Draft_PWS_for_Adjudication_Administration_Support_Services.pdf

PERFORMANCE WORK STATEMENT (PWS)

Department of Defense (DoD) Consolidated Adjudications Facility (CAF)

Adjudications Administrative Support Services

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Adjudications Administrative 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 Adjudications Administrative Support Services as defined in this Performance Work Statement (PWS), except for those items specified as Government Furnished Property (GFP) and services. The contractor shall perform to the standards in this contract.

1.2 Background: On May 3, 2012, Ashton Carter, Deputy Secretary of Defense, directed a complete consolidation of the personnel security adjudicative functions, resources, and assets of the Army, Navy, Air Force, Washington Headquarters Services (WHS), Joint Chiefs of Staff (JCS), and Defense Office of Hearings and Appeals (DOHA) CAFs, and the Defense Industrial Security Clearance Office (DISCO) into a single organization under the authority, direction, and control of the Director of Administration and Management (DA&M) with an Initial Operational Capability (IOC) of 1 Oct 2012. Each of the former CAFs had varying degrees of Adjudications Administrative support. Since consolidation is complete, DOD CAF-wide Adjudications administrative support is needed to continue the requirement.

1.3 Objectives: The purpose of this PWS is to provide Adjudications Administrative Support to review and process personnel security documentation. The critical goal for the Adjudications Administrative Support is to ensure the documentation necessary to facilitate the adjudications of personnel security eligibility and trustworthy determinations are processed in a timely manner and in accordance with (IAW) prescribed DoD and DoD CAF policies and procedures. The DoD CAF will provide the infrastructure support including work space, telephones, computers, internet capability and access to necessary security programs and other requirements necessary to conduct normal business.

1.4 Scope: The contractor shall perform Adjudications Administrative Support Services. Services include reviewing and processing of personnel security documentation. Specific metrics that exemplify the expected performance levels are detailed in the Performance Requirements Summary.

1.5 Period of Performance: The period of performance will be for one (1)-nine (9) month, one (1)-seven (7) month, and one (1)-four (4) month base period and four (4)-twelve (12) month option periods.

Base Year April 16, 2014 – January 15, 2015 Base Year June 16, 2014 – January 15, 2015 Base Year September 16, 2014 – January 15, 2015 Option Year I January 16, 2015 – January 15, 2016 Option Year II January 16, 2016 – January 15, 2017 Option Year III January 16, 2017 – January 15, 2018 Option Year IV January 16, 2018 – January 15, 2019

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective Quality Control Plan (QCP) 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 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 with the contractor’s proposal. Two copies of a comprehensive written QCP shall be submitted to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 5 working days when changes are made thereafter. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QCP.

1.6.1.2. The Quality Control Plan shall contain at a minimum the following information:

• Information relevant to the periodic monitoring of contractor staff with feedback to the Government regarding quality, consistency, and timeliness of service delivery;

• Information relevant to identifying training needs and conducting initial and periodic refresher training of contractor staff to ensure consistent delivery of services;

• Information relevant to identifying mechanisms for initiating requests or responding to government requests for suggestions about potential service enhancement and/or improvement opportunities.

1.6.1.3. The Quality Control Status Report

The contractor shall provide accurate and complete data concerning the quality of service for each month, as referenced in the above QCP minimum requirements in 1.6.1. The following:

• Information relevant to the progress of efforts to hire staff to fulfill the contract requirements

• Current full-time employees

• Current part-time employees

• Hours worked by each category (full/part-time) by week

• Total hours worked for the period

• Cumulative hours worked from start of contract through current report and identify workload status

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Washington’s Birthday (aka 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 06:00AM and 6:00PM 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 in a Government provided office space. The contractor shall perform services at the following address listed below:

DoD CAF 600 10th Street Fort George G. Meade, Maryland, 20755

1.6.6 Type of Contract: The Government will award a Firm-Fixed Price Contract.

1.6.7 Security Requirements: The Contractor must have a Top Secret Facility Clearance from the Defense Security Service (DSS) at the time of proposal submission and must maintain the level of security required for the life of the contract. In addition, the contractor personnel performing work under this contract must have a current Top Secret Security Clearance reflected in the Joint Personnel Adjudication System (JPAS) at entrance on duty, 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 Non-Disclosure Agreement: The contractor shall sign a Classified Information Non-Disclosure Agreement within five (5) days after contract award.

