Administrative_Support_PWS_Draft.docx

PERFORMANCE WORK STATEMENT

Washington Headquarters Services Acquisition Directorate Enterprise-wide Administrative Support Services Contract 7 July 2017

1.0 BACKGROUND AND INTRODUCTION.

The Washington Headquarters Services, Acquisition Directorate (WHS/AD) is the single enterprise contracting office for the Office of the Secretary of Defense (OSD). The effort required under this Performance Work Statement (PWS) is to provide non-personal administrative services to the OSD compenants located at the Pentagon and its primary satellite locations which are located in Alexandria and ArlingtonVirginia.

Currently, OSD has an immediate need for administrative support services of an administrative and clerical nature. The duties would include, but are not limited to: operating office machines; storing, distributing, accounting for stores of materials; distributing mail and delivering messages, etc. A further description of the duties is found in the “Scope of Work” section of this document. Performance of other administrative support and clerical duties may be required as well. Based on an analysis of the scope requirements, WHS/AD has determined that the use of administrative support to satisfy Task Order requirements is in the best interest of the Government.

2.0 OBJECTIVE.

The service objective is to provide OSD with a flexible contract vehicle to provide administrative and clerical support. The Contractor shall be able to manage scope, schedule, budget, and is expected to facilitate any action from inception to closure by tasking, tracking, supporting required functions/other personnel/activities, etc.

· 2.1 Personal Services:

The Washington Headquarters Services Acquisition Directorate has determined this contract is not being used to procure services prohibited by Subpart 37.1 of the Federal Acquisition Regulations (FAR). The Contracting Officer’s Representatives (COR) identified at the task order level will be briefed on the avoidance of personal services and those actions that represent personal services, as well.

To counter the circumstances that infer personal services and to preserve the non-personal nature of this contract, the Contractor shall adhere to the following guidelines in the performance of the contract:

· Provide for direct supervision of all contract employees assigned to the task.

· Refrain from discussing issues such as skill levels and hours, salaries, cost and funding data, or administrative and personnel matters affecting contractor employees with the COR.

· Ensure close communication/coordination with the COR, reporting problems to the COR as they occur (not waiting for a monthly meeting).

· Do not permit government officials to interview potential contractor employees, discuss individual performance, approve leave or work scheduling of contractor employees, terminate contractor employees, assist contractor employees in doing their jobs or obtain assistance from the contractor in doing Government job.

· Do not assign contractor personnel to work under direct government supervision.

· Maintain a professional distance from government employees.

· Provide contractor employees with badges, if appropriate, identifying them as contractors.

· Ensure proper communications with the government (technical discussion and government surveillance is okay, but the government cannot interfere with the contractor’s legitimate exercise of discretion in meeting contractual requirements.

· Assign a task leader to the task order. The task leader or alternate should be the only one who accepts tasking from the assigned government point of contact or alternative.

· Use work orders to document and manage the work and to define the details of the assignment and its deliverables. The government has the right to reject the finished product or result and this does not constitute personal services.

· If travel is required for the performance on a task, the contractor personnel are only to travel as directed by their contract management.

· The contractor shall provide suitable marking on all documents or reports generated, per FAR11.106 and meet all other terms of this regulation.

3.0 SCOPE OF WORK.

· The scope of work and task areas in this performance work statement (PWS) require the contractor to provide administration/clerical/secretarial support such as timekeeping, filing, records management, travel order and travel voucher preparation, reviews and typing of routine of correspondence, answering telephone calls, assisting visitors, scheduling, and accepting appointments. The Government may require various categories of services at any given time as specified on individual task orders. Services will be ordered by the issuance of task orders as needed. The contractor shall perform work and submit deliverables as identified in individual task orders. Each task order will identify the specific work category to be performed. This is a Fixed Price and Time and Material/Labor Hour contract.Task categories include but are not limited to the following:

· Answering phones/grant access (reception)/set up meetings and requisite equipemnt (e.g. VTC)/appointment scheduling/provide readily available information to callers/note taking/edit or format memos, presentations, etc. (does not include generating original content)/generation of routine reports/operation as the office point of contact/correspondence applications (e.g. CATMS)/locking and unlocking of safes and office space/escort/process mail/arrange travel/order supplies/prepare forms (e.g. standard form preparation/data entry/inventory/maintenance issue reporting/record retention/courier (from office to office within the same building)/assemble brief packages/prepare expense reports/various other duties involving clerical and administrative office functions.

