Draft Performance Work Statement (PWS).pdf

Performance Work Statement

Code 02 Support Services

March 2024

Background

The Office of Naval Research (ONR) seeks to provide administrative support services for ONR, Contracts, Grants and Acquisition (Code 02). The Office of Naval Research (ONR) coordinates, executes and promotes the science and technology programs of the United States Navy and Marine Corps through colleges, universities, government laboratories, non-profit and for-profit organizations. ONR formulates and executes the Naval Science and Technology (S&T) portfolio to address the most promising technology opportunities and solutions in basic, applied science and advanced technology development; transitions the most useful technologies to Acquisition and the Warfighter; and provides technical advice and information to the Chief of Naval Operations, the Secretary of the Navy, and the Department of Defense. Code 02 provides business advice, award execution and administration, policy development and e-business solutions in support of ONR’s mission.

The Office of Naval Research (ONR) Office of Small Business Programs (OSBP) is responsible for the Command’s compliance with all Public Laws and implementing regulations to facilitate maximum participation in its acquisition program by Small Business, Small Disadvantaged Business, Women-Owned Small Business, HUBZone Small Business, Service Disabled Veteran- Owned Small Business and Veteran-Owned Small Business Concerns, and Other Concerns subject to Socioeconomic Considerations.

Objective

The contractor shall provide administrative support services for ONR Code 02 and Naval Research Enterprise’s (NRE) Small Business Program as discussed herein. The scope of this tasking also includes the designation of one of the support personnel as the program manager who will serve as liaison with the Contracting Officer Representative (COR).

Details of the scope of work are described in “Requirement Tasks”. Specific Personnel requirements are described in “Labor Qualifications”. Performance of tasks shall conform, at a minimum, to the performance standards and acceptable quality levels identified in the Quality Assurance Surveillance Plan (QASP).

Requirement Tasks

Task 1 – Data Specialist (Code 24)

As a data specialist for Coe 24, the individual provides administrative support which includes data entry, electronic file creation and maintenance, and support to the staff. The tasks are as follows:

Ensure new documents and the metadata are properly uploaded to Department of Defense (DOD) systems (e.g., Procurement Integrated Enterprise Environment (PIEE)) and ONR’s electronic filing systems (e.g., DRS).

Ensure modification data, for modifications issued by an ONR Regional Office in Federal, in DoD, and in Navy IT systems (e.g., Federal Procurement Data System – Next Generation (FPDS-NG) are properly entered.

Ensure data from awards, modifications, vouchers, interim and final reports, or other documents in ONR’s post-award system (i.e., Contract Grant Award Management Information System (CAMIS)) are properly entered.

Ensure data entry is accurate in ONR’s system CAMIS.

Provide Standard Operating Procedures (SOPs) related to duties, and ensure that it is maintained and updated.

Provide draft administrative modifications in ONR’s award writing system (e.g., PRISM, PPS) or Microsoft Word.

Provide assistance with award closeout which may include:

o Proactively identifying awards that can be closed and notifying the appropriate Regional Office contact;

o Proactively identifying awards with missing documents, acceptances, and notify appropriate contact in accordance with Regional Office process;

o Tracking attempts for final acceptance;

o Obtaining final acceptance

Provide assistance with efforts to achieve a paperless work environment such as scanning, shredding and preparing records and files to send to the federal records centers.

Provide assistance with meeting set up, minutes, and taskers.

Provide assistance with other administrative projects or tasks to support the Regional

Offices and Code 24.

Task 2 - Data Analyst (Code 24)

As a data analyst for Code 24, the role involves proficient manipulation of internal Access databases, running queries, and utilizing functions like lookup and pivot tables in MS Excel to analyze data relevant to the division's operations. Functions like VLOOKUP are employed to integrate data from different queries or databases, ensuring a comprehensive analysis that identifies anomalies and potential weaknesses in business processes or internal controls. The tasks are as follows:

Supporting interim (generally monthly) and annual billing of ONR Code 24 reimbursable work performed under any Memorandum of Agreement (MOA) by:

o Collecting information from ONR Code 24 staff on hours incurred during billing period for work performed under MOA(s).

o Reconciling the data from the codes with two data sources from ONR’s timekeeping system to ensure all three sources provide the same results, if not analyze to determine which source is incorrect and contact responsible individual to resolve.

o Manipulating data to produce and distribute an accurate, complete, and timely billing summary.

o Providing results after review by Director to Code 08 and maintain file of results.