1.6.7.2 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.

1.6.7.3 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.

1.6.7.3.1. 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.

1.6.7.3.2. 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.

1.6.7.4 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: It is required that the contractor personnel possess a working knowledge of the Joint Personnel Adjudication System (JPAS), Case Adjudication Tracking System (CATS), Electronic Questionnaire for Investigations Processing (e-QIP), Defense Central Index of Investigations (DCII), Defense Employee Interactive Data System (DEIDS), Office of Personnel Management (OPM), Suitability/Security Investigations Index (SII), and Personnel Investigations Processing System (PIPS) personnel security applications/systems.

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 following personnel is considered essential by the government: On-Site Program Manager. The contractor shall provide an On-Site Program Manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The On-Site Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The minimum Qualifications for On-Site Program Manager: Three (3) or more years of Program Management experience and working knowledge of personnel security application/systems (e.g. JPAS, CATS, and eQIP). The On-Site Program Manager must demonstrate a strong ability to multi-task in areas concerning performance reporting and personnel duty scheduling. The On- Site Program Manager must also demonstrate the ability to draft (or contribute

to) Standard Operating Procedures (SOP) and Work Instructions (WI) prescribing daily procedures in support of the PWS requirements.

1.6.11.1 The Contractor shall not remove or replace any personnel designated as “key” personnel without prior written notification and approval by the COR, although the Government recognizes that the contractor cannot compel any individual to remain under its employ. Written notification of the pending substitution shall be submitted to the COR no later than 10 calendar days in advance of any proposed substitution and shall include a resume and justification of the proposed substitution(s) in sufficient detail to permit evaluation of the impact on delivery order performance. The DoD CAF will review new resumes and justifications to ensure compliance with the contract. Any replacement personnel proposed shall meet at least the minimum qualifications specified above for the key position. If deemed necessary by the DoD CAF, the Contractor shall give replacement personnel a one (1) day orientation at no additional cost to the Government. The COR shall also be notified in writing of any temporary changes to the designated On- Site Program Manager prior to occurrence.

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. Contractor personnel will be required to obtain and wear DoD CAF badges and CAC cards in the performance of this service.

1.6.13 Contractor Travel: Contractor travel is not required in performance of this service.

1.6.14 Other Direct Costs: No Other Direct Costs are applicable in the performance of this service.

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 affect 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: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall complete a phase in period. During the phase in period, the Contractor shall become familiar with the PWS requirements and administrative requirements in order to commence full performance of services by CLIN 0005 start date. The Contractor shall have personnel onboard during that two-week phase-in period.

1.7. Additional Information

1.7.1. Drivers: The contractor must have at least three (3) personnel, to include the OnSite- Program Manager, who possess a valid state vehicle operator’s license and have satisfactorily completed the National Safety Council’s (NSC) Defensive Driving Course training to perform services for the section

5.2.5. The Government will provide NSC training course to the contractor after contract award. The contractor shall provide certification of NSC training to the COR fifteen (15) days after contract award.

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 CAF Central Adjudication Facility

CATS Case Adjudication Tracking System CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii) CO Contracting Officer

COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf

DA Department of the Army DCII Defense Central Index of Investigations

DD254 Department of Defense Contract Security Requirement List DEIDS Defense Employee Interactive Data System DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense

DoD CAF Department of Defense Consolidated Adjudications Facility EPSQ Electronic Personnel Security Questionnaire eQIP Electronic Questionnaire for Investigations Processing FAR Federal Acquisition Regulation

FS-240 Consular Report of Birth form FS-240 FTE Full-Time-Equivalent IR Incident Reports ISP Investigation Service Provider

JCAVS Joint Clearance and Access Verification System JPAS Joint Personnel Adjudication System LAN Local Area Network NAC National Agency Check NISP National Industrial Security Program NTE Not To Exceed OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPM Office of Personnel Management

PI Phase In PIPS Personnel Investigations Processing System PM Program Manager POC Point of Contact PPR Phased Periodic Reinvestigation

Products Any system, application, utility, tool, process, or policy PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance

QASP Quality Assurance Surveillance Plan QC Quality Control

QCP Quality Control Plan Quarterly

(Q) Services performed four times during each 12-month period of the contract at intervals of 80 to 100 calendar days.

