N6817119Q0065_PWS_-__Admin_Assistants_(003)_(002).doc

PERFORMANCE WORK STATEMENT (PWS)

Administration Services for NAMRU-3 Contracting Division

1.0 Background: The Naval Medical Research Unit No.3 (NAMRU-3) is a US overseas military research facility based in Cairo, Egypt. This requirement is for non-personal services to provide program mission support to NAMRU-3.

1.1 SCOPE: The contractor shall provide personnel necessary to perform services under this contract, as defined in this Performance Work Statement. The contractor ensure compliance with all tax and labor laws, including multi-tier taxable income tax rates, Social Insurance Law (such as Social Security) covering Egyptian employees as well as foreign employees whose countries have treaties with Egypt for reciprocal social insurance treatment, employer compliance obligations as defined under Egyptian law, work permit/visa requirements, indirect taxes, compliance with business registration laws, and local taxes including double taxation.

2.0 REQUIREMENT

The mission of NAMRU-3 requires the contractor to provide professional support in the specialized areas of Accounting, Administration, Government Travel, Acquisition/Purchasing and Information Management. The below outlines the qualification levels and contractor personnel supported tasks. In accordance with these tasks contractors will have to maintain non-disclosure agreements.

2.1 Accounting/Administration Technician (2 FTE)

2.1.1 Personnel Qualifications

2.1.1.1 Education: University degree required; preferable faculty of Business Administration, Commerce or Economics.

2.1.1.2 Prior Work Experience: 3 years' experience in administrative and secretarial duties

2.1.1.3 Language Proficiency: Fluent in both written and spoken English and Arabic is required.

2.1.1.4 Knowledge: Extensive understanding of Microsoft Word. Shall be able to communicate administrative issues and reports to outside agencies.

2.1.2 Tasks: In the performance of the below tasks, the contractor shall not make any approvals or obligations. These tasks are related to preparation, maintenance, and tracking for NAMRU-3 action and approval.

2.1.2.1 The contractor shall maintain, review, reconcile and balances all accounting records (manual and electronic) for 7 fiscal years and an average of 20 Medical Research Projects. The records have to be reconciled and balance for 5 years after completion.

2.1.2.2 The contractor shall review documents for proper accounting classification, review availability of funds in the specific areas of protocols and initiate/prepare the funds for commitment.

2.1.2.3 The contractor shall be responsible for a standard of accuracy and completeness of the accounting data. The deliverables will be used for management information and will be reported to various levels leadership.. These standards shall maintain the accuracy and the updated information of the financial records and the completeness of the financial process. The contractor shall ensure the integrity of the date and reconcile any discrepancies.

2.1.2.4 The contractor shall reconcile expenditure documents for correctness of accounting data and value.

2.1.2.5 The contractor shall resolve independently, or with the Principal Investigators any deficiencies identified in the committed or obligated funds.

2.1.2.6 The contractor shall maintain an updated spread sheets for each project (Operating Targets (OPTAR) sheet) by fiscal year. In addition, a hard copy file shall be maintained and can be compared with the financial systems.

2.1.2.7 The contractor shall research payments and obligations as needed to provide justifications for adjustment to financial systems and files to reflect proper accounting according to financial regulations. Regulations will be supplied to the contractor during the period of performance.

2.1.2.8 The contractor shall review periodically the OPTAR given to various protocols holders to avoid mismanagement and over-obligations of funds.

2.1.2.9 The contractor shall prepare/initiate various funding documents such as 2276, 2275, MIPR, SF182. All prepared and initiated documents will be reviewed and authorized by the Government.

2.1.2.10 The contractor shall submit reports to Comptroller as requested.

2.1.2.11 The contractor shall be responsible for assignments related to the Financial Management and Accounting /systems including participation in devising new approaches to requirements, assist in developing and applying internal operating procedures to meet new requirements and new financial systems. The contractor shall document all deliverables and outputs related to this task in a mutually agreed upon format with the Government.

2.1.2.12 The contractor shall be responsible for filling, data entry and logging in all financial records and documents to include but not limited to purchase requests, purchase orders and credit card orders, travel orders, invoices, agreements, drafting coorespondence.

