Military Personnel Division (MPD) and Transition Center (TC) Support Services for IMCOM-P, Korea

R - This is a pre-solicitation notice for the Military Personnel Division (MPD) & Transition Center (TC) services for IMCOM-P, Korea. Solicitation Number: W91QVN16R0029 Agency: Department of the Army Office: Army Contracting Command, ECC Location: 411th CSB (PARC Korea) Notice Type: Pre-solicitation Posted Date: 6 April 2016 Response Date: 27 April 2016 Archiving Policy: Automatic, on specified date Archive Date: 1 Jun 2016 Set Aside: N/A Classification Code: R - Professional, administrative, and managerial support services NAICS Code: 541612, Human Resources Consulting Services Synopsis: This pre-solicitation notice is issued by the government to make appropriate acquisition notification. This is a draft Performance Work Statement (PWS) and serves as a pre-solicitation notice. Vendors should use this notice for preliminary planning purposes. No proposals are being requested or accepted with this notice. THIS IS NOT A SOLICITAT ION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS DOCUMENT. The 411th Contracting Support Brigade (CSB), Korea is seeking sources to perform non-personal services to provide Military Personnel Division (MPD) & Transition Center (TC) services for IMCOM-P, Korea at Garrisons (Area I, II, III and IV) throughout the Republic of Korea (ROK). The contractor shall provide military personnel division and transition services for soldiers and family members assigned to the US Army in the ROK. The government anticipates using a Firm Fixed Price contract type for this requirement. Award will be based on the overall Best-Value Continuum, Lowest Price Technically Acceptable (LPTA) source selection process. The anticipated solicitation issuance date is on or about 17 May 2016 and the estimated proposal due date is on or about 21 June 2016. The anticipated award date is on or about 9 September 2016. Note: these dates may change and are only tentative. The solicitation will be issued via Federal Business Opportunity (https://www.fbo.gov/) website. A response to this synopsis is NOT a request to be added to a prospective bidders list or to receive a copy of the solicitation. Contracting Office Address: 411th Contracting Support Brigade, Korea, Unit# 15289, APO AP 96205-5289 Seoul, Republic of Korea Place of Performance: - Area I (Camp Casey, Camp Mobile, Camp Red Cloud) - Area II (Yongsan Garrison) - Area III (Camp Humphreys) - Area IV (Camp Henry, Camp Carroll) Primary Point of Contact: Mrs. YI, U NAN Contract Specialist Services Division Team Tiger 411th Contracting Support Brigade, KOREA Email: contact@example.gov PERFORMANCE WORK STATEMENT (PWS) INSTALLATION MANAGEMENT COMMAND PACIFIC REGION, KOREA (IMCOM P Korea) UNITED STATES ARMY MILITARY PERSONNEL DIVISION (MPD) & TRANSITION CENTERS (TC) PART 1 General Information 1. GENERAL: This is a non-personnel services contract to provide military personnel and transition services for Soldiers and Family members assigned to US Army in the Republic of Korea (ROK). The Government will 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 military personnel and transition services for Soldiers and Family members assigned to US Army in the Republic of Korea (ROK). 1.2 Background: The primary workload shall be performed at four (4) Garrisons for support at site organizations. The contractor shall provide Transition Center (TC) services for all qualified Army personnel and Family members in the theater. The contractor shall provide all Military Personnel Division (MPD) services to Installation Management Command Pacific Region (IMCOM P), Korea at four (4) Garrisons (Areas I, II, III, IV (see TAB C-Map of Areas I-IV)), and the Non-Personnel Services Delivery Redesign (PSDR) units located across the Korean peninsula (see TAB D List of Organizations to include Non-PSDR Units). 1.3 Objectives: - Accuracy: Accuracy of information impacts not only on decisions made by Commanders, but impacts Soldiers and their Families. For Soldiers, accurate information impacts their careers, retention, compensation, promotions, and general well-being. For Family members, accuracy of information is critical for next of kin (NOK) notification if a Soldier becomes a casualty. Human Resources (HR) providers must understand the dynamic nature of HR system's architecture and the fact that data input at the lowest level has direct impact on decisions being made at the highest level. - Timeliness: Timeliness ensures decision makers have access to relevant HR information and analysis that supports current and future operations. It also supports a near real-time common operational picture across all echelons of HR support. - Responsiveness: Responsiveness is providing the right support to the right place at the right time. It is the ability to meet ever-changing requirements on short notice and to apply HR support to meet changing circumstances during current and future operations. It involves identifying, accumulating, and maintaining sufficient resources, capabilities, and relevant information to enable commanders to make rapid decisions. - Integration: Maximize effectiveness by joining all elements of HR support (tasks, functions, systems, processes, and organizations) with operations ensuring unity of purpose and effort to accomplish the mission. Innovation and technology play a tremendous role in these objectives since only throughout innovation HR professional can keep remain relevant and provide the most effective ways for mission accomplishment. - Anticipation: Foresee events and requirements in order to initiate the appropriate HR support. 1.4 Scope: The contractor shall conduct daily functions under the general guidance of an appropriate Government/Military Official from the Installation Management Command Pacific Region (IMCOM P), Korea. 