RRU Research, Recertify, and Upgrade RSI Reimbursable Security/Suitability Investigation

SBPR SSBI Periodic Reinvestigation SCI Sensitive Compartmented Information

SF-312 Classified Information Nondisclosure Agreement SII Suitability/Security Investigations Index

SSBI Single Scope Background Investigation SSN Social Security Number TE Technical Exhibit

TPOC Technical Point of Contact

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide basic services to phones, desks, utilities, information technology, and general office supplies while working in Government facilities. The Government will also provide all necessary Local Area Network (LAN) access. The Contractor shall comply with all agency policies, procedures, and agreements pertaining to LAN access. Contractor shall provide the appropriate applications training for their personnel. Violation of these procedures will result in loss of LAN and computer use privileges and access.

3.2 Facilities: Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, and general office supplies) will be provided while working in Government facilities. Tele-workers will only use Government Furnished equipment to remotely access the DoD CAF network.

3.3 Utilities: The Government will provide all necessary utilities in the facility for the contractor’s use in performance of tasks outlined in this 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.

3.4 Equipment: The Government will provide will provide basic services to phones, desks, utilities, information technology, and general office supplies while working in Government facilities. Tele-workers will only use Government Furnished Equipment to remotely access the DoD CAF network.

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. Top Secret Facility Clearance: The contractor shall have and maintain a Top Secret Facility Clearance from the Defense Security Service (DSS). In addition, the contractor personnel performing work under this contract must have a current Top Secret Security Clearance reflected in the Joint Personnel Adjudication System (JPAS) at entrance on duty, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254.

4.3. Materials: The Contractor shall furnish materials necessary to meet the requirements under this PWS that are not listed under Section 3 of this PWS.

4.4. Equipment. The Contractor shall furnish equipment to meet the requirements under this PWS that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide Adjudications Administrative Support Services to review and process personnel security documentation. The contractor shall be responsible for ensuring that documentation necessary to facilitate the adjudication of personnel security eligibility and trustworthy determinations are processed in a timely manner.

5.2. GENERAL ADMINISTRATIVE SUPPORT

5.2.1. The contractor shall perform a wide variety of administrative and program support functions across the DoD CAF. The administrative and program support functions include:

• Perform records/file management and maintenance, to include classified files.

• Set up new files and prepare records for transfer or destruction.

• Maintain, edit, and adhere to DOD CAF procedures for the control, protection, use and storage of classified and sensitive materials.

• Maintain a tracking system for all accountable documents, to include mail and classified.

• Assess the impact of new and amended applicable regulations, guidance, and policies on the administrative and program functions of the DoD CAF or assigned Division/Directorate.

5.2.2. The contractor shall ensure daily administrative management needs are met. The administrative management functions include:

• Prepare and revise reports, letters, memoranda, statements, forms, spreadsheets, presentations, and similar documents, utilizing Microsoft Office or similar software.

• Review outgoing correspondence for accuracy and conformance with applicable policies.

• Responsible for proofreading and correcting grammar and spelling, as necessary.

• Explain DoD, WHS, DoD CAF and Division/Directorate operational policies, procedures, and requirements regarding a variety of subjects to DoD CAF staff and other external customers.

5.2.3. The contractor shall maintain the organizational tasking system. The organizational tasking system functions include:

• Ensure all internal and external suspenses are met.

• Review incoming documents/taskers for appropriate actions with specific emphasis on deadlines for respective Division/Directorate.

• Assist with staffing packages, documents, and reminders of deadlines to meet suspenses.

• Respond to routine and non-technical requests for information, such as reports, suspense dates for matters requiring compliance, forms required to accomplish or request actions involving administrative support, and similar information derived from information normally available from the assigned Division/Directorate.

5.2.3. The contractor shall assist with receipt, inventory, and distribution of supplies, equipment and accountable property. Complete required reports and arrange for the disposition of excess/surplus property.

5.2.4. The contractor shall provide mail operations assistance. The mail operation assistance function includes:

• Prepare packages (classified and unclassified).

• Send and receive mail and packages.

• Distribute mail.

