PWS--IG Support.docx

PERFORMANCE WORK STATEMENT (PWS)

Program Analysis and Administrative Support Services

COMNAVSURFPAC INSPECTOR GENERAL

1. GENERAL: This is a non-personal services contract to provide Program Analysis, Administrative Support Services, and Logistic Support to Commander, Naval Surface Force, U.S. Pacific Fleet (COMNAVSURFPAC) Inspector General. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel necessary to perform Program Analysis, Administrative Support Services, and Logistic Support to COMNAVSURFPAC Inspector General as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: COMNAVSURFPAC Inspector General Office is responsible for the inspections, investigations, reviews, audits and inquiries into any and all matters of interest to COMNAVSURFPAC to include such matters as effectiveness, efficiency, economy; personnel discipline, morale and welfare; management practices, command relationships, Management Internal Controls, Command Evaluations, and organizational structures for Commander Naval Surface Forces, U.S. Pacific Fleet - Code N01IG, Naval Amphibious Base, Coronado, CA.

1.3 Objectives: The contractor shall provide services and functions described herein to assure effective and efficient operation of the CNSP Inspector General’s office.

1.4 Scope: COMNAVSURFPAC IG requires program Management, administrative support, and logistic support services. Services include:

· The contractor shall provide program management support to the Inspector General’s Office related to investigations, audits/assessments/reviews, and command evaluations.

· The contractor shall provide daily administrative support to the Inspector General’s Office including receiving and screening incoming correspondence/calls; and formatting and distributing correspondence.

· The contractor shall provide daily logistic support to the Inspector General’s Office including contacting witnesses, arranging meetings, facilitating visits, scheduling inspections, and maintaining files

1.5 Period of Performance: The period of performance shall be for one Base year and one Option year of 12 months each. The Period of Performance reads as follows:

Base Year: 9 June 2026 – 8 June 2027 Option Year 1: 9 June 2027 – 8 June 2028

1.6 General Information

1.6.1 Quality Control The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered within 5 days after contract award. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his Quality Control system.

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

1.6.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0630-1630 Monday thru Friday except Federal holidays (mentioned below) or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The exception to the hours of availability must be approved by the Inspector General. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

Independence Day

1.6.4 Place of Performance: The work to be performed under this contract will be performed at COMNAVSURFPAC Bldg 11, Room 105, 2841 Rendova Road, Naval Base Coronado, San Diego, CA 92155.

1.6.5 Type of Contract: The government will award a Firm Fixed Price Order.

1.6.6 Security Requirements: Contractor personnel performing work under this contract must have a Secret Clearance and NIGHTS user ID at time of the proposal submission, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD 254

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

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

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10 Key Personnel: The following personnel are considered key personnel by the government: Navy Inspector General Hotline Tracking System Program (NIGHTS) Manager and Audit Assessment Coordinator. This person must be an expert on the use and procedures of the NIGHTS data base as well as the format and terminology from day one.

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

1.6.12 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract shall sign a ‘Non-Disclosure Agreement’ in accordance with Organizational Conflict of Interest Clause. These personnel may be removed from the worksite if the Inspector General determines, in his sole discretion, that the contractor employee has compromised or otherwise exploited Personal Identifying Information (PII), or has released any investigation, audit, inspection, or related information without the express permission of the Inspector General.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

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

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

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

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

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

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

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

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

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

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

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

3. GOVERNMENT FURNISHED ITEMS:

3.1 The Government will provide furnished workspace, furnishings, office supplies, fax, document reproduction capability, and all computer resources including access to terminals, printers, software, data, and communication networks. The contractor shall only use Government-provided items to accomplish tasks required under this PWS. Personal or company use of phones, utilities, computers, printers, copiers, etc. not directly related to required services is strictly prohibited. The contractor shall not remove any Government-provided items from the worksite without express written permission of the COR or his/her designated representative.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this PWS shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The DD 254 is provided as Attachment 1.

5. SPECIFIC TASKS:

The contractor shall provide the effort described herein for Program Management and support services to CNSP operating forces and shore activities which are comprised of approximately 89 ships and 51 staffs. Services shall include the Program Management of the exclusive Naval Inspector General Hotline Tracking System (NIGHTS) Data Base to ensure compliance with current policies and regulations. Tasks include (with corresponding PWS paragraph number): 5.1 NIGHTS Program Management, Audit Assessment oversight 5.2 Support Services CNSP Inspector General 5.3 Administrative Support 5.4 Logistics Support Tasks specifics as follows:

5.1. Program Management: The CNSP Inspector General uses NIGHTS to track approximately 40 cases per month as well as the Audit Tracker to track all ongoing Audits. The Contractor shall provide:

5.1.1. Since each service branch uses a different IG data base to track cases, NIGHTS was developed by the Navy and exclusively used by the Naval Inspector General. The contractor shall be trained in NIGHTS, have current access to NIGHTS, and have current access to the NIGHTS system enabling the individual to open, close, track, and update current cases on a daily basis and provide status to the Inspector General. Status shall include investigator assigned, last NIGHTS entry, due date, days delinquent and reason if applicable, expected completion date and days open.

