Attachment 1 Statement of Work NRC Clerical Support Services.docx

Attachment 1

U.S. NUCLEAR REGULATORY COMMISSION

ONSITE CLERICAL SUPPORT SERVICES FOR NRC HEADQUARTERS

AND INTERIM LOCATIONS

STATEMENT OF WORK

I. BACKGROUND:

The U.S. Nuclear Regulatory Commissions (NRC), Office of Administration (ADM), manages a contract which provides NRC Headquarters offices with a source of readily available supplemental onsite clerical/secretarial support services. Currently, these services are being provided by a former 8(a) small business contractor, Phacil, Inc., under Contract No. NRC-10-07-414, which expires on September 20, 2012. The contract provides clerical/secretarial support services that are common to all NRC offices. The contract enables an NRC office to quickly place an order for additional clerical/secretarial support and thereby scale their office support resources to address unexpected changes in workload or deficiencies in current clerical/secretarial staffing. NRC Headquarters offices may increase or decrease the amount of clerical/secretarial services they obtain through this contract on an as-needed basis.

The NRC is a Federal agency with a total of approximately 4,000 headquarters staff housed within the following locations:

1. One White Flint North Building (OWFN) 11555 Rockville Pike Rockville, Maryland 20852

2. Two White Flint North Building (TWFN) 11545 Rockville Pike Rockville, Maryland 20852

3. Executive Boulevard Building (EBB) 6003 Executive Boulevard Rockville, Maryland 20852

4. Gateway Building (GWB) 7201 Wisconsin Avenue, Suite 425 Bethesda, Maryland 20814

5. Twinbrook Building (TWB) 12300 Twinbrook Parkway Rockville, Maryland 20852

6. Church Street Building (CSB) 21 Church Street Rockville, Maryland 20850

In addition to the six current headquarters locations occupied by NRC staff listed above, NRC is currently finalizing the preparation of new office space at the following location and expects to occupy this location in late 2012/early 2013:

7. Three White Flint North Building (3WFN) 11601 Landsdown Street Rockville, Maryland 20852

The OWFN and TWFN buildings are connected at the ground level and together comprise the headquarters White Flint Complex (WFC). The EBB, GWB, TWB, and CSB buildings are known as the NRC headquarters “interim” locations because they serve as temporary additional office space. NRC will vacate the four interim locations as space becomes available in the new 3WFN building.

II. PURPOSE:

The purpose of this contract is to provide a full range of onsite clerical services to meet the mission needs of the NRC on an as-needed basis. The contractor shall consistently provide the NRC with highly skilled, reliable, responsive, courteous, and customer-oriented personnel to provide onsite clerical office support services required to support short-term and long-term needs of the agency.

The contractor shall be required to establish and maintain a pool of qualified personnel to perform “Administrative/Clerk I Office Support” and “Administrative/Clerk II Office Support” services in accordance with the requirements outlined in this statement of work. Services will be provided on a task ordering basis to satisfy the individual needs of various NRC offices.

III. SCOPE:

The contractor shall provide short-term and long-term administrative onsite clerical office support services to fill the needs of the NRC offices on an as-needed basis. These services shall be performed primarily at the NRC Headquarters complex located in Rockville, MD, and other locations listed above. The structure of support to be provided under this contract includes the following:

· Providing an “Administrative/Clerk I” level of ongoing daily office support services

· Providing an “Administrative/Clerk II” level of ongoing daily office support services

To be considered and billed at Administrative/Clerk II level, the contractor employee must successfully complete a 90-day provisional period. (The Task Order Manager will certify the contractor employee has successfully completed a provisional period and has acquired the skill level that allows for an increase from the Administrative/Clerk I billing rate to the Administrative/Clerk II billing rate.)

However, with the NRC Project Officer’s (PO) approval, if a contractor employee has previous NRC experience at the Administrative/Clerk II skill level, he/she may continue to work at the Clerk II level and does not need to first complete the 90-day provisional period.

IV. OVERALL CONTRACT REQUIREMENTS

A. Transition Plan:

The contractor shall deliver with its proposal a comprehensive draft Transition Plan that demonstrates its approach for performing all functions contained within this Statement of Work (SOW). The transition period shall be no more than 60 calendar days from the start of the contract. The Transition Plan shall describe how the contractor plans to interact with the outgoing contractor and what actions will be taken to ensure that contractor staff is brought on board as quickly as possible.

B. Contractor Responsibility:

The contractor, including any consultants and/or subcontractors, shall be responsible for providing all management, supervision, recruitment, employment, insurance, and bonding for its personnel assigned to work under this contract. The contractor shall also be responsible for withholdings, health insurance, workers compensation, benefits, overhead, and all payroll costs and contributions.

