Attachment_1_-_Performance_Work_Statement_2015_08_04.pdf

Attachment 1

HSCG23-15-R-MIA047

Performance Work Statement

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ADMINISTRATIVE, TECHNICAL AND FINANCIAL SUPPORT

SERVICES FOR THE UNITED STATES COAST GUARD

DIRECTORATE OF INTERNATIONAL AFFAIRS

AND FOREIGN POLICY ADVISOR

PERFORMANCE WORK STATEMENT

1.0 GENERAL

1.1 SCOPE

The scope of this Performance Work Statement (PWS) includes administrative, technical and financial support for the United States Coast Guard (USCG) Directorate of International Affairs and Foreign Policy Advisor (DCO-I) Executive Staff division, Office of Regional Affairs, Passports and Support Division and the Office of Security Cooperation.

1.2 BACKGROUND

DCO-I is responsible for advising, informing and assisting the Commandant on strategies, foreign policy matters, and the general impact of USCG programs and operations on U.S. international affairs. DCO-I coordinates all aspects of USCG international affairs activities including the managing and executing the USCG passport and visa issuance program, negotiating agreements, participating in international organizations, training foreign personnel through the United States Government Security Cooperation Training and Education Program, arranging visits by foreign officials, providing technical assistance to foreign governments, and monitoring of USCG personnel foreign travel.

2.0 REQUIREMENTS

2.1 Technical Support The Contractor shall provide technical and administrative support services to the Executive Staff division, administrative assistance section in support of all activities outlined in this PWS, but primarily to assist in the administrative management of overseas billets. The requirements shall include, but are not limited to the following tasks:

2.1.2 The Contractor shall assist in the review, processing and submission of Enlisted Employee Reviews (EER) by verifying EERs for accuracy, proper signature, and submission in accordance with the USCG Pay and Personnel Procedures Manual (PPPM) PPCINST M1000.2B for members serving in overseas assignments.

2.1.3 The Contractor shall assist in the review, processing and submission of Officer Evaluation Reports (OER) by verifying OERs for accuracy, proper signature, and submission in accordance with the USCG Pay and Personnel

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Procedures Manual (PPPM) PPCINST M1000.2B for members serving in overseas assignments.

2.1.4 The Contractor shall assist in the review, processing and submission of medals and awards by verifying all medal and award nominations packages for proper format, accuracy, proper signature authority for level of award, and submission in accordance with the USCG Pay and Personnel Procedures Manual (PPPM) PPCINST M1000.2B for members serving in overseas assignments.

2.1.5 The Contractor shall assist in the processing of overseas Permanent Change of Station and Temporary Duty orders for members departing for and returning from overseas assignments.

2.1.6 The Contractor shall develop location specific guidelines describing the various entitlements that members serving overseas will receive to include, but not limited to, pay, housing, Basic Allowance for Housing, Basic Allowance for Quarters, medical, transportation, commissary privileges and dependant support resources.

2.1.7 The Contractor shall assist in the development, scheduling and management of Geographic Combatant Commanders (GCC) and Department of State required pre-deployment training for members serving overseas.

2.1.8 The Contractor shall participate in bi-weekly conference calls with the USCG administrative support personnel abroad .

2.1.9 The Contractor shall organize and coordinate a USCG specific “Welcome Aboard” program to include orientation visits to appropriate USCG Headquarters program offices, Department of State Desk and Regional Affairs Officers and Department of Defense/Pentagon program offices. The Contractor shall update this program annually.

2.1.10 The Contractor shall ensure that the personnel performing duties under this section at a minimum have an initiated National Agency Check with Inquiries (NACI) and a favorable completion of Federal Bureau of Investigation (FBI) fingerprint check, or a DoD-determined equivalent investigation, or a higher level security clearance.

2.2 Administrative Support The Contractor shall provide administrative support services to the Office of Regional Affairs, Passports and Support Division in support of all activities outlined in this PWS. The requirements shall include the following tasks:

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2.2.1 The Contractor shall assist travelers and dependents with completing the no-fee application process for official passports.

2.2.2 The Contractor shall submit and transport no-fee passport applications to Department of State (DoS) for processing and issuance.

2.2.3 The Contractor shall track and record the no-fee passport application information.

2.2.4 The Contractor shall enter newly issued no-fee passport information into Direct Access (The USCG Personnel Management System).

2.2.5 The Contractor shall send newly issued no-fee passports to unit (Official Passport Acceptance Agent (OPAA), Official Passport Custodian (OPC), or to travelers directly (if unit OPAA or OPC not established).

2.2.6 The Contractor shall maintain and secure no-fee passports, in accordance with applicable SBU handling procedures - for travelers no longer requiring a no-fee passport to perform official duties.

