Sources Sought Notice SSN_OM_SES_EA_1April2026_Final.docx

UNCLASSIFIED

Owner: SPN50 Version: Rev 1 – Dec 2024

STRATEGIC SYSTEMS PROGRAMS (SSP) OFFICE MANAGER (OM) AND SENIOR EXECUTIVE SERVICE (SES) EXECUTIVE ASSISTANT (EA) SUPPORT SERVICES FY27-FY31

1.0 Product Service Code (PSC)

The applicable Product Service Code (PSC) is R499 SUPPORT- PROFESSIONAL: OTHER.

2.0 North American Industry Classification System (NAICS) Code

The applicable North American Industry Classification System (NAICS) code is 541611 – Administrative Management and General Management Consulting Services.

3.0 Contracting Office Address

Strategic Systems Programs (SSP) 1250 10th Street, Suite 4600 Washington DC 20374

4.0 Synopsis

This is a SOURCES SOUGHT NOTICE (SSN) announcement. SSNs are issued to assist the Agency in performing market research to determine industry interest and capability. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. Therefore, no proposals are being requested or accepted in response to this SSN.

5.0 Purpose

In accordance with (IAW) Federal Acquisition Regulation (FAR) Part 10, SSP is conducting market research to determine if sources are capable of successfully performing the requirements identified in this SSN. Specifically, SSP is seeking capable firms to provide comprehensive support services in office management and services in executive assistance to SSP Senior Executive Service Leadership.

The contract type will include Firm Fixed Price, Term Contract Line Item Numbers (CLINS). The Period of Performance (POP) will include a base year FY27 effort from 18 March 2027 – 17 March 2028, and four (4) corresponding one-year option periods.

NOTE: Given the highly technical nature of SSP’s mission set as a major weapons systems command and corresponding technical requirements, respondents must provide recent and relevant past performance data (as detailed below) to demonstrate and substantiate the respondent’s ability to successfully execute requirements detailed in this SSN.

6.0 White Paper Capability Statement Credentials

a. SSP is seeking detailed, complete, and thorough White Paper capability statements from interested firms who can demonstrate and document, with evidentiary support, that they 1) possess the minimum qualifications and experience identified in paragraph 7.0 which are critical to the successful execution of the requirements, and 2) demonstrate recent and relevant experience, as the Prime contractor (or subcontractor) performing the same/similar efforts of the same/similar scope, size, and complexity to the enclosure (1) SSN PWS requirements identified in paragraph 8.0. Interested firms must demonstrate their existing capability, or potential to acquire the capability, to meet the enclosure (1) SSN PWS requirements by the time of contract award, estimated to be 18 March 2027.

6.1 Small Business Concerns

IAW FAR Subpart 19.2 Polices, SSP seeks to provide maximum practicable opportunities in its acquisitions to small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns. Small Business Concerns who possess the minimum qualifications and experience identified in paragraph 7.0 and who can demonstrate its concerns’ capability (or ability to obtain the capability by the contract award date) to execute the complete requirements identified in the enclosure (1) SSN PWS in paragraph 8.0, as well provide the requisite past performance experience detailed in Section 9.0, are encouraged to respond to this SSN.

If a small business concern intends to partner with another entity, the small business concern must identify which specific enclosure (1) PWS efforts/tasks it intends to perform, as well as the specific efforts/tasks the partner will perform, with the substantiating data required in this SSN supporting the identified partnering roles and responsibilities. NOTE: 100% of the enclosure (1) PWS and SSN requirements must be addressed in any submitted partnering submittal, if obtainable.

NOTE: In the event this contract is set aside for small business concerns, the small business concern agrees that it will be in strict compliance and conformance with the percentage payment limitations for services, supplies, or construction (as applicable) to subcontractors that are not similarly situated entities in accordance with FAR 52.219-14 Limitations on Subcontracting and state such in their response.

7.0 Minimum Qualifications / Experience Requirements

Interested firms shall document and submit specific and evidenced / demonstrated possession of the minimum qualifications and experience requirements in the technical areas identified in Factors 1 through 5 in descending order of importance listed below which are critical to the successful execution of the enclosure (1) SSN PWS requirements in paragraph 8.0. This experience shall be documented as specified in paragraph 9.0.