5.1.2. The contractor shall create NIGHTS case files, with tracking numbers, in both hard copy and electronic format. The contractor shall ensure all pertinent files are scanned and uploaded to NIGHTS database.

5.1.3. The contractor shall open a case in NIGHTS for all new complaints received at the local level, as directed by the Inspector General and create NIGHTS case files in both hard copy and electronic format.

5.1.4. The contractor shall maintain the CNSP IG Tickler separate from NIGHTS, (via Excel) on a daily basis. Information to be entered and/or updated includes date received, number of days open, command, type of investigation/inspection, actions required, and completion date relevant to hotline complaints. After updating the CNSP IG Tickler, the contractor shall consolidate recommendation/action status reports from agencies being investigated/inspected and provide a list of all due dates one week prior to the scheduled response.

5.1.5. The contractor shall produce a daily status report to the Inspector General on the status of allegations, subjects, witnesses, notification letters, and estimated completion dates of pending cases.

5.1.6. The contractor shall maintain the NIGHTS database on a daily basis by uploading pertinent documents such as forwarding letter to subordinate commands, Command Inquiry or Command Investigation reports, Memoranda to File to close local complaints or send Forwarding Letter to higher echelon Inspector General to transfer case.

5.1.7. The contractor shall enter or ensure cases notes are entered in NIGHTS, as necessary, or at least on a weekly basis in accordance with NAVIG standards.

5.1.8. The contractor, shall review all complaint responses received to ensure the responses are in the proper format, answer all allegations, and are properly endorsed. If there are discrepancies, the contractor shall contact the command and inform them of the discrepancies and follow up, as necessary, until all discrepancies are corrected and are ready to forward to the Inspector General.

5.1.9. The contractor shall update the COMNAVSURFPAC Tickler (via Excel) by closing a case at completion when approved by the Inspector General.

5.1.10. The contractor shall maintain the Admiral’s database daily by reviewing and entering new or updated investigations, inspections, audits, assessments, MIC updates and Command evaluations.

5.2. Audit Assessment Program Manager: The contractor for all CNSP commands shall manage, provide coordination, and update the requirements within the Audit Assessment Program for CNSP to include the intake, tasking, tracking, and closeout of all audits received by CNSP. The contractor shall provide administrative assistance to all levels of management, visiting investigators, Auditors, and individual staff members as appropriate.

5.2.1 The contractor shall ensure the Auditors are provided with any organizational information on its processes, internal controls, or any other documents or evidence that they may require for their audit.

5.2.2 The contractor shall advise the COMNAVSURFPAC Inspector General on audits from organizations such as DoD Inspector General, Navy Inspector General, Naval Audit Service, etc.

5.2.3 The contractor shall review and interpret the audit tasking letter to determine issues that will concern the organization and ensure the correct SME’s receive the tasking.

5.2.4 The contractor shall work with Auditors from planning, to executing the audit, to resolving issues through the draft review process, and then with the auditing agency and the audit subject to ensure all post audit corrective action recommendations are completed.

5.2.5 The contractor shall review all audit reports to identify issues that may be of concern to the organization but were not addressed during the audit in question.

5.2.6 The contractor shall work with the COMPACFLT Inspector General, or any other agency, on audit issues that are not specifically addressed in the report.

5.2.7 The contractor shall receive, track, and update the requirements of Audits and their associated due dates into the audit tracking database to include the response due date and responsible N-Code as determined by the Inspector General.

5.2.8 The contractor shall maintain the audit tracking database, tracking audits daily to ensure all data regarding audits is up-to-date and that parties with action items are properly notified.

5.2.9 The contractor shall track and maintain all emails received during the course of each audit.

5.2.10The contractor shall forward the discussion draft audit report, the draft audit report and final audit report to the responsible ACOS’s involved with each audit. Cover letters or endorsement letters shall summarize accurately any responses/recommendations due from the activity. These shall be done in accordance with the Navy correspondence manual and shall be error free.

5.2.11The contractor shall forward each audit report to the responsible ACOS involved and request that the N-Code draft a response to any recommendation/action under their cognizance.

5.2.12The contractor shall track and follow up with the appropriate N code to ensure recommendation responses are forwarded to the Audit service to meet deadlines and close out all CNSP requirements.

5.2.13The contractor shall track all scheduled inspections to ensure timelines are not exceeded and reports are received no later than tasked due date.

5.2.14The contractor shall track completed investigations, audits, inspections, and assessments are reported to the appropriate official identified in the as completed report(s) or by regulation.

5.2.15The contractor shall ensure that the annual Command Evaluation (CE) statement is ready to be briefed to CNSP and that it is tracked, updated, and signed prior to briefing N00 each year.

