H98210-15-R-0016-0006.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been added by full text:

QUESTIONS AND ANSWERS

Questions DMDC 15-R-0016

Q1. Is this follow-on to Contract # H98210-12-C-0010 held by GTW Consultant & Associates, LLC?

A1. Yes

Q2. Also, is the re-compete of prior cancelled Solicitation # H98210-14-R-0023

A2. Yes but with changes.

Q3. Are there any limitations on Past Performance requirements, that is;

Does Prime need to submit all 3-5 Past Performances, or

Subcontractor's Past Performance for all 3-5 Past Performances be acceptable for this solicitation, or

A combination between Prime and Subcontractor's Past Performance is acceptable?

A3. Past performance is focused on the prime’s performance.

Q4. Are any of the positions on the current incumbent's contract vacant?

A4. No.

Q5. Is this solicitation subject to SCA? or EO 13495?

A5.SCA

Q6A. Will agency provide the seniority / length of service of incumbent contractor personnel? prior to due date of offer.

A6A. No

Q6B. Please clarify which position/functionality will require travel.

A6B. The PM

Q7. Is any work to be performed offsite? PWS 9.6 indicates so. Please confirm

A7. No offsite work, PWS Paragraph 9.6. revised

Q8. Kindly confirm Electronic submission of proposal is acceptable as stated in "Instructions to Offerors" and no hard copy are required?

A8.Electronic submissions are not allowed. Only hard copies will be accepted. The Instructions have been updated.

Q9. Is there a page limitation for Volume III - Price Proposal?

A9.No

Q10. Are there any restrictions on 8(a) JV submitting their offer in response to this solicitation

A10.Not that we are aware of as long as you’ve received proper approval from SBA.

Q11. Is the incumbent contract for this H98210-12-C-0010 held by GTW Consultants

A11. See A1

Q12. Is the incumbent contract for this H98210-12-C-0010 held by GTW Consultants

A12. See A1

Q13A. The RFP requires that an offeror provide a number of cleared (Secret and Top Secret) employees, however it is silent as to whether or not the offeror is to have a facility clearance at time of proposal or whether or not DHRA will sponsor an offeror for said clearance. Thus, is a facility clearance required at time of proposal or will a DHRA sponsor the successful offeror after contract award?

A13A. A facility clearance is required at time of proposal.

Q13B. How many FTEs are currently on the contract?

A13B. 29.

Q14. Do you anticipate more, less or the same #of FTEs for this requirement?

A14. The offeror should propose the number of FTEs based on the PWS requirements.

Q15. If this work is a follow-on contract, will you please provide the name of the incumbent contractor and the associated contract number?

A15. GTW & Associates, H98210-12-C-0010

Q16A. Would the government advise whether a facility clearance is required, or no?. If there is, should there be a DD254 attached to the solicitation? Is the Facility Clearance (FCL) required prior to award?

A16. See A13

Q16B. Would the government advise whether a facility clearance is required, or no?. If there is, should there be a DD254 attached to the solicitation? Is the Facility Clearance (FCL) required prior to award?

A16B. See A13

Q17. If this is an incumbent contract, would the government please provide the current level of effort for this requirement and the tenure information for the incumbent employees?

A17. See 13B

Q18. Doesn’t appear to show the job descriptions and titles

A18. N/A

Q19. Pursuant to Solicitation No.: H98210-15-R-0016 for Administrative Support Services, the RFP references certain functions require Contractor personnel to hold a Secret and/or Top Secret clearance. Must the Contractor (Agency) also hold a Secret or Top Secret clearance?

A19. See A13

Q20. I wanted to bring to your attention that the support requirement for this maintenance has a period of performance from 5/2/15 – 5/1/16. I can have the date co-termed to an end date of 5/5/16 if you would like?

A20. The government doesn’t understand the question

Q21A. Is the prime 8(a) company required to have a Top Secret Clearance or can the prime have a Secret Clearance and their Subcontractor have a Top Secret for the work requirements needing a Top Secret clearance.

A21A. It can be either as long as the requirement is being met.

Q21B. How many employees are working in each location (i.e., CA, PA and VA).

A21B. See A21 the offeror should propose the number of FTEs based on the PWS requirements.

Q22. Please identify the labor categories for each location?

A22. The vendor should propose the labor mix based on the requirements.

Q23. Can the incumbent pursue or bid this effort as an 8(a) within the same or required NAICS Code?

A23. Awardee must meet SBA eligibility requirements prior to award.

Q24. How long has the incumbent held the contract?

A24. 3 years

Q25. We did not see DD 254 form for this solicitation.

A25. See A13

Q26. If our response is sent electronically, how many copies of each volume are required?

A26.See A8.

Q27. The deliverables Section 5.0 indicates that the “Draft Quality Control Plan” is due 90 days after contract award date. But, in the Section 3.B.iii, the “Draft Quality Control Plan” is required to be sent with the proposal. Please clarify.

