Draft_BATMAn_PWS.docx

DRAFT

BUSINESS AND TECHNOLOGY MANAGEMENT ADMINISTRATION

(BATMAn)

PERFORMANCE WORK STATEMENT (PWS)

18 May 2015

TABLE OF CONTENTS

1.0 SCOPE

2.0 BACKGROUND

2.1 Reference Documents

3.0 PERFORMANCE REQUIREMENTS–ADMINISTRATIVE AND BUSINESS SERVICES

3.1 Management

3.2 Business Services

3.3 Administrative Services

3.4 Contracting Services

4.0 SURVEILLANCE MATRIX

4.1 Contractor Performance Assessment Reports System (CPARS)

5.0 GENERAL INFORMATION

5.1 Base Support

5.2 Travel Requirement

5.3 Transition

5.4 Other Directs Costs

5.5 Deliverables

5.6 Ordering Period

5.7 Hours of Work

5.8 Federal Holidays

6.0 SECURITY REQUIREMENTS

6.1 Security Clearances

6.2 Safeguarding Information

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

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 Directorates (Air Force Research Laboratory (AFRL) Space Vehicles (RV) and AFRL Directed Energy (RD)), AFRL geographically separated units or locations with an AFRL presence to include Maui High Performance Computing Center (MHPCC), 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 may 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 Defensive Space Control; Space Intelligence, Surveillance, and Reconnaissance; Space Communications and Positioning, Navigation, and Timing; and Space Situational Awareness. 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 (HELJTO), 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 AF Nuclear Weapons Center, 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 TO and options.

The contractor shall perform the requirements within the service Task Orders (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.

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. 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. The Contractor shall address/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.

3.1.2.1.2 Quality Assurance. The Contractor shall focus and discuss/describe processes being used to manage and deliver services and deliverables. The Contractor shall discuss organizational charts, communication lines, decision making authorities 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 in accordance with this contract. Areas in the PWS felt to be of particular importance in the successful performance of this contract may be discussed and described in this section.

3.1.2.1.4 Staffing Vacancy Filling. 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. The Contractor shall identify the activities completed in the past month and the anticipated activities for the next month, any travel necessary for performance of contract TO and corrective actions. The Contractor shall include any additional issues they would like to address which are related to performance under this contract (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. The monthly report shall address each TO’s status, labor and Other Direct Costs (ODCs) as well as for the overall contract. 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 (by TO, by labor category) to include cumulative and monthly funding provided, monthly expenditures, cumulative expenditures, and balance remaining;

-- For the Overall Contract

3.1.3 TO Proposals and Management. The Contractor shall prepare TO proposals in support of TO performance requirements and in accordance with the TO procedures set forth in Section H of the contract. 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 as necessary.

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

3.1.3.2 Contract Quality Control Program Incorporates Each TO. The Contractor shall maintain a Quality Control Program that ensures the government receives the level of quality consistent with the requirements specified in each TO.

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

3.2 Business Services. The Contractor shall provide business services as needed 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.

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).

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; review file plans and provide guidance 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 additive 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 in developing cost estimates and develop, monitor and adjust indirect/overhead rate calculations; review obligations incurred and actual budget expenditures including billing processes, reconcile obligations and expenditures and provide support for balancing accounts; apply Earned Value Management (EVM) techniques, methods and practices to cost performance reports, and identify variances for program managers.

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

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.

3.2.2.6 Open Document Listing. The Contractor shall review the Open Document Listing (ODL) and engage with travelers and the 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 recommending remedial actions; identify research and reconcile Negative Unliquidated Obligations (NULOs); maintain records for journal vouchers processed and obtain voucher information from 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; review and reconcile JOCAS reimbursement and billing reports.

3.2.3.2.1 Job Order Cost Accounting System Entry. The Contractor shall support JOCAS entry and approval processing; training of JOCAS users; identify JOCAS labor process deficiencies and recommend solutions/improvements; PRS financial meetings for JOCAS labor issues and 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 guidance 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; 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, 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 GAFS, the Commanders’ Resource Integration System (CRIS), the Mechanization of Contract Administrative Services (MOCAS) and JOCAS; 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 JOCAS and GAFS; maintain communication between field analysts , 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; maintain audit trail for all account reconciliations.

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; preparation of program/project plans, schedules and budgets; provide input on out-year financial planning; and review 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 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 officer 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; the creation of project safety and security guides; provide input for the reporting of safety and security deficiencies and resulting corrective actions; perform end-of-day security checks; perform courier services on Kirtland AFB for classified material as required; respond to alarm calls from the Kirtland Air Force Base Security Forces Squadron to allow government personnel access and reset alarms as required and notify government TO or facility manager as soon as possible; interface with the Air Force Nuclear Weapons Center Special Security Office (SSO), perform after-hours facility guard duty (as needed), and open and secure facilities.

3.2.4.3.1 Sensitive Compartmented Information Facility Services. The Contractor shall provide Sensitive Compartmented Information Facility (SCIF) operations support. The SCIF operations shall consist of validating, monitoring and tracking visitor control of personnel having access to the SCIF, ensuring daily physical control of the SCIF is accomplished, coordinating SCIF operations with the Air Force Nuclear Weapons Center Special Security Office (SSO), operating SCIF electronic data systems, assist in the development of program TS/SCI security guides and secure operating procedures, provide classified couriering, respond to alarm calls from the Kirtland Air Force Base Security Forces Squadron, and provide security inspection for the preparation and evaluation of the SCIF.

3.2.4.4 Logistic and Inspection Services. The Contractor shall provide support to the Directorate Logistics program; perform tool control activities; perform test measurement and equipment diagnostics; perform asset and equipment custodian control activities; support the Electrostatic Discharge Program; support Management Internal Control Tool (MICT) activities; and support the Self-Assessment Program (SAP). The contractor shall perform duties as the Vehicle Control Officer to include maintaining government vehicles and performing vehicle maintenance.

3.2.4.5 Human Resource Services. The Contractor shall provide human resources, involving civilian and military personnel; provide staffing for multiple programs; 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; the PRS in/out processes; maintain personnel staffing and hiring actions; 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); identify qualifications and process certification applications; maintain and reconcile the local APDP training database and other applicable records; provide information on Continuous Learning Program (CLP) requirements for APDP; and maintain 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; administratively preparing for organizational developmental training; monitoring, tracking and reporting on government developmental training taskings, coordinating government training requests and requirements for government personnel; and administratively supporting 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); track suspense items related to Science and Technology (S&T) information metrics and coordinate the final product; research and 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; review and edit contractor-prepared and in-house prepared technical reports for final government approval; develop, track, review and report metrics for all STINFO functions.

3.2.4.7 Facility Services. The Contractor shall provide facilities and equipment maintenance ; initiate and coordinate efforts between the Directorates and the Kirtland Air Force Base (AFB) Civil Engineering Office to improve and correct facilities deficiencies; assist with 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; coordinate and track PRS schedules, work orders and projects with Kirtland Air Force Base Civil Engineering, or their contract representatives, the Army Corps of Engineers (or their contract representatives), or other offices; 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 as required (See Appendix A-2); comply with the Civil Engineering Guide for Facility Managers for Kirtland AFB, and Air Force and base fire prevention and safety requirements; maintain inventory and track project-specific hardware and equipment; maintain databases of real and physical property; 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 technical management, 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; develop, install government provided equipment, and maintain the technical capabilities for the integrated presentation system; review software packages for the integrated presentation system; develop and maintain a detailed inventory to ensure all equipment signed out; provide 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 Administration. The Contractor shall provide 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.

3.2.5.3 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 System Security Instructions (AFSSI 8502); maintain System Security Authorization Agreements (SSAA) for classified and unclassified computer systems; maintain positive control of building access; initiate and track procedures outlined for various THREATCON conditions.

3.2.6 Security Visitor Control Center (VCC). The Contractor shall support the operation of the AFRL Phillips Research Site VCC and manage the Space and Missile Center/Space Development and Test Directorate (SMC/SDTD)/Operationally Responsive Space System requirements for the VCC.

3.2.6.1 Security Visitor Control Center Daily Operation Services. The Contractor shall provide for the daily operation and coverage of the 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

3.2.6.2 Security Visitor Control Center Operations Services. 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 as required. 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. Meeting, Seminar, Review Services. The Contractor shall prepare, organize, take notes, coordinate and track issues and action items and packages for meetings, seminars, conferences, execution reviews, official functions and ceremonies at Government and non-Government facilities.

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 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 Working Group, Visit, Conference Management Services. 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.

