25RE025_ATT1_PWS_081225.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

DODEA TRAVEL SUPPORT SERVICES

1. General Information and Scope of Work.

1.1 Agency. The Department of Defense Education Activity (DoDEA) serves the educational needs of dependents of military and civilian employees by providing PK-12 instruction to approximately 71,000 students in 162 brick-and-mortar schools. Student enrollment varies based primarily on the deployment of military troops worldwide. In the Americas, DoDEA operates 51 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 66 schools located in Germany, Italy, England, Netherlands, Belgium, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources, and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA's fully accredited Virtual High School has teaching hubs in each DoDEA region: US, Europe, and Pacific.

1.2 Background. The Department of Defense Education Activity (DoDEA) is seeking contractor support to assist with the administration and execution of Renewal Agreement Travel (RAT) and Educational Travel (ET) for its overseas (OCONUS) workforce. DoDEA currently supports approximately 6,000 employees stationed outside the continental United States, many of whom are eligible for government-funded travel entitlements for themselves and their dependents.

1.3 Scope of Work: The contractor shall provide the personnel, management, and materials necessary to provide technical, functional, and managerial expertise to support the Department of Defense Education Activity (DoDEA) Resource Management Division’s Travel Program.

Contractor personnel shall demonstrate:

• Proficiency in the Defense Travel System (DTS)

• Familiarity with the Joint Travel Regulations (JTR)

• Experience in government travel processing and customer service

• Strong organizational and communication skills

• Ability to collaborate effectively with DoDEA Financial Analysts and other key stakeholders

DoDEA requires Contractor Travel Support Services for the following components of the Travel Program:

• Renewal Agreement Travel (RAT) and Educational Travel (EDT) managed through DTS

• DTS Centrally Billed Account (CBA) Reconciliation

• Permanent Change of Station (PCS) processing

• Support functions related to the Defense Finance and Accounting Service (DFAS)

2. Requirement (Objectives).

2.1 Program Management (Objective 1). The objective of Project Management is to support the timely, accurate, and compliant execution of official travel activities in support of DoDEA’s educational mission. This includes planning, coordinating, and overseeing all travel-related activities and resources to ensure alignment with applicable federal travel regulations, DoD policies, and DoDEA goals. The contractor shall streamline travel processes, improve accountability, and improve travel experience by applying data-driven decision-making, risk management, and continuous process improvement. The contractor shall maintain and sustain the processing of travel requirements for DoDEA personnel located worldwide, including but not limited to Renewal Agreement Travel (RAT), Educational Travel (EDT), and Permanent Change of Station (PCS).

At a minimum, the contractor shall perform the following tasks in support of the objective:

2.1.1 (Task 1) Program Management Plan. The contractor shall develop and submit a comprehensive program management plan that outlines how the program will be managed and executed in support of DoDEA’s official travel requirements. At minimum, the program management plan shall include the following:

• Management structure o Key personnel, including the program manager and other contractor staff.

o The organizational structure and lines of authority to include roles and responsibilities.

• Task and Action Plan - The approach for executing and managing the program.

2.1.2 (Task 2) Key Personnel Support. The contractor shall provide qualified contract personnel to perform all the required travel processing functions, including but not limited to, the review and submission of travel authorizations and travel vouchers. At minimum, this shall include the following key personnel:

2.1.2.1 Travel Processors. The contractor shall provide full-time contract personnel to perform travel processing support for DoDEA’s official travel program. This includes handling travel related inquiries, processing travel authorizations and travel vouchers and ensuring compliance with applicable policies and regulations. The contractor personnel shall support customers via electronic systems, email, and other communication platforms as needed. The contractor personnel shall possess extensive knowledge of government travel regulations and procedures, including but not limited to the JTR/FTR rules and regulations and centrally billed accounts. Contractor personnel shall also have a working knowledge of federal accounting processes related to travel.

2.1.2.2 Liaison/Program Manager. The contractor shall provide a liaison/program manager responsible for overseeing the execution of the travel support program and serving as the primary point of contact between the contractor and the government. The contract personnel shall possess extensive knowledge of government travel requirements, including but not limited to the JTR/FTR rules and regulations and centrally billed accounts. The contractor personnel shall also have a working knowledge of federal accounting processes related to travel and demonstrate the ability to manage day-to-day operations, resolve escalated issues, and ensure compliance with applicable policies and procedures.

Performance Standards and Acceptable Quality Levels (Objective 1)

The following applies to Objective 1:

2.1.1 Performance Standard (PS1) - (Task 1) Program Management Plan. The contractor shall develop and submit a comprehensive program management plan that outlines how the program will be managed and executed in support of DoDEA’s official travel requirements.

