RFQ-NIH-6823827_STATEMENT OF WORK.pdf

RFQ-NIH-6823827

Statement of Work (SOW)

National Institutes of Health

Office of the Director

Office of Research Facilities

Administrative Assistant II

Statement of Work RFQ-NIH-6823827

TABLE OF CONTENTS

1.0 Introduction 2

1.1 Organization 2

1.2 Tasks/Services 2

1.3 Deliverables 3

2.0 Requirements 3

2.1 Place of Performance 4

2.2 Period of Performance 4

2.3 Operational Hours 4

2.4 Safety Issues 5

2.5 Government Furnished Property 5

3.0 Security Requirements 5

3.1 Security Clearance 5

3.2. Physical Security 5

3.3 Badging 5

4.0 Reimbursable Expenses 6

5.0 Invoicing 6

6.0 Quotes 6

7.0 Evaluation 6

1.0 INTRODUCTION

The Contractor shall independently provide support services to satisfy the overall operational objectives of the Division of Technical Resources (DTR), Office of

Research Facilities. The primary objective is to provide services and deliverables through performance of support services.

1.1 ORGANIZATION

National Institutes of Health

Office of Research Facilities (ORF)

Bethesda, MD 20892

1.2 TASKS/SERVICES

The Contractor shall:

• Maintain Division of Technical Resources (DTR) timekeeping records. ITAS

(Integrated Time and Attendance System) required.

• Use ITAS to complete DTR timekeeping audit records, validation, and reconciliation with other timekeeping systems.

• Use Concur Government Edition (CGE) Travel System to develop DTR travel planning itinerary, logistics, coordination, and travel voucher processing.

• Schedule and allocate resources based on program priorities.

• Set up and format spreadsheets to analyze information; track and monitor activities;

prepare summaries and reports based on information gathered.

• Coordinate logistics related to the DTR.

• Maintain branch file systems related to the DTR.

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

• Maintain and organize file systems (electronic or paper) related to assigned projects for correspondence and projects.

• Compile data and create and maintain slides for presentation utilizing computer programs.

• Manage and Audit DTR collaborative workspaces.

• Prepare, generate, or develop process flow diagrams working with stakeholders.

• Provide support to develop informational dashboards.

• Take meeting minutes and develop action items.

• Provide support to convert technical documents into electronic 508 compliance formats.

• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

• Developing and implementing data analyses, data collection systems and other strategies that optimize statistical efficiency and quality.

• Acquiring data from primary or secondary data sources and update databases.

• Identify, analyze, and interpret trends or patterns in complex data sets and provide possible reports.

• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.

• Coordinate the preparation of requests, memoranda, reports, forms, and mailings.

1.3 DELIVERABLES

Upon request, the Contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:

• Work products and documents related to Federal Timekeeping. ITAS (Integrated

Time and Attendance System) required.

• Completed timekeeping audit records, validation, and reconciliation with other timekeeping systems.

• Completed travel planning itinerary, logistics, coordination, and travel voucher processing using the Concur Government Edition (CGE) Travel System is required.

• Work products and documents related to scheduling and allocation of resources based on program priorities.

• Work products and documents related to preparing visual aids and manuals; design and coordinate systems for communications among staff; set up and format spreadsheets to analyze information.

• Work products and documents related to coordinating all logistics related to the DTR programs; maintain branch file systems related to the DTR programs; provide support to develop information dashboards.

• Work products and documents related to coordinating all logistics related to training program; prepare and process documents; convert technical documents into 508 compliance; develop, maintain, and utilize various learner record databases.

• Work products and documents related to setting up and formatting spreadsheets to analyze information; track and monitor activities; prepare summaries and reports.

• Work products and documents related to compiling data; create data and slides for presentation; update and maintain calendars and shared calendars for training programs;

maintain office records.

• Work products and documents related to coordinating meetings, workshops, and courses;

prepare agendas, background materials and meeting minutes; maintain file systems for correspondence and projects.

2.0 TECHNICAL REQUIREMENTS

The Contractor must possess the following mandatory requirements:

• Level II Administrative Assistant with a minimum of three years’ experience.

• Federal timekeeping experience required. Experience using ITAS (Integrated

Time and Attendance System) required.

• Experience using the Concur Government Edition (CGE) Travel System required.

• Knowledge of travel planning, logistics, coordination, and travel voucher processing required.

The Contractor shall also possess:

• Possess an Associate Degree in a related discipline.

• Contractors assigned to the project shall be fluent in American English and have an expert ability to navigate work environments of rule-based cultures (such as the USA and Canada).

• Contractors assigned to the project shall be available by email, phone, text message or

Microsoft Teams during core business hours between 9 am and 3 pm EST. Contractors shall respond within 24 hours, minimally with an acknowledgement of receipt, to communications with the NIH Technical Monitor.

• Contractors assigned to the project must be computer literate and able to use online collaborative tools such as Box, SharePoint, WebEx, and MS Teams without requiring training from Government FTE’s.

• Expertise in Microsoft Office Suite, which include, but are not limited to MS

Word, Excel, Outlook, and PowerPoint.

• Knowledge of scheduling and allocation of resources based on program priorities.

• Excellent analytical, organizational and time management skills.

• Strong communications skills, both oral and written, with an emphasis on professional courtesy & customer-service.

• Familiarity with Federal HR Practices & Policies. Ability to gain familiarity with

NIH HR Practices & Policies.

• Ability to create Standard Operating Procedures (SOP)

2.1 PLACE OF PERFORMANCE

The place of performance is: (complete address will be provided upon award)

The National Institutes of Health

Bethesda, MD 20892.

This work may also be performed remotely at the discretion of the Government.

2.2 PERIOD OF PERFORMANCE

The period of performance is 8 months from award date. This includes 2 months for badge processing. Period of performance dates will be determined upon award.

2.3 OPERATIONAL HOURS

Work will be performed up to 40 hours per week during normal business hours, Monday-

Friday, excluding Federal holidays. Core hours shall be from 9:00 a.m. to 3:00 p.m. EST. The full schedule required shall be decided upon contract award.

2.4 SAFETY ISSUES

Work is performed in an office setting. There are no known safety issues.

2.5 GOVERNMENT FURNISHED PROPERTY

Workspace, computer, telephone, and other electronic equipment as necessary will be provided.

3.0 SECURITY REQUIREMENTS

3.1 Security Clearance

Work under this task order is unclassified.

Contractor personnel must have public trust clearance and have a police record such that an FBI

Identity History Summary Report (commonly known as a background check) will show that they are free of criminal convictions and have no history of substance abuse. Contractor personnel must maintain the level of security required for the life of the contract. The Contractor shall comply with all applicable Homeland Security regulations and procedures during the performance of this task order. The Contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, privacy act data and

Government personnel work products that are obtained or generated in the performance of this task order. If necessary, the Contractor shall be required to provide clearances for personnel requiring access to Government computers and workstations.

3.2 Physical Security

The CUP and Cogen are Federal Security Level (FSL) Level 5 facilities. All Contractor personnel must be U.S. citizens. Contractor personnel must have the ability to obtain public trust clearance and have a police record such that an FBI Identity History Summary Report

(commonly known as a background check) will show that they are free of criminal convictions and have no history of substance abuse. Contractor personnel must maintain the level of security required for the life of the contract.

3.3 Badging

If Contractor personnel require a new NIH Active Directory account, then the Contractor must visit the NIH Bethesda Campus for fingerprinting, photographs and to retrieve their NIH PIV

Card. Contractor personnel must coordinate with the Project Officer / COR to obtain, retrieve, and meet on site with NIH Office of Innovation and Information Technology (OIIT) for the setup of a Government Furnished laptop and the NIH VPN access if required.

Contractor key personnel must not currently possess a valid PIV card or electronic access credential issued by another HHS agency.

4.0 REIMBURSABLE EXPENSES

Reimbursable expenses are required travel, Occupational Health Services, and other expenses as approved.

The time badging and GFE requests are in process is considered idle time. The Contractor shall not bill for idle time while the badge and GFE requests are in process. However, the Contractor may bill for the time for key personnel to complete the forms, correspond with DTR’s badge request specialist and Division of Personnel Security and Access Control (DPSAC), and to come to campus for fingerprinting, to pick up the NIH PIV card and for OIIT to set up their GFE.

The Contractor shall be required to report to the NIH Bethesda Campus or other locations within the Bethesda, MD metro area in support of the tasks described in this statement of work.

Prior to incurring any travel expenses, the Contractor company must obtain written authorization from the Contracting Officer’s Representative (COR) for contract personnel.

Contractor expense reports shall be prepared and processed in accordance with the Federal

Travel Regulation (FTR).

The Notice to Proceed (NTP) for the actual work will start only after the key personnel has picked up their NIH PIV card and Government Furnished Equipment (GFE).

5.0 INVOICING

The Contractor shall invoice at the hourly rate agreed upon for work performed. The Contractor shall not invoice more than once monthly. The Contractor shall submit invoices to the Department of Treasury’s Invoice Processing Platform (IPP) at https://www.ipp.gov with a copy to the COR and Copy Contract Specialist/Contracting Officer.

6.0 QUOTES

Quotes must include the hourly rate and the proposed total price for each proposed candidate.

Quotes must include a resume for each proposed candidate. Resumes shall demonstrate that proposed candidates meet the technical and security requirements and shall be able to obtain a badge.

7.0 EVALUATION

Quotes shall be evaluated using a lowest price technically acceptable methodology (LPTA). To be considered technically acceptable, the proposed candidate must meet the technical requirements listed herein.

To be considered for evaluation, candidates must meet the mandatory requirements. Quotes and resumes that do not meet the mandatory requirements may not be evaluated.