SAMPLE_TO_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Administrative Support Services

Sample Task Order (TO) 30 November 2016

C.1 PURPOSE

The purpose of this Sample TO PWS is to provide sufficient information for offerors to develop a task order proposal (TOP) as part of the response to the Request for Proposal (RFP), to be used by the Government during source selection. This Sample TO is not awardable. This Sample TO requires support at Aberdeen Proving Ground (APG) in Aberdeen, MD and Adelphi Laboratory Center (ALC) in Adelphi, Maryland. The Contractor shall provide the necessary personnel, supervision, and non-personal services to perform the requirements defined in the Basic PWS and this Sample TO PWS. For proposal purposes, the period of performance for this Sample TO is one (1) year. No overtime shall be proposed for this Sample TO.

C.2 REQUIREMENTS

The Contactor shall provide personnel with the proper skill mix, experience, and qualifications to perform the support labor categories listed below and in accordance with the Basic PWS. The Contractor is responsible for providing employees, who are adequately trained to perform the below described requirements. All Contractor personnel working under this Sample TO and all future TOs shall be U.S. citizens and have at least a Secret-level personnel security clearance. The Contractor shall adhere to the DD Form 254. In addition to the Management Plan submitted with the Basic PWS, the Offeror’s TOP shall include a description of the specific management approach/principles that shall be utilized to execute this Sample TO. The TOP shall identify direct labors hours, resumes, and letters of commitment for all key personnel listed below, to include additional key personnel (if needed), and the costs associated.

C.2.1 Program Management Support The Contractor shall provide professional services in the functional area of Program Management Support, in accordance with the below labor category.

C.2.1.1 Program Manager The Contractor shall provide at least a Program Manager (PM) (key personnel) during normal works hours and describe the necessary direct billable hours to effectively supervise this Sample TO, in accordance with the Management Plan submitted with the Basic PWS.

C.2.1.1.1 The Contractor shall ensure the PM candidate(s) adheres to the below work description:

C.2.1.1.1.1 Serves as the main point of contact for all Contractor personnel.

C.2.1.1.1.2 Is responsible for overall management of the basic contract and TO award.

C.2.1.1.1.3 Conducts regularly scheduled meetings with both the basic contract Contracting Officer’s Representative (COR) and TO COR at least once per month or at the discretion of the COR.

C.2.1.1.1.4 Has a technical background that facilitates understanding of Government technical requirements and communication with the COR.

C.2.1.1.1.5 Has a management background that facilitates supervision of contractor personnel’s performance.

C.2.1.1.1.6 Ensures that all work performed meets the requirements of this TO within the funding, timing and staffing constraints of the contract.

C.2.1.1.1.7 Works closely with COR-specified personnel to facilitate effective planning and accomplishment of critical objectives in a timely manner.

C.2.1.1.1.8 Responds to inquires within twenty-four (24) hours and has emergency contact information available to the COR at all times.

C.2.1.1.2 The Contractor shall provide a qualified PM candidate(s) with an appropriate mix of the below education/experience requirements:

C.2.1.1.2.1 (Mandatory) A minimum of ten (10) years of supervisory experience to provide supervision, direction, and control of Contractor personnel.

C.2.1.1.2.2 (Mandatory) Active Secret security clearance.

C.2.1.1.2.3 (Mandatory) At a minimum, a Bachelor’s degree from an accredited school. Accredited schools are those reported to the US Department of Education and maintained within the Secretary of Education’s database.

C.2.1.1.2.4 (Optional) An active Program Management Institute - Project Management Professional (PMP) certification.

C.2.1.1.2.5 (Optional) A Defense Acquisition University (DAU) DAWIA Level III certification in Program Management; or a Master of Business Administration (MBA) /Master of Science (MS); or graduate certificate in Program or Project Management (PMI accredited) with nine (9) graduate credit hours; or Project Management with 35 hours of project management education.

C.2.1.1.2.6 (Optional) Experience working with the Department of Defense (DoD) and the complex administrative and operational requirements associated with appropriately supervising contractor personnel, mixed with Government personnel.

C.2.1.1.3 Additional Key Personnel The Contractor may propose additional key personnel (management or supervisory) and shall identify that key personnel in the Management Plan submitted with the Basic PWS and in the TOP.

C.2.2 Administrative Support The Contractor shall provide one (1) full time Administrative Specialist II at APG and one (1) full time Administrative Specialist II at ALC, in accordance with the below work description.

C.2.2.1 Administrative Specialist II

C.2.2.1.1 Perform duties of the Administrative Specialist I, as outlined in Appendix A - Labor Categories.

C.2.2.1.2 Disseminate information and provide guidance to staff and administrative personnel in subordinate offices for clerical and administrative matters to ensure compliance with procedural requirements and instructions.

