Section J Attachment A Statement of Work (SOW).pdf

SENSITIVE BUT UNCLASSIFIED

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

C.1 Scope of Services

The Department of State (DOS), Bureau of Consular Affairs (CA), Visa Services Directorate (VO), seeks a highly qualified Service-Disabled Veteran-Owned Small Business (SDVOSB) to provide comprehensive activities associated with support of general visa processing as well as other support activities as outlined below at VO Headquarters (HQ) in Washington, D.C, the National Visa Center in Portsmouth, NH, U.S. Mission to the United Nations (USUN) in New York, NY and the Kentucky

Consular Center in Williamsburg, KY. The contractor shall not be required to perform automated system development or technical (programming) maintenance activities.

A Top Secret FCL is required for full contract performance on this contract. The contractor shall conform to Government requirements to vigilantly safeguard Personally Identifiable Information

(PII) and prevent fraudulent activities in the production of a visa and in all other phases of the operations performed under this contract. The contractor shall strictly adhere to Privacy Act regulations and VO Internal Controls Guidelines during the performance of this contract.

C.1.1 Background

The Directorate of Visa Services (VO) has two fundamental missions: protecting national security by helping secure U.S. borders against threats, while at the same time facilitating legitimate travel and international exchange. VO provides policy and procedural guidance as well as adjudication support services to over 220 overseas posts. In carrying out its mission, VO interacts regularly with the White

House National Security Council (NSC), National Economic Council, Domestic Policy Council, the

Office of the U.S. Trade Representative, the intelligence and law enforcement communities, the

Departments of Homeland Security (DHS), Commerce, Labor, Interior, Defense, and Agriculture, and many other agencies, domestic and foreign. Within the Department of State, VO works with all regional and many functional bureaus on visa and international travel issues. VO also conducts significant outreach efforts to ensure that stakeholder groups and the general public are kept informed about the visa process.

The many domestic duties of the VO include: establishing visa policy in coordination with DHS;

adjudicating and issuing official non-immigrant visas (NIVs) to diplomats, foreign government officials, and employees of diplomatic missions and international organizations in the United States;

providing legal and procedural advice to consular officers; monitor quotas for certain immigrant visa

(IV) categories; managing two domestic visa-processing centers covered under a different support contract; responding to a variety of congressional, and public inquiries of a case-specific and general nature; and maintaining visa information on the official public-facing travel.state.gov website and internal websites.

C.1.2 Objective

The objective of this procurement is to engage a highly qualified contractor to provide high-quality visa operations support and limited visa processing activities as required in Washington, D.C. and in a few remote locations. The Government is seeking a contractor with substantial experience and proven management practices in providing employees for complex analytical work similar to the scope, size, and scale of this contract. The contractor must be able to handle changing priorities and workload while meeting schedules for routine work, and to identify and introduce process innovations and best practices. All of the work must be performed in accordance with the highest quality standards and to the satisfaction of VO management and customers.

C.1.3 Organization Chart

The contractor is required to supply on-site personnel at the VO primary location in SA-17, but may also be required to supply personnel to other DOS facilities or locations of our government partners.

The estimated labor hours for CLIN X001 is shown in the RFP at SECTION B-005 - COST/PRICE

SCHEDULE. This estimate may increase or decrease based on workload.

The positions required by this contract are organized to augment the Government staff and require increasingly advanced education, experience, and qualifications. The exact numbers of positions required for VO will vary by branch, but the seniority and structure of the positions as they relate to each other does not vary. The contractor shall move its personnel to support other VO branches with advanced notice from the Contracting Officer’s Representative (COR), as mission needs fluctuate.

The Government also reserves the right to reduce contract staff for any reason. Hours and Labor

Categories may also be added to this contract under the Additional Operational Support CLIN X004.

If the need arises, the Government will work with the contractor to adjust the labor hours required by this contract. However, the Government also reserves the right to handle any additional operational requirements through the use of other existing or new contract(s).

C.1.4 Applicable Documents

The contractor shall adhere to and implement the CA standards set forth in the publications and manuals listed in this section. The following publications contain CA policy and procedures:

• Foreign Affairs Manual (FAM) (as applicable)

• Foreign Affairs Handbook (FAH) (as applicable)

• Department of State Standards of Conduct by the Office of Inspector General

• All Standard Operating Procedures (SOPs) approved by DOS

• Consular Management Controls chapter of the Consular Management Handbook, 7 FAH 1

H-600

• Immigration and Nationality Act (INA)

• Code of Federal Regulations

• Instructional or explanatory telegrams sent to all diplomatic and consular posts (known as

“ALDAC cables”)

• Information and resources on the travel.state.gov website

• Information and resources on the CA Intranet site

• Freedom of Information Act and the Privacy Act

• Department of State Notices

The contractor will adhere to all current information on the CA Intranet Site, following the most current information for policies, procedures, and processes as available. Finally, the contractor shall document, implement, and monitor compliance with its own internal standards and policies

C.1.5 Inherently Governmental Functions

The contractor is responsible for all functions of visa processing support except those duties designated by DOS as inherently Governmental, such as adjudicating visas and making policy decisions, which must be performed by Government employees. The contractor is notified that it shall not perform inherently governmental functions during the performance of this contract. The

Office of Federal Procurement Policy (“OFPP”) published Policy Letter 11-01 regarding the

“Performance of Inherently Governmental and Critical Functions.” The contractor shall develop internal policy and provide regular guidance reflecting OFPP’s direction to its staff.

C.2 Labor Services (CLIN X001)

The work described in this section shall be billed as part of Labor CLIN X001. Sections C.2.1

Program Management and C.2.2 Training Support outline the needs by all offices, divisions, and teams within VO. Section C.2.3 The Visa Office outlines the needs specific to each offices, divisions, and teams within VO.

C.2.1 Program Management

The contractor will provide management support to ensure full oversight and management control over all contract staff. The following are requirements for program management support:

• The contractor shall take measures to advise on the management challenges of meeting performance requirements.

• The contractor shall take measures to ensure quality control over work products and processes within the scope of this contract.

• The contractor management shall provide staff to augment the operations of the Visa Office

(VO) at all levels.

• The contractor shall hire and manage its own technically proficient and capable staff throughout the life of the contract, plan appropriately for personnel turnover and ensure that replacements are identified, proposed and replaced in a timely manner (within 14 calendar days).

• The contractor shall resolve problems with minimal disruption to the activities being performed under the contract and ensure that regular feedback on performance can be provided to the Government on all areas of contract performance.

• The contractor management shall submit timely and accurate reports as specified.

• The contractor management shall ensure its employees provide timely, polite, and courteous customer service throughout VO.

• Any position on this contract may communicate with customers outside DOS and the management shall ensure its employees never represent themselves as State Department employees. VO customers include, but are not limited to: the public, visa applicants, Congress, other directorates of CA, other DOS bureaus, overseas U.S. embassies, diplomatic embassies and missions in the United States, and other Government agencies.

• The contractor management shall implement and document, as appropriate, internal controls to facilitate the detection of fraud and prevention of fraud and malfeasance (external and internal).

• The contractor shall comply with Government procedures for monitoring and preventing the unauthorized use of visa case information and the unauthorized performance of tasks outside of established procedures.

• The contractor management shall ensure a safe and productive work environment for the contract staff, taking reasonable precautions to prevent injuries, and shall report injuries immediately.

• The contractor management shall ensure adequate access control work locations and appropriate security requirements are met on this contract.

• In coordination with the contractor, the Government will exercise active oversight and monitoring of the work products and work assignments, providing technical direction whenever necessary. In addition, the contractor shall be held accountable for the integrity of its staff.

• The contractor shall bring to the COR’s immediate attention any indication that there may be a breach in internal controls procedures.

C.2.1.1 Transition Management

The contractor shall seamlessly transition this support contract in no less than 30 days after award, beginning from the contract kick-off meeting. The following are requirements for transition management:

• Whether phasing-in from an incumbent contractor or phasing-out to a new contractor, the contractor shall do so without interruption or compromise in service productivity, timeliness, or quality.

• The contractor shall provide an inbound contractor the list of incumbent personnel names, labor category, location/office, training records, and employment anniversary no less than 5 days after contract award.

C.2.2 Training Support

The Training Support will be overseen by the VO/DO Management Officer/COR. The Training Plan and all curriculum, databases, and material developed as part of the work performed on this contract is DOS property and shall be submitted as deliverables under this contract. As referenced in Section

C.2.3.2.2 VO/DO/Management, the training coordinator is responsible for (a) tracking that all contractors (regardless of the contract) have completed their mandatory trainings and (b) creating solutions to get required trainings to the contract staff if they are required but not easily available.

The following are requirements for training support:

• With the preapproval of the Government, the contractor shall develop and provide training support, including tracking, for contract specific functions. Contract specific functions are tasks that are required to be performed that are: unique to this contract, specific to VO occupations, and performed on an ongoing basis.

• Contract specific training shall ensure that the contractor staff is fully skilled to perform the contract’s tasks. The Government will not reimburse the contractor for basic skill level training for personnel to meet the qualifications as set forth in the Labor Category descriptions.

• The contractor shall provide staff that is fully qualified to perform work on the contract.

Basic level training for new personnel to gain the necessary knowledge on CA processes and

VO-specific tasks and procedures will be approved.

• The Government will provide training for equipment that is within the established procedures and guidance of DOS, CA, and VO. Training guidance is included in the FAM, the Code of

Federal Regulations, procedures, and instructions. The contractor shall also consult with the

CA/EX Human Resources Division as necessary.

