Attachment 44 - FINAL PWS.docx

Attachment 44

STATEMENT OF WORK

Performance Work Statement for U.S. Naval Hospital Okinawa Human Resources Department Program Management Support Services: Japan Human Resources Department, Program Analyst IV

1.0 SCOPE: The contractor shall provide program management support as an Officer’s FITREP & Enlisted Evaluation Program Analyst for the Human Recourses Department at U.S. Naval Hospital, Okinawa.

1.1 APPLICABLE DIRECTIVES: BUPERSINST 1610.10E, OPNAV INSTRUCTION 5100.23H and USNAVHOSP OKINAWAINST 5100.1J.

1.2 ACRONYMS AND ABBREVIATIONS:

AQL Acceptable Quality Level COR Contracting Officers Representative DOD Department of Defense FITREP Fitness Report FTE Full Time Employee MS Microsoft NAVOSH Navy Occupational Safety & Health NAVHOSP Naval Hospital PC Personnel Computer PII Personally Identifiable Information PSD Personnel Service Detachment USNHO US Naval Hospital Okinawa

2.0 REQUIREMENTS

2.1 SPECIFIC TASKS: Monitors and manages fitness reports and evaluation functions of military personnel system for the command. Contractor ensures rating officials are notified of potentially late evaluation reports and ensures all reports are reviewed for completeness and administrative accuracy. Contractor ensures rating schemes are maintained for all the command. Contractor reviews and examines all fitness reports and evaluations, clarifies or resolves all discrepancies, ensures all members of the rating chain have complied with regulatory guidance, ensures all fitness reports and evaluations are submitted on time, and contain no derogatory information or prohibited comments. Contractor shall provide advice support to raters, senior raters, and reviewers on for the evaluation process. All reports containing errors will be returned to the rating official advising them on the procedures to correct the reports. Contractor ensures automated file systems are managed. Contractor shall assist with communications between the Commands, Personnel Support Detachment (PSD), and/or Bureau of Naval Personnel Command on all issues concerning fitness and evaluation reports.

3.0 WORKLOAD DATA

3.1 USNH Okinawa has an inventory of approximately 850 Active Duty service members whose enlisted evaluations and officer’s fitness reports are being prepared on a monthly basis as per BUPERSINST 1610.10D.

The contractor shall:

- Process 70 annual fitness reports / evaluations on a monthly basis.

- Process 10 detaching fitness reports / evaluations, to include extension letters and Non-Observed reports, on a daily basis

- Process 10 special fitness reports /evaluations, including close-out, establishment of performance mark averages, and change of reporting senior on a daily basis

The following are the due dates per pay grade:

DUE DATES PAY GRADE

JAN O3

FEB O2

MAR W5, W4, W3, E5

APR O5, E9

MAY O1

JUN E4

JUL O6, E1, E2, E3

SEP W2, E8, E7

OCT O4

NOV E6

4.0 SKILLS AND KNOWLEDGE REQUIRED FOR THE POSITION:

4.1 Extensive knowledge of and ability to interpret instructions and notices for processing fitness reports and evaluations in order to detect inconsistencies and nonconformity with applicable directives.

4.2 Knowledge of and skill in applying military personnel management methods, principles, and practices sufficient to advise on and/or resolve moderately complex, non-controversial, well factual, procedural and recurring issues for which there are one or more readily apparent solutions; to make informed judgements on problems and issues; to perform management advisory services for specific requests related to immediate problems of limited scope; and to analyze segments of Military Personnel Management issues or problems.

4.3 Knowledge of computer software applications to include NAVFIT98A, MSWord, MS Access, and MS excel to perform word processing functions.

4.4 Knowledge of Navy rank and rating structure, Navy Medical Department’s operation and associated vocabulary.

4.5 Knowledge of the working relationships between, and knowledge of how to input, update, and correct data in military database system (NAVFIT98A) in order to maintain effective military personnel databases.

4.6 Ability to apply written guidelines and directives and to follow oral instructions that are subject to continuing changes.

4.7 Ability to established schedules and work under the pressure of deadlines required to support high-volume of Officer’s fitness reports and enlisted evaluations reports.

4.8 Applies expertise and knowledge based on regulations, and applies medical terminology to ensure accurate completion of documents. Responsible for guiding staff at all levels in the correct completion of performance evaluations and/or fitness reports.