2.2.7 The Contractor shall return no-fee passports to DoS Special Issuance Agency (SIA) when they are no longer needed (e.g., no-fee passport expired or traveler no longer employed by the USCG).

2.2.8 The Contractor shall assist official travelers and eligible dependents with the visa application process.

2.2.9 The Contractor shall deliver completed visa applications for official travelers to foreign embassies or consulates for processing and issuance. See PWS sections 5.2.1 and 6.0 for use of government vehicle.

2.2.10 The Contractor shall track visa submissions.

2.2.11 The Contractor shall send no-fee passports with newly issued visas to the unit OPAA, OPC, or traveler directly (if unit OPAA or OPC not established) via the prescribed method.

2.2.12 The Contractor shall coordinate required OPAA training with DoS SIA for USCG personnel.

2.2.13 The Contractor shall ensure that the personnel performing duties under this section at a minimum have an initiated National Agency Check with Inquiries (NACI) and a favorable completion of Federal Bureau of Investigation (FBI) fingerprint check, or a DoD-determined equivalent investigation, or a higher level security clearance.

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2.3 International Training Support The Contractor shall provide Security Cooperation program management support. This support shall include Foreign Military Sales (FMS) case development and management, technical and administrative support as well as support to the USCG’s Non-Proliferation (NP), Export Controls and Border Security program. Program management for DCO-I- 2’s International Student Training Programs is performed utilizing both the USCG training program software program, Direct Access by PeopleSoft, and the Department of Defense administered software program, Defense Security Assistance Management System (DSAMS). Duties include, but are not limited to the following:

2.3.1 The Contractor shall interact with the five individual regional training managers to identify their quota requirements, analyze availability based upon assigned annual program allocations and enter into the quota management system to guarantee matriculation with the identified course.

2.3.2 The Contractor shall enter data for all students into the student management and tracking system. This data entry includes identifying the type of training, location, student country of origin and funding source.

2.3.3 The Contractor shall assist the USCG quota manager with the management of international students and address any student management issues to the appropriate regional training manager and make the appropriate corrections to student training data. Examples are:

2.3.3.1 For a course cancellation that has an international student confirmed to attend, the Contractor shall coordinate with the appropriate regional training manager to identify another course convening or an appropriate replacement course for the international student.

2.3.3.2 When a foreign country cancels a quota for a course with a confirmed student, the regional training manager will notify the Contractor who shall adjust the student’s information and notify the USCG quota manager.

2.3.4 The Contractor shall prepare a weekly statistical report utilizing DSAMS that shall provide a summary of current and projected international student enrollment in USCG courses.

2.3.5 The Contractor shall analyze historical student training data from available sources and develop training trend analysis, provide reports of training activities over a 5 year period by various subsets such as geographic, type specific, or as specifically requested.

2.3.6 The Contractor shall work with the DSAMS managers at the Navy Education and Security Assistance Field Activity (NETSAFA) in Pensacola, Page 5 of 11 08/04/2015

Florida to develop new query report as requested and develop methodologies to portray pertinent data analysis results to identify trends.

2.3.7 The Contractor shall assist the mobile training team manager in the management of USCG mobile training missions in the development of the annual schedule, cost estimates and identification of appropriate funding sources.

2.3.8 The Contractor shall assist in the annual development of mobile training summary reports for submission, as mandated by Congress and other USG agencies.

2.3.9 The Contractor shall facilitate twice yearly visits by the International Maritime Officers Course class to USCG HQ.

2.3.10 The Contractor shall coordinate with NETSAFA in the development and update to Military Articles and Services Listings (MASL) numbers for all USCG training courses offered to international students.

2.3.11 The Contractor shall provide support to the USCG with FMS case development in DSAMS to include Price and Availability requests, Letters of Offer and Acceptance, amendments and modifications.

2.3.12 The Contractor shall provide support to program execution activities that may include Joint Visit Inspections, site surveys, foreign visits, and program reviews.

2.3.13 The Contractor shall provide support to the USCG to coordinate and attend International Acquisition Program reviews and meetings; prepare visit/trip reports, letter, memos, executive summaries, Memoranda For the Record (MFRs), transmittal, graphics, briefings and back up material; provide administrative support including correspondence and classified files (as necessary).

2.3.14 The Contractor shall liaison with the Combatant Commands, foreign country SAOs, Foreign Commercial Service and Defense Attaches and USCG regional training managers to aid in developing training and assistance strategies in support of Coast Guard FMS/EDA activities.

2.3.15 The Contractor shall assist in the development of individual country and/or regional maritime capability development training and assistance strategies to combat maritime proliferation and non-proliferation threats and meet DoS program objectives in approximately 12 - 20 countries.

