PRSAdminContractPWS_Ovrarc_Basic.docx

PRS CONTRACT

MULTILATERAL ADMINISTRATIVE REQUIREMENTS VEHICLE (MARVel)

OVERARCHING PERFORMANCE WORK STATEMENT (PWS)

December 2021

TABLE OF CONTENTS

1.0 SCOPE

2.0 BACKGROUND

2.1 Reference Documents

3.0 PERFORMANCE REQUIREMENTS–ADMINISTRATIVE AND BUSINESS SERVICES

3.1 Management

3.1.2.2.1.3 Implementation of FY11 NDAA Section 8108, Contractor Full-Time Equivalent

3.2 Business Services

3.3 Administrative Services

3.4 Contracting Services

4.0 SURVEILLANCE MATRIX

4.1 Contractor Performance Assessment Reports System (CPARS)

5.0 GENERAL INFORMATION

5.1 Base Support

5.2 Travel Requirement

5.3 Transition

5.4 Deliverables

5.5 Ordering Period

5.6 Hours of Work

5.7 Federal Holidays

6.0 SECURITY REQUIREMENTS

6.1 Security Clearances

6.2 Safeguarding Information

7.0 ATTACHMENTS/MISCELLANEOUS INFORMATION

7.1 Environmental Controls

7.2 Safety Requirements

7.3 Administrative Dismissal for Safety Reasons

7.4 Performance of Services During Crisis Declared by the President of the United States, the Secretary of Defense, or Overseas Combatant Commander

7.5 Conflict of Interest

1.0 SCOPE

The objective of this acquisition is to obtain Non-Personal, Non-Advisory and Assistance (A&AS) Services in response to Task Orders (TO) issued by the Contracting Officer (CO) for management, business and administrative services. These services are to support the Phillips Research Site (PRS) management and operations at various organizational levels to include Air Force Research Laboratory (AFRL) Space Vehicles (RV) and AFRL Directed Energy (RD) Directorates, AFRL geographically separated units or locations with an AFRL/RD or RV mission and their technical and functional divisions, the business offices within the divisions, as well as the Atomic Long Range Systems office and other individual projects, branches and divisions. Work under this Indefinite Delivery/Indefinite Quantity (IDIQ) will be authorized and more specifically defined in individual Task Orders executed by the Contracting Officer.

Each approved TO will identify the objective, scope, specific work location(s), background, applicable documents, performance requirements, the period of performance, and the required schedule, data items, deliverables, government property, and any other consideration for each TO.

2.0 BACKGROUND

Phillips Research Site is the home of the Air Force Research Laboratory’s Space Vehicles and Directed Energy Directorates. The mission of the Space Vehicles Directorate is to develop space technologies that support evolving space related warfighter requirements. Primary areas of importance include but are not limited to communications, positioning, navigation, and timing, space cyber, space modeling and simulation, space evaluation and analysis assessments, defensive space control, space situational awareness, and intelligence, surveillance and reconnaissance, as well as performing a variety of integrated space technology experiments. The mission of the Directed Energy Directorate is to develop advanced directed energy technologies that support evolving tactical and strategic warfighter requirements. Primary areas of importance include but are not limited to high-powered electromagnetics, laser systems, directed energy and electro-optics for space superiority, and directed energy weapons modeling and simulation.

AFRL’s principal responsibilities are to perform research and development of space and directed energy technologies and systems required to meet the wide spectrum of ever-expanding political, environmental and technical challenges and to address long term effects of these technologies and their associated subsystems. The Space Vehicles Directorate’s technical portfolio addresses the missions of: Intelligence, Surveillance, & Reconnaissance and Missile Warning; Space Communications; Positioning, Navigation, and Timing; Defensive Space Control/Space Situational Awareness; Nuclear Deterrence Operations; and Battle Management/Command and Control. The Directed Energy Directorate encompasses the development, demonstration, and transition of directed energy technologies required for High Power Electromagnetics, Laser Systems, Weapons Modeling and Simulation, Directed Energy for Electro-Optics and Space Superiority.

