J-1 Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

Administrative / Clerical Support Services

NAVAL SUPPLY SYSTEMS COMMAND FLEET LOGISTICS CENTER BAHRAIN

1. General. This is a non-personal services contract to provide professional Administrative / Clerical services. The

U.S. 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 U.S. Government. Contractor employees performing services under this contract will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the statement of work. Contractor employees will perform their duties independent of, and without the supervision of, any U.S. Government official or other Defense Contractor. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth by regulation. The U.S. Government will control access to the facility and will perform the inspection and acceptance of the completed work.

1.1 Description of Services/Introduction

The contractor shall provide all personnel, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Administrative / Clerical services as defined in this Performance Work Statement except for those items specified as U.S. Government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background

Naval Supply Systems Command Fleet Logistics Center Bahrain (NAVSUP FLC Bahrain) provides logistical support for U.S. Naval Forces in the Middle East and Southwest Asia. In addition to personnel at Naval Support Activity (NSA) Bahrain, the organization has remote sites at ISA Air Base, Bahrain, United Arab Emirates (UAE) and Oman.

1.3 Objective

NAVSUP FLC Bahrain requires professional Administrative/Clerical support services of two (2) Full-Time Equivalents (FTE) (3,840 hours annually) to support the administration of NAVSUP FLC Bahrain Operations.

1.4 Scope

The U.S. Government requires contractor support services on‐site at its buildings aboard NSA Bahrain to provide administrative and professional support services and expertise to the daily operations of NAVSUP FLC Bahrain Operational Support.

1.5 Place of Performance

Services of each task and/or sub-task supporting NAVSUP FLC Bahrain will be predominately be performed in the following locations: NAVSUP FLC Bahrain, Building 1 and Building BAY 7. NAVSUP FLC Bahrain may require occasional performance at other NAVSUP FLC Bahrain buildings aboard NSA Bahrain or at ISA Air Base also located in the Kingdom of Bahrain.

Period of Performance:

Base: 30 March 2025 – 29 March 2026 OY1: 30 March 2026 – 29 March 2027 OY2: 30 March 2027 – 29 March 2028 OY3: 30 March 2028 – 29 March 2029 OY4: 30 March 2029 – 29 March 2030

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which assures that work complies with the requirement of the contract. The QCP is due, within 30 days after contract award, three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the QC system.

1.6.2 Quality Assurance: The U.S. 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 U.S. 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 U.S. Holidays:

New Year’s Day Juneteenth National Veteran’s Day Martin Luther King Jr. Independence Day Thanksgiving Day Washington's Birthday Labor Day Christmas Day Memorial Day Columbus Day --------END-------

1.6.4 Hours of Operation: The contractor shall perform the services required under this contract during NAVSUP FLC Bahrain’s core hours of 0800 and 1700 Sunday thru Thursday except for U.S.

Federal holidays or when the U.S. Government facility is closed due to declared emergencies, administrative closings, or similar U.S. U.S. Government-directed facility closing. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the U.S. 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.

Any deviation from the stated work hours shall be submitted to Contractor leadership to the COR to assure that the deviation does not disrupt the general flow of NAVSUP FLC Bahrain operations and business.

1.6.5 Type of Contract: The U.S. Government will award a firm fixed priced award.

1.6.6 Security: Contractor personnel shall have access to Controlled Unclassified Information (CUI) on systems. For Security purposes, NAVSUP FLC Bahrain requires all contractors to maintain a Public Trust Clearance. Identified contractor(s) will ensure all necessary security requirements are completed and recorded in Joint Personnel Adjudication System (JPAS) prior to personnel reporting for duty at NAVSUP FLC Bahrain. Security coordination will be conducted via the contractor’s security manager and NAVSUP FLC Bahrain’s Security Director.

1.6.7 Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with regulation. The Contracting Officer, Contracting Officers Representative (COR), and other U.S. 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 U.S.

Government views the Contractor's performance and the Contractor will apprise the U.S.

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 U.S. Government.

1.6.8 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. Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of U.S. Government furnished property.

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 Contractor personnel working on this contract are considered key personnel by the U.S. Government. The contractor shall provide a local Contract Manager or Team Lead 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 manager/team lead is absent shall be designated in writing to the Contracting Officer. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between 0800 thru 1700 Bahrain time, Sunday thru Thursday except U.S. Federal holidays or when the U.S. Government facility is closed as required by the U.S.

Government.

1.6.10 Identification of Contractor Employees: All contract personnel attending meetings, answering

U.S. 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 U.S. Government officials/employees. 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.