The contractor shall coordinate assignments of all personnel required to successfully perform the support service requirements set forth in this contract. The contractor shall manage all services provided under this contract to ensure services are provided in a timely, accurate, and efficient manner. To closely monitor the overall quality of the daily performance of the services provided under this contract, the contractor shall provide a Site Project Manager (SPM) to be available each Federal workday at the NRC Headquarters and interim locations during the hours of 7:30 a.m. through 4:15 p.m.

The SPM shall be available to receive phone calls and e-mail messages from the NRC Project Officer (PO), Task Order Managers (TOM’s), and contractor clerical support staff during the hours of 7:00 a.m. through 6:00 p.m. each Federal workday. The SPM shall be considered key personnel for the overall contract and ensure contract compliance and satisfactory performance. The SPM must have a bachelor’s college degree and at least five (5) years of relevant experience as a certified Project Manager. In addition to the SPM, the contractor shall provide an alternate SPM. The alternate SPM must have a working knowledge of the contract and some degree of authority to perform the SPM’s role for limited periods of time when the SPM is unavailable. The alternate must have a bachelor’s college degree and at least three (3) years of experience as a certified Project Manager. NRC reserves the right to approve applicants for the positions of the Site Project Manager and the alternate Site Project Manager.

The NRC PO will notify the SPM in writing when clerical support is requested by an NRC office. The SPM shall submit several resumes of available qualified cleared contractor personnel for the NRC PO and TOM to review. NRC personnel shall have the right to meet and talk with the proposed contractor personnel and to select an Administrative Clerk(s) to provide the clerical support required.

To equip the SPM with the necessary guidance on the various NRC specific procedures and processes, the PO and TOM’s will provide the contractor with copies of any available documents which outline the NRC’s overall policies and individual office procedures. These documents shall be used by the contractor to ensure that all of the contractor’s personnel quickly acquire an in-depth working knowledge of the NRC business processes, in order to reduce the need for NRC staff to provide more than initial technical direction. NRC reserves the right to add and/or remove any other documents from its policies and procedures.

The SPM and alternate SPM shall attend various NRC-sponsored training courses to familiarize themselves with NRC-specific software applications as part of the initial orientation training in NRC’s office environment.

C. Professional Conduct and Attire:

The services performed under this contract include frequent, direct contact with NRC personnel at all levels of the agency. This requires that all onsite clerical contractor personnel, SPM, and SPM alternate use appropriate language and wear appropriate attire for an office environment at all times.

Onsite clerical contractor personnel, SPM, and SMP alternate shall be fluent in the English language, both oral and written. Profanity or any other language deemed inappropriate by the NRC PO shall not be used in any form of communication during performance of services under this contract or while on NRC premises. A violation is grounds for immediate removal from the contract.

Male staff shall wear a collared shirt and tie. Females shall wear business attire such as suits, dresses, slacks, and blouses. At no time are jeans or leggings permitted. If at any time the NRC PO determines that clothing worn by one of the contractor’s onsite clerical personnel is inappropriate and/or unprofessional, the NRC PO will notify the contractor and the contractor shall immediately have the subject person leave NRC premises or change into appropriate attire.

The contractor shall not bill NRC for any time their personnel are absent from onsite clerical performance of the SOW due to their staff arriving at NRC wearing inappropriate work attire. In the event any of the contractor’s onsite clerical personnel are unavailable to perform the requirements of this SOW, the contractor shall ensure the invoice for that month’s services does not include any missed work time due to the staff absence.

Federal regulations prohibit the use of any controlled substances and alcoholic beverages while contractor employees are working on Federal property. Contractor personnel shall be made aware of these requirements prior to placement. Inappropriate conduct and/or substance abuse will not be tolerated. The contractor, along with NRC’s guard staff, will be responsible for removing any individual violating these provisions from the Government facility and taking other actions as appropriate. The PO and TOM’s may request removal of a contractor employee for improper conduct. A security violation will require immediate removal.

D. Contract Schedule:

The period of performance of this contract shall include a 1-year base period and four 1- year option periods as follows:

E. Observance of Legal Holidays and Excused Absence:

The following holidays are recognized by the Federal Government during which the Government will be closed:

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President’s Proclamation

The contractor will not be reimbursed when contractor employees are precluded from working when the Federal Government experiences office closings, Government-wide shutdowns, inclement weather closings, facility breakdowns, building evacuations (bomb threats, fires), etc. The contractor agrees to continue to provide sufficient personnel to perform critical tasks already in progress or scheduled, and shall be guided by the instructions issued by the TOM’s, PO, or the NRC Contract Specialist. Contractor personnel will not be allowed to make up hours missed as a result of these closures. The contractor may not invoice for its employees for any time missed as a result of these closures.