5.3. Administrative Support:

5.3.1. The contractor shall review the daily intake of new complaints received and reviewed by the Inspector General via email, fax, U.S. mail, or Naval Inspector General Hotline Tracking System (NIGHTS). Complaints will be evaluated by the Inspector General in accordance with SECNAVINST 5430.57(series) Mission, Functions and Tasks of the Navy Inspector General and then forwarded to the contractor for updating, sorting, and tracking.

5.3.2. The contractor shall forward all reports to the Inspector General on a daily basis after receipt. This includes ensuring all enclosures and endorsements are included and readable. Inspector General will review for completeness and to ensure all allegations have been addressed.

5.3.3. The contractor shall format all reports as per naval correspondence standards and forward to Inspector General for approval.

5.3.4. The contractor shall provide daily routine correspondence such as notices and taskers to appropriate individuals. The contractor shall establish notice requirements in a tracker on a weekly basis.

5.4. Logistics Support:

5.4.1. The contractor shall provide daily support to contact witnesses, arrange meetings, meeting rooms, command visits, parking, security, and VTCs in support of the CNSP Inspector General Functions.

5.4.2. The contractor shall provide visiting agencies with appropriate logistical support (i.e. copying, telephone contacts, etc.) to enable visiting agency time to perform audit functions within 8-hour timeframe.

5.4.3. All files shall be protected as PII or Business Sensitive and shall be filed in accordance with SECNAVINST 5211 (Series). Filing shall be accomplished daily, with a weekly review to ensure all documentation is properly secured.

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor shall adhere to all applicable DOD regulations and procedures pertinent to this position. These include the following:

· OPNAVINST 5100 (Series), Navy Occupational Safety and Health (NAVOSH) Program

· DON Civilian Human Resource Manual

· SECNAVINST 5100.10 (Series), Department of the Navy Policy for Safety, Mishap Prevention, Occupational Health and Fire Protection Programs

· OPNAVINST 3120.32 (Series), Standard Operation and Regulations of U.S. Navy

· SECNAVINST 5100.10 (Series), Department of the Navy Policy for Safety, Mishap Prevention, Occupational Health and Fire Protection Programs

· OPNAVINST 5000.52 (Series), Command Evaluation Program

· OPNAVINST 5200.24 (Series), Audit Follow Up Program

· SECNAVINST 5200.34 (Series), Management of Audit Decision and Follow-Up Functions

· SECNAVINST 5200.35 (Series), DoN Managers’ Internal Control Program

· SECNAVINST 5040.3 (Series), Inspections Within the DoN

· SECNAVINST 5430.57 (Series), Mission and Functions of the Navy Inspector General.

· Naval Inspector General Hotline Tracking Systems (NIGHTS) User Manual, Version 2.0 of 1 Feb 2011

· Naval Inspector General Audit Liaison Manual of 22 Jul 2012

· SECNAVINST 5216.5 (Series) Department of the Navy Correspondence Manual

· COMNAVSURFPACINST 5200.35 (Series) COMNAVSURFPAC MIC Program

· COMNAVSURFPACNOTE 5200, COMNAVSURFPAC Annual MIC Plan

7. Attachment/Technical Exhibit List:

7.1. Attachment 1 Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2 Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall provide a NIGHTS user Candidate who is familiar with NIGHTS currently has access to NIGHTS data base, open, close and update NIGHTS cases, provide Tickler updates, maintain an audit tracking system and report weekly status

PRS#2

The contractor shall Manage and update the requirements with Audit Assessment Program for CNSP to include the intake, tasking, tracking, and closeout of all audits received by CNSP.

The contractor responded to audit service reports within the last year to include the intake, tasking, tracking, and closeout

PRS # 3

The contractor shall create Case files from NIGHTS, Audit tracking files, format correspondence, serialize required correspondence, receiving and screening incoming correspondence/calls; and formatting and distributing correspondence.

The contractor created Case files from NIGHTS, Audit tracking files, format correspondence, serialize required correspondence, receiving and screening incoming correspondence/calls; and formatting and distributing correspondence

PRS # 4

The contractor shall provide daily support to contact witnesses, arrange meetings, meeting rooms, command visits, parking, security, and VTCs for the Command Evaluation Program.

The contractor provided daily support to contact witnesses, arrange meetings, meeting rooms, command visits, parking, security, and VTCs for the Command Evaluation Program

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Daily Status Report (PWS para 5.3.2) Daily

Deliverable to be provided as hard copy (paper)

COMNAVSURFPAC Inspector General

Create Case Files (PWS para 5.2.2)

Maintain CNSP IG Tickler, NIGHTS, Inspector General Case Tracker, Admiral’s Database (PWS paras 5.3.1, 5.3.4, 5.3.5, 5.3.7)

Inspection Schedule (PWS para 5.4.3)

Annual Command Evaluation (CE) Statement

(PWS 5.3.10)

COMNAVSURFPAC Inspector General

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY