REVISED SIR_SOW ACQ_APM Admin Support Contract_5-15-20.docx

FEDERAL AVIATION ADMINISTRATION

STATEMENT OF WORK

Program Management and Executive Administrative Support for

The Office of Acquisition and Business Services (ACQ) and Aviation Property Management (APM)

May 2020

Table of Contents

Task Requirements

U.S. DOT Federal Aviation Administration

1 Introduction and Overview The Federal Aviation Administration (FAA), Office of Acquisition and Business Services (ACQ) and Aviation Property Management (APM) are responsible for establishing administrative support to the ACQ and APM management team. The primary purpose of this statement of work (SOW) is to provide administrative support for the successful planning, transition, and implementation of the ACQ and APM mission activities in its effort to provide efficient and effective business solutions and services to our customers. As a result, ACQ and APM requires administrative and business management support to meet the mission of the organization.

The Office of the Executive Manager (EMO) also requires contractor support services that ensure the daily functions of the EMO’s are accomplished efficiently, accurately, timely and are documented and repeatable.

1.1 Background

ACQ and APM supports the people part of the FAA. The office works to provide efficient and effective business solutions and services to our customers in order to accomplish the FAA mission. ACQ and APM streamlines agency functions to ensure that they are delivered as effectively and efficiently as possible. This enables ACQ and APM to deliver upon agency goals to improve accountability and enhance operational efficiency through the responsible stewardship of FAA resources.

The goal of the ACQ and APM is to build and maintain strong partnerships with our customers; deliver value-added products and services to meet customer needs and support FAA mission accomplishment; deliver planned improvements in products, services, and processes to better serve FAA customers and position the FAA for the future.

The EMO within Operational Support for Acquisition and Business Services (ACQ) reports to the Director of Acquisition of Business Services, ACQ-2. The office provides administrative, management analysis and program support essential to accomplishing ACQ mission activities. The primary purpose of this SOW is to provide support for the successful planning, execution of EMO activities in its effort to provide efficient and effective business solutions and services to ACQ.

The goal of the EMO is to build and maintain strong partnerships within ACQ, deliver quality deliverables for all tasks, and support ACQ mission accomplishment.

1.2 Scope of Work

This work provides administrative, technical, and management support required to accomplish EMO tasks, as well as those tasks consistent with the FAA Acquisition Management systems and to maintain interoperability with the FAA Strategic Plan, and other investment projects. This statement of work provides support services for the Office of Acquisitions and Business Services (ACQ) and Aviation Property Management (APM). This support is essential to the successful planning, transition, and implementation of the ACQ mission activities.

The EMO is critical to the strategic and day-to-day operations of ACQ, allowing for a small, yet dedicated cadre of personnel in the front office to tackle the administrative issues impacting all of ACQ (i.e., Freedom of Information Act (FOIA), budget, communications/websites, etc.). With the work of this dedicated team, the goal is a reduction of administrative workload on other organizations and personnel across ACQ.

Core services being requested are identified in the following Tasks:

· Task 1: Program Management Support

· Task 2: Office Management and Executive Administrative Support 2 References The Contractor must ensure all work is in full compliance with regulations expressed in the following procedures, orders, and programs unless otherwise directed by the Contracting Officer’s Representative (COR):

FAA Order 1360.16A, FAA Correspondence Policy: https://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/docum ent.information/documentID/14560 FAA Order 1000.36, FAA Writing Standards: https://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/docum ent.information/documentID/13496

FAA Order 1700.6C, FAA Branding Policy, Use of the FAA Logo, FAA Signature and DOT Seal:

https://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/docum ent.information/documentID/14769

FAA Travel Policy (FAATP):

https://my.faa.gov/tools_resources/travel/travel_policy.html FAA Acquisition Management Policy:

http://fast.faa.gov/AMP_TOC.cfm FAA Acquisition Toolset:

http://fast.faa.gov/ ID Badge Online Application:

https://employees.faa.gov/org/staffoffices/ash/id_badge/ Contractor & Industrial Security Program:

http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/docume nt.information/documentid/15573 Orders and Notices:

http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/docume nt.list/parent TopicID/184

Forms:

http://www.faa.gov/library/forms/

Records and Information Management (RIM) Program:

https://my.faa.gov/org/staffoffices/afn/programs/records_management.html

3 Task Requirements The Contractor's activities in the areas identified below are in support of, and subject to, the approval of the responsible FAA officials in those areas. Identified tasks are not all inclusive and Contractor personnel may be required to perform other tasks directly related to the overall effort described herein.

The Contractor must conduct the tasks described in the following sections.

3.1 Task 1 – Program Management Support

3.1.1 Task Order Management

The Contractor must provide program management support to ensure that identified tasks are performed efficiently, accurately, on time, and in compliance with the requirements. The Contractor must participate as a member of a government-led team when requested by the COR. The Contractor must participate in a Kick-Off meeting between the CO, COR, and FAA Program Office to review SOW requirements and understand scope of work and deliverables. The Contractor must provide meeting minutes within one business day following the meeting.

3.1.2 Monthly Status Reports

The Contractor must provide Monthly Status Reports (MSRs) that documents the activities of the previous month and identifies planned activities for the following month. The Contractor must deliver the reports to the COR, and the reports must include, at a minimum, the following information:

· Overview of work completed, work in progress, and work planned for each task

· Hours expended by task, labor category, and personnel

· Status of individual deliverables

· Identification of risk areas with recommended remedial actions

· Status of all outstanding risks identified in previous MSRs

· Any additional information pertinent to the Government in administering the performance of this effort or as requested by the COR

· Financial Status:

· CLINs used during month

· Cost/hours funded or apportioned by CLIN

· Cost/hours used by CLIN

· Projected date when 75% of funds are spent

· Projected date when funds are exhausted

· Funds/hours remaining by CLIN

· Other direct costs (ODCs) estimated, used, and remaining by month

· Summary of expenditures by resource and labor category for the monthly reporting period, as well as cumulative year-to-date totals for the performance period

· Quality Performance Status:

· Scheduled deliverables and planned delivery dates

· Actual delivery dates

· Deliverables accepted

· Deliverables rejected with reason and corrective action steps taken to resolve

3.1.3 Program Management Review

The Contractor must meet quarterly with the PMO and COR for a Program Management Review (PMR) at a location as requested by the COR. The PMR must include discussion of the following:

· Contract/Task Order Information

· Financial Summary

· Task Order Staffing Summary

· Performance Summary

· Accomplishments

· Task Order Quad charts

· Action Item Summary

· Subcontractor Status, if any The Contractor must provide all PMR materials at least five (5) business days prior to the scheduled meeting. The Contractor must prepare and deliver PMR minutes including action items, issues, resolutions or specific FAA instructions no later than five (5) business days after the meeting.

3.1.4 Transition-In Plan and Execution

To ensure a smooth transition in the change of work effort from the current contract, the Contractor must submit a Transition-In Plan within 10 business days of Task Order award, and conduct a Transition-In period during the first 30 business days after the Task Order award date. The Contractor must use this time to implement operating procedures described in the Transition-In Plan. The Contractor will be allowed access to facilities to familiarize management, key personnel and staff with office equipment, reporting, work scheduling and procedures, if there is access to the building. If not, the FAA will make accommodations for a virtual transition. The COR will designate a point of contact (POC) for access to Government facilities. Contractor personnel must observe the performance of services defined within the Task Order during the Transition-In period. However, the Contractor’s actions to staff personnel and establish procedures must not interrupt services at any time during this period.

3.1.5 Transition-Out Plan and Execution

The Contractor must provide a Transition-Out Plan 60 calendar days prior to the last day of the Task order. The FAA will use this Transition-Out Plan in the event the FAA awards a Task Order following this one. If the follow-on Task Order is awarded to other than the incumbent Contractor, the incumbent Contractor must cooperate to the extent required to permit an orderly transition to the successful Contractor to ensure a smooth transition to the new Task Order. During this Transition-Out period, the incumbent Contractor is fully responsible for all current task order services.

The Contractor must submit the following to the FAA 30 business days prior to this Task Order’s end date:

· All documentation as of the most recent version, per the deliverables;

· A final financial report;

· A final status report that includes a projection of activities for the remainder of the Task Order;

· A closeout meeting with the FAA Program Office and other required participants determined by the FAA; and

· All FAA security badges must be returned to the COR or the designated approving official by closeout of the Task Order.

3.2 Task 2 – Office Management and Executive Administrative Support The Contractor must provide executive-level administrative and office management support to the ACQ Program Office to perform the following Tasks:

· Provide day-to-day organizational and program operations for the Office of Acquisition and Business Services (ACQ-1), Aviation Property Management (APM-1), HQ’s Building Services Division (APM-100) and Project Management Division (APM-300) offices. Contractor support must include, but is not limited to:

· Perform front desk receptionist duties, which includes greeting and escorting visitors. The Contractor must follow the appropriate visitor processes to coordinate guest visitations and escort visitors to their meeting destination upon arrival. The Contractor must serve as the point of contact for the visitor unless stated otherwise.

· Perform daily mail distribution, including the collection, coordination, and delivery of mail from the mailroom to other Administrative Officers in the organization.

· Conduct telephone services to include answering the office phones and delivering messages. The Contractor must record all messages via email to include who, what, when and where type information. Urgent requests and re require face-to-face communication.

· Maintain office records and files, electronically and/or as hard copies, and prepare automated office management related reports and other documents when directed.

· Provide recommendations, resolutions, and updates to office records, databases and/or files for assigned programs.

· Develop, prepare, and coordinate ACQ and APM program-related correspondence such as letters, emails, and memorandums, upon COR approval. The Contractor must prepare and format correspondence and documents in accordance with current FAA Order for Correspondence Policy and additional requirements provided from the staff. The documents must also adhere to FAA Branding and FAA Writing Standards, in accordance with current FAA Orders.

· Arrange meetings, conferences, and travel and attend meetings/conferences, when directed. This includes preparing support materials, reserving meeting locations, taking accurate meeting minutes, and following up with summary notes/minutes or reports from meetings. The Contractor must prepare and distribute in-person meeting and teleconference notes/minutes, which must reflect attendees, decisions made, action items and pertinent supporting information. The meeting minutes will be filed electronically when directed.

· Validate employee information is accurate and up-to-date in the following databases and/or files:

· New Manager Training (MS Access/SharePoint)

· Performance Management Tracker (MS Access/SharePoint)

· Directives and Policy Tracker

· Personnel Actions Database

· Executive Summary Metrics

· Create and maintain integrated program schedules for program activities.

· Design and prepare briefings and special presentations, upon ACQ and APM approval, and prepare customized or special graphics, reports, charts, and media in accordance with current FAA Order, to enhance communication effectiveness and mission support.

· Prepare support materials and briefing books (i.e., development of the weekly Executive Schedule Binder). The support materials and briefing books must adhere to the FAA’s branding and writing standards in accordance with current FAA Orders and/or requirements from management.

Prepare and process travel authorization and travel vouchers in accordance with the FAA Travel Policy and forward for final acceptance and approval by Management. Prepare and track travel submitted to FAA Headquarters for submission via E2 or the most current FAA travel management system.

· Maintain and manage the Deputy Assistant Administrator (ACQ-1) and Aviation Property Management Director’s (APM-1) calendars and coordinate/schedule of all meetings and facility visits. In addition, the Contractor must notify the FAA Executive and/or Manager as soon as possible when changes and/or updates are made to the calendar/schedule. (i.e., understand the hierarchy of leadership and urgency to resolve scheduling conflicts). The calendar must show accurate meeting times, location and other attendees. The calendar will be maintained in Microsoft Outlook and the Contractor must print copies of the calendar/schedule, when directed by the COR and FAA Manager(s).

4 End Results/Deliverables This section describes 1) the products and tangible end results that are expected from each task contained in the previous section, 2) the date each deliverable is due, and 3) the Government acceptance criteria. The Contractor must verify that all submitted deliverables conform to applicable FAA policies, standards, and guidelines as listed in Section 2 of this SOW and any specific formatting requirements as directed by the COR.

The deliverable due dates stated in this section are business days unless otherwise specified. The Government’s Initial Review of each deliverable is performed in accordance with the “Initial Review” terms listed in the Acceptance Criteria section below. The definitions for the terms are as follows:

Please select and include one of the following in the “Acceptance Criteria” box for each deliverable.

· Technical Performance Execution (TPE): Task activities performed with little to no re- work/re-performance required.

· Schedule Compliance (SC): Contractor provides deliverables on due dates and meets project milestones or schedules.

