Attachment_1_Admin_Srvc_Basic_PWS_v3.pdf

Draft Version 3

Defense Threat Reduction Agency

PERFORMANCE WORK STATEMENT (PWS)

DTRA Agency-Wide Administrative Services Support

March 26, 2014

1 GENERAL INFORMATION

1.1 Background:

The mission of the Defense Threat Reduction Agency’s (DTRA or Agency) is to safeguard the

United States and its allies from global Weapons of Mass Destruction (WMD) threats by integrating, synchronizing, and providing expertise, technologies, and capabilities. This mission dictates a diverse set of customers and unique mission requirements. The requirements for the

Agency’s Directorate/Office are equally diverse and unique. DTRA Directorates require administrative support that includes clerical support, secretarial support, desktop publishing services, event coordination, etc.

2 SCOPE

The scope of work to be performed under this requirement is focused on high quality and timely responses to all DTRA administrative requirements, responding to daily tasks, suspenses, requests for information, timely handling of correspondence, filing and reporting and ensuring that all Directorate briefing/presentations are prepared in accordance with applicable Department of Defense (DoD) and DTRA policies, guidelines, and instructions.

3 REQUIREMENTS/TASKS

The following types of duties are not all inclusive, but are indicative of the types of requirements for administrative support services:

Clerical

Database management and data entry

Desktop Publishing and PowerPoint/Graphics

Event and Conference Planning and Support

Filing

Managing Storage and Final Disposal of Excess Unclassified and Classified Materials

Materiel Management (i.e., ordering and tracking office supplies)

Office Management

Preparing/reading correspondence

Reception

Records Management

Secretarial

Time and Attendance Records Maintenance

SharePoint Site Management

Training Class Management, Coordination and Tracking

Travel Coordination and Tracking

Web Content Administration

4 KNOWLEDGE AND SKILLS

Contractor personnel must have experience and expertise that demonstrates an in-depth knowledge and background in providing professional and administrative support services in a

DoD environment. The following knowledge and skills are not all inclusive, but are indicative of the requirements for contractor personnel:

4.1 Possess the “Personnel Qualifications” related to correspondence and editing of documents shown below.

4.1.1 Have excellent communication skills in English (verbal, written, and computer).

4.1.2 Have the ability to effectively plan, organize and execute assignments.

4.1.3 Have the ability to complete tasks in a timely manner and with minimal oversight.

4.1.4 Have extensive knowledge of technical editing and analysis techniques.

4.1.5 Have experience producing executive-level briefings and presentations.

4.1.6 Exhibit accepted customer service practices and professional acumen in response to daily tasks, suspense's, and requests for information.

4.2 Additionally, has the ability to perform the tasks related to correspondence and editing of documents shown below.

4.2.1. Use Microsoft Office 2010 productivity software (Word, Excel, Access, Powerpoint, and

Outlook) to prepare documents, listings, tables, briefings, and worksheets.

4.2.2. Assist in the writing/editing/maintenance of Operating Instructions (OIs) and Standard

Operating Procedures) as well as notices and instructions.

4.2.3. Review and finalize papers, research reports, correspondence, records and forms, ensuring accuracy, completeness, and confidence to agency policies and procedures.

4.2.4. Draft, review, edit correct and finalize all types of correspondence and documentation, to include letters, memorandum, presentations, studies, assessments, and reports for release or signature.

4.2.5. Provide distribution and maintain a transmittal tracking system for all correspondence.

4.2.6. Format edits to ensure that each briefing / presentation conforms to DoD and DTRA policy in presentations, content and legal requirements.

5 APPLICABLE INFORMATION FOR CONTRACTOR EMPLOYEES

5.1 Standards of Conduct

The contractor shall not employ any person whose employment could in any way result in a conflict of interest. The contractor must not employ persons for work on this contract if such employee is considered by government personnel to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The contractor must not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. The contractor must not employ any person who is an employee of the DTRA.