Acceptable Quality Level (AQL 1) - 95% of tasks completed by the agreed upon completion data in accordance with applicable policies and procedures.

2.1.2 PS2 - Tasks will be completed in accordance with 2.1.2. AQL 2: 100% Compliance.

2.2 Travel Supporting Services (Objective 2)

2.2.1 (Task 1) Defense Travel System (DTS). The contractor shall provide support for the Defense Travel System (DTS) by working in direct coordination with DoDEA Financial Analysts to ensure timely and accurate processing of travel entitlements. This includes:

• Create, review, and process travel authorizations and vouchers.

• Book airline reservations in accordance with the Joint Travel Regulations (JTR) and DoD travel policies.

• Coordinate with travelers to ensure all documentation is complete and compliant with travel entitlements.

• Provide customer service and troubleshoot travel related issues for DoDEA personnel.

• Maintain audit ready records and documentation to support financial reconciliation.

• Process a minimum of 5,000 RAT authorizations and 1,000 EDT authorizations annually, ensuring accuracy, timeliness, and compliance with applicable regulations.

• Process over 5,000 settlement vouchers annually, maintaining accuracy, timeliness, and compliance with applicable regulations.

2.2.2 (Task 2) Centrally Billed Account (CBA). The contractor shall manage the reconciliation of two government travel charge cards through the CBA process. This includes:

• Matching over 10,000 annual transactions to the corresponding Travel Authorization

Number (TANUM) in the Defense Travel System (DTS).

• Reconcile each transaction against the DAI obligation report to ensure funds are correctly obligated and recorded.

• Identify and process necessary DTS amendments for approximately 5,000 transactions

(50% of total volume), addressing annually due to issues such as insufficient obligated funds or currency conversion discrepancies.

• Account for airfare costs charged in foreign currencies and address related reconciliation complexities.

2.2.3 (Task 3) Dormant Account Review – Quarterly (DAR-Q). The contractor shall support DAR- Q processes by:

• Reviewing and providing status updates on approximately over 3,000 travel records per quarter.

• Submit a consolidated report summarizing the status of all records reviewed.

• Utilizing the Travel Order Processing System (TOPS) to process Permanent Change of

Station travel records.

2.2.4. (Task 4) Permanent Change of Station (PCS). The contractor shall provide support for Permanent Change (PCS) transactions and related travel processes. At a minimum, the contractor shall:

• Review weekly PCS transactions reports and pre-validation funding lines.

• Monitor Syncada lines and manage the PCS related SF1081 suspense account.

• Research and documents overweight household goods (HHG) shipments.

• Prepare debt packages for excess HHG weight and submit to DFAS within 30 days of excess weight determination.

• Support special PCS related projects as needed.

• Provide weekly written status reports to the COR detailing progress, challenges, and resolutions.

• Participate in regular meetings with the COR via phone or in person for coordination and updates.

2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS). The contractor shall provide customer service support to DFAS Vendor Pay and to DoDEA for travel payment inquiries and issues resolution. Support shall include both continental U.S. (CONUS) and outside (OCONUS). At minimum, the contractor shall:

• Respond to inquiries from DFAS Vendor regarding payment processing issues.

• Assisting DoDEA employees and vendors in resolving travel-related payment concerns.

• Coordinating with DFAS to troubleshoot discrepancies and ensure timely payment processing.

Performance Standards and Acceptable Quality Levels (Objective 2)

The following applies to Objective 2:

2.2.1 – 2.2.5 PS - All tasks completed in accordance with 2.2.1- 2.2.5 and its subparts by the required completion date.

AQL - 100 % of tasks completed by required completion data in accordance with applicable policies and procedures. Deliverables will be provided in accordance with task requirements.

2.3 Phase-Out: The contractor shall provide for a smooth Transition-Out of the contract. The contractor shall submit a draft transition-out plan to the COR within five (5) business days of receiving notice of transition. The draft plan shall detail all tasks necessary for seamless transfer of contract responsibilities and shall be finalized based on feedback provided by the COR. The contractor personnel should gradually transition out as the new contractor transitions in. During the transition-out or phase out, the incumbent contractor shall ensure that the following are accomplished:

1) Review, evaluation, and transition of current support services and identification of key areas for transition.

2) Transition of historic and operational data to the incoming contractor system, ensuring continuity and integrity.

3) Transfer of hardware warranties, software licenses, and related documentation. (if applicable).

4) Transfer of all necessary business, technical, and process documentation.

5) Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches (if applicable).