• Perform other mail operations duties as assigned.

5.2.5. The contractor shall provide assistance in the management of the Government leased vehicle fleet.

The contractor shall operate Government vehicle in the mail/supply operations.

5.2.6. The contractor shall perform the duties of Suite, Security, and/or Safety Representative for assigned suite location. The contractor shall maintain working roster of space utilization, submit work-orders, reserve conference rooms, liaise with DoD CAF Facilities Management Office (FMO)/Security Management Office (SMO) for key control and suite access, assist in the preparation and conduct of safety and security drills, and disseminate necessary information.

5.2.7. The contractor shall prepare time and attendance reports for assigned Division/Directorate, as necessary. The contractor shall schedule candidate interviews and assist interview panels with administrative matters (e.g. copying, sorting, and filing).

5.2.8. The contractor shall provide general assistance, phone, and desk coverage for assigned Division/Directorate and utilize printers, fax machines, and other office machinery standard for administrative work.

5.3. GENERAL OPERATIONS SUPPORT

5.3.1 The contractor shall compile, consolidate, disseminate, and report findings via Microsoft Word, Excel, and Access for incoming customer service requests to include:

• Compelling Need Requests.

• Congressional Clearance Inquiries.

• Freedom of Information Act (FOIA) and Privacy Act (PA) requests.

• General Customer Service Requests and Interim Determination Revisits.

• Provide support to Program Analysis by compiling and reporting data on agency productivity, quality, and training status.

5.3.2 The contractor shall send and distribute all facsimiles from the DoD CAF to various agencies, facilities, and personnel.

5.3.3 The contractor shall develop, establish, update, and maintain office procedures and records/files (classified and unclassified) to ensure effective and efficient operation of the office.

5.3.4 The contractor shall develop and prepare a variety of correspondence and other documentation, i.e., letters, position papers, reports, staff studies, staff summary packages, briefings, charts, bullet background papers, etc.

5.3.5 The contractor shall perform the duties of Suite, Security, and/or Safety Representative for assigned suite location. The contractor shall maintain working roster of space utilization, submit work-orders, reserve conference rooms, liaise with DoD CAF Facilities Management Office (FMO)/Security Management Office (SMO) for key control and suite access, assist in the preparation and conduct of safety and security drills, and disseminate necessary information.

5.4. TRAINING & QUALITY ASSURANCE (TQA)

5.4.1 The contractor shall provide administrative support for TQA regarding data entry into Excel and Access. The Training & Quality Assurance functions include:

• Compile and provide reports utilizing Excel and Access.

• Provide quality assurance briefings utilizing Microsoft Office or similar software.

• Compile & disseminate Training Manual and SOP updates in Word and SharePoint.

• Compile, consolidate, and disseminate, as appropriate, material received or derived from the various DoD CAF Divisions/Directorates or other agencies, including:

o Referral/reciprocity documentation.

o REO/RSI rejections.

o Outside the Continental United States (OCONUS) material for reopening investigations or incoming OCONUS information on closed investigations.

o Training brochures, training slides, training curriculum.

o Research / Recertify / Upgrade (RRUs) statistics / data in accordance with established procedures.

• Maintain adjudicative productivity tracking products in Access and Excel and prepare reports upon request.

• Create and maintain reports requiring initial quality review from National Security Databases.

5.4.2. The contractor shall create, maintain, and review records on adjudicators regarding level of training, eligibility for certification testing, testing dates, testing completions, conferment, and training courses in support of maintaining certification, utilizing Microsoft Office or similar software.

5.5. WORKLOAD AND INVENTORY CONTROL

5.5.1. The contractor shall provide workload and inventory control. The workload and inventory control functions include:

• Receive, sort, date stamp and file incoming case documentation to be processed for adjudication.

• Record daily statistics regarding all incoming case documentation (e.g. agency and type).

• Order and pull files requested by adjudicators, Branch/Team Chiefs, or other DoD CAF staff.

• Provide general administrative support to Branch/Team Chiefs regarding assignment and tracking of work.

5.6. NATIONAL SECURITY DATABASES

5.6.1. The contractor shall create, maintain, and review a database tracking all eligible non U.S. citizens in JPAS & CATS. The National Security Databases functions include:

• Enter hardcopy incident reports into JPAS & CATS as final status.