2.1.2.13 The contractor shall track all the Government approved time costs in relation to the financial records to ensure the records and data are correct.

2.2 Travel Assistant /Administration Technician (1 FTE)

2.2.1 Personnel Qualification:

2.2.1.1 Education: University degree required; faculty of Business Administration, Commerce or Economics

2.2.1.2 Prior Work Experience: 3 years' experience in administrative and secretarial duties

2.2.1.3 Language Proficiency: Fluent in both written and spoken English and Arabic is required. Ability to translate from English/Arabic – Arabic/English.

2.2.1.4 Knowledge: Extensive understanding of Microsoft Word. Shall be able to communicate administrative issues and reports to outside agencies.

2.22 Tasks:

2.2.2.1 The contractor shall prepare the necessary documentation, processing travel requests, making cost estimates, adding request details to travel logbook, routing it through Command levels and preparing the travel order, Sending PRR along with order to SATO for ticket booking,

2.2.2.2 The contractor shall process travel claims. This includes reviewing claims to ensure that required itineraries, expenses are completely shown, that necessary certifications are included, explanations are adequate and supporting documents are attached. All travel claim approval will be the responsibility of Government

2.2.2.3 The contractor shall verify and ensure that all travel requirements meet travel regulations found at n: https://www.defensetravel.dod.mil.

2.2.2.4 The contractor shall provide on the job training to back-up employees. In addition answers questions and provides guidance with regard to travel requirements, regulations and policies.

2.2.2.5 The contractor shall coordinate and arrange hotel reservations, and conference registrations for all authorized travelers.

2.2.2.6 The contractor shall be responsible for data entry and logging in all travel requests into the Travel logbook. The contractor shall distribute all Government provided Travel Authorizations, Tickets and Hotel confirmation to travelers.

2.2.2.7 The contractor shall be aware and communicate to travelers all entry visas requirement and procedures of different foreign countries.

2.2.2.8 The Contractor shall have a be in continuous contact with all local embassies, and track the related work pertaining to all entry visas services.

2.2.2.9 The contractor shall perform relevant administrative duties involved with visa services and established visa processing guidelines for different embassies. These visa processing guidelines shall be internally documented for NAMRU and updated by the contractor.

2.2.2.10 The contractor shall assist applicants during the process of applying for a visa by providing information on visa procedures based on knowledge of host country.

2.2.2.11 The contractor shall provide support by explaining procedures such as (passports validation, visa application forms, photos, obtaining diplomatic notice from the U.S. EMBASSY for Americans and local notices for local civilian staff), receiving documents, answering queries from travelers, explaining procedures to be followed, providing guidance and routing customers to the appropriate person in the consular section as needed.

2.2.2.12 The contractor shall monitor status of all entry visa status and pending cases.

2.2.2.13 The contractor shall provide interpretation and translation services as needed, Arabic-English and English-Arabic, including assisting during visa interviews; translation of documents and correspondence including diplomatic notes.

2.2.2.14 The contractor shall monitor diplomatic note submissions from U.S. EMBASSY to a Foreign Country’s Consular.

2.2.2.15 The contractor shall be responsible drafting, keeping and organizing correspondences assigned by the supervisor.

2.3 Administration Technician for Contracting Div. (1 FTE)

2.3.1 Personnel Qualifications:

2.3.1.1 Education: University degree required; preferable faculty of Business Administration, Commerce or Economics.

2.3.1.2 Prior Work Experience: 3 years' experience in administrative and secretarial duties

2.3.1.4 Language Proficiency: Fluency English and Arabic is required.

2.3.1.4 Knowledge: Extensive understanding of Microsoft Word. Shall be able to communicate administrative issues and reports to outside agencies.

2.3.2 Task

2.3.2.1 The Contractor shall prepare the necessary documentation and obtain for Governmentapproval from higher authorities such as Funding Document Manager (FDM), Bureau of Medicine and Surgery (BUMED) and Naval Medical Logistics Command (NMLC) to proceed with procurement action.

2.3.2.2 Contractor shall be responsible for data entry and logging in all supply procurement forms such as purchase requests, purchase orders and credit card orders, etc. The contractor shall distribute all purchase orders and credit card orders.