6) Disposition of Contractor-purchased but Government-owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

7) Transfer of government furnished equipment (GFE) and government furnished information

(GFI), and GFE inventory management assistance.

8) Completion of applicable website system and database debriefing and personnel out-processing procedures to include turning in all government keys, ID/access cards, and security codes.

9) Delivery of copies of existing policies and procedures and delivery of the required metrics and statistics.

3 Constraints. The following are the constraints associated with this Performance Work Statement (PWS). Constraints shall be complied with entirely during the entire duration of the contract unless otherwise stated by the Government:

3.1 Place of Performance. The place of performance for all tasks will be performed at the contractor’s facility.

3.2 Work Schedule and Hours of Operations. The Government's primary operations are conducted Monday through Friday between the hours of 6:00 AM EST through 5:00 PM EST, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The eleven

(11) Federal holidays include New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day.

3.3 Disclosure and Avoidance of Inherently Governmental Functions. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Parts 2.101 and 7.503, and all applicable DoD policy. All contractor personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are government officials. All documents or reports produced by the contractor shall be marked as contractor work products or otherwise indicate that contractor participation is disclosed.

3.4 Coordination of Work. The contractor shall coordinate all work with the Government Representative via TEAMS. All work shall be performed during the hours as coordinated with the Government Representative.

3.5 Security Requirements. All contractor employees providing services under this PWS shall hold Automated Data Processing (ADP)/ Information Technology (IT) II Non-Critical Sensitive positions, in accordance with DoD 5200.2-R. A Facility clearance is required commensurate with the access level required in the PWS. For ADP/IT level II designations, a National Agency Check with Law and Credit (NACLC) is required. The facility Security Officer is responsible for the submission of any investigative documentation to meet contract requirements. The Defense Industrial Security Clearance Office (DISCO) located in Fort Meade, Maryland, processes requests for personnel security clearances for industry personnel under the National Industrial Security Program (NISP). Clearance applications are submitted to DISCO using an automated process. The online process requires the applicant to complete an SF86 (applicant's Questionnaire for National Security Positions). When DISCO receives the electronic application through the DoD Joint Personnel Adjudication System (JPAS), the need for the clearance is verified and the request is forwarded to the Office of Personnel Management (OPM), which conducts the appropriate personnel security investigation. When the investigation is complete, a report of the results is sent to the Defense Investigative Service Office (DISCO) for adjudication. All applicants for Personnel Security Clearances (PCL) are considered for an interim eligibility. An interim eligibility, when granted, is usually granted within five days after the clearance application is submitted to DISCO. An interim Secret eligibility will permit the individual to have access to most of the classified information needed to perform his or her duties or to hold a sensitive position. The interim eligibility is made concurrently with the initiation of the investigation and will generally remain in effect until an investigation is completed, at which time the applicant is considered for final eligibility. The decision to issue interim and permanent clearance eligibility is made by a DISCO adjudicator-a person trained in the process of reviewing and evaluating security clearance information. DISCO, like all U.S. government departments and agencies, uses 13 adjudicative guidelines that provide consistent evaluation standards. Financial considerations, criminal conduct, allegiance to the United States and outside activities are examples of adjudication standards. For contractors requiring a Common Access Card (CAC), a favorable adjudicated NACLC must be on record with the Office of Personnel Management (OPM) or an NACLC must have been submitted to OPM and a favorable FBI fingerprint check must have been completed. The COR will coordinate with the DoDEA Trusted Agent to Obtain the CAC for the Contractor.

3.6 Non-Disclosure Agreement Requirement. The contractor may be required to sign Non- Disclosure Agreements (NDA), which prohibits the disclosure, publishing, divulgence, or release of any information obtained during the performance of the contract.

3.7 Removal of Contractor Personnel. The Government reserves the right to have any contractor employee removed, whenever there is probable cause to believe, on the basis of all facts available, that such action is warranted in the interest of national security. This action shall be made whether or not the cause is deemed of sufficient severity to warrant action to terminate the contractor's Facility Clearance or individual security clearance. The Government also reserves the right to remove any contractor on the basis of alleged misconduct which may, in the opinion of the Contracting Officer, jeopardize the security of the project.

3.8 DoDEA Information System Access. For contractor personnel needing sustained access to DoDEA information system and possession of a Common Access Card (CAC) will be required.

3.8.1. Anti-Terrorism (AT) Level I Training. All contractor employees, to include subcontractor employees, requiring access to government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and 2014L-9 Page 4 of 11 subcontractor employee, to the Contracting Officer’s Representative (COR) or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel.