All personnel employed by the contractor, or any representatives of the contractor entering the

Government installation, shall comply with all regulations of host installation and DTRA facilities. The contractor shall be responsible for its employees’ competencies, conduct, and any required disciplinary actions. Removal of a contractor employee from the job site shall not relieve the contractor from its responsibilities to perform the tasks outlined in the PWS. No contractor employee will be permitted on host installation and DTRA facilities after a background check reveals that his/her presence would be detrimental to the security of the installation or to the accomplishment of the work prescribed. The Government reserves the right to request removal of any contractor employee from the job site whose presence will endanger persons or property; or, whose continued employment is inconsistent with the interests of

Government security. In such cases, the Contracting Officer (KO) will advise the contractor of the reason for requesting an employee's removal or withdrawing his/her authorization to enter the installation.

5.2 Non-Disclosure Statement

All contractor personnel shall sign a Non-Disclosure Statement.

5.3 Interaction with Others

5.3.1 Customer Interaction

The contractor personnel must exhibit accepted customer service practices and professional acumen in response to daily tasks, suspenses, and requests for information.

5.3.2 Interaction with Other DTRA Support Contractors

The DTRA customer workforce is a mixture of Government and contractor entities. Contractor personnel will normally interface directly with the Government. The contractor shall not direct other support contractors’ personnel.

Note: FAR 37.114 requires that contractor personnel attending meetings, answering phones, and working in other situations where their status is not obviously apparent to identify themselves as such to avoid creating the impression that they are Government employees.

The Contracting Officer’s Representative (COR) is the Government’s technical point of contact for all issues related to the contractor personnel’s performance. However, only a warranted KO can authorize any modifications, additions, or deletions to the terms and conditions of an awarded contract. The KO will issue a written modification for any changes or modification to the requirement or terms and conditions of the contract.

5.4 Training

DTRA will pay for any DTRA-specific training that is held on site at the DTRC. Contractor employees shall be required to attend DTRA provided computer network and, security and safety training. Contractor personnel must complete all required DTRA specific mandatory training provided by DTRA.

The contractor shall pay for all other training of its personnel. The contractor shall provide environmental, health, and safety training to ensure compliance with all Federal laws, state laws, local laws, and DoD regulations required to perform the PWS. Employees proposed by the contractor shall have all requisite training and experience necessary to perform.

6 GENERAL

6.1 Place of Performance

The majority of the work will be accomplished at the Defense Threat Reduction Agency

Headquarters, 8725 John J. Kingman Road, Ft. Belvoir, VA 22060.

Some contractor employees may be located at Eglin AFB, FL/Kirtland AFB, NM/Travis AFB, CA/Kleber Kaserne, Germany/West Point, NY and throughout the Washington, DC National

Capital Region (NCR).

The majority of the tasks for this project will be performed in the Defense Threat Reduction

Center (DTRC). Onsite Contractor personnel will perform services in both Government-furnished SCI (sensitive compartmented information) facilities (SCIF) workspace and unclassified facilities. Access will be provided for classified networks for the preparation and storage of SCI data and any SCI document annexes associated with the efforts described in this

PWS. The Government will provide office facilities, equipment, and materials for daily business use of staff called for under this task, to include standard office space, desk, chair, telephone, computer, access to printer, copier, fax, and requisite consumable materials.

6.2 Period of Performance

The period of performance will be one base year with four one-year options (60 months).

6.3 Support Hours

The contractor shall support the Program during the core Government hours. The contractor personnel will not provide support on the following holidays.

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

President’s Day Independence Day

Memorial Day Thanksgiving Day

Veteran’s Day Christmas Day

6.4 Contract Kick-off Meeting

The Contractor shall schedule and coordinate a kick-off meeting within ten (10) business days of contract award. The Contractor shall develop an agenda for the meeting and ensure that all identified participants are notified of the meeting in advance. At a minimum, kick-off attendees shall include key Contractor personnel and key DTRA personnel. At the kick-off meeting the

Contractor shall present its Program Management Plan.