C.2.2.1.3 Review and revise new administrative procedures (standard operating procedures [SOPs] and internal operating procedures [IOPs]) and policies for standardization.

C.2.2.1.4 Train subordinate contractual administrative staff (when necessary) on the standard databases, SOPs, and IOPs.

C.2.2.1.5 Serve as the office administrative point of contact for internal and external non-technical and administrative requests or taskers.

C.2.2.1.6 Participate in administrative aspects of mission-essential projects from inception to completion which may include project schedules and reviews, status reports, milestone reviews, and assess cost-benefit analysis for ARL personnel.

C.2.2.1.7 Facilitate and coordinate procedural issues surrounding projects to include planning and budgeting time, materials, and resources for approval by ARL personnel according to established ARL or Army policy.

C.2.2.2 Education/Experience Requirement:

C.2.2.2.1 A minimum of one (1) year of specialized experience as an Administrative Specialist I or in a comparable job position.

C.2.2.2.2 Experience using current business management tools and databases such as eARL; General Fund Enterprise Business System (GFEBS); Automated, Time, Attendance and Production System (ATAAPS);

Defense Travel System (DTS) or any successor systems.

C.2.2.2.3 Ability to effectively communicate verbally and in writing with internal and external organizations.

C.2.2.2.4 Ability to interpret and implement SOPs and IOPs.

C.2.3 Security Support

The Contractor shall provide one (1) full time Security Technician at APG, in accordance with the below work description.

C.2.3.1 Security Technician

C.2.3.1.1 Ensures security systems, such as access control systems, gates, cameras, and systems specific to Open Campus, are maintained and operational for day-to-day operations.

C.2.3.1.2 Ensures readers, controls and locking hardware equipment, electronic security systems, antiterrorism/force protection, facilities security design and access-control systems are working properly.

C.2.3.1.3 Processes repair and service tickets for multiple security systems such as readers, gates, and access-control equipment.

C.2.3.1.4 Ensures accurate entry of restricted area badge information into multiple security systems for proper functioning and access requirement of badges.

C.2.3.1.5 Maintains, installs, repairs, and configures access-control equipment.

C.2.3.1.6 Prepares access-control reports.

C.2.3.1.7 Installs and repairs locks (GSA, cipher/simplex, LKM7000/70003/ X0 series).

C.2.3.1.8 Changes lock combinations (GSA, cipher/simplex) C.2.3.1.9 Duplicate/make keys for doors, furniture drawers, and equipment.

C.2.3.1.10 Repairs and recertifies GSA security containers C.2.3.1.11 Repairs GSA vault doors.

C.2.3.1.12 Installs panic bars on exterior doors and associated hardware.

C.2.3.1.13 Ensures all badge and fingerprint paperwork is accurately completed and processes paperwork through the installation badging office.

C.2.3.1.14 Ensures personnel have been properly processed through appropriate Government systems before scheduling, issuing, or terminating Common Access Card (CAC).

C.2.3.1.15 Verifies appropriate clearance level and information to process outgoing visit requests.

C.2.3.1.16 Verifies visitor information for processing of entry control rosters.

C.2.3.1.17 Identifies a variety of security issues, situations, or problems, concerning badging and access, and provides appropriate corrective actions as necessary.

C.2.3.1.18 Ensures all security paperwork is accurately completed C.2.3.1.19 Prepares and submits required reports pertaining to security program.

C.2.3.1.20 Maintains records according to proper instructions/guidance.

C.2.3.1.21 Files all classified material and security clearance paperwork in accordance with proper instructions/guidance C.2.3.1.22 Conducts inventories and ensures accountability of security identification badges.

C.2.3.1.23 Provides information regarding individual and escorting responsibilities while in the restricted area.

C.2.3.1.24 Provides visitors with information about required conduct and responsibilities within the restricted areas to include the Personal Electronic Devices (PED) policy.

C.2.3.1.25 Coordinates with various agencies regarding restricted area badges.

C.2.3.1.26 Provides security support during large visits, tours, and VIP visits.

C.2.3.1.27 Accurate data entry, typing and word processing.

C.2.3.1.28 Provides on-the-job training to contractors in lower level security position.

C.2.3.1.29 Provides on-the-job training to other contractor personnel.

C.2.3.2 Education/Experience Requirement:

C.2.3.2.1 High school diploma.

C.2.3.2.2 Two (2) years of administrative experience.

C.2.3.2.3 Experience in installing, repairing, maintaining and changing readers, gates, and access control equipment.

C.2.3.2.4 Experience in using Microsoft Office Suite, specifically Excel and Word

C.2.4 Financial Management Support The Contractor shall provide one (1) full time Financial Specialist I at APG and one (1) full time Financial Specialist I at ALC, in accordance with the below work description.