5.0 PERFORMANCE GOALS

5.1 The purpose of the work is to manage and maintain an effective officer fitness report and enlisted evaluation program in compliance with requirements outlined in BUPERSINST 1610.10E. A timely and accurate submission of officer reports and enlisted evaluations impacts the promotion potential of each individual.

5.2 Contractor shall provide and collect pertinent information regarding officer's fitness reports and enlisted evaluations to Commanding Officer, Executive Officer, Directors, Department Heads, Division Officers, and Senior Enlisted Leaders to facilitate the completion of military evaluation and fitness reports.

5.3 Contractor shall establish timelines and due dates to ensure that all evaluations and fitness reports are forwarded in a timely manner to the appropriate destination, i.e., PSD or Naval Personnel Command (PERS-311) for appropriate action.

5.4 Contractor shall provide primary day-to-day oversight of the command's FITREP and Evaluation program.

5.5 Contractor shall receive incoming calls and correspondence, directing to relevant personnel, and assist in the creation and dissemination of official correspondence related to fitness reports and evaluations to ensure correct preparation and program administration.

5.6 Contractor shall use electronic and/or written drafts, to type, edit, and print reports from disk. Contractor finalizes all military evaluations and fitness reports using approved software, i.e. NAVFIT 98A and others to ensure compliance with applicable directives.

5.7 Responsible for guiding staff at all levels in the correct completion of performance evaluations and/or fitness reports.

5.8 Processes all fitness reports and evaluations from start to finish and with minimal error. Ensures fitness reports and evaluations are mailed in a timely manner to ensure timeliness and due dates are met.

5.9 Reviews final submissions of work completed by qualified individuals who are responsible for the preparation of fitness reports and evaluations.

5.10 Monitors command compliance with directives regarding Navy active duty, reserve and other service fitness reports and evaluation. Tracks all fitness reports and enlisted evaluations and submits a report identifying delinquent submissions.

5.11 Prepares all necessary correspondence, reports, etc. Interprets Navy directives and provides advice and assistance regarding fitness reports and evaluations.

5.12 Types, copies, edits, stores and retrieves documents using MS Word, Excel, and other related computer programs. Reviews all fitness reports and enlisted evaluations, and other correspondence for grammatical and spelling errors and makes corrections.

5.13 Coordinates and serves as the recorder for summary group boards during the ranking board.

6.0 PERFORMANCE OBJECTIVES

Quality Level (AQL) Surveillance Method

specified by the

Commanding

Officer.

Website

(Tracking instruction

System)

1610.10D as well as guidance specified by the Commanding Officer.

Quality: All reports at least 98& of the time with no greater than 2% error rate.

command

instruction,

BUPERSINST

1610.10D as well requirements. All as guidance tasking at least specified by the

98% of the time

Commanding with no greater

Officer.

that a 2% error rate.

7.0 GUIDELINES

7.1 The contractor shall abide by USNHO cleanliness, safety, and health standards consistent with the requirements of OPNAV INSTRUCTION 5100.23 series and USNAVHOSP OKINAWAINST 5100.1 series.

7.2 Federal, DOD, Navy, and local regulations, policies, standard, and precedents provide general guidance, but do not specify the approach to follow to accomplish the work. When guidelines are lacking, employee must generate new or improved methods to be tested, which may provide a basis for future guidelines. Considerable judgment is required in relating guidelines to the development of solutions to problems.

8.0 NORMALWORK HOURS:

8.1 A period of 8 hours, Monday through Friday between 0730-1630 with an uncompensated 0.5 or 1 hour lunch, not to exceed 40 hours per week and 80 hours in a pay period.

8.2 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.

9.0 PLACE OF PERFORMANCE:

The normal place of performance is at U.S. Naval Hospital Okinawa, PSC 482 FPO AP 96362-1600, Japan.

10.0 WORK ENVIRONMENT AND PHYSICAL DEMANDS:

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

11.0 GENERAL SAFETY AND HOUSEKEEPING:

Contractor personnel shall keep his/her work area in a clean, presentable, safe, and condition at all times. Adhere to OPNAV INSTRUCTION 5100.23 series and USNAVHOSP OKINAWAINST 5100.1 series.

12.0 OCCUPATIONAL HEALTH REQUIREMENTS FOR ON-SITE SERVICES

12.1 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).

13.0 GOVERNMENT FURNISHED PROPERTY:

The government will provide, work space at the Naval Hospital, Okinawa, PC workstations with computer and 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.

14.0 PERSONAL APPEARANCE: Contractor personnel shall comply with USNAVHOSP OKINAWAINST 4000.2B.

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