RM Travel Support PWS_Attach 1_10.15.25.docx

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive Alexandria, VA 22350 DEPARTMENT OF DEFENSE EDUCATION ACTIVITY (DoDEA)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Department of Defense Education Activity 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 66,000 students in 161 brick-and-mortar schools including one Virtual School. Student enrollment varies based primarily on the deployment of military troops worldwide. In the Americas, DoDEA operates 53 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 65 schools located in Germany, Italy, England, Netherlands, Belgium, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 41 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. The Department of Defense Education Activity (DoDEA) is seeking contractor support to assist with the administration and execution of Renewal Agreement Travel (RAT) and Educational Travel (ET) for its overseas (OCONUS) workforce. DoDEA currently supports approximately 6,000 employees stationed outside the continental United States, many of whom are eligible for government-funded travel entitlements for themselves and their dependents.

1.3 Scope of Work: The contractor shall provide the personnel, management, and materials necessary to provide technical, functional, and managerial expertise to support the Department of Defense Education Activity (DoDEA) Resource Management Division’s Travel Program.

DoDEA requires Contractor Travel Support Services for the following components of the Travel Program:

· Renewal Agreement Travel (RAT) and Educational Travel (EDT) managed through DTS

· DTS Centrally Billed Account (CBA) Reconciliation

· Permanent Change of Station (PCS) processing

· Support functions related to the Defense Finance and Accounting Service (DFAS) The contractor shall ensure accurate and timely processing of travel authorizations, vouchers, and related documentation across all DoDEA travel programs, in accordance with the Joint Travel Regulations (JTR), DoD Financial Management Regulation (DoD FMR), and applicable DoDEA policies.

2.0 Objectives and Tasks

2.1 Ensure Efficient and Compliant Travel Program Operations (Objective #1) The objective is to ensure the accurate, timely, and compliant execution of DoDEA’s travel program operations. This includes management and processing of Renewal Agreement Travel (RAT), Educational Travel (EDT), Centrally Billed Account (CBA) reconciliation, Permanent Change of Station (PCS) processing, and related Defense Finance Accounting Service (DFAS) support. The contractor shall deliver measurable outcomes by processing travel transactions efficiently, providing high-quality customer service, maintaining audit-ready records, and identifying opportunities to improve processes, compliance, and traveler experience.

The following listed tasks help the contractor understand the requirements to meet the objective but are not exhaustive. The contractor must develop a complete solution using a performance-based approach:

Supporting Tasks for Requirements (Objective #1):

2.1.1 Renewal Agreement Travel (RAT) Support (Task #1)

The objective of this requirement is to ensure accurate, timely, and compliant processing of Renewal Agreement Travel (RAT) authorization and vouchers in the Defense Travel System (DTS), while maintaining full auditability and adherence to all applicable travel regulations and DoDEA policies. At minimum the contractor shall:

· Process approximately 10,000 Renewal Agreement Travel (RAT) authorizations and vouchers annually within the Defense Travel System (DTS), encompassing the complete cradle-to-grave lifecycle from initial authorization creation through final voucher payment.

· Each RAT transaction (authorization and voucher combined) requires an estimated 4–6 hours per transaction.

· All work shall be performed in accordance with (IAW) applicable policies and regulations, including the Joint Travel Regulations (JTR), DoDEA travel policy, and established Government procedures.

· Provide a complete, auditable record shall be maintained for each transaction within DTS (or in a mirrored repository, as required).

2.1.1.1 Eligibility and Documentation Controls: (Subtasks of PWS 2.1.1)

· Verify traveler eligibility for RAT IAW DoDEA service provider benefit determinations and JTR policy.

· Ensure proposed travel dates fall within the authorized RAT period.

· Confirm dependent eligibility and family composition to support accurate travel arrangements and funding.

2.1.1.2 Authorization Creation and Routing: (Subtasks of PWS 2.1.1)

· Create and initiate DTS travel authorizations for employees and dependents, identifying “Renewal Agreement Travel” as the travel purpose.

· Include RAT justification, funding lines, and all required remarks IAW DoDEA and JTR requirements.