• Scan JPAS for aged interim status clearances.

• Check JPAS for discontinued notices for termination and take appropriate action.

• Temporarily administratively withdraw subjects’ eligibility line within JPAS as a result of separation from owning and/or servicing facility.

5.6.2. The contractor shall collect, scan, and upload incoming adjudicative documentation into National Security Databases (NSD).

5.6.3. The contractor shall assist in correcting Social Security Numbers (SSN) in National Databases. Upon receipt of Reciprocity requests, query available databases, contact user agencies for clearance verification, and scan / upload confirmations into appropriate National Security Databases (NSD) for processing.

5.6.4.The contractor shall research and review suspense files for pending actions by adjudicators. The contractor shall review overdue suspense files in National Security Databases (NSD) for status and provide findings to designated DoD CAF personnel.

5.7. INVESTIGATIVE SERVICE PROVIDER (ISP)

5.7.1. The contractor shall provide customer service to Investigative Service Provider (ISP) requests pertaining to a subject’s status in JPAS & CATS. The contractor shall request complete and incomplete files from ISP.

5.8. REPORTS FOR ADJUDICATION (RFA) SUPPORT

5.8.1. The contractor shall read and analyze reports for adjudication to determine whether scope of investigation meets specific investigative standards. The Reports for Adjudication functions include:

• Prepare memoranda of findings and correspondence.

• Match supplemental case files and RFA; file for adjudication by level, date closed, and subject’s

Social Security Number (SSN).

• Close pending RFA’s by matching partial investigations and case files and distribute to adjudicators for adjudication.

5.9. INTERNATIONAL DUTIES

5.9.1. The contractor shall provide administrative support for the International function within DoD CAF.

The following functions include:

• Review outgoing correspondence for accuracy and completeness.

• Compile incoming international clearance documentation and upload into appropriate National

Security Databases (NSD).

• Receive and send correspondence through FAX, mail, and email.

5.10. PROGRAM MANAGEMENT SUPPORT

5.10.1 The Program Manager shall perform supervisory and liaison functions between subordinate contract employees and the DoD CAF. The Program Management Support functions include:

• Accounting for employees’ time and attendance.

• Promulgation of information pertinent to the contractor staff execution of duties.

• Serve as a point of contact to the DoD CAF staff and the Contract Company leadership.

• Prepare briefings and other materials, as related to the Adjudications Administrative Support.

5.10.2 ADJUDICATIONS SUPPORT STATUS REPORT

The contractor shall provide accurate and complete data concerning Adjudications Support activities and performance. The report shall summarize the workload volume, completion, and any obstacles encountered for the previous week.

5.11. MANDATORY CONTRACTOR MANPOWER REPORTING (CMR)

5.11.1.The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct technical questions to the help desk at:

http://www.ecmra.mil.

http://www.ecmra.mil/

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS:

6.1. The Contractor must abide by all applicable statutes, regulations, publications, manuals, and federal policies, procedures. The contractor shall follow the applicable publications listed below:

• Privacy Act, Title 5 of the U.S. Code, Section 552a

• Personnel Security Program DoD 5200.2-R dated January 1987 with updates dated February 12,

• National Industrial Security Program DoD 5220.22-M

• Internal DoD CAF SOPs

• Agency “Consent to Monitoring Form” (pertains to proper use of Govt. computers)

• Executive Orders 10450, 12968, and 10865

• Intelligence Community Directives (ICD) 704, 704.1, and 704.2

• Intelligence Reform and Terrorism Prevention Act (IRTPA) of 2004

The Contractor shall adhere to the latest version of the documentation referenced in the list above or cited elsewhere in this PWS.

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

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

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.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

The contractor shall provide Basic Services Support, IAW PWS paragraph number 5.1

The contractor shall review and process security documentation in a timely manner.

Successful = 100% Compliance

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR - Monthly

PRS # 2

The contractor shall provide General Administrative Support, IAW PWS paragraph number 5.2 and all subparagraphs.

The contractor shall perform administrative and program support functions in a timely manner, while demonstrating appropriate knowledge and understanding of the task.