3.8.2 AT Awareness Training for US based contractor personnel traveling overseas. This standard language text required US based contractor employees and associated sub-contractor employees to make available and to receive government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13. Specific AOR training content is directed by the combatant commander with the unit Anti-Terrorism Officer (ATO) being the local point of contact.

3.9 Issued Common Access Card. All CACs issued to Contractor personnel are government property and must be returned either upon departure from the program or at the conclusion of the contract (whichever comes first) to the COR.

3.10 Contracting Officer's Representative (COR). The COR will be nominated by the DoDEA Resource Management Division and approved/appointed by the Contracting Officer.

The COR will oversee the audit and monitor the performance of the contractor and compliance with the terms of the contract. The COR will monitor the Contractor's adherence to the deliverable schedule and be responsible for review for all deliverables and subsequent approval of invoices.

4 Government-Furnished Resources.

4.1 The Government shall provide a CAC-enabled laptop for all contractor staff. Thus, the contractor shall acknowledge receipt of all furnished resources and manage a master list showing the items’ disposition, version, and status. The contractor shall notify the COR of any discrepancies, concerns, or risks they identify related to the receipt, disposition, version, and status of the items held.

4.2 Government Furnished Property (GFP). The contractor shall manage all GFP in accordance with FAR 52.245-1, Government Property. The contractor is responsible for proper receipt, use, maintenance, safeguarding, record keeping, and return of all GFP provided under this contract.

• Government Provided Laptops issued as GFP. The Government will issue laptops to all contractor Full Time Equivalents (FTE) that require access to DoDEA’s network while in performance of contract. Laptops to be used outside of Government facilities shall be considered as GFP and must be accounted for on a GFP Attachment to the contract. The GFP Attachment is maintained in the GFP Module of Procurement Integrated Enterprise Environment (PIEE).

• Coordinate GFP Quantities with COR. The contractor shall coordinate with the COR for the quantities needed within 10 calendar days after contract award.

• GFP Module. The contractor shall use the GFP Module of PIEE to accept, update, and turn-in items listed in the GFP attachment within 5 business days after receiving or turning in GFP items.

• Number of GFP items, description, manufacturer, and model. The exact number of items, item description, manufacturer, and model will not be known until the laptops are issued.

• GFP not to be issued “as is”. GFP will not be issued “as is”. If a laptop becomes inoperable, the Contractor shall contact the applicable Information Technology helpdesk for repair. If the helpdesk cannot repair the laptop, Contractor shall coordinate with COR for a replacement.

• GFP Rent-free. The contractor may use the Government property without charge in the performance of the contract. Subcontracts of any tier under Government prime contracts if the Contracting Officer having cognizance of the prime contract-(1) Approves a subcontract specifically authorizing such use; or (2) Otherwise authorizes such use in writing.

• Cost Related to Making Available for Use. The contractor shall provide for all costs related to making the property available for use, such as, electricity, internet connectivity, monitors, keyboards, and mice, etc.

• Title of GFP Remains with DoDEA. The Government retains title to all Government-Furnished Property until properly disposed of , as authorized by law or regulation. Laptop shall be turned into applicable IT Helpdesk when no longer used in performance of the contract.

• GFP Use. DoDEA laptops shall only be used for official business in performance of the contract. Personal use of laptops is prohibited.

• Securing GFP. The contractor shall ensure GFP is secured under lock and key while not being physcially used by contractor personnel. If GFP is located at contractor facilities or homes (e.g.

remote working or teleworking), locking access points to the facility/home is considered secured.

• Reporting Loss. The contractor shall contact COR within 24 hours after GFP is identified as being lost. The Government may request compensation at fair market value.

• Contractor employees change procedures. Once an FTE no longer works on this contract, the laptop must be turned into the DoDEA IT office that issued the laptop. Contractor FTEs cannot leave the equipment for another FTE be a new hand receipt will be issued.

5 Contract Deliverables.

5.1 Kick Off/Post Award Conference. The contractor shall attend any post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post award orientation. This meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management and security issues. The Post Award Conference aids both the Government and contractor in achieving a clear and mutual understanding of all requirements and identify and resolve any potential issues. The contractor will be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The contractor must provide a written summary of the Post-Award Conference. This conference may be virtual or on-site at the contractor’s location.

5.2 Weekly Status Reports. The contractor shall provide a report to the Contracting Officer's Representative (COR) in a format provided post-award which outlines the work accomplished, challenges faced, and issues that need discussion/ resolution. The contractor shall meet with the COR by phone.

5.3 Annual Formal Briefing. The contractor shall provide a formal briefing to senior leadership at DoDEA HQ. The briefing shall consist of a PowerPoint presentation (approximately 30 minutes long) and accompanying handouts (as required) and a question-and-answer period (30-90 minutes long).