· Deliverable Quality (DQ): Deliverables are complete, accurate and compliant with task requirements.

· Cost Control (CC): Successful delivery of task requirements within originally specified estimated cost.

The following provisions and the applicable SOW Section(s) (as listed in the Acceptance Criteria for each deliverable in the table below) govern the FAA’s final acceptance of each deliverable:

Kick Off Meeting Minutes capture all relevant topics discussed and summarize contractor’s understanding of work scope and SOW requirements. Contractor format acceptable, meets COR approval of content, and is prepared in accordance with SOW Section 3.1.1.

The MSRs are accurate, complete, submitted on time in the COR approved format and are prepared in accordance with SOW Section 3.1.2.

Meeting Minutes - 2 days after PMR meeting Initial Review: SC, DQ

The Briefings/Presentations and Meeting Minutes are accurate, complete, submitted on time in the COR approved format and are prepared in accordance with SOW Section 3.1.3.

Coordination of visitors is completed in accordance with the appropriate policy and SOW Section 3.2. Guests are provided clear information about requirements to enter the facility, and appropriate directions and contact information.

The mail is collected from the mailroom in a timely as directed by COR and completed in accordance with SOW Section 3.2.

All interactions are completed professionally. Any notes are taken with enough detail to forward to the appropriate party so that they can follow up with requestor as needed, and completed in accordance with SOW Section 3.2.

The Meeting Notes are timely, accurate and free from grammar and spelling errors, and prepared in accordance with SOW Section 3.2.

The Calendar/Schedule Updates are accurate and current at all times and completed in accordance with SOW Section 3.2.

The Executive Schedule Binder is accurate and current at all times and completed in accordance with SOW Section 3.2.

Dial up teleconferences / online meeting before meetings. Information provided to connect to meeting is correct and completed in accordance with SOW Section 3.2.

The Correspondence is accurate, complete and reflects the vision of the requestor in accordance with FAA Order 1360.16A guidelines and is free from grammatical errors, and prepared in accordance with SOW Section 3.2.

The Conferences and Meetings must be scheduled and coordinated before the event in appropriate time. Completion requirements are dependent upon type of meeting and completed in accordance with SOW Section 3.2.

For travel occurring within 1 to 3 days, complete review within 1 hour of notification Initial Review: TPE

The Travel authorizations and vouchers are completed in accordance with the FAA Travel Policy, prior to submitting for further processing and approval, and prepared in accordance with SOW Section 3.2.

For travel occurring within 1 to 3 days, complete review within 1 hour of notification Initial Review: TPE

The Travel authorizations and vouchers are completed in accordance with the FAA Travel Policy, prior to submitting for further processing and approval, and prepared in accordance with SOW Section 3.2.

The Correspondence Routing is begun within 1 day of request and completed in accordance with SOW Section 3.2. The Grid sheet is verified for appropriate signatures and is followed up on through completion.

The Integrated Program Schedule is accurate, complete, submitted on time in the COR approved format and are prepared in accordance with SOW Section 3.2.

Data files are saved to shared drive or file cabinet and completed in accordance with Section 3.2, as appropriate, encrypted or password protected as required / requested.

The Briefings, Presentations, Graphics and Charts are accurate, complete, submitted on time in the COR approved format and are prepared in accordance with SOW Section 3.2.

Monthly, verify training status for new managers Initial Review: TPE

The New Manager Training Database is accurate, complete, updated on time in the COR approved format and is prepared in accordance with SOW Section and 3.2.

The Performance Management Tracker is accurate, complete, updated on time in the COR approved format and is prepared in accordance with SOW Section 3.2.

The Directives and Policy Tracker is accurate, complete, updated on time in the COR approved format and is prepared in accordance with SOW Sections 3.2.

The Personnel Actions Database is accurate, complete, updated on time in the COR approved format and is prepared in accordance with SOW Sections 3.2.

The Executive Summary Metrics Report is accurate, complete, updated on time in the COR approved format and is prepared in accordance with SOW Sections 3.2.

5 Other Direct Costs (ODCs) Travel is not anticipated for the Task Order. In the event that travel is required for the performance of this contract, it must defined by the Program Office and approved in advance by the CO and COR in writing in accordance with the contract.

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