• Periodically, the contractor may be required to attend specialized training courses at off-site locations. When a need for external training arises, the contractor will complete a training/travel request form to be provided by the COR. The training/travel request shall include: proposed training schedule, location, estimated costs, and a justification. The training/travel request shall be confirmed by the VO Director of the office where the contract personnel is assigned and approved by the COR in writing.

• The allowable costs associated with training will be reimbursed by VO, including pre-approved registration fees, travel expenses, hotel, and per diem costs. At such times, the contractor shall make available the appropriate staff to attend training. The contractor shall take measures to ensure that work is uninterrupted by training and travel requirements.

For guidance on the Department’s policy for contractor training at the Foreign Service Institute (FSI)

VO adheres to DOS/A/OPE policies and any updates. Normally, contract staff are unable to attend

FSI training, however many of the duties performed by contractor staff entail knowledge gained from such courses. Therefore, the contractor’s training may contain material instruction from FSI and should be up to date with the standards and guidelines provided in FSI training.

C.2.2.1 Training Plan

The contractor is responsible for developing a robust training program to ensure all employees have the skills necessary for their positions. The following are requirements for training plan development:

• The contractor shall employ training consistent with applicable DOS standards and performance goals.

• The contractor shall develop a training plan within sixty (60) days after contract award and submit it to the COR for approval, and shall update the plan annually. The training plan may require periodic revisions to ensure the highest levels of quality performance and handle any changes in processing, policy, or technology throughout the contract term.

• Any amendments to the plan shall be submitted to the COR for approval at least ten (10) calendar days prior to implementation.

• Curricula shall be developed and executed by the contractor and included in the training plan.

The contractor shall include sufficient basic and ad-hoc training in the training plan.

C.2.2.2 Training Reports

The contractor is responsible for providing quarterly training reports, if requested, documenting, at a minimum, the following metrics:

• Complete list of trainings by category held during the previous reporting period

• Locations where the training sessions were held if outside Washington

• Number and names of attendees for each training session (sign-in sheets)

• Cumulative total of students attending training sessions

• Program dollars spent on training sessions

• Training evaluation - submitted from both the trainer(s) and the attendees

• Success rate of the training, including how many of the contractors who attended the trainings took the final exam and the pass rate (if applicable)

C.2.2.3 Supplemental Training

Supplemental training is designed to provide orientation beyond the basic instruction. Supplemental training includes a variety of courses that may be conducted to benefit those who may have ancillary roles with VO. Supplemental training courses are designed to give staff additional information on specific areas. Many topics touched in basic training are covered in much greater detail during the supplemental training courses.

The HT401 - High Threat Security Overseas Seminar is mandatory training required for all contracts traveling overseas to a Chief of Mission authority at FACT/HTSOS designated posts and is authorized under this contract. TDY personnel under Chief of Mission authority of less than 45 cumulative days in a calendar year at any one time, or any combination of designated posts are subject to the mandatory requirement.

The following are requirements for supplemental training:

• The contractor shall submit all proposed training material to the designated Government manager for review and approval.

• The contractor shall not implement any training prior to Government approval. All training developed under this contract is DOS property.

• Many existing and/or reengineered processes may require supplemental training; as needed, the contractor shall develop curricula and training materials on reengineered processes as required by the Government and/or proposed by the contractor. To limit costs, the

Government requires on-line training solutions for this contract in addition to instructor-led sessions where practicable. Existing contractor employees may be used to develop training curriculum only with the approval of the onsite Government management and when there is no impact on VO operations.

Although not required, the Government encourages the contractor to develop an effective cross-training program for employees to improve efficiency, develop new job skills, and improve employee morale. As new technological tools, visa processing mechanisms, and fraud prevention methods develop, the Government will allow sufficient time for the contractor to develop and execute training before implementing new requirements or processes. The amount of time allowed will be determined jointly by the Government and contractor and approved by the COR. Specific areas where supplemental training may be required include research-related training, including advancements in research methods; customer service skills and techniques; visa processing-related tasks; new visa laws and regulations.

The following are expectations for the additional supplemental support:

• When approved by the Government, the contractor will develop and deliver training.

• The contractor will produce, assemble, maintain, and provide training materials for all training. Materials may include, but are not limited to, student handbooks, slide presentations, course syllabus, course outlines, course objectives, lesson plans, examinations, databases or records of attendance, and certificates.

• Course materials will be developed and aligned with the procedures manuals and maintained onsite and on DOS’s OpenNet intranet.