A27. Section 5.0 has been removed from the PWS, submit in accordance with Section 3.B.iii

Q28. Will we be able to use our Sub-Contractors Past Performance?

A28. No.

Q29. Is the incumbent eligible to submit a proposal for this solicitation?

A29. See A23.

Q30. Can you provide a listing of labor categories and LOEs for this solicitation?

A30. See A22.

Q31. Can you provide a listing of labor categories and LOEs used in the previous solicitation?

A31. No.

Q32. Can you provide a minimum staffing requirement?

A32. See A23.

Q33. Can you provide minimum qualifications by position?

A33. See A23.

Q34. Can you provide a GS-equivalency of the personnel that have performed these services?

A34. See A23.

Q35. Are any positions in this requirement potentially subject to Service Contract Act (SCA) and wage determinations?

A35.YES, see attached wage determination.

Q36. If so, please provided the appropriate wage determination schedule to be used?

A36.See A35

Q37. Can it be assumed that the following FTEs are expected:

a. Seaside, CA: 10 FTEs

b. Alexandria, VA: 10 FTEs

c. Boyers, PA: 9 FTEs

A37. See A14.

Q38. Do the draft QCP and draft PMP count against the 35 page limitation?

A38. Yes

Q39. Should weekly status reports be submitted for each location or should all locations be consolidated into one report?

A39. Consolidated into 1 report

Q40. Can the Government provide the details about the incumbent vendor in terms of name, value of the existing contract, number of FTEs at each location (Seaside, CA, Alexandria, VA, Boyers, PA)?

A40. See answer 1, Base plus 2 options Total amount $9,359,347.80

Q41. Can Government provide when the period of performance of the existing contractor will expire?

A41. April 30

Q42. Can the Government explain the reasons for extending the original period of performance of the contract (originally supposed to expire in September, 2014)?

A42. N/A

Q43. Can the Government provide clarification, if the existing contractor was competed or 8(a) sole-sourced?

A43. 8 (a) Direct

Q44. Can Government provide more information on the existing tools that are used for web site design and layout, content management, etc?

A44. SharePoint and SharePoint designer

Q45. Can the Government clarify the usage of “Access”? Are there existing applications that are developed using MS Access? If yes, please provide details

A45. MS Access is part of the MS Office suite. Knowledge of the MS Office suite is a PWS requirement. No MS Access applications associated with this requirement.

Q46. On Page11, Section 4.2.7 (Share Point Content Manager), Can the Government provide the number of users who use DMDC SharePoint Site? Also, can you provide the hours of support? In addition, how many sub-sites are currently exist?

A46. All DMDC personnel approximately 1200 users have access to SharePoint. Hours of support are core business hours listed in the PWS of 7-5.

Q47. On Page 11, Section 4.2.10 (Process Development), Can the Government provide additional information on “Develop office automation solutions”? What existing office automation solutions government is considering? Please clarify

A47. The vendor is required to use MS office applications to develop templates for correspondence and to document organizational processes.

Q48. On Page 12, Section 4.4.2 (Reservations), Can the Government clarify what system is used to reserve VTC conference rooms?

A48 MS Outlook calendar

Q49. On Page 15, Section 4.5.17 (Security Receptionist), Can the Government elaborate the core hours?

A49. See PWS 4.5.1, 7:30-4:00

Q50. On Page 15, Section 4.6.1 (Attend Meetings), Can the Government clarify the skill set of the personnel required at Boyers, PA location? Is the vendor expected to provide acquisition support services?

A50. See PWS section 4.5.1. The requirements are stated in the PWS. No acquisition support required other than entry of supply and services requests into the DMDC SharePoint I Need portal.

Q51. Can the Government clarify the period planned or anticipated for transition?

A51. See PWS paragraph 4.6.6.

Q52. On Page 17, Section 8.0 (GEF), the Government has specified that it will provide office spaces for 10 workstations in Seaside, CA and 10 workstations in Alexandria, VA, and 9 work stations at Boyers, PA? Does this implies that there are currently 29 FTEs supporting the contract? Please clarify

A52. See A13B

Q53. In additions to the Government providing 29 work stations, is some of the work is performed off-site by the incumbent vendor? Please provide more details on off-site work. Who is responsible for providing the hardware, software, etc for the staff working off-site?

A53. See A7

Q54. Can the Government provide the list of the existing or desired labor categories required to support this contract?

A54. No. The vendor should bid effort based upon PWS requirements.

Q55. On Page 51, under Section 2.0 (Evaluation Factors), Can the Government clarify or provide additional guidance on personnel qualifications, and facilities. Is there a key personnel requirement on this contract?

A55. No - The PWS states the duties, skillsets, performance locations, and security requirements of personnel.

Q56. Does the Government intend responses to be e-mailed and/or hard copy mail delivery? Please clarify

A56. See A8

Q57. How are the complete PPRQs to be submitted to the Government? Are they intended to be intended to be submitted by the vendor with the proposal submission? Please clarify as this will require some significant lead time.