These two Directorates at Kirtland AFB are part of the larger AFRL team that consists of nine total directorates. The AFRL headquarters is located at Wright-Patterson Air Force Base, Dayton, Ohio. The Space Vehicles and the Directed Energy Directorates interact on a daily basis with many outside government, industrial, international, and academic agencies and offices such as the United States Space Force (USSF), Space and Missile Systems Center (SMC) and other centers, Air Force Space Command (AFSPC) and other major commands, the High Energy Laser Joint Technology Office (HEL-JTO), the Joint Improvised Explosive Device Defeat Organization (JIEDDO), the Missile Defense Agency (MDA), the Defense Advanced Research Projects Agency (DARPA), the Department of Energy (DoE), MIT Lincoln Laboratories (MIT/LL), the National Reconnaissance Office (NRO), the National Aeronautics and Space Administration’s (NASA), the Air Force Nuclear Weapons Center (AFNWC), universities across the world, international partners, and others with whom we leverage laboratory technology development through joint efforts in areas of mutual interest.

2.1 Reference Documents.

Reference guidance consists of DoD, Air Force, AFRL, and other documents associated with requirement definition. The Contractor shall use the most current version, as supplemented, during the contract period of performance. PWS reference materials are listed at Appendix A-2. Each TO may identify unique guidance not contained herein.

3.0 PERFORMANCE REQUIREMENTS–ADMINISTRATIVE & BUSINESS SUPPORT SERVICES

Applicable to all exercised Task Orders (TO) and options.

The Contractor shall perform the requirements within the service TO listed in this section.

3.1 Management. The Contractor shall provide the necessary management and personnel required to perform the services defined in this PWS. The Contractor shall have a single point of contact for the overall management of this contract.

3.1.1 Contract Management and Control. The Contractor shall provide the planning, coordination, technical direction, and surveillance of the activities necessary to assure work performance and resources to accomplish all TO issued under the contract. The Contractor shall be responsible for maintaining communication with the Contracting Officer (CO) and Contracting Officer’s Representative (COR), and to immediately notify BOTH the CO and the COR of any problems that would prevent timely performance of TO issued under this contract. Providing notification to the Program Manager (PM) and/or the COR is NOT considered notifying the CO.

3.1.1.1 Management and Oversight. The Contractor shall establish, implement, and maintain technical management and oversight of all work performed under this PWS.

3.1.2 Plans and Reports. The Contractor shall provide the overall management effort required to integrate operational and programmatic functions necessary to perform all TO issued under the this PWS.

3.1.2.1 Quality Control Plan (QCP). The Contractor shall develop, maintain, enforce, and document a QCP. The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in each TO. The QCP shall be revised or modified as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained. The QCP shall be sufficiently detailed to provide the Contractor’s methodology for identifying and recruiting qualified personnel. The QCP shall provide the Contractor’s methodology for resolving problems identified by the Government during reviews conducted in accordance with Paragraph 4.0 of this PWS (“Surveillance Matrix”). The QCP shall provide the Contractor’s methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. At a minimum, the Contractor’s QCP shall address the four specific areas of Quality Management Approach, Quality Assurance, Quality Control and Quality Standards and Staffing Vacancy Filling to demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Surveillance Matrix.

3.1.2.1.1 Quality Management Approach. In this section of the QCP, the Contractor shall describe the overall approach for managing contract quality. The Contractor shall discuss overall philosophy and describe how employees are integrated into the quality management process. The Contractor shall be responsible for self-inspection in accordance with CDRL A001.

3.1.2.1.2 Quality Assurance. In this section of the QCP, the Contractor shall focus and describe processes being used to manage and deliver services and deliverables. The Contractor shall discuss organizational charts, communication lines, decision making authorities, roles and responsibilities, procedures and other criteria that may be employed when determining if and when to elevate a performance issue.

3.1.2.1.3 Quality Control and Quality Standards. The Contractor shall perform quality control activities continually throughout the life of the contract. The Contractor shall verify deliverables and services performed are in accordance with this contract and the Surveillance Matrix.

3.1.2.1.4 Staffing Vacancy Filling. In this section of the QCP, the Contractor shall describe the overall availability of a human resource pool and provide a plan to obtain qualified personnel who can readily fill vacancies within 30 calendar days of a position vacancy. The Contractor shall describe the strategy to expedite hiring and relocation to fill vacancies, to include company policies, if any, putting priority on filling vacancies.

3.1.2.2 Contract Status Reports. See CDRL A001.

3.1.2.2.1 Contractor Reporting.

3.1.2.2.1.2 Cost and Status Reporting. The Contractor shall submit a cost and status report detailing funds status and activities for the services provided as specified in CDRL A001. To receive payment, the COR will certify that acceptable services were received, in accordance with the terms and conditions of the contract. The status report shall include at a minimum the following information consolidated into one report:

-- Program Management Information.

-- Status, activities, and issues for the overall contract -- Funding information in compliance with DFARS 252.232-7007 Limitation of Government’s Obligation

3.1.2.2.1.3 Implementation of FY11 NDAA Section 8108, Contractor Full-Time Equivalent Reporting. The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force Research Laboratory (AFRL) via a secure data collection site. The Contractor is required to completely fill in all required data fields at System for Award Management (SAM) site http://www.SAM.gov.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors should direct questions to the contractor manpower reporting section at the SAM.gov help desk.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the Contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the System for Award Management (SAM) site link (www.sam.gov). User manuals for Government personnel and contractors are also available at the SAM link.

3.1.3 TO Proposals and Management. The Contractor shall prepare TO proposals in support of TO performance requirements as requested by the Contracting Officer. The Contractor shall identify and propose mitigation for any organizational conflict of interest associated with supporting each TO. TO and program management costs, both direct and indirect, shall be reflected for each TO. The Contractor shall identify an appropriate management approach for each TO and shall be required to submit corrective management plans.

3.1.3.1 TO Management. The Contractor shall be responsible for overall responsiveness, cost control and reporting, data management, adherence to schedules, the ability to adapt to schedule changes, professional and cooperative behavior, technical quality of work, and management of the Contractor team’s efforts, including understanding the mission and commitment to customer satisfaction for each TO. The Contractor shall also be responsible for subcontractor management and oversight.

3.1.3.2 Risk Management. The Contractor shall identify and mitigate risks associated with supporting each TO.

3.2 Business Services. The Contractor shall provide administrative services in support of PRS business, resources, program control, schedules, and accounting operations. The Contractor shall provide preparation and analysis of budget and financial data and preparation of pertinent briefing materials, analysis and entry of financial data into automated systems, preparation of business resources and financial reports, business and programmatic support to PRS organizations and teams, and documentation of financial processes and systems. The Contractor shall provide verification and assessment of budget and financial data, evaluation of compliance with applicable policies and procedures, support for independent business and financial analysis and reviews, and operational audit. The Contractor shall maintain business and financial data bases.

In addition, contractor shall provide administrative services for governmental Executive, Front Office support services. Contractor shall provide a higher level of administrative support services position(s) limited to only the Directorate and Division Leadership admin offices. This higher level of service support can be identified as Level II Admin Support positions and include advanced administrative services including experience with official correspondence, government headquarters administrative processes and procedures (AFH 33-337, Tongue & Quill, etc.).

3.2.1 Records Management. The Contractor shall provide a variety of records management functions involving the filing, maintaining and disposition of government records.

3.2.1.1 FARM and RC. The Contractor shall perform records management as a Functional Area Records Manager (FARM) and Records Custodian (RC). Reference documents are listed in Appendix A-2.

3.2.1.2 ARM Coordination. The Contractor shall coordinate with the Air Force Records Manager (ARM) on records information, provide input to Records Custodians, support file plans’ management and identify discrepancies with maintaining records, support staff assistance visits and other inspection events, review records for retirement and disposal, ensure records comply with regulations, and support training of Government and contractor personnel.

3.2.2 Business Support Functions. The Contractor shall provide a variety of business administrative functions relating to services support provided to government funds control offices. This includes government approved data entry, document preparation assistance, administrative accounting and government identified resource allocation listings support services; funds reporting assistance, and funds reconciliation support services.

3.2.2.1 Process Funds Allocated / Released by the Government. The Contractor shall prepare documents, as directed by the government program, financial, and business personnel to request approval for allocation and government release of funds.

3.2.2.2 Program/Project Services. The Contractor shall provide administrative support to program/project managers by gathering information for the development of various estimates by the government, monitoring and adjusting business calculations, monitoring obligations/expenditures incurred. Also, provide support services with tracking and processing billing invoices, reconciling obligations and expenditures to support balancing accounts.

3.2.2.3 Periodic Program Support Reporting. The Contractor shall provide administrative support services to assist with ensuring all areas of responsibility and various identified deadlines are met.

