MILPO PWS.pdf

Performance Work Statement for Military Personnel Services

Aberdeen Proving Ground, MD

C.1. Introduction. This Performance Work Statement (PWS) describes the performance requirements for selected requirements at the United States Army, Directorate of Human Resources, Military Personnel Office (MPO), and United States Army Garrison (USAG), Headquarters and Headquarters Company (HHC), Aberdeen Proving Ground

(APG).

C.1.1. Background Information. The APG MPO mission is to provide military personnel service and administrative support services to all elements of USAGAPG, tenant organizations, assigned and attached active and reserve component Soldiers, their Family Members, the installation DoD civilian and contractor workforce, eligible military retirees, veterans, and their Family Members. Serve as staff and technical advisor to the Garrison Commander, USAGAPG on all military personnel and administrative matters.

C.1.1.1. The installation is home to 90+ separate Garrison Supported Organizations (GSO). The MPO provides military and administrative support to over 1,400 active-duty Soldiers and an estimated 1,500 Family Members, a DoD civilian and contractor workforce of just over 25K and a military retiree population of over 14K. The USAG HHC S1 provides support to 275 assigned and attached Soldiers.

C.2. Scope of Work. The contractor, as an independent contractor and not as an agent of the Government, shall provide the necessary staff to support the installation military personnel services mission. The contractor shall conduct these personnel service requirements at the MPO and USAG HHC S1 section, separate location, on APG, MD. All Contractor employees shall abide by pertinent regulations set forth in this PWS and all applicable Federal, State, and local installation laws and/or regulations.

C.2.1. The work to be performed in this PWS includes the full range of Military Personnel Administrative tasks conducted at unit and installation level within the following functional areas - Personnel Information, Strength Accounting/Reporting, Records, Soldier Readiness, Assignment, Identification, Personnel Action, Casualty and Transition management.

C.2.1.1. Personnel Information Systems Management. This includes, but is not limited to, the management of personnel information systems such as Transition Processing (TRANSPROC), Soldier Management Services (SMS) Web, Assignment Satisfaction Key (ASK), Assignment Interactive Module (AIM), Department Army - Installation System Management subsystems (DA-ISM), the Integrated Personnel and Pay System-Army (IPPS-A) and others.

Management may include but is not limited to controlling access, assigning users, database management, data analysis, data verification, software installation and software maintenance. APG supports over 400 Unit Identification Codes within the 90+ GSO, provides oversight and support for over 175 Army personnel system end-user accounts, generates over 300 queries annually and historically completes 700 systems/application tier level 1 trouble shooting events annually.

C.2.1.2. Personnel Strength Accounting and Reporting. This includes, but is not limited to, validating strength related reports, coordinating and resolving strength related issues, identifying and validating unit G1/S1 training requirements and preparing and conducting unit level Army Personnel Systems training.

C.2.1.3. Records Processing and Management. This includes, but not limit to, posting, maintaining and updating personnel records; conducting annual records review tool, auditing iPERMS requirements and maintaining data accuracy. Workload for this functional area shall be based on projected active duty strength of 1,400.

C.2.1.4. Soldier Readiness Processing. This includes, but is not limited to, conducting Soldier and Civilian Department of Defense in/out-processing, annual Soldier Readiness Processing (SRP) and deployment/redeployment SRP requirements for Soldiers and Civilians. For historical awareness only, the historical annual workload for this functional area includes, but is not limited to: In-Processing 485 Soldiers, Out-Processing 438 Soldiers, and processing 451 Soldiers and government civilians for deployment/re-deployment missions.

C.2.1.5. Assignment Management. The MPO will be responsible for creating and publishing Assignment Orders that have been established by HRC in IPPSA, which include all special instructions and member elections.

C.2.1.6. DoD Identification Management. This includes, but is not limited to, validating, and verifying eligibility, issuing authorized material, maintaining Defense Enrollment and Eligibility Reporting System (DEERS)/Real-Time Automated Personnel Identification System (RAPIDS), issuing authorization memorandums, and coordinating and resolving eligibility issues. The historical annual workload for this area includes providing support for over 26,000 customers.

C.2.1.7. Military Personnel Actions Processing. This includes, but not limited to, processing requests from Soldiers to obtain a large variety of entitlements, schools, promotions, awards, and other support. This often requires the review of the request, verification of information on the request, and forwarding the request to the appropriate agency/authority for approval/disapproval. The historical annual workload for this area includes, but is not limited to, processing over 480 Soldier actions/awards, 50 Officer, Warrant Officer and Senior Non-Commission Officer promotions, supporting over 45 Officer, Warrant Officer and Senior Non-Commission Officer promotion select boards.

C.2.1.8. Casualty Management. This includes managing the Casualty Assistance Program 24 hours per day, 7 days a week; the collection and dissemination of casualty information; coordination of casualty related support with other agencies; providing support and assistance to the survivors as well as personnel and agencies providing survivor assistance; and casualty related reporting. The historical annual workload for this functional area is 3 to 5 Active Duty and 48 Retiree cases.

C.2.1.9. Transition and Separations, Retirement Processing. This includes, but is not limited to, assisting personnel transitioning from active duty to civilian life, the USAR, or National Guard with administrative support and performing the final personnel actions to accomplish the transition and separation. The historical annual workload for this area includes, includes but is not limited to, processing 2,100 retirement and separation actions and addressing 1,790 retiree inquiries annually.

