Attachment3-Administrative OtherProfessionalSupportAppendix.doc

Appendix 3

Administrative and Other Professional Support

Chief of Staff (Administrative and Other Professional Support) Functional Annex

Dated: 29 Jan 2008

General Information – Administrative and Other Professional Support.

The Chief of Staff of the Missile Defense Agency (MDA) provides executive support to the MDA Director, Deputy Director, and Executive Director; on-call executive support to other MDA senior leaders; directs and monitors implementation of decisions and executive actions/plans; and establishes and manages MDA administrative procedures. The support provided by contractor personnel includes executive support services, general office administrative services, protocol and event management support, day-to-day operational support to the MDA Command Group including graphic communication support via the Director’s Action Group and Visual Information Production Center, and historical support services. The MDA Chief of Staff is responsible for the functional matrix management of office administrative services to all MDA organizations at all locations; supervises the MDA Historian, Chief of Protocol, Chief of Executive Services and Deputy Chiefs of Staff.

The Chief Of Staff provides organized administrative procedures and policies covering correspondence and briefing preparation, tracking of taskings, scheduling, and other administrative procedures required to ensure the orderly flow of information throughout the MDA. Procedures for notification and protection of personnel in case of an emergency are implemented by the Chief of Staff. The Director’s Action Group, through the MDA Chief Of Staff, is responsible for day-to-day operational support and external communication support and analysis to the MDA Director and Command Group and general graphic arts and reproduction support MDA-wide.

The MDA History Office is responsible for the official history of America’s ballistic missile defense (BMD) program. The selected contractor must provide the MDA with capabilities to review, assess, coordinate, edit, store and process all BMD-related documents that contain information of historical significance so that a complete and thorough history of the MDA’s contribution to BMD can be written and maintained.

The MiDAESS contract services support contracts are the vehicles the Chief of Staff uses to obtain expertise for the above support areas. Task orders awarded under one or more of these contracts delineate specific task instructions and project requirements. The functional areas are organized as:

· Area 1: Executive Services, Office Administrative Services, Director’s Action Group and Visual Information Production Center (Referred to in this annex as Administrative and Other Professional Support)

· Area 2: Historian

This annex includes the Statement of Work and general information for each of these areas.

In October 2007, the MDA awarded a small business contract for Protocol and Event Management services. We do not anticipate a competition under MiDAESS for these services at this time.

Area 1 Administrative and Other Professional Support 1.A. General Information - (Area 1) Administrative and Other Professional Support.

Reserved.

1.B. Statement of Work - (Area 1) Administrative and Other Professional Support.

Administrative and Other Professional Support

Draft, review, and edit all executive correspondence routed through the Chief of Staff’s Executive Services office for Command Group and Deputy action; monitor and track Command Group taskers, prepare Command Group briefing materials, track and construct read-ahead packages, coordinate and support briefings in the Director’s Secure Conference Room; provide executive support in the absence of Command Group executive assistants

· Produce briefings and presentation materials, posters, agendas, brochures, logos, business cards and other assigned products

· Maintain quality control over all products

· Populate the graphic arts archival database

· Provide hard copy production support

· Receive day-to-day oversight of Visual Information Production Center requirements from the Director’s Action Group graphic artist lead employee

1.C. Estimated Man-year Equivalents (MYEs)/Performance Locations - (Area 1) Administrative and Other Professional Support.

The charts below show total MYEs, by location, in October 2008 and October 2010 for each support area. Additionally, a chart also depicts a sample skill mix for each support area. Some workforce will shift locale between now and FY2011 because of the Base Realignment and Closure (BRAC). The largest impact is movement of personnel from the Navy Annex in the National Capitol Region (NCR) to Huntsville, AL. We will have a Government leadership team within the NCR residing in Ft. Belvoir, VA when construction of facilities is complete. Contractor employees will provide the majority of the Executive Services and Director’s Action Group/VIPC support to that team. Office Administrative Services and Graphics Services are required at all MDA locations.

Executive Services SOW 1.0 MYEs by Location with Anticipated BRAC Adjustments

Sample Skill Mix*

* Position/skill category descriptions and/or definitions have not been provided.

Office Administrative Services SOW 2.0 MYEs by Location with Anticipated BRAC Adjustments

Director’s Action Group SOW 3.0 – 4.0 MYEs by Location with Anticipated BRAC Adjustments

VIPC SOW 5.0 - 6.0

MYEs by Location with Anticipated BRAC Adjustments

1.D. Deliverables/General Work Products – (Area 1) Administrative and Other Professional Support.