1.5 Period of Performance: The period of performance shall be for a phase-in period, one (1) 12 month base period and two (2) 12-month option periods. The Period of Performance reads as follows: Phase-In Period: 15 September 2016-31 October 2016 Base Period: 1 November 2016-14 September 2017 Option Period I: 15 September 2017-14 September 2018 Option Period II: 15 September 2018-14 September 2019 1.5.1 Phase-In Period: The contractor shall execute an effective phase-in period to address all requirements with minimal disruption to operations. The contractor shall assume full responsibility for work in each functional area by the end of the phase-in period. The contract awardee shall exercise their transition plan (submitted in conjunction with their Phase-In Plan) to the government, during the phase in and phase out period between contract award and termination. 1.5.2 Phase Out Period: The services provided by this contract are vital to the Government's overall effort and services must be maintained without interruption. Therefore, during the 45-calendar day period immediately prior to the end of the contract, the current contractor shall, if applicable, permit the successor contractor to observe and become familiar with all operations under this contract. The contractor shall not defer any needed services for the purpose of avoiding responsibility or transferring such responsibility to the successor contractor. 1.6 General Information: The contractor shall perform all military personnel division and transition center functions in accordance with Army regulations, policies, directives, local regulation and directives, and the contract. Perform the administrative tasks required for the daily operation of the Military Personnel Division and Transition Center. 1.6.1 General Administrative: These tasks are to be performed at each MPD and TC location: a. Perform general administrative tasks required for the daily operation of the MPD and TC. b. Maintain a customer service line to handle inquiries and refer clients to the appropriate MPD and TC section. Customer service lines shall operate during the established business hours. c. Coordinate with the Garrison Director of Human Resources (DHR) or designated Contracting Officer Representative (COR) concerning daily work flow requirements and priorities. d. Perform administrative duties such as data entry, desktop publishing, word processing, general clerical duties, taking notes at meetings, filing, photocopying, correspondence and answering MPD and TC telephone lines. e. Coordinate with the COR concerning matters of daily work accomplishment, priorities and procedures. f. Maintain work area in a safe, clean and orderly manner at all times. g. Each MPD and TC shall be open and operational at least forty (40) hours per week. The hours of operation shall be established from 0800-1800 hours; not to exceed more than ten (10) consecutives hours per day, Monday - Friday except on legal holidays listed in this PWS. The COR will establish each Garrison hours of operation in accordance with each Garrison Commander's guidance. The hours of operation may vary during installation closing due to inclement weather, force protection exercises, and/or special operations in which the contractor may not be permitted in the work area. h. The contractor shall prepare daily installation correspondence material and conduct daily distribution of requirements. 1.6.2 At Government's request, the contractor may be required to assist third party agencies during official investigations and inquiries such as Military Law Enforcement Agencies and Army Career Counselors. Assistance may include the following: provide Government's copies of inventories/logs, reports, and Soldier's personal files, and generate memorandum for record. The contractor shall ensure all releases of information to third parties are in accordance with the Freedom of Information Act (FOIA). 1.6.3 Quality Control. The contractor shall develop and maintain an effective Quality Control Plan (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 plan is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be provided to the KO with contractor's proposal and shall be updated thereafter to maintain an effective and efficient quality control program. The contractor shall submit a Quality Control Report (QCR) to the Government within 30 days after the contract is awarded for review and acceptance. After acceptance of the QCR the contractor will receive the contracting officer's acceptance in writing of any proposed change to his QC system. 1.6.3.1 A quality control report will be submitted within 30 days of contract award. This report will be submitted to the government on the 5th working day of every month. The QCR will cover all the objectives of the QCP. 1.6.3.2 Be a comprehensive program to plan and deliver quality services to the Government. 1.6.3.3 Cover and prioritize all services described in this contract and PRS table. 1.6.3.4 Describe a method acceptable to the Government of identifying deficiencies in the quality of service performed under this contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction. 1.6.3.5 Describe a method acceptable to the Government of identifying deficiencies in the quality of service performed under this contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction. 1.6.3.6 Establish an inspection system covering all services required by this contract. This plan shall specify areas to be inspected on either a scheduled or an unscheduled basis and the title of the individual who will do the inspection. 