Basic_IDIQ_PWS_.pdf

PERFORMANCE WORK STATEMENT (PWS)

Washington Headquarters Services (WHS)

Part 1

Basic Contract

The purpose of this PWS is to acquire administrative, management, professional and financial management services for the Washington Headquarters Services (WHS) and its subordinate organizations. The

Washington Headquarters Services (WHS) mission is to be an essential capabilities provider that enables the Secretary of Defense, Senior Department of Defense (DOD) leaders, and their staffs to fulfill the mission of the Department of Defense.

1. GENERAL: This is a non-personal service contract to provide Administrative, Management, Financial and Professional Support Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Administrative, Management, Financial and Professional Support Services as defined in this

PWS except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background:

Washington Headquarters Services, as a major subordinate organization of the Director of Organization and Management (DA&M), executes its mission to support and be an essential capabilities provider to enable the Secretary of Defense, Senior Department of Defense (DOD) leaders, and their staffs to fulfill the mission of the Department of Defense. The Pentagon is essentially a huge operations center that supports the execution of the mission of the National Command Authority of the United State government globally.

The criticality of this mission requires that WHS has the resources and the means to execute its mission in an environment of rapidly changing threats, challenges and fiscal constraints.

The services to be provided fall into the following categories:

Administrative Services

Management and Professional Services

Financial Management Services

The descriptions of the services provided in Part 5 of the PWS are general in nature and are therefore included only to provide the Contractor a sense of the particular skills and experience required of its personnel assigned to perform the work under this PWS. Services may take the form of demonstrated skills in written and oral communication and a contractor staff that possesses strong interpersonal skills and a high-level of proficiency with Microsoft Office products like Word, Excel, and PowerPoint to support the development of correspondence, spreadsheets and briefs for senior-level management within WHS.

Contractor will provide support in professional, executive-level administrative, general administrative, secretarial, and clerical services. Higher level support may take the form of financial management, resource analysis; basic program analysis, advice, expert opinions, alternatives, analyses, evaluations, recommendations, training, higher-level technical writing skills and services to complement the

Government’s technical expertise.

1.3 Objectives: To have a Contractor team fully and seamlessly integrated into the existing workforce in a manner that efficiently and cost effectively supports the Washington Headquarters Services mission to be an essential capabilities provider that enables the Secretary of Defense, Senior Department of Defense

(DOD) leaders, and their staffs to fulfill the mission of the Department of Defense.

1.4 Scope: The Contractor shall provide personnel during normal operations to accomplish the requirements specified in this document. The contractor shall efficiently and effectively manage the performance under this contract to ensure all the necessary technical, business, and administrative planning;

organizing; managing; coordinating and tracking (e.g., cost, schedule, deliverables); performance management; resource management; data management; and subcontract management required to perform all activities are accomplished, as required by this PWS.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year

Option Year I

Option Year II

Option Year III

Option Year IV

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program (QCP) is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 30 days after contract award, three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the

Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Note: The contractor is not required to perform services on recognized

Federal holidays.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of

6:00a.m. to 6:00p.m. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the

Pentagon, Mark Center, Pentagon Heating and Refrigeration Plant and other DC metro locations.

1.6.6 Type of Contract: The government will award a Firm-Fixed-Price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel designated in the PWS to perform work supporting the Director of the Facilities Services Directorate (FSD) and the Assistant Director of Operations, FSD under this contract must have a Secret security clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: N/A

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with

Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract:

issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of

Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow person is considered key personnel by the government: Task Order

Manager. The contractor shall provide a Task Order Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:30 a.m. to 5:00p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below.

1.6.12.1 Task Order Manager and Alternate, must have experience in running medium to large scale administrative, financial management and management and professional services work streams within a high pressure, highly fluid work environment. 5-10 years task order management experience in a

Department of Defense environment.

1.6.12 Identification of Contractor Employees: All contract 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 in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractors will be required to obtain Common Access Cards for computer usage and building passes for access to the Pentagon and related facilities.

1.6.13 Contractor Travel: Contractor may be required to travel within the NCR during the performance of this contract to attend meetings, conferences, and training. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the

COR.