3.2.2.4 Communication with Other Agencies. The Contractor shall communicate with internal PRS analysts, the Logistics Management Control Agency (LMCA) on laboratory budgetary and accounting transactional data. The Contractor shall coordinate budget, programmatic, and financial data with appropriate offices.

3.2.2.5 Open Document Listing. The Contractor shall review the Open Document Listing (ODL) and engage with travelers and other required government POCs to resolve issues.

3.2.2.6 Prior Year Funding. The Contractor shall process requests for prior year fund adjustments.

3.2.2.7 Program Process Logs. The Contractor shall maintain various program document logs for in-coming and out-going documentation for assigned programs and project execution status.

3.2.2.8 Performance Measurement Baselines. The Contractor shall provide service support in association with Performance Measurement Baselines (PMBs) and provide services to support for government objective measurement of identified cost, schedule, and technical performance parameters.

3.2.2.9 Voucher and Various Accounting Admin Research. The Contractor shall provide service support for researching and identifying various accounting items including document reviews, voucher status and status follow-ups.

3.2.2.10 Training. The Contractor shall attend training hosted by the government to remain current as to the processing requirements and taxonomy for government-specific business systems and/or operations requirements/updates/changes necessary to fulfill their business support duties in support of the financial and program team.

3.2.3 Government Specific Business Systems.

3.2.3.1 Organizational Changes and Job Order Cost Accounting System (JOCAS); Automated Time Attendance and Production System (ATAAPS). The Contractor shall assist the government with administrative efforts including processing updates with organizational changes and performing data reviews for the Government’s Job Order Cost Accounting System (JOCAS) and Automated Time Attendance and Production System (ATAAPS). This includes to verify and identify typos and organizational mismatches of applicable, amounts and information.

3.2.3.1.1 Job Order Cost Accounting System; Automated Time Attendance and Production System (ATAAPS) Data Entry. Contractor shall provide administrative services support for identifying designated column amount discrepancies/deficiencies; and target labor amount differences/typos and issues. Facilitate communications between the local Defense Civilian Pay System (DCPS) customer service representatives and PRS; assist personnel in- and out-processing and tracking; monitor all labor input for errors and any government approval requirements including adjustments, process deadlines for DCPS upload. Assist with communication between lab entry, approval clerks and local payroll offices; assist labor inputs and processing procedures for PRS and geographically-separated users; provide metrics, discrepancy, error reports for status of delinquent labor and other issues. Assist with labor adjustment and audit trail documents. Assist with the preparation of a comprehensive desk procedures guide for labor matters, and prepare standard and ad-hoc automatic labor reports and queries.

3.2.3.2 Automated Business Services System and Comprehensive Cost and Reporting System. The Contractor shall assist with funding document status reviews including info, amounts and government verifications within the Government’s Automated Business Services System (ABSS) and Comprehensive Cost and Reporting System (CCARs). Assist other program/project documentation analysis and preparation, including program and project funding documents in ABSS and CCARs for government review and verification authorization.

3.2.3.3 Financial Status Reports. The Contractor shall assist with information and government reporting required to and from the General Accounting and Finance System (GAFS), the Commanders’ Resource Integration System (CRIS), the Mechanization of Contract Administrative Services (MOCAS) and Job Order Cost Accounting System (JOCAS), Automated Time Attendance and Production System (ATAAPS). Assist to match any required amounts in CRIS are accounted for in in various reports including the End of Month (EOM) execution reports.

3.2.3.4 Balance Accounts. The Contractor shall assist with accounts for applicable government systems and databases. This includes not limited to active fiscal years between Job Order Cost Accounting System (JOCAS); Automated Time Attendance and Production System (ATAAPS) when applicable with the General Accounting and Finance System (GAFS); and maintain communication between applicable government identified POCs on laboratory transaction matters and research account inquiries. Assist with the identification and reconciliation of the status of reimbursable accounts across multiple Air Force systems. Assist with the identification of errors in the systems and maintain audit trail for all account reconciliations.

3.2.3.5 Other Government Specific Business Systems. The Contractor shall use additional government specific systems in the support of classified activities.

3.2.4 Program Management. The Contractor shall provide support services for a variety of program and project management functions to include program planning, program control, funding and schedule monitoring, reconciliation, as well as computer, facilities, safety, security and logistics.