1.6.3.7 Contain specific quality control techniques and standards for contract services identified in the Performance Requirements Summary and Inspection of Services Clause list. The quality control methods shall be comprehensive and adaptable to the reporting systems of the QCP. Control measures must be specified and metrics developed to ensure accurate program monitoring. 1.6.3.8 Include a customer complaint feedback system for correction of validated complaints and to inform the Government of corrections. The QCP shall describe how the Government may identify problem areas or situations to the contractor. The customer complaint program shall be compatible with the reporting and communication systems of the QCP. 1.6.3.9 Require documentation of all contractor quality control inspections and corrective actions to be maintained by the contractor throughout the term of this contract. Inspection documents and the corrective action taken shall be made available to the KO or designated representative. 1.6.4 The Quality Control Plan will be used by the contractor to collect data, evaluate and document performance against standards associated with each specific requirement. Performance is measured by assessing the required workload quantity in terms of quality and timeliness. The contractor shall use the format below measure each line item in the PRS table. See Example Below. Objective PERFORMANCE STANDARD What level of performance is required to meet the Performance Objective or Task? CONTRACTOR PERFORMANCE STANDARD What level of performance is required to meet the Performance Objective or Task? Performance Threshold WHAT/DATA SOURCE What are you going to inspect? HOW/METHOD OF ASSESSMENT How are you going to inspect? see drop down list CALCULATION How will you determine if the AQL and Standard are being achieved? Contract Management Para The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this PWS Contractor submit based on PWS requirement 100% Contractor submits based on PWS requirement 100% / Periodic / Random Inspection Contractor will submit (Pass/Fail) 1.6.5 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1800 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. The contractor shall 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. Each MPD and TC shall be open and operational at least forty (40) hours per week. The hours of operation shall be established from 0800-1800 hours; not to exceed more than ten (10) consecutives hours per day, Monday - Friday except on legal holidays listed in this PWS 1.6.4.2. The COR will establish each garrison hours of operation in accordance with each Garrison Commander's guidance. The hours of operation may vary during installation closing due to inclement weather, force protection exercises, and/or special operations in which the contractor may not be permitted in the work area. 1.6.5.1 No proposed or directed change in working hours shall be effective until approved in writing by the Contracting Officer. 1.6.5.2 The contractor shall observe the following as legal public holidays. As such, the MPD and TC shall not be required to conduct normal operations on these holidays: US Government legal holidays are as follows: - 1st January (New Year's Day) - 3rd Monday, January (Dr. King's Birthday) - 3rd Monday, February (President's Day) - Last Monday, May (Memorial Day) - 4th July (Independence Day) - 1st Monday, September (Labor Day) - 2nd Monday, October (Columbus Day) - 11th November (Veterans' Day) - 4th Thursday, November (Thanksgiving Day) - 25th December (Christmas Day) 1.6.6 Place of Performance: The work to be performed under this contract will be performed at Camp Casey, Camp Red Cloud, Yongsan, Camp Humphreys, Camp Henry, and Camp Carroll. Satellite sites might be established at other locations in order to support training exercises and the Korea Relocation Program. Contractor personnel may be required to visit other installation offices in the execution of their duties. 1.6.6.1 Place of performance is subject to change as personnel and resources shift from one garrison to another. The government reserves the right to direct/govern place of performance as required and necessary to support new mission requirements. 1.6.6.2 Satellite sites have fixed staff and equipment. They have no supervisory role over other locations but may support and travel to remote site. 1.6.6.3 Remote sites have no permanent staff or fixed equipment. 1.6.7 Type of Contract: The government will award a Firm-Fixed Price contract. 1.6.8 Special Qualifications: Contractor employees shall be fully trained, qualified, certified or licensed under the requirements specified in individual sections of the PWS prior to starting work. The contractor shall maintain records of training qualifications, certifications, and licenses on each employee for the duration of their employment. These records shall be available to the COR or designated representative upon request. The contractor shall provide internal training to ensure that employees remain qualified, certified, and licensed. a. The government reserves the right to direct contractor to conduct and complete other required training. This training might include: Information Security/Assurance, Anti-Terrorism Training, Operations Security Training, Suicide Prevention Program, and Sexual Harassment Assault Response Prevention (SHARP) Program Training. b. Application for Status of Forces Agreement: Contractor shall submit the following documentation for each employee (1) Complete USFK Form 700-19A-R-E; (2) Letter of Accreditation; (3) USFK Form 217-E; (4) USFK Form 237-E; (4) Copy of passport (to include all stamped pages); (6) proof of ordinary residency; (7) previous USFK 700-19A-R-E (if applicable). Additional documentation shall be required in some cases. These requirements are subject to change at any time and without notice. All documentation must be submitted thirty (30) days after contract award and whenever a new contractor employee is hired IAW USFK Regulation 700-19. 