PWS_8-16_-_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

FACILITIES SERVICES DIRECTORATE (FSD)

INTEGRATED SERVICES DIVISION (ISD) PROGRAM MANANGEMENT SUPPORT

05 AUGUST 2016

Part 1

General Information

1. GENERAL: Washington Headquarters Services (WHS) Facilities Services Directorate

(FSD) consists of an Integrated Services Division (ISD), which provides management, oversight and operation support through a wide range of program initiatives, business services and quality of work-life programs at the Pentagon, Mark Center, Suffolk

Building and other facilities across the National Capital Region (NCR) to accomplish mission critical requirements in support of the Department of Defense (DoD).

1.1 Description of Services/Introduction: The Contractor shall provide all personnel and supervision necessary to perform programmatic and functional 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: ISD is an organization functioning under the umbrella of Washington

Headquarters Services as a component of the Federal Services Directorate. ISD follows procedures for the receipt and disposition of gifts or decorations under regulations 5

U.S.C. §7342 and Code of Federal Regulations (CFR) 102-42, “Utilization, Donation, and Disposal of Foreign Gifts and Decorations.” DoD Directive 1005.13, “Gifts and

Decorations from Foreign Governments” and WHS Administrative Instruction (AI) 100, “Gifts from Foreign Governments.”

1.2.1 ISD establishes the WHS-wide Nursing Mothers Program (NMP) by providing and maintaining dedicated private space, equipment and furniture for nursing mothers on

Pentagon Reservation, including the Office of the Secretary of Defense (OSD), the

Office of the Joint Chiefs of Staff, the military departments, Defense Agencies, and Field

Activities within the NCR. ISD is responsible for the day-to-day operations of the WHS

NMP to include, but not limited to program management, enrollment, communication outreach, education, logistics coordination, procurement of equipment and continuous process improvement with the goal of meeting the needs of nursing mothers and increasing workplace satisfaction.

1.2.2 ISD provides support for technical and analytical mission assurance planning and operational support to DoD with services including an in-depth analysis of strategic initiatives and mitigation techniques that include operational assessment of capabilities required to effectively and efficiently implement DoD policies and procedures.

1.3 Objectives: The purpose of this contract is to acquire comprehensive program management, analytical and technical support services that provide efficient strategic planning and management for the ISD Nurs ing Mothers and Foreign Gifts

Program implementing technology improvement to support program objectives and provide support services in the following areas:

Nursing Mothers Program Management, Analysis and Support

Foreign Gifts Program Management, Analysis and Support

1.4 Scope: The Contractor shall provide all labor, supervision and quality control necessary to provide comprehensive analytical and technical support services including program management, strategic planning, project management, operations management and support.

1.5 Period of Performance: The period of performance shall be for One (1) base period of

12 months and two 1 2-month option periods. The Period of Performance reads as follows:

Base Period: Twelve months from the date of award.

Option Period One: Twelve months after the base period

Option Period Two: Twelve months after option period one

General Information:

1.5.1 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 is the means by which the contractor assures that the work complies with the requirement of the contract. The Quality Control Program (QCP) shall be described as part of the Program

Management Plan deliverable.

1.5.1.1 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).

1.5.2 Recognized 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

Inauguration Day

1.5.3 Hours of Operations: The contractor shall provide full-time support

Monday through Friday. Contract personnel will work a standard 40 hours’ work week. Workdays will begin no earlier than 0630 (6:30 AM) and end no later than 1830

(6:30 PM) including a 30 minute lunch break. Exceptions are when the Government facility is closed due to Federal holidays or local or national emergencies, administrative closings, or similar Government directed facility closings. When hiring personnel, the

Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.4 Place of Performance: The work to be performed under this contract will be performed in a Government provided office space in the NCR particularly in the

Pentagon, Arlington, Virginia; Mark Center, Alexandria, Virginia and various

Government lease facilities if applicable.

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

1.6.6 Security Requirements: Contractor personnel performing work under this contract must have NACI/NACL investigation. The security requirements are in accordance with the Form SF-85P for public trust. Each individual on this contract must complete required

DoD Annual Security Training.

1.5.5.1 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.

1.5.5.2 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.

1.6.6.5 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

1.6.7 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 FAR Subpart 42.5. The KO, COR, and other

Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the KO 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.

1.6.8 Contracting Officer Representative (COR): 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 KO 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.