· Attach required supporting documentation, including signed renewal agreements, orders, and dependent verification documents (e.g., birth or marriage certificates).

· Route authorizations through the appropriate approving officials and funds certifiers to obtain review and certification.

· Retain all DTS routing and approval history as part of the permanent audit record.

2.1.1.3 Booking and Travel Arrangements: (Sub Tasks of PWS 2.1.1)

· Coordinate with the Commercial Travel Office (CTO) to arrange flights IAW the Fly America Act, GSA City Pair Program, and DoDEA travel policy.

· Request group seating for families traveling together and document any required special accommodation (e.g., infant seating, mobility assistance).

· Confirm tickets are issued upon DTS approval and provided to travelers.

2.1.1.4 Voucher Submission and Processing: (Sub Tasks of PWS 2.1.1)

· Support travelers in submitting vouchers following completion of travel, which may occur months after authorization approval.

· Review vouchers for completeness, ensuring all receipts, itineraries, and proof of travel are attached prior to routing for payment.

· Validate that the voucher aligns with the approved authorization and funding lines IAW applicable travel regulations.

· Notify the Government of any discrepancies or issues preventing voucher processing.

2.1.1.5 Customer Support: (Sub Tasks of PWS 2.1.1)

· Provide assistance to employees and dependents regarding RAT procedures, entitlements, documentation requirements, and status updates.

· Maintain a customer service log documenting traveler inquiries, issues, and resolutions IAW DoDEA customer service standards.

2.1.1.6 System Issue Resolution: (Sub Tasks of PWS 2.1.1)

· Identify and resolve DTS-related processing issues such as routing errors, document mismatches, or funding line problems within the contractor’s control.

· Escalate unresolved technical issues to the designated Government travel administrator or DTS site lead. Document all issue resolution steps IAW established DTS and DoDEA procedures.

2.1.1.7 Records, Reporting, and Metrics: (Sub Tasks of PWS 2.1.1)

· Maintain 100% documentation completeness for both authorization and voucher phases IAW DoD audit readiness standards.

· Track each RAT transaction by DTS document number and Line of Accounting (LOA), capturing key processing milestones and elapsed times for each phase.

· Produce monthly audit-ready reports summarizing transaction volumes, completion rates, average cradle-to-grave processing time (target: approximately 4–6 hours per complete transaction), and exceptions or delays.

· Retain all supporting documentation IAW DoDEA and DoD records management and audit requirements.

2.1.2 Educational Travel (EDT) Support (Task #2)

The objective of this requirement is to obtain contractor support to manage DoDEA’s Educational Travel (EDT) program by providing qualified personnel and technical expertise to process all travel authorizations and vouchers in the Defense Travel System (DTS). The contractor shall ensure accurate, timely, and compliant transactions in accordance with the Joint Travel Regulations (JTR) and DoDEA travel policy while maintaining full auditability, efficient workflows, and responsive customer service to support DoDEA employees and dependents. At minimum the contractor shall:

· Process approximately 2,000 Educational Travel (EDT) authorizations and vouchers annually within the Defense Travel System (DTS), encompassing the complete cradle-to-grave lifecycle from initial authorization creation through final voucher payment.

· Each EDT transaction (authorization and voucher combined) requires an estimated 2-4 hours per transaction.

· All work shall be performed in accordance with (IAW) applicable policies and regulations, including the Joint Travel Regulations (JTR), DoDEA travel policy, and established Government procedures.

· Provide a complete, auditable record shall be maintained for each transaction within DTS (or in a mirrored repository, as required).

2.1.1.

2.1.2.

2.1.2.1 Eligibility and Documentation Controls: (Subtasks of PWS 2.1.2)

· Verify traveler and dependent eligibility IAW the JTR and DoDEA policy.

· Ensure all required documentation such as proof of enrollment, dependent versification, and authorization memos is attached to the DTS record prior to routing.

· Record eligibility determinations and document checklist outcomes in a transaction log to ensure audit traceability.

2.1.2.2 Authorization Creation and Routing: (Subtasks of PWS 2.1.2)

· Create DTS travel authorizations identifying “Educational Travel” as the travel purpose, ensuring correct funding lines, entitlements, and remarks IAW applicable travel policies.