• The contractor shall provide draft PowerPoint presentation annually and accompanying handouts to the Contracting Officer's Representative (COR).

• The contractor shall provide a final presentation based on written feedback from the COR at the end of each contract period.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

Due to the nature of the work performed under this contract, the contractor shall be responsible for submitting various deliverables as listed but not limited to the table below.

MILESTONE/DELIVE

RABLE

FORMAT

Number Copies

PWS

Reference

Submit to PLANNED Frequency

KICK-OFF MEETING

REPORTS

Tele- conference through TEAMS N/A 5.1 COR

5 business days after award

PROGRAM

MANAGEMENT PLAN

Word 1

2.1.1 COR

5 business days after award

DRAFT PLAN FOR

TRANSITION

Word 1

2.3 and 2.4 COR

After contract award

WEEKLY STATUS

REPORT

Word 1

5.2 COR

WEEKLY

ANNUAL FORMAL

BRIEFING

POWERPOINT 1

5.3 COR

Annual and held upon an agreed date

6 Applicable Documents

Document Web Link Joint Travel Regulation https://www.defensetravel.dod.mil/Docs/perdiem/JTF.pdf Federal Travel Regulations (FTR) https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

7 Acronyms and Definitions. Alphabetical list of definitions of key words used or acronyms.

ADP/IT Automated Data Processing/ Information Technology AP Accounts Payable AQL Acceptable Quality Level B2R Budget to Report CAC Common Access Card CBA Centrally Billed Account CIR Collection Information Repository CBA Centrally Billed Account CLIN Contract Line Item Number COR Contract Officer Representative DAI Defense Agency Initiative DDRS Defense Departmental Reporting System DFARS Defense Acquisition Regulations System DFAS Defense Finance and Accounting Services DISCO Defense Industrial Security Clearance Office DODEA Department of Defense Education Activity DoDDE Department of Defense Dependent Education DTS Defense Travel System EFT Electronic Funds Transfer FAR Federal Acquisition Regulation FTR Federal Travel Regulation GEX Global Exchange GPC Government Purchase Card IGT Inter/intra-governmental IPAC Intra-governmental Payment and Collections ITS International Treasury Services JPAS Joint Personnel Adjudication System JTR Joint Travel Regulation LOA Line of Accounting NACLC National Agency Check with Local Agency Check and Credit NCR National Capital Region NDA Non-Disclosure Agreement

NDSP Non-DoD School Programs NISP National Industrial Security Program NTE Not-to-Exceed O2C Order-to-Cash OBIEE Oracle Business Intelligence Enterprise Edition OPM Office of Personal Management P2P Procure-to-Pay PCL Personal Security Clearances PIF Payment Instructions Form PMO Program Management Office PRS Production Service Request PWS Performance Work Statement QASP Quality Assurance Surveillance Plan RM Resource Management (DoDEA Division) TDD Test Driven Development TBO Transactions by Other TOPS Travel Order Processing System PCS Permanent Change Station ULO Unliquidated Obligation VCC Visitor Control Center WAWF Wide Area Workflow WWS Worldwide System CONUS Continental United States OCONUS Outside Continental United States

8 Performance Requirement Summary (PRS).

Performance Objective

Performance Standard

AQL Inspection Method

PWS 2.1

Program Management

2.1.1 Performance

Standard (PS1) - (Task

1) Program Management Plan. The contractor shall develop and submit a comprehensive program management plan that outlines how the program will be managed and executed in support of DoDEA’s official travel requirements.

95% Compliance 100% inspection by the COR

PWS 2.1.2

Key Personnel Support

Tasks will be completed in accordance with 2.1.2.

100% Compliance 100% inspection by the COR

PWS 5.2

Weekly Status Reports

Tasks will be completed in accordance with

5.2 by the required completion date.

90% Compliance. 100% inspection by the COR

PWS 5.3

Annual Briefings

Tasks will be completed in accordance with

5.3 by the required completion date.

95% of tasks completed by the required completion date. The remaining 5% shall be completed no later than 5 days after their due date.

100% inspection by the COR

PWS 2.2, Travel Support Services - Process RAT and

EDT, DTS &

Centrally Billed Account Reconciliation, Permanent Change of Station (PCS) DFAS Related Support Functions, Customer Maintenance, Governmental Reporting and Accounting Reconciliation, Expert Knowledge

PS1 - All tasks completed in accordance with 2.2 and its subparts by required completion date.

PS2 - Deliverables will be provided in accordance with task requirements.

100% Compliance Periodic Surveillance through observation and review of contract deliverables.

9. Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor the contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.