PWS - Travel Support Services.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

DODEA TRAVEL SUPPORT SERVICES

1. General Information and Scope of Work.

1.1 Agency. The Department of Defense Education Activity (DoDEA) serves the educational needs of dependents of military and civilian employees by providing PK-12 instruction to approximately 71,000 students in 162 brick-and-mortar schools. Student enrollment varies based primarily on the deployment of military troops worldwide. In the Americas, DoDEA operates 51 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 66 schools located in Germany, Italy, England, Netherlands, Belgium, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources, and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA's fully accredited Virtual High School has teaching hubs in each DoDEA region: US, Europe, and Pacific.

1.2 Background. DoDEA implemented the Defense Agencies Initiative (DAI) on October 1, 2015 with the goal of modernizing DoDEA's financial management capabilities. DAI is not an update of a legacy system but an implementation of integrated financial management capabilities that subsumed many systems and standardized business processes across the organization. DAI provides near real-time data using a web-based Oracle integrated platform accessed by DoDEA financial managers, budget analysts, technicians, timekeepers, self-entry users, auditors, Government Purchase Card (GPC) cardholders, and the Defense Finance and Accounting Service (DFAS).

The system directly impacts all of DoDEA's approximately 16,000 employees. The implementation of DAI has brought about a host of unexpected challenges, which have far outweighed Resource Management's ability to address in a timely manner. Staff are working long hours and wearing multiple "hats" but are still unable to meet the new DAI-driven requirements. One key consequence is that travelers are not being paid in a timely manner.

1.3 Scope of Work: The Contractor shall provide a minimum of 16 full time processors with a full range of technical, functional and managerial expertise to support the Department of Defense Education Activity Resource Management Division's Travel Program. DoDEA requires Contractor Travel Support Services for the following aspects of the Travel Program. Renewal Agreement Travel (RAT) and Educational Travel (EDT) through Defense Travel System (DTS).

- DTS Centrally Billed Account (CBA) Reconciliation

- Permanent Change of Station (PCS)

- DFAS- related support Function

2. Requirement (Objectives).

2.1 Project Management (Objective 1). The objective of Project Management is to include a Summary of the Key Personnel in charge of designing and leading the initiative to maintain and/or sustain processing of travel requirements such as Travel Authorizations and Travel Vouchers for DoDEA personnel located worldwide for Renewal Agreement Travel (RAT), Educational Travel (EDT), and Permanent Change of Station (PCS). At a minimum contractor will be required to perform the following tasks below in support of the objective:

2.1.1 (Task 1) Project Plan. Project management shall include a Summary of the key personnel in charge of designing and leading this initiative. At minimum, the project plan shall include Management, Tasks and Action Plan, Deliverables, and Budget.

2.1.2 (Task 2) Personnel Requirements.

2.1.2.1 The contractor shall provide at a minimum 16 full time processors who are telework eligible and have extensive knowledge in government travel to include but not limited to the JTR/FTR rules and regulations and centrally billed accounts. Having a working knowledge of accounting processes.

2.1.2.2 The contractor shall provide a liaison/program manager. This person shall have extensive knowledge in government travel to include but not limited to the JTR/FTR rules and regulations and centrally billed accounts. Having a working knowledge of accounting processes.

2.1.2.3 The contractor shall provide staff able to accomplish the tasks provided in this document.

2.1.3 (Task 3) Weekly Status Reports. The Contractor shall provide a report to the Contracting Officer's Representative (COR) in a format provided post-award which outlines the work accomplished, challenges faced, and issues that need discussion/ resolution. The Contractor shall meet with the COR by phone.

2.1.3 (Task 4) Annual Formal Briefing. The Contractor shall provide a formal briefing to senior leadership via phone. The briefing shall consist of a PowerPoint presentation (approximately 30 minutes long) with accompanying handouts, a required, and a question-and-answer period (approximately 30 to 90 minutes long).

• Provide draft PowerPoint presentation and accompanying handouts to the COR.

• Provide final presentation based on written feedback from the COR.

Performance Standards and Acceptable Quality Levels (Objective 1)

The following applies to Objective 1:

2.1.1 Performance Standard (PS1) - Tasks will be completed in accordance with 2.1.1

Acceptable Quality Level (AQL 1) - 100 % of tasks completed by the agreed upon completion data in accordance with applicable policies and procedures.