Factor 1: Technical Approach Evaluators will assess the extent to which the Offeror demonstrates a clear, efficient, and effective approach to providing Office Manager and SES Executive Assistant support services.

Subfactors

· Understanding of Requirements

· Demonstrates a comprehensive understanding of the scope of work, including administrative management, executive support, workflow coordination, correspondence management, calendar and meeting support, and task prioritization for senior leadership.

· Shows awareness of the operational environment, stakeholder interactions, and mission priorities.

· Methodology and Processes

· Provides detailed processes for task management, document control, scheduling, travel coordination, and communication protocols.

· Describes quality control measures, escalation procedures, and internal checks to ensure accuracy, timeliness, and confidentiality.

· Outlines how the Offeror will ensure continuity of operations during staff absences or turnover.

· Use of Tools and Technology

· Demonstrates effective use of office productivity tools, government systems (e.g., Defense Travel System (DTS)), and collaboration platforms.

· Shows how technology will be leveraged to streamline workflows, track tasks, and support executive decision-making.

Factor 2: Key Personnel Qualifications Evaluators will assess the qualifications, experience, and capabilities of proposed personnel for Office Manager and SES Executive Assistant roles.

Subfactors

· Relevant Experience

· Experience supporting SES.

· Demonstrated history of managing complex calendars, high‑volume correspondence, and sensitive information.

· Experience coordinating high‑visibility meetings, events, and engagements.

· Education and Skills

· Relevant education or training in administrative management, business operations, or related fields.

· Proficiency in government systems and Microsoft Office Suite.

· Professional Competencies

· Communication skills, both written and verbal.

· Ability to exercise discretion, judgment, and professionalism in a senior executive environment.

· Demonstrated ability to work independently, manage competing priorities, and operate under tight deadlines.

Factor 3: Staffing Plan and Management Approach Evaluators will assess the Offeror’s ability to recruit, retain, manage, and oversee personnel to ensure uninterrupted, high‑quality support.

Subfactors

· Recruitment and Retention Strategy

· Ability to source highly qualified administrative professionals with relevant experience.

· Retention strategies to minimize turnover and maintain continuity.

· Transition and Onboarding Plan

· Clear plan for onboarding personnel, including training, knowledge transfer, and familiarization with government processes.

· Approach to minimizing disruption during contract transition.

· Supervision and Oversight

· Management structure for monitoring performance, addressing issues, and ensuring compliance with contract requirements.

· Approach to performance feedback, coaching, and continuous improvement.

Factor 4: Past Performance Evaluators will assess the Offeror’s record of providing similar administrative, office management, and executive support services.

Subfactors

· Relevance of Past Performance

· Experience performing similar work for DoN agencies

· Demonstrated success supporting senior executives or high‑visibility offices.

· Quality of Past Performance CPARS Ratings

· Very good or exceptional CPARS ratings

· Customer satisfaction, responsiveness, and ability to meet deadlines.

· Evidence of reliability, professionalism, and quality of deliverables.

· Problem Resolution

· Demonstrated ability to identify issues early, communicate effectively, and implement corrective actions.

Factor 5: Quality Control Plan Evaluators will assess the Offeror’s approach to ensuring consistent, high‑quality performance.

Subfactors

· Quality Assurance Processes

· Methods for monitoring task completion, accuracy, timeliness, and compliance with government standards.

· Risk Management

· Identification of potential risks (e.g., staff turnover, workload surges) and mitigation strategies.

· Continuous Improvement

· Approach to incorporating feedback, improving processes, and enhancing service delivery over time.

8.0 Description of Requirements

See enclosure (1) SSN PWS Requirements.

8.1 Quantity of Personnel Required / Place of Performance

14 Full Time Equivalent (FTE) personnel who will provide on-site support at the Washington Navy Yard location, and 1 FTE personnel who will provide on-site support at the Florida location.

9.0 Evidentiary Qualifications/Experience Documentation Requirements

Interested firms must possess the requisite minimum qualifications and experience identified in paragraph 7.0 and demonstrated relevant and recent experience as it relates to the enclosure (1) PWS requirements in paragraph 8.0. White Paper Capability statements must include all of the content and details identified below:

9.1 The Contractor shall employ Office Manager support personnel to perform office management services as described under CLIN 0001 and CLIN 0002 that meet the following requirements:

9.1.1 Security Clearance: Ability to obtain and maintain a SECRET security clearance per the DD254 (Contract Security Classification).