3.2.4.1 Program and Project Services. The Contractor shall provide administrative support services for various initiatives, project plans, schedules and funding administration. Contractor to provide assistance on comparing program/project plans in order to assist with ensuring number columns match allocations. Assist by gathering data and collaborating with identified government POCs to obtain customer requested program or project information as requested by the government.

3.2.4.2 Program and Project Database Review and Analyses. The Contractor shall provide administrative support services to assist with review various databases to track information and interface with either databases including the Job Order Cost Accounting System (JOCAS) or the Automated Time Attendance and Production System (ATAAPS) when applicable. Contractor shall initiate funding documents for specified projects; provide review of data and information to be contained in contracts to identify/report discrepancies, shortfalls, overages or schedule anomalies and errors.

3.2.4.3 Safety and Security Program Services. The Contractor shall provide support to the Directorates’ Safety and Security program, and provide for the evaluation of program/project safety and security requirements, support the creation of project safety and security guides, provide feedback of safety and security deficiencies and resulting corrective actions, perform end-of-day security checks, perform courier services on Kirtland AFB for classified material, coordinate with the Kirtland Air Force Base Security Forces Squadron, open and secure facilities, respond to alarm calls from the Kirtland Air Force Base Security Forces Squadron to allow Government personnel access, and reset alarms. The Contractor shall notify Government task order manager and/or facility manager as soon as possible when an alarm call is received. Assist with lab administrative and organizing support, maintain Branch Safety Programs and perform duties as alternate assistant for Security Manager.

3.2.4.4 Logistics Services. The contractor shall support the PRS Logistics Program by performing equipment custodian services per AFRLI 23-141, information technology (IT) custodian per AFMAN 17-1203, and government vehicle monitor per AFI 24-302, section 7B. The contractor shall support the RVOIL Logistics Section and RVIO Network Operations Branch to provide requested services (e.g., equipment /IT location updates, software user reports, vehicle mileage reports, deliver vehicles for maintenance, etc.). The contractor shall certify that their personnel have a valid state driver’s license, are medically competent to operate assigned vehicles, and will adhere to the vehicle operating policy in AFMAN 24-306 before using government vehicles.

3.2.4.5 Human Resource Services. The Contractor shall provide administrative human resource services involving civilian and military personnel. The Contractor shall prepare and implement action plans relating to personnel processing actions, provide personnel policy revision activities, support civilian and military personnel staffing data calls, deployment preparations, and the PRS in/out processes. The Contractor shall maintain personnel staffing and hiring actions, support the administration of awards and mentoring programs, and administratively support Personnel Policy Boards to include scheduling, presentation, taking meeting minutes and action items, and tracking action items. Performs PRS Detachment Commander’s Support Staff functions to include Unit Program Coordinator duties. Ensures military Officer Performance Reports (OPRs) and military and civilian award packages are timely and comply with current policy requirements, administers military and civilian personnel actions to include Change of Reporting Officials (CROs) and hiring packages, and supports annual Civilian Compensated Contribution System (CCS) process. Requests database access and processes PRS personnel actions in the Military Personnel Data System (MilPDS) and other systems as required.

3.2.4.5.1 Back to Basics Development Program. The Contractor shall support the Back to Basics (BtB) previously Acquisition Professional Development Program (APDP) by identifying qualifications and processing certification applications, maintaining and reconciling the local BtB training database and other applicable records, providing information on Continuous Learning Program (CLP) requirements for BtB; and maintaining the Learning Management System.

3.2.4.5.2 Training Program. The Contractor shall administer an organization-wide training program for the PRS site. The training program shall consist of activities to include scheduling, monitoring, tracking and reporting statistics on mandatory Government training, as well as mentoring events and classes for Government personnel. The Contractor shall also administratively prepare for organizational developmental training, monitor, track and report on Government developmental training taskings, coordinate government training requests and requirements for Government personnel, and administratively support the PRS Human Resources Office on the development of career training plans for Government employees. The Contractor shall be proficient and skilled in regards to various training options for PRS members, to include researching, recommending, scheduling and delivering professional and educational training material (Verbal and Written). May deliver content virtually (Live and/or recorded) per the appropriate Government approvals.