If Government personnel are furloughed, the contractor shall contact the PO or Contract Specialist to receive direction. In this instance it is the Government’s decision as to whether or not the contract support will continue. The contractor will be instructed to either continue or cease work. The Government shall not be billed for the duration of the period in which work is not performed.

V. CONTRACTOR PERFORMANCE REQUIREMENTS

A. Contractor Representation while onsite:

While contract personnel are onsite, especially while attending meetings and working in other situations where they could be mistaken for a Government employee, the contractor shall ensure that all onsite clerical contractor personnel are clearly identified as a contractor employee by wearing his/her NRC-issued HSPD-12 badges, to avoid creating an impression in the minds of members of the public or to other Government personnel that they are Government officials or Government personnel. The contractor personnel are omitted from volunteering his/her services for all NRC events.

B. Daily Work Schedule:

Work hours for contractor personnel are scheduled Monday through Friday, for a total of 8 work hours to be performed between 7:00 a.m. and 6:00 p.m. The contractor personnel are not permitted to work a compressed work schedule similar to that of Government employees. The specific workdays and hours during each workday will be specified in the individual Task Order (TO). There may be occasional overtime work required. All proposed overtime work (overtime billable hours are those hours actually worked in excess of 40 hours in a week) must be pre-approved by the PO or contract specialist and specifically requested by the TOM’s designated in that TO. Work performed in excess of the established workdays and hours authorized by the PO/contract specialist in each TO is performed at the contractor’s sole risk and NRC will not be liable for payment of such unauthorized work.

C. Requirements for Contractor Personnel Escorting NRC Visitors:

Contractor personnel who have been authorized by the NRC may escort visitors within the NRCs premises. The NRC will only provide this authority to those contractor personnel who have been granted FINAL NRC IT-II access or a security clearance, and have been provided escort briefings by the NRC Division of Facilities and Security (DFS) staff. The PO will notify the contractor and the TOM’s of those contract personnel who have been granted authority to escort visitors. The TOM’s will request the contract personnel to escort visitors when the work requires this service. The NRC may rescind this authority for any contract personnel who no longer qualifies for this authority, based on NRCs criteria in effect at the time (NOTE: NRC reserves the right to revise the criteria at any time).

D. Requirements for Contract Personnel Authorized to Obtain Supplies from NRCs Supply Room:

Contract personnel who have been authorized by NRC may enter NRCs Supply Room to acquire supplies needed by the program office they support. Only those contract personnel who have been granted FINAL IT-II access or a security clearance approval from the NRC DFS will be granted this access. The PO will notify the contractor and the TOM’s of the contract personnel who have been granted access to the NRC Supply Room. The contractor shall be responsible for informing its employees that the sole purpose of access to the NRC Supply Room is to either obtain supplies needed to perform the office support services they provide, or to pick up supplies required by NRC staff. The contractor shall be responsible for informing its employees that Government-furnished supplies shall not be used for personal use. The NRC shall rescind this authority for any contract personnel who no longer qualifies for this access, based on NRCs criteria at that time (NOTE: NRC reserves the right to revise the criteria at any time).

E. Monitor and Report the Daily Attendance of All Onsite Clerical Contractor Personnel:

Each workday, within 15 minutes of the start time for performance of services (as identified in each TO), the SPM shall report to the PO and the responsible TOM’s each orders status in which the contract personnel have not arrived on time nor notified his/her TOM’s.

F. Compensation for Overtime Requirements:

Occasionally, an unusually large or urgent service request will require the contractor to provide NRC with support outside the normal business day stated for a task order. The contractor shall provide any overtime (OT) support requested by the NRC PO and/or the TOM’s, and receive payment for the services performed in accordance with the OT hourly rates established as part of this contract. NRC will reimburse the contractor in quarter hour increments for OT.

EXAMPLES

G. Contract Personnel Requirements During NRC Facility Safety Drills or Building Emergencies:

During a facility safety drill or actual building emergency affecting the floor occupied by the contractor personnel or the entire building, contractor personnel shall participate in the orderly evacuation of the affected area as follows:

· Evacuate the affected area along with the NRC staff;

· Comply with the direction of the NRC security guard force and NRC’s Emergency Building Safety Monitors; and

· Within 10 – 15 minutes of evacuating, promptly check in with the TOM for his/her assigned office and then notify the SPM and/or the alternate SPM.

H. Performance Deductions:

NRC reserves the right to apply monetary deductions from any amount owed the contractor when the NRC PO determines the contractor failed to meet the contract requirements stated herein. No total combination of all the performance deductions herein will exceed a monthly deduction of more than 10 percent of the total monthly amount owed the contractor. However, NRC retains the right to pursue any other legal measures and actions which the contracting officer determines are warranted to correct any performance issues.

I. Performance Measure:

For services to be performed under the contract, the contractor shall provide the onsite clerical staff required to perform the level of concurrent effort each Federal business day in accordance with this SOW.

