Section J_Attachment A - SOW - OPR Operations Support IDIQ (Final).docx

STATEMENT OF WORK

Section C- Description/Specifications/ Statement of Work

C.1 PURPOSE

The purpose of this contract is to provide the Department of State with contractor personnel necessary to support the Bureau of Administration, Office of Operations (A/OPR). The Contractor shall provide personnel to assist the Office of Operations in delivering domestic support in areas such as industry design and energy policy for best greening practices, construction, commissioning, space management, administration, logistics, finance, information technology, and project management.

C.2 BACKGROUND

The Bureau of Administration’s (A) mission is to provide world-class administrative services in support of America’s global foreign affairs. With customers and partners domestically, at every diplomatic post, and in every agency represented overseas, A Bureau provides leadership in management operations within the Department of State (DOS) and inter-agency arenas.

Within A Bureau, the Office of Operations (OPR) manages a broad scope of diverse critical services to customers worldwide. These services are provided by the following seven offices which fall under the Office of Operations:

· The Office of Allowances (ALS) supports not just the Department, but all U.S. government civilians in foreign locations by determining and updating allowance rates and guidance. Post allowance (COLA) and post differential, as well as education, evacuation, transfer, and representation allowances, all fall within the purview of ALS.

· The Office of Commissary and Recreation Staff (CR) provides assistance and oversight to embassy employee associations at embassies and consulates abroad. Employee associations provide activities such as retail activities, food service, recreation facilities, childcare programs, personal services, and lodging for our colleagues assigned abroad.

· The Office of Overseas Schools (OS) coordinates and administers the Department’s Overseas Schools Assistance Program. OS provides educational assistance grants, and a wide variety of consulting and in-kind services, as well as other means to over 190 Department-assisted schools that currently serve over 138,000 children worldwide.

· The Office of Language Services (LS) supports the Department's mission by providing diplomatic interpreting (spoken word) and translations (written word) in over 70 languages. LS interpreters support the President, Vice President, Secretary of State, and other senior officials both in Washington and abroad. LS translators support these officials and all State Department Bureaus; they also provide translations to US overseas posts of human rights reports and other annual Department publications.

· The Office of Facilities Management (FMS) has the critical responsibility to provide safe, comfortable, and sustainable work environments in domestic facilities to support the Department of State’s mission. Included is not just the Harry S Truman Building and the annexes in the Washington metropolitan area, but also other Department facilities throughout the United States. This responsibility includes all aspects of safety and facilities management such as fire and life safety, electrical systems, heating and air conditioning systems, energy management, environmental compliance, plumbing systems, elevators, janitorial services, recycling, and grounds maintenance.

· The Office of General Services Management (GSM) provides a wide array of professional and support services to the Department. These services include, but are not limited to, administering the Department's conference and major event centers; the Diplomatic Reception Rooms; the Art Bank Program; photographic coverage of events and official portraits; the parking program; audiovisual services including simultaneous interpretation support; public fine arts tours of the Diplomatic Reception Rooms; labor and locksmith services; domestic fleet management services (including motor pool); video production; classified waste disposal; the Employee Services Center; elevator operators; and receptionist/guest services.

· The Office of Real Property Management (RPM) provides a complete range of domestic real estate, design, and construction services to the Department. These services include space acquisition, leasing, space planning, interior design, major renovation and construction project management, and design and construction of all Department-occupied spaces in the Washington, D.C. area (approximately 70 locations) as well as an additional 80 locations nationwide.

Supplemental support services are being sought by the Office of Operations to assist with these efforts. The Contractor shall provide technically qualified personnel on an as needed basis for planned and emerging work.

C.3 USER ORGANIZATION

Within Department of State’s Bureau of Administration, the Office of Operations will provide technical oversight and monitor the services provided under this contract. A/OPR is located at U.S. Department of State, HST-2334, 2201 C Street NW, Washington, DC 20520.

C.4 OPERATIONAL CONCEPT

This will be an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Time-and-Materials (T&M) or Labor-Hour (LH) task orders. The IDIQ will incorporate fully burdened labor rates inclusive of all wages, overhead, general and administrative expenses, and profit for each category of labor related to providing services under this Statement of Work.

The Contractor’s organization shall be comprised of professional personnel knowledgeable in operations support services.