A57. The PSO will request PPRQs from references provided.

Q58. Can the Government provide extension for the final submission of the proposal?

A58. Yes

Q59. Will a SECRET Facility Clearance be acceptable? If not, will DMDC sponsor the Top Secret Facility Clearance?

A59. See A13.

Q60. How many incumbent staff are currently providing support in each of the three locations? Please provide a breakdown by labor category if possible?

A60 – See A21

Q61. Are any resources covered under the Service Contract Act (SCA)? If yes, how many in which labor category and each location?

A61. See A 35

Q62. We assume that there will be 29 FTE based on the number of workstations, is this correct?

A62. See A22.

Q63. Can you give us the number of senior administrative support and the number of junior administrative support staff?

A63. See A22.

Q64. Are there currently three project managers at each site or just one project manager?

A64. No, there is one PM.

Q65. Is the project manager a full time position?

A65. See A22.

Q66. In section 4.2.2, it states that only one FTE is required to handle classified information for this function (handle document receipts, transmittal, storage, accountability and destruction of classified material); does this mean that there will be one FTE at each location to perform this function?

A66. Historically one FTE at each location (Seaside and Alexandria)

Q67A. Historically how much travel is involved for this contract? Is there a set dollar amount to include in the pricing proposal?

A67A. See revised PWS paragraph 7.1. Travel is not included with the price proposal.

Q67B. Who is the incumbent contractor, what is the contract number, and what is the annual contract amount?

A67B. See A1.

Q68. Reference: 4.3.1, page 11 It states “provide coverage from 7am – 5pm.” Please clarify if this is continuous coverage for 10 hours. Are work days Monday thru Friday for this reference as well as 4.1.1, page 9; 4.1.2, page 10; 4.2.1, page 10, and other reference points in PWS which refer to coverage times only?

3) Reference: 4.4, page 12

Same questions as # 2 above: “Provide coverage from 7am – 5pm.” Please clarify if this is continuous coverage for 10 hours. Are work days Monday thru Friday?

A68. Yes continuous coverage Monday – Friday

Q69. Reference: 4.5.1, page 14, are work days Monday thru Friday?

A69. See A68

Q70. Reference: 4.6.2, page 16

It states “Project Manager onsite…” - is a Project Manager required for each of the 3 sites?

A70. No. See revised PWS paragraph 4.6.2.

Q71. Reference: 8.0 Government Furnished Property/Equipment, page 17

The PWS states government will provide office space for 10 workstations in Seaside, CA., 10 workstations at Alexandria, VA. and 9 workstations at Boyers, PA. Are these workstations to be manned full-time?

A71. See A22.

Q72. Reference: 3. Proposal Submissions, page 22

It says Completed Reps and Certs are to be submitted as well as to fill-in of clauses which require offeror’s response. Does offeror need to complete and submit or will a statement affirming Reps and Certs are current in SAM suffice?

A72.A statement affirming certs & Reps are current in SAM will suffice.

Q73. Are all current positions in accordance with Department of Labor Wage Determinations? If so, please confirm the following are Wage Determinations to be used:

Fairfax County WD # 2005-2103 Revision 15 Dated 12/22/14

Monterey County WD # 2005-2049 Revision 18 Dated 12/22/14

Butler County WD # 2005-2451 Revision 18 Dated 12/22/14

A73.Yes see A5

Q74. In addition, please specify which occupation codes/position titles are to be utilized. This will ensure all bidders are proposing on the same standard/criteria.

A74. See A 35

Q75. Is a hard copy proposal required?

A75. Yes see A8

Q76. Lastly, will DMDC sponsor an 8a to meet the security requirements?

A76. No, See A13

Q77. For Volume II, the PPRQs do not count against the page limit, but it's not clear whether that also applies to draft copies of the Quality Control Plan (QCP) and the Project Management Plan (PMP).

A77. See A38

Q78. For Volume II, a draft copy of the QCP is requested as part of this proposal, however it is also a deliverable that is due 90 days after award. Please confirm the draft QCP should be included with proposal in Volume II.

A78. See A27.

Q79. In section 8.0 of RFP, it's mentioned "Government will provide office space for 10 workstations in Seaside, CA and 10 workstations at Alexandria, VA and 9 work stations at Boyers, PA for the requirements stated in this PWS". Does that mean this RFP is seeking 29 FTEs?

A79. See A22.

Q80. This was released as an RFP last summer, prior to the contract ending. Is there a reason it was cancelled?

A80. Not relevant.

Q81. For planning purposes, can the government provide a list of labor categories currently working on the contract including hourly rates?

A81. See A22.

Q82. Will the Government provide the specific locations for each labor category that will be working at each Government site?

A82. See A22.

Q83. Does this contract require DCAA complaint accounting?