3.2.4.6 Scientific and Technical Information Office Services. The Contractor shall provide support to the Scientific and Technical Information Office (STINFO) by tracking suspense items related to Science and Technology (S&T) information metrics and coordinate the final product, research, disseminate, compile, and maintain suspense items for data and information tasking, monitor compliance with policy and procedures for tracing technical report processing from completion of the draft through distribution, coordinate with STINFO on instructions and procedures to identify problems and ensure suspense dates are met, maintain STINFO database, administratively review contractor-prepared and in-house prepared technical reports for final Government approval, and track, monitor and report metrics for all STINFO functions.

3.2.4.7 Facility Services. The contractor shall perform minor facility upkeep and inspection services per the Kirtland AFB Facility Manager’s Guide, section 3.4. Duties include: obtaining /controlling facility keys; supporting monthly facility inspections; generating the AF Form 332, Base Civil Engineer Work Request, and reporting/tracking work orders with the Civil Engineering Squadron (CES); changing lightbulbs under a height of 10 feet; performing basic antivirus cleaning actions using government provided materials; reviewing/reporting periodic work center cleaning operations performed by CES’ custodial contractor; clearing ice and snow within 50 feet of the facility entryways during inclement weather conditions; and other miscellaneous minor facility and safety related tasks in the Facility Manager’s Guide. Additionally, the contractor shall adhere to the fire prevention and hazardous material protocols of the government and Kirtland AFB.

3.2.5 Conference Center Management. The Contractor shall support the operation and management of the AFRL Phillips Research Site Space Science Conference Center (Building 201) and Heritage Facility (Building 442) to include security, equipment, and facility operation.

3.2.5.1 Video-Teleconferencing Services. The Contractor shall operate the video-teleconferencing (VTC), Web Based Conference capabilities and audio-visual equipment, perform operation, basic maintenance, and troubleshooting procedures for the Conference Center VTC system, ensure all operational aspects of the VTC are functional to include network connectivity requirements, VTC connection and routing procedures, install Government provided equipment, and maintain the technical capabilities for the integrated presentation system. The Contractor shall be knowledgeable of software packages for the integrated presentation system, maintain a detailed inventory to ensure all equipment signed out, set up technically workable and effective audio-visual communications solutions, provide support during formal ceremonies, presentations and events, perform inventory and provide input to acquire supplies, review and setup audio-visual presentations using integrated control systems and supplied device connections, hardwired and wireless sound systems as well as mobile operations, and coordinate with VTC facilitators at other AFRL and non-AFRL sites to ensure stable connectivity and compatibility with local VTC configurations.

3.2.5.2 Conference Center Security. The Contractor shall provide for Conference Center security and Heritage Facility (Building 442), administrative support services. This includes reviewing, maintaining, and initiating recommended procedures in order for the government to enhance security in all working areas. As well, Contractor to provide services to support and prevent security incidents and violations. Contractor to provide services which coordinate on written security plans required for sensitive conferences, expositions, and classified events and to provide services to comply with computer security procedures as outlined in the Air Force Manual (AFMAN) 17-1301_AFGM2016-01 Computer Security. Contractor maintains positive control of building access, initiates and tracks procedures outlined for various Force Protection Condition (FPCON) conditions.

3.2.6 Security Visitor Control Center (VCC). The Contractor shall support the operation of the AFRL Phillips Research Site VCC and support their customers systems to control access to Kirtland Air Force Base.

3.2.6.1 Security Visitor Control Center Operation Services. The Contractor shall provide for the daily operation and coverage of the Visitor Control Center (VCC) provide confirmation of visit requests and process visit requests for approval, issue visitor credentials, maintain the Facility Commander Access Control Database, issue badges using AF Form 2586, maintain AF Form 2586 archives, and provide reports upon request. The Contractor shall greet visitors, respond to customer queries, and support meetings and conferences, monitor the entry control system for operability and service the system as needed, manually or electronically reset card readers and door magnets, notify the Government when the system requires additional security maintenance from the maintenance contractor, inform other systems support contractors as changes and upgrades occur, comply with DoD, USAF, SMC/Advanced Systems and Development Directorate, and local regulations, instructions, and procedures pertaining to operation of the VCC (See Appendix A-2).

3.3 Administrative Services. The Contractor shall provide administrative services to support the Phillips Research Site (PRS) management and the operations at the various organizational levels to include Directorates (Air Force Research Laboratory (AFRL) Space Vehicles (RV) and AFRL Directed Energy (RD)), AFRL geographically separated units or locations with an AFRL presence, their technical and functional divisions, the business offices within the divisions, as well as individual projects, branches and divisions.

