For work at the State Department
Richard Ries
Sample Past Performance Writeup
Client’s name reduced to “Contractor, LLC”
| DOS ATA Technical Staffing Services | |
| Customer Name: Department of State, Bureau of Diplomatic Security (DS) Training Directorate Office of Antiterrorism Assistance (DS/T/ATA) Contractor Name and Role: Contractor (Role: Prime) | |
| Customer Address: 2230 Gallows Road, Suite 101 Dunn Loring, VA 22027 | |
| GSA OASIS SB Pool 1 Task Order No: Redacted | |
| Contract Value: $170,000,000 | |
| Contract Type: Hybrid (FFP/T&M) | Period of Performance: 9/1/2017 – 8/31/2022 |
| Contracting Officer Technical Representative (COR): | Redacted |
| Contracting Officer (CO): | Redacted |
| Contractor, LLC is a trusted partner of the State Department and shares in its vision and understanding of an international, vigilant, and steadfast effort to combat global terrorism. As an aspect of this support, we provide counterterrorism law enforcement assistance to critical partner countries including: Afghanistan, Egypt, Cameroon, Chad, Indonesia, Iraq, Jordan, Kenya, Mali, Senegal, Lebanon, Niger, Qatar, Tunisia, Nigeria, South Sudan, Mauritania, Burkina Faso, the Philippines, and The Kingdom of Saudi Arabia (KSA). Our team provides training, mentoring, and consultations to aid partner countries in developing and maturing a range of counterterrorism capabilities in order to detect and deter terrorist plots, organizations, and actors – and apprehend perpetuators. We also support the program management of ATA activities both CONUS and OCONUS. Specific task areas cover: In-Country Program Management Support: Contractor provides in-country program management support (Resident Program Manager, Deputy Program Manager, and Resident Logistician) to support ATA training activities. Our team is responsible for in-country ATA liaison with the Regional Security Officer, Embassy, partner nation officials, representation of ATA interests in country, along with monitoring ATA personnel in country. Responsibilities include receiving policy directives from ATA and ensuring the implementation of those directives. Responsibilities also include communications, transportation, training delivery, and equipment. Our team ensures alignment and compliance to the ATA mission and works with the embassy, security staff, and other agencies to facilitate day-to-day operations, compliance, and mission alignment. Our team coordinates all equipment and course material needs ensuring proper forecasting, budgeting, accounting, securing, transportation, and use of all materials. We monitor, evaluate, and report on in-country budget, training, and overall program and personnel wellbeing (e.g., safety). Program Management Administrative Support: Contractor supports the ATA Director and Deputy Director with administrative support including schedule/meeting coordination and management, meeting support, travel arrangements, and maintaining documentation and materials for review, approval, and processing. Additionally, our team provides support for the entire ATA program, as well as administrative support in-country. We develop and update office procedures, management office documentation, maintain databases with updated information and contacts, support the processing of employees in and out of in-country locations. Ensure appropriate and timely execution, tracking, and reporting of office functions: time and attendance, office equipment, building and facility management. Support day-to-day operations including preparation of meeting material, developing key office documentation (org charts, memos, etc.), manage documentation processes, and meeting minutes. Program Management: Contractor supports the ATA in program planning, budgeting, execution, and evaluation. Our team develops and updates strategic planning objectives and supports organizational changes to support the objectives, develops business processes, procedures, and controls, assist in program-wide budget planning and preparation, identify and recommend actions for program management issues/risks, monitor and advise on issues, observations, and recommended changes to program activities (e.g., training, acquisition, contract administration, participant nations). Human Resources: Contractor supports ATA with personnel activities