9.1.2 Education: Associate's Degree or equivalent required; Bachelor's Degree preferred.

9.1.3 Experience: 4 years or more of administrative experience and has previously supported an office, SES or executive personnel in the past.

9.1.4 Skill sets Office Manager personnel shall have the following skills:

9.1.4.1 Formatting, processing and records maintenance for all official documents;

9.1.4.2 Microsoft Office software, including Outlook, Word, PowerPoint, and Excel;

9.1.4.3 Schedule appointments and correspond via email;

9.1.4.4 Professional and independent judgment and initiative; and

9.1.4.5 Ability to work independently, collaboratively, and under strict deadlines.

9.2 The Contractor shall employ Executive Assistance Support Senior Executive Service Level personnel to perform executive administrative services as described under CLIN 0003 that meet the following requirements:

9.2.1 Security Clearance: Ability to obtain and maintain a SECRET security clearance per the DD254 (Contract Security Classification);

9.2.2 Education: Associate's Degree or equivalent required; Bachelor's Degree preferred;

9.2.3 Experience: 6 years or more of administrative experience and has previously supported an SES or executive personnel in the past;

9.2.4 Skill sets: Executive Assistance Support Senior Executive Service Level personnel shall have the following skills:

9.2.4.1 Formatting, processing and records maintenance for all official documents;

9.2.4.2 Microsoft Office software, including Outlook, Word, PowerPoint, and Excel;

9.2.4.3 Schedule appointments and correspond via email;

9.2.4.4 Professional and independent judgment and initiative; and

9.2.4.5 Ability to work independently, collaboratively, and under strict deadlines.

9.3 Minimum Qualifications / Experience Requirements Validation

White Paper Capability statement submissions shall include a discrete section with the heading “Minimum Qualifications / Experience Requirements” and document, with specific information, each of the minimum qualifications identified in paragraph 7.0. This section may cite contract reference efforts detailed in Table A of paragraph 9.2 below provided that respondents provide context and rationale as to how that contract reference effort(s) demonstrate possession of the applicable Minimum Qualifications / Experience requirements of Factors 1 through 5 identified in paragraph 7.0 – or have capability of obtaining by contract award.

9.4 Relevant & Recent Experience / Supporting Narratives

In addition to demonstrating possession of the requisite Minimum Qualifications / Experience requirements identified in paragraph 7.0 above (or have capability of obtaining by contract award), interested firms shall demonstrate relevant and recent experience performing the same or similar efforts and or completion tasks (as applicable) to the enclosure (1) SSN PWS requirements in paragraph 8.0. Relevant experience is defined as performing efforts/tasks similar in scope, size, and complexity as the enclosure (1) SSN PWS requirements with an annual incurred cost/expense of at least $2.5M. Recent experience is defined as work performed within 5 years of the SSN posting date. To substantiate the performance of relevant and recent efforts/tasks to the enclosure (1) SSN PWS requirements, White Paper Capability statements shall provide a list of current or previous contract references and the efforts/tasks performed thereunder detailing and evidencing a direct correlation of the contract reference efforts/tasks to the enclosure (1) SSN PWS using the specific outline provided in Table A below. Submitter’s responses to the Table A SSN CLIN PWS outline shall include the following information per individual contract reference:

(i) Summary of relevant work performed and how that specific work demonstrates capability to perform the specific requirements identified in the enclosure (1) SSN PWS requirements;

(ii) Current / Prior Contract Number(s) and Customer/Agency Supported;

(iii) Identification of your role as the Prime or Subcontractor;

(iv) Contract Type;

(v) Period of performance of the specific contract reference effort performed;

(vi) Quantity of FTE personnel utilized on the specific contract reference effort, per annum, with distinction and FTE quantities identified between the respondents FTE employees and any subcontractor FTE employees;

(vii) Net Dollar value (base and options) for each contract reference and the Annual Incurred costs for each contract reference provided which demonstrates the magnitude of those contract references in comparison to the annual estimated value cited in paragraph 9.4 above. NOTE: solely citing an IDIQ ceiling amount or base and all options aggregate value without the annual incurred costs for the submitted contract reference(s) is NOT acceptable – amounts must be specific to the actual incurred costs for a Contract CLIN(s) or Individual Task Order(s), for the contract reference(s) cited in Table A below; and

(viii) Customer point of contact with valid phone number and email.

TABLE A – SUMMARY OF RELEVANT & RECENT WORK EXPERIENCE

10.0 Company Information and Deadline for Submittal

White Paper Capability statements shall be submitted in Microsoft Word for Office 2000 compatible format or PDF format and are due no later than 18 April 2027, 4:00pm EST. The White Papers shall not exceed 5 pages in total, using 12-point Times New Roman and 1” margin and shall be submitted via e-mail to Milton.Baltas@ssp.navy.mil and Samer.Chehade@ssp.navy.mil. NOTE: The page count, font size, and margin requirements apply to the entire SSN response, to include any Cover Page, Attachments, Headers, Footers, etc. “excluding” the Company Administrative Information below.

The Government is seeking detailed content and responses to the SSN requirements over any promotional details, pictures, etc.

ALL White Paper Capability submittals shall include the following Company Administrative Data which is “NOT” included in the aforementioned maximum 5-page limit:

1. Company Administrative Information

a. Company Name:

b. Company Point of Contact (email and phone) and Title:

c. Company Address:

d. Unique Entity Identifier (UEI) No:

e. Cage Code:

2. Size of business, including; total annual revenue, by year, for the past five years and number of employees;

3. Ownership, including whether: small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business, and women-owned small business concerns;

4. Number of years in business;

5. Identification of the current security clearance held at your facility that will provide support to the enclosure (1) PWS requirements. NOTE: Work to be performed under this contract shall require the contractor to have a facility clearance of SECRET and a computing facility that is cleared to process SECRET data.

Respondents to this SSN shall indicate which portions of their response are proprietary/business sensitive and should mark them accordingly. It is the responsibility of the SSN respondent to monitor the sam.gov website for additional information pertaining to any potential acquisition.

11.0 Government Assessment

The White Paper Capability statement responses to this SSN must meet the requirements stated in the SSN and will be reviewed to determine whether each respondent is capable of performing the requirements. This review will be based solely on the specific data and supporting content provided by the respondents in their White Paper Capability statement submissions and responses to any follow-on clarification inquires submitted by the Government. Incomplete or generalized White Paper Capability statements, without specificity as it relates to the SSN content requirements, omitted content, or content which fails to address all of the requirements of this SSN, will have a direct affect upon the Government’s assessment of the White Paper submittal. The Government’s assessment will include, but is not limited to, the following:

(1) The respondent’s specific and evidenced / demonstrated possession of the Minimum Qualifications / Experience requirements identified in paragraph 7.0;

(2) The respondent’s demonstrated ability to manage, as a Prime or Subcontractor, the types and magnitude of requirements identified in the enclosure (1) SSN PWS requirements based on their relevant and recent performance of same/similar efforts/tasks in terms of scope, size, and complexity;

(3) The respondent’s demonstrated technical ability, as a Prime or Subcontractor, to execute the enclosure (1) SSN PWS requirements based on their relevant and recent performance of same/similar efforts/tasks in terms of scope, size, and complexity; and

(4) The respondent’s demonstrated capacity to execute the enclosure (1) SSN PWS requirements based on their relevant and recent performance of same/similar efforts in terms of scope, size, and complexity, the quantity of personnel required, and the contract award date.

12.0 SSN Disclaimer

This SSN is issued solely for Market Research purposes. It does not constitute a Request for Proposal (RFP) nor a promise to issue an RFP in the future. This SSN does not commit the Government to solicit or award a contract. The information provided in the SSN is subject to change and is not binding on the Government. Respondents are advised that ALL costs associated with responding to this SSN, including any requests for follow-up information, will be solely at the interested parties’ expense and the Government will not pay for any information or costs incurred or associated with submitting a SSN White Paper Capability statement or follow-on responses.

The Government reserves the right to consider a set-aside for small businesses or one of the small business preference groups. (e.g., small business, service-disabled veteran-owned small business, 8(a), HUBZone small business, and women-owned small business programs).