Contractor program personnel shall be able to perform multi-disciplined Office of Operations related functions, such as: Real Property Management Support; Design and Engineering Support; Project Coordination; Construction Management Support; Onsite Building Management Specialists; Financial Management Assistance; Technical and Administrative Support. The overall support effort shall encompass design reviews, construction, maintenance, and facilities management for approximately 70 locations in the Washington, D.C. area as well as an additional 80 locations nationwide. A full and complete range of expertise in performing operations support services is required. Program management and continuous interface and coordination with OPR is essential.

Government personnel shall provide guidance on current DOS and A/OPR broad-based policies, guidelines, and standards. These policies, guidelines, and standards shall be adhered to by Contractor personnel in performance of the contract/task order.

Contractor personnel supporting OPR will, through the Contracting Officer’s Representative (COR) or OPR management (Office Directors, Division Chiefs, and Branch Chiefs), be assigned individual projects based on volume, complexity, and distribution of workload. Projects may require extensive coordination across program and organizational lines within the Department, and with other agencies, such as GSA.

C.5 GENERAL REQUIREMENTS

C.5.1 Right of First Refusal All qualified employees under the incumbent contracts and task orders shall be given the opportunity of a “Right of First Refusal”.

C.5.2 Period of Performance The IDIQ shall be for a base year and four, one (1) year options.

C.5.3 Place of Performance All work activities are expected to be completed on site at State Department facilities. The exact location will be identified in each individual task order and may be subject to change depending on the situation.

Contractor employees shall only be authorized to work remotely under special conditions as stipulated in the task order and approved by the Contracting Officer Representative (COR).

C.5.4 Pricing The firm fixed price, fully burdened labor rates submitted as part of the contractor’s price proposal will be incorporated into the contract and set for the life of the contract. The task order labor rates shall not exceed the contract ceiling rates. The Contractor may offer additional discounts on price quotes for any task order proposal request (TOPR). Funding will be obligated at the task order level. The IDIQ will initially be funded to meet the total minimum dollar value specified in the contract. The funds will remain on the IDIQ contract until the task order(s) awarded against the contract meet the total minimum value.

C.6.5 TOPR Declination If a prime Contractor is unable or otherwise cannot perform a requirement, a DECLINATION must be made to the TORP. ALL DECLINATIONS shall include a brief statement as to why the Contractor has elected to forego the opportunity. The DECLINATION may be a simple e-mail message addressed to the CO and COR.

C.6 SPECIFIC REQUIREMENTS

C.6.1 Operational Office of Operations support staff shall provide expertise in multiple disciplines. Labor categories include, but are not limited to, the following:

· Project Advisor (Level I and II)

· Senior Project Scheduler

· Strategic Planner

· Space Management Coordinator

· Senior Project Manager

· Project Support Specialist (Level I and II)

· Realty Specialist

· Interior Designer/Furniture Specialist (Level I, II, III, and IV)

· Space Planner/Designer – AutoCAD/IWMS (Level I and II)

· IT Specialist

· Lean/Agile Project Manager

· Architect/General Engineer

· Construction Project Manager (Level I, II, and III)

· SME – Policy & Procedures (FAM/FAH)

· SME - Allowances and Differential Policy

· Management Analyst

· Program Analyst

· Administrative Specialist (Level I, II, and III)

· Administrative Manager

· Building Management Specialist (Level I and II)

· Industrial Hygiene and Safety Specialist

· Environmental Specialist

· Inspector (Level I and II)

· Loading Dock Assistant

· Loading Dock Manager

Personnel descriptions and qualifications for the above labor categories are found in Appendix A. The Contractor is required to provide resumes for Government review and acceptance, clearly showing that contractor personnel meet the stated qualifications in the contract, prior to their performance. Resumes shall be included in the task order proposal.

The Government reserves the right to add additional professional and administrative positions as required to meet the needs of the Department of State. For new positions that may be created during the life of this contract or when changes occur, a new labor category shall be created and labor rates negotiated. The labor rates proposed will be firm fixed price, fully burdened rates. Positions and labor rates shall be added to the IDIQ via a supplemental modification.

The Contractor shall provide all the operations support services at various Department of State (DOS) facilities in the National Capital Region and other DOS locations nationwide, as stipulated in the individual task orders. Performance locations will be identified at the task order level.

