates the CMR annually by 31 Oct.

100% compliance is mandatory; failure to meet reporting requirements will result in the issuance of a Corrective Action Report (CAR).

Unsatisfactory performance must be resolved within two working days.

Initial and annual surveillance.

Item 6: The Contractor shall be in compliance with the Combating Trafficking In Persons (CTIP) clause and all applicable laws.

All FAR Clause 52.222-50 100% Compliance is mandatory, failure to meet CTIP requirements will result in the issuance of a Corrective Action Report (CAR). Each CTIP violation must be resolved immediately. Violations shall be reported to DoD Combat Trafficking in Persons (CTIP) Law Enforcement Support Office of Under Secretary of Defense (OUSD) Personnel and Readiness (P&R) Defense human Resources Activity

(DHRA)

http://ctip.defense.gov.

COR Periodic surveillance and customer complaint.

COR shall convey observed non-compliance to the PCO immediately.

5.0 GENERAL INFORMATION

5.1 Base Support

When the Task Orders (TO) requires the Contractor to work in a Government facility, the TO will define the type of base support and/or Government provided property. Copies of required materials cited in the RFP, PWS, DD Form 254, and/or in the TO may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the TO period of performance.

5.1.1 Facilities. The Government will provide office space, cubicle, or work area (hereinafter referred to as “office”) for each requirement identified in each TO.

5.1.2 Equipment.

5.1.2.1 Automated Data Processing Equipment (ADPE) Equipment and Software. The Government will provide a computer for each position identified in the TO. Each computer will have the basic necessary software required to perform the duties ascribed to the requirement (such as Microsoft Office). Additional equipment may be provided, such as a laptop, mobile phone or BlackBerry, as the Government determines to be appropriate.

5.1.2.2 Communication Equipment. Each office provided by the Government will have a telephone.

Each computer will be linked to local servers and/or to the Air Force Network.

5.1.3 Furniture. Each office provided by the Government will have a desk and chair. Additional furniture (such as bookcases, credenzas, etc.) will be provided upon determination of need by the Government.

5.1.4 Custodial Service. The Contractor will receive the same level of custodial support from the Kirtland AFB host wing as would Government employees. Contractor employees shall keep their work areas neat and clean and empty their personal trash bin into a Government designated trash and/or recycling receptacle.

5.1.5 Base Telephone Service. The Government will request base telephone service for the Contractor to include common user instruments. Telephone service provided will include access to local off base service, Defense Switched Network (DSN) and Federal Telecommunication System (FTS) as needed.

All service will be provided for official use only in performance of the contract/TO. Commercial service as needed by the Contractor for company business will not be provided.

5.1.6 Property Control. Computers and peripheral equipment will not be signed over to the Contractor as Government Furnished Equipment. Instead, the Government will provide equipment on hand receipts (AF IMT 1297) which will be used to track the assignment of such equipment, and location and condition will be verified through…