C.3. Specific Tasks.

C.3.1. Personnel Automation Support

Output Frequency - Daily Databases/Strength Accounting Maintained Performance Standard Guidance and Regulations All authorized users shall have access and passwords in compliance with installation and higher authority guidance.

Process all authorized user application requests NLT 2 days.

Maintain a record of all users and privilege levels, update the listing NLT 2 days after adding users or changing the privilege level.

Reconcile reports for all units serviced NLT established suspense date.

PAI discrepancies resolved, and final report provided to the Military Personnel Strength Manager NLT 5 days after completion of the Personnel Asset Inventory. Copies are retained for one year.

Unit Account Notice resolution NLT 5 days of initial identification. Copies of reports maintained for one year.

Army Regulation (AR) 380-5 As prescribed by issuing agency

AR 600-8-6

AR 25-400-2

AR 600-8-2

C.3.1.1. Maintain Automated Personnel Information Systems Databases. The Contractor shall update personnel information systems and databases. The personnel information systems include, but are not limited to, AIM2, ISM, IPPS-A and internal MPO and HHC Garrison control logs and databases.

C.3.1.1.2. Information Management, Automation Support and Systems Access. The Contractor shall perform automation support activities necessary to provide an automated functional environment for MPO, installation S1s and authorized personnel. This will include but is not limited to; access application processing and forwarding requests for Army personnel systems to appropriate issuing authority for MPO and other authorized users. The Contractor shall issue user accounts and passwords to end-users upon receipt from issuing authority and maintain an active/de-active end-user account control log.

C.3.1.2. Provide Functional Systems Administration. The Contractor shall provide functional systems administration to the following, but are not limited to: DA-ISM.

C.3.1.2.1. Monitor System Accessibility. The Contractor shall establish, maintain, modify and verify functional system configuration. The Contractor shall monitor continuous network accessibility. In the event of a system failure, the Contractor shall notify the appropriate servicing agency. Notify users of current and projected system problems.

C.3.1.2.2. Perform Diagnostic Services. The Contractor shall ensure government personnel computer systems are operational. If inoperable the contractor shall perform user level diagnostic services to functional systems hardware to determine if repair is required.

C.3.1.3. Provide Functional System User Training. The Contractor shall provide individual functional system user training on as-needed basis for all Army automated personnel systems. Inquiry responses shall include, but not limited to, changes to policy, procedures and other guidance provided by functional system agency.

C.3.1.4. Provide Web Page and Automation Support. The Contractor shall maintain DHR/MPO Web page. The Contractor shall review and recommend updates to website content to reflect changes to policy and procedures.

C.3.1.5. Automation System Primary Point of Contact (POC). The contractor shall be the POC for Army personnel systems. The contractor shall be the primary POC for fielding new Army personnel systems. Contractor shall coordinate preparation for fielding, issuing, training, software/hardware installation, and issue passwords for new systems.

C.3.1.6. Perform Personnel Accounting

C.3.1.6.1. Review and Validate the Personnel Asset Inventory (PAI). The contractor shall review and validate unit Personnel Asset Inventory, resolve discrepancies, and provide the PAI to the Chief MPO for approval.

C.3.1.6.2. Provide Strength Discrepancy Resolution to Customers. The contractor shall receive, assist, and resolve strength discrepancy issues on an as-needed basis. The contractor shall use the Error Resolution Handbook and monitor unresolved issues to HRC until resolved.

C.3.1.6.3. Prepare Reports. The contractor shall prepare automated reports IAW with installation and higher authority guidance. These reports may include, but are not limited to: standard IPPS-A reports, ad-hoc – Deployment, In/Out Bound, and Single Soldier reports.

C.3.1.6.4 Design, Prepare and Distribute Ad-hoc IPPS-A Reports. The contractor shall design, prepare and distribute ad-hoc IPPS-A reports to customers, including Freedom of Information Act request, per local guidance. The contractor shall design and execute IPPS-A queries IAW local direction.

C.3.2. Maintain Personnel File (MPF). The contractor shall maintain and update Military Personnel Electronic Files for all assigned and attached personnel. The contractor shall scan and forward documents for inclusion in the Interactive Personnel Electronic Records Management System (iPERMS) IAW AR 600-8-104.

Output Frequency – Daily Documents on file and Accountability Performance Standard Guidance and Regulations 100% of all Soldiers casualty documents were validated during in/out-processing, SRP and record audit events.

AR 600-8-104

AR 600-8-101

AR 600-8-104

AR 50-6

100% of all PRP screening events are completed within 3 workdays of request and all PRP documents are maintained IAW regulatory guidance.

electronic

C.3.2.1. Process and File Personnel Records Documents. The contractor shall process all documents covered in AR 600-8-104. Processing may include but is not limited to; posting information to Officer/Soldier STP’s to scan and forward documentation to iPERMS where needed.

C.3.2.2. Prepare, Maintain Casualty Documents DD Form 93 and SGLI Forms. The contractor shall validate casualty documents are accurately completed and filed within iPERMS. Casualty documents shall be reviewed with Soldier during in/out-processing, SRP and each records audit.

C.3.2.3. Audit Military Personnel Files. The contractor shall conduct MPF and iPERMS Financial/ Personnel Audits with each Soldier annually ensuring that all required financial /personnel documents is posted correctly to iPERMS.

The contractor shall record personnel information changes into the appropriate information management system.

Audits will be conducted during in/out-processing, SRP, Promotion/Special Board reviews, annual and upon Soldier request.

C.3.2.4. Prepare Military Personnel Files, File Extracts & Forms. The contractor shall prepare extracts of data contained within the MPF, to include but not limited to Statement of Service memorandum (DA Form 1506), DA-295 Education Sheet, verification of individual Security Clearance, and certification of copies at customer request. The contractor shall assist Soldiers applying for naturalization.

C.3.2.5. Complete Personnel Reliability Program (PRP) Administrative Review and Requirements. The contractor shall, upon receipt of the DA Form 3180, completed the formal MPF and iPERMS record review and complete the personnel section of the DA Form 3180.

C.3.2.5.1. Maintain Personnel Reliability Program Documents. The contractor shall maintain all PRP documents, which include, but are not limited to, the DA Form 3180 and PRP Rosters IAW PRP directives and regulatory guidance. The contractor will support all PRP inspections.

C.3.2.6. Transfer Personnel Records/Files. The contractor shall transfer the required records and documents to other military installations or governmental agencies; to include, but not limited to, records of deceased, Dropped From Rows (DFR), retiring, and PCS Soldiers.

C.3.3. Personnel Processing.

In/Out/Soldier and Civilian Readiness-Processing Completed Performance Standard Guidance and Regulations 100% of all Soldiers and Civilians provided in-processing orientation NLT 5 days after reporting for in processing.

85% of all Soldiers and Civilians must complete in-processing within 10 business days.

Initialize the DA-ISM record NLT 15 days prior to the departure date.

Individual Readiness Check conducted NLT 30 days prior to deployment.

AR 600-8-101

IMCOM Onboarding Policy

AR 600-8

AR 600-8-101

AR 600-8-104

IMCOM Policy Memo 600-8-1

AR 600-8-101

HQDA G1 PPG

C.3.3.1. Soldier and Civilian In-Processing. The contractor shall conduct Soldier in-processing IAW AR 600-8 and AR 600-8-101. The Contractor is responsible for performing in/out processing functional tasks in the Reception Center, through which military service members and Department of Defense Civilians employees process into and out of organizations located within the USAG APG area of responsibility. All Soldiers and Department of Army (DA) Civilians report to their partner unit of assignment prior to reporting to the MPO. The unit of assignment is required to complete the arrival transaction and instruct the Soldier or DA Civilian to report to the MPO for in-processing.

C.3.3.1.1. Conduct Soldier and Civilian In-processing. The Contractor shall in-brief and interview each Soldier.

The contractor shall provide Soldier and Civilian in-processing guidance and schedule, up-date in-processing control log, validate unit has completed arrival or attachment transaction and monitor Soldier in-processing.

C.3.3.1.2. Review, Update MPF Documents. The Contractor shall review and audit the MPF of newly reported Soldiers for currency, accuracy and completeness. The Contractor will review, update the Record of Emergency Data (DD Form 93), Service Member Group Life Insurance Beneficiary Designation Form (SGLV Form 8286), conduct Financial/Personnel iPERMS Audit, prepare and issue Soldier the initial Soldier Readiness Processing file documents.

The contractor shall scan documentation to iPERMS.

C.3.3.2. Out-Processing. The Contractor shall conduct Soldier and Civilian out processing IAW AR 600-8, AR 600- 8-101, AR 600-8-104, IMCOM Policy Memo 600-8-1 and installation out-processing guidance.

C.3.3.2.1. Coordinate Installation Electronic Clearance. The contractor shall initial the Soldiers and Civilians electronic DA Form 137-2 clearance papers NLT 15 days prior to scheduled departure. The contractor will coordinate with installation support activities to ensure electronic pre-clearing is completed.

C.3.3.2.2. Issue Installation Clearance Documentation. The contractor shall issue the DA Form 137-2 with formal clearance guidance to each departing Soldier and Civilian NLT 10 days prior to schedule departure date.

C.3.3.2.3. Issue Unit Clearance Documentation. The contractor, located at HHC Garrison, shall issue the DA Form 137-1 with formal clearance guidance to each departing Soldier NLT 10 days prior to schedule departure date.

C.3.3.2.4. Final Out-Processing. The Contractor shall review and update the Soldiers MPF and iPERMS file, DA Form 137 -1 and 2, prepare and file DA directed out-processing forms IAW governing regulation. The contractor shall review and final clear all Civilians IAW AR 600-8.

C.3.3.3. Conduct Soldier Readiness Process (SRP) Support. The contractor shall provide necessary SRP Support for Installation OPLAN and for other contingency operations announced by HQDA IAW AR 600-8-101 and installation guidance. This task may require performance outside normal duty hours.

C.3.3.3.1. Attend SRP Coordination Meeting. Upon notification of a SRP requirement, the contractor shall report to the required designation as indicated in the tasking request unless otherwise directed. Contractor will attend SRP coordination meeting and receive guidance on SRP requirements.

C.3.3.3.2. Conduct Individual SRP Checks. The contractor shall conduct individual SRP Checks to ascertain each Soldier's readiness annually and prior to deployment and government civilians who are directed to deploy.

C.3.3.3.3. Issue Temporary Change of Station (TCS) Orders. The Contractor shall publish individual and unit deployment orders which includes collecting required deployment information, preparing, authenticating, and issuing orders during duty and non-duty hours.

C.3.3.3.4. Conduct Reverse SRP. Contractor will conduct reverse SRP which includes updating personnel information upon redeployment and demobilization of units and individuals.

C.3.4. Personnel Reassignment Processing. The Contractor shall prepare personnel for Permanent Change of Station PCS reassignment or intra-installation reassignment IAW AR 600-8-11, AR 600-8-105, applicable HQDA Deployment Directives, and established local installation policies for a historical annual workload of 450 Soldiers.

Output Frequency – Weekly Processed reassignment notices Performance Standard Guidance and Regulations 90% of the time, forward reassignment notices to the Soldier and their chain of command NLT 5 days of receipt. The remaining 10% of the time, forward reassignment notices to Soldier and their chain of command NLT 7 days of receipt.

AR 600-8-11

90% of the time, conduct reassignment briefing/ interviews for eligible Soldiers scheduled NLT 15 days of receipt of reassignment notice. The remaining 10% of the time, conduct reassignment interviews for eligible Soldiers NLT 20 days of receipt of reassignment notice.

90% of the time, PCS Reassignment Orders and other required documents will be issued NLT 60 days from the date of assignment notification. The remaining 10% of the time, PCS Reassignment Orders and other required documents will be issued NLT 60 days prior to projected date of loss.

AR 600-8-105

C.3.4.1. Process Reassignment Notices. The Contractor shall process reassignment notices to include but not limited to querying appropriate personnel IT support systems, forwarding the reassignment checklist and notifying the Soldier and Soldier’s chain of command.

C.3.4.1.1. Screen MPF. The Contractor shall screen the MPF for required reassignment qualifications to include but not limited to security clearance verification, assignment to special commands qualifications, Exceptional Family Member program and remaining Time in Service. The Contractor shall identify eligibility discrepancies to include but not limited to forwarding to the appropriate government activity for action and preparing reassignment folder with checklist contained in AR 600-8-11 and establishing suspense for discrepancy resolution.

C.3.4.2. Conduct Reassignment Briefing and Interview. The Contractor shall schedule a reassignment briefing and interview with each permanent party soldier.

C.3.4.2.1. Conduct a Reassignment Briefing/Interview. The Contractor shall conduct a Bi-Weekly group or desk-side Reassignment Briefing and interview for all Soldiers placed on PCS instructions. The contractor shall provide information on Transportation, Finance, Medical, Reenlistment, and Security and complete the formal interview process addressing each Soldier concern and/or question.

C.3.4.3. Process Movements. The Contractor shall process Soldier PCS movement orders (CONUS & OCONUS) to include but not limited to preparing, obtaining authentication, and issuing reassignment orders, amendments and revocations. The Contractor shall process Soldier/family movement actions to include but not limited to completing required forms as prescribed by AR 600-8-105, and AR 600-8-11.

C.3.4.3.1. Process Family Member Travel. The contractor will process family member travel applications to overseas area (DA Form 4787-R) and required documents. Review application and justification IAW Joint Federal Travel Regulation.

C.3.4.4. Process Assignment Special Request. Review request for compassionate, deletion, deferment, early arrival and exchange of assignment IAW AR 614-200 and AR 600-8-11.

C.3.5. Process Personnel Actions The contractor shall process personnel actions/application requests IAW governing regulatory guidance, this include but are not limited to, DoD Identifications, Officer and Warrant programs, OCONUS Leaves, Special Duty Pay, Promotion and Boards.

Issue DoD Material and Process Soldier Actions Performance Standard Guidance and Regulations 70% of the time, ID Cards and CAC shall be issued NLT 45 minutes of customer’s arrival. The remaining 30% of the time, ID Cards and CAC shall be issued NLT 1 hour of customer’s arrival

85% of the time, process Soldier actions NLT 5 days of receipt.

The remaining 15% of the time, process personnel actions NLT 8 days of receipt.

AFI 136-3026 & AR 600-8-14

RAPIDS Training Guide

AR 611-85; AR135-100; AR 350-100; AR 601-100;

AR 55-46; AR 600-8-10; AR 611-6; AR 37-104-4;

AR 600-8-105; AR 600-8-104; AR 600-8-22;

AR 614-200; AR 614-100; AR 600-8-8

C.3.5.1. Process Identification Documents. The contractor shall process requests for identification documentation IAW AFI 136-3026 & AR 600-8-14 utilizing the online network communications Defense Enrollment Eligibility Reporting System (DEERS) using the Real Time Automated Personnel Identification System (RAPIDS) or authorized Department of Army ID Material. The government will approve eligibility for ID cards not issued through the DEERS/RAPIDS workstation. Tasks in this section may require performance after normal duty hours. For instance, if the day ends at 1700, but the section is still issuing ID material to customer that arrived to the facility prior to 1530 the contractor shall complete the action.

C.3.5.1.1. Perform Duties Site Security Manager/Verifying Official. The contractor shall serve as SSM/SVO/VO for DEERS/RAPIDS. The contractor shall maintain accountability of DoD ID card stock.

C.3.5.1.2. Maintenance/troubleshooting Printers/Laminators. The contractor shall as SSM/SVO/VO perform a variety of maintenance and/or troubleshooting on equipment, coordinate and install replacement hardware as directed by DMDC help desk, report hardware issue to COR.

C.3.5.1.3. Administer DEERS. The contractor shall enroll/disenroll personnel into DEERS, reconcile DEERS files with medical community, identify errors, and notify appropriate authority to resolve errors and track resolution IAW

AFI 136-3026 & AR 600-8-14.