A83. No

Q84. Would the Government please provide historical FTE levels by Position Title for the incumbent contractor related to the SOW?

A84. See A22

Q85. Instructions for Proposal Submission indicate that the Government will also accept electronic submissions which are to be emailed to the Contract Specialist, yet the following detailed instructions only references hard copy submittals and the number of volumes. Are we to submit both electronic and hard copy submittals or only hard copy?

A85. See A8

Q86. Would the Government please provide the historical workload data, historical number of workstations and historical number of personnel supporting Sections 4.1, 4.2, 4.3, 4.4 and 4.5, to include applicable sub-sections for DMDC offices in Seaside, CA, Alexandria, VA and Boyers, PA?

A86. See A22

Q87. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.3.3?

A87. Two

Q88. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.1.1 in Alexandria, VA?

A89. One

Q90. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.1.1 in Seaside, CA?

A90. One

Q91. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.2.2 in Alexandria, VA?

A91. One

Q92. Is a Secret level clearance required in support of Section 4.2.2 in Seaside, CA?

A92. Yes

Q93. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.2.2 in Seaside, CA?

A93. One

Q94. Would the Government please provide the historical number of Top Secret level clearance personnel supporting paragraph 4.5 in Boyers, PA?

A94 Personnel don’t have to have a TS clearance but must be adjudicated to the TS level. There are currently 7 personnel currently.

Q95. Would the Government please provide the historical number of Secret level clearance personnel supporting paragraph 4.3.2 in Seaside, CA?

A95. One

Q96. Is the Project Manager a billable CLIN?

A96. This is up to the offeror, but this is a firm fixed price contract.

Q97. Is the Project Manager a Full Time Equivalent (FTE) onsite position?

A97. Not necessarily

Q98. For vendors submitting an electronic bid response, how shall one original and three hard copies proposals be submitted (marked)?

A98. See A8

Q99. Will personnel providing telephone reception support need workstation access (paragraph 4.3.1)?

A99. Yes

Q100. Will personnel providing mailroom support need workstation access (paragraph 4.3.2)?

A100. Yes

Q101. Want to confirm the number of employees required for each site; In the RFP, Section 8.0 “Government Furnished Property/Equipment” it states that the Government will provide office space for 10 workstations in Seaside, CA, 10 workstations in Alexandria, VA and 9 Workstations in Boyers, PA. Does this mean that there are those respective number of employees under the contract at each site (29 in all)?

A101. See A-13B and 14

Q102. Is one of the employees at each of the sites a Project Manager? Is that person responsible for both Project Management duties as well as some of the other listed tasks?

A102. No, See A22.

Q103. Would the current employees under the contract remain in place for the new contract recipient? I’m assuming that the Contractor would change but the current staffing would remain in tact. Please confirm.

A103. The government does not get involved with the hiring practices of the offeror.

Q104. Finally, what are the titles for the contracted employees working under the current contract?

A104. See A22

WAGE DETERMINATION INFORMATION

District of Columbia, Maryland, Virginia http://www.wdol.gov/wdol/scafiles/std/05-2104.txt?v=17

California Counties of Monterey http://www.wdol.gov/wdol/scafiles/std/05-2050.txt?v=19 Ohio, Pennsylvania http://www.wdol.gov/wdol/scafiles/std/05-2452.txt?v=19

The following have been modified:

PERFORMANCE WORK STATEMENT

Defense Manpower Data Center Administrative Support Services

1.0. INTRODUCTION

The Defense Manpower Data Center (DMDC) requires administrative support services to ensure DMDC operational effectiveness.

2.0. BACKGROUND

DMDC is a geographically dispersed organization that operates major programs that affect individual members of the Department of Defense (DoD), as well as other Federal Departments and Agencies. These programs support active duty, reserve, and retired military members and their families and civilian employees of the DoD. These programs include verifying military entitlements and benefits; managing the DoD ID card issuance program; providing identity management for the DoD; helping identify fraud and waste in DoD pay and benefit systems; personnel and property identification, authentication, and access control systems; personnel evacuation support systems; conducting personnel surveys; and assisting military members and their spouses with relocations, quality of life issues and post-service job searches. The Office of the DMDC Director is located in Alexandria, VA and the office of the DMDC Deputy Director is located in Seaside, CA.

3.0.

SCOPE

The Contractor shall provide all personnel, management and materials necessary to provide administrative support services at DMDC offices/facilities located in Seaside, CA; Boyers, PA; and Alexandria, VA.

4.0.

REQUIREMENTS The Contractor Shall:

4.1. Provide General Administrative Support to DMDC offices in Seaside, CA and Alexandria, VA

4.1.1. Seaside and Alexandria: Provide DMDC Director, Deputy Director, and Principal Deputy Director Support 8:00 a.m. – 5:00 p.m. local time. Typical tasks include: scheduling meetings; formatting and preparing/drafting correspondence per DoD standards including coordination, transmittal, receipt, and storage; taking messages; assisting with visitors; coordinating the receipt and delivery of meeting read-ahead materials; attending meetings as required to take meeting notes and produce minutes/summary of Action Items from the meetings; posting information to DMDC’s SharePoint site on behalf of the Director, Deputy, or PDDs.

4.1.2. Alexandria VA: Provide DMDC Reception Support. Provide coverage 7:00 a.m. – 5:00 p.m. local time. Typical tasks include: meeting coordination to include scheduling, visitor parking, hotel desk scheduling for non-resident staff, coordinating and preparing agendas and read-ahead materials, drafting briefing slides, preparing minutes, action item management, electronic documentation control, telephone reception support, maintaining sign-in log for visitors, and handling FedEx, UPS, and DHL shipments and deliveries.

4.1.3. Seaside, CA and Alexandria, VA: Provide other administrative support, to include: Track, monitor and report status of training requests in coordination with the Enterprise Business Management team, record meetings and/or take minutes, provide meeting minutes to designated recipients.

4.1.4. Seaside, CA and Alexandria, VA: Provide graphics support to DMDC government employees to include presentations, organization line diagrams/org charts, web site layout, and general content design support.

4.1.5. Track and report incoming and departing contractor personnel using the DMDC Employee Action Form (EAF). DMDC EAF is an electronic form that is generated through a Sharepoint web-based system used to track and report incoming and outgoing contractor personnel to include division assignment, facilities (desk assignment)/computer & telephone support and general office supplies. DMDC e-Administration (Administrative Instructions) shall be provided for processing EAFs.

4.2. Provide DMDC Correspondence Management Support (Seaside, CA and Alexandria, VA)

4.2.1. Provide coverage 7:00 a.m.-5:00 p.m. local time. Typical tasks include: record meetings and/or take minutes, provide meeting minutes to participants and other stakeholders, as required for division-level meeting or above, coordinating and preparing agendas and read-ahead materials for briefings and meeting requirements, drafting briefing slides, coordinating briefing/meeting requirements to include conference room scheduling, visitor parking, and office space scheduling for non-resident staff to include visitors and teleworkers. Handle document receipt, transmittal, storage, and disposition of correspondence.

4.2.2. Handle document receipt, transmittal, storage, accountability and destruction of classified material (Secret). Historically only one FTE is required to handle classified information for this function.

4.2.3. Provide support in drafting, formatting and performing quality assurance reviews of high level documents for Director DMDC in the DOD approved correspondence format.

4.2.4. Draft, update and coordinate Administrative Instructions and Award templates and write-ups for government review and approval. Use SharePoint to store and coordinate documents.

4.2.5. Manage administrative documentation and training course content on DMDC shared drives to enable full government access and backup. Administrative content will include all forms of written material, correspondence, messages, notes, spreadsheets, slides, and other media. Presentation and/or course content is expected to contain at a minimum, briefing slides and scripted material. Content may be distributed to DMDC or other DHRA component staff through one or more of the following: provisioned access to the general DMDC SharePoint site or topic-specific site, the Leadership Development Program (LDP), the Unlimited Dimensions Seminar Series (UDSS), job rotations, town hall meetings, brown-bag seminars, online forums, or distance learning hosted through the Talent Management SharePoint Site.

4.2.6. Provide the Government with a detailed project management plan. The plan shall include a breakdown of tasks, how the tasks will be staffed, any dependencies, and a mitigation strategy for achieving requirements within the desired timeframe.

4.2.7. Support SharePoint Content Manager. Support SharePoint Content Manager, by creating, editing, or deleting pages using the government-provided SharePoint template; creating, editing, or deleting banners, titles, text boxes, web parts, lists, folders, libraries, documents, announcements, surveys and calendars. Provide troubleshooting as needed to ensure employees have working access to all sections and associated programs and service content on the DMDC SharePoint Site. Provide recommendations for improvements to the site, within the parameters of security requirements and the government-provided SharePoint template.

4.2.8. Contractor Personnel shall be skilled in the use of Microsoft Office Suite (2003 and 2010) to include Access, Project and SharePoint 2010-13 and have a demonstrated ability to research authoritative data sources using the world wide web (www).

4.2.9. Shall become familiar and adhere to DMDC Administrative instructions as required

4.2.10. Process Development: Develop office automation solutions for government review and approval

4.3. DMDC Seaside location (Pacific Time)

4.3.1. Provide Telephone Reception Support coverage at two separate switchboards (5th floor and 7th floor) 7:00 a.m. - 5:00 p.m. Working knowledge of busy, multi-line switchboard-style telephone is required.

4.3.2. Provide mailroom support 8:00 a.m. - 5:00 p.m. Receive and sort incoming mail. Assist with delivering mail to divisions as necessary. Prepare outgoing shipments for commercial and government carriers, i.e. FedEx, UPS, and DHL. Keep a log of all commercial shipments.