3.3.1 Administrative Services. The Contractor shall provide administrative support services. This support shall entail scheduling appointments, answering telephones, greeting visitors, preparing correspondence in accordance with Tongue and Quill as well as other predefined formats from various organizations, distribution of documents, along with other routine administrative tasks such as gathering information, responding to requests for information, responding to queries from high headquarters, tracking suspense items, filing both electronic and hardcopies, and preparation of recurring and non-recurring reports. This service requires personnel possessing knowledge of general office routine. Prepare, review, revise, and maintain technical documents. Assist with Data Entry and maintain MS Excel spreadsheets. Pickup Accountable Mail. Pick up supplies from Bench Stock. Support and assist to maintain Branch Awards Programs

3.3.1.1. Conference, Meeting, and Seminar Services. The Contractor shall provide administrative support for classified and unclassified conferences, schedule all Conference Center/room activities, and provide weekly metrics. The metrics shall include the users, contact information of the users, number of participants in each event, rooms and equipment used, and the subject matter of the conference or meeting held. The Contractor shall provide services for the planning and coordinating of official visits, conferences, working group and technical interchange meetings, and other official functions at both Government and non-government facilities. The Contractor shall prepare, organize, take notes, coordinate, and track issues, action items, and packages for meetings, seminars, conferences, execution reviews, official functions and ceremonies at Government and non-Government facilities. The Contractor shall monitor, track and report information regarding conference packages and attendance. Support services as a Point of Contact (POC) for tasker activities and workflow responses for AFRL/RVS. Coordinates with workflow monitors to ensure timely and accurate workflow and tasker responses. Specifically, maintain shared drive, organize files & folders, office records manager. Collect & edit WAR inputs, prepare awards packages - collate inputs, maintain branch/division calendars for leadership team, conference rooms, interface with support functions (HR, IT, TCO, Base, etc.) on behalf of management - make inquiries & set up meetings, attend branch/group meetings (in person and virtual), run meeting media, take minutes, update clerical documents (org charts, rosters, tracking, personnel folders) and other miscellaneous administrative duties i.e. mail delivery & shipping, supply maintenance.

3.3.1.2 Purchase Documentation. The Contractor shall prepare, submit and track all documentation for the purchase of supplies, equipment, software, and facilities improvements. Specifically, for non-technical laboratory functions coordinate materiel purchase packages for Govt approval of lab equipment & infrastructure, coordinate software needs, purchases, and license management.

3.3.1.3 Unit Manning Document The Contractor shall update changes to the Government’s Unit Manning Document (UMD) and maintain its’ accuracy for review in conjunction with HR.

3.3.1.4 Web Page Services. The Contractor shall provide administrative support for the development/maintenance of Internet and Intranet pages in coordination with the appropriate Government personnel.

3.3.1.5 Research and Development Case Files Services. The Contractor shall maintain Research and Development (R&D) Case Files per Department of Defense (DoD), Air Force (AF), AFRL and other regulations (See Appendix A-2), support Work Unit (WU) case file training, ensure WU summaries are entered into the appropriate Government databases, perform periodic R&D case file inspections as required by the PRS Air Force Records Manager (ARM), and prepare eAFRL Form 2913s, Laboratory Management Reviews and AFRL Public Affairs/Operational Security (OPSEC) forms, and maintain status and cost reports. Collects and maintains data for Execution Plans (EP), Program Management Reviews (PMR), and Technical Quality Reviews (TQR) with the RV front office. Performs data entry into the Work Unit Application for R&D Case File support to include Research Summaries.

3.3.1.6 Organizational Development Services. The Contractor shall provide support for the Government strategic development planners. This includes assistance services to map, document and maintain synchronization of all strategic-level, document and archival process improvement activities. Also, Contractor to provide services in support of transition paper, manual processes including activities to streamline, research and track business operations and to provide support in recording/tracking all corporate research goals, objectives, initiatives and action plans. Contractor to provide services which document PRS business processes from the strategic to the tactical level and to provide support to all PRS Continuous Process Improvement (CPI) activities. This includes providing support services to assist the Organizational Development efforts that specifically facilitate and support the process improvement efforts in the Technical Division - RVS. Contractor to provide support assistance services to record and document processes & publish all information in various available channels including Teams, Outlook, etc.