Included in the Program Management Plan shall be the Contractor transition-in plan, transition-out plan, staffing plan, Task Order Management Integration Plan, Quality Control Plan, designation of key personnel and core Contract points of contact, detailed critical programmatic timelines, general Contract operating procedures, staff training policies, and any additional information deemed relevant by the Contractor.

The Government will provide a briefing on the Administrative Services Support requirement and answer questions regarding the PWS, Quality Assurance Surveillance Plan (QASP), and other questions relevant to the contract.

Upon completion of the kick-off meeting the Contractor shall develop and distribute technical minutes and action items.

6.5 Performance Evaluation Meetings

If and when requested, the contractor shall attend scheduled meetings with the COR to discuss issues dealing with, but not limited to personnel performance. A mutual effort will be made to resolve all issues identified. The written minutes of the meetings, prepared and signed by the

COR, will be submitted within two (2) working days after the meeting. A response will be provided to Contracting Officer and COR to notify them of the action taken to resolve the issues identified.

The Contracting Officer may require the contractor’s management to meet with the Contracting

Officer, Contract Specialist, and COR as necessary. The contractor may also request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any such meetings must be recorded in the contract file and signed by the Contracting

Officer. A copy of the minutes will be provided to the contractor within two (2) working days after the meeting.

7 SECURITY

The contractor is required to have a TOP SECRET facility clearance granted by the Defense

Security Service (DSS). All contractor personnel performing work on this contract shall be U.S.

citizens, and shall have been granted a minimum of a SECRET security clearance. A DoD security clearance may be required at the TOP SECRET level for a particular labor category under future task orders. The Contractor shall provide all forms and information, apply for clearances and shall be responsible for any expense incurred in obtaining security clearances for the contractor employees.

The contractor shall comply with all terms of the Security Agreement attached (DD Form 254), and the National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-M, and any revisions to that manual.

Before any Contractor employee performs work at DTRA, the Contractor shall verify and submit written proof of security clearance information (Visit Authorization Letter (VAL)) to the DTRA

Security and Counterintelligence Office. The VALs for collateral security clearance shall be provided by the Joint Personnel Adjudication System (JPAS), to SMO Code GQDD614, or when

JPAS isn’t available a typewritten containing the information specified in paragraphs 6-103, 6- 104 and 6-105 of the NISPOM.The term of the VAL shall be for the term of the contract. The

Contractor shall provide proof of U.S. citizenship for all contracted employees prior to entering the Host installations and DTRA facilities.

The contractor shall adhere to all DTRA In and Out Processing Policy and access control policies and procedures. Contractor personnel shall wear security identification badges at all times while in DTRA facilities as access cards and IDs are presented upon request at all entry control points. Lost or stolen IDs or badges shall be verbally reported immediately, and followed up in writing, within 24 hours of incident to the COR. The need to access DTRA facilities after hours or the need to access controlled areas shall be identified to the COR, who will arrange appropriate access approvals with Security.

8 TRAVEL

The contractor personnel may be required to travel on some task orders. If the task order allows for travel and has adequate funds obligated for travel and travel is required to perform the requirements of the Contract, the contractor can request authorization for travel from the COR.

The Contractor shall provide a detailed estimate of any desired travel in advance to the COR in writing via memorandum or email. All travel shall be in accordance with the Federal Travel

Regulation (FTR) and all travel shall be approved by the COR in writing via memorandum or e-mail prior to the contractor incurring any travel expenses and prior to any departure. Anticipated travel will be identified in each task order. The Contractor, in coordination with the Command or Agency staff, will make necessary arrangements for required visits.

9 QUALITY CONTROL

The Contractor shall propose a Quality Control (QC) procedure that provides for continual process and technology improvement as part of its proposal submission. The Contractor shall document how QC shall be utilized through the course of the contract to independently monitor the quality of the processes and products for completing this effort. The Contractor shall be responsible in developing, implementing and modifying the QC process to ensure that performance standards are met in accordance with commercial standards and requirements detailing the processes, procedures, and metrics for assuring quality. This includes describing within the QC the methods and procedures for the conduct and reporting of periodic and continuous internal audits and inspections necessary to verify compliance by the Contractor with all aspects of the contract, pending COR approval.