C.3.5.1.4. Process Identification Cards. The contractor shall process, prepare, and issue Military, Dependent, Government Civilian, Contractor, Retiree and all other authorized personnel DoD ID cards using the DEERS/RAPIDS workstation or issuing the DA Form 1602 IAW AFI 136-3026 & AR 600-8-14.

C.3.5.1.5. Disposition of decoded/confiscated cards and DD 1172’S. The Contractor shall control, deactivate, and return or destroy outdated/confiscated ID cards and DD 1172’s IAW AFI 136-3026 & AR 600-8-14.

C.3.5.1.6. Issue ID Tags. The contractor shall process requests for an issue ID Tags to eligible personnel IAW AFI 136-3026 & AR 600-8-14, Chap 7.

C.3.5.1.7. Prepare Special Privileges Letters. The contractor shall prepare letters permitting access to facilities to include but not limited to Commissary, PX, and MWR facilities.

C.3.5.2. Process Applications. The contractor shall review for completeness, process, and forward OCS, WO, and other specialized applications IAW the applicable regulatory guidance (OCS, AR 351-5, WO, DA Circular 611Series, and AR 611-85 for aviation applications, PA applicable Army Medical Department (AMEDD) Regulations, AR 135- 100, the DA Circular 601 Series, and AR 135-101. The contractor shall assist service members (and members of other services) prepare application packets. The contractor shall coordinate and schedule a properly constituted installation board or forward application to board authority. The contractor shall process the board results and forward board recommendations to the appropriate activity. The contractor shall track packets awaiting board decision. Upon receipt of board results, the contractor shall notify Soldiers of the results via chain of command.

C.3.5.3. Process OCONUS/Emergency Leave. The contractor shall process OCONUS emergency leave IAW AR 55-46, AR 600-8-10, and foreign clearance guide. The contractor shall coordinate with installation budget officers for funding for family member OCONUS Emergency Leave. The contractor shall process and forward to approval authority when required leave requests to include but not limited to, special requests, leave accrual, save leave IAW AR 600-8-10 and foreign clearance guide.

C.3.5.4. Process Requests for Foreign Language Proficiency and Special Duty Pay. The contractor shall process requests for foreign language and special duty pay to include verifying eligibility, determining the level of pay, publish order and forward for authentication IAW AR 611-6.

C.3.5.5. Process Personnel Classifications. Upon review and approval by the government, the contractor shall execute personnel classification orders, award and withdraw, classify and reclassify personnel to include but not limited to MOS, SQI/ASI, OJT, physical profiles, officer transfers or functional changes, and language skill identifiers IAW AR 614-200, AR 614-100, and AR 40-50.

C.3.5.6. Support the Command Recognition Program. The contractor shall forward award recommendations to approval authority to include but not limited to other services, foreign embassies, and higher headquarters not located at the installation. The contractor shall track status and finalize action. The contractor shall receive approved recommendation from unit, prepare administrative data section and award certificate, process orders, and make distribution, IAW AR 600-8-105, AR 600-8-104, and AR 600-8-22.

C.3.5.7. Manage Special Categories. The Contractor shall manage special categories to include, but not limited to, conscientious objectors, HIV positive, and Lautenberg Amendment IAW applicable guidance.

C.3.5.8. Request for Sponsorship. The Contractor shall receive the request for Sponsorship from inbound Soldiers and forward to the gaining command IAW AR 600-8-8.

C.3.5.9. Support Exceptional Family Member Program (EFMP). The contractor shall support the EFMP IAW AR 608-75 to include attendance at installation EFMP meetings. The contractor shall process and forward all EFMP documentation to gaining commands.

C.3.5.10. Coordinate Recruiter Visits. The contractor shall, upon request, coordinate recruiter visits, to include but not limited to coordinating facilities and advertising recruiting event.

C.3.5.11. Provide Special Boards Support. The contractor shall provide administrative support for all boards as directed by the DHR or Chief of Military Personnel Office. These boards may include, but are not limited to, MOS/Medical Retention Board and Officer Candidates School.

C.3.6. Provide Personnel Promotion Processing. The contractor shall process promotions for assigned personnel IAW AR 600-8-19 and AR 600-8-29.

Output Frequency – Monthly Soldier Promoted Performance Standard Guidance and Regulations 90% of the time, complete enlisted advancement processing NLT 5 days prior to the end of the month. The remaining 10% of the time, complete enlisted advancement processing NLT 2 days prior to the end of the month.

Promotion orders and certificate of promotion distributed NLT 2 days prior to the promotion month.

AR 600-8-19

AR 600-8-19

AR 600-8-2

Monthly By Name List

C.3.6.1. Process Enlisted Promotions, Advancements, Reductions. The contractor shall process enlisted promotions and advancements as prescribed by current applicable regulations and guidance to include but not limited to AR 600-8-19 and IPPS-A.

C.3.6.1.1. Process Exceptions to Policy. The contractor shall prepare exceptions to promotion policy for SGT and

SSG IAW AR 600-8-19.

C.3.6.2. Retrieve Senior Enlisted and Officer Promotion Orders. The contractor shall retrieve HRC promotion orders through IPPS-A monthly. The contractor shall validate Soldier is fully eligible for promotion. The contractor shall prepare appropriate and forward promotion certificates with orders to unit S1. Contractor shall contact HRC and forward appropriate documentation on non-eligible Soldier.