· Transition Plan

· Management Plan

· Monthly Status Reports to include statistics on executive service and administrative actions completed

· Funds and Labor Hour Expenditure Reports

· Drafts of Executive-level decision memoranda and guidance letters

· Presentation and Briefing Materials

· Technical Reports, Studies, Policies, and Guides

· MDA Emergency Escape Mask Inventory Records

· Technical Reports, Studies, Speeches

· Brochures, Flyers, other graphic arts products

This Draft RFP provides Contract Data Requirements List (CDRL) submittals common to all MiDAESS contracts. Specialized or tailored CDRL items will be included in final requests for proposal (RFPs) for each functional annex/area.

1.E. Anticipated Contract Awards - (Area 1) Administrative and Other Professional Support.

We anticipate the award of two or more small business set-aside contracts to provide Executive Services, Office Administrative Services, Director’s Action Group and VIPC services. The selected contractors must be capable of performing all of the tasks at all of the locations listed in this annex.

We will not award all MYEs with the first set of task orders. Rather, we will determine the number of MYEs awarded with the first set of task orders based upon on-going manpower reviews and an analysis of existing contracts transitioning into the MiDAESS program. The final RFP will identify the MYEs to be awarded.

We will award a near equal share of available MYEs via the first set of task orders to all contract recipients. We will award subsequent task orders based on evaluation criteria such as cost and ongoing performance as explained in this Draft Request for Proposal (DRFP), the final RFP and contract for Administrative and Other Professional Support and subsequent task order specific RFPs.

1.F. Small Business - (Area 1) Administrative and Other Professional Support.

The applicable NAICS Code is 561110 and Size Standard is $6.5 million annual revenue for the tasks in the “Statement of Work—Administrative and Other Professional Support.”

1.G. Security Requirements - (Area 1) Administrative and Other Professional Support.

We require a minimum of a SECRET security clearance for all employees. We require a minimum of two TOP SECRET security clearances at contract award with at least 50% of the personnel eligible to obtain a TOP SECRET clearance and at least 15% eligible for Special Compartmented Information (SCI) clearances.

1.H. Travel Requirements - (Area 1) Administrative and Other Professional Support.

Executive services and office administrative contractor employees should expect to travel approximately 1 to 3% of their time to various locations for support to management off-site meetings and conferences. The MDA Director’s Action Group supports all facets of the Ballistic Missile Defense System. Employees should expect to travel approximately 10 to 15% of their time to various locations of management off-site meetings and conferences. Graphic Arts employees should expect limited, to no travel.

1.I. Government Furnished Information/Equipment/Support - (Area 1) Administrative and Other Professional Support.

· MDA will provide access to MDA facilities as required, including on-site work stations with computers and telephones

· Access to Planning, Programming, Budgeting, and Execution System (PPBES) information

· Government laptops and Blackberries may be provided on a need-justified basis

1.J. Unique Source Selection Criteria - (Area 1) Administrative and Other Professional Support.

The DRFP includes source selection criteria we will use for this solicitation.

The final RFP will include a Sample Problem specific to Administrative and Other Professional Support. Below is a sample problem representative of the problem you will see in the final RFP.

(Area 1) Administrative and Other Professional Support Sample Problem: The Chief of Staff of the Missile Defense Agency is responsible for providing quality, timely administrative support to all MDA organizations in all locations. While very often ‘behind the scenes,’ administrative support is nonetheless vital in supporting information flow up, down and across the MDA chain of command. This includes supporting very senior (flag/general officers and SES) staff members who have come to rely and depend upon their executive assistants to help them coordinate their daily tasks, meetings and travel. Because various organizations and offices within MDA have historically contracted for their own administrative support, there is some anxiety about ‘handing over’ control of administrative support to an outside organization. Describe how you would provide the range of administrative support tasks in different locations to varying levels of senior leaders. Pay particular attention to a transition plan that accounts for ensuring senior leaders are comfortable with their new executive assistant and there will be no time lost to significant training (the expectation is that executive assistants will hit the ground running, given the requirement to learn MDA processes and technology).

1.K. Organizational Conflict of Interest - (Area 1) Administrative and Other Professional Support.

The MDA Director relies on the Chief of Staff to provide unbiased analysis, judgment and recommendations for action. The potential for conflicts of interest, whether real or perceived, is significant for those prime and subcontractors providing support to the Chief of Staff and also providing support elsewhere in the Missile Defense Agency. Careful analysis of conflicts of interest must be accomplished by each offeror. We will allow both prime and subcontractors to accomplish this work only after the Contracting Officer approves a thorough and comprehensive mitigation plan that ensures your work remains independent of other program work. See Section H, Clause H-08, Organizational Conflicts of Interest (OCI) (January 2008), for additional guidance.