1.6.9 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. 1.6.10 Key Personnel: The contractor shall designate in writing, a primary and alternate point of contact. The contractor shall provide the names, telephone numbers, fax numbers, and e-mail addresses, as well as the individuals' level of authority. The contractor shall submit the same information for any person acting as an alternate to the POC. Key personnel shall not be replaced or relocated without prior approval of the KO and COR. 1.6.10.1 In addition the contractor shall provide an organizational chart with their proposal and an updated copy within thirty (30) calendar days after contract award. The organizational chart shall include names, addresses, and telephone numbers of the contractor's point of contact, supervisory personnel, and key management personnel who shall serve as a focal point between the contractor and the Government to resolve problems and emergency situations. The contractor shall ensure that the chart shall remain current at all times and shall notify the COR immediately, in writing, whenever changes are made. 1.6.10.2 Project Manager: The contractor shall provide at least one in country (Republic of Korea) Project Manager who shall be responsible for the overall management and coordination of the contract to include timely performance, quality and compliance with the terms and conditions of the contract and shall be the primary point of contact with the Government Contracting Officer's Representative (COR). The Government shall have 24/7 telephonic accessibility to the Project Manager or his/her alternate. The Project Manager shall have at least seven (7) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources. Additionally, the Program Manager shall have at least a Bachelor's Degree from an accredited college. 1.6.10.3 MPD Site Managers: The Government requires a site manager for each MPD site. MPD sites are located in the following installations: Camp Casey, Area I (subject to relocate or remove based on USFK Land Partnership Plan (LPP)), Yongsan; Area II (subject to relocate or remove based on USFK Yongsan Relocation Plan (YRP)), Camp Humphreys; Area III, and Camp Henry, Area IV. MPD Site Managers shall have the following: a. At least five (5) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources with the Associate Degree from an accredited college. OR b. At least eight (8) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources. [Note: Three (3) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources substitutes Associate Degree from an accredited college.] 1.6.10.4 Sr. Transition Analyst: The Government requires a Sr. Transition Analyst who has an oversight for following Transition Center locations: Camp Casey, Area I; Yongsan, Area II; Camp Humphreys, Area III; and Camp Henry, Area IV. The TC Processing Analyst requires at each area under the oversight of a Sr. Transition Analyst. The Sr. Transition Analyst shall have the following; a. At least five (5) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources with an Associate Degree from an accredited college. OR b. At least eight (8) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources. [Note: Three (3) years of experience within the last ten (10) years in U.S. military (US Army) Human Resources substitutes Associate Degree from an accredited college.] 1.6.10.5 Personnel: All contractor employees shall abide by pertinent regulations set forth in this PWS and all applicable Federal and local installation laws, policy or regulations. The contractor shall develop and update standing operating procedures (SOPs) as required in the performance of this PWS to sustain operations and process customer products. This will be done IAW applicable regulations and as directed by the COR. a. The contractor shall provide a workforce possessing the skills, knowledge, and training to satisfactorily perform the requirements of services included in this PWS. Contractor employees shall have the ability to proficiently communicate in the English language. Personnel performing work under this PWS shall remain employees of the contractor and shall not be considered employees of the Government. b. The contractor shall be responsible for its employees' work performance and conduct. The contractor shall maintain provisions for the immediate removal of employees for misconduct or other causes prejudicial to the maintenance of health, welfare, morale or security. The contractor shall be aware of the Installation Commander's responsibility for the general security and well-being of personnel, and shall ensure that personnel removal provisions support the Installation Commander in this regard. c. The Government has an inherent right under law, practice and regulation, to control access to its facilities, property and data, including those that are the subject of this contract. Access privileges will be tailored to individual contractor personnel responsibilities. The Government will be the final authority in determining access privileges. The Government's exercise of its right to grant and revoke access by particular individual(s) to its facilities will not constitute a breach or change to this contract, regardless of whether said individual(s) are employed by the contractor, and regardless of whether said individuals are thereby precluded from performing work under this PWS. 1.7 Attire and Identification: The contractor shall develop dress code requirements subject to Government approval 14 days after contract award. Contractor shall provide nametags and employees shall wear them at all times. Nametags shall be visible to customers and others at all times. 1.8 Travel: The Contractor shall be required to travel in performance of this contract. The contractor may be required to travel between installations within the Republic of Korea. The contractor shall be required to conduct two quality control visits annually to the contractor-operated Military Personnel Divisions and Transition Centers. All travel shall be conducted in accordance with FAR 31.205-46, "Travel Costs," and the Joint Travel Regulations (JTR) and shall be pre-approved by the COR. The number of trips and personnel travelling shall be limited to the minimum number required to accomplish work requirements and shall be coordinated with the COR. 1.9 Inspections and Acceptance: All reports must be approved by the COR. 1.10 Information Security and Government Systems Access: Contractor personnel shall require Common Access Cards, user accounts and system passwords for access to the Government's personal computer networks. Contractor staff shall be required to initiate paperwork for a national agency check as applicable and apply for AHRS access within thirty (30) days after contract award. 1.10.1 Within thirty (30) days of contract award, all contract employees shall apply for Army Knowledge Online (AKO) accounts. An AKO account is a prerequisite to access Korea domain and AHRS. Contract employees who are unable to apply for an AKO account in their own right or who choose to register as a DoD Contract Employee will use the COR as the sponsor. Once the COR certifies/validates the account, the contract employee will receive an email message confirming the account is active. After establishment of the Korea domain account, each contract employee will update their AKO profile to have the AKO emails automatically forwarded to their Korea domain account. AKO accounts are verified/validated on a periodic basis and will be cancelled upon termination of employment or expiration of contract. 1.11 Security Requirements: Contractors are required to hold National Agency Check with Inquiry (NACI). Additionally, they are responsible for safeguarding official and sensitive information. Failure to safeguard any official and sensitive information which may involve the contractor or the contractor's personnel or to which they may have access may subject the contractor and/or the contractor's employees to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the contractor. All programs and materials developed at government expense during the course of this contract are the property of the government. Contractor personnel shall be required to adhere to the security requirements of the Republic of Korea Theater of operation. 1.12 Key Control: The contractor shall establish, implement and maintain records for ensuring that all keys issued to contractor employees by the Government are not lost or misplaced, and are not used by unauthorized persons. Keys issued to contractor personnel by the Government shall not be duplicated without the express written consent of the Government. The Government will initially furnish all keys required for access to offices and buildings. The cost of any changes to locks as a result of keys lost by contractor employees shall be pay by the contractor. Key personnel shall not be replaced or relocated without prior approval of the KO and COR. Please review for accuracy. This section had information about the reimbursable...that is no longer regulatory. 1.13 Common Access Card: The Government will issue a CAC to each contract employee. This card will be utilized for access to the installation, and for other identification purposes as required. Upon employment termination or CAC Card expiration, whichever comes first, the Contractor Program Manager or Contractor Site Manager shall collect and turn-in CAC Card to the local ID card section. Additionally, the Program Manager or Contract Site Manager shall provide applicable documentation to COR proving that CAC Card has been turn-in. 1.14 Reference Secretary of the Army Memorandum dated 28 Jun 06, Subject: Contractor Verification System (CVS) Implementation guidance and instructions for the implementation of the CVS Army-wide. IAW with this guidance, the authorizing official (Contracting Officer Representative (COR), the designated Contracting Officer (KO) assigned to the installation contracting office, the installation's designated representative, or other approving officials) will approve issuance of the CAC through the automated CVS system. The TASM will be the designated TASM as described in the Secretary of the Army guidance. The contractor's CVS applications under this task order should clearly cite the contract and task order numbers identified on the DD Form 1144 for this task order. 1.15 Quality Assurance: The contractor's quality control program is the means to assure that the work complies with the requirement of the contract. The contractor shall develop and maintain an effective quality control program into every phase of every project to ensure services are performed in accordance with the PWS. Contractor is responsible for review of all projects to verify accuracy and completeness. The contractor quality assurance plan must address the areas identified in the Performance Requirements Summary (PRS) described in TAB A of the PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor shall prepare and submit to the Contracting Officer (KO) and Contracting Officer Representative (COR) a quality control plan for approval 30 days after award. 1.16 Performance Assessment: The Government reserves the right to evaluate all areas of contractor's performance under this contract without any advance notice to the contractor. 1.17 Accounting for Army Service Contracts: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for the performance of the contract. The contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil/L...