PWS_Admin_Support.pdf

PERFORMANCE WORK STATEMENT

FOR

ADMINISTRATIVE SUPPORT

St. Croix, USVI

29 February 2016

PERFORMANCE WORK STATEMENT (PWS)

Administrative Worker

General Information

1. GENERAL:

This is a non-personnel services contract to provide an Administrative Worker. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services: Tasks should include but not be limited to all task, deliverables, meetings and report formats needed to complete the work. The contractor shall perform the following services.

1.2 Background: To promote Recruiting and Retention of the Virgin Islands Army National Guard.

1.3 Objectives: To support the Recruiting and Retention Readiness of the Virgin Islands Army National

Guard.

1.4 Scope: To provide broad administrative support services to the Recruiting and Retention Battalion.

Contractor will provide qualified personnel and functional support to replace or supplement government military personnel in various activities associated with the operation of VING Recruiting.

Duties:

▪ Consistently performs duties as outlined in the Performance work statement; meets deadlines.

▪ Attends and participates in scheduled meetings assigned by the RRBN Staff.

▪ Meets established attendance criteria and starts work promptly.

▪ Knows and consistently follows Virgin Island National Guard policies, protocols and procedures.

▪ Remains in full compliance with HIPAA laws and accreditation requirements.

▪ Consistently demonstrates good use of time and resources.

▪ Consistently interacts with clients and staff in a professional manner.

Assist management in interpretation and utilization of reports and information provided; aid functional areas in identifying areas of record documentation and procedures that can be streamlined, combined or improved and initiate methods to operate under the new or revised system.

Perform the duties as the Inter-State transfer coordinator for enlisted personnel.

Prepare and send correspondence, ensuring compliance with current regulations, policies and directives.

Answer inquiries relating to administrative policies and procedures.

Review all outgoing correspondence for completeness, grammatical accuracy, spelling, punctuation, and conformance with current policy and required format.

Maintain office files in accordance with applicable regulations and ensure the timely response to suspense actions.

Receive incoming mail and make proper distribution.

Participate in required staff meetings

Maintain strict confidentiality

Prepare and distribute required forms and documents as directed by the Recruiting and Retention

Commander (RRC) (e.g. DD For 1610, DA Form 31, and DD Form 1351-2).

Maintain personnel and financial data records for members of the Recruiting and Retention Force

(RRF).

Prepare presentations, briefings and administrative reports as directed by the RRC

Assist in resolving pay problems involving members of the RRF.

Manage and maintain the RRCs schedule.

Manage and maintain the Master Calendar for the RRF.

In order to successfully meet the objectives of this task order, the contractor employee should possess the following knowledge/skills:

Familiarity with AR 25-50

▪ Knowledge of Microsoft applications for the purpose of creating and maintaining database to support the RRBN.

▪ Ability to deal tactfully and diplomatically with others and function under pressure such as time limitations or intense public interest.

▪ Must have excellent communication skills and be capable of working with diverse populations.

▪ Dress code will be business casual.

Qualifications:

▪ Contractor employee shall meet the specifications necessary to obtain a Common Access Card

(CAC) for Local Access Network and for identification.

1.5 Period of Performance: The period of performance shall be for one year.

1.6 Qualifications of employee:

2-3 years demonstrated experience performing routine and complex tasks in Microsoft Outlook, Word, Excel, and PowerPoint

Outstanding written communication skills including writing, editing, and fact checking information

Proven ability to manage multiple priorities and managing shifting priorities. Ability to stay ahead of the curve and not lose details.

Ability to work well in a team environment

Persistence, resourcefulness, drive, and strong sense of intuition.

Builds rapport easily with new contacts and is able to cultivate relationships on behalf of the organization

Commitment to high standards of excellence

Knowledgeable in military regulations and Army standards.

Previous military experience preferred

1.7 General Information

1.7.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP is to be delivered, i.e., within 30 days after contract award. Three copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter for review and approval. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.7.2 Quality Surveillance Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.7.3 Recognized Federal Holidays: Contractor may be required to provide services on weekends, holidays, after working hours for scheduled unscheduled appointments/events, and for emergencies as needed and as dictated by circumstances.

