TECHNICAL EXHIBIT 1 - General Services Administration

 PERFORMANCE WORK STATEMENT U.S. DEPARTMENT OF LABOR (DOL)OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA)DIRECTORATE OF ADMINISTRATIVE PROGRAMS (DAP) Administrative & Debt Collection Support Services*Note that this sample has been revised from the source document on the Government Point of Entry as necessary to align formatting and applicable FAR procedures.* Part 1General Information1. GENERAL: This is a non-personal services contract to provide Administrative Support Services to Department of Labor (DOL), Occupational Safety and Health Administration (OSHA) Directorates. 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/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform administrative support services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.1.2 Background: OSHA’s Directorate of Administrative Programs (DAP) provides administrative support services to the various Program Offices within OSHA as part of its mission. DAP seeks highly qualified office personnel to assist OSHA with meeting mission requirements.1.3 Objectives: Provide overall administrative support for OSHA’s Office of the Assistant Secretary and the various Directorates/Program Offices.1.4 Scope: The Contactor shall provide administrative services and support for OSHA Directorates and Program Offices. Services include administrative, secretarial and clerical skills to include but not limited to organizational skills, customer service, calendar management, travel arrangements, reporting, project planning, supply management, computer operations of various applications, debt collection and publication order processing. The contractor shall meet and perform the services in accordance with the PWS in support of OSHA’s Directorates. Specific Contractor tasks will include the tasks detailed in Section Four (IV), Performance Work Statement.Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. 1.6 General Information1.6.1 Quality Control: The contractor shall develop and maintain an effective Quality Control Program (QCP) 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 the contractor ensures the work complies with the requirements of the contract. The QCP is to be included with the Contractor proposal. Copies of a comprehensive written QCP shall be submitted to the Contracting Officer (CO) and Contracting Officer Representative (COR) within 5 working days when changes are made thereafter. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his quality control system. The QCP will no longer be considered proprietary and will be considered releasable under FOIA. 1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure 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). 1.6.3 Recognized Holidays: The Contractor is not required to perform services on federal holidays. New Year’s DayLabor DayMartin Luther King Jr.’s BirthdayColumbus DayPresident’s DayVeteran’s DayMemorial DayThanksgiving DayIndependence DayChristmas Day1.6.4 Hours of Operation: The contractor is responsible for conducting business, eight hours per day, between the hours of 6:00 AM and 6:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The eight hour schedule may vary according to the specific needs of each Directorate but will be within the hours of 6:00 AM and 6:00 PM Monday through Friday. 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. Telework is not authorized for this contract.1.6.5 Place of Performance: The work under this contract will be performed at Department of Labor, Frances Perkins Building, Washington, DC1.6.6 Type of Contract: The government will award a Blanket Purchase Agreement (BPA), Fixed Price Labor Hour contract with Full Time Equivalent (FTE) or Labor Hour (LH) CLINs unit of issue. The Contractor shall invoice the Government only for services rendered and accepted by the Government.1.6.7 Security Requirements: All Contractor personnel who work at DOL must have approved access to the facility; the Contractor must supply the names of those employees selected to perform the work and complete required Department of Labor (DOL) access procedures to include a NACI security clearance and PIV Badge.1.6.7.1 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.1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards 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 or separate employment from Contractor. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO or COR.1.6.8 Protection of Information: All information gathered or created under this PWS should be considered Sensitive-But-Unclassified information. It is anticipated that this information will be gathered, created and stored within the primary work location. If Contractor personnel must remove any information from the primary work area they should protect to the same extent they would their proprietary data and/or company trade secrets. The use of any information that is subject to the Privacy Act will be in full accordance with all rules of conduct as applicable to Public Law 93-579, Privacy Act of 1974. 1.6.9 Other Special Requirements:Confidentiality and NondisclosureThe deliverables and all associated working papers and other material deemed relevant by OSHA that have been generated by the Contractor in the performance of this task order are the property of the U.S. Government and must be submitted to the Contracting Officer at the conclusion of each task order.All documents produced for this project are the property of the U.S. Government and cannot be reproduced or retained by the Contractor. All appropriate project documentation will be given to the agency during and at the end of this contract.The Contractor shall not release any information without a written consent of the CO. Any request for information relating to the task order presented to the Contractor must be submitted to the CO for approval by the customer agency for a response.Personnel working on any of the described tasks may, at government request, be required to sign formal non-disclosure and/or conflict of interest agreements to guarantee the protection and integrity of government information and documents.1.6.10 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 CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO 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. 1.6.11 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 CO 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. 1.6.12 Key Personnel: The Project Manager is considered key personnel by the government. The contractor shall provide a Project 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 Project Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Project Manager or alternate shall be available Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The Contractor shall inform the CO, in writing, within 5 days of any changes to the key personnel.1.6.13 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 will be required to obtain and wear a DOL employee badge in the performance of services. 1.6.14 Contractor Travel: Travel is not anticipated but if required, it shall be cleared through the CO and OSHA before travel may commence. Travel and per diem shall be reimbursed in accordance with Federal Travel Regulations.1.6.15 PHASE IN /PHASE OUT PERIOD: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/ phase out periods as needed. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.PART 2DEFINITIONS & ACRONYMS2. DEFINITIONS AND ACRONYMS:2.1. DEFINITIONS: 2.1.1. BEST EFFORT. That effort expended by the contractor to perform within the awarded ceiling price all work specified in this acquisition and all other obligations under this acquisition. This effort includes providing required qualified personnel, properly supervised, and following industry accepted methodologies and other practices. The effort is further characterized by operating at all times with the Government’s best interest in mind, using efficient and effective methods, and demonstrating sound cost control. The effort must be identical to the effort that would be expended if this were a firm-fixed price acquisition and the contractor’s profits were dependent upon reducing costs while meeting the Government’s requirements in term and quality and schedule. Failure to provide this required effort may result in the withholding of payment for hours expended that do not qualify at best effort or a reduction in the rate per hour to reflect decreased value of services received. 2.1.2. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.2.1.6. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.2.1.7. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the quotation.2.1.8. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.2.1.9. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.2.1.10. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. 2.1.11. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.2.1.12. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.2.1.13. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.2.1.14. WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.2.2. ACRONYMS: ACORAlternate Contracting Officer's RepresentativeCFRCode of Federal RegulationsCORContracting Officer RepresentativeCOTRContracting Officer's Technical RepresentativeCOTSCommercial Off the ShelfDAPDirectorate of Administrative ProgramsDOLDepartment of LaborDOLARDepartment of Labor Acquisition RegulationsFARFederal Acquisition Regulation COContracting Officer OCIOrganizational Conflict of InterestODC Other Direct Costs OSHAOccupational Safety and Health AdministrationPIPOPhase In/Phase OutPOCPoint of ContactPRSPerformance Requirements SummaryPWSPerformance Work StatementQAQuality AssuranceQAPQuality Assurance ProgramQASPQuality Assurance Surveillance PlanQCQuality ControlQCPQuality Control ProgramTETechnical ExhibitPART 3GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 3.1. Services: The Government will provide Contractor the following:Necessary workspace for the contractor staff to provide the support outlined in this PWS to include desk space, telephones, computers and other items necessary to maintain an office environment. System access as appropriate to complete assigned tasks. Necessary systems, programs and IT support will be provided to adequately complete all the requirements stated in this PWS. Personnel to assist with computer set up, telephone and email access. All procedural/policy guidelines, standards, reference material and other pertinent documentation needed to complete the tasks outlined in this PWS.PART 4SPECIFIC TASKS4. Specific Tasks: 4.1. Basic Services. The contractor shall provide Administrative Support Services for OSHA Directorates/Program Offices as Full Time Equivalents and shall have at least seven (7) years of company experience in the management of same services and of the same magnitude.Task One Provide full range of Administrative Support Services to OSHA’s Office of the Assistant Secretary and National Office Directorates. Responsibilities include but not limited to:Maintain Directorate Management and/or Agency Staff appointments by scheduling meetings, conferences and teleconferences, to include office events/leave calendar. Process and set up accounts payable invoices in Department of Labor’s (DOL) New Core Financial Management System (NCFMS) according to Federal guidelines for invoice payments.Review and update OSHA Directives using Microsoft Word and Excel. Update Records Management information in the Archives and Records Centers Information System (ARCIS). Create, route and maintain training registrations and completion of course records in Department