C.6.1.2 Facilities Clearance A Facilities Clearance at the Top-Secret level is required of the Prime Contractor at the time of proposal submission.

In accordance with DOS policies, the Contractor shall ensure that their personnel who will either require a Secret or Top-Secret security clearance, have the required clearance prior to contract performance.

C.6.1.3 Personnel Licensing and Certification It is the Contractor’s responsibility to monitor licensing and certification requirements of its personnel. The Contractor shall immediately remove and replace any individual who for any reason does not have the required licenses or permits. For several labor categories, a Project Management Professional (PMP) certification is required at the start date or must be obtained within 12 months of hiring (e.g., Project Advisor, Senior Project Scheduler, Strategic Planner, Space Management Coordinator, Senior Project Manager, Realty Specialist, Architect/General Engineer and others).

Contractor employees, who are expected to travel to job sites, may request to use a government owned vehicle. The Contractor (company) must provide a valid driver’s license and proof of insurance, in advance, for that individual.

C.6.1.4 Key Personnel Key personnel will be identified at the task order level. All requirements will be competed, and task orders will be awarded based on best value to the Government and will be either a Lowest Price Technically Acceptable process or a Tradeoff process, with the specific criteria detailed in the TOPR with the proposed key personnel’s qualifications and expertise, as well as price, being the determining factors for award.

C.6.1.5 Travel All travel will be pre-approved with a request from the Government Manager to the Contractor and then to the COR for final approval. Funds must be available before travel commences and obligated on the task order. All travel will be in accordance with the Federal Travel Regulation. The contractor will be responsible for making all arrangements associated with travel such as airline reservations, lodging, etc., at no expense to the Government. Travel is a direct reimbursable.

All travel arrangements must be approved in advance, in writing, by the COR.

C.6.1.6 Training The Contractor is responsible for providing fully trained personnel in performance of this contract. The Government will not be charged or responsible for any non-State specific training unless agreed to and approved by the CO, COR, and Program office.

C.6.1.7 Standard Work Hours The Contractor shall support core work hours of 8:15 am – 5:00 pm, Monday – Friday. Occasionally high visibility projects or work surges may require additional work hours. When these projects are identified, the COR will provide guidance on how the contractor is expected to work. Full-time support, per contractor, for a one-year period, should be estimated at 1,920 hours. Number of labor hours required will be determined at the task order level.

C.6.1.8 Telework/Alternate Work Schedule (AWS) Telework agreements will be handled on a case-by-case basis at the task order level. Telework is an alternate work arrangement that gives contractor employees the opportunity to conduct all or some of their work away from the primary workplace; it has no effect on the hours a contracted employee works. The location of telework is normally the contractor employee’s primary residence; work from any other place must be approved by the COR before teleworking.

A contractor employee’s participation in an alternate work schedule (AWS), flex hours, flextime, credit hours, or telework is voluntary and subject to COR approval.

A COR may cancel or adjust the telework arrangement by providing written notice to the contractor. This decision is not subject to dispute, nor does it give rise to a claim under the contract.

The initial eligibility criteria are the same as that for Federal Employees and are listed in 3 FAM 2362.2. At any time, with prior notification, a contractor employee’s AWS can be terminated or modified for operational considerations related to workload demands.

All contractor employees that engage in telework must complete the U.S. Department of State Telework Agreement, DS-4230.

C.6.2 Government Furnished Property/Information The Government will furnish workspace and other appropriate furnishings, computer hardware and software, telephones and other material appropriate to the performance of tasks while at the Government worksite. All Contractors are responsible for providing their own equipment to be used during telework/working remotely at no cost to the Government. All computer resources in use on-site at the U.S. Government facility will be Government furnished.

Any Government furnished materials, data, or property shall remain the property of the Government and will be returned upon completion of the support services. Government furnished equipment shall be tracked through applicable procedures that will be provided by the Contracting Officer in accordance with the Federal Acquisition Regulation (FAR).

C.6.3 Security All personnel performing under this contract shall be U.S. Citizens with a security clearance at the SECRET or TOP SECRET level. The required position clearance level will be identified at the task order level.

(a) A facility security clearance at TOP SECRET level is required of the prime contractor for performance on this contract in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification. A TOP SECRET facility security clearance is required and to be issued by the Defense Counterintelligence and Security Agency (DCSA) prior to contract performance.