The contractor must provide a quality control plan for each task order to the contracting officer and COR for evaluation against the evaluation factors contained in the solicitation. The contractor must make any modifications required to the plan and obtain government approval before the issuance of the task order at issue.

9.1 The plan must include:

9.1.1 A description of the inspection system to cover all services listed on the Services

Delivery Summary (SDS). The description must include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections the title and organizational placement of the inspectors.

9.1.2 A description of the methods to be used for identifying and preventing defects in the quality of service performed.

9.1.3 A description of the records to be kept to document inspections and corrective or preventive actions taken.

9.1.4 The Performance Assessment Report (PAR) will be used to record corrective or preventive actions. The PAR is also used if corrective or preventive actions are required as described in the QASP.

10 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

A QASP will be provided for each task order. The Government will evaluate the contractor's performance under this contract. For those tasks listed in the QASP, the Government

Contracting Officer's Representative (COR) or evaluators will follow the methods of surveillance specified in the QASP (attached) and record all surveillance observations. When an observation indicates defective performance, the COR will follow the method defined in the QASP.

11 GOVERNMENT FURNISHED PROPERTY FOR CONTRACTOR USE OFFSITE

DTRA may provide Government equipment to the contractor for use offsite. The contractor shall comply with the contract clauses for accountability of Government Property in the possession of contractors. The Master Government Property List (MGPL) and Scheduled

Government Furnished Property (SGFP) shall be updated at the time any new equipment is issued to the contractor by the government. The contractor shall follow the instructions in the

CDRL regarding updating the MGPL and SGFP.

12 DELIVERABLES

Deliverables shall be in accordance with the attached DD Form 1423s, Contract Data

Requirements Lists (CDRLs). These CDRLs apply to all Task Orders. Additional Deliverables may be required for individual Task Orders.

13 SECTION 508

13.1 Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973

(29 U.S.C. 794d) are determined to be relevant to this acquisition.

13.2 Information, documentation, and support requirements from 36 CFR part 1194 Subpart D have been determined to apply to this acquisition

14 REFERENCES

The following guides, directives and standards are applicable to contractor performance under this contract: Additional documents may be identified on task orders.

14.1 DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM), and any revisions to that manual.

14.1.1 DoD 5220.22-M, section 5-705 and DoD 5200.l-R, Information Security Program, Chapter VI, Section 7 DESTRUCTION NOTICE - Follow the procedures for Classified

Documents.

14.2 DoD Manual 5110.4-M, Manual for Written Material - Used for DTRA Correspondence.

14.3 DoD Manual 7750.7-M, DoD Forms Management Program Procedures Manual.

14.4 Arms Export Control Act (Title 22, U.S.C. 2751 et seq.) or the Export Administration

Act of 1979, as amended, Title 50, U.S.C., App. 2401, et seq.

14.5 DoD Directive 5230.25, Withholding of Unclassified Technical Data From Public

Disclosure", November 6, 1984, with an Administrative Reissuance Incorporating Change 1, dated August 18, 1984. This Directive establishes policy, prescribes procedures, and assigns responsibilities for the dissemination and withholding of technical data.

14.6 FAR 37.114, Special acquisition requirements.

14.7 DTRA Correspondence Guide, http://dtra1/j0cs/DTRA%20Correspondence/default.aspx

14.8 DTRA Instruction 5015.2, Defense Threat Reduction Agency (DTRA) Records

Management Program, 4/11/2008.

15 SERVICES DELIVERY SUMMARY

The Services Delivery Summary (SDS)/Performance Surveillance Checklist (PSC) lists and defines the tasks that the PM, and or COR determine are most important to monitor and evaluate, the acceptable quality and frequency of inspections. Usually four to six tasks will be selected from the PWS. It is an attachment to the PWS and also to the QASP. The SDS/PSC form is used for recording the inspections. The same tasks that are listed on the SDS/PSC will be defined further in the QASP. A SDS/PSC will be attached to each task order.