Manipulating internal Access databases to build, run, and export queries with data from

ONR Codes 242-247. This includes using functions like lookup and pivot tables for data exported to MS Excel in order to combine and analyze the data. The VLOOKUP function is necessary to add data from one query (sometimes from another database) to another query to ensure the necessary data is in one table to analyze a particular issue. The data from particular queries is often analyzed and isolated using pivot tables.

Analyzing data to identify anomalies in data (e.g., potential system issues) and potential weaknesses in business processes or internal controls.

Generating ONR Code 024 metrics; displaying data in PowerPoint presentations.

Performing day-to-day data collection and computer processing of standard and specialized report generation, data management, graphics/presentation production, and administrative support.

Updating performer information in DoD’s EDA system when request received from performers of ONR awards or from awarding officers.

Taking notes and providing other administrative support at (e.g., onsite or other training venues) and for Code 24-wide meetings and disseminating notes as directed.

Preparing, updating and maintaining SOPs when requested.

Collecting, analyzing, and reporting analysis of the self-assessments from Codes 242-

247, which includes the monthly file reviews of the Regional Offices. This process includes discussing apparent data issues, conflicts, and omissions with reporting offices to ensure offices’ correct data.

Formatting, compiling, and entering data related to rate agreements to be uploaded into appropriate databases and/or websites.

Creating, and sometimes maintaining, trackers for certain types of workload (e.g., rate agreements, disclosure statements).

Providing support to facilitate identifying, collecting, and readying paper files that can be archived.

Scanning documentation for electronic files when requested.

Tracking and preparing delinquent proposal letters for Code 242.

Assisting in determining whether non-profits entities with which ONR has rate agreements are still in business or performing business for the government.

Assisting regional office personnel in getting final technical reports approved for ONR awards after those personnel have spent reasonable efforts attempting to get the approval themselves.

Preparing mass emails to non-profit and university communities.

Task 3 - Data Analyst (Code 25)

As a data analyst for Code 25, the role involves proficient manipulation of internal Access databases, running queries, and utilizing tools like lookup and pivot tables in MS Excel to analyze data relevant to the division's operations. Functions like VLOOKUP are employed to integrate data from different queries or databases, ensuring a comprehensive analysis that identifies anomalies and potential weaknesses in business processes or internal controls.

The task are as follows:

Manipulate, format and organize reports for Code 25 from other codes (i.e. 22, 24, 538) Manipulate internal databases to build, run, and export queries with data from ONR Code

25. This includes using lookup and pivot tables for data exported to MS Excel in order to combine and analyze the data. Provide results to the Code 25 Director and Branch Heads.

Analyze data to identify anomalies in data (e.g., potential system issues) and potential weaknesses in business processes or internal controls.

Generate ONR Code 025 metrics; displaying data in Miscrosoft Office products (i.e.

PowerPoint, Excel, Access, etc...) in order to prepare reports/charts for 25 Director and/or Branch Heads from various systems (i.e. Azure, BI, PIEE, ESRS, CAMIS, ERP, AMS, EPS, Advana etc...). Metrics to include but not limited to: CPARS, ISRs, PDS, COR, and Deobligation, Cancellation and ULOs. This will include to ensure that metrics being used are the same or consistent with metric utilized by 00, 02, 22, 538 or 08 for efficiency and consistency.

Assist in data calls that are required to be responded to by ONR Code 25 and/or ONR Code 25 Branches. After receipt of the data call, the DA may be required to manipulate the raw information in order to edit, research, and format the data call to the specific request, i.e. a data call may be required to identify ONR 25 Code, Contracting Officer, or ONR Technical Code, etc.

Prepare reports/charts for the 25 Director or the 25 Branch Heads based on analyzed data or metrics.

Liaise with ONR Code 538 and Code 22 to identify discrepancies in metrics reporting.

Provide metrics for each code prior to Work in Process meetings in Powerpoint format.