Failure by the contractor and/or contractor personnel to comply with any of the required services described in Section VII, Minimum Contractor Performance Requirements, of this SOW, shall constitute a “valid complaint” under this contract. Valid complaints also include unauthorized tardiness or absences of contractor personnel. The NRC PO and TOM’s shall document valid complaints in writing. The valid complaints will be submitted to the contractor for review and response before a monetary deduction is made from an invoice.

J. Performance Standard:

There can be no more than three (3) total discrepancies per calendar month period in which the NRC PO verifies the discrepancy is a “valid complaint” for non-compliance with the following contract requirements.

1. The Contractor shall provide qualified cleared personnel with the required knowledge, skills, and abilities to meet the required level of services within the time frame stated in the individual task orders;

2. The Contractor shall ensure the work product or duties performed by its personnel are appropriate, accurate, and responsive to the needs of the assigned office;

3. The Contractor shall ensure that the conduct of its personnel is professional and appropriate for normal office operations, including, but not limited to, arriving on time and working, behaving, and dressing appropriately during the scheduled work day.

K. Performance Deduction:

NRC will deduct the following amounts from the monthly task order invoice payment for any month in which the contractor fails to comply with the contract performance standard stated above:

VI. REQUIRED KNOWLEDGE, SKILLS, ABILITIES, AND ATTRIBUTES: LEVELS OF OFFICE SUPPORT SERVICES

Comprehensive knowledge of general office procedures are required to include post high school business or secretarial course and one to two years of onsite clerical and typing experience, ability to type at a rate of 50 words per minute with no more than three errors, and skill in operating a personal computer, calculator, fax machine, telephone, and copier. Also required is the ability to communicate effectively both orally and in writing with staff and the general public, ability to maintain effective interpersonal relationships, organize files and records, compose and edit documents including proper spelling, vocabulary and grammar, and perform general work assignments with minimum supervision. Other duties as listed in Section VII.C., Required Levels of Office Support Services.

VII. MINIMUM CONTRACTOR PERFORMANCE REQUIREMENTS

The contractor shall perform the following minimum requirements for all services provided under this contract:

A. Creation of Contractor Pool of Office Support Personnel:

The contractor shall recruit, screen, and maintain sufficient personnel resources to respond in a timely manner and successfully perform the TOs placed by NRC under this contract.

Prior to submitting an IT access authorization or security clearance application for each of the proposed onsite clerical personnel, the contractor shall first certify that the individual can perform all requirements of the Administrative/Clerk I service level, to include the Microsoft Outlook applications: MS Word, Excel, PowerPoint, and Access. Documentation of testing must be submitted as part of the certification. Additionally, the SPM shall be responsible for providing an initial orientation training session to personnel proposed to perform the Administrative/Clerk I services, on using the NRC Local Area Network (LAN), familiarizing new staff with names and titles of senior executives, telephone systems, and understanding NRC correspondence formats and processes.

Any staff proposed for performance of the Administrative/Clerk II service level shall also be screened by the TOM’s to verify the individual has passed the 90-day provisional period successfully by demonstrating complex examples of NRC-specific procedures and processes. In addition, the SPM shall be responsible for providing the staff proposed to perform Administrative/Clerk II an initial orientation session in the advanced support requirements which includes instruction on the basic use of the following NRC-specific applications and systems:

1. NRCs ADAMS and ADAMS P8 - Agency-wide Documents Access and Management System;

2. NRCs HRMS - Government Time & Attendance system;

3. NRCs Microsoft Outlook e-mail, calendar, and conference room scheduling system;

4. NRCs In-Forms online applications;

5. NRC’s FAIMIS - Financial Accounting and Integrated Management Information System; and

6. NRC’s eTravel system.

The contractor shall facilitate this training by collecting various documents from the PO and TOM’s and developing an orientation manual for new staff to use as a reference tool. The contractor shall continuously update the orientation manual to ensure it reflects the most current NRC guidance and processes for Administrative/Clerk I and Administrative/Clerk II services provided by the contractor. The total training effort required to be conducted by the contractor for this initial orientation shall not exceed eight hours of direct training time for each new contractor employee. Training beyond eight hours will be at the expense of contractor and not the NRC.

NRC reserves the right to add any other NRC-specific software applications to this list as long as the total training effort required to be conducted by the SPM on all of these applications does not exceed 8 hours of direct training time for each new contractor employee. If, after receiving the training, the contractor employee can’t perform basic functions in each of the applications and systems listed above, the contractor shall not bill NRC at the Administrative/Clerk II service level.

B. Minimum Staffing Levels of the Contractor Personnel Pool:

Within 15 workdays after receipt of NRCs notice of award, the contractor shall provide the PO with the following number (at a minimum) of completed security applications for the proposed contractor personnel to be used under this contract:

Administrative/Clerk I or Clerk II of Office Support - 35 security applications for individuals with applicable skills.