2.3.16 The Contractor shall assist in the development and coordination of training sequences for international students that involve both the USCG and other

Page 6 of 11 08/04/2015 services. These training sequences include resident courses and on-the-job training programs tailored to an individual student, ship transfer training and Mobile Education and Training Teams.

2.3.17 The Contractor shall assist with the Mobile Education & Training Team (MTT) Manager and with U.S. and foreign national training representatives to plan, deploy and execute MTTs in the host country, ensuring training is in compliance with U.S. DoS and host country objectives and that it compliments resident training programs.

2.3.18 The Contractor shall assist in managing training and technical assistance program data in standard DoD and USCG data management systems, to include the Defense Security Assistance Management System (DSAMS).

2.3.19 The Contractor shall assist in the planning, coordination, execution and escort of foreign visitor delegations to USCG Headquarters, training centers, and operational units, which are sponsored by or directly support training and technical assistance programs.

2.3.20 The Contractor shall participate in various Department of State Non- Proliferation program management reviews, conferences, briefings and workshops in the U.S. and overseas for the purpose of coordinating, scheduling and overseeing delivery of international training and technical assistance, and related aspects of NP programs.

2.3.21 The Contractor shall ensure that the personnel performing duties under this section obtain and maintain a current Secret Clearance prior to performing the requirements outlined in section 2.3.

2.4 Financial Analyst Support The Contractor shall provide financial management support to the Office of International Affairs, Security Cooperation Division (DCO-I-2), Resource Management Team, in the formulation, execution and reconciliation of reimbursable program funds. Duties include, but are not limited to the following:

2.4.1 The Contractor shall review financial reports to determine account status using the USCG’s automated financial system to determine the status of specific accounts.

2.4.2 The Contractor shall research, identify and reconcile all outstanding obligations using the USCG’s automated financial system. The Contractor shall assist the USCG financial institutions and responsible program offices with the liquidation of outstanding obligations or the processing of requests for and conducting the timely de-obligation of remaining balances on accounts to be closed-out.

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2.4.3 The Contractor shall prepare all files for final closure and ensure all financial documentation is filed locally.

2.4.4 The Contractor shall prepare line item reports using the USCG’s automated financial system data. The Contractor shall prepare documentation that displays extracted data from automated reports as a transaction line item summary of expenditures.

2.4.5 The Contractor shall prepare financial footnotes that summarize account discrepancies revealed as part of the close-out process.

2.4.6 The Contractor shall monitor and report quarterly, as required by funding agency and USCG regulations or as directed, on the obligation and expenditure rates of appropriated and reimbursable accounts.

2.4.7 The Contractor shall reconcile current and prior year financial accounts within the prescribed timelines of the funding agency and as mandated by federal regulations.

2.4.8 The Contractor shall ensure that the personnel performing duties under this section at a minimum have an initiated National Agency Check with Inquiries (NACI) and a favorable completion of Federal Bureau of Investigation (FBI) fingerprint check, or a DoD-determined equivalent investigation, or a higher level security clearance.

3.0 GOVERNMENT TERMS

COR – Contracting Officer Representative DCO-I – Directorate of International Affairs and Foreign Policy Advisor DCO-I-2 – Office of International Affairs, Security Cooperation DoD FCG – Department of Defense Foreign Clearance Guide DoS SIA - Department of State Special Issuance Agency DSAMS – Defense Security Assistance Management System EER – Enlisted Employee Reviews GCC – Geographic Combatant Commanders GSA – General Services Administration KO – Contracting Officer NETSAFA – Navy Education and Security Assistance Field Activity

NP – Non-Proliferation

OER – Officer Evaluation Reports OPAA – Official Passport Acceptance Agent OPC – Official Passport Custodian PWS – Performance Work Statement SBU – Sensitive but Unclassified

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USCG – United States Coast Guard

4.0 ADMINISTRATIVE REQUIREMENTS

4.1 POSTAWARD ORIENTATION

The Contractor shall attend a Postaward Orientation with the KO and the COR no later than three (3) business days after the date of award. The purpose of the Postaward Orientation, which will be chaired by the KO, is to discuss technical and contracting objectives of the PWS. The Postaward Orientation will be held at the Government’s facility.

4.1.2 During the next five (5) business days immediately following the Postaward Orientation, the Contractor shall review and become familiar with Direct Access and applicable DCO-I guidelines and instructions.

4.2 MONTHLY STATUS REPORTS

The Project Manager shall provide a monthly status report to the COR and KO via electronic mail. This report shall include a summary of all Contractor work performed under this task order, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous month’s period.

