Attachment 43 - FINAL PWS.docx

Attachment 43

PERFORMANCE WORK STATEMENT

U.S. Naval Hospital Okinawa Administrative Support Services: Japan Resource Management Department, Travel Clerk II

1.0 SCOPE:

The contractor shall provide services for administrative tasks for various clinical departments, Business and Travel offices and the Director for Resources of the U.S. Naval Hospital, Okinawa.

1.1 APPLICABLE DIRECTIVES:

10 U.S.C. 2015

MILPERSMAN 1320-210

MILPERSMAN 1320-220

Joint Travel Regulations (JTR)

MILPERSMAN 1050-130

MILPERSMAN 1050-140

DoDI 1327.06 DoDI 5154.31, Volume 4

BUMEDINST 5050.6A

BUMEDINST 1520.34

USNAVHOSPOKINAWAINST 1320.1

USNAVHOSPOKINAWAINST 4600.1

1.2 ACRONYMS AND ABBREVIATIONS:

AQL Acceptable Quality Level COR Contracting Officers Representative DOD Department of Defense DRM Director for Resources Management GOVCC Government Credit Card HIPAA Heath Insurance Portability and Accountability Act ICE Interactive Customer Evaluation JFTR/JTR Joint Travel Regulations MEDEVAC/AEROVAC Medical Evacuation/Aeromedical Evacuation MS Microsoft MILPERS Military Personnel NAVHOSP Naval Hospital PC Personnel Computer RAT Renewal Agreement Travel SATO Scheduled Air Transportation Office SECNAV Secretary of the Navy TAD Temporary Assigned Duty USNH US Naval Hospital

2.0 REQUIREMENTS

2.1 SPECIFIC TASKS:

TASK 1. TRAVEL CLERICAL SUPPORT. The contractor should be knowledgeable of the Joint Travel Regulations (JFTR/JTR), MILPERS, GOVCC Regulations, and DOD Financial Management Regulations to provide the command with expertise on allowed privileges. The contractor shall receive and route incoming travel requests and provide accurate cost estimations and accounting data. Travel requests include emergency leave, MEDEVAC/AEROVAC, military/civilian TAD, permissive travel, military/civilian student travel, RAT travel, local travel and vicinity travel. Once travel requests are appropriately routed through the Chain of command, contractor shall ensure Defense Travel System data is input correctly reflecting information on the travel requests. The contractor shall process both original orders and order modifications when required, ensuring signatures, correct line of accounting data, and Defense Travel System data is input correctly. The contractor should maintain an adequate filing system in the TAD Office. The contractor should ensure all files are properly labeled with required information. Original orders, travel voucher, required receipts, and flight itineraries are filed in each member's folders. The contractor shall ensure that all orders/authorizations are signed by the Authorizing Official. The contractor will ensure accurate travel claim reimbursement paperwork (DD Form 1351-2) and supporting receipt documentation has proper signatures and is completed correctly. More specifically, the contractor will ensure that a copy of commercial airline passenger receipt/ticket or SATO Travel Office’s copy of itinerary is enclosed, ensure copy of rental car receipt is enclosed, if required, ensure copy of receipts for all claims for reimbursement for $75.00 or more are included with member’s claim for reimbursement. The contractor shall process Group claims for liquidation by location and in command order, and ensure that all claim forms are signed by the command’s Authorizing Official and the member who performed the travel. The contractor shall ensure that non-travel entitlements and leave taken or earned in conjunction with official travel shall be inputted into DTS. Contractor personnel may not liquidate travel claims of their family members or friends. All travel claims received by the contractor for processing that belong to a family member or friend must be given to another TAD clerk for processing. The contractor will be required to access government travel card system and assist with credit card applications, activating and deactivating accounts, and generating reports. The contractor will be responsible for filing training certificates in appropriate files. The contractor shall maintain an adequate filing system, ensuring that all files are properly labeled with required information and proper documentation, original orders, travel voucher, required receipts, and flight itineraries is filed. The contractor should be shall keep current on changes in hospital policies and procedures as demonstrated by attendance of at least 75% of DRM/TAD all hands meetings. The contractor shall provide assistance to all travelers and give guidance to approving officials when needed. Approximately 50,918 TASK 1 transactions shall require processing during the period of performance.