2.1.2 PS2 - Tasks will be completed in accordance with 2.1.2

AQL 2 - 100% of tasks completed by the agreed upon completion date

2.1.3 PS3 - Tasks will be completed in accordance with 2.1.3 by the required completion date AQL 3 - 10% of deliverables will be rejected no more than once per quarter

2.1.3 PS4 - Tasks will be completed in accordance with 2.1.4 by the required completion date

AQL 4 - 95% of tasks completed by the required completion date. The remaining 5% shall be completed no later than 5 days after their due date.

Supporting Tasks (Objective 2)

2.2.1 (Task 1) Process RAT and EDT Authorization and Vouchers in DTS in support of the high annual volume of travel.

2.2.1.1 Review weekly report of pending Rat and EDT annual new orders. Requires interactions with travelers to book airline reservations.

2.2.1.2 Process Vouchers upon return from travel, beginning in August – September.

2.2.1.3 Review Travel Authorization and Travel Vouchers for accuracy and compliance to the prescribed Department of Defense Financial Management Regulations (DoD FMR) and Joint Travel Regulations (JTR).

2.2.1.4 Review Dormant Account Review – Quarterly (DAR-Q) records and provide updated status on report.

2.2.2 (Task 2) Defense Travel System (DTS) , CBA Reconciliation - 2 travel cards.

2.2.2.1 Identify and reconcile all charges on monthly statements

2.2.2.1 Identify Travel Authorization Number (TANUM) for each charge and reconcile to DAI (same as above).

2.2.2.2 Summarize by TANUM and enter invoice in DAI for action.

2.2.3 (Task 3) Permanent Change of Station (PCS)

2.2.3.1 Review weekly report of pending PCS transactions

2.2.3.2 Review funding on pre-validation lines

2.2.3.3 Review funding on Syncada lines

2.2.3.4 Manage Standard Form SF1081 suspense account for PCS

2.2.3.5 Research PCS household good shipments (HHG) for overweight shipments,

2.2.3.6 prepare debt package and send to DFAS for processing within 30 days of determining excess weight.

2.2.3.7 Assist with PCS Special Projects as necessary (i.e., issuance of memos, etc.)

2.2.4 (Task 4) Communicate findings for action to DoDEA Travel Section

2.2.4.1 Provide Weekly Status Reports to the COR-in a format provided at post- award conference - that outlines the work accomplished, challenges faced, and issues that need discussion/resolution. The Contractor shall also meet with the COR by phone or face-to-face and at a mutually agreeable time.

2.2.5 (Task6) DFAS- related support Function

2.2.5.1 Provide customer service support to DFAS Vendor Pay for payment inquiries and issues from DoDEA and DoDEA vendors.

2.2.5.2 Provide customer service support for DoDEA for payment inquiries and issues on both Conus and Oconus.

2.2.6 (Task7) Annual Formal Briefing (Date to be determined)

2.2.6.1 The Contractor shall provide a formal briefing to senior leadership at DoDEA HQ. The briefing shall consist of a PowerPoint presentation (approximately 30 minutes long) and accompanying handouts (as required) and a question-and-answer period (30-90 minutes long).

2.2.6.2 Provide draft PowerPoint presentation and accompanying handouts to the Contracting Officer's Representative (COR).

2.2.6.3 Provide final presentation based on written feedback from the COR at the end of each contract period.

2.2.7 (Task 8) Transition Support—The Contractor shall:

Provide a draft plan for three workdays of outgoing transition for transitioning work from an active task order to a follow-on contract/order or Government entity. Finalize the plan based on written feedback from the COR. Note: This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order.

The transition plan shall include but not be limited to the following:

1) Review, evaluation, and transition of current support services.

2) Transition of historic data to new contractor system.

3) Completion of the Government-approved training and certification process.

4) Transfer of hardware warranties and software licenses (if applicable).

5) Transfer of all necessary business and/or technical documentation.

6) Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches (if applicable).

7) Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

8) Disposition of Contractor-purchased but Government-owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

9) Transfer of government furnished equipment (GFE) and government furnished information (GFI), and GFE inventory management assistance.

10) Completion of applicable website system and database debriefing and personnel out-processing procedures to include urning in all government keys, ID/access cards, and security codes.