1.6.11 Phase In/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 15 days phase in/15 days phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2. Requirements. The contractor shall provide qualified two (2) FTE of Administrative / Clerical to perform the following tasks:

2.1 The Contractor shall provide administrative /clerical support and document processing assistance along with development of briefing content for NAVSUP FLC Bahrain Operational Support in the areas of human capital, manpower management, and integrated risk management. Specifically, determine the linkage between training requirements and billet assignments. Recommend training or developmental needs for personnel assigned to the command.

2.2 The Contractor shall provide training on commercial off the shelf or human resources software applications such as time and attendance, performance management or individual development modules. Training opportunities should be offered at specific intervals to command leadership, department head, supervisors or employees at the time of hire or reassignment. Ad hoc or refresher training could be requested based on command need.

2.2.1 The Contractor shall gather, analyze, review and assist in revising internal operating instructions or procedures applicable to human capital management, human resources programs or services, performance management, and integrated risk management.

2.2.2 The Contractor shall participate in administrative projects as required for NAVSUP FLC Bahrain that include data collection, metric development, analysis of human capital programs or services, building and compiling briefing content, preparing reporting, and coordinating and compiling integrated risk management data.

2.2.3 The Contractor shall report monthly training metrics, performance plan metrics and assist with audit readiness in support of assigned program areas in accordance with higher headquarter compliance.

2.2.4 The Contractor shall brief monthly, or as required, to command Executive Director and C300 Business Officer and immediate supervisor on the execution of training, overtime and award budgets impacting civilian Personnel. Further collaborate with C320 Finance division to provide analysis, to include performance trends and program weaknesses.

2.2.5 The Contractor shall identify areas of concern to assigned programs areas and provide recommendations for assessable units and activities in accordance with NAVSUP FLC Bahrain’s management internal controls (MIC) and integrated risk management program objectives.

2.2.6 The Contractor shall support the development and coordination of HR systems/programs and services including but not limited to billet management, Total Workforce Management Systems inputs, time and attendance, and performance plans that are timely and responsive to identified needs.

2.2.7 The Contractor shall identify and recommend process and procedural improvement in all functional

HR areas including policy administration, reward and recognition systems, organizational effectiveness, employee relations, training and development, conflict resolution, employee engagement, etc.

2.2.8 The Contractor shall gather data for consolidated reporting on staffing, planned leave, and performance reviews, including upcoming rotations and outstanding Fitness Reports (FITREPS)/evaluations/performance reviews.

2.2.8.1 The Contractor shall gather and maintain recall information for Director of Supply Support

Services and C300 Business Officer.

2.2.8.2 The Contractor shall collect civilian personnel training completion data and submit periodic status reports to the Executive Director. Review completed training against FLC Bahrain and NAVSUP command training requirements, follow up with supervisors on training status, upcoming due dates, and delinquencies.

2.3 The Contractor shall coordinate collection of inputs for weekly metrics submission from each division in support of NAVSUP FLC Bahrain Operational Support. Consolidate and edit inputs and prepare files for submission to command leadership.

2.4 The Contractor shall serve as departmental coordinator for input into the Share Point site. Attend training and coordinator meetings. Receive share point priorities from C300 N6 in building and maintaining Share Point sites for Director of Supply Support Services.

2.5 The Contractor shall collect, analyze, and develop a report of monthly metrics for all divisions under both

NAVSUP FLC Bahrain’s C300 Business Office and C400 Supply Support Services Department. The Contractor shall make recommendations on required metrics and how to collect metrics and data efficiently. This report shall be submitted to the Supply Services Director and Business Officer no later than the 10th of the following month.

2.6 The Contractor shall participate in administrative taskers as required NAVSUP FLC Bahrain Operational

Support by collecting data, and analyzing data.

2.7 The Contractor shall provide a monthly progress report for all outstanding actions for C300 Business Office and C400 Supply Services Department at the end of the month.

2.8 The Contractor shall gather information and prepare Command Management meeting metrics, and Power

Point briefs.

2.9 The Contractor shall prepare and present monthly Personal Property, HAZMAT, and Postal metrics reporting as required by the HQ PPSO.

2.10 The Contractor shall assist in Command Inspections/MIC process and Integrated Risk Management measures. The Contractor shall review questionnaires, prepare binders, conduct letter reviews, prepare deficiency reports resulting from Command Inspections, and collect data and prepare summaries/ slides for command briefs or meetings as required.