Performance goals for TASK 1 are as follows:

1) The contractor shall input a traveler’s personal information and ensure that banking information, social security number, and account numbers are keyed into the Defense Travel System database correctly without error. This database must be reconciled monthly.

2) The contractor is required to assist travelers and provide high quality customer service. No more than three customer service complaints annually.

3.0 SKILLS AND KNOWLEDGE REQUIRED FOR THE POSITION:

Contractor personnel shall possess the necessary secretarial knowledge and skills to carry out all assigned clerical duties. The contractor shall be knowledgeable with DTS, basic Microsoft Office software and Windows operating system.

PERFORMANCE REQUIREMENTS SUMMARY:

Contractor performance objectives are summarized in the following table.

Standard

Surveillance Method

Frequency

Acceptable Quality Level (AQL)

Contract Deliverables 1 through 6

Friday support/ Quality/Timeliness 100% Compliance

Positive:

- Favorable Past Performance Evaluation

- Letters of Recommendation Negative:

- Implement increased surveillance and/or Contractor reporting

- Termination for Default

4.0 NORMAL WORK HOURS:

4.1Normal Work shall take place between 0700-1600 or 0730-1630, Monday through Friday, with an uncompensated 1 hour lunch, but not to exceed 40 hours per week and 80 hours in a pay period.

4.2 In the event that the contractor is prevented from performance as the result of an Executive Order or an administrative leave determination (e.g., weather related closing, delayed opening or early closure) that applies to the using activity, such time may be charged to the contract as a direct cost provided such charges are consistent with the contractor’s accounting practices.

5.0 PLACE OF PERFORMANCE:

U.S. Naval Hospital Okinawa, PSC 482 FPO AP 96362-1600, Japan.

6.0 WORK ENVIRONMENT AND PHYSICAL DEMANDS:

Work is generally to be carried out in climate-controlled office spaces. Contractor personnel shall should be able to sit, stand and otherwise be physically able to carry out routine office work.

7.0 GENERAL SAFETY AND HOUSEKEEPING:

Contractor personnel shall keep his/her work area in a clean, presentable, safe, and condition at all times. Adhere to USNAVHOSP OKINAWAINST 5100.1J policies and requirements.

8.0 OCCUPATIONAL HEALTH REQUIREMENTS FOR ON-SITE SERVICES

8.1 Within 30 days prior to performance of services, the contractor's employees shall obtain, at the contractor expense, documentation of required immunizations and physical testing, and a statement from the contractor employee's licensed medical practitioner or a report of a physical examination. The physical examination and immunization documentation shall be submitted to the COR prior to the start of services. The requirements are provided on the HEALTH EXAMINATION AND IMMUNIZATION/SCREENING REQUIREMENT FORM, the current version of which is available at:

https://www.med.navy.mil/sites/nmlc/handbooks/Physical%20Exam%20and%20Immunization%20Form.pdf?Mobile=1&Source=%2Fsites%2Fnmlc%2F%5Flayouts%2Fmobile%2Fview%2Easpx%3FList%3Dbb6872af%252D40d8%252D474e%252D99d2%252D6e3d373f07a8%26View%3De25e6026%252D202c%252D454f%252Da553%252D3ce1665892ad%26CurrentPage%3D1

The MTF will identify any contract employees who are not required to complete this documentation after contract award. Declinations shall only be permitted based on either the contract employee's religious convictions or medical contraindications (as documented by a qualified health care provider).

9.0 SECURITY CLEARANCE: The work under this order is considered as classified and the contractor’s personnel shall possess a SECRET clearance..

10.0 GOVERNMENT PROPERTY FURNISHED:

The government will provide, work space at the Naval Hospital, Okinawa, PC workstations with computer and government-owned light trucks necessary for the accomplishment of assigned tasks. The contractor shall maintain the assigned space in a neat and orderly manner.

Contractor shall only use government-furnished facilities and equipment to accomplish the tasks required under this order. Personal or company use of phones, utilities, computers, printers, copiers, etc., not directly related to required services is strictly prohibited. Contractor shall not remove any government-furnished equipment or supplies from the worksite without the express written permission of the Contracting Officer’s Technical Representative or his/her designated representative.

11.0 PERSONAL APPEARANCE:

Contractor personnel shall comply with USNAVHOSP OKINAWAINST 4000.2B.