Each security application shall be complete and include all of the forms specified in the Security Clauses, and shall be processed in accordance with this clause.

Should the contractor propose personnel that are already working at the NRC at the Administrative/Clerk I or Clerk II level who have already been granted NRC access, the contractor may submit a commitment letter signed by the employee with the access, instead of a complete security application package.

Failure of the selected firm to comply with this condition within the 15 working days response time shall provide NRC the right to void the contract award. In that event, the Government shall have the right to select another firm for award, and the original firm selected for award shall have no claims for costs incurred. In order to allow DFS sufficient time to perform the clearance process, partial deliveries of no fewer than seven properly completed security applications or commitment letters shall be made no less than every 3 days during this 15-day period.

C. Required Levels of Office Support Services:

The contractor shall provide qualified personnel who can perform the following requirements stated for each level of office support services. In order to perform the office support services described herein with an acceptable level of accuracy, the contractor shall ensure each service is performed correctly to achieve the desired result at least 95% of the time. The NRC reserves the right to test onsite clerical contractor personnel in order to verify they can provide the following services at the performance levels required:

1. Administrative/Clerk I of Office Support

During the provisional period, the individual will work with his/her TOM’s to complete the training necessary to carry out the duties listed below. Each Administrative Clerk I staff will serve in this capacity for a minimum of 90 days.

This category will support basic office support needs without requiring support for NRC-specific functions and software applications that would require more than a cursory training orientation. This category provides the following office support services on an as-needed basis:

a. Supports the offices word processing requirements by typing documents using the NRCs word processing application (currently Microsoft Word 2007) with a tested typing speed of at least 50 words per minute with no more than three errors;

b. Supports the offices planning and tracking requirements by accurately and efficiently entering data from various sources into a database system such as Microsoft Excel 2007 or Access with a 95% accuracy (data entered correctly into the appropriate cells of the spreadsheet as compared to the information and technical direction provided by NRC);

c. Supports the offices correspondence and document processing requirements by accurately and efficiently proofreading documents and making appropriate corrections of errors in basic grammar, punctuation, and spelling (additional training is available in NRC-specific applications for NRC Grammar, NRC Punctuation, NRC Proofreading, NRC Correspondence Management, and NRC Correspondence Management: SECY Papers training); (training provided at NRC’s Professional Development Center (PDC));

d. Serves as the offices receptionist by dressing appropriately for a professional office environment; politely greeting visitors and promptly notifying the appropriate NRC staff of his/her arrival; politely answering incoming telephone calls and directing the call to the intended recipient, or documenting the call with an accurate message for the intended recipient (states the date and time of the call, who called, and a brief description of the purpose of the call (if provided by the caller));

e. Sorts and distributes incoming mail to the appropriate NRC staff;

f. Supports the offices preparation for meetings, briefings, and presentations by using photocopying and stapling equipment effectively to produce similar quality documents as compared to the original being copied. Documents to be copied will consist of a variety of materials that may also require the contractor to perform related tasks such as assembling and indexing the materials into designated formats and/or packages for use during meetings, briefings, and/or presentations;

g. Schedules the offices meetings, briefings, and/or presentations by using the Microsoft Outlook Conference Room Scheduling system or contacting the NRC Administrative Services Center for guidance on reserving an appropriate-size conference room for the number of planned attendees, and arranging delivery to the meeting room of any special items required for the meeting, i.e., TV/VCR, lectern, flip-board with markers, speaker-phone, etc.;

h. Supports the offices document control requirements by maintaining existing manual tracking systems, or updating an existing TOM’s tracking system which tracks the status of controlled correspondence or action items;

i. Supports the offices filing requirements by manually filing documents accurately (95% of documents are filed in correct location and order) into existing record systems, retrieving documents from existing record systems for use by NRC staff upon request, and creating new manual record systems of a basic nature;

j. Supports the offices urgent document processing requirements by personally delivering or picking up documents from other offices within the NRC Headquarters facility that require immediate attention by NRC staff;

k. Supports the offices daily readiness requirements by monitoring local inventories of forms and office supplies, etc., in order to notify NRC staff of the need for an item to be replenished before the available stock is exhausted. If authorized by the PO, retrieves supplies for the office from the NRC Supply Room located on the P-1 level of the One White Flint Building (must have a final IT-II access approval);

l. Escort visitors within the NRCs headquarters facility who are not cleared for unescorted access (must have a final IT-II access approval);

m. Effectively communicates with NRC staff by using the English language fluently, both orally and in writing, to efficiently relay information and/or obtain task oriented technical direction; and

n. Supports the offices other miscellaneous administrative needs by performing any other office support tasks that require no more than a cursory orientation training session in related NRC-specific knowledge to perform.