▪ New Year’s Day Labor Day

▪ Martin Luther King Jr.’s Birthday Columbus Day

▪ President’s Day Veteran’s Day

▪ Memorial Day Thanksgiving Day

▪ Independence Day Christmas Day

The Service provider will be responsible for obtaining the approval of the contractor with respect to local holidays observed by the Virgin Islands National Guard.

1.7.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of

8:00 a.m. to 5:00 p.m, Monday thru Friday, not including Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, except as noted in 1.6.3 above. The above notwithstanding, standard core hours for all contractor personnel shall conform to the customer agency normal working hours and days. Variation may be required in order to accomplish assigned tasks. Overtime, however, is not authorized. Part time employees, whose normal work day falls on a holiday, will adjust their schedule to work on another day during that work week.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.7.5 Place of Performance: The work to be performed under this contract will be performed at the Virgin

Islands National Guard Recruiting and Retention Battalion, 4100 Sion Farm Shopping Center, Suite 22, Christiansted, VI 00820 and at any Virgin Islands National Guard facility in the Virgin Islands of the

United States.

1.7.6 Type of Contract: The government will award a firm fixed price service contract.

1.7.7 Security Requirements:

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR and to the contracting officer, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil.

Contractor personnel performing work under this contract must obtain a NACI level of security within 30 days after contract award, and must maintain the level of security required for the life of the contract. They will meet the requirements to obtain a Common Access Card (CAC) for Local Access Network and for identification. The security requirements are in accordance with DD254. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with

Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple

DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost

Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of

Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program

(training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 45 calendar days after contract award.

New employees must complete Level I OPSEC Awareness training within 30 calendar days of their reporting for duty and annually thereafter. Per AR 381-12 Threat Awareness and Reporting Program

(TARP), contractor employees must receive annual TARP training by a CI agent or other trainer.

1.7.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.7.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards, if required issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.7.7.2.1. In the event, keys other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.7.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by

Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.7.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.7.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with

Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative

(COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.7.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The

COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

▪ assure that the Contractor performs the technical requirements of the contract;

▪ perform inspections necessary in connection with contract performance;

▪ maintain written and oral communications with the Contractor concerning technical aspects of the contract;

▪ issue written interpretations of technical requirements, including Government drawings, designs, specifications;

▪ monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies;

▪ coordinate availability of government furnished property; and

▪ provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.7.10 Key Personnel:

The contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30p.m. Monday thru Friday except

Federal holidays or when the government facility is closed for administrative reasons.

1.7.11 Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel are required to have VING-issued identification on their person at all time and displayed in compliance per VING policy.

1.7.12 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.7.13 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent

Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the

Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such

OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.8 Deliverables: Weekly reports of accomplishments related to required services and total hours worked due to COR Officer every Friday no later than 4:00 p.m.

1.9 Contractor Manpower Reporting Application (CMRA): Section 2330a of title 10, United States Code

(10 USC 2330a), requires the Secretary of Defense to submit to Congress an annual inventory of contracts for services performed during the prior fiscal year for or on behalf of the Department of Defense (DoD).

The inventory must include the number of contractor employees using direct labor hours and associated cost data collected from contractors.

The contractor is required to register at https://cmra.army.mil. The data must be entered into the CMR

Application after the completion of the fiscal year. The deadline to enter data is 31 October.

1. For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of

6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of

Personnel Management.

For information assurance (IA)/information technology (IT) certification. Per DoD 8570.01-M , DFARS

252.239.7001 and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

For contracts that require handling or access to classified information. Contractor shall comply with FAR

52.204-2, Security Requirements. This clause involves access to information classified “Confidential,”

“Secret,” or “Top Secret” and requires contractors to comply with— (1) The Security Agreement (DD

Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); (2) any revisions to DOD 5220.22-M, notice of which has been furnished to the contractor.

https://cmra.army.mil/