1.6.14 Other Direct Costs: N/A

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent

Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the

Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such

OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date and complete the necessary requirements for Contractor staff to receive Building Passes and

Common Access Cards.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA&M Director of Organization and Management

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FFD Federal Facilities Division

FAR Federal Acquisition Regulation

FSD Facilities Services Directorate

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide:

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3 Utilities: The Government will provide all utilities in the facility will be available for the contractor’s use in performance of tasks outlined in PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide access for the Contractor to scanners, fax machines, printers, and other equipment that may be required to complete assigned tasks to support the requirement of the PWS.

3.5 Materials: The Government will provide Contractor access to Standard Operating Procedures and

Policies; Department of Defense Directives/Instructions and historical files to complete the tasks outline in the PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security

Clearance Office. The DD 254 is provided as Attachment 4.

4.3. Materials. Not Applicable.

4.4. Equipment. Not Applicable.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for the PWS that generally fall into one of the following categories:

Administrative Services

Management and Professional Services

Financial Management Services

5.2. Administrative Services:

5.2.1. The contractor shall provide support to various levels within WHS directorates, divisions and branches as they execute their mission to be an essential capabilities provider that enables the Secretary of

Defense, Senior Department of Defense (DOD) leaders, and their staffs to fulfill the mission of the

Department of Defense. The contractor provides a wide variety of secretarial/administrative support to deputy/director-level management at the directorate, division, branch-level of the organization.

This work involves interacting with executive staff in the development of priorities, areas of emphasis, scope of projects, and internal deadlines based on overall mission requirements. The contractor provides assistance in the performance of varied clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of an office. These responsibilities include support continuity of operations for in the office; oversight of day-to-day administrative actions, including short lead suspense actions assigned to appropriate action officers

Activities and deliverables covered by this task include, but are not limited to:

a. Tracking correspondence and suspense actions;

b. Maintaining performance metrics tracking reports;

c. Creating and maintaining monthly and ad hoc reports.

d. Preparing materials needed by the supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informing supervisor on matters to be considered;

e. Composing of correspondence on own initiative about administrative matters and general office policies for supervisor’s approval;

f. Maintaining office calendar, setting up meetings, and taking minutes of meetings;

g. Organizing and maintaining a centralized filing system.

5.3. Management and Professional Services

5.3.1. The contractor shall provide general management and professional services support for the organization to include drafting internal policies, reports, briefings and other content for directorate/division/branch management consumption. General support will be provided based upon knowledge of directorate/division/branch programs and activities; agency missions, policies, and objectives; management principles and processes. Contractor will support WHS efforts through the demonstrated use of a wide variety of management and analytical skills, judgment, discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives.

a. Performing analysis and providing advice to management on the evaluation of the effectiveness of directorate, division, and branch organizational programs or projects and operations;

b. Presenting analysis through illustration/graphics support that requires visual display/presentations/aids, including videos, beyond the normal capabilities of office personnel to communicate the results of research to leadership.

5.4. Financial Management Services

5.4.1. The contractor shall provide support to the planning and execution of directorate, division, and branch-level operating resource budgets and execution of long range planning of programs. The support will take the form of strategic resource management analysis and the planning, programming, budgeting, executing and tracking of data. Detailed financial management support will include maintaining cognizance of the status of approved, deferred, and released funds and provide appropriate tracking documentation.

a. Maintaining accurate audit trails to separately track, record, and report the status of each funding document to ensure proper use of all funds (active, expired, and cancelled);

b. Providing financial information for the preparation and execution of financial documents;

c. Coordinating with directorate, division, and branch leadership as required in performance of budget execution or justification;

d. Providing draft information for data calls to higher organizations on an as needed basis;

e. Providing decision support to management to contribute in development of program and budget submissions.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) (N/A)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. (N/A)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY

Required Services

(Tasks)

Performance

Standards

Acceptable

Quality

Levels

Methods of

Surveillance

Method

1. Deliver Quality

Control Plan (PWS

1.6.1)

2. Monthly Status

Reports (PWS TBD)

Submitted one-time 30 days following contract award

(updated as required)

Report delivered by the th business (M-

F) day of the month.

Reports submitted after 30 days contract award

Report delivered by the 5 th business (M-

F) day of the

100% inspection

100% inspection

Submitted via email to

COTR

Submitted via email to

COTR

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

1. Deliver Quality

Control Plan

(PWS 1.6.1)

Submitted one-time 30 days following contract award (updated as required)

MS Word, or Excel

Spreadsheet

COR

2. Monthly Status

Reports (PWS

TBD)

Report delivered by the 5 th business

(M-F) day of the

1 MS Word COR