· Attach required supporting documentation, and route through the appropriate approving officials and funds certifiers for review and approval.

· Retain all DTS routing and approval history as part of the permanent audit record.

2.1.2.3 Voucher Submission and Processing: (Sub Tasks of PWS 2.1.2)

· Support travelers in submitting vouchers following completion of Educational travel, which may occur months after authorization approval.

· Review vouchers for completeness, ensuring all receipts, itineraries, and proof of travel are attached prior to routing for payment.

· Validate that the voucher aligns with the approved authorization and funding lines IAW DoDEA travel policy.

· Notify the Government of any discrepancies or issues preventing voucher processing.

2.1.2.4 Customer Support: (Sub Tasks of PWS 2.1.2)

· Provide assistance to employees and dependents regarding Educational Travel procedures, entitlements, documentation requirements, and status updates.

· Maintain a customer service log recording all traveler inquiries, issues, and resolutions IAW established customer service standards and DoDEA guidance.

2.1.2.5 System Issue Resolution: (Sub Tasks of PWS 2.1.2)

· Identify and resolve DTS-related processing issues such as routing errors, document mismatches, or funding line problems within the contractor’s span of control.

· Escalate unresolved technical issues to the designated Government travel administrator or DTS site lead.

· Document all issue resolution steps in the transaction file IAW established DTS and DoDEA procedures.

2.1.2.6 Records, Reporting, and Metrics: (Sub Tasks of PWS 2.1.2)

· Maintain 100% documentation completeness for both authorization and voucher phases IAW DoD audit readiness standards.

· Track each Educational Travel transaction by DTS document number and Line of Accounting (LOA), capturing key processing milestones and elapsed times for each phase.

· Produce monthly audit-ready reports summarizing transaction volumes, processing completion rates, average cradle-to-grave processing time (target: approximately 2–4 hours per complete transaction), and exceptions or delays.

· Retain all supporting records IAW DoDEA and DoD records retention and audit requirements.

2.1.3 Permanent Change of Station (PCS) Processing (Task #3)

The objective of this requirement is to obtain contractor support to manage DoDEA’s Permanent Change of Station (PCS) program by providing qualified personnel and technical expertise to process all PCS travel authorizations, vouchers, and related documentation in the Defense Travel System (DTS). The contractor shall ensure accurate, timely, and compliant processing in accordance with the Joint Travel Regulations (JTR), DoDEA travel policy, and established Government procedures. Contractor performance shall include eligibility verification, authorization creation, voucher processing, system issue resolution, customer support, and maintenance of a complete, auditable record for each PCS transaction, supporting DoDEA’s mission while maintaining fiscal integrity and audit readiness.

· Process approximately 5,000 Permanent Change of Station (PCS) travel authorizations and vouchers annually in the Defense Travel System (DTS), encompassing the full cradle-to-grave process from initial authorization creation through final voucher payment.

· Each EDT transaction (authorization and voucher combined) requires an estimated 4-6 hours per transaction.

· All work shall be performed in accordance with (IAW) applicable policies and regulations, including the Joint Travel Regulations (JTR), DoDEA travel policy, and established Government procedures.

· Provide a complete, auditable record shall be maintained for each transaction within DTS (or in a mirrored repository, as required).

2.1.3.1 Eligibility and Documentation Controls: (Sub Tasks of PWS 2.1.3)

· Verify employee eligibility for PCS entitlements IAW the Joint Travel Regulations (JTR) and DoDEA policy, including review of PCS orders, dependents, and authorized allowances.

· Ensure all required documentation such as PCS orders, amendments, dependent verification, and Household Goods (HHG) authorizations is attached to the DTS record prior to routing.

· Record eligibility determinations and document checklist outcomes in a transaction log to ensure audit traceability.

2.1.3.2 Authorization Creation and Routing: (Sub Tasks of PWS 2.1.3)

· Create and initiate DTS authorizations identifying “Permanent Change of Station (PCS)” as the travel purpose.

· Include correct funding lines, entitlements, and applicable remarks in accordance with DoDEA travel procedures and JTR guidance.

· Attach all required supporting documentation and route authorizations through the appropriate approving officials and funds certifiers for review and approval.