2. Administrative/Clerk II of Office Support

NRC understands that successful performance of this category will initially require the contractors personnel to be provided training (on an as-available basis) in the various NRC-specific software applications to be utilized (such as ADAMS, HRMS, Microsoft Outlook, eTravel, FAIMIS, and Microsoft Conference Room Scheduler System).

This category includes all of the basic office support needs of an office defined under Administrative/Clerk I of Office Support, plus the additional skill requirements that provide NRC with a greater variety and higher level of office support services. These additional requirements will require onsite clerical contractor personnel to possess an in-depth working knowledge of NRC-specific functions and software applications that will require more than a cursory orientation training session. This category provides the following office support activities on an as-needed basis, which exceed the level of support provided under Administrative/Clerk I:

a. Supports the offices workload by tracking Time & Attendance documentation requirements by accurately and efficiently entering or revising the data provided by NRC staff (on the NRC staffs Time & Attendance and workload activities) into the NRCs online payroll system as a timekeeper. (NOTE: NRC currently uses an online system titled Human Resource Management System or HRMS);

b. Supports the offices records management requirements by accurately and efficiently entering data and documents into the NRCs central record system. (NOTE: NRC currently uses the “Agency-wide Documents Access and Management System” or ADAMS and ADAMS P8);

c. Supports the offices communication and meeting requirements by accurately and efficiently utilizing Microsoft Outlook system to e-mail staff in order to obtain or provide information, or use Microsoft Outlook scheduling calendar software features to research the availability of staff and arrange for his/her attendance at a meeting;

d. Supports the offices meeting requirements by accurately and efficiently utilizing the Microsoft Outlook Conference Room Scheduler to locate and reserve meeting space for NRC staff;

e. Supports the offices planning and tracking requirements by accurately and efficiently creating or revising data in spreadsheets, using the NRCs software with a 95% accuracy in the data, formats, and formulas in the appropriate cells, to achieve the NRCs intended functionality of the spreadsheet;

f. Supports the offices preparation of computer presentations by accurately and efficiently creating and/or updating materials using PowerPoint software provided by NRC;

g. Supports the offices Government business travel documentation and reservation requirements for NRC staff by accurately and efficiently preparing related Federal travel authorization documents, travel vouchers, itineraries, trip reports, and making reservations;

h. Supports the offices disposition of official records in accordance with the offices established records disposition schedule and processes;

i. Performs sorting of the offices incoming mail and the distribution thereof to the appropriate staff, which includes identification and attachment of the appropriate documents the staff will need for reference in order to respond to the mail item (if applicable);

j. Supports the offices correspondence and document processing requirements by accurately and efficiently proofreading the staffs documents and ensuring text, document formats, etc. comply with NRCs established guidance for the formats, processes, and control of agency documents and correspondence. (Additional training is available in NRC-specific applications for: NRC Grammar, NRC Punctuation, NRC Proofreading, NRC Correspondence Management, and NRC Correspondence Management: SECY Papers training); (training provided at NRC’s PDC);

k. Supports the offices recordkeeping requirements by accurately and efficiently creating, developing, and improving appropriate manual or other filing, record, and document indexing and control systems; and

l. Supports the offices various other ad-hoc office support related service requirements by accurately and efficiently performing any other type task that the office requires for which NRC provides the contractor personnel with sufficient guidance for successful completion of the service by either verbal technical direction, written instructions, or reference materials (or a combination of any of the three methods).

D. Task Order Managers (TOM’s):

In addition to the PO, the Government will name individuals with current Project Officer Certification to serve as the TOM’s. A TOM will be designated in each TO and will normally be located in the office where the services are primarily performed. The TOM’s will initially provide the SPM with the necessary task-oriented technical guidance to address any immediate NRC-related information necessary for the contractors onsite clerical personnel to be successful in performing the services required. If the contractors personnel encounter either of the following situations during performance of the services, the contractors personnel shall immediately notify the TOM’s of the need for more specific guidance on the task(s), in order to not delay performance of the service needed:

1. Concurrent support needs that necessitate prioritization; and/or

2. A situation that the SPM has not encountered previously and NRC has not already provided technical guidance for (verbally or in writing by instructions or reference materials).

The TOM’s will provide the contractors personnel with the required information for performing tasks, and the SPM shall ensure that the contractors personnel understand and retain any task-oriented technical direction information provided by the TOM’s, in order to minimize the need for NRC staff to provide repetitive task-oriented guidance and information.

The PO of this contract or the TOM’s designated in the TOs shall have the right to designate the relative priority of individual types of tasks performed by any of the contractors personnel. NRC reserves the right to provide this priority designation by type of task or on a case-by-case basis, verbally or in writing.

