DRAFT_PWS_Crewing_Model_(3).doc

DRAFT

Performance Work Statement

Military Sealift Command N1, Total Force Manpower Management

1. Background:

1.1. Military Sealift Command (MSC) owns and operates approximately 125 ships, which sustain our warfighting forces and deliver specialized maritime services in support of national security objectives in peace and in war.

1.2. The Total Force Management Program Office supports Military Sealift Command (MSC) with innovative and effective Total Force Human Capital strategies and strategic sourcing solutions in support of civilian and military manpower requirements afloat and ashore. This includes maintaining readiness of all program assets; developing and implementing policies and programs for effective HR management; overall strategic planning; formulating program policy and long term plans for resource development and utilization; formulating and managing program budgets and allocation of resources; and acting as funds administrator by executing a capital strategy in accordance with the Command's current and future mission.

1.3. Under the current manning model, 4,300 Civilian Mariners (CIVMARs) are assigned to ships by Marine Placement Specialists (MPS) for a minimal period of four months. CIVMARs who have met a four-month minimum tour may request relief in order to take leave and/or rotate to another ship. Once the relief request is received ashore, and based on availability, the MPS will coordinate a relief from a pool of qualified CIVMARs who are in a transitional status pending assignment to a ship.

1.4. MSC employs approximately 1.22 CIVMARs (946) for every afloat billet which equates to a 22% “pipeline” in excess of actual shipboard billets. The “pipeline” is intended to provide personnel the opportunity to rotate ashore to take leave, attend required school house training, and the like.

2. Applicable Directives, Acronyms and Abbreviations:

2.1 Directives:

Civilian Marine Personnel Instruction 330: Employment

Civilian Marine Personnel Instruction 512: Positions

Civilian Marine Personnel Instruction 610: Hours of Work and Premium Pay Civilian Marine Personnel Instruction 630: Leave and Liberty

Civilian Marine Personnel Instruction 750: Discipline

2.2 Acronyms and Abbreviations:

MSC – Military Sealift Command HRMS – Human Resources Management System

OPM – Office of Personnel Management DoD – Department of Defense DoN – Department of Navy

GTR – General Technical Requirements

GFI – Government Furnished Information

PWS – Performance Work Statement

COR – Contracting Officer Representative

CLIN – Contract Line Item Number

FAR – Federal Acquisition Regulations

ODC – Other Direct Cost

CAC – Common Access Card

3. Performance Requirements This contract will provide non-personal services to Military Sealift Command, Director, Total Force Management. The contractor will provide analysis of MSC’s CIVMAR shipboard manning methodologies to include evaluation of tour lengths, relief processes, training and leave management and shore staff support. The contractor may require access to the Human Resources Management System (HRMS) in order to evaluate historical data and may also conduct interviews, administer surveys and observe personnel at work to collect current data.

4. Specific Tasks:

The Contractor will assist N1 with altering the current manning model or replacing it with a model that facilities the ability of the shore staff to more closely maintain equilibrium between CIVMARs assigned ashore and afloat. Specifically, the contractor will:

4.1. Determine Current State. The contractor shall map all the steps, decision points and major assumptions about the process and the way things are currently done in order to establish a baseline.

4.2. Develop Practical Options. The Contractor shall help MSC reach a desired state of performance by recommending cost-effective and efficient solutions. Practical options should include changes or recommendations to the shore staff who support afloat CIVMARS. For instance, a different crewing model may not require as many Marine Placement Specialist ashore.

4.3. Change Management. The contractor shall create a strategic plan to account for the magnitude of the change, the categories of change (e.g. work flow, systems, policies, job work environment, measurement); and the process for implementation of improvements.

4.4. Pilot/Proof of Concept. The Contractor shall recommend which MSC units will participate in a pilot program to measure the effectiveness of the recommended improvements prior to implementation across the MSC fleet.

5. Other Requirements:

5.1. As necessary, the Contractor will request access to the Human Resources Management System (HRMS), EXCEL spreadsheets and other metrics developed by the staff to support the study.

5.2. Meetings shall be held in the Hampton Roads area at the Government’s facility located at Norfolk Naval Base, Norfolk, Virginia. Location and type of meeting is at the discretion of the MSC TPOC. In the event meetings are required to take place at locations other than Norfolk, Contractor travel will be reimbursed in accordance with Section 13 below.

5.3. The Contractor shall maintain contact with the N1 TPOC and notify them of any potential delays.

5.4. Final Brief. The final brief will be provided to COMSC who will then be responsible for the selection and approval of recommended solutions. COMSC will also approve pilot programs. The Contractor is responsible for all corrections and revisions required to meet final approval.

5.5. The Contractor shall upload the finalized project to the MSC N1 Library via Share Point.

6. Place of Performance:

6.1. All work will be performed at MSC HQ in Norfolk, VA.

7. Period of Performance:

Base Year: 01 October 2018 to 30 September 2019 Option Year 1: 01 October 2019 to 30 September 2020

8. Contract Type:

8.1. This will be a firm fixed-price Contract with reimbursable costs for actual travel.

9. Contract Deliverables:

9.1. Contractor Monthly Status Report. The Contractor shall prepare and distribute a monthly status report regarding the project and milestones achieved. The report shall be uploaded to the N1 Share Point Library.

9.1.1. Contractor Weekly Status Report. The Contractor shall provide to the COR an oral briefing on the status of any delays, actions completed or outstanding.

9.2. The contractor shall provide an out brief to COMSC when the project is complete and prior to initiating pilot programs.

10. Performance Standards: This is a Performance Based Contract in accordance with FAR 37.6. The PWS provides specific requirements to accomplish the work. The Contractor shall be evaluated on its ability to provide quality deliverables in an efficient manner.

11. Government Furnished Information (GFI)/Government Furnished Equipment.

11.1.1. Facilities, Supplies and Services. The Government will provide office space for the contractor working onsite at Navy Base Norfolk. The office space shall, as necessary, include telephones, computer hardware and software (NMCI approved), photocopy and facsimile equipment and all office supplies necessary to perform work.

11.1.2. Information. The Government will provide the Contractor access to the following information: access to relevant Government organizations, information and documentation, manuals, tests, briefs, and associated materials, as required and available. The COR will provide coordination assistance to assist the Contractor in accessing the required information.

12. Reimbursement of Travel:

13.1 Contractor Request and Approval of Travel. Any travel under this contract must be specifically requested in writing by the Contractor and approved by the Contracting Officer and the Contracting Officer’s Representative (COR), prior to incurring any travel expense. The Contractor shall submit the written request to the COR three (3) days in advance, when possible. The travel request shall include as a minimum, the following:

13.1.1 Contract Number & Name of individual traveling

13.1.2 Date, time and place of proposed travel

13.1.3 Purpose of travel and how it relates to the contract

13.1.4 Contractor’s estimated cost of travel with a breakdown of the estimated costs of transportation, lodging, meals, and incidentals.

13.2 The COR shall review and approve/disapprove (as appropriate) all travel requests submitted giving written notice of such approval or disapproval to the contractor.

13.3 Travel Reimbursement. The Contractor shall be reimbursed for the reasonable actual cost of transportation, lodging, meals and incidental expenses. However, actual costs shall be considered reasonable, allowable, and reimbursable only to the extent that they do not exceed on a daily basis the maximum per diem rate in effect at the time of travel as set forth in the DOD Joint Travel Regulations located at https://secureapp2.hqda.pentagon.mil/perdiem/. Actual cost does not include handling charges, general and administrative cost, overhead, profit or any other indirect cost.

13.4 The Contractor shall use the allowable Government personnel rates for transportation and lodging. Reimbursement for airfare shall not exceed the lowest customary standard, coach, or equivalent airfare quoted during normal business hours. The Contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual expenses incurred for travel. In no event will reimbursement exceed the published rates of common carriers. Expenses for lodging, meals and incidental expenses shall be reimbursed to the Contractor, provided that the overnight stay was documented as necessary.

13.5 Travel will include a not-to-exceed funding limitation for travel costs. When the Contractor expects total funding expended for reimbursable travel to reach 85 percent of the total funds available on each travel CLIN, the Contractor shall notify the Contracting Officer and the COR and any other Government official identified by the Contracting Officer. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the contract. The Contractor shall not exceed or incur costs that exceed the amount of funding stated on the reimbursable travel CLIN.

13.6 The Government is not obligated to reimburse the Contractor for otherwise reimbursable travel in excess of the funded amount stated in the contract with the reimbursable travel CLIN.

13.7 The Contractor is not obligated to continue performance of any reimbursable work under this Contract or otherwise incur costs for reimbursable travel in excess of the funded amount stated in the contract with the reimbursable travel CLIN unless the Contracting Officer notifies the Contractor in writing that the funded amount stated in the contract under the applicable reimbursable travel CLIN has been increased. In the event notification is made orally, such notification shall be followed up in writing within two working days.

13.8 No notice, communication, or representation from any person other than the Contracting Officer will affect the Government’s obligation to reimburse the Contractor.

13.9 Change orders shall not be considered an authorization to exceed the funded amount stated in the contract under the reimbursable travel CLIN unless they contain a statement expressly increasing the funded amount of that reimbursable CLIN by a sufficient amount to cover the change order.

14 Personnel.

14.1 Key Personnel. The lead analyst(s) assigned to the project shall be considered key personnel under this contract.

14.1.1 The contractor will ensure its analyst meet the following minimum qualifications:

14.1.1.1 Certification in LEAN, Six Sigma or a related discipline.

14.1.1.2 Two years of Performance Improvement project experience.

14.1.1.3 Three years of project management experience

14.1.1.4 Strong interpersonal skills to effectively interact with diverse constituencies

14.2 Guidance on Substitutions. The Contractor agrees that during the first ninety (90) days of the contract performance period, no key personnel substitutions will be permitted unless such substitutions are necessitated by an individual’s illness, death, or termination of employment. In any of these events, the Contractor shall promptly notify the Contracting officer and provide the information required below. After the initial ninety (90) day period, all substitution proposals must be submitted, in writing, at least ten (10) days in advance of the proposed substitution to the Contracting Officer, and provide information required below.

14.3 Requests for Substitution. All requests for substitutions must provide detailed explanations of the circumstances necessitating the proposed substitutions, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer needed by him to approve or disapprove the proposed substitution. All proposed substitutes must have qualifications that are at least the equivalent of the qualifications of the person to be replaced. The Contracting Officer or his authorized representative will evaluate such requests and promptly notify the Contractor of his/her approval or disapproval thereof.

15 Other Pertinent Information, Guidelines, and Assumptions:

15.1 Identification of Non-Disclosure Requirements: Identification of Non-Disclosure Requirements: The Contractor will be required to work with business sensitive and personally identifiable information in the performance of this PWS. No sensitive or proprietary information of, or in the possession of the Military Sealift Command or any of its operating units, will be disclosed without the written consent of the Contracting Officer. A non-disclosure agreement concerning information gained or used during performing under this contract must be initiated prior to the start of the contract. The agreement must be signed by any personnel who have access to business sensitive and personally identifiable information and their employer. The required non-disclosure agreements are included as Attachment 1.

15.2 Security Requirements:

15.2.1 The Contractor shall comply with all applicable public laws, government regulations, and command procedures regarding privacy.

15.2.2 All personnel performing work under this Contract shall be United States citizens and able to maintain a secret clearance.

15.2.3 All personnel shall maintain and have a Common Access Card (CAC).

15.3 Contractor Identification:

15.3.1 Contractor employees must be clearly identifiable while on Government property by wearing appropriate badges.

15.3.2 Contractor personnel and their subcontractors must identify themselves as Contractors or subcontractors during meetings, telephone conversations, in electronic messages, or correspondence related to this Contract.

15.3.3 Contractor-occupied facilities (on Department of the Navy or other Government installations) such as offices, separate rooms, or cubicles must be clearly identified with Contractor supplied signs, name plates or other identification, showing that these are work areas for Contractor or subcontractor personnel.

15.4 Designation of Contracting Officer’s Representative (COR)

15.4.1 The Contracting Officer has designated the person named below as the authorized COR for this Contract:

COR: TBD

15.4.2 The COR will represent the Contracting Officer in the administration of technical details within the scope of this contract and will perform inspection and acceptance of all deliverables. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the Contracting Officer or the Government. The COR does not have the authority to alter the Contractor's obligations or change the specifications in the contract or issue Task Orders. If, as a result of technical discussions, it is desirable to alter contract obligations or statements of work, a modification must be issued in writing and signed by the Contracting Officer. The COR is responsible for reviewing the invoices submitted by the Contractor and informing the Contracting Officer of areas where exceptions are to be taken. The COR authority is non-delegable. The COR may be personally liable for unauthorized acts.

15.5 Authorized Changes Only by the Contracting Officer:

15.5.1 No order, statement, or conduct of Government personnel who visit the Contractor’s facilities or in any other manner communicate with Contractor’s personnel during the performance of this Contract shall constitute a change under the Changes clause of this Contract.

15.5.2 The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as a part of this Contract.

15.5.3 The Contracting Officer is the only person authorized to approve changes in any of the requirements of this Contract and notwithstanding provisions contained elsewhere in this Contract, said authority remains solely the Contracting Officer’s. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the Contract price to cover any increase incurred as a result thereof. The address and telephone number of the Contracting Officer is:

TBD

16 List of Exhibits/Attachments:

Attachment 1: Non-Disclosure Agreement

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