2.3.2.3 The contractor shall locate and define status of orders file with different offices such as receiving, clearing, purchasing and/or the Contracting Officer. Contractor shall designate and locate contract files for various types of actions.

2.3.2.4 The contractor shall answer all communications, expedite the procurement and shipping of the supplies or equipment request.

2.3.2.5 The contractor shall create and submit reports to the contracting officer on outstanding orders and proved status of undelivered orders and conduct follow-ups. The report shall include data related to the number of purchase request orders and credit card orders and their status.

2.3.2.6

2.3.2.7 The contractor shall provide information as to description, quantities, special requirements, specifications, price increases/ decreases, preferred shipping mode, urgency/ priority, change in increase/decrease funding approvals, billing/paying office information, cancellation of orders, or any other area of concern to the COR that applies and effects purchases and existing contracts

2.3.2.8 The contractor shall track all incoming shipments through American Embassy Cairo, Cairo airport and Alexandria Port.

2.3.2.9 The contractor shall communicate with the COR, vendors, Command representatives to obtain return authorization for any applicable items that are arrive damaged, broken, or need to be returned. . The items shall be packaged and returned to the vendor.

2.3.2.10 The contractor shall interact with the departments or division heads (Customers) and/or their representatives to obtain decisions, approval or addition information needed to complete action required to modify or finalize a procurement action/request.

2.3.2.11 The contractor shall assist in preparing and typing various forms for the purchase orders when for approval of the Procurement Supervisor.

2.3.2.12 The contractor shall keep and arrange the vendor catalogues and type or draft any correspondences regarding internal procurement procedures.

2.3.2.13 The contractor shall track shipments from/to NAMRU3. The contractor shall notify NAMRU-3 POC of the time and date of released shipment(s).

2.4 Information Management Assistant (1 FTE)

2.4.1 Personnel Qualifications:

2.4.1.1 A university degree is required. Preferable B.Sc. Degree in Computer Science, equivalent IT experience or IT certifications (CCNA, ITIL foundation, A+)

2.4.1.2 Four years of experience in similar complex IT environments.

2.4.1.3 Fluent written and spoken languages to include English and Arabic.

2.4.1.4 Required professional certifications: MCSE or MCSA

2.4.2 Tasks

2.4.2.1 The contractor shall install and the maintain IT infrastructure hardware and software which includes but is not limited to servers, telecommunication devices, network devices, storage devices, tape libraries, operating systems, server applications, etc.

2.4.2.2 The contractor shall troubleshoot failures and errors in an efficient manner and use different methodologies to restore services and maintain its availability as highly as possible.

2.4.2.3 The contractor shall perform and maintain a backup of all NAMRU-3 systems according to NAMRU-3 and DOD backup requirements.

2.4.2.4 The contractor shall develop software/hardware deployment plans that meets NAMRU-3 and DOD security requirements.

2.4.2.5 The contractor shall analyze, test, and evaluate operating system software and utilities with respect to hardware in use, program applications to be run, and production and scheduling requirements.

2.4.2.6 The contractor shall analyzes host country computer/network requirements and capabilities in connection with science projects.

2.4.2.7 The contractor shall manage and maintain all network/telecommunication devices and software required for operation which includes but not limited to switches, routers, telephone systems and security devices, etc.

2.4.2.8 The contractor shall deploys, manage and troubleshoot all end user systems and remotely resolves technical LAN/WAN end user problems.

2.4.2.9 The contractor shall setup of all end user peripherals at NAMRU-3 such as Video Teleconferencing (VTC), printers, scanners, projectors, etc.

2.4.2.10 The contractor shall build desktop/laptop images and installation as needed.

2.4.2.11 The contractor shall perform operating system deployment, software installation, patches and upgrades.

2.4.2.12 The contractor shall analyze and monitor systems performance and set a baseline for all systems and monitor changes over time.

2.4.2.13 The contractor shall analyze and evaluate work processes and functions for possible automation, capabilities to meet current and prospective workload, and determination of alternative computer capabilities to meet demands.

2.4.2.14 The contractor shall routinely handle time sensitive situations demanding rapid fixes to users’ software problems.

