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 staff 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, materials, supervision, and other items 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 staff to fulfill the mission of the Department of Defense. The Pentagon is an 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

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 staff 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., 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) Indefinite-Delivery- Indefinite-Quantity (IDIQ) contract.

1.6.7 Security Requirements: Contract personnel required/not required to have a secret security clearance will be designated in section 5 of the Task Order PWS. Contract personnel required to have a secret security clearance shall have a secret security clearance at time of proposal submission; furthermore, employees must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254. The contractor shall have a Secret Facility Clearance (FCL) at the level of the contract at the time of proposal submission.

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. N/A

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: See Task Order PWS

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: N/A

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: See Task Order PWS

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: (Reserved)

PART 5

General Tasks

5. General Tasks:

5.1. The intent of this section is to provide offerors the government’s general framework of the tasks to be performed under the IDIQ. Actual tasks are specified in the PWS for Task Order 1 and 2. The contractor shall provide services that fall into the following categories:

• Administrative/Secretarial Services

• Management and Professional Services

• Financial Management Services

5.2. Administrative/Secretarial 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 staff 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 the office; oversight of day-to-day administrative actions, including short lead suspense actions assigned to appropriate action officers.

Activities covered by this section 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. The 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.

Activities covered by this section include, but are not limited to:

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.

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

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 5th business (M- F) day of the month.

Reports submitted after 30 days contract award

Report delivered by the 5th 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 5th business (M-F) day of the

1 MS Word COR

ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY