RFI PWS_Draft.docx

Performance Work Statement TRAVEL PROGRAM ADMINISTRATIVE SUPPORT FOR COMMANDER SUBMARINE FORCE, ATLANTIC (COMSUBLANT)

1.0 BACKGROUND

COMSUBLANT requires assistance in order to ensure accurate and efficient execution of budgeted resources in a manner that comply with current guidance and will produce and retain auditable records in accordance with Financial Improvement and Audit Readiness (FIAR) standards (Ref. COMUSFLTFORCOMINST 7510.10). Specific areas where assistance is needed include:

1.1 The Travel Program (Defense Travel System (DTS) Administration, Government Travel Charge Card (Individual Billed Account (IBA) Centrally Billed Account (CBA)) Management, and Debt Management).

1.2 FIAR Documentation in support of the Command's Financial Internal Review Program.

1.3 The COMSUBLANT Comptroller Department (N02F) manages the DTS and GTCC programs and is the lead office for FIAR matters.

1.4 The contractor will not be performing any of the inherently governmental functions listed in 1.3, but instead will be responsible for supporting those functions by running regular reports on travel and credit card activity, identifying delinquencies and other abnormal conditions. The contractor will formulate recommendations to resolve the delinquencies, abnormalities, and present those recommendations to the COMSUBLANT government staff for determination, signature and action. The contractor will continue to monitor outstanding recommendations and archive annotated and signed reports and related work papers on assigned government networks.

2.0 SCOPE

2.1 COMSUBLANT requires assistance and expertise to bring our current level of performance up to the level required by all currant guidance, including the requirements of the FIAR Internal Review Program and the findings of the Navy's independent public audit.

2.1.1 The Contractor will assist staff personnel to improve management of travel at COMSUBLANT headquarters and at its subordinate commands from its current level to a stable and manageable FIAR-compliant state as measured by US Fleet Forces Command Transportation of People Internal Control Checklists by scheduling and reviewing various reports, assisting in the response to audit-related and other queries from external commands, identifying deficiencies, recommending corrective action, analyzing causes of problems, providing customer service support in DTS and GTTC, and managing the associated documentation.

2.1.2 COMSUBLANT estimates two (2) Full-Time Contractor Employee (FTEs) working at the COMSUBLANT Headquarter Norfolk, VA to achieve the scope of this work.

3.0 PLACE OF PERFORMANCE

3.1 On-site at the COMSUBLANT headquarters in Norfolk, VA.

4.0 TASKS

4.1 The contractor will assist COMSUBLANT staff by performing the following tasks for the headquarters and for subordinate commands. Deliverables will consist of documentation submitted in response to audit requests, annotated copies of internal reports, and recommendations to correct deficiencies and improve compliance as described below. Electronic copies of all documentation and reports will be retained for audit purposes on COMSUBLANT or USFF servers as directed.

4.1.1 Support and assist COMSUBLANT personnel in compiling, reviewing, correcting, and submitting responses and supporting documentation to external and internal audits and program reviews, including the Navy's independent public audit. The number of requests, timing, and due dates will vary.

4.1.2 Generate and review all DTS Reports monthly and provide assistance and follow-up to resolve deficiencies on the reports. Annotate each report with actions taken to resolve deficiencies.

4.1.3 Review all DTS routing lists and DD577 Records of Appointment quarterly to identify separation of duties violations and missing/defective DD577s. Annotate each report with actions taken to resolve deficiencies.

4.1.4 Generate and review all required and optional Government Travel Card Reports monthly and provide assistance in resolving deficiencies. Annotate each report with actions taken to resolve deficiencies.

4.1.5 Prepare and deliver a monthly written progress report to identify the past month's accomplishments, and concerns, and to describe plans for the coming month. Progress report will be delivered to the Contract Officer's Representative (COR) no later than the fifth of the month following the month being reported.

4.1.6 Provide on-site support, training and distance support on the proper use of the DTS/CITI Bank in accordance with published desk guides including any best practices or lessons learned.

5.0 DELIVERABLES

5.1 Deliverables shall be submitted in hard copy and fully editable soft copy. Deliverables are subject to review and, if warranted be returned to the contractor for revision due to content inaccuracies and/or clerical errors.

5.1.1 All documentation shall provide traceability to enable Government review and verification. At specific milestones, the contractor shall provide interim reviews of the work accomplished to permit determination of the quality of the effort or receive government guidance. If deficiencies are found, the contractor shall provide for timely and corrective action.

6.0 PERSONNEL REQUIREMENTS

6.1 The Contractor will assist SUBLANT headquarters and subordinate commands program managers on all DTS and GTCC related program matters to include:

6.1.1 Documented experience in administering DTS at the equivalent level of an Echelon IV or higher Navy command or 5 years of experience. DTS (Defense Travel Administrator (DTA)) experience should include DTS travel documents, reports, in-out processing, Traveler Profiles, Traveler Permissions, authorization/voucher post audit review, Authorizations/Voucher processing, (Non-DTS Entry Agent (NDEA) functions, cancellation procedures, constructed travel worksheets, fiscal year crossover, group travel, itinerary changes, City Pair program, routing lists, authorizations, vouchers, and Commercial Travel (CTO) Partnership, CBA/IBA utilization.

6.1.2 Documented experience in administering the Government Travel Charge Card program (IBA and CBA) at the equivalent level an Echelon IV or higher Navy command or 5 years of experience. Research for GTCC - CITI Bank experience should include CBA reconciliation, card maintenance and APC support, access, reports, application/reinstatement processing, in-out processing, Permissions.

6.2 The Contractor shall assess subordinate command travel programs in accordance with applicable travel policies and procedures and provide on-site user and AO initial or refresher training to ensure they are aware of and comply with applicable travel policies and procedures governing the travel program. The training conducted is to focus on correcting all deficiencies identified during command assessments.

6.2.1 Knowledge of current relevant guidance including the Joint Travel Regulation, the Department of Defense Financial Manage Regulation (DoDFMR), Department of Defense Government Travel Charge Card Regulations (DODI 5154.31 Vol 4), Navy DTS Business Rules, and NAVSUPINST 4650.8.

6.2.2 Functional experience with Microsoft Outlook, Word and Excel applications, DTS, and CITI Bank

6.2.3 Active current SECRET security clearance required.

6.2.4 Ability to work independently and to interact professionally with senior Navy Officers and personnel.

6.2.5 Understanding of Navy policies for protection of Personally Identifiable Information (PII).

7.0 WORK ENVIRONMENT/GOVERNMENT RESOURCES

7.1 A permanent workspace with computer and telephone for two contractor personnel will be provided at COMSUBLANT headquarters.

7.1.1 The working hours for this facility are 6:00 am to 6:00 pm, Monday through Friday. Access to the space is not normally granted outside of these hours, or on Federal Holidays. The normal work week is five days per week, and total 40 hours per week. Identifying exact working hours will be a collaboration between the contractor and the Contracting Officer Representative (COR) to establish a schedule that is beneficial to both the contractor and the government. Overtime is not anticipated to be required. All work is completed in the facility (not remotely).

7.1.2 The facility is rated for open storage of material classified up to the Secret level and therefore the contractor personnel must have a current Secret clearance.

7.1.3 The Government will arrange access to DTS, the Navy and Marine Corps Internet, and to other databases as may be required.

7.1.4 All equipment procured by the Government will remain the property of the Government upon completion of this effort.

7.1.5 No contractor travel is expected to be required.

8.0 Contractor Unclassified Access to Federally Controlled Facilities, Sensitive Information, Information Technology (IT) Systems or Protected Health Information (Jan 2017) Homeland Security Presidential Directive (HSPD)-12, requires government agencies to develop and implement Federal security standards for Federal employees and contractors. The Deputy Secretary of Defense Directive-Type Memorandum (DTM) 08-006 – “DoD Implementation of Homeland Security Presidential Directive – 12 (HSPD-12)” dated November 26, 2008 (or its subsequent DoD instruction) directs implementation of HSPD-12. This clause is in accordance with HSPD-12 and its implementing directives.

APPLICABILITY

This clause applies to contractor employees requiring physical access to any area of a federally controlled base, facility or activity and/or requiring access to a DoN or DoD computer/network/system to perform certain unclassified sensitive duties. This clause also applies to contractor employees who access Privacy Act and Protected Health Information, provide support associated with fiduciary duties, or perform duties that have been identified by DON as National Security Position, as advised by the command security manager. It is the responsibility of the responsible security officer of the command/facility where the work is performed to ensure compliance.

Each contractor employee providing services at a Navy Command under this contract is required to obtain a Department of Defense Common Access Card (DoD CAC). Additionally, depending on the level of computer/network access, the contract employee will require a successful investigation as detailed below.

ACCESS TO FEDERAL FACILITIES

Per HSPD-12 and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause will require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Navy Command’s Security Manager upon arrival to the Command and shall out-process prior to their departure at the completion of the individual’s performance under the contract.

ACCESS TO DOD IT SYSTEMS

In accordance with SECNAV M-5510.30, contractor employees who require access to DoN or DoD networks are categorized as IT-I, IT-II, or IT-III. The IT-II level, defined in detail in SECNAV M-5510.30, includes positions which require access to information protected under the Privacy Act, to include Protected Health Information (PHI). All contractor employees under this contract who require access to Privacy Act protected information are therefore categorized no lower than IT-II. IT Levels are determined by the requiring activity’s Command Information Assurance Manager.

Contractor employees requiring privileged or IT-I level access, (when specified by the terms of the contract) require a Single Scope Background Investigation (SSBI) or T5 or T5R equivalent investigation, which is a higher level investigation than the National Agency Check with Law and Credit (NACLC) described below. Due to the privileged system access, an investigation suitable for High Risk national security positions is required. Individuals who have access to system control, monitoring, or administration functions (e.g. system administrator, database administrator) require training and certification to Information Assurance Technical Level 1, and must be trained and certified on the Operating System or Computing Environment they are required to maintain.

Access to sensitive IT systems is contingent upon a favorably adjudicated background investigation. When access to IT systems is required for performance of the contractor employee’s duties, such employees shall in-process with the Navy Command’s Security Manager and Information Assurance Manager upon arrival to the Navy command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The decision to authorize access to a government IT system/network is inherently governmental. The contractor supervisor is not authorized to sign the SAAR-N; therefore, the government employee with knowledge of the system/network access required or the COR shall sign the SAAR-N as the “supervisor.”

The SAAR-N shall be forwarded to the Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

When required to maintain access to required IT systems or networks, the contractor shall ensure that all employees requiring access complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

INTERIM ACCESS

The Command's Security Manager may authorize issuance of a DoD CAC and interim access to a DoN or DoD unclassified computer/network upon a favorable review of the investigative questionnaire and advance favorable fingerprint results. When the results of the investigation are received and a favorable determination is not made, the contractor employee working on the contract under interim access will be denied access to the computer network and this denial will not relieve the contractor of his/her responsibility to perform.

DENIAL OR TERMINATION OF ACCESS

The potential consequences of any requirement under this clause including denial or termination of physical or system access in no way relieves the contractor from the requirement to execute performance under the contract within the timeframes specified in the contract. Contractors shall plan ahead in processing their employees and subcontractor employees. The contractor shall insert this clause in all subcontracts when the subcontractor is permitted to have unclassified access to a federally controlled facility, federally-controlled information system/network and/or to government information, meaning information not authorized for public release.

CONTRACTOR’S SECURITY REPRESENTATIVE

The contractor shall designate an employee to serve as the Contractor’s Security Representative. Within three work days after contract award, the contractor shall provide to the requiring activity’s Security Manager and the Contracting Officer, in writing, the name, title, address and phone number for the Contractor’s Security Representative. The Contractor’s Security Representative shall be the primary point of contact on any security matter. The Contractor’s Security Representative shall not be replaced or removed without prior notice to the Contracting Officer and Command Security Manager.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO NATIONAL SECURITY POSITIONS OR PERFORMING SENSITIVE DUTIES Navy security policy requires that all positions be given a sensitivity value based on level of risk factors to ensure appropriate protective measures are applied. Contractor employees under this contract are recognized as Non-Critical Sensitive [ADP/IT-II] positions when the contract scope of work require physical access to a federally controlled base, facility or activity and/or requiring access to a DoD computer/network, to perform unclassified sensitive duties. This designation is also applied to contractor employees who access Privacy Act and Protected Health Information (PHI), provide support associated with fiduciary duties, or perform duties that have been identified as National Security Positions. At a minimum, each contractor employee must be a US citizen and have a favorably completed NACLC or T3 or T3R equivalent investigation to obtain a favorable determination for assignment to a non-critical sensitive or IT-II position. The investigation consists of a standard NAC and a FBI fingerprint check plus law enforcement checks and credit check. Each contractor employee filling a non-critical sensitive or IT-II position is required to complete:

· SF-86 Questionnaire for National Security Positions (or equivalent OPM investigative product)

· Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

· Original Signed Release Statements

Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date. Background investigations shall be reinitiated as required to ensure investigations remain current (not older than 10 years) throughout the contract performance period. The Contractor’s Security Representative shall contact the Command Security Manager for guidance when reinvestigations are required.

Regardless of their duties or IT access requirements ALL contractor employees shall in-process with the Command’s Security Manager upon arrival to the command and shall out-process prior to their departure at the completion of the individual’s performance under the contract. Employees requiring IT access shall also check-in and check-out with the Navy Command’s Information Assurance Manager. Completion and approval of a System Authorization Access Request Navy (SAAR-N) form is required for all individuals accessing Navy Information Technology resources. The SAAR-N shall be forwarded to the Navy Command’s Security Manager at least 30 days prior to the individual’s start date. Failure to provide the required documentation at least 30 days prior to the individual’s start date shall result in delaying the individual’s start date.

The contractor shall ensure that each contract employee requiring access to IT systems or networks complete annual Information Assurance (IA) training, and maintain a current requisite background investigation. Contractor employees shall accurately complete the required investigative forms prior to submission to the Command Security Manager. The Command’s Security Manager will review the submitted documentation for completeness prior to submitting it to the Office of Personnel Management (OPM); Potential suitability or security issues identified may render the contractor employee ineligible for the assignment. An unfavorable determination is final (subject to SF-86 appeal procedures) and such a determination does not relieve the contractor from meeting any contractual obligation under the contract. The Command’s Security Manager will forward the required forms to OPM for processing. Once the investigation is complete, the results will be forwarded by OPM to the DoD Central Adjudication Facility (CAF) for a determination.

If the contractor employee already possesses a current favorably adjudicated investigation, the contractor shall submit a Visit Authorization Request (VAR) via the Joint Personnel Adjudication System (JPAS) or a hard copy VAR directly from the contractor’s Security Representative. Although the contractor will take JPAS “Owning” role over the contractor employee, the Command will take JPAS "Servicing" role over the contractor employee during the hiring process and for the duration of assignment under that contract. The contractor shall include the IT Position Category per SECNAV M-5510.30 for each employee designated on a VAR. The VAR requires annual renewal for the duration of the employee’s performance under the contract.

BACKGROUND INVESTIGATION REQUIREMENTS AND SECURITY APPROVAL PROCESS FOR CONTRACTORS ASSIGNED TO OR PERFORMING NON-SENSITIVE DUTIES Contractor employee whose work is unclassified and non-sensitive (e.g., performing certain duties such as lawn maintenance, vendor services, etc.) and who require physical access to publicly accessible areas to perform those duties shall meet the following minimum requirements:

· Must be either a US citizen or a US permanent resident with a minimum of 3 years legal residency in the United States (as required by The Deputy Secretary of Defense DTM 08-006 or its subsequent DoD instruction) and

· Must have a favorably completed National Agency Check with Written Inquiries (NACI) or T1 investigation equivalent including a FBI fingerprint check prior to installation access.

To be considered for a favorable trustworthiness determination, the Contractor’s Security Representative must submit for all employees each of the following:

· SF-85 Questionnaire for Non-Sensitive Positions

· Two FD-258 Applicant Fingerprint Cards (or an electronic fingerprint submission)

· Original Signed Release Statements

The contractor shall ensure each individual employee has a current favorably completed National Agency Check with Written Inquiries (NACI) or T1 equivalent investigation, or ensure successful FBI fingerprint results have been gained and investigation has been processed with OPM

Failure to provide the required documentation at least 30 days prior to the individual’s start date may result in delaying the individual’s start date.

* Consult with your Command Security Manager and Information Assurance Manager for local policy when IT-III (non-sensitive) access is required for non-US citizens outside the United States.

9.0 GOVERNMENT PURPOSE RIGHTS AND INTELLECTUAL PROPERTY

All products generated by personnel assigned to this effort shall be considered both the physical and intellectual property of the government. This shall include, but not limited to, all documents, spreadsheets, reference material and briefs, (both verbal and written). All information, techniques, strategy, and derived components that are associated to this effort shall also be consider intellectual property of the government. No dissemination of information shall occur without the consent of the agency COR.

10.0 SECURITY CLEARANCE REQUIREMENTS

10.1 Contractor shall be able to provide support with clearances up to and including CONFIDENTIAL/SECRET level.

10.1.1 The contractor shall abide by all COMSUBLANT, Navy and Defense instructions, rules, procedures, and standards of conduct. The contractor's request for visit authorization shall be submitted in accordance with DOD 5220.22M (National Industrial Security Program Operating Manual) no later than one (1) week prior to visit

10.1.2 Active secret clearances are required for all positions. It is the contractor's responsibility to obtain the requisite clearance levels for all contractor personnel prior to the start of work. In the event that contractor personnel cannot obtain a secret clearance prior the required start date, the contractor shall notify the COR. The COR shall decide if the delay in obtaining a clearance while t contractor is charging to the task is acceptable.

10.1.3 A DD Form 254 shall be provided for the contractor to complete and utilize for security purposes. A copy of the completed forms be faxed back to the COR and COMSUBLANT security officer.

11.0 SERVICE CONTRACTOR REPORTING (NMCARS 5237.102-90)

Service Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at following web address: https://sam.gov/SAM/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://sam.gov/SAM/.