4.0 TASKS

All tasks will be determined at the task order level.

5.0 GENERAL REQUIREMENTS

The award for services under this PWS will be limited to the services in the contract line items awarded in the task orders.

· 5.1 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive or have access to proprietary information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) which may create a current or subsequent Organization 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 of 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/she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

· 5.2 Place of Performance: The work to be performed under this contract will be performed primarily at the Pentagon but also at the Mark Center and other National Capital Region locations.

· 5.3 Hours of Operation: The normal duty hours will be 6:00AM – 6:00PM, Monday through Friday, excluding Federal Holidays. Performance will not be required on the following Federal holidays: New Year’s Day, Martin Luther King Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

· 5.4 Government-Furnished Equipment (GFE): The Government will provide work space, copier, and computer for use by the contractor. Any additional GFE found to be necessary will be addressed at the task order level.

· 5.5 Disclosures: The contractor shall make no public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the Contracting Officer or the Public Affairs Office (PAO) associated with the Government project specific agency or installation. All data generated under this contract shall become the property of the Government and distribution to any other source by the Contractor is prohibited unless authorized by the Contracting Officer.

· 5.6 Travel: If travel is required, actual travel costs will be reimbursed in accordance with the Federal Travel Regulations and the Government Joint Travel Regulations (JTR) in accordance with FAR 31.205-46. (Website http://www.perdiem.osd.mil/regchgs.htm) Documentation of costs such as hotel receipts, airline tickets (stubs), car rental receipts, etc. must be furnished with request for payment for the task orders. No profit or additional handling charge allowed. Travel costs will be reimbursed based on actual costs and allowable G&A. Travel may be required in Continental United States (CONUS). All travel shall have prior written approval from the cognizant Government representative as identified by individual task order.

· 5.7 Quality Control: The service provider shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The service provider shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The service provider’s QCP is the means by which assurance is provided that work product complies with the requirements of this contract and any subsequent task orders. The QCP is to be delivered to the contracting officer within 30 days after contract award. The QCP shall be submitted to the contracting officer within five 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 changes to its program.

· 5.8 Security Requirements: All tasks must be conducted in full compliance with DoD security regulations. The contractor must possess a Top Secret Facility Clearance. It is anticipated that there will be instances where contractor personnel will be required to have/obtain and maintain a Top Secret clearance. A DD254 will be issued at the task order level for requirements requiring security clearances.

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

· 5.8.2 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. All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procudures 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 longerrequire access to locked areas. The contractor shall immediately report any occurences of lost or duplicated keys to the Contracting Officer or designated representative.

· 5.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to indentify themselves as such to avoid creatingan 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 will be required to obtain Common Access Cards for computer usage and building passes for access to the Pentagon and related facilites.

· 5.10 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office. The contracting officer, contracting officer 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. Meeting minutes will be provided by the contractor for approval by the contracting officer, or any delegated representative, within three working days of the meeting being held. These meetings shall be at no additional cost to the government.

· 5.11 Deliverables: Deliverables will be identified in each task order placed against this indefinite delivery/indefinite quanitity contract. Individual task orders will specify the individual deliverables, due dates, formats to be used, and distribution.

· 5.12 Performance Requirements Summary: The contractor service requirements will be summarized into performance objectives that relate directly to mission essential items at the task order level. Performance thresholds will be provided that breifly describe the minnimum acceptable levels of service required for each requirement.