In addition, the TOM will be responsible for the following:

1. Ensure all required training is completed by provisional contractor staff during the initial 90-day provisional period:

a. ADAMS and ADAMS P8 for NRC Staff training at the PDC (if applicable)

b. ADAMS and ADAMS P8 Advance Searching at the PDC (if applicable)

c. MS Outlook training at the PDC

d. All annual on-line mandatory training courses

i. PII Responsibilities (if applicable)

ii. Computer Security Awareness

iii. Information Security Awareness

e. HRMS training (if applicable)

f. Any program/office specific training requirements

2. Monitor the performance of all supporting contractor staff; report any issues/concerns to the PO.

3. Review and approve monthly invoices and report any discrepancies to the PO.

4. Prepare and submit quarterly contractor staff assessments/evaluations to the PO.

5. Request backfill support for assigned contractor staff at least 1 business day prior to the start date.

6. Notify the PO in writing (e-mail/memorandum) when the program office is satisfied that the contractor staff meets all the requirements (including training) to be re-designated and billed at the “Administrative/Clerk II” rate.

7. Keep track of funding for his/her office.

VIII. ISSUANCE OF NRC TO’s FOR OFFICE SUPPORT SERVICES

The Contracting Officer will issue TO’s to the contractor to request the services required under this contract. Each TO issued will include the following information:

A. Description of services and level of performance required (Administrative Clerk I or Administrative Clerk II Office Support Services);

B. Period of performance the services are required;

C. Weekly schedule (Monday-Friday or other schedules such as Monday/Wednesday/Friday, etc.);

D. Daily workday coverage period for the specific support services ordered (i.e. – between 7:00 a.m. to 6:00 p.m. work hours with a 45-minute mid-day break);

E. Specific workstation location for performance of the services;

F. Primary and backup TOM’s designated and his/her telephone extension, NRC office location, and e-mail address;

G. Sequential number identifying the individual TO;

H. Total amount of funding obligated under the TO;

I. The applicable billable hourly rate and estimate of total regular and any overtime hours required;

J. The total estimated cost of the TO; and K. Name of Key Personnel assigned to work on the TO.

Each TO will allow a 45-minute period during the workday for cessation of the services while the contractors personnel take a lunch break, if the order requires them to perform services for 6 or more hours that day. NRC will not be obligated to the contractor for payment of office support services during this cessation period. NRC reserves the right to cancel the remaining period of a TO if the services are no longer needed. Only actual time worked shall be billed by the contractor. In addition, the SPM and TOM’s are not allowed to move any contractor employee from one TO to another TO without PO approval.

IX. SUBSTITUTION OF CONTRACTOR PERSONNEL PERFORMING UNDER A

TASK ORDER

The personnel designated in the individual TO shall be considered key personnel for purposes of each TO. The contractor shall obtain the prior approval of the PO in reassigning and/or replacing any key personnel position with other contractor employees. In the event of a temporary absence of the contractors personnel (e.g. vacation leave, sick leave, etc.), upon the POs request, the contractor shall provide a qualified replacement employee within 24 hours to maintain continuous performance of the office support services for the subject TO. The NRC reserves the right to disapprove at any time, with no notice, any contractor personnel assigned who is either unable or unwilling to perform the work within the scope of the contract and/or TO.

X. SPECIAL LIMITATIONS ON USE OF CONTRACTORS FOR CERTAIN SHORT

TERM TEMPORARY SITUATIONS

Certain situations require the NRC to issue a TO for short-term or temporary office support services. These situations are covered by Federal regulations that place additional restrictions on the Governments use of contractors to perform these services. Established Federal guidance on these situations and the prescribed Federal limitations can be found under 5 CFR, Part 300, Subpart E, Use of Private Sector Temporaries.

Regulations limit the types of situations that a Federal agency can use a contractor on a short-term basis instead of meeting the support need with other current Government employees or through the temporary appointment of a Government employee. In accordance with 5 CFR, situations where a contractor can be used to temporarily replace Government performance of daily administrative support include: (1) those instances where an agency must carry out work for a temporary period which cannot be delayed (in the judgment of the agency) because of a critical need, such as when a Government administrative employee has recently left the position (retired, resigned, transferred, promoted, etc.), the support is required during the interim period while the Government backfills the position, and the need cannot be readily met by appointing a temporary Government employee; (2) instances where the Government employee is absent for a temporary period because of his/her own personal need including emergencies, illnesses, maternity leave, family responsibilities, or mandatory jury duty, and the work must be performed during the period of the employees absence, and the need can’t be readily met by appointing a temporary Government employee. CFR Title 5 does not allow the use of contractors to provide short-term intermittent services during employee absences for vacations or other circumstances which are not considered to be compelling to the agency.

