Sources Sought Notice.pdf

DEPARTMENT OF DEFENSE (DoD)

WASHINGTON HEADQUARTERS SERVICES (WHS)

ACQUISITION DIRECTORATE (AD) SSN

HQ003425RXXXX

General Information:

Document Type: Sources Sought Notice (SSN) Title: Office Management & Executive Support Services SSN Post Date: October 29, 2024 SSN Response Date: November 29, 2024

NAICS Code: 541611, Administrative Management and General Management Consulting Services (Small Business Size Standard: $16.5M).

Product Service Code: R699 – Support-Administrative: Other

Introduction

In order to proactively plan for future requirements, the Washington Headquarters Services (WHS) Acquisition Directorate (AD) is conducting market research to identify qualified, experienced, and interested businesses who have the capability to provide program management support services.

Responses are requested from “all” sources, are encouraged to respond including Other than Small Businesses, Small Businesses, 8(a) Small Businesses, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses, Small-Disadvantaged-Owned Small Businesses Women-Owned Small Businesses and Economically Disadvantaged Women-owned Small Businesses to provide program management support services.

This SSN is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This SSN is not a request for proposal or a request for quotation, nor does it restrict the Government as to the final acquisition strategy. No contract will be awarded from this announcement. No reimbursement will be made for any cost associated with providing information in response to this SSN. This SSN does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation.

As a result of this SSN, the Government MAY issue a Request for Quote (RFQ). Should such a requirement materialize, no basis for claims against the Government will arise as a result of a response to this SSN, nor the Government’s use of such information as either part of our evaluation process, nor in developing specifications for any subsequent requirement.

Any firm responding to this SSN should ensure that its response is complete and sufficiently detailed to allow the Government to determine the firm’s qualifications to perform the work.

At this time, no solicitation exists. Therefore, please do not request a copy of the solicitation. Responses in any form are not offers.

Background The Office of the Under Secretary of Defense for Policy (OUSDP) is responsible for providing responsive, forward-thinking, and insightful policy advice and support to the Secretary of Defense, and the Department of Defense, in alignment with national security objectives. In OUSDP, the Policy Administrative Directorate (PAD) centrally manages OM&ESS. PAD’s mission is to provide to the organization outstanding OM&ESS services. PAD emphasizes shared values of excellence, transparency, accountability, and teamwork and service to its customers.

Details on the OUSD(P) mission, role, and responsibilities are available at https://policy.defense.gov.

Scope of Work

The contractor shall provide office management and executive-level administrative support to the OUSDP organization which is comprised of 35 separate offices headed by senior level individuals (i.e., Presidentially Appointed Senate Confirmed individuals, members of the Senior Executive Service and General/Flag Officers). The OUSD(P) anticipates having seventy-nine (79) full-time equivalents (FTEs) for OMS across the current 35 separate offices. A typical OMS support model could be constructed with at least three (3) FTEs for each Assistant Secretary of Defense (ASD) office, and at least two (2) FTEs for all remaining offices.

Each team supporting a Deputy Assistant Secretary of Defense (DASD) or Assistant Secretary of Defense (ASD) office is required to provide OMS from approximately 7 a.m. until 6 p.m., Monday through Friday.

The Under Secretary of Defense for Policy (USD(P)) and Deputy Under Secretary of Defense for Policy (DUSD(P)) offices require OMS from approximately 6 a.m. until 6 p.m. with occasional after-hours and weekend support.

The contractor ensures at least one employee is providing OMS to each supported office during hours described above. The contractor sets work schedules for its personnel, coordinating with the Contracting Officer’s Representative (COR) or the Task Monitor (TM) and the designated government representatives (e.g., Director of Administration).

Submission of Responses

Confidentiality Do not include proprietary, classified, confidential, or sensitive information in your response to this SSN. The Government shall not be liable for, or suffer any consequential damages for any technical information identified (e.g., limited and/or restricted rights), as it clearly states this type of information shall NOT be submitted.

To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested in this SSN. Any deviation from this format may lead to the rejection of the response.

Interested firms must demonstrate their ability to comply with the requirements in this SSN in order to be considered capable of satisfying the Government’s requirement.

Submission Instructions:

All responses to this SSN must be submitted electronically (via e-mail) no later than 10:00 am ET Friday, November 29, 2024 via email box whs.mc-alex.ad.mbx.eosd-psb-branch-mailbox@mail.mil and CC rodrick.d.chandler2.civ@mail.mil and pamela.w.odhiambo.civ@mail.mil. Capability statements will not be returned. No telephone requests will be honored. Subject Line: Response to SSN: Office Management & Executive Support Services.

https://policy.defense.gov/ mailto:whs.mc-alex.ad.mbx.eosd-psb-branch-mailbox@mail.mil mailto:rodrick.d.chandler2.civ@mail.mil mailto:pamela.w.odhiambo.civ@mail.mil

Hard copy or facsimile submissions will not be accepted. Cover letters and extraneous materials (brochures, etc.) will not be considered. Submissions to any person other than the ones listed above will not be considered. Submissions after this date and time will not be considered. Responses to this SSN will not be returned.

The Government will NOT accept phone calls, questions, requests for meetings or briefings. All firms responding to this SSN are advised the Government will not provide or acknowledge receipt of the information received, provide feedback to firms with respect to any information submitted, or provide any follow-up information after the deadline of this SSN.

1. Administrative Information

The response to this SSN is limited to five (5) single sided pages including all attachments, charts, etc.

(single spaced, 12-point font minimum excluding charts and graphics)

All interested parties submitting a response to this SSN must address performance of the following Service Requirement Specific Tasks/Elements in their capabilities statement. A capabilities statement should cover experience, and technical capabilities. Cover letters and extraneous materials (brochures, etc.) will not be considered. Interested parties are requested NOT to submit marketing materials; but rather, speak directly and specifically to the required capabilities and service requirements specific/tasks elements outlined below:

2. Specific Tasks:

2.1. Basic Services. The contractor shall provide a team with the expertise to provide highly specialized administrative support for the OUSD(P).

The support team assembled to accomplish the tasks listed in this Performance Work Statement (PWS) must possess demonstrated knowledge, experience, and professional expertise in the assigned areas.

The contractor shall ensure professional and ethical behavior of all contractor personnel. Additionally, the team assembled shall be team players with excellent communication skills (i.e., ability to communicate effectively and often with senior officials and their staff).

The Contractor shall demonstrate to the Government, prior to assignment, that Contractor personnel have the requisite knowledge, skills, and experience to perform the PWS tasks. The Government reserves the right to request a resume for each candidate prior to assignment. The resume should identify the education, knowledge, skills and abilities the candidate possesses to perform the requirements for each position.

The Contractor’s daily performance must provide flexibility to maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that Government considers the stability and continuity of the work force in addition to the specific skills and experience elements listed below as essential elements of successful performance.

The contractor shall provide consistent, responsive, and high-quality support services for:

2.2. Program Manager Support.

o On-site Program Management (PM). (1 FTE) Providing on-site leadership, supervision, and management of contractor personnel; working with the TM to create efficient and effective OM&ESS teams across the OUSDP organization; addressing issues that affect timely and effective delivery of services; and serving as a single point of contact for the COR and TM. The PM should keep the COR, TM, and individual offices regularly informed of the status of personnel actions (i.e., the plan/timeline for filling positions, corrective actions to address performance issues, etc) The PM is required to participate in the interview process of any potential candidate for the contract.

o Onboarding for OM&ESS Staff. Establishing, implementing, maintaining, and documenting appropriate onboarding processing, training materials, and certifying that OM&ESS staff can perform required services within 30-days, under normal operating conditions, of in processing to Policy.

o Office Management. Identifying, planning, directing, coordinating, developing, and implementing innovative process improvements to OM&ESS and other enabling services throughout the organization; overseeing execution and completion of requirements included in paragraphs 3.3 – 3.5.; apprising the Government of OM&ESS challenges affecting the timely and effective delivery of services; managing, training, and supervising contractor OM&ESS personnel; and providing for and maintaining technical proficiency of contractor OM&ESS staff.

o Continuity of Service for OM&ESS Requirements. Developing and maintaining continuity of services materials for daily operations (e.g., digital or hard-copy continuity books).PM

2.3. Office Manager Lead Support.(7 FTEs)

o Correspondence. Logging, reviewing, distributing, and monitoring correspondence (via CATMS) and FOIA requests received from OSDP ExecSec; records management duties; and managing incoming and outgoing mail. OML o Security. Facilitating security clearance processing for permanent and temporary personnel;

facilitating building access; and managing and maintaining communications security (COMSEC) programs.

2.4. Senior Executive Assistant (20 FTEs) and Executive Assistant Support (51 FTEs). All EA’s shall have an expert scheduling experience. For all other requirements, in scenarios where there are multiple EAs in an office, individuals should be assigned as a primary and a back-up with cross-training to allow for maximum coverage.

o Scheduling (Principal Directors and above, or their equivalent). Arranging meetings; managing and deconflicting calendars; collecting and assembling daybooks; serving as the point of contact for scheduling questions and requests; and managing visitor logistics (i.e. Pentagon access, coordinating Pentagon parking or pick-up/drop-off, and escorting of visitors).

o Travel (Principal Directors and above, or their equivalent). Transportation for meetings in the

NCR; preparing travel authorizations and vouchers with the Defense Travel System (DTS);

assisting with obtaining passports and visas for official travel; facilitating compliance with the Foreign Clearance Guide; preparing Aircraft and Personnel Automated Clearance System (APACS) requests; and preparing visit requests.

o Human Resources. Facilitating in- and out-processing of personnel, to include updating the Policy kiosk; and assisting with processing Government time and attendance.

o Security. Facilitating security clearance processing for permanent and temporary personnel;

facilitating building access; and managing and maintaining communications security (COMSSEC) programs.

o Resource Management. Requesting and tracking telecommunication services; managing accountable furniture; processing parking passes; requesting facility related services; facilitating compliance with information technology initiatives; maintaining office supplies; assisting with the Foreign Gift tracking and reporting program.

o Correspondence. Logging, reviewing, distributing, and monitoring correspondence (via CATMS) and FOIA requests received from OSDP ExecSec; records management duties; and managing incoming and outgoing mail. OML

3. Security Requirements: The Contractor must currently have an active Top Security Facility Security Clearance (FCL). Contractor personnel performing work under this contract must have a have a Top Secret clearance and must be SCI eligible defined by the ICD 704, at time of the proposal submission, and must maintain the level of security required for the life of the contract.

4. Submission Requirements:

1. Company / Institute name, address, point of contact name, telephone, email address and Web Page URL

2. Commercial and Government Entity (CAGE) code and Unique Entity ID number (UEI)

3. Current business size and socio-economic category (e.g., large, small, small-disadvantaged, SBA

Certified 8(a), HUBZone, Service-Disabled Veteran-Owned, Women-Owned, and Economically Disadvantaged Women-owned) based on 561110- Administrative Support Services.

4. If applicable, potential proposed teaming arrangements to include business size and socio-economic category of prime and subcontractors.

5. A statement as to whether your company is domestically or foreign owned (if foreign, please indicate the country ownership).

6. Identify if the vendor will submit a proposal if a Request for Proposal (RFP) is issued and whether the vendor desires to participate in this requirement as a prime contractor or subcontractor. This information will assist WHS/AD in establishing a basis for developing set-asides and/or subcontracting opportunities, if necessary.

7. Vendors must display their Security Capability information. Security capability information must include the vendor’s Facility Clearance.

5. Technical Section

Part 1

Staffing Plan: Please provide a brief summary of how your firm handles recruitment of experienced personnel, retention of personnel, and backfills exiting personnel. Please provide your firm’s ability to staff the requirement and ability to mitigate any staffing issues that may arise retention, turnover, etc.. How does your firm handle replacing employees on contracts when they leave (e.g., how much time is required to find a replacement)?

Corporate Experience: Please provide two (2) relevant past experiences within the last five (5) years. Past experiences may draw from experiences at the prime level and must come from federal agencies. Of the two

(2) experiences, please provide at least one (1) relevant past experience where the company encountered a staffing obstacle (e.g. high turnover and limited timeframe to backfill the position) and how it was resolved.

If no relevant staffing obstacles have occurred in the past, please provide an example course of action that your company would use to resolve an issue. This section will be excluded from the overall page limit but each relevant experience will be limited to one (1) page each.

Part 11

1. NAICS codes associated with the company.

2. Identify contracts/Contract vehicles your company holds and are applicable to this requirement

3. Based only on the GSA contracts your company holds, which SIN(s), Pool(s), or Constellation(s) would you recommend are applicable for this requirement?

4. Please recommend the NAICS code(s) and business sizes you determine are appropriate for this requirement.

5. In your estimation how much of this potential requirement would your company need to subcontract to other companies?

6. Please recommend Contract type you determine is appropriate for this requirement

7. Do you currently have all the labor categories that would satisfy the requirement on your price list

8. Please provide a range of estimated unit price for each of the labor category mentioned above (e.g. $30-

$35 per hour).

9. Do you provide this service commercially?

10. Do you have experience managing a contract that covers multiple offices within the same

Geographical region.

11. What technical information does the Government need to provide to support accurate proposals (e.g., cost, performance, schedule) for any future solicitations?

12. Is there any aspect of this requirement that may limit or restrict your ability to bid?

13. Please provide any recommendations regarding this requirement.

Proprietary information and trade secrets shall NOT be submitted as part of a response. Please be advised that all submissions become Government property and will not be returned. All Government and contractor personal reviewing SSN responses will have signed non-disclosure agreements and understand their responsibility for proper use and protection from unauthorized disclosure of proprietary information as described in 41 USC 423. The Government shall not be held liable for any damages incurred if proprietary information is submitted, as it is clearly stated this type of information shall NOT be submitted.

Do not submit pricing information in response to this SSN

POINT OF CONTACT:

Contract Specialist: Rodrick Chandler II Email: rodrick.d.chandler2.civ@mail.mil

Contracting Officer: Brandon Mitchell Email: brandon.o.mitchell.civ@mail.mil>;

mailto:rodrick.d.chandler2.civ@mail.mil mailto:brandon.o.mitchell.civ@mail.mil