3.3.2 Data Processing. The Contractor shall provide data processing services using a variety of Windows-based software programs to include the Microsoft Office Suite. The Contractor shall ensure that data processing personnel are trained and proficient in Microsoft Office Suite. Data to be processed will be provided to the Contractor in a number of different forms ranging from handwritten notes in draft form through final drafts submitted electronically for formatting and pagination. Typical end products shall include PowerPoint presentations with graphics, spreadsheets, schedules, and Program (or Project) Evaluation and Review Technique (PERT) charts in both hardcopy and electronic formats. Preparing requested official internal and external correspondence for review/approval to include but not limited to, official memorandums, staff summary packages and briefing preparation and review per AFI 33-326, Preparing Official Communications, and AFH 33-337, Tongue and Quill. Additionally, interfaces with coordinated offices to complete/finalize actions by assigned suspense dates.

3.3.2.1 Corporate Communications. The Contractor shall provide digital photography to include taking photographs, incorporation of camera images and photo adjustments in the development of view graphs. The Contractor shall provide graphics, video and promotional writing to support approved media releases and marketing publications, presentations, project designs, electronic briefings and computer-based briefings. The Contractor shall provide support for internal AFRL and external media events to include design of presentation booths and presentation material and the design, development and delivery of models that represent technology developed at PRS.

3.3.2.2 Defense Travel System. The Contractor shall enter travel order and voucher information into the Government’s automated Defense Travel System (DTS) and create Invitational Travel Orders.

3.3.2.3 Information Technology Requirements Processing. The Contractor shall provide administrative support for the Information Technology (IT) requirements process for PRS and relevant co-located offices. Administrative support includes guiding PRS personnel and project officers with the information technology requirements standards, drafting technical IT requirements and approval requests, and ensuring data entry into the IT database. The Contractor shall manage the System Requirements Database (eCSRD) to include inputting data, resolving database errors or discrepancies, and running reports and queries.

Also include the following services:

· Coordination with the Visitor Control Center, to include on-boarding new PRS employees

· Assisting in establishing all necessary IT user accounts

· Pulling and analyzing information from multiple IT systems for use by Divisions (i.e. V&V clean up; quarterly lead time metrics; dashboard from PK for WAR/MAR charts, etc.)

· FOIA Coordination Assistance

· Coordination of Interviews to include distribution of questions to participants

· Maintain training records for all PRS developmental employees

· Provide administrative support services for training events

· Alternate timekeeper support services in ATAAPS/JOCAS

3.3.3 Mailroom Distribution. The Contractor shall provide Activity Distribution Office (ADO) mail center operations for all mail including First Class, accountable, classified and unclassified mail in accordance with DoD, USAF, and local regulations and instructions pertaining to operation of a mail facility (See Appendix A-2). The Contractor shall sign for all mail and provide hand receipts as requested.

3.3.3.1 Mail Delivery. The Contractor shall pick up, sort, and deliver incoming mail from the Official Mail Center (OMC), deliver all incoming mail to the appropriate mail stop, pick up outgoing mail daily from each mail stop and deliver to the Activity Distribution Office (ADO).

3.3.3.2 Mailroom Personnel Requirements. Contractor personnel shall be capable of lifting weights not to exceed 70 pounds and be capable of operating Government-furnished vehicles.

3.4 Contracting Services. The Contractor shall distribute contracts, modifications and amendments. The contractor shall provide price and cost evaluations support (no negotiating). The Contractor shall provide services for contract data collection, compilation, analysis, clerical, administrative, and office operations to support the preparation of contract file documentation and file such documentation as required.

4.0 SURVEILLANCE MATRIX

4.1 Contractor Performance Assessment Reports System (CPARS). The Contracting Officer Representatives (COR) shall conduct, document, track, and analyze Contractor performance via periodic surveillance. The surveillance results shall be maintained and utilized to prepare annual CPARS assessment. Assessment results, including the Contractor’s input, will be used to evaluate the Contractor’s overall compliance with the TO terms and conditions. CORs will use Table 4.1 as a guide when identifying a surveillance matrix within the TO.

Table 4.1. Surveillance Matrix

Ref

Standards Performance Threshold Method of Assessment

Customer Complaint as validated by COR and CO; and COR Audit Checklist.

Item 4: Safety Requirements Compliance: Contractors shall ensure their employees and subcontractors comply with all applicable OSHA…