Exceptional = 90%-100% Successful = 80-89%

Unacceptable = 79% and below system data, or performance metrics by COR - Monthly

PRS # 3

The contractor shall provide General Operations Support, IAW PWS paragraph numbers 5.3 to 5.8 and all subparagraphs.

The contractor shall perform general operations support functions in a timely manner, while demonstrating appropriate knowledge and understanding of the task.

Exceptional = 90%-100% Successful = 80-89%

Unacceptable = 79% and below system data, or performance metrics by COR - Monthly

PRS # 4

The contractor shall provide International Support, IAW PWS paragraph number 5.9 and all subparagraphs

The contractor shall perform International administrative functions in a timely manner, while demonstrating

Verify clearance eligibility on US/foreign contracts overseas within 2 business days

Respond to inquiring Facility Security Officer (FSO) within 3 business days

100% Inspection by COR

100% Inspection by COR

PRS # 5

The contractor shall provide Program Management Support, IAW PWS paragraph number 5.10 and all subparagraphs

The contractor shall perform program management support functions in a timely manner, while demonstrating

Successful = 100% Compliance

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by

COR - Monthly

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Quality Control Plan QCP to be provided with contractor’s proposal and within 5 working days when changes are made thereafter.

1 original QCP to be provided with contractor’s proposal.

1 amended copy of QCP to be provided within 5 working days when changes are made.

Electronic format, must be compatible with Microsoft Windows 2010 and Microsoft Office

Delivered electronically to CO and COR via email.

Quality Control Status Report

30 days after contract award and every month thereafter

1 copy 30 days after contract award and 1 copy every month thereafter

Electronic format, must be compatible with Microsoft Windows 2010 and electronically to COR via email

Adjudications Support Status Report

15 days after contract award or end of phase-in period, if applicable, and every week thereafter.

1 copy beginning 15 days after contract award and 1 copy every week thereafter

Electronic format, must be compatible with Microsoft Windows 2010 and

COR via email

Non-Disclosure Agreement (SF312)

Within 5 days after contract award and before entrance on duty of new/replacement contractor personnel.

1 copy 5 days after contract award.

Electronic format, must be compatible with Microsoft Windows 2010 and

COR via email

Post Award Conference/Periodic Progress Meetings

As appropriate and needed

N/A In person, telephonically, or VTC, as agreed

Delivered

COR via email

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

The data provided is an estimate of what it may take to perform the requirements listed in the Performance Work Statement. The contractor is not required to propose the hours listed below and is encouraged to use sound judgment and business practices when preparing cost proposal.

Note: The star symbol “*” next to the Labor Category indicates “Key Personnel.”

Contract Line Item

Number (CLIN) and

TASK ID

Labor Category

Estimated FTEs

Hours

CLIN ID: 0005

Task ID: 5.10 Program Management Support

*On-Site Program Manager* 1 FTE 1,512 hrs

CLIN ID: 0001

Task ID: 5.2 General Administrative Support

Administrative Assistant 2 FTE 3,024 hrs

CLIN ID: 0002

Task ID: 5.3 General Operations Support to

5.9 International Duties

Personnel Security Assistant 7 FTE 10,584 hrs

CLIN ID: 0003

Task ID:5.3 General

5.9 International Duties

Personnel Security Assistant

15 FTE 17,640 hrs

CLIN ID: 0004

5.9 International Duties

Personnel Security Assistant 15 FTE 9,960 hrs

TASK ID

Description

Cases

5.3 General Operations

Support to 5.9 International Duties

Projected Number of Incoming Security Clearance Cases 675K-825K Per Year

FTEs

Hours/Year

CLIN ID: 1002

*On-Site Program Manager* 1 FTE 1,880 hrs

CLIN ID: 1001

Administrative Assistant 2 FTE 3,760 hrs

CLIN ID: 1003

Personnel Security Assistant 37 FTE 69,560 hrs

Task ID

Description

Projected Number of Incoming Security Clearance Cases 900K-1.1M Per Year

FTEs

CLIN ID: 2002

On-Site Program Manager* 1 FTE 1,880 hrs

CLIN ID: 2001

CLIN ID: 2003

FTEs

CLIN ID: 3002

CLIN ID: 3001

CLIN ID: 3003

FTEs

CLIN ID: 4002

CLIN ID: 4001

CLIN ID: 4003