Under these conditions, Federal regulations require NRC to place the following limitations on the Contractors performance of these types of short-term TOs:

A. The contractor firm cannot provide support for the same employee absence situation for more than a total of 120 workdays initially; however, if the need still exists after 120 workdays, the use of the contractor firm can be extended up to a maximum of 240 workdays within a 24-month period. The 24-month period begins on the first day of the performance period of the TO.

B. The same contractor employee cannot provide support at the NRC location because of any employee absence situations, for more than a total of 120 workdays in a 24-month period. However, the NRC can grant an individual contractor employee an exception which raises the limit to 240 workdays based on an agency determination of a significant need. The 120-day period for the individual contractor employee begins on the first day of his/her performance of services at the NRC location.

XI. REPORTS

NRC’s PO/CO reserves the right to request additional reports at any given time during the duration of this contract.

A. Completion of NRC IT Access or Security Clearance Application Materials and Tracking of Contract Status of Contractor Personnel IT Access or Security Clearances (reference contract security clauses, Sections C.26 through C.30):

The contractor shall ensure each application package for an NRC security access is completed fully and accurately with all requested information. In addition, the contractor shall continuously track the following information and prepare a status report of the applications and provide it to the PO within one week of the conclusion of each calendar month:

1. The names of all employees whose packages have been submitted to NRC/DFS for access;

2. The date each employee was fingerprinted by NRC;

3. The date each employee submitted his/her signed SF-86 forms to NRC/DFS;

4. The date each employee was approved by NRC for Temporary access at

NRC;

5. The date each employee was approved for Final access at NRC;

6. The date each employees NRC access was canceled;

7. The date each employees NRC identification (ID) photo badge was returned to the PO after his/her access was canceled.

B. Tracking Compliance with Minimum Contractor Personnel Staffing Levels:

Within one week of the conclusion of each calendar month, the contractor shall provide a report to the PO with the identity and quantity of contractor personnel in each of the following categories:

1. Currently performing work under each TO;

2. Who has been granted IT Administrative/Clerk I or Clerk II access approval (Temporary and Final), and who is not currently working on a TO, and is available to start performing on a new TO; and

3. Who has submitted an application to the NRC for IT Administrative/Clerk I and Clerk II access approval and is awaiting an NRC decision on his/her access.

C. Tracking Data on Contractor Personnel Pre-Certification Requirements:

At the request of the PO, the contractor shall provide a report for each contractor employee performing services under this contract which identifies the date the following certifications were signed by the employee:

1. Non-personal Services Understanding;

2. General Confidentiality and Non-disclosure Agreement; and

3. Non-Disclosure Statement For Contractor Access To The NRC Agency-wide Documents Access and Management System (ADAMS) Form.

At the request of the PO, the contractor shall immediately provide a copy of the signed certifications for proof of the date signed. NRC reserves the right for the PO to add other certification requirements to this list which are required to be completed by contractors that are given access to NRC information and/or systems.

D. Tracking of Contract Data on Status of Custody of NRC Security ID Photo Badges:

The contractor shall continuously track the following information and prepare a status report to the PO within one week of the conclusion of each calendar month:

1. The name of all contractor employees who have been issued an NRC security photo ID badge;

2. The name of all contractor employees who have been issued an NRC security photo ID badge and are currently working under a TO;

3. The name of all contractor employees who have been issued an NRC security photo ID badge and are not currently working under a TO;

4. For any contractor employees who have been issued an NRC security photo ID badge and are not currently working under a TO, the current status of who has custody of the NRC security photo ID badge for that contractor employee.

(Contractor employees who are not currently working on a TO shall immediately return his/her NRC security ID badge to the contractor/SPM for subsequent delivery to the PO.)

Upon completion of services to be provided under a TO, unless the contractor employee is scheduled to return to NRC the following week to provide support under another order, the contractor employee shall deliver his/her NRC photo ID badge to the contractor/SPM. The contractor/SPM shall immediately return the NRC photo ID badge to the PO.

E. Contractor Personnel Completion of Mandatory NRC-Sponsored Training:

NRC contractors shall ensure that its employees, consultants, and subcontractors with access to the agencys information technology (IT) equipment and/or IT services complete NRCs online initial and refresher IT security training requirements to ensure that staff’s knowledge of IT threats, vulnerabilities, and associated countermeasures remains current. Both the initial and refresher IT security training courses generally last one hour or less and can be taken during the contractor employees regularly scheduled workday at NRC.

This mandatory training is provided by NRC to contractors providing services under this contract. Upon completion of each of the mandatory training courses required under this contract, the contractor employee shall provide his/her employer and the PO with a copy of his/her certificate of completion. After the initial training course is completed, each contractor employee shall take these courses annually, or as often as directed by the PO in writing.

The SPM shall ensure the following NRC-sponsored online training courses are completed by new contractor staff…