3. Training. The Contractor shall be responsible for all Contractor personnel training, certification, licensing, and proficiency, unless otherwise specified in the contract; and pay all costs incurred for training required by this PWS for the duration of the contract. (See Attachment XX)

4. Job Categories. All personnel working this Task Order (TO) will be considered Key personnel and shall meet the following minimum requirements throughout the entire duration of the period of performance. Resumes shall include name, telephone number and email address for at least two references.

4.1 Admin/Clerical IV shall possess the following minimum qualifications:

4.1.1 Bachelor’s degree and at least four (4) years of professional experience within the past six (6) years in a business administration, program management, financial, or accounting discipline. Acceptable fields of study include Business Administration, Program Management, Finance, or Accounting.

4.1.2 Experience in developing management reports and conducting analyses for management initiatives.

4.2 Skills and Knowledge

4.2.1 Admin/Clerical IV shall be able to perform the services with minimal contractor supervision.

4.2.2 Admin/Clerical IV shall have experience in adapting to quickly changing situations and managing complex projects.

4.2.3 Admin/Clerical IV shall be fluent in English both in writing and verbally.

4.3 Substitution of Key Personnel. Any proposed substitution in key personnel shall be coordinated in accordance with NAVSUP clause 5252.237‐ 9400. Persons proposed for key personnel substitution shall meet or exceed the minimum qualification requirements set forth herein. The contractor shall perform a two week turnover when a key personnel substitution is required, unless sufficient notice is not available due to an emergency or unexpected employee loss. The contractor shall provide key personnel substitution in the event of an assigned key personnel sudden illness.

4.3.1 Contractor Absence: In the event of a contractor key personnel absence of one (1) or more consecutive scheduled working days, without a key personnel substitution for continued work performance, the COR shall be notified as soon as practicable.

5. U.S. Government Furnished Property. The U.S. Government will provide office space for on‐site contractor representatives and provide access to the locations where required work is to be performed. Office space shall include desks, chairs, computers, and DSN and commercial telephone access. Access to telefax, copier, and printer services will be provided on a shared, space available basis. Access to workstations and personal computers will be provided, including Common Access Cards.

6. Relocation. Housing allowances, education allowances, or any other type of overseas allowances will not be paid by the U.S. Government. NOTE: One-time transportation costs will be paid to bring new contractor personnel to Bahrain at the beginning of the contract. Transportation costs related to personnel substitution for any reason shall be at the contractor’s expense.

7. Contractor Manpower Reporting

7.1 Enterprise-wide Contractor Manpower Reporting Application (ECMRA)

7.1.1 The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the U.S. Navy via a secure data collection site. Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

(1) W, Lease/Rental of Equipment;

(2) X, Lease/Rental of Facilities;

(3) Y, Construction of Structures and Facilities;

(4) D, Automatic Data Processing and Telecommunications, IT and Telecom‐ Telecommunications

Transmission (D304) and Internet (D322) ONLY;

(5) S, Utilities ONLY;

(6) V, Freight and Shipping ONLY.

7.1.2 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Commander Navy Region Europe Africa Southwest Asia via a secure data collection site.

7.1.3 The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil.

7.1.4 Reporting inputs will be for the labor executed during the period of performance during each U.S.

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.

7.1.5 Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

8. Performance Standards

8.1 Performance Standard: Data deliverables as outlined in Section 2 are provided on schedule.

Acceptable Quality Level: On schedule 90% of the time; are provided no more than five working days late 95% of the time.

8.2 Performance Standard: Technical content is complete and accurate.

Acceptable Quality Level: Complete and accurate 95% of the time; contains minor errors and omissions less than 5% of the time; and contains major errors less than 1% of the time.

8.3 Performance Standard: Overall Contract Performance

Annual contract performance rated Satisfactory (or higher) for all performance elements.

9. Notice of Synchronized Pre-deployment and Operational Tracker (SPOT) Requirement

9.1 SPOT: The Contractor shall use the Synchronized Pre-deployment and Operational Tracker (SPOT) web-based system to enter and maintain data for all Contractor employees.

9.2 Upon identifying an employee who will be performing in Bahrain, the Contractor shall enter employee information into SPOT, and shall continue to use the SPOT web-based system to maintain accurate, up to date information throughout the employment in Bahrain. Changes to status of individual Contractor personnel relating to their in theater arrival date and their duty location, to include closing out the employment in Bahrain with their proper status (e.g., mission complete, killed, wounded) shall be annotated within the SPOT database in accordance with the timelines established in the SPOT business rules (http://www.acq.osd.mil/log/PS/spot.html). https://spot.dmdc.mil/default.aspx