C.3.6.3. Support the Senior Enlisted and Officer Promotion/Special Boards. The contractor shall screen for and notify personnel in the zone of consideration to schedule an appointment to check records IAW AR 600-8-19, AR 600-8-29 and applicable MILPER Messages. The contractor shall match the unit lists to the DA lists and screen the promotion selection lists to ensure all eligible Soldiers were considered IAW regulatory guidance. The contractor shall identify disqualified persons and submit this information to the board. The contractor shall identify and provide a listing of selected and non-selected Soldiers to the government.

C.3.7. Casualty Management. The Contractor shall provide Casualty Management services IAW AR 600-8-1, Army Casualty Operations/Assistance/Insurance. Casualty operations support is required 24 hours per day, 7 days per week and is directed by the regional Casualty Area Command (CAC), Fort Meade Maryland.

Output Frequency – Annually Casualty Support Completed Performance Standard Guidance and Regulations Calls shall be monitored 24 hours per day, 7 days per week.

The Contractor shall have at least 1 person available to receive casualty information at all times.

=>98% of all notification must be made within directed CMAOC timeline.

Additional data submitted NLT 1 hour of receipt of information request

AR 600-8-1

AR 600-8-105

AR 638-2

DA Pam 638-2 Casualty Notification Guide

C.3.7.1. Casualty Reporting. The Contractor shall perform casualty report processing IAW AR 600-8-1 and established local installation policies. The contractor will submit Initial, Status Change, Supplemental and Progress casualty reports to the CAC; initial communication for an active duty Soldier shall be telephonic. The contractor will establish and maintain an open line of communication with the Soldier’s unit Chain of Command, CAC and installation garrison leadership on active duty casualty cases.

C.3.7.2. Casualty Notification Process. The Contractor shall coordinate the casualty notification process IAW AR 600-8-1, established local installation policies and as directed by the CAC. The contractor shall contact the task unit, coordinate with primary point of contact to identify and acquired task Casualty Notification Officer (CNO) personnel data and forward data to the CAC. The contractor will contact the installation transportation office for dispatch of a government vehicle and the installation on call chaplain for notification support. The contractor will support the CNO briefing conducted by the CAC.

C.3.7.2.1. Casualty Officer Contact. The contractor Casualty Assistance Officer will be required to carry a government issued cell phone to ensure notification is always maintained. They are also required to take their government laptop home in order to receive any pertinent details from the notification.

C.3.7.3. Determine and Notify the Assigned Casualty Assistance Officer (CAO)/Survivor Assistance Officer (SAO). The Contractor shall coordinate the casualty assistance process IAW AR 600-8-1, established local installation policies and as directed by the CAC. The contractor shall contact the task unit, coordinate with primary point of contact to identify and acquire the CAO/SAO personnel data and forward data to the CAC. The contractor will contact installation transportation office for government vehicle. The contractor will support the CAO/SAO briefing conducted by the CAC and support the CAO/SAO during their period of duty.

C.3.7.4. Coordinate Administrative Requirements through CAC. The contractor shall coordinate all administrative requirements that include, but are not limited to, Invitational Travel Orders, Temporary Duty Orders, Appointment Orders, Death Gratuity Payment and Flag Box through the CAC. The contractor shall address each CNO/CAO questions or concerns throughout their period of duty.

C.3.7.5. Coordinate CNO/CAO Training/Certification and Establish CNO/CAO Tasking Requirements. The contractor shall coordinate semi or annual CNO/CAO training with the CAC and all tenant organizations on the installation. The contractor will establish and maintain a by-name roster that identifies all Soldiers that are certified to perform CNO/CAO duties. The contractor will maintain a primary point of contact list for all tenant organizations required to perform casualty notification/assistance duties.

C.3.7.6. Process LOD Investigations. The Contractor shall process LOD investigation(s) for the Casualty Area Command (CAC) as directed IAW AR 600-8-1 and local installation policies to include, but not limited to, establishing suspense, preparing forwarding endorsement, monitoring the status of the investigation, reviewing LOD documentation for completeness, forwarding to the government for approval and distributing to appropriate authorities.

C.3.8. Provide Transition/Separation/Retirement Support.

Pre/Post-Transition Process Complete Performance Standard Guidance and Regulations Identify Soldier NLT 90 days prior to ETS/ESA date OR 48 hours after transition eligibility is determined.

80% of all separation documents are processed within 5 days of receipt.

Publish orders NLT 60 days prior to separation date. Complete military personnel records review NLT 90 days before ETS/ESA date.

100% of all transition documents completed and issued to Soldier and Spouse on final date of transition

AR 635-200

AR 600-8-24

AR 635-10

AR 635-5

AR 40-501

DA Pam 600-8-11

C.3.8.1. Conduct Pre-transitional Activities. The contractor shall conduct pre-transitional processing IAW AR 635- 200, AR 600-8-24, AR 40-501 and HRC directives in support of an historical annual work-load of 125 retirement, separation and discharge applications. Tasks requirements will include but not be limited to, identifying eligible Soldiers, reviewing/processing applications, updating Officer/Enlisted records brief, preparing DD 214, completing transition interview, publishing orders, and conducting appropriate briefings.

C.3.8.2. Conduct Transition Activities. The contractor shall conduct transition processing IAW AR 635-200, AR 600-8-24, AR 40-501 and HRC directives. The contractor shall finalize transitions documents, issue installation clearance documentation, and conduct final transition out processing procedures.