C.2.3 The Visa Office

The Directorate of Visa Services (VO) in Washington administers laws and formulates and recommends legislation, regulations, policy, and procedures relating to visa issuance and refusal. VO supports and advises overseas posts on visa matters and liaises with DHS and other government agencies on issues relating to visas, humanitarian parole, asylum, and other aspects of U.S.

immigration law. VO is also responsible for considering waivers of the 2-year foreign residency requirement for certain J-1 exchange visitors. VO is headed by the Deputy Assistant Secretary of

State for Visa Services (who is supported by the VO Front Office), has a Managing Director, and is comprised of the following four offices:

- Office of Domestic Operations (VO/DO)

- Office of Field Operations (VO/F)

- Office of Information Management and Liaison (VO/I)

- Office of Screening Analysis and Coordination (VO/SAC)

As stated in Section C.1.1, DHS plays an important role in visa policy formulation and operations both domestically and overseas. DHS may have an impact on activities performed under this contract with regards to a fluctuation in hours that are required and an increase in special projects.

As the contractor supports VO in all areas where functions are not congressionally mandated to be performed by consular officers, a description of VO and its subordinate branches is provided in this section.

C.2.3.1. VO Front Office

The VO Front Office is responsible for managing and distributing taskers and inquiries from internal and external stakeholder to the necessary points of contract (POCs) within VO. Once the taskers and inquiries have been assigned, the VO Front Office works with the POCs to ensure accuracy and timely submission. As part of the VO Front Office leadership, the Special Assistant within the

Bureau of Consular Affairs Visa Office (CA/VO) reports through the FS-02 Special Assistant to the

CA/VO Managing Director. The Special Assistant assists in managing the flow of information to, from, and within CA/VO, and in so doing, often serves as CA/VO's primary contact with the

Consular Affairs Front Office, Bureau principals, other CA Directorates, and other Department bureau.

Below are the requirements for supporting the VO Front Office:

• The contractor shall manage the flow of information to and from the Deputy Assistant

Secretary (DAS) and other senior officials. Ensure that the DAS, Managing Director, and

Office Directors receive relevant information in a timely manner and are well-briefed on key issues.

• The contractor shall prepare, assign, and track taskings within CA/VO for memoranda, talking points, speeches, testimony, diplomatic notes, cables, and reports. Manage taskings for responses to correspondence with the White House, Congress, other agencies, and the public.

• The contractor shall ensure timely action by CA/VO staff on action items received from the

CA Front Office, other Department bureaus, or external government agencies, by reviewing draft materials to make or suggest changes, as appropriate.

• The contractor shall serve as the primary resource for drafters on questions of CA Front

Office and Executive Secretariat procedure and paper format requirements. Respond to tasking-related inquiries from the CA Front Office, other CA Directorates, the Executive

Secretariat, the Bureau of Legislative Affairs, and Department bureaus.

• The contractor shall review and edit documents for substantive accuracy, appropriateness, grammar, format, and clearances. Utilize Department and Bureau style guidelines and templates, and provide guidance from these reference materials to drafters.

• The contractor shall ensure appropriate CA/VO distribution of restricted, classified, and sensitive material.

• The contractor shall maintain archival records of correspondence and completed work.

C.2.3.1.1 Regulations Team

The Regulations Office develops and revises immigration rules and guidance in compliance with the

Paperwork Reduction and Administrative Procedures Acts for publication in the Code of Federal

Regulations or Foreign Affairs Manual, as well as makes recommendations and drafts proposed amendments to existing immigration laws and regulations. The team develops regulation packets and public notices for immigration rule changes, and reviews and incorporates public comments. The office edits immigration directives for publication on the website for both internal and external use.

The following are the Regulations Team requirements:

• The contractor shall review and prepare for publication in the Code of Federal Regulation or

Foreign Affairs Manual, as appropriate, all visa regulations and guidance interpreting provisions of the immigration laws related to the issuance or refusal of visas in consultation with the Office of the Legal Adviser and subject to the Section 428 Memoranda of

Understanding (MOU's) terms on approvals by the Department of Homeland Security (DHS).

• The contractor shall recommend and draft proposed amendments to existing immigration laws and regulations; assess the effects of new visa legislation; and assists in the preparation of the visa segment of the Department's legislative program.

• The contractor shall monitor congressional activities related to visas, research and analyze proposed legislation on visas and other immigration-related matters, briefing Department officials as needed, in coordination with the Office of the Legal Advisor.

• The contractor shall review and prepare for publication in the Code of Federal Regulation

Paperwork Reduction Act compliance for all visa related information collections, working with the Office Management and Budget to ensure that all information collections are in compliance with the Paperwork Reduction Act.

C.2.3.2 Domestic Operations (VO/DO)

Domestic Operations (VO/DO) supports the DAS and Managing Director in planning and support for a range of VO-wide concerns. VO/DO’s areas of responsibility include program planning (e.g.

Bureau Strategic Plan), contracting, training, human resources, and budget. VO/DO is the central point for monitoring and oversight over this contract, as such, the contract’s Program Manager shall be assigned to this office. VO/DO also oversees the contractor’s Training Coordinator and its training program, described in detail in Section C.2.2. VO/DO manages VO's domestic processing activities, oversees operations at the National Visa Center (NVC), the Kentucky Consular Center (KCC), and the Remote Processing Unit (RPU), and manages VO contracts. VO/DO (including the Executive

Director and Management Team) consists of six divisions—including:

• Immigrant Visa Control and Reporting Division (VO/DO/I)

• Diplomatic Liaison Division (VO/DO/DL) which work in collaboration with the United

States Mission to the United Nations (USUN)

• Waiver Review Division (VO/DO/W)

• Freedom of Information Act (FOIA) (VO/DO/FOIA)

• National Visa Center (VO/DO/NVC)

• Kentucky Consular Center (VO/DO/KCC)

C.2.3.2.1 VO/DO Support Designated to the Office of the Executive Director

The Office of the Executive Director (CA/EX) prepares and presents resource information on the consular function overseas and provides management support to consular personnel abroad. As part of the fulfillment of this mission, VO/DO allocates two Economic Analysts to the Post Analysis and

Support Division (CA/EX/PAS) to provide analysis and develops forecasting models for visa-related data to inform decisions regarding resource allocation. CA/EX/PAS serves as the Bureau's primary liaison with consular sections overseas on workload and resource issues, management controls, and staffing.

The following are the Office of the Executive Director requirements:

• The contractor shall provide various analyses that affect allocation of resources at consular sections around the world.

• The contractor shall compile and comprehend a vast amount of visa metrics and provide specialist advice based on the application of economic theory and knowledge.

• The contractor shall study data and statistics and use their understanding of economic relationships to uncover trends.

• The contractor shall analyze all the data amassed to assess feasibility, produce forecasts of visa trends, overseas staffing needs, and advise in the implications of their findings through formal reports.

The work required of this position is used to advise CA, VO, and other government agencies. DOS shares the information and reports produced from the Economic Analyst position with senior-level

Government executives and may make subsequent operational and policy decisions based on its findings.

The allocation of resources involves repetitive types of analyses that can be cumbersome in reviewing disparate ad hoc data in lists. Currently, this position applies an advanced use of Microsoft

(MS) Excel, including macros, advanced formulas, charting, and lists.

The contractor is encouraged to propose the use of specialized software and advanced methods in statistical analysis to assemble, sift and present information to EX. CA will benefit from the enhanced analytical and communication tools available for making decisions about staffing and resource allocation. By using advanced software, future analyses can include sophisticated, valuable visual displays of data for improved decision-making about allocation of resources. The operational analyses are presented regularly to CA’s Assistant Secretary and other CA offices, and the standard of the analyses would be superior with tools such as Tableau and Qlik.

C.2.3.2.2 VO/DO/Management Team

Domestic Operations Management Team is part of the Visa Office and has two main functions to provide management support in the areas of human resources and budget for the Visa Office and to monitor and manage all Visa Services contracts. The following requirements are organized by labor category due to the exclusive nature of the assignment:

Contract Project Manager

• The contractor shall monitor contract performance to include budget, performance and deliverables

• The contractor shall manage subcontractors, track contract financials and monitor contract compliance

• The contractor shall communicate contract goals and objectives to the administrative and analyst staff

• The contractor shall implement appropriate controls to detect and prevent cases of fraud or malfeasance and notification of appropriate security personnel to advise of required actions

• The contractor shall provide timely deliverables and performance related data to the

Government to allow adequate monitoring, oversight and performance measurement of support services

• The contractor shall respond rapidly to surge or emerging requests and provide the appropriate levels of qualified staff

• The contractor shall ensure all work is performed according to contractual requirements and performance standards

• The contractor shall monitor all contractual expenditures to ensure established budgets are not exceeded

• The contractor shall ensure regular feedback on performance is provided to the Government on all areas of contract performance

• The contractor shall participate in meetings, conference calls and digital video conferences with DOS and other U.S. Government agencies

• The contractor shall provide formal and informal briefings to visitors or at off-site meetings or conferences.

• The contractor shall plan appropriately for personnel turnover.

• The contractor shall ensure that technically proficient and professionally capable replacements are identified, proposed and replaced in a timely manner throughout the life of the contract.

• The contractor shall plan to respond to a request to transition services to/from other locations.

• The contractor shall manage Phase-In and Phase-Out plans.

• The contractor shall ensure efficiency with little or no impact to ongoing operations.

• The contractor shall manage employee work and vacation scheduling in coordination with

Government managers to ensure appropriate coverage.

• The contractor shall manage contract security requirements for employees and visitors.

• The contractor shall works closely with Training Coordinator to ensure training requirements are accomplished.

Training Coordinator

• The contractor shall have experience using a variety of office software, specifically Microsoft

Word, Microsoft PowerPoint, Microsoft Excel, Microsoft SharePoint, Microsoft Outlook and

Microsoft Teams

• The contractor shall maintain the contract training plan

• The contractor shall design, test, update and distribute training materials related to visa support operations

• The contractor shall train personnel to the level that will ensure that personnel using the materials and systems are operationally self-sufficient without the aid of the contractor

• The contractor shall develop basic components of instructional design: sequencing and clustering of learning events and objectives, task learning relationships, training materials and performance measures

• The contractor shall implement supplementary training solutions such as role play scenarios.

• The contractor shall coordinate and present training to DOS personnel and contractor staff in the operational use of all training materials and systems

• The contractor shall maintain a current collection of internal and external training resources.

• The contractor shall prepare training reports and individual training records

• The contractor shall coordinate, reserve, and evaluate external training programs and/or conferences

• The contractor shall conduct training needs assessments and respond to training requests identified by managers

• The contractor shall advise the government on staff skill levels and training needs using various methods: review of quality assurance data, needs assessment surveys, participant course evaluations, employee feedback, and management feedback

• The contractor shall prepare and create audio visual materials, manuals, handbooks, job aids, and other training materials as needed

• The contractor shall identify and organize speakers or presenters from within VO, if necessary

• The contractor shall analyze participation response, develop findings and make recommendations

• The contractor shall plan and conduct validity and reliability studies to detect trends or weak areas to make recommendations for necessary changes in training program

• The contractor shall coordinate and develop training packages.

• The contractor shall provide updates and refresher training as program, regulatory or policy changes are implemented

• The contractor shall prepare Certificates of Attendance for those who attend VO training classes

• The contractor shall promote innovation, efficiency, and effectiveness

• The contractor shall participate in meetings, conference calls and digital video conferences as required with overseas posts, VO, State, and other U.S. Government agencies. Provide formal and informal briefings

• The contractor shall develop a mechanism to track employee training needs by individuals

• In coordination with VO/DO, the contractor shall respond to requests for VO subject matter expert speakers for courses at FSI or other locations

• The contractor shall consult with CA/EX/HRD on training as necessary or when directed by

VO/DO

• The contractor shall track that all contractors (regardless of the contract) have completed their mandatory trainings and create solutions to get required trainings to the contract staff if they are required but not easily available

Executive Assistant (Note: Executive Assistants outside of the VO/DO/Management Team will be assisting other VO offices or divisions)

• The contractor shall prepare written communications using a variety of office software, specifically MS Word, MS Power Point, MS Excel, and SharePoint

• The contractor shall assist with new hire orientation for Government employees

• The contractor shall assist with travel arrangements using online Travel Manager System

(E2).

• The contractor shall coordinate logistics for Government travel, book tickets, hotels, rental vehicles, estimate per diem and voucher travel upon return

• With Government provided input, the contractor shall use databases to report current and future activities

• Track and report official time and attendance records for all federal employees within the office through Time and Attendance Electronic System (TATEL)

• The contractor shall respond to routine questions on policy and procedures, and/or provide reports, such as contractor employee turnover or time and attendance

• The contractor shall process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock

• The contractor shall answer incoming calls (external and internal) to the office in a highly professional manner and forward calls, take messages or resolve calls as warranted on an individual basis

• The contractor shall organize, type, data enter, collate and file material

• The contractor shall maintain the Director’s and/or unit’s calendar of upcoming events, guest log, appointments, and other activities

• The contractor shall review incoming documents and take appropriate action/distribution

• The contractor shall track and monitor the status of memoranda, correspondence, and taskers within the unit

• The contractor shall prepare briefing materials and compile reports.

• The contractor shall provide support to other projects or tasks as required.

• The contractor shall receive deliveries and arrange for pick-up of outgoing shipments

• The contractor shall be responsible for stocking the photocopy and facsimile machines and supplies as well as maintaining their operational status and taking the requested readings

• The contractor shall receive and sort incoming/outgoing administrative mail

• The contractor shall maintain constant awareness of all aspects of internal security including adherence to the restricted area policies, logging off computer terminals when not in use and securing work at the end of the business day

• The contractor shall admit and welcome visitors into facility and maintains visitor log-in files

• The contractor shall process employees for DS badges through the MDIS/DOS enrollment system, PIN resets and unlock badges

• The contractor shall liaise with building management to report and resolve maintenance issues

• The contractor shall operate office equipment, including but not limited to: document scanners, telephones, intercoms, label printers, and cameras

• The contractor shall assist with ordering, tracking, receiving, inventorying office supplies through various methods (GSA, CA internal, etc.)

• The contractor shall maintain a clean, organized and safe office environment, free of debris or other obstacles

• The contractor shall fulfill daily supply order requests, stock limited supplies for general use such as printer toner, paper, pens, sticky notes, etc.

• The contractor shall provide support for special events, including, but not limited to, support for conferences, meetings, representational events or bilateral delegations

• The contractor shall keep printers supplied with toner and paper daily

Contract Acquisition Specialist

• The contractor shall provide assistance to the VO/DO Contracting Liaison staff in developing and implementing an effective and efficient procurement strategy, enhancing VO/DO’s capability to implement and administer contract and Interagency Agreement (IAA) requirements and documentation for the Visa Office.

• The contractor shall have excellent communication skills, both verbal and written.

• The contractor shall have strong organizational skills, accurate and strict attention to detail, and be able to visually display information clearly to a broad audience.

• The contractor shall have good electronic filing and file retrieval skills.

• The contractor shall have experience creating, storing, and updating documents with the full suite of Microsoft Office products: Word, Power Point, Excel, Teams, SharePoint, and

Outlook.

• The contractor shall be able to work independently and as a member of the team to effectively interact with personnel at all levels. · Provide expert advice on acquisition policies, regulations and procedures to the Acquisition Team, Contracting Officer (CO), COR, Project Managers and other DOS Management.

• The contractor shall utilize DOS systems including, but not limited to, ARIBA, ILMS, GFMS, and GSD Tracker to enter and retrieve data with the permission of the Government.

• Limited Pre Award Acquisition Support (Administration)

• The contractor shall provide advisory assistance to the Technical Evaluation Team (TET) to include participating as an advisor and non-voting member on the TET and assisting in the preparation of the TET report.

• Post Award Acquisition Support (Administration)

• The contractor shall provide general acquisition-related activities, including but not limited to:

o Transition oversight o Congressional inquiries o Preparing modifications o Monitor burn rates o Assist CORs with contract guidance o Maintain contract files electronically via SharePoint o Contract briefings o Periodic meetings with internal and external stake holders o Assist the DOS in performing quality assurance surveillance functions and support the COR, as required, by providing advice, recommendations, and documentation o Assist with contract close outs o Training staff on best Procurement Practices o Assist the COR’s in Preparing for CPARS evaluations

• The contractor shall maintain a centralized file of all appropriate and required COR actions and agreements.

• The contractor shall assist with the preparation of periodic COR reports for each supported contract, and generate special reports, including IAAs, when necessary.

• The contractor shall assist with the preparation of COR reports for VO contracts, and generate special reports when necessary.

• The contractor shall maintain a centralized file of all appropriate and required acquisition documents.

• The contractor shall assist with the planning and development of acquisition based guides, templates, and instructions on preparing required contracting documents as needed.

• The contractor shall assist with Developing procurement SOPs.

• The contractor shall maintain/update VO/DO Intranet SharePoint site for Procurement

Information (Templates, POC’s, SOP’s).

• The contractor shall maintain Contract Log for VO Contracts.

• The contractor shall advise on Policy changes.

• The contractor shall conduct analytical studies on best procurement practices.

• The contractor shall conduct contract file reviews.

• The contractor shall perform site visits for contract compliance and analytical studies

C.2.3.2.3 VO/DO/I

The Immigrant Visa Control and Reporting Division (VO/DO/I) is responsible for the administration of the complex series of annual numerical limitations on immigrants, subdivided by preference category and country, which are set by the Immigration and Nationality Act. It ensures that posts are informed of the current final action dates and application filing dates, and directs the allocation of visa numbers for issuance at post and for adjustment of status by DHS. VO/DO/I also provides analysis and assessment of the impact of proposed immigration reform legislation, receives and processes visa workload reports sent from posts, forecasts trends of future IV demand, and provides visa statistics. It publishes the monthly "Visa Bulletin" on the Internet, providing information on visa availability and other topics, as well as the annual Report of the Visa Office, a detailed statistical summary of worldwide IV and NIV data.

The Division routinely provides statistical data in response to inquiries from congressional offices, offices within the State Department, other governmental agencies, and the general public. We speak at a variety of government events dealing with immigration related issues, and those sponsored by groups such as the Federal Bar Association, American Immigration Lawyers Association, Council for Global Immigration, IIUSA, and others. In addition, the office regularly provides analysis regarding various immigration reform proposals speaking with White House and Congressional representatives as well as other groups to present the Department’s position.

The following are VO/DO/I requirements:

• The contractor shall prepare reports as required.

• The contractor shall deliver a performance report on Monday of each week. This requirement may change with the new administration’s reporting requirements.

• The contractor shall assist as needed with the determination of the upcoming month’s IV final action dates on or about the 8th of each month.

• The contractor shall provide a timely response to requests for visa numbers and statistical inquiries.

• The contractor shall have excellent written and oral communication skills.

• The contractor shall work effectively both independently and in a team environment.

• The contractor shall prepare standard operating procedures (SOPs) as required.

• The contractor shall have a good working knowledge of programming languages such as

SQL, R, Excel and Tableau.

• The contractor shall have the ability to conduct statistical analysis in areas such as budget preparation, workload planning and legislation review.