2.2.8 Assist, in accordance with the COR-approved plan, the Government in planning and implementing a complete transition from this contract and/or orders issued under this contract to a successful provider. The transition shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics.

Performance Standards and Acceptable Quality Levels (Objective 2)

The following applies to Objective 2:

2.2. 2.2 PS - All tasks completed in accordance with 2.2 and its subparts by the required completion date

AQL - 100 % of tasks completed by required completion data in accordance with applicable policies and procedures.

3 Constraints. The following are the constraints associated with this Performance Work Statement (PWS). Constraints shall be complied with in the entirely during the entire duration of the contract unless otherwise stated by the Government:

3.1 Place of Performance. The Government anticipates the primary places of performance for all tasks will be telework alternate work location.

3.2 Work Schedule and Hours of Operations. The Government's primary operations are conducted Monday through Friday between the hours of 6:00 AM EST through 5:00 PM EST, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The ten

(10) Federal holidays include New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas Day.

3.3 Disclosure and Avoidance of Inherently Governmental Functions. The Contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Parts 2 and 7, and all applicable DOD policy. All Contractor 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 that they are government officials. All documents or reports produced by the Contractor shall be marked as Contractor products or otherwise indicate that Contractor participation is disclosed.

3.4 Coordination of Work. The Contractor shall coordinate all work with the Government Representative via TEAMS. All work shall be performed during hours as coordinated with the Government Representative.

3.5 Section 508 Compliance. The Contractor shall comply with information technology accessibility requirements mandated by Section 508 of the Rehabilitation Act as implemented by the clauses in the contract. Reports and documents produced must be accessible to persons with disabilities consistent with the statute.

3.6 Security Requirements. All contractor employees providing services under this PWS shall hold Automated Data Processing (ADP)/ Information Technology (IT) II Non-Critical Sensitive positions, in accordance with DoD 5200.2-R. A Facility clearance is required commensurate with the access level required in the PWS. For ADP/IT level II designations, a National Agency Check with Law and Credit (NACLC) is required. The facility Security Officer is responsible for submission of any investigative documentation to meet contract requirements.

The Defense Industrial Security Clearance Office (DISCO) located in Fort Meade, Maryland, processes requests for personnel security clearances for industry personnel under the National Industrial Security Program (NISP). Clearance applications are submitted to DISCO using an automated process. The online process requires the applicant to complete an SF86 (applicant's Questionnaire for National Security Positions). When DISCO receives the electronic application through the DoD Joint Personnel Adjudication System (JPAS), the need for the clearance is verified and the request is forwarded to the Office of Personnel Management (OPM), which conducts the appropriate personnel security investigation. When the investigation is complete, a report of the results is sent to the Defense Investigative Service Office (DISCO) for adjudication. All applicants for Personnel Security Clearances (PCL) are considered for an interim eligibility. An interim eligibility, when granted, is usually granted within five days after the clearance application is submitted to DISCO. An interim Secret eligibility will permit the individual to have access to most of the classified information needed to perform his or her duties or to hold a sensitive position. The interim eligibility is made concurrently with the initiation of the investigation and will generally remain in effect until an investigation is completed, at which time the applicant is considered for a final eligibility. The decision to issue interim and permanent clearance eligibility is made by a DISCO adjudicator-a person trained in the process of reviewing and evaluating security clearance information. DISCO, like all U.S.

government departments and agencies, uses 13 adjudicative guidelines that provide consistent evaluation standards. Financial considerations, criminal conduct, allegiance to the United States and outside activities are examples of adjudication standards. For contractors requiring a Common Access Card (CAC), a favorable adjudicated NACLC must be on record with the Office of Personnel Management (OPM) or an NACLC must have been submitted to OPM and a favorable FBI fingerprint check must have been completed. The COR will coordinate with the DoDEA Trusted Agent to Obtain the CAC for the Contractor.

3.7 Non-Disclosure Agreement Requirement. The Contractor may be required to sign Non- Disclosure Agreements (NDA), which prohibits the disclosure, publishing, divulgence, or release of any information obtained during the performance of the contract

3.8 The Government reserves the right to have any Contractor employee removed, whenever there is probable cause to believe, on the basis of all facts available, that such action is warranted in the interest of national security. This action shall be made whether or not the cause is deemed of sufficient severity to warrant action to terminate the Contractor's Facility Clearance or individual security clearance. The Government also reserves the right to remove any Contractor on the basis of alleged misconduct which may, in the opinion of the Contracting Officer, jeopardize the security of the project.