C.3.8.3. Conduct Post Transition Activities. The contractor shall conduct post transition processing IAW AR 635- 200, AR 600-8-24 and HRC directives. The contractor shall finalize all record management requirements.

C.3.8.4. Provide Installation Retiree Support. The contractor shall provide installation retiree support IAW AR 600- 8-7, Retirement Services Program and local guidance. The contractor must maintain awareness of current regulatory laws, benefits and entitlements and ensure compliance.

C.3.8.4.1. Provide Authorized Personnel and Retiree Council Assistance. The contractor shall respond to inquiries and provide assistance to retirees and family members in the area of support as outlined in the AR 600-8-7 to include but not limited to information regarding retiree / spouse / former spouse federal, state and county benefits, SBP Open Season Enrollment/ Disenrollment, and corrections to military records. Historical annual workload for the Retirement Service Officer is 1,780 queries. The contractor shall attend the installation Retiree Council meetings and Retiree Activity Day as outlined in AR 600-8-7 and installation guidelines. Retiree Council meeting swill often occur on a non-duty day.

C.3.9. Provide Administrative Services Support.

C.3.9.1. Provide Administrative Services. The contractor shall perform general clerical administrative services that include but are not limited to data entry, desktop publishing, word processing, taking notes at meetings, filing, photocopying, and answering published telephone lines.

C.3.9.2. Process Surveys. The contractor shall process surveys to include but not limited to HRC Occupation and Personnel Surveys. The contractor shall confirm receipt of the surveys, identify and schedule participants, conduct the surveys, summarize results, and submit back to survey originator.

C.3.9.3. Distribute Internal MPO and HHC Garrison Correspondence. The contractor shall pick-up/deliver, sort and route correspondence, official mail, and official electronic messages.

C.3.9.4. Maintain Automated Control Logs. The Contractor shall maintain established task control logs for tracking requirements completed within this PWS. These controls logs will include but are not limited to Soldiers in/out-processing, awards, orders, SRP, promotion board eligible, CAC issues, and customer service feedback. The contractor at the direction of the Contractor Officer (KO) or designated Contract Officer Representative (COR) will create additional control logs.

C.3.9.5. Develop and Publish Military Human Resources Policy Memorandum. The contractor shall review, maintain and publish Military Human Resource policy memorandum.

C.3.9.6. Develop and Maintain Standard Operating Procedures. The Contractor shall develop and update Standard Operating Procedures (SOPs) as required in the performance of this PWS in order to sustain operations and process customer products. This will be done IAW applicable regulations and as directed by the KO or designated

COR.

C.3.9.7. Attendance at Government Meetings. The Contractor shall attend and participate in scheduled and unscheduled meetings to provide effective communication and impart necessary information as required by the KO or designated COR. The Contractor shall participate in meetings with Federal, State, and local agencies, and other Contractors as required by the KO or designated COR. These meetings include both on-site and off-site meetings. The Contractor shall meet with supported customers to participate, provide information and guidance, and accept tasking, as applicable, pertaining to the purpose and agenda of the meetings.

C.3.9.8. Government Files. The Contractor shall maintain documentation of actions required under this PWS. The contractor shall maintain all files generated under this contract IAW the Army Records Information Management System, AR 25-400-2, AR 340-21, Army Privacy Act Program and Occupational Safety and Health Administration (OSHA) and other applicable regulations. Files shall be transferred to the applicable government agency upon completion of the retention period or last day of contract performance as directed by the KO or designated representative. Such files are the property of the Government. The Contractor shall be required to provide reproducible copies of all documentation when the contract ends and upon request.

C.3.10. Conduct Unit Level Military Personnel Service Support. The contractor shall conduct military personnel service support within the HHC Garrison, S1 section. These requirements will include but are not limited to:

C.3.10.1. Conducting unit level Soldier In/Out Processing requirements.

C.3.10.2. Completing daily unit level Strength Reporting and Accounting requirements.

C.3.10.3. Completing and coordinating unit level Soldier/Civilian Readiness Processing requirements.

C.3.10.4. Preparing and processing Soldier Actions/Applications, Awards, Leaves, Promotions/Boards actions and Finance documents.

C.3.10.5. Monitoring and processing Soldier Evaluations.

C.3.10.6. Preparing and Managing Weekly, Monthly and Quarterly Reports, which include but are not limited to, Strength Reporting/Accounting Reports, In/Out Bound Report, Workload Report, Senior Commander Officer Report and IMCOM Strength Report.

C.3.10.7. Providing administrative services as define in PWS C.3.9.

C.4. Performance Requirements Summary. The Performance Requirements Summaries for this PWS are posted within section C.3. The PRS describes the minimum Acceptable Levels of Performance (ALP). The contractor shall identify on a monthly basis, during monthly deliverables, those tasks were the ALP was not meet and the corrective action taken. The monthly deliverable shall also include, but not be limited to workload counts by major functional task, staff and financial updates and further requirements that impact service delivery capability.

C.5. General Requirements. The contractor will schedule a “Kick-Off Meeting” with the government within 10 days of contract award. During this meeting the contractor is required to deliver a Management Plan, Transition Plan and draft Quality Control Plan.