of Labor’s electronic training system, Learning Link.Receive, review, assign and expedite the preparation and processing of controlled Agency correspondence in DOL’s Correspondence Tracking System (CTS); ensuring the readability and quality of correspondence. Manage incoming/outgoing telephone calls, provide general information to callers, and take messages or direct calls to appropriate staff. Welcome customers and answer general office inquiries using Cisco CP-8811 multi-line telephone.Create, maintain and enter information into various databases within OSHA Program Offices. Set up and manage paper or electronic filing system, record information, edit documents, maintain office documents, correspondence and other work-related material. Attend meetings and provide verbal and written briefings. Prepare conference and/or event materials.Proficient in operation of office equipment such as scanners, copiers, and fax machines. Arrange for repairs when equipment malfunctions. Complete general preventive maintenance requirements according to manufacturer’s instructions. Order and maintain office supplies according to specific Federal guidelines and procedures. Format, proof, edit, retrieve, review and copy document information. Transmit text, data and graphics as necessary.Proficient in Microsoft Office Suite 2016 to include MS Word, Excel, Power Point, Access and Outlook using Windows Version 10.Provide project management for adequate oversight of all personnel assigned to perform the required services.Make travel arrangements, reservations and prepare vouchers using the electronic E2 Travel system, ensuring adherence to federal travel regulations.4.2 The Contractor shall provide OSHA with Debt Collection Services. Task TwoProvide OSHA with Debt Collection Services according to the guidelines and regulations set forth in the OSH Act (1970) and the Debt Collection Improvement Act (1996). Responsibilities include but not limited to:Data input, information processing and systems management in the area of account collections, using text and numeric data entry (10-key pad) in OSHA Information System (OIS), OSHA Legacy Data System and U.S. Department of Treasury ARTIVA System.Using OIS, OSHA Legacy Data System and U.S. Department of Treasury ARTIVA System, review debt collection cases, debt close outs, proof of claims and proof of debts to ensure OSHA inspection penalties are processed accurately and within the stated deadlines.Use proficient grammar and customer service skills to initiate, prepare and mail customer correspondence to include, but not limited to, formal notifications regarding delinquent accounts, defined payment plans and resolution of customer concerns/issues.Assist with various reports to include, but not limited to cases paid in full, uncollected debts and debt close out reports using OIS and U.S. Treasury ARTIVA systems.Using OSHA Legacy Data System and U.S. Treasury ARTIVA, process payments, enter and update debt status. Process refunds using OIS. Monitor call center number and email inbox. Respond to inquiries and voice messages. Must be proficient in English and Spanish.Reconcile OSHA Area Office penalty payments mailed to the U.S. Bank lockbox with documentation data in OIS.4.3 The Contractor shall provide OSHA with Publications Request Services.Task ThreeProvide OSHA with Publications Request Services. Responsibilities include but not limited to:Support data input and customer service functions related to requests for OSHA publications received via internet, fax, telephone and regular mail. Assist OSHA staff and general public with order requests.TECHNICAL EXHIBIT 1: Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.Performance ObjectiveStandardPerformance Threshold Method of SurveillancePRS # 1. Contractor shall provide adequate administrative support for OSHA’s Office of the Assistant Secretary and the National Office Directorates. PWS Para 4.1Duties assigned are completed in compliance with the established guidelines within the various OSHA Directorates and in accordance with the deadlines set by the federal managers.Assigned duties are completed in a timely manner and with minimal inaccuraciesRandom Sampling/ COR Observation/ Customer ComplaintPRS # 2 Contractor shall review, process, provide customer support and run reports related to OSHA Debt Collections.PWS Para 4.2Duties assigned are completed in compliance with established guidelines and in accordance with the deadlines set by the federal manager.Assigned duties are completed in a timely manner and with minimal inaccuraciesRandom Sampling/ COR Observation/ Customer ComplaintPRS # 3 Contractor shall process all OSHA Publication orders/queries.PWS Para 4.3Orders/queries processed in a timely manner.Respond to orders/queries requests within 72 hoursRandom Sampling/ COR Observation/ Customer ComplaintTECHNICAL EXHIBIT 2: DELIVERABLES SCHEDULE (Sample)DeliverableFrequency# of CopiesMedium/FormatSubmit ToMonthly progress reports.At the end of each 30 days after the award of the contract, a progress report discussing the progress made in the previous 30 days submitted in writing.1Electronic file by e-mail as an MS Word attachment.CORTECHNICAL EXHIBIT 3: ESTIMATED WORKLOAD DATA Below are the descriptions and estimated annual labor hours for the requirements of this PWS based on historical data. These hours do not project actual requirements for the new contract, nor does it reflect hours required of subcontractors. The contractor is responsible for proposing the appropriate hours and labor mix to perform the requirements of this PWS. This data is provided for informational purposes only. ITEMNAMEESTIMATED HOURS1Program Manager1,9202Administrative Assistants28,8003Debt/Account Collections3,8404Order Clerk1,920 ................
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