4.3.3. Provide Security Administration Support 6:00 a.m. - 7:00 p.m. Enter new records and assist in maintaining the DMDC Employee Database. Issue and control visitor badges. Maintain key assignments for occupants of the DoD Center and regulate building access privileges. Report monthly on actions that were performed by week (e.g., number of incident reports, summary of incidents, etc.).

4.3.3.1. Issue official DOD Identification Cards IAW DoD Directive 5200.2-R Personnel Security Program and DoD Directive 5200.08-R, DoD Physical Security Program. This function includes supporting the government personnel tasked with implementing the physical security plan for the DoD Center-Monterey Bay and serving as the Verifying Official/Local Registration Authority (VO/LRA).

4.3.3.2. Issue visitor and Defense Biometric Identification (DBIDS) cards as necessary. Provide Physical Access to individuals by entering their Identification Cards into the Physical Access Control System.

4.3.4. Assist with Support of Personnel (Human Resources) efforts.

4.3.5. Assist with Performance Management tasks such as appraisal form data pre-population, tracking status of appraisals, reviewing and reporting on status by division or PDD, management of the Performance Management site on SharePoint.

4.3.6. Assist with drafting Position Descriptions (PDs) for government review and approval. Update and coordinate a weekly vacancy report for dissemination to DMDC leadership.

4.3.7. Assist with tracking and reporting statistics on on-board employees and those in a hiring status; produce a monthly report showing personnel assigned, by grade and series, as well as showing vacant positions and their status.

4.3.8. Compile and produce Weekly Activity Report for publication on SharePoint and dissemination to Senior DMDC Staff.

4.4. Support for DMDC Conference Center (Seaside, CA and Alexandria, VA)

4.4.1. Provide coverage 7:00 a.m. - 5:00 p.m. Periodically, these hours of operation may be extended to meet the requirements of a specific conference or Video Teleconference (VTC).

4.4.2. Schedule reservations for the four VTC conference rooms in Seaside and two VTC conference rooms in Alexandria.

4.4.3. Log daily functions, i.e. boot up and test video technical equipment every morning before the start of the business day as required; power the systems down at the end of the day. Secure cabinets and rooms prior to departure each day and when the conference center facility is unstaffed.

4.4.4. Assist customers with operating VTC equipment using DMDC Administrative Instructions. When a solution cannot be found the DMDC Helpdesk shall be contacted for support.

4.4.5. Assist and perform AMX Touch Panel navigation and application menus; maintain a general understanding of the product or service.

4.4.6. Escalate any technical issues regarding the equipment to the DMDC IT operations helpdesk to create a ticket according to the existing administrative instructions.

4.4.7. Ensure Polycom phones are plugged in and assist users in setup if requested. Ensure that all manuals and POC lists are updated with the most current versions in the conference rooms.

4.4.8. Update the Wired Privacy 2 (WP2) Key on laptops available for use through the Conference Facility Center as required. Escalation to IT Operations Helpdesk should occur once any malfunction is confirmed to be a technical/system failure.

4.4.9. Coordinate conference calls to include Meet-me-line (MML) set up for DMDC Alexandria, VA office; facilitate online and in-person conference scheduling and back up for DMDC Seaside, CA Meet-me-line (MML) set up.

4.4.10. Update the automated listing of conference room meetings at the close of each day for the next business day so that room assignments are visible to users as they enter the Conference Center.

4.4.11. Provide administrative support for the delivery of materials to be presented to the DMDC employees in a variety of settings including formal classroom instruction, brown-bag seminars, discussion groups, e-learning/interactive web-based training, focus groups, surveys, and using electronic media including Video Teleconferencing (VTC), Defense Connect Online (DCO), and conference calls. Administrative support includes but is not limited to duplication and staging of printed materials, staging and of material to be presented using electronic audio-visual means, accounting for participants, preparation of class completion documents and certificates, dissemination/distribution of material in advance of or following the completion of scheduled instructional sessions.

4.4.12. Provide meeting coordination for Conference Center and DMDC sponsored group events, including training and development events (e.g., formal classroom instruction, guest-speaker presentations historically known as “brown bags,” etc.), and Talent Management briefings for leadership and customers. Historically, such activities have included communicating with employees at all levels of the organization before, during, and after meetings; scheduling of speakers; writing meeting requests for participants; booking of rooms and Meet-Me-Lines; real-time updating of the calendars supporting DMDC organizations, the enterprise-level Master Calendar; printing, collating, and laying out materials; completing room setup 15 minutes prior to meetings; taking notes during and/or recording meetings; posting of materials to SharePoint Site(s) before, during, and after meetings; rescheduling and updating of meeting logistics as needed to meet changing mission requirements.

4.4.13. Oversee and update the automated calendar for conference rooms for all DMDC offices. DMDC Seaside, CA office is primary point of contact for additional scheduling. Automatic posting should also be visible on a live LCD screen in the conference area.