1.6.9 Key Personnel: The following personnel are considered key personnel by the government: The Contractor shall provide a Project Lead Analyst 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 Lead Analyst is absent shall be designated in writing to the contracting officer. The Project Lead Analyst or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Lead Analyst will support day to day management operations when required between 6:30 am and 5:00 PM Monday through Friday except Federal holidays or when the government facility is closed for administrative reasons. For the purpose of this PWS the following personnel are defined as such:

Project Lead Analyst

Project Analyst – Nursing Mothers Program

Project Analyst – Foreign Gift Program

1.6.9.1 Project Lead Analyst :The Project Lead Analyst shall have the following minimum requirements:

Bachelor Degree in Business and a minimum of a combined five (5) years of related experience in the areas of Federal Nursing Mother Programs and Federal

Foreign Gifts Program. Project Management Plan Certification preferred.

Management experience of daily onsite operations, assisting in policy development, implementation and coordination program requirements that affect organizations within DoD throughout the National Capital Region.

Project Analyst - Nursing Mothers Program: The Project Analyst for Nursing

Mothers Program shall have the following minimum requirements:

One (1) year of related experience in the area of Federal Nursing Mother’s

Program regulations and procedures.

Possess basic knowledge and skill in the areas of offering lactation services and providing time and space for nursing mothers to express breast milk.

Project Analyst – Foreign Gifts Program: The Project Analyst for Foreign

Gifts Program shall have the following minimum requirements:

Three (3) years of related experience in the area of Federal Foreign Gift

Regulations and Procedures.

Possess basic knowledge and skill in the areas for the receipt and disposal of Foreign Gifts and decorations as well as accepting and retaining by a

Federal Employee a gift of more than minimal value received as a souvenir or mark of courtesy.

1.7 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.

1.8 Contractor Travel: Contractor will be required to travel within the NCR during the performance of this contract to attend meetings, conferences and training. Travel outside of the NCR will require Government approval/authorization.

1.9 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 contract requirements which may be affected by the

OCI.

1.10 Telework: The Government may permit telecommuting (telework) by contractor employees when determined to be the best interest of the Government in meeting work requirements (e.g. COOP, inclement weather and etc.). The contractor must have an established p r o g r a m subject to review by t h e G o v e r n m e n t . All

T e l e c o m m u t i n g agreements must be authorized and approved by the COR and include date, time, and description of the work to be performed.

a. The contractor must identify to the COR any task/work requirements that may be performed at an alternate worksite. Telework will be at no additional cost to the

Government.

b. The Government may provide as Government Furnished Equipment (GFE):

Secure laptop with access to the required portals, networks, and business application. Internet connection will not be furnished, therefore, Internet access shall be provided by the Contractor.

The Individual Contractor Personnel shall provide services from their authorized telework worksite location IAW Department of Defense Instruction (DODI) 1035.01, Telework Policy (http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf)

1.11 Special Qualifications: Contractor personnel will be required to sign a Non-

Disclosure Agreement

1.12 Phase-In Plan: The contractor shall ensure existing and application services and support are successfully transitioned from the incumbent contractors to the awarded contractor immediately following contract award date and in accordance with the contractor’s initial Transition Plan. The contractor shall ensure no significant disruption to customer services and support occurs during the transition period. After an agreed http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf) upon two week phase-in period (date to be determined upon award of contract), the contractor is fully accountable and responsible for successful performance of all objectives and requirements on the contract.

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 CONTRACINTG 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. Once that enters into a contract with a prime contractor. The

Government does not have privacy 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.

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

2.2 ACRONYMS:

COR Contracting Officer Representative

COTR Contracting Officer’s Technical Representation

DD254 Department of Defense Contract Security Requirements List

DFARS Defense Federal Acquisition Regulation Supplement

DOD Department of Defense

FAR Federal Acquisition Regulation

FFP Firm Fixed Price

GFE Government Furnished Equipment

IGF Inherently Governmental Functions

KO Contracting Officer

NCR National Capital Region

OCI Organizational Conflict of Interest

POC Point of Contact

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QCP Quality Control Program

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES

3.1 The Government may provide Government Furnished Equipment (GFE): Secure laptops/Desktop computers shall have access to the required portals, networks, and business application. Internet connection will not be furnished, therefore, Internet access shall be provided by the Contractor.

3.2 Materials: The government will provide the contractor ensuring continuing adherence to generally accepted Government information technology policies and guidance applicable to the task order. This includes, but not limited to, public laws, executive orders, directives, regulations, manuals, standards, memorandums, and instructions. The contractor shall comply with the appropriate DoD approved programs, standards, and guidelines.