Area 2 – Historian Services 2.A. General Information – (Area 2) Historian Services.

Reserved.

2.B. Statement of Work – (Area 2) Historian Services.

Historian Services

2.C. Estimated Man-year Equivalents (MYEs)/Performance Locations - (Area 2) Historian Services.

This chart shows the total MYEs by location in 2008 and 2010. This workforce will relocate to Huntsville, AL between now and FY2011.

MYEs by Location with Anticipated BRAC Adjustments

2.D. Deliverables/General Work Products - (Area 2) Historian Services.

· Transition Plan

· Management Plan

· Monthly Status Reports

· Funds and Labor Hour Expenditure Reports

· Annual MDA History Program Plan

· Annual histories and other history products

· Oral histories of key leadership

· Presentation and Briefing Materials

· Drafts of Executive-level decision memoranda and guidance letters

This Draft RFP provides Contract Data Requirements List (CDRL) submittals common to all MiDAESS contracts. Specialized or tailored CDRL items will be included in final requests for proposal (RFPs) for each functional annex/area.

2.E. Anticipated Contract Awards - (Area 2) Historian Services.

We anticipate the award of a single small business 8(a) set-aside contract for Historian Services. The selected contractor must be capable of performing all of the tasks provided in the Statement of Work at all of the locations listed in this annex.

2.F. Small Business - (Area 2) Historian Services.

The applicable NAICS Code is 519120 and Size Standard is $6.5 million annual revenue for the tasks in the “Statement of Work—Historian Services.”

2.G. Security Requirements - (Area 2) Historian Services.

We require a minimum of a SECRET security clearance for all employees. We require a minimum of one TOP SECRET security clearance. One contractor employee may require an SCI clearance.

2.H. Travel Requirements - (Area 2) Historian Services.

The MDA Historian supports all facets of the Ballistic Missile Defense System. Contractor employees should expect to travel approximately 5% of their time to various locations of systems, specific components, test sites and conferences.

2.I. Government Furnished Information/Equipment/Support - (Area 2) Historian Services.

· Access to Planning, Programming, Budgeting, and Execution System (PPBES) information

· MDA will provide access to MDA facilities as required, including on-site work stations with computers and telephones

· Government laptops and Blackberries may be provided on a need-justified basis

· A Manual for Writers, Kate L. Turabian, 3rd Edition

· Chicago Manual of Style 2.J. Unique Source Selection Criteria - (Area 2) Historian Services.

The DRFP includes source selection criteria we will use for the MDA History Office solicitation.

The final RFP will include a Sample Problem specific to Historian Services. Below is a sample problem representative of the problem you will see in the final RFP.

(Area 2), Historian Services Sample Problem: The Chief of Staff of the Missile Defense Agency is responsible for providing quality, timely administrative support to all MDA organizations in all locations. Included functionally within the administrative support area is historical support. MDA has a critical need for professional, relevant historical research and production capabilities. Further, as a Department of Defense agency, MDA has mandatory requirements under DoD to submit yearly historical chronologies and programmatic accomplishments. However, due to the 2005 BRAC law, MDA will be moving its’ history office to Huntsville, AL in FY2010 or 2011. Describe an historical support plan that would continue to provide on-call, quick-reaction historical research support to the MDA Director, meet all DoD reporting requirements and proactively serve and educate the MDA workforce. Consider in your plan the use of task-order deliverable contracts vice having full-time Historians onsite in Huntsville. For example, if the MDA Historian determined the need for an historical monograph covering early missile defense programs, he would release an RFP for a product instead of having full-time, on-site support personnel available to receive and complete the task. Consider also that the MDA Historian and the history office will physically reside in Huntsville yet the preponderance of historical research material is located in the National Capital Region (Library of Congress, National Archives, Pentagon Library etc…).

2.K. Organizational Conflict of Interest - (Area 2) Historian Services.

The MDA Director relies on the Chief of Staff to provide unbiased analysis, judgment and recommendations for action. The potential for conflicts of interest, whether real or perceived, is significant for those prime and subcontractors providing support to the Chief of Staff and also providing support elsewhere in the Missile Defense Agency. Careful analysis of conflicts of interest must be accomplished by each offeror. We will allow both prime and subcontractors to accomplish this work only after the Contracting Officer approves a thorough and comprehensive mitigation plan that ensures your work remains independent of other program work. See Section H, Clause H-08, Organizational Conflicts of Interest (OCI) (January 2008), for additional guidance.