4.4.14. Configure the meeting rooms to support customer’s requirements. This may require moving tables, chairs and opening doors between the different VTC and Conference Rooms so configuration meets the scheduled meeting requirements. Maintain an orderly appearance of the conference facility, including staff work space.

4.5. DMDC Iron Mountain Facility, Boyers, PA location (Eastern Time)

4.5.1. Perform Document Control Technician services 7:30 a.m. – 4:00 p.m.

4.5.2. Provide the support required to meet the operational objectives of the DMDC improved Investigative Records Repository (iIRR). Personnel shall have the technical and administrative skills necessary to access and interpret the clearance and investigative data contained in DMDC Systems including iIRR, Defense Central Index of Investigations (DCII), and Joint Personnel Adjudication System/Joint Clearance and Access Verification System (JPAS/JCAVS).

4.5.3. Address all aspects of document and file control and access. Be responsible for record transmittal, storage, digitization, accountability, classification, microfiche filing, and destruction when beyond retention for the Personnel Security/Assurance program and for DMDC East documentation also stored at Iron Mountain.

4.5.4. Maintain logs and journals as required to comply with prevailing Defense and Intelligence Community directives and provide counsel and training to new employees on document control issues.

4.5.5. Process approximately 95 For Official Use Only and classified iIRR files requests per day and respond to those requests within five working days via the DMDC Data Request System (DRS).

4.5.6. After accessing the iIRR application, generate the investigation record packages in a PDF format, redact files as required, and upload to DRS for customer retrieval. The record package could be either an e-file that is uploaded to the customer to retrieve; or iIRR file info from microfiche or hard copy documents that is scanned, redacted to remove Personal Identification Information on other individuals and 3rd agency records and transmitted to customers.

4.5.7. Assist DMDC in ensuring that all iIRR file requesters have suitable access to handle critical sensitive data through Top Secret.

4.5.8. Assist in iIRR Classified and Controlled Files management.

4.5.9. Assist with the organization of the classified iIRR (CiIRR) controlled and classified files, as well as files of DSS personnel files, both paper and microfiche.

4.5.10. Maintain all controlled and classified CiIRR files, inventory, and activity logs; generate and identify CiIRR requests for action; pull and print CiIRR microfiche; photocopy controlled and classified paper files; correctly package and ship the hard copy CiIRR files; and re-file CiIRR microfiche and paper files; perform direct support for DMDC Boyers daily office operations and administration; Process approximately three CiIRR files requests per day and respond to the requesters within five working days.

4.5.11. Assist in processing Freedom of Information Act/Privacy Act requests, routine use requests received from other Defense Department Components, Federal agencies, and State or local law enforcement entities.

4.5.12.

Organize sensitive requests for data for release.

4.5.13.

Retrieve iIRR investigative data, records, and related materials in response to requests for information.

4.5.14.

Screen data, ensure proper accountability, and cite appropriate exemptions to Government staff.

4.5.15.

Refer requests for information to the appropriate agency.

4.5.16.

Process approximately 640 unclassified and classified iIRR file requests per day and respond to all requesters including Office of Personnel Management and other Federal Agencies within five working days.

4.5.17. Perform security receptionist duties during core working hours

4.5.18. Provide escorts for all DMDC Boyers’ visitors

4.6. Attend Meetings

4.6.1. Participate in a Post-Award Meeting. This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the Post-Award Conference.

4.6.2. Project Manager onsite shall attend quarterly Senior Management Review (SMR) meetings at 4800 Mark Center Drive, Alexandria VA to review contract performance and discuss issues. These meetings are generally scheduled the last week of the month of the quarter and cover performance for the previous month. SMR format shall be provided by the government.

4.6.3. Three days prior to each meeting, provide an advance written SMR summary to the COR in accordance with the format specified by the government.

4.6.4. Submit quarterly SMR meeting minutes to the COR.

4.6.5. Provide a Weekly Status Report due to the COR using a DMDC provided format that includes weekly tasks performed (format provided at paragraph 12.0. additional documents).

4.6.6. Provide transition of contract services.

The contractor shall provide a plan for transition in services to ensure minimum disruption to vital Government business. This plan shall address how the Contractor will work with the incumbent and Government personnel to ensure that there will be no service degradation during and after the transition-in period (initial ten day period after date of contract award) and during the transition-out period (ten day period prior to date of contract expiration). The contractor (if other than the incumbent) shall assume responsibility for all contract services on the final day of the transition–in period.

5.0.

DELIVERABLES

6.0.

CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Manpower Data Center/DMDC via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

7.0. CONTRACTOR PERSONNEL

Shall be skilled in the use of Microsoft Office Suite (2003 and 2010) to include; Word, Excel, Powerpoint, Access, Project, SharePoint and adhere to DMDC Administrative Instructions as required (see 12.0. Applicable Documents).