DoD Issuances including directives, instructions publications, and memorandums are listed at http://www.dtic.mil/whs/directives

Policies, procedures, directives, instructions, and manuals are listed at http://iase.disa.mil/policy-guidance/index.html http://www.dtic.mil/whs/directives http://iase.disa.mil/policy-guidance/index.html

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 Part 3 of this PWS.

4.2 This contract is designated as unclassified, however all personnel will be issued a CAC and

Pentagon Building Pass to access the Pentagon.

PART 5

SPECIFIC TASKS

5. Specific Tasks

5.1 Project Lead Analyst, Management and Analysis Support: The contractor shall provide the following support services:

Provide program management support with a Lead Analyst onsite providing day to day oversite of Personnel, Planning, Scheduling, and continuous process improvement to ensure the mission of the ISD aligns with the overall organization’s goals and objectives and strategic vision.

Conduct program analysis which addresses schedule and other factors that could impact the successful delivery of the Foreign Gifts and Nursing Mother’s Programs.

Implementation of policies, Administrative Instructions, DoD Directives, and other

Federal Regulations that support the Pentagon, Mark Center and other supported

OSD/WHS within the NCR.

Provide liaison support to formal meetings, briefings, memorandums as required and/or requested by the government.

Provide a detailed Project Management Plan, to include a Master Project Schedule which addresses programmatic and other factors which could impact the successful completion and implementation of the programs.

5.2 Nursing Mothers Program Management, Analysis and Support

The contractor shall provide ISD the following analytical, technical and operational support by managing daily activities associated with the various aspects of the Nursing

Mothers Program:

Conduct overall program analysis and review.

Support day-to-day ongoing business operations to include program enrollment, applications review, program withdrawals, and facilities inspection.

Provide management oversight and control support in facilities maintenance to include, but not limited to room construction, repairs and housekeeping.

Review findings from other NMPs across the NCR and develop recommendations.

Promote program awareness by organizing, planning and conducting outreach events at the Pentagon Reservation and Mark Center.

Collect Nursing Room utilization data at the Pentagon and Mark Center; develop a utilization summary report that summarizes the purpose, methodology, results and conclusions resulting from the data collection.

Assist WHS in the maintenance and updating of the Nursing Mothers Program

SharePoint Portal/Webpage to educate employees and visitors on the nursing mothers program and services available.

Collect feedback through ICE programs and other initiatives as directed.

Develop and deliver program update briefings on the Nursing Mothers Program to include monthly program metrics.

Provide customer service support, including answering customer questions through phone, email and in-person.

Log and track customer complaints, suggestions, and questions.

Update Standard Operating Procedures (SOPs) as required.

Implement Best Practices to obtain program efficiencies.

5.3 Foreign Gifts Program Management, Analysis and Support

The contractor shall provide ISD the following analytical, technical and operational support by managing daily activities associated with the various aspects of the Foreign

Gifts Program to manage gifts received from foreign and domestic entities through its lifecycle of acceptance, appraisal, display, purchase, transfer and final disposition:

Conduct overall program analysis and review.

Support day-to-day ongoing business operations to manage gifts received from foreign and domestic entities through its lifecycle of acceptance, appraisal, display, purchase, transfer and final disposition.

Assist the Government Program Manager in managing DoD’s Foreign and Domestic

Gifts Program for all executive level employees.

Identify recipients and coordinate whether he/she will purchase, display or turn in gift received from foreign country through memorandum.

Track all gift information through Gift Tracker, an electronic tracking system and maintain a hard copy for back up purposes.

Process all Foreign and Domestic Gifts in accordance with AI 100.

Receive all gift issues, visitors and callers and assist the Director and Deputy Director in the preparation of official DoD documentation and other reports for submission to

GSA and the Department of State.

Be responsible for the processing, inventorying, filing and safeguarding all gifts and sensitive material in accordance with program metrics.

Develop and deliver presentations program update briefings to the ISD Director and

WHS Leadership on the Foreign Gifts Program.

Provide customer service support, including answering customer questions through phone, email and in-person.

Log and track customer complaints, suggestions, and questions.

Update Standard Operating Procedures (SOPs) as required.

Assist improvement of software capabilities across OSD Components.

Implement Best Practices to obtain program efficiencies.

