Attachment 1 Statement of Work NRC Secretarial Support Services

Attachment 1

U.S. NUCLEAR REGULATORY COMMISSION

ONSITE SECRETARIAL 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 secretarial 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 secretarial 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 “Secretary I Office Support” and “Secretary 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 secretarial 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 a “Secretary I” level of ongoing daily office support services

· Providing a “Secretary II” level of ongoing daily office support services

To be considered and billed at Secretary II level, the contractor employee must successfully complete a 90-day provisional period. (The NRC 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 Secretary I billing rate to the Secretary II billing rate.)

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

Some task order positions only require the Secretary I level; these positions will remain at the Secretary I level.

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 Contracting Officer’s Representative (COR), NRC Task Order Managers (TOM’s), and contractor secretarial 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 Project Manager. In addition to the SPM, the contractor shall provide an alternate SPM to back up the SPM when the SPM is unavailable. 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 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 COR will notify the SPM in writing when secretarial support is requested by an NRC office. The SPM shall submit several resumes of available qualified cleared contractor personnel for the NRC COR and TOM to review. NRC personnel shall have the right to meet and talk with the proposed contractor personnel and to select a secretary to provide the secretarial support required.

To equip the SPM with the necessary guidance on the various NRC specific procedures and processes, the COR 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 secretarial contractor personnel, SPM, and SPM alternate use appropriate language and wear appropriate attire for an office environment at all times.

Onsite secretarial 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 COR 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 COR determines that clothing worn by one of the contractor’s onsite secretarial personnel is inappropriate and/or unprofessional, the NRC COR 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 secretarial performance of the SOW due to their staff arriving at NRC wearing inappropriate work attire. In the event any of the contractor’s onsite secretarial 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 COR 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, COR, 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 COR 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 secretarial 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 COR 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 COR/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 COR 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 COR 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 Secretarial 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 COR 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 COR 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 COR 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 secretarial 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 COR 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 COR 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 secretarial/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 secretarial personnel, the contractor shall first certify that the individual can perform all requirements of the Secretary 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 Secretary 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 Secretary 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 Secretary 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 COR 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 Secretary I and Secretary 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 continue to bill NRC at the Secretary I service level, and shall not bill at the Secretary 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 COR with the following number (at a minimum) of completed security applications for the proposed contractor personnel to be used under this contract:

Secretary I and 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 Secretary I or 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 access or 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 secretarial contractor personnel in order to verify they can provide the following services at the performance levels required:

1. Secretary 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 Secretary 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 COR, 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. Secretary 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 Secretary 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 secretarial 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 Secretary 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 COR, the Government will name NRC individuals with current NRC Project Officer Certification to serve as the NRC 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 secretarial 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 COR 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 COR.

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

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

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

6. Notify the COR 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 “Secretary 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:

1. Description of services and level of performance required (Secretary I or Secretary II Office Support Services);

2. Period of performance the services are required;

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

4. 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);

5. Specific workstation location for performance of the services;

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

7. Sequential number identifying the individual TO;

8. Total amount of funding obligated under the TO;

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

10. The total estimated cost of the TO; and

11. Name of Key Personnel (contractor secretary/secretaries) 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 NRC TOM’s are not allowed to move any contractor employee from one TO to another TO without COR approval.

A. Required Contractor Response Times:

The contractor shall provide personnel who can perform the services required within the response times stated below, and for each type of TO issued. A TO may be initially placed telephonically by the Contracting Officer (CO), and will be followed by a written documentation of the TO within three workdays.

B. Response Times for Urgent Task Orders:

When the COR/CO identifies a new order as Urgent, the contractor shall provide personnel to report for duty by the date and time designated in the TO, when NRC provides at least 24 hours advance notice to either the contractor or the SPM. If the CO requests services to start with less than 24 hours advance notice, the contractor shall make a good faith effort to provide such services.

C. Response Times for Non-Urgent Task Orders:

The contractor shall provide personnel to report for duty by the date and time designated in the TO, when NRC provides at least 72 hours advance notice to either the contractor or the SPM. If NRC requests services to start with less than 72 hours advance notice, the contractor shall make a good faith effort to provide such services.

D. Response Times for Replacements During Contractor Personnel Absences Under Existing Task Orders:

The contractor shall monitor the planned leave schedule of its key personnel contractor employees performing services under this contract and shall ensure that replacement personnel will be available to cover for that individual during his/her absence, if needed. The contractor shall coordinate provision of temporary replacement personnel during any planned absences of the contractors staff assigned to a TO with the COR.

In the event of an unplanned absence (i.e. - late arrival, early departure, or non-arrival) of a contractor employee performing on a TO, the contractor shall inform the TOM’s and COR of the absence immediately in order to find out if a temporary replacement is needed. If requested by the COR, the contractor shall provide a temporary replacement contractor employee within 24 hours of the CORs request. If the contractor fails to provide a replacement within 24 hours, NRC reserves the right to deduct from any payment owed the contractor twice the amount of the contractor employees billable hourly rate for each work hour the contractor employee is absent, to cover the cost to have the work performed by another source.