3.9 Physical Security/Facility Access. The place of performance is a controlled facility and requires all visitors to request access. For personnel needing sustained access to the DoDEA facilities and access to DoDEA information system, possession of a Common Access Card (CAC) will be required. For those personnel needing temporary access or do not need access to the DoDEA information system, the Contractor will require an escort with a current CAC and a temporary visitor badge obtained at the Visitor Control Center (VCC).

3.10 Issued Common Access Card. All CACs issued to Contractor personnel are government property and must be returned either upon departure from the program or at the conclusion of the contract (whichever comes first) to the COR.

3.11 Contracting Officer's Representative (COR). The COR will be nominated by the DoDEA Resource Management Division and approved/appointed by the Contracting Officer.

The COR will oversee the audit and monitor the performance of the Contractor and compliance with the terms of the contract. The COR will monitor the Contractor's adherence to the deliverable schedule and be responsible for review for all deliverables and subsequent approval of invoices.

3.12 Electronic Submission of Payment Request. Submit all invoices in accordance with the Defense Federal Acquisition Regulations System DFARS 252.232-7003 using the Wide Area Work Flow (WAWF)online database system. Invoices must clearly identify the work completed. Passage of time is not an acceptable measure for payment. To become a registered user, go to https://wawf.eb.mil. Additionally, training for WAWF, may be obtained by visiting http://wawftraining.com/.

4 Government-Furnished Resources.

4.1 The Government shall provided CAC-enabled laptop for all Contractor staff. Thus, the contractor shall acknowledge receipt of all furnished resources and manage a master list showing the items’ disposition, version, and status. The contractor shall notify the COR of any discrepancies, concerns, or risks they identify related to the receipt, disposition, version, and status of the items held.

4.2 Government Furnished Property (GFP).

• Government Provided Laptops issued as GFP. The Government will issue laptops to all Contractor Full Time Equivalents (FTE) that require access to DoDEA’s network while in performance of contract. Laptops to be used outside of Government facilities shall be considered as GFP and must be accounted for on a GFP Attachment to the contract. The GFP Attachment is maintained in the GFP Module of Procurement Integrated Enterprise Environment (PIEE).

• Coordinate GFP Quantities with COR. Contractor shall coordinate with the COR for the quantities needed within 10 days after contract award.

•GFP Module. Contractor shall use the GFP Module of PIEE to accept, update, and turn-in items listed in the GFP attachment within 5 working days after receiving or turning in GFP items.

• Number of GFP items, description, manufacturer, and model. The exact number of items, item description, manufacturer, and model will not be known until the laptops are issued.

• GFP not to be issued “as is”. GFP will not be issued “as is”. If a laptop becomes inoperable, the Contractor shall contact the applicable Information Technology helpdesk for repair. If the helpdesk cannot repair the laptop, Contractor shall coordinate with COR for a replacement.

• GFP Rent-free. The Contractor may use the Government property without charge in the performance of the contract. Subcontracts of any tier under Government prime contracts if the Contracting Officer having cognizance of the prime contract-(1) Approves a subcontract specifically authorizing such use; or (2) Otherwise authorizes such use in writing.

• Cost related to making available for use. Contractor shall provide for all costs related to making the property available for use, such as, electricity, internet connectivity, monitors, keyboards, and mice, etc.

• Title of GFP remains with DoDEA. The Government retains title to all Government-furnished property until properly disposed of, as authorized by law or regulation. Laptop shall be turned into the applicable IT Helpdesk when no longer used in performance of the contract.

• GFP Use. DoDEA laptops shall only be used for official business in performance of the contract. Personal use of laptops is prohibited.

• Securing GFP. Contractor shall ensure GFP is secured under lock and key while not being physically used by Contractor personnel. If GFP is located at Contractor facilities or homes (e.g.

remote working or teleworking), locking access points to the facility/home is considered secured.

• Reporting Loss. Contractor shall contact COR within 24 hours after GFP is identified as being lost. The Government may request compensation at fair market value.