Take notes and provide other administrative support at and for Code 25 meetings and disseminating notes as directed.

Prepare, update and maintain SOPs and other documents related to metrics, data, etc.

when requested.

Collect, analyze, and report analysis of the self-assessments from Codes 251-254, which includes the file reviews. This process includes discussing apparent data issues, conflicts, and omissions with reporting offices to ensure offices’ correct data.

Create, and sometimes maintain, trackers for certain types of workload (e.g., issue trackers, workload reports, etc.).

Task 4 – Closeout Analyst (Code 25)

As a Closeout Analyst, the individual plays a crucial role in the closeout process. The tasks are as follows:

Prepare, update and maintain Standard Operating Procedures (SOPs) related to duties.

Collect and prepare all documentation necessary for closeout in IAW applicable regulations (e.g., FAR, DFARS, NMCARS, DoDGARS, and other policy).

Track location of award including requesting and tracking closed files requested from archives.

Provide support to facilitate identifying, collecting, and readying paper files that can be archived.

Prepare files for archiving which may include shipment to a records center. Include appropriate documentation in closed file (i.e. DD1594, closeout memo, accounting reports) IAW applicable regulations (e.g., FAR, DFARS, NMCARS, DoDGARS, and other policy) and if shipped ensure closeout shipment is properly labeled and shipped IAW ONR policy.

Communicate with administrative offices, specialists, and finance and program officers regarding status of closeout.

Coordinate with Code 08 for recording expiring fund de-obligations.

Scanning documentation for electronic files.

Task 5 – Procurement Technician (Code 25)

As a Procurement Technician, the individual plays a crucial role in supporting pre- and post-award administrative activities.

Generate work-in-process (WIP) reports and assist in tracking old contracts or unassigned actions in the WIP report that need to be cancelled or other action taken.

Update work assignments within financial and contract workload management system.

Receive, print and distribute electronic copies of Procurement Requests (PRs) and receive, track and/or print proposals and supporting documentation.

Interface with the Business Financial Managers (BFMs), Program Analyst/Officers, and

Support Contractors to check status on actions and to request missing documents or proposals.

Interface with Finance Office (ONR Code 08) on Obligation/Commitment Issues.

Track down copy of awards for Program Officers, Defense Contract Management

Agency (DCMA) and others.

Respond to both contracting officer and contract specialist requests.

Prepare complete electronic award file folders.

Coordinate DCMA’s request to verify all deliverables have been received for completed or expired awards.

Respond to No Funds Extension (NFEs) requests and coordinate approval with Program

Office and draft modification.

Support distribution for various awards for urgent actions.

Draft purchase/delivery orders and modifications, primarily administrative and incremental funding actions.

Conduct special projects.

Schedule and organize meetings including reserving conference rooms.

Task 6 - Contract and Acquisition Support (Code 25)

As a Contract and Acquisition Support professional, the individual plays a crucial role in supporting pre- and post-award activities. This involves assisting the Contracting Officer throughout the entire contract lifecycle, encompassing the development, preparation, organization, and administration of contracts, grants, task orders, delivery orders, agreements, and other contractual documents. The tasks are as follows:

Research problems on a wide variety of contractual issues, provide recommendations and draft appropriate documentation and correspondence for internal and external distribution.

Assist in the development and review process for Broad Agency Announcements with the Contracting Officer and technical personnel.

Coordinate, assemble, and update electronic awards and award related files in contract writing systems and other automated systems.

Liaison between the business and technical office to assist in the development and preparation of a variety of acquisition documents to include, but not limited to:

Justification and Approvals (J&A), Determinations and Findings (D&F), Performance Work Statements (PWS), Statements of Work, (SOW), analyze industry and market conditions to determine sources for Market Research Report (MR) and solicitation documents.

Perform fact-finding and analysis in support of source selection but will not vote or otherwise have decision-making authority. Personnel supporting source selection will be required not to disclose bid or proposal information or Source Selection Information and, if they are performing substantive analysis in support of proposal evaluation, the contractor will need to screen such personnel for conflicts of interest as required by FAR clause 52.203-16.

Provide support to the Contracting Officer for Responsibility determinations Provide technical assistance to the Contracting Officer prior to and during negotiations, consisting of analysis, data collection, and drafting records of negotiations Apply cost and price procedures and techniques to evaluate proposals for a variety of award types to include but not limited to firm fixed price and cost plus type contracts Coordinate post award functions unless delegated to the Administrative Contracting

Officer.

Prepare modifications concerning such topics as increases in scope, specification changes, language ambiguities, and/or clarification of contract clauses.

Prepare contract modifications including those for incremental funding, redirection of effort, performance extensions, and incorporation of change orders.

Coordinate contract closeout with the Contracting Officer Representative (COR) and contract administration office to include outreach and liaison activities with internal technical offices and external entities, review of contract files, compilation and analysis of information, and documentation of contract files.

Coordinate stop work orders, cure notices, show cause letters, termination of contracts for the convenience of the Government or default by a Contractor.

Prepare, update and maintain Standard Operating Procedures (SOPs) related to duties.

Provide comprehensive training to contractor personnel on essential platforms including

Azure, Contract/Grant Writing System, MS Office 365, and ERP systems.

Task 7 - Procurement Systems Analyst (Code 538)

The role involves contributing to application development using Microsoft Power Platform, SharePoint Online, Power BI, and other development tools, emphasizing the use of technology to enhance organizational efficiency and functionality aligned with broader goals. The tasks are as follows:

Run metrics reports and queries to support data quality and data management activities related to various acquisition activities.

Collect, analyze, and report data to meet customer needs by loading, extracting and presenting data from multiple data sources to track and publish statistical data on ONR procurement & assistance awards.

Assist with gathering data to respond to data calls and Freedom of Information Act (FOIA) requests.

Provide oversight and monitoring management of acquisition information system activities within the ticketing system.

Provide system administration assistance in support of Federal, DoD, and Navy eBusiness- related systems.

Task 8 – Small Business Analyst (Code 57)

The Small Business Analyst is a vital contributor to the development of policies, programs, and initiatives aimed at fostering opportunities for small businesses and those falling under small business socio-economic categories. The tasks are as follows:

Assist in the development and implementation of programs and processes for NRE action to ensure the organization achieves the Small Business mission and goals.

Assist with the planning and implementation of initiatives designed to enhance the participation of Small Businesses and Other Socio-Economic Categories in the Commands-wide requirements to the maximum extent practicable as both prime contractors and subcontractors.

Assist in tracking Small Business metrics/outcomes across the NRE as well as monitor and report on Small Business achievements and provide updates on outputs/outcomes and recommendations for increasing Small Business participation within the various NRE Departments and Directorates.

Assist with development and maintenance of the Command’s Long Range Acquisition Estimate.

Assist with the preparation of presentations, participate in Small Business Outreach

Events and engage in public advocacy of the NRE Small Business Program.

Assist with the development of networks, building alliances, and engage in cross functional activities and outreach events across the Government and Industry (e.g., Apex Accelerators, Small Business Administration, etc.).

Assist with the development of both short and long-ranged planning for organizational and individual Small Business Training.

Assist with oversight of the delinquent Individual Subcontracting Report (ISR) program within the NRE.

Assist with review of subcontracting plans and related documentation.

Manage information on the internal ONR HQ Small Business SharePoint page and the external ONR HQ small business website.

Assist with discharging the specific duties of the NREs’ Small Business Professional as outlined in the regulations.

Task 9 – Program Manager

The Program Manager will serve as the primary point of contact for all contractor personnel, responsible for quality control and programmatic communication with all stakeholders while taking a leadership role in overseeing various aspects of the contract.

Key Responsibilities:

Facilitate the onboarding process for contractor personnel, ensuring a smooth integration into the team.

Assure contract work products are acceptable and completed timely, including sampling data to look for anomalies.

Provide suggestions to the COR on ways to utilize contractors more efficiently in current processes or suggest changes to the processes to increase overall efficiency (e.g., corporate functions).

Allocate contractor resources to achieve the best outcomes.

Maintain a keen oversight of contract deliverables, ensuring that they meet the established quality standards and deadlines.

Assist with the check-in and check-out procedures for contractor employees, ensuring compliance with contract and security protocols.

Required Labor Mix

LABOR

CATEGORY

KEY OR

NON KEY

PERSONNEL

PERCENTAGE

OF TIME

NUMBR OF

HOURS

PER

PERIOD

ON

SITE

OR

OFF

SITE*

TELEWORK

AUTHORIZE

D**

Program Manager

Key .50 FTE 940 Off-site

100% telework authorized

Data Specialist (Code 24)

Non-Key 10 FTE 18,800 Off-site 100% telework authorized

Data Analyst (Code 24)

Non Key 1 FTE 1880 Off-Site 100% telework authorized

Data Analyst (Code 25)

Non Key 1 FTE 1880 Off-Site 100% telework authorized

Closeout Analyst (Code 25)

Non Key 2 FTE 3760 Hybrid On Site and Off-

Site

Telework Authorized

Procurement Technician (Code 25)

Non Key 5 FTE 9400 Off-Site 100% telework authorized

Contract Acquisition Support (Code 25)

Non Key 4 FTE 7520 Off-site 100% telework authorized

Procurement Systems Analyst (Code 538)

Non Key 1 FTE 1880 Off-Site 100% telework authorized

Small Business Analyst (Code 057)

Non Key 1 FTE 1880 Off-Site 100% telework authorized

*On Site is defined as working at the Government’s facility. **The Government will allow the above labor categories to telework on the days noted above pending the telework is consistent with the Contractor’s internal telework policies.

Except for the Data Specialists, all other individuals must be located in the Washington Metropolitan Area. The Data Specialists must be located within 50 miles of an NMCI service location.

The following individuals will require a secret clearance: Data Analyst (Code 25), Closeout Analyst (Code 25), Procurement Technician (Code 25) and Contract Acquisition Support (Code 25).

Labor Qualifications

All personnel proposed under this requirement shall:

Be a US Citizen;

Proficiency with Microsoft Office 365 (specifically, Word, Power Point, Outlook, SharePoint Online, Teams and Excel); and

All contractor personnel supporting the tasks identified in this PWS must work independently and collaboratively. In addition, communicate clearly and effectively, both verbally and in writing.

Position 1 – Program Manager

At a minimum, this position requires:

Bachelor's Degree from an accredited college or university 10 years of experience in Program Management managing Contractor employees on

Government contracts

Desired additional qualifications:

Prior experience in Contracting Series (1102).

A Master’s Degree from an accredited college or university with a concentration in Project

Management

Position 2 – Data Specialist (Code 24):

At a minimum, this position requires:

A high school diploma or equivalent education 1 year of data entry experience.

Position 3 – Data Analyst (Code 24 and 25):

Bachelor's Degree from an accredited college or university Knowledge of statistical tests and tools and the functions of mean, median, variance, standard deviation, correlation, regression, and hypothesis testing to identify, analyze, and interpret patterns and trends

Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Bachelor’s Degree in a subject that places an emphasis on statistical and analytic skills (e.g., statistics, finance, economics) is desired

Position 4 –Closeout Analyst Support (Code 25):

Bachelor's Degree from an accredited college or university Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Business concentration for Bachelor’s Degree

Position 5 – Procurement Technician (Code 25):

Bachelor's Degree from an accredited college or university Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Position 6 – Contract and Acquisition Support (Code 25):

Bachelor's Degree from an accredited college or university 7+ years experience in Contracting, including pre and post award and cost analysis Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Desired additional qualifications:

DoD experience

Position 7 – Procurement Systems Analyst (Code 538):

Bachelor's Degree from an accredited college or university Proficiency using software programs and applications to include Microsoft Access, SharePoint, and SQL databases.

Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Desired additional qualifications:

Bachelor’s Degree in a Technical Area (i.e. Computer Science, Software Engineering, Information Technology)

Position 8 – Small Business Analyst (Code 057):

Bachelor's Degree from an accredited college or university 3+ years experience in Contracting and/or supporting Small Business Knowledge and experience to perform tasks listed in Requirement Tasks of the Performance

Work Statement.

Deliverables

See the attached DD 1423, Contract Data Requirements List (CDRL) for a list of deliverables.