7.1. CONTRACTOR TRAVEL

Contractor travel shall be authorized upon approval by the COR when travel is determined to be in the best interest of the government to support DMDC’s mission.

Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

8.0. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

Government will provide office space for 10 workstations in Seaside, CA and 10 workstations at Alexandria, VA and 9 work stations at Boyers, PA for the requirements stated in this PWS.

9.0. SECURITY

9.1. Security Administration Support at Seaside, CA. This function requires a Secret level clearance for tasks outlined in paragraph 4.3.3. Contractor personnel fulfilling this role must pass and keep current the VO/LRA certification by completing a DMDC web-based training course annually.

9.2. Alexandria, VA & Seaside, CA: DMDC Director and Deputy Director support coverage requires a Secret level clearance for tasks outlined in paragraph 4.1.1.

9.3. Administrative Support at Alexandria, VA. A Secret clearance is required for tasks outlined in paragraph 4.2.2.

9.4. All contractor personnel performing at Boyers, PA, require a fully adjudicated to the Top Secret level clearance for tasks outlined in paragraph 4.5.

9.5. Mailroom support for Seaside, CA, requires a Secret level clearance outlined in paragraph 4.3.2.

9.6. Perform offsite work with Personally Identifiable Information (PII) only on systems that meet Department of Defense Information Assurance Certification and Accreditation Process (DIACAP)/DoD Risks Management Framework (RMF) requirements and will be updated on an on-going basis to continue to meet DIACAP/(RMF) requirements. Systems must have and maintain an Authority to Operate (ATO) or if acceptable to the government, an Interim Authority to Operate (IATO).

9.6.1. Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall comply with DoD Directive 8500.1 Cybersecurity, DoD 6025.18-R DoD Health Information Privacy Regulation, DoD 5200.2-R Personnel Security Program, and Homeland Security Presidential Directive (HSPD) 12. Contractors handling Personally Identifiable Information must comply with the Privacy Act (5 U.S.C. 552a) and the Department of Defense Privacy Program (DoD 5400.11-R).”

9.6.2. Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data.

9.6.3. Contractor systems and information networks that receive, transmit, store, or process nonpublic government data must be accredited according to DoD I 8510.01 Risk Management framework (RMF) and comply with annual Federal Information Security Management Act (FISMA) security control testing. All systems subject to DIACAP/(RMF) must present evidence of Certification and Accreditation (C&A) testing in the form System Identification Profile (SIP), DIACAP Implementation Plan (DIP), DIACAP/(RMF) Scorecard and Plan of Action and Milestones (POA&M). Evidence of FISMA compliance must be presented in the form of a POA&M. The Contractor will be responsible for the cost of IA C&A and FISMA testing required for any Contractor owned and operated network, facility and/or application processing DoD information.

9.6.4. Contractor personnel with access to or responsibility for nonpublic Government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) for DMDC and must:

9.6.5. Be CAC or PIV ready prior to reporting for work. At minimum all Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), two forms of identity proofed identification (I-9 document), and submit a National Agency Check and Law Credit (NACLAC) vetting package for processing.

9.6.6. Be citizens of the United States.

9.7.7. If at any time, any Contractor person requiring a CAC is unable to obtain/maintain an adjudicated NACLAC, the Contractor shall immediately notify the DMDC Information Systems Security Group (DISSG) remove such person from work under this contract.

9.6.8. The Contractor shall report immediately to the DMDC CIO / Privacy Office and secondly to the COR discovery of any Privacy breach.

10.0.

QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract. Contractor shall provide a draft QCP to the COR within the first 90 days of the contract and the final shall be delivered within 120 days of the contract award.

11.0.

QUALITY ASSURANCE

11.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

11.1.2. Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

11.1.3. Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include DMDC and DHRA) regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

11.2. Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor’s corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

12.0. APPLICABLE DOCUMENTS

DoD Directive 5200.2-R Personnel Security Program;

http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf

DoD Directive 5200.08-R, DoD Physical Security Program;

http://www.dtic.mil/whs/directives/corres/pdf/520008_2005_ch2.pdf

DoD Directive 5400.11 DoD Privacy Program;

http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf

Homeland Security Presidential Directive (HSPD)12 http://www.dhs.gov/homeland-security-presidential-directive-12

DoD 5110.4-M- DoD Manual for Written Correspondence http://www.dtic.mil/whs/directives/corres/pdf/511004m_v1.pdf

DoDI 8500.01, Cybersecurity http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf

DoD 1400.25. Civilian Personnel Management System http://www.dtic.mil/whs/directives/corres/pdf/140025m.pdf

DMDC VTC support (basic setup and duties) http://teamsites.ds.dhra.osd.mil/teams/sts/Systems%20Document%20Library/VTC%20Support%20and%20Maintenance_Conference%20Center.pdf

13.0 Appendices

(A) Draft DD FORM 254, Security Classification Specification

(End of Summary of Changes)