4.3 STATUS MEETINGS The Project Manager shall meet with the COR on a bi-weekly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility. A mutual effort will be made to resolve all problems identified during the meetings.

4.4 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with USCG Standard Workstation.

5.0 GOVERNMENT FURNISHED RESOURCES

5.1 Government Furnished Information The Government will make available policy guidance and applicable instructions to guide the Contractor in the performance of tasks assigned.

5.2 Government Furnished Property The Government will provide the workspace, equipment and supplies necessary to perform the on-site portion of Contractor services required under this contract.

5.2.1 Government Vehicle Contractor use of Government vehicles is required in the performance of tasks in section 2.2. Government vehicles are to be used

Page 9 of 11 08/04/2015 only for the performance of contract requirements. Under 41 CFR 101-38.301-1, Contractors are prohibited from using such vehicles for home-to-work transportation consistent with Pub. L. 99-550 amending 31 U.S.C.1344. (See Subpart 51.2, Contractor Use of Interagency Fleet Management System (IFMS) Vehicles) or for any other activities not directly related to the performance of contract actions.

6.0 CONTRACTOR FURNISHED PROPERTY

6.1 The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements this task order, except for the Government Furnished Property specified in this PWS.

6.2 Motor Vehicle Liability Insurance FAR 51.202(a) (2) requires that the Contractor has obtained motor vehicle liability insurance to cover bodily injury and property damage to protect the Contractor and the government against third-party claims arising from the use of GSA Fleet vehicles. The Contractor shall provide written proof, a copy of current policy, of compliance with liability insurance coverage.

7.0 REFERENCES

The following references are available online:

1) DHS MD 11042.1, Safeguarding Sensitive but Unclassified (SBU) Information

2) USCG Pay and Personnel Procedures Manual (PPPM) PPCINST M1000.2B

8.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates.

ITEM PWS DELIVERABLE / EVENT DUE BY

1 4.1 Postaward Orientation NLT three (3) business days after award

2 4.2 Monthly Status Reports

Monthly, NLT seven (7th) business day of the following month

3 4.3 Status Meetings Bi-weekly

4 2.3.4 Statistical Reports Weekly

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ITEM PWS DELIVERABLE / EVENT DUE BY

5 2.3.5 Historical Training Reports Monthly, Quarterly, Semi-Annually, Annually and as requested

6 2.4.4 Financial Reports Monthly, Quarterly, Semi-Annually, Annually and as requested

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS table below reflects deliverables considered by the USCG to be most important for successful performance of this PWS. This includes the expected standards of performance and Positive and Negative Incentives for not meeting those standards. Government will establish a Quality Assurance Surveillance Plan (QASP) that is not part of this PWS, in order, to monitor PRS items described in the table below.

SUPPORT SERVICES FOR TECHNICAL DOCUMENTATION, ADMINISTRATIVE, AND

RESEARCH SUPPORT SERVICES FOR THE USCG OFFICE OF STANDARDS EVALUATION

AND DEVELOPMENT

Objectives Required Service Performance Standard

Positive or Negative Incentives

1. Timely receipt of documents, submittal of deliverables

Provide all documents IAW timelines set in Section 8.0 of this

PWS.

Contractor shall be responsible for furnishing prompt responses of less than one hour for informational and clarification requests of submitted deliverables on an ongoing basis

100% on time delivery of documents.

Exceeding standards of performance may result in a rating of Exceptional for Schedule on Contractor’s annual past performance assessment.

If deliverables are late, acceptance of Contractor’s invoice may be delayed causing payment to be delayed.

Recurring schedule variance may jeopardize the exercise of remaining options.

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SUPPORT SERVICES FOR TECHNICAL DOCUMENTATION, ADMINISTRATIVE, AND

RESEARCH SUPPORT SERVICES FOR THE USCG OFFICE OF STANDARDS EVALUATION

AND DEVELOPMENT

Objectives Required Service Performance Standard

Positive or Negative Incentives

2. Quality Deliverables.

Contractor shall quality deliverables. This is a key element of Contractor performance that substantively contributes to successful outcome of project

(PWS 2.0)

Deliverables shall be free of typographical errors and misspellings. No more than one inconsistency will be permitted per deliverable.

All deliverables must comply with PWS section 7.0 “References” to be accepted.

Exceeding standards of performance may result in a rating of Exceptional for Quality on Contractor’s annual past performance assessment.

If deliverables requires correction, acceptance of Contractor’s invoice may be delayed causing payment to be delayed (deliverables will not be accepted if the government official has to return the deliverable to the contractor more than twice for revisions).

Recurring poor quality may jeopardize the exercise of remaining options.