(b) Since it will be necessary for some Contractor personnel to have access to classified material and/or to enter into areas requiring a security clearance, each Contractor employee requiring such access must have an individual security clearance commensurate with the required access prior to performance. Individuals must maintain their personal security clearance for the duration of employment under this award.

(c) The Contractor shall obtain a Department of State building pass for all employees performing under this award who require frequent and continuing access to Department of State facilities in accordance with DOSAR 652.204-70 Department of State Personal Identification Card Issuance Procedures.

(d) Performance of this contract shall be in accordance with the attached DD Form 254, Department of Defense Contract Security Classification Specification and FAR 52.204-2 "SECURITY REQUIREMENTS."

(e) Classified material received or generated in the performance of this award shall be safeguarded and disposed of in accordance with the National Industrial Security Program Operating Manual (NISPOM) (32 CFR Section 117).

(f) Department of State personnel will provide assistance in obtaining Annex and workplace access during the period of contract support. Contractors must return all access control documentation and building badges to the DoS COR at the completion of contract services.

C.6.4 Payments and Invoices Invoice shall be uploaded to the Invoice Processing Platform at http://www.ipp.gov. Invoices shall be submitted monthly, no later than the 15th day of the month for actual hours worked and ODC costs incurred the preceding month. Invoices shall include documents substantiating actual hours and ODC charges, such as timesheets, receipts, etc. ODC charges shall be supported with receipts or a quote from a third-party provider.

C.7 ACCEPTANCE CRITERIA/PERFORMANCE STANDARDS

The Contractor shall ensure all work is completed in accordance with U.S. Government and DOS standards, policy, procedures, and guidelines, as provided. All products and services created during the performance of the contract/task order belong solely to the U.S. Government. Each Order will contain more specific acceptance criteria and performance standards.

C.7.1 Filling Positions/Vacancies The Contractor shall provide qualified, experienced, and skilled employees for each position/labor category issued under the task order(s). The Contractor shall begin to fill any position(s) within thirty (30) days after acceptance of the task order and/or a vacancy occurs, by providing qualified resumes. If the contractor is unable to fill a position(s), they shall provide a written statement to the CO and COR giving the reason(s) for not fulfilling the requirement. The Government upon receipt of written statement by contractor detailing its inability to fill the position, reserves the right to unilaterally offer the other IDIQ contract holder(s) an opportunity to staff the unfilled position(s).

The task order will be awarded based on best value to the Government and will be either a Lowest Price Technically Acceptable process or a Tradeoff process, with the specific criteria detailed in the TOPR. If the tradeoff process is utilized, past performance on earlier task orders under the current contract — including quality, timeliness, and/or cost control — may be included as a weighted evaluation factor in the TOPR.

C.7.2 Rules of Conduct Personnel from the Contractor working on the property shall comply with all rules and policies of the Government. The Contractor shall be aware of all DOS rules and regulations governing personal conduct and behavior in country while on active assignment to this Contract, and ensure all Contractor and sub-Contractor personnel are instructed of these prohibitions and guidance. The Contractor shall establish policies that ensure its employees adhere to all Rules of Conduct. At a minimum, the Contractor’s Rules of Conduct shall prohibit the following:

· Unreasonable delays or failures to carry out assigned tasks;

· Failure to cooperate in upholding the operations and maintenance program integrity at the work site, resulting in actions that adversely impact U.S. Government Operations;

· Not following established safety protocols on assigned work;

· Fighting or instigating fighting among colleagues;

· Conducting personal business while on duty;

· Unauthorized personal use of telephones, office equipment, motor vehicles, or other U.S. Government -owned property or equipment;

· Falsification, concealment, removal, mutilation, destruction or unauthorized use of U.S. Government documents, records, publications or property;

· Eating or drinking beverages in unauthorized areas;

· Failure to report conditions that may impact the safety of the site occupants or result in damage to the property;

· Failure to report conditions that may impact the safety or operation of the compound;

· Smoking in buildings or other unauthorized areas;

· Possession of illegal weapons or firearms;

· Unauthorized possession or use of alcoholic beverages;

· Unauthorized possession or use of controlled substances;

· Selling, consuming, or being under the influence of non-prescribed, regulated drugs or performance impairing substances;

· The theft or concealment of any item with the intent to steal;

· Committing acts of vandalism;

· Conduct considered by the U.S. Government to be immoral, offensive, disorderly, criminal, or any other actions that may be construed as detrimental to the safety and well-being of the site and its occupants. On-site Contractor employees that are not in compliance with these regulations are subject to immediate and permanent removal from the site, and possible prosecution. They also may be banned from working on other DOS contracts. The U.S. Government reserves the right to modify or adjust these regulations in response to management or other considerations.