C.2.4.1 Financial Specialist I

C.2.4.1.1 Attain and utilize required GFEBS roles to create/enter commitment documents, attach all required documentation in accordance with organizational policies and guidance, and submit documentation for approval by office manager.

C.2.4.1.2 Receive, review, and coordinate commitment documents for processing in GFEBS, and validate accuracy of data such as lines of accounting, funding amounts, and requestor information.

C.2.4.1.3 Determine appropriate procedures to submit individual budget execution actions in accordance with applicable policies, guidelines, and regulations.

C.2.4.1.4 Enter data into and complete required manual and automated budget forms to provide documentation in support of individual budget execution actions.

C.2.4.1.5 Review and confirm budgetary records to ascertain availability of funds to support individual budget execution actions, provide guidance to office manager/requestor to finalize use of funds.

C.2.4.1.6 Track and monitor individual budget execution actions. Perform follow up checks as needed to ensure timely commitment and obligation, report issues to appropriate government personnel.

C.2.4.1.7 Utilize financial records and reports to develop comparisons of prior year(s) expenditures with current year budget execution plans.

C.2.4.1.8 Utilize financial records and reports for monitoring and reporting on current year expenditures relative to planned execution and prior year expenditures, informing office manager of any significant changes or issues.

C.2.4.1.9 Prepare daily accounting reconciliation of accounting documents entered into the automated accounting system.

C.2.4.1.10 Distribute accounting documentation to customers and office staff.

C.2.4.1.11 Maintain automated accounting documentation files.

C.2.4.2 Education/Experience Requirement:

• C.2.4.2.1 High school diploma or equivalent and at least one (1) year of specialized experience using GFEBS in related roles.

• C.2.4.2.2 Working knowledge and use of System Applications Products (SAP) application software.

• C.2.4.2.3 Working knowledge of Enterprise Resource Planning (ERP) Systems.

• C.2.4.2.4 Working knowledge of Business Process Flows.

• C.2.4.2.5 Knowledge of standardized bookkeeping and accounting procedures used in an accounting system.

• C.2.4.2.6 Ability to effectively communicate verbally and in writing with internal and external organizations.

• C.2.4.2.7 Ability to interpret, implement, and provide guidance in support of SOPs and IOPs.

• C.2.4.2.8 Ability to research and gather information; verify and analyze data.

C.3 SAMPLE TASK ORDER DELIVERABLES

C.3.1 Quality Assurance Surveillance Plan (QASP) The Contractor shall provide a QASP that ensures proper oversight of personnel, training, certifications, subcontractors, and compliance with Operational Security requirements.

C.3.2 Resumes The Contractor shall provide combined resumes and professional references for all personnel to include education, skills, certification, evidence of a current DoD Secret clearance, and experience in the technical disciplines required by this Sample TO. The Contractor shall ensure that the personnel qualifications for each employee adhere to the requirements within this Sample TO.

C.3.3 Monthly Status Reports The Contractor shall provide monthly reports summarizing TO actions and incurred costs. The Contractor shall deliver the report in-person or via computer to the TO COR on the tenth (10th) day of each month ACA. The

Contractor shall ensure the monthly report includes a spending plan for the period of performance; actual expenditures to date; actual expenditures for the month just ended; and monthly and cumulative variation of actual expenditures from the planned expenditures. The Contractor shall include in the spending plan all costs to include labor, indirect expenses, description (to include cost and results obtained) of each trip taken in the previous month, and fee. The Contractor shall also include in the Monthly Status Reports updates to the Management Plan (reference Basic award). The Contractor shall include detailed copies of all invoices submitted to date for payment from both the Prime Contractor as well as all Subcontractors. The Contractor shall ensure each invoice details the labor categories, labor rates, labor hours, and all Other Direct Costs (ODCs). The Contractor shall also answer the following questions within the monthly reports:

• Is the job progressing on schedule?

• What is the percent of completion?

• What is the dollar value completed?

• What is the total number of contract employees currently on TO?

• What is the total number of new employees placed on TO this month?

C.3.4 Employee Roster A roster of employees who will be performing under the contract will be submitted to the TO COR ten (10) days following TO contract award and updated within twenty-four (24) hours of any change.

C.3.5 Deliverables Table The Contractor shall submit all reports, data and deliverables to the TO COR for inspection and acceptance.

Number Deliverable Reference Due

QASP

C.5.1

At proposal submission

Resumes

C.5.2

At proposal submission and during the Addition/Replacement of Personnel

A003 Monthly Status Reports C.3.3 No later than (NLT) the 10th day of each month

ACA

A004 Employee Roster C.3.4 Ten (10) days ACA and updated within twenty-four (24) hours of any change

X Team Lead

X Legal Advisor