NOTE: NRC is only obligated to pay the contractor for the services actually provided, after deducting any time missed (i.e. - late arrival, early departure, long lunch break, etc.).

E. Maintenance of the Contractor Personnel Pool:

The contractor shall continuously maintain a pool of qualified contractor personnel who have submitted completed security applications, in sufficient number to satisfy the estimated on-going demand for secretarial support services by various NRC offices. The NRC COR will notify the SPM in writing when secretarial support is requested by an NRC office. The SPM shall submit several resumes of available qualified cleared contractor personnel for the NRC COR and TOM to review. NRC personnel shall have the right to meet and talk with the proposed contractor personnel and to select a Secretary to provide the secretarial support required.

When the contractor assigns a contractor employee to a TO, that employee shall no longer be considered part of the available office support pool and the contractor shall submit a new NRC security clearance application to add new staff to the pool.

NRC reserves the right to hire any of the onsite secretarial contractor personnel performing services under this contract at any time for an NRC position and the contractor shall not place any restriction on its employees in pursuit of Government employment. In addition, the NRC is not obligated to pay the contractor a fee for hiring such personnel. Should NRC hire one of the contractors employees, the contractor shall replace the employee, if requested by the COR, and submit new NRC security clearance applications to add new contractor staff to the pool.

F. Contractor Personnel Certification Requirements:

The contractor shall ensure that all staff performing services for NRC under this contract have reviewed and completed the following certifications and the mandatory training courses listed herein. The certifications and online training shall be completed within the first week assigned to NRC.

1. Completion of NRC Form and Certification for Non-Personal Services Understanding The contractor and the contractor employee(s) acknowledge that the services provided under a TO do not create an employer/employee relationship between the Government and the contractor employee(s). The contractors employee(s) supervision, terms of employment, hiring, termination, assignment, work conditions, payments, and benefits, including leave, are approved and derived solely from employment through and with the contractor. The contract employee(s) shall sign a NonPersonal Services Understanding Statement.

2. Completion of NRC Form and Certification for General Confidentiality and Non-Disclosure Agreement Contractor employee(s) will be handling files that include internal for official use information, personal information subject to the Privacy Act, source selection information (FAR 3:104), information that is proprietary to other Government contractors, and information that is protected by the attorney/client and attorney/work product privilege. Neither the contractor nor any of its officers and employees may disclose such information to anyone outside the NRC. Contractor employee(s) shall sign a NonDisclosure/Confidentiality Agreement.

3. Completion of NRC Form for Non-Disclosure Statement For Contractor Access To The NRC Agency-Wide Documents Access and Management System (ADAMS) Contractor employee(s) performing Advanced Office Support services will have access to the NRCs Agency-wide Documents Access and Management System (ADAMS). This may include access to sensitive, proprietary, or pre-decisional information such as for official use information. Neither the contractor nor any of its officers and employees may disclose such information or any information relating to the access of the NRCs ADAMS system (i.e. login ID and password, etc.) to anyone outside the NRC. Contractor employee(s) shall sign a NonDisclosure/Confidentiality Agreement for contractor access to the NRC ADAMS System before being allowed access to ADAMS.

4. Completion of NRC Form 176 “(A) Security Acknowledgment” and “(B) Special Nuclear Material Access Authorization Acknowledgment” The contractor and the contractor employee(s) acknowledge forms (A) and (B) which is signed by individuals who apply for an NRC security clearance access, require that NRC/DFS be advised of all arrests, charges (including those dismissed), and detentions by a Federal, State or local law enforcement agency, except for minor traffic violations for which a fine of $250 or less was imposed. Also contractor employees are to notify NRC of his or her marriage by completing and forwarding to the COR a copy of NRC Form 354, “Data Report on Spouse.” In addition, to ensure that security clearance and badging information is updated, contractor employees should notify the COR of any name changes resulting from marriage, divorce, or other legal action.

G. Training:

The NRC will not authorize contractor personnel to attend training, seminars, symposiums, or group conferences outside of the Washington D.C. Metropolitan area (the Washington D.C. Metropolitan area is defined as being within 50 miles of NRC Headquarters).

When the NRC COR has given prior approval for training to meet special requirements that are specific to a particular TO, the contractor employee may attend training at the NRC Professional Development Center (PDC), or the specific office will provide orientation and training on NRC specific systems particular to the work to be performed by the contractor.

Training at NRC expense shall not be authorized for contractor personnel for the sole purpose of keeping contractor employees abreast of advances in state-of-the-art technology or for training contractor employees on equipment and/or computer operating systems for which training is available by the contractor or from commercial sources, for example, for Microsoft Office.

NRC will not reimburse the contractor for costs associated with training personnel in an effort to obtain and/or retain minimum personnel qualification requirements of this contract. Other training may be approved on a case-by-case basis by the COR.

H. Meetings:

The contractor personnel shall be permitted to attend offsite meetings with his/her office within the Washington D.C. Metropolitan area (the Washington D.C. Metropolitan area is defined as being within 50 miles of NRC Headquarters).