Should the CO direct the removal of a Contractor employee due to misconduct, unsuitability, or unsatisfactory performance of the employee, to include loss of a security clearance, the Contractor shall be required to take full responsibility and bear all expenses connected with removing and promptly replacing the employee.

C.7.3 Kick-Off Meeting The Contractor shall attend a Kick-Off Meeting with the Contracting Officer, Program Manager, and the COR no later than five (5) business days after the IDIQ contracts have been issued. The purpose of the Kick-Off Meeting is to discuss technical and contracting objectives of the IDIQs. The meeting can be accomplished by physical meeting, telephonic, video teleconferencing, or other means available.

Each task order issued shall have a short meeting with appropriate personnel to discuss the requirements of the SOW.

C.7.4 Reports/Notifications Any reports required shall be identified in each order. Types of reports may include periodic evaluation of services, monthly status reports, monthly invoice, GFP/GFE reports, etc. Should the Contractor be substandard in performance on the task order(s), the Government shall notify the Contractor, in writing, of all deficiencies. This notification shall include the identification of area(s) of concern and recommended solution to the problem(s). The Contractor has 3 business days to respond as to how they intend to solve the issues.

C.8 DELIVERABLES

C.8.1 Non-Disclosure Agreements The Contractor shall provide signed non-disclosure agreements (NDA) for each of the personnel assigned to this contract. The NDA shall be submitted to the CO and COR before any work is performed in accordance with this contract.

C.8.2 Quality Assurance Surveillance Plan The Government requires the Contractor to submit a Quality Assurance Surveillance Plan (QASP) that reflects adequate surveillance performance measures. The QASP provides a systematic method of evaluating the services the Contractor is required to perform in accordance with the SOW. The Contractor, and not OPR, is responsible for management and quality control actions to meet the terms of the contract unless specified otherwise. OPR’s role is to solicit input from Contractor; specify OPR’s measures of quality assurance; define Process Key Matrices; and audit defined elements of performance to ensure contract standards are achieved. Offerors shall submit a QASP as part of their proposal. The Contractor shall propose specific criteria by which contractor performance will be evaluated and the QASP, upon acceptance, will be incorporated into the IDIQ and task orders.

C.8.3 Monthly Status Report The Contractor shall provide a monthly status report to the COR no later than 15 calendar days after the end of each month. The report shall include the following information:

a. Contract Staffing Status - A listing of each billet authorized, name of the incumbent, delivery orders currently being charged and the percentage of billable time chargeable to each delivery order. In the case of vacant, but funded, billets, there shall be an explanation of what actions are being taken to fill the billet.

b. Contract Status – A brief summary containing the summary of accomplishments during the month, a description of any problems encountered, including corrective actions taken to resolve the problem(s).

c. Contract Financial Status - This section shall consist of a spreadsheet containing the following data:

The Government may request other deliverables under the task orders, even if such requirements are not specifically listed in the table below. Individual task orders will specify the deliverables, if applicable. If there are no specific deliverables referenced in the task order, the following deliverables will apply:

with proposal

* Injuries must be reported within 24 hours to the COR.

C.9 GOVERNMENT PROGRAM AND CONTRACT MANAGEMENT

C.9.1 Government Contract Management Responsibility for contracting activities rests solely with the Government Contracting Officer. No conversation, recommendations, or direction, whether given directly by, or implied by government personnel, that will affect the scope, schedule, or price of the contract/task order covered by this SOW, shall be acted upon by the Contractor unless specifically authorized by the Government Contracting Officer.

C.9.2 Government Program Management The Government will require a review of all contract personnel resumes prior to performance on the task order. Inherent to this contract is the Government’s reliance upon the Contractor to provide personnel having the qualifications specified in this SOW.

The Government will evaluate the Contractor’s performance under the task orders to ensure that the Contractor is performing in accordance with the terms and conditions and performance standards of the IDIQ contract and the individual task orders.