C.5.1. Personnel. The Contractor shall provide a workforce possessing the skills, knowledge, and training to satisfactorily perform the requirements of services included in this PWS. Contractor employees shall have the ability to proficiently communicate in the English language. Personnel performing work under this PWS shall remain employees of the Contractor and shall not be considered employees of the Government. If the Contractor becomes aware that personnel are not performing requirements of this contract IAW their terms, the Contractor shall maintain personnel provisions to correct the deficiencies, up to and including removing such personnel. The Contractor shall maintain provisions for the immediate removal of employees for misconduct or other causes prejudicial to the maintenance of health, welfare, morale, or security to Aberdeen Proving Ground. The Contractor shall be aware of the Installation Commander's responsibility for the general security and wellbeing Aberdeen Proving Ground personnel and shall ensure that personnel removal provisions support the Installation Commander in this regard. The Government has an inherent right under law, practice, and regulation, to control access to its facilities, property, and data, including those that are the subject of this contract. Access privileges will be tailored to individual Contractor personnel responsibilities. The Government will be the final authority in determining access privileges. Under the authority of 18 U. S. C. 1382, the Government's exercise of its right to grant and revoke access by designated individual(s) to its facilities will not constitute a breach or change to this contract, regardless of whether said individual(s) are employed by the Contractor, and regardless of whether said individuals are thereby precluded from performing work under this PWS.

C.5.2. Key Personnel. The Contractor shall designate in writing to the KO, an individual as the point of contact to deal with the Aberdeen Proving Ground, Installation of Contracting Office on contract matters. The Contractor shall provide the name, telephone number, fax number, and e-mail address, as well as the individual's level of authority to contractually bind the Contractor. The Contractor shall submit the same information for any person acting as an alternate to the point of contact. The contractor shall provide to the COR individual resumes for Program Manager, Managers and Supervisors.

C.5.2.1. Contractor Qualifications/Personnel Qualifications. The Government anticipates initially that it will require 16 contractor personnel, based on a man-year of 1940, to accomplish the tasks set forth in this performance work statement, however, it is the contractor’s responsibility to propose the correct labor types, mix, and hours in the proposal and during performance to accomplish the performance work statement.

C.5.2.1.1. Program Manager: As a minimum, individual must possess a bachelor’s degree in computer science, Human Resource, Statistics, or Business Management from an accredited college or university and 10 years of management and supervisory experience, including performance with respect to technical programs/projects and Military Human Resource administrative workflow, processes, and procedures.

C.5.2.2. Identification of Contractor Employees. During the transition period and throughout the contract life cycle, the Contractor shall provide to the KO or designated COR a list of all employees who will perform under this effort.

The list shall contain the Contractor’s name, contract number (if applicable), full name of each employee, job title or position held by each employee, work assignment and other information as required. The Contractor shall notify the KO or designated COR, in writing, of any addition, deletion or change within seven calendar days of such change.

C.5.2.3. Certifications. Contractor employees shall be trained and qualified to perform tasks within the PWS.

Contractor employees performing tasks as Retirement Service Officer (RSO), Site Security Manager (SSM), Assistant Site Security Manager, Verifying Official and Casualty Officer must be certified prior to starting work. The Contractor shall maintain records of training qualifications and certifications on each employee for the duration of their employment. These records shall be available to the Contracting Officer or designated representative upon request.

The Contractor shall provide sufficient internal training to ensure that employees remain qualified and certified.

C.5.2.4. Physical Requirements. Work performed under this PWS shall encompass a broad range of light to moderate physical demands, depending on the service that is being provided. Many functions performed in this PWS are primarily sedentary, allowing the employee to sit in order to do most of the work. However, there will be some regular and recurring walking, standing, and bending.

C.5.2.5. Work Environment. The requirements set forth in this PWS involve everyday risks and discomforts normally associated with an office environment. The areas are climate controlled and adequately lighted. The Contractor shall be required to perform normal operator maintenance of Automated Data Processing (ADP) equipment resulting in a slight risk of electrical shock injury. Contractors will be responsible to keep their areas clean and organized, and free of trash. The COR will ensure trash receptacles are provided.

C.5.2.6. Attire and Identification. Contractor employees shall be required to dress neatly, commensurate with the task being performed. Contractor employees shall not wear military uniforms or uniform pieces. The contractor shall provide each employee an identification (ID) badge on the contract start date or on employment start date. The ID badge shall be made of a nonmetallic material. The badge shall be easily readable and include employee name, company name, functional areas of assignment, and color photograph.

C.5.2.7. Common Access Card. The Government will issue the Common Access Card (CAC) which includes applicable PKI Certificates. The CAC can only be issued by the DEERS/RAPIDS Work Center. Each contractor must present a letter from their company security office indicating they have a clear background investigation and a National Agency Check. The employee presents this information to the Government Trusted Agent (TA) or COR with two forms of identification so their data may be inserted into the Trusted Associate Sponsorship System (TASS).

Upon approval through TASS, the contractor will be directed to the identification facility to receive their CAC, two forms of identification must be presented to the verification officer. Issuance of the CAC is mandatory and necessary to accomplish the work associated with this contract. The Contractor Program Manager or designee shall ensure that the CAC is returned to the TA or COR when a contractor employee’s employment is terminated, or the contract expires.

C.5.3. Normal Operating Hours. Normal operating hours for Military Personnel Office support shall be performed from 7:30 AM to 4:30 PM Monday through Friday, unless a federal holiday, with core operational hours of 8:00 AM to 4:30 PM. The times that functions are performed under this PWS are dictated by the operational requirements of the systems and customers that are being supported to include times outside of the regular workday.