APPLICABLE PUBLICATIONS

6.0 Applicable Publications

6. 1 DoD Directive 1005.13, “Gifts and Decorations from Foreign Governments”

6.2 WHS Administrative Instruction (AI) 100, Gifts from Foreign Governments.

6.3 U.S.C. §7342 and Code of Federal Regulations (CFR) 102-42, “Utilization, Donation, and Disposal of Foreign Gifts and Decorations.”

TECHNICAL EXHIBITS/ATTACHMENTS

7.0 Technical Exhibit

7.1 Technical Exhibit 1-Performance Requirement Summary

7.2 Technical Exhibit 2-Deliverables Schedule

7.3 Technical Exhibit 3-Estimated Workload

7.4 Attachment 1 – Non-Disclosure Agreement

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

Standard Performance

Threshold (This is the maximum error rate.

It could possibly be

“Zero deviation from standard”)

Method of

Surveillance

PRS #1: Daily Operations

Conduct Daily Operations. Refer to

Paragraphs 5.1-5.3 of PWS.

Respond to all customers inquires via e-mail and/or telephone.

All: Provides satisfactory response to customer’s inquiries within 2 business days.

Review of e-mail responses by the COR on a random basis biweekly.

PRS #2 Reports and Briefings

Provide oral and written reports and presentations on the program to inform customers and management of the operations and initiatives, processes being followed and problems being encountered in such a way that this facilitates accomplishment of objectives

Ref 5.1-5.3

Presentations and reports are complete and well received by the audience.

Draft presentations do not need to be revised more than once at the request of the COR.

All: No more than

3 valid complaints on non-compliance in one year.

COR reviews documents on deliverable due date.

PRS #3: Communications

The contractor shall develop and facilitate the rollout of program communications on program updates and initiatives. Refer to Paragraph

5.1-5.3 of PWS.

Program communication activities and strategies must address ISD and agency constituent on updates, status, and required engagement into the needed actions.

Program Systems:

No more than 1 error in system per quarter.

COR may review documents prior to due date.

TECHNICAL EXHIBIT 2

Deliverable Schedule

Tasks Deliverable Draft Due Final Due Format

5.1 Phase-In Plan 5 days from

date of award

10 days from date of award

MS Word

5.1 Project Management

Plan

Within 30 days after contract award

Within 45 days after contract award

MS Word

MS Project

5.2, 5.3 Bi-Weekly Progress

Reports

Monthly reports require final submission

Every 15 days MS Word

5.2,5.3 Monthly Progress

Reports

Monthly reports require final submission

Monthly (by the 5th of every month)

MS Word

5.1,5.2,5.3 Briefings/Technical

Papers/Studies/Reports

(Various)

Per agreed upon in MS

Project

Schedule

Per agreed upon in MS

Project

Schedule

MS Word

5.3 Foreign Gifts Annual

Program Report

Per agreed upon in MS

Project

Schedule

Per agreed upon in MS

Project

Schedule

MS Products

5.2 Room Utilization

Reports (Monthly)

Monthly reports require final submission

Monthly (by the 15th of every month )

MS Products

5.1,5.2,5.3 Standard Operating

Procedures (SOP)

Updates

Per agreed upon in MS

Project

Schedule

Per agreed upon in MS

Project

Schedule

MS Word

TECHNICAL EXHIBIT 3

Estimated Workload Data The data provided is an estimate of what it may take to perform the major categories of requirements listed in the

Performance Work Statement. The Contractor is not required to propose the hours nor labor categories listed below but is encouraged. The Contractor is encouraged to use sound judgment and business practices when preparing its cost proposal.

Task ID Labor Categories Hours Period of

Performance

Lead Analyst- Project

Management, Analysis and Operations Support

Ref PWS 5.1 - 5.3

Project Manager: (5 years related experience in the areas of Federal

Nursing Mother

Programs and Federal

Foreign Gifts

Program)

1920 Base Period and all

Option Periods

Nursing Mothers

Project Analyst, Analysis and

Operations Support

Ref PWS 5.2

Program Analyst (minimum of 1 years of related experience in the area of

Federal Nursing Mother’s

Program regulations and procedures)

1920 Base Period and all

Option Periods

Foreign Gifts Project

Analyst, Analysis and

Operations Support

Ref PWS 5.3

Program Analyst (minimum of 3 years of related experience in the area of

Federal Foreign Gift

Regulations and

Procedures)

1920 Base Period and all

Option Periods