• The contractor shall prepare normal periodic audits of incoming post workload data.

• The contractor shall prepare statistical dashboards as required.

C.2.3.2.4 VO/DO/DL

The Diplomatic Liaison Division (VO/DO/DL) issues and revalidates visas for diplomatic missions

(A), international organizations (G), and NATO. In addition, it coordinates with the Office of

Foreign Missions (OFM) and Office of the Chief of Protocol (S/CPR) and maintains liaison with the

Department of Homeland Security (DHS) in matters pertaining to the diplomatic and visa status of foreign government and international organization officials, including applications to change or extend status. VO/DO/DL also includes the Remote Processing Unit (RPU). The RPU team remotely adjudicates in the United States certain nonimmigrant visa renewal applications from specific overseas posts. All sections of VO/DO/DL review and adjudicate clearly approvable visa renewal cases that satisfy requirements for waiver of in-person interviews under the FAM. VO/DO/DL interprets and applies the provisions of immigration laws concerning visa issuance to foreign government and international organization officials and employees. It adjudicates visa applications submitted to U.S. Mission to the United Nations (USUN) in New York and advises visa officers regarding diplomatic and official visa cases. VO/DO/DL adjudicates, in cooperation with the DHS, requests for visa or documentary waivers for nonimmigrants who are foreign government officials or international organization aliens according to 22 CFR 41.50 as well as provides procedural guidance to overseas posts on diplomatic visa issues. In addition, in coordination with U.S. Citizenship and

Immigration Services (USCIS), VO/DO/DL processes applications for change to and from diplomatic status, as well as extension, correction, and replacement of I-94 forms for the diplomatic community. VO/DO/DL services remain subject to change as VO needs evolve.

The following are VO/DO/DL requirements:

• The contractor shall prepare visa applications submitted to the VO/Washington Diplomatic

Reception Desk on the ground floor of 600 19th Street NW, Washington DC, and by mail, in support of the DO/DL Division.

• After VO/DO/DL adjudicates the visa and VO/DO/DL approves the visa, the contractor shall print the visa for the diplomatic community.

• Regardless of the means by which applications are received and data entered, the contractor shall organize documents (passport, photo, application or confirmation page, and supporting papers).

• The contractor shall then submit these documents to government visa adjudicators.

• When adjudicators approve visa issuance, the passport and any supporting documents will be passed back to the contractor. The contractor shall use VO-supplied equipment to print the visa and affix the visa to the passport.

• The contractor shall inspect each visa to ensure that visa category and applicant data and photo match information in the NIV computer program and applicant passport.

• The contractor shall then take actions as directed to return the visa to the applicant either through the Diplomatic Reception Desk, pre-paid mail, or courier services.

• The contractor shall make data entries for change of status applications and for adjustment of status in Section 13 applications.

• The contractor shall pass post inquiries concerning applications resubmitted for previously denied applications for international organizations (G) to VO within 1 business day of receipt.

• The contractor shall return visaed passports for diplomatic visas to applicants within 2 days of receipt.

• The contractor shall respond in writing via email box and letter within two days or less, but no later than five business days of receipt.

• The contractor shall complete written letter correspondence and pass to VO for approval/signature within two days of receipt.

• The contractor shall process all official visas for accredited Foreign Missions in the United

States, including but not limited to collecting, data entering, reviewing, printing, and maintaining all documentation relevant to the NIV process including security checks;

generating all correspondence; initiating all SAO cables; maintaining close contact with

USCIS for all requests for Change of Status ensuring all security background checks are conducted prior to processing.

• The contractor shall relieve other Visa Assistants and Administrative Assistants at lunch/breaks to answer administrative telephones and handle any incoming phone calls, emails or written correspondence.

• When adjudicators deny visa issuance, they will fill out a form letter specifying the grounds of denial, any means by which it can be overcome and pass all documentation to the contractor. The contractor shall return the passport and any documentation to the applicant either through the Diplomatic Reception Desk or by pre-paid mail or courier services.

• Visas that have been printed, but not returned or mailed out, shall be locked up at the close of each business day.

In addition, the contractor is often the first line of communication with the Embassies, either at the direction of the adjudicating officer or when providing responses to inquiries by the diplomatic community daily from 2:00 to 4:00 p.m. during DO/DL’s public telephone hours. The contractor also responds to written inquiries received in our Diplomatic Inquiries mailbox or to any special case if so requested by a Government visa adjudicator. The contractor also supports the USCIS Liaison

Officers.

C.2.3.2.5 USUN

The Host Country Affairs Section of the U.S. Mission to the United Nations (USUN) carries out the responsibilities of the mission as host to the United Nations and its member states in accordance with

UNGA resolution 2819, the UN Headquarters Agreement, the International Organizations

Immunities Act of 1947, the Convention on the Privileges and immunities of the United Nations, and various other requirements and treaty obligations.