3.3.1.6 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); assist with 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 ARM; and prepare eAFRL Form 2913s, Laboratory Management Reviews and AFRL Public Affairs/Operational Security (OPSEC) forms; maintain status and cost reports.

3.3.1.7 Organizational Development Services. The Contractor shall assist the government strategic development planners to map, document and maintain synchronization of all strategic-level processes; 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; develop and 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 the software programs. 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 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.

3.3.2.3 Conference Tracking Management System. The Contractor shall enter, monitor, track and report information into and from the Government’s automated Conference Tracking Management (CTM) system.

3.3.2.4 Command, Control, Communications and Computers Requirements Processing. The contractor shall assist the PRS Directorates with the PRS C4 Requirements process. The Contractor shall administratively manage the Phillips Research Site (PRS) C4 (Command, Control, Communications and Computers) and relevant co-located offices’ requirements process, including guiding PRS personnel and project officers with the information technology requirements standards, drafting technical C4 requirements and approval requests, and ensuring data entry into the C4 database. The Contractor shall manage the C4 System Requirements Database (C4SRD) to include inputting data, resolving database errors or discrepancies, and running reports and queries.

3.3.3 Mailroom Distribution. The Contractor shall provide mail center operations for 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).

3.3.3.1 Mail Delivery. The Contractor shall pick up, sort, and deliver incoming mail from the Mail Facility; deliver all incoming mail to the appropriate mail stop; pick up outgoing mail from each mail stop and deliver to the central Mail Facility.

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, along with the Contractor's submittals, will be used to develop metrics to track 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

Performance Threshold

Method of Assessment

Item 5: 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 cooperate in any safety investigation, to include toxicology testing.

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.

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 may 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 may 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). The government may provide additional equipment as required, such as a laptop, mobile phone or BlackBerry.

5.1.2.1 Communication Equipment. Each office provided by the Government may have a telephone. Each computer that must be linked to local servers and/or to the Air Force Network will be connected.

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 support from the Kirtland AFB host wing as would Government employees. This may include keeping their work area neat and clean and emptying personal trash bin in a Government designated trash and recycling receptacles.

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, DSN and 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. Property control procedures will be established by the contractor for all Government provided property, facilities and equipment in accordance with Government instructions. 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 periodic audits. The contractor’s signature on a hand receipt shall indicate the contractor’s acceptance of responsibility for the proper use and care of such equipment. This may include financial responsibility for lost or stolen equipment if contractor negligence is established.

5.1.7 Office. Office space, office supplies, computer equipment, telephone, computer graphic equipment (such as a scanner), and reproduction facilities will be provided for each requirement identified in each TO.

5.1.8 Management of Hardware and Software. Where directly related to the performance of the effort, the contractor shall maintain and operate computer hardware and software.

5.1.9 Movement of Government Property. The contractor shall not move Government property or Government provided property without prior written approval of the Government.

5.2 Travel Requirements:

(a) Contractor employees may be required to travel to various locations within the continental United States (CONUS) and outside the continental United States (OCONUS) in performance of TO. Travel requirements will be reimbursed by separate voucher and must be approved in advance by the COR and Contracting Officer. Billable travel costs are air fare, ground transportation, and per diem costs, not labor hours. Labor hours will be billed against the Labor CLIN. The Contractor shall be responsible for obtaining any passports or visas and making travel arrangements to and from any CONUS location. Reimbursement for the costs of subsistence and lodging shall be considered to be reasonable and allowable daily charges as compared to the maximum rates set forth in the following:

(1) Federal Travel Regulations prescribed by the General Services Administration for travel in the contiguous 48 United States;

(2) Joint Travel Regulations Uniformed Service Members and DoD Civilian Employees prescribed by the Department of Defense for travel in Alaska, Hawaii, The Commonwealth of Puerto Rico, and the territories and possessions of the United States;

(b) Reimbursement to the contractor for per diem shall be limited to payments to employees for authorized per diem, as described above, not to exceed the authorized per diem. The contractor shall retain supporting documentation for per diem paid to employees as evidence of actual payments, and this documentation shall be submitted with the applicable invoice which includes travel expenses.

(c) The contractor agrees, in the performance of necessary travel, to use the lowest cost mode commensurate with the requirements of the mission and in accordance with good traffic management principles.