• Contractor employee change procedures. Once an FTE no longer works on this contract, the, laptop must be turned in to the DoDEA IT office that issued the laptop. Contractor FTEs cannot leave the equipment for another FTE be a new hand receipt will be issued.

5 Contract Deliverables.

The nature of the work performed under this contract will require the submission of several deliverablesthat may not be listed in the PWS. Primarily, these deliverables will include DTS, DAI, Citibank, financial reports and receipts, invoices generated from DAI, and reports for the DoDEA Resource Management division. The contractor shall submit all deliverables in accordance with the required completion date and format specified by the Government for each occurrence.

TECHNICAL EXHIBIT 1

DELIVERABLES SCHEDULE

MILESTONE/DELIVERABLE FORMAT

Number

Copies

PWS

Reference

PLANNED

Frequency

KICK-OFF MEETING REPORTS

Tele-conference or by COR

N/A

2.1.1 5 business days after award

PROGRAM MANAGEMENT PLAN Word

2.1.1

5 business days after award

ANNUAL FORMAL BRIEFING POWERPOIN

T

2.1.4 Once and help upon

an agreed date

WEEKLY STATUS REPORT Word 1 2.1.3 WEEKLY

INVOICING WAWF 1 3.11 Monthly

QUALITY CONTROL PLAN (QCP) Word 1 7.2 30 days after award

6 Acronyms and Definitions. Alphabetical list of definitions of key words used or acronyms.

ADP/IT Automated Data Processing/ Information Technology AP Accounts Payable AQL Acceptable Quality Level B2R Budget to Report CAC Common Access Card CBA Centrally Billed Account

CIR Collection Information Repository CBA Centrally Billed Account CLIN Contract Line Item Number COR Contract Officer Representative DAI Defense Agency Initiative DDRS Defense Departmental Reporting System DFARS Defense Acquisition Regulations System DFAS Defense Finance and Accounting Services DISCO Defense Industrial Security Clearance Office DODEA Department of Defense Education Activity DoDDE Department of Defense Dependent Education DTS Defense Travel System EFT Electronic Funds Transfer FAR Federal Acquisition Regulation GEX Global Exchange GPC Government Purchase Card IGT Inter/intra-governmental IPAC Intra-governmental Payment and Collections ITS International Treasury Services JPAS Joint Personnel Adjudication System JTR Joint Travel Regulation LOA Line of Accounting NACLC National Agency Check with Local Agency Check and Credit NCR National Capital Region NDA Non-Disclosure Agreement NDSP Non-DoD School Programs NISP National Industrial Security Program NTE Not-to-Exceed O2C Order-to-Cash OBIEE Oracle Business Intelligence Enterprise Edition OPM Office of Personal Management P2P Procure-to-Pay PCL Personal Security Clearances PIF Payment Instructions Form PMO Program Management Office PRS Production Service Request PWS Performance Work Statement QASP Quality Assurance Surveillance Plan RM Resource Management (DoDEA Division) TDD Test Driven Development TBO Transactions by Other TOPS Travel Order Processing System PCS Permanent Change Station ULO Unliquidated Obligation VCC Visitor Control Center WAWF Wide Area Workflow

WWS Worldwide System CONUS Continental United States OCONUS Outside Continental United States

7 Performance Requirement Summary (PRS).

Performance Objective

Performance Standard

AQL Inspection Method

PWS 2.1

Project Management

Provide drafts and final plans, as specified in

PWS.

Draft: 90% accuracy Final: 100% accuracy except for minor typos

100% inspection by the COR

PWS __2.1.4_

Annual Briefings

Provide draft and final report and participate in briefing.

No deviation from PWS. 100% inspection by the COR

PWS _2.1.3_

Weekly Reports

As specified in the PWS.

No deviation from PWS. 100% inspection by the COR

PWS 2.2

Process RAT and

EDT, DTS &

Centrally Billed Account Reconciliation, Permanent Change of Station (PCS) DFAS Related Support Functions, Customer Maintenance, Governmental Reporting and Accounting Reconciliation, Expert Knowledge

PS1 - All tasks will be completed by the required completion date

PS2 -

Deliverables will be provided in accordance with task requirements.

No deviation from PWS. Periodic Surveillance through observation and review of contract deliverables.

7.2 Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor the contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.