2.4.2.15 The contractor shall develop and program automation processes for multiple operations via one or more computer programming languages such as VB, SQL, html and WMI.

2.4.2.16 The contractor shall respond to user questions and inquiries via telephone, email, web and other communication methods.

2.4.2.17 The contractor shall develop and maintain an accurate inventory of all NAMRU-3 IT resources.

2.4.2.19 The contractor shall maintain an accurate/up to date inventory of all end user equipment, software and software licenses

2.4.2.20 The contractor shall develop and maintain all documentations and diagrams for NAMRU3 infrastructure.

2.4.2.21 The contractor shall document procedures and keep documented records of work performed.

2.4.2.22 The contractor shall provide training and instruct users on use system resources.

2.4.2.23 The contractor shall develop new training material related to new/existing end user technologies that are used inside NAMRU-3, as required.

2.4.2.24 The contractor shall conducts formal advanced training courses for the client applications used on the network as required.

3.0 Period of Performance: This contract will be for base year plus one optional year. The Government reserves the right to discontinue, at any time, this contract, for any reason, upon 30 days written notice.

4.0 General Information

4.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services in regards to sample processing and storage. The contractor will notify the NAMRU-3 of deficiencies in the process.

4.2 Quality Assurance: The Government shall evaluate the Contractor’s performance, outlined by this PWS, in accordance with a Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

4.3 Recognized Holidays: The contractor is not required to work on the designated holidays observed by the organization where the work is performed as per the schedule below:

Coptic Christmas

Eid El Fitr

Revolution / Police Day

National Day

Sinai Liberation Day

Eid El Adha

Labor Day

Islamic New Year

Sham El Nessim

Armed Forces Day

Moulid El Nabi

Christmas Day

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

4.4 Hours of Operation: The contractor is responsible for conducting business during normal working days/hours for the Kingdom of Jordon. Contractor shall work 40 hours per week from Sunday through Thursday from 0800 to 1600 except for holidays as per the schedule above.

4.5 Place of Performance: The work to be performed under this contract will be performed at:

U.S. Naval Medical Research Unit # 3 (NAMRU-3)

USAID building

Takseem Laselki, Maadi

Cairo, Egypt

4.6 Security Requirements: Contractor personnel performing work under this contract will abide by the security measures required by their organization.

4.6.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

4.7 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor will be required to obtain and wear the appropriate identification badge in the performance of this service.

4.8 Contractor Travel: The subcontractors will be required to travel to MFO to issue CAC.

4.9 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

4.10 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Technical Representative, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

5. Definitions and Acronyms:

5.1 DEFINITIONS:

5.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

5.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

5.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

5.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

5.1.5 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

5.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

5.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

5.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

5.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

5.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

5.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

5.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

5.2 ACRONYMS:

CCE

Contracting Center of Excellence

CFR

Code of Federal Regulations

CONUS

Continental United States (excludes Alaska and Hawaii)

COTS

Commercial-Off-the-Shelf

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DFARS

Defense Federal Acquisition Regulation Supplement

DMDC

Defense Manpower Data Center

DOD

Department of Defense

FAR

Federal Acquisition Regulation

KO

Contracting Officer

NAMRU-3

US Naval Medical Research Unit No. 3

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

POC

Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

6. GOVERNMENT FURNISHED ITEMS AND SERVICES:

6.1 Services: N/A

6.2 Facilities: All work will primarily be done in NAMRU-3.

6.3 Utilities: N/A

6.4 Equipment: The Government will provide office equipment such as computer, telephone, copier, scanner and printer.

6.5 Materials: The Government will provide office supplies such as stationary and copier paper.

7. Applicable Publications (Current Editions)

7.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

8. Enterprise-wide Contractor Manpower Reporting Application (ECMRA):

The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the NAMRU-3 via a secure data collection site. Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

W, Lease/Rental of Equipment;

X, Lease/Rental of Facilities;

Y, Construction of Structures and Facilities;

D, Automatic Data Processing and Telecommunications, IT and Telecom- Telecommunications Transmission (D304) and Internet (D322) ONLY;

S, Utilities ONLY;

V, Freight and Shipping ONLY.

The contractor is required to completely fill in all required data fields using the following web address: https://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://www.ecmra.mil.