· Retain all DTS routing and approval history as part of the permanent audit record.

2.1.3.3 Voucher Submission and Processing: (Sub Tasks of PWS 2.1.3)

· Support travelers in submitting PCS vouchers following completion of travel, which may occur months after authorization approval.

· Review vouchers for completeness, ensuring all receipts, itineraries, and proof of travel are attached prior to routing for payment.

· Validate that each voucher aligns with the approved authorization and funding lines IAW applicable policies and regulations.

· Notify the Government of any discrepancies or issues preventing voucher processing.

2.1.3.4 Financial Oversight and Reconciliation: (Sub Tasks of PWS 2.1.3)

· Review weekly PCS transaction reports and conduct pre-validation of funding lines to ensure accuracy prior to processing.

· Monitor Syncada lines and manages the PCS-related SF1081 suspense account, documenting all adjustments and reconciliations.

· Research and document overweight Household Goods (HHG) shipments, identifying discrepancies or unallowable costs.

· Prepare and submit debt packages for HHG excess weight to the Government for DFAS submission within 30 days of excess weight determination.

· Support special PCS-related projects as assigned by the Government, providing analytical, administrative, or reporting assistance as needed.

2.1.3.5 Customer Service Support (Sub Tasks of PWS 2.1.3)

· Provide assistance to employees regarding PCS travel procedures, entitlements, documentation requirements, and voucher submission.

· Maintain a customer service log documenting all traveler inquiries, issues, and resolutions in accordance with DoDEA customer service standards.

2.1.3.6 System Issue Resolution: (Sub Tasks of PWS 2.1.3)

· Identify and resolve DTS-related processing issues such as routing errors, document mismatches, or funding discrepancies within the contractor’s span of control.

· Escalate unresolved technical issues to the designated Government DTS site administrator or travel program manager.

· Document all resolution steps in accordance with established DTS and DoDEA procedures.

2.1.3.7 Records, Reporting, and Metrics: (Subtasks of PWS 2.1.3)

· Maintain 100% documentation completeness for both authorization and voucher phases IAW DoD audit readiness standards.

· Track each PCS transaction by DTS document number and Line of Accounting (LOA), capturing key processing milestones, elapsed times, and exception reasons.

· Produce weekly written status reports to the Contracting Officer’s Representative (COR) detailing processing progress, challenges, and resolutions.

· Participate in regular meetings with the COR, either telephonically or in person, to provide updates, discuss issues, and coordinate workload priorities.

· Produce monthly audit-ready reports summarizing transaction volumes, completion rates, average cradle-to-grave processing time (target: approximately 4–6 hours per complete transaction), and exceptions or delays.

· Retain all supporting documentation IAW DoDEA and DoD records management and audit requirements.

2.1.4 Support Functions Related to DFAS (Task # 4)

The objective of this requirement is to obtain contractor support in coordinating with the Defense Finance and Accounting Service (DFAS) on all matters related to travel payments, disbursements, and financial reconciliation to ensure accurate, timely, and audit compliant processing of DoDEA travel transactions. At a minimum, the contractor shall:

· Coordinate with DFAS all issues related to travel payments, disbursements, and accounting to ensure timely and accurate financial execution.

· Research and resolve rejected , delayed , or incomplete payment transactions in coordination with DFAS and the Government travel office.

· Assist with submission of required documentation to DFAS to support financial processing, adjustments, and audit verification.

· Support reconciliation of financial data between DoDEA and DFAS systems to ensure data accuracy, completeness, and compliance with DoD financial management policies.

2.1.5 Dormant Account Review – Quarterly (DAR-Q) (Task # 5)

The objective of this requirement is to obtain contractor support in quarterly Dormant Account Reviews (DAR-Q) to identify, research, and resolve aged or inactive travel transactions within the DTS and related finical systems. At minimum the contractor shall:

· Conduct quarterly Dormant Account Reviews (DAR-Q) of approximately 3,000 or more travel records related to Renewal Agreement Travel (RAT), Educational Travel (EDT), and Permanent Change of Station (PCS) within the Defense Travel System (DTS) and associated financial systems.

· Identify, research, and resolve aged or inactive travel transactions to ensure financial accuracy and audit readiness, performing all reviews IAW the Joint Travel Regulations (JTR), DoD 7000.14-R Financial Management Regulation (FMR), DoDEA travel policy, and established Government procedures.

2.1.5.1 Scope and Data Identification (Sub Tasks of PWS 2.1.5)

· Extract quarterly transaction data from DTS and related financial systems (e.g., Defense Agencies Initiative (DAI)) covering RAT, EDT, and PCS transactions.

· Identify transactions with no financial activity, updates, or voucher settlements within 120 days or longer.

· Categorize dormant transactions by travel type, Line of Accounting (LOA), age, and responsible office or region.

2.1.5.2 Validation and Research (Sub Tasks of PWS 2.1.5)

· Review supporting documentation and DTS history to determine causes of dormancy (e.g., pending voucher, rejected document, unliquidated obligation, or traveler inaction).

· Validate funding lines, commitments, and obligations for accuracy.

· Coordinate with the Government travel program manager or COR to confirm disposition (retain, correct, or close).

· Document findings and recommendations IAW DoD FMR Volume 4, Chapter 19, and DoDEA audit standards.

2.1.5.3 Corrective Actions: (Sub Tasks of PWS 2.1.5)

· Recommend and execute corrective actions such as closing stale authorizations, releasing unused obligations, or correcting funding errors.

· Prepare and maintain supporting documentation for each corrective action.

· Track all corrective actions through resolution and ensure documentation is included in the quarterly audit file.

2.1.5.4 Reporting and Deliverables: (Sub Tasks of PWS 2.1.5)

· Maintain an audit trail for each review cycle, including listings, analyses, correspondence, and corrective action records.

· Prepare and submit a Quarterly Dormant Account Review Report (DAR-Q Report) summarizing:

· Total travel records reviewed;

· Dormant transactions by type (RAT, EDT, PCS) and age;

· Root causes and corrective actions implemented;

· Outstanding items pending Government action.

· Submit the DAR-Q Report to the COR within 15 business days after each fiscal quarter.

· Provide weekly written status updates during each active review cycle detailing progress, challenges, and anticipated completion.

2.1.5.5 Meetings and Coordination:

· Participate in quarterly meetings with the COR and DoDEA travel program staff to review DAR-Q findings, process improvements, and systemic issues.

· Collaborate with Government personnel to align DAR-Q outcomes with ongoing reconciliation and audit initiatives.

2.1.5.6 Records, Metrics, and Retention:

· Maintain 100% documentation completeness for all transactions reviewed IAW DoD audit readiness standards.

· Track and report performance metrics including records reviewed, dormant transactions identified, corrective actions completed, and resolution rates.

· Retain all supporting documentation, working papers, and reports IAW DoDEA and DoD records retention and audit requirements.

Performance Standards and Acceptable Quality Levels for Objective 1:

1. The following applies to all objectives and tasks

a. All tasks completed in accordance with 2.1.1- 2.1.5 and its subparts by the required completion date.

b. AQL - 100 % of tasks completed by required completion data in accordance with applicable policies and procedures. Deliverables will be provided in accordance with task requirements.

2.2 Phase In and Phase Out Support (Objective #2)

The objective of this requirement is the contractor shall ensure a smooth and effective transition of all contract responsibilities, personnel, systems, and documentation during both the commencement (Phase In) and conclusion (Phase Out) of contract performance. The contractor shall maintain full continuity of operations, minimize risk to ongoing services, and ensure the orderly transfer of all required information, data, and resources without disruption to DoDEA operations.

The following listed tasks help the contractor understand the requirements to meet the objective but are not exhaustive. The contractor must develop a complete solution using a performance-based approach:

Supporting Tasks for Requirements (Objective #2):

2.2.1 Phase In Planning (Task # 1)

· The Contractor shall develop and submit a Phase-In Plan to the Contracting Officer’s Representative (COR) within five (5) business days after contract award. The plan shall identify key transition milestones, responsible personnel, dependencies, and risk mitigation strategies to ensure a smooth assumption of duties.

· The plan shall be finalized within ten (10) business days following Government feedback.

· The Contractor shall ensure appropriate onboarding and cross-training with the outgoing Contractor to achieve full operational capability within the agreed transition timeline.

· Coordinate with the outgoing Contractor and Government staff to obtain all necessary technical, operational, and administrative information required to continue services without interruption. Verify data completeness, accuracy, and security throughout the transfer process.

· Ensure that all Contractor personnel obtain required system access, accounts, credentials, and facility permissions in coordination with the Government. Establish functional system connectivity, data repositories, and document storage to support operational readiness.

· Validate that all required workflows, travel processes, and reporting functions are fully operational prior to assumption of full contract responsibilities. Submit a Phase-In Status Report to the COR summarizing readiness progress, issues encountered, and mitigation actions.

2.2 Phase-Out Planning (Task #2)

· The Contractor shall prepare and submit a draft Phase-Out (Transition-Out) Plan to the COR within five (5) business days of receiving official notice of transition.

· The plan shall outline all transition activities, responsible personnel, milestones, data transfer processes, and risk mitigation measures.

· The plan shall be finalized within ten (10) business days following Government review.

· Contractor personnel shall gradually transition out as the incoming Contractor assumes responsibilities to ensure uninterrupted support.

· Review all current operational activities to identify critical functions, key dependencies, and areas requiring special coordination during the transition period. Provide recommendations to the COR to prevent disruption of services.

· Transfer all historical, operational, and administrative data to the incoming Contractor or Government-designated repository, ensuring accuracy, completeness, and traceability. Deliver all business, technical, and process documentation, including configuration files, workflow descriptions, and standard operating procedures.

· Coordinate with the Government to disposition or transfer Contractor-purchased but Government-owned assets, such as facilities, equipment, furniture, phone lines, and computer equipment. Provide an updated inventory and status report upon completion.

· Return all Government-Furnished Equipment (GFE) and Government-Furnished Information (GFI) IAW DoDEA and DoD property management regulations. Assist the Government with final GFE inventory reconciliation and certification.

· Complete all required out-processing actions, including the return of Government keys, identification badges, system credentials, and security access cards. Ensure all Contractor system access is deactivated upon contract completion.

· Provide the Government with copies of all existing policies, procedures, performance metrics, and statistical reports supporting the continuity of operations. Submit a Final Transition-Out Completion Report summarizing transition activities, issues resolved, and confirmation of deliverable transfers.

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

3.1 Place of Performance. The place of performance for all tasks will be performed at the contractor’s facility.

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 eleven (11) Federal holidays include New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, 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 2.101 and 7.503, 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 work 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 Video Teleconferencing Software (VTC). All work shall be performed during the hours as coordinated with the Government Representative.

3.5 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 the 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 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 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.

3.6 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.

3.7 Contractor Personnel

The contractor shall provide qualified personnel to perform all required travel processing and program management functions, including review, submission, and oversight of travel authorizations and vouchers. Historically, the DoDEA Travel Program has been supported by 16 full time equivalents (FTEs) to manage and execute travel related functions. Contractor personnel shall at minimum:

3.7.1 Program Manager

· Serve as the primary contractor point of contact, overseeing daily program operations

· Ensure compliance with government travel requirements, policies, and procedures

· Manage escalated issues, coordinate with DoDEA stakeholders, and monitor overall program performance

· Demonstrate expertise in government travel regulations and procedures, including JTR/FTR rules, centrally billed accounts, and federal accounting processes

· Demonstrate experience and knowledge of Defense Travel System (DTS)

· Recommend and implement process improvements to improve operational efficiency, accuracy, and service quality

3.7.2 Travel Processors

· Provide full-time personnel to deliver travel processing support for DoDEA’s official travel program

· Process travel authorizations and vouchers accurately and in a timely manner

· Respond to travel-related inquiries and provide guidance via electronic systems, email, and other communication platforms

· Demonstrate expertise in government travel regulations and procedures, including JTR/FTR rules, centrally billed accounts, and federal accounting processes

· Demonstrate experience and knowledge of Defense Travel System (DTS)

· Identify and propose solutions or process improvements that enhance program efficiency, accuracy, and compliance.

3.8 Removal of Contractor Personnel. 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 DoDEA Information System Access. For contractor personnel needing sustained access to DoDEA information system and possession of a Common Access Card (CAC) will be required.

3.9.1 Anti-Terrorism (AT) Level I Training. All contractor employees, to include subcontractor employees, requiring access to government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and 2014L-9 Page 4 of 11 subcontractor employee, to the Contracting Officer’s Representative (COR) or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel.

3.9.2 AT Awareness Training for US based contractor personnel traveling overseas. This standard language text required US based contractor employees and associated sub-contractor employees to make available and to receive government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13. Specific AOR training content is directed by the combatant commander with the unit Anti-Terrorism Officer (ATO) being the local point of contact.

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.

4.0 Government-Furnished Resources. The Government shall provide a 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.

4.1 Government Furnished Property (GFP). The contractor shall manage all GFP in accordance with FAR 52.245-1, Government Property. The contractor is responsible for proper receipt, use, maintenance, safeguarding, record keeping, and return of all GFP provided under this contract.

· 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. The contractor shall coordinate with the COR for the quantities needed within 10 calendar days after contract award.

· GFP Module. The contractor shall use the GFP Module of PIEE to accept, update, and turn- in items listed in the GFP attachment within 5 business 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. The contractor shall provide for all costs related to making the property available for use, such as, electricity, internet connectivity, monitors, keyboards, 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 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. The 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. The contractor shall contact COR within 24 hours after GFP is identified as being lost. The Government may request compensation at fair market value.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104

· Contractor employees change procedures. Once an FTE no longer works on this contract, the laptop must be turned into 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.

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104

5.0 Contract Deliverables.

5.1 Kick Off/Post Award Conference. The contractor shall attend any post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post award orientation. This meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management and security issues. The Post Award Conference aids both the Government and contractor in achieving a clear and mutual understanding of all requirements and identify and resolve any potential issues. The contractor will be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The contractor must provide a written summary of the Post-Award Conference. This conference may be virtual or on-site at the contractor’s location.

5.2 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 and/or video teleconferencing software.

5.3 Annual Formal Briefing. The contractor shall provide a formal briefing to senior leadership at DoDEA HQ. The briefing shall consist of a slide presentation (approximately 30 minutes long) and accompanying handouts (as required) and a question-and-answer period (30-90 minutes long).

· The contractor shall provide a draft slide presentation annually and accompanying handouts to the Contracting Officer's Representative (COR).

· The contractor shall provide a final presentation based on written feedback from the COR at the end of each contract period.

5.4 Program Management Plan (PMP). The contractor shall develop and maintain a PMP that describes the management and oversight of travel support services. At minimum, the PM shall include

· Staffing and resource management to support all travel operations.

· Performance metrics and reporting procedures to ensure timeliness, accuracy, and regulatory compliance.

· Communication and reporting plan with Government stakeholders.

· Mitigation Strategies.

TECHNICAL EXHIBIT 1 DELIVERABLES SCHEDULE

Due to the nature of the work performed under this contract, the contractor shall be responsible for submitting various deliverables as listed but not limited to the table below.

Deliverable

FORMAT

Reference

Frequency

KICK-OFF MEETING

REPORTS

Tele- conference through VTC software

N/A

5.1

COR

Five (5) business days after award

DRAFT PLAN FOR

TRANSITION

6.0 Applicable Documents

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

8.0 Performance Requirement Summary (PRS).

PWS 5.2

Weekly Status Reports Tasks will be completed in accordance with

5.2 by the required completion date.

inspection by the COR

PWS 5.3

Annual Briefings Tasks will be completed in accordance with

5.3 by the required completion date.

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

100% inspection by the COR

PWS 2, Travel Support Services - Process RAT and EDT, DTS Centrally Billed Account Reconciliation, Permanent Change of Station (PCS) DFAS Related Support Functions, Customer Maintenance, Dormant Account Review – Quarterly.

Expert Knowledge PS1 - All tasks completed in accordance with 2.1.1 – 2.1.5 and its subparts by required completion date.

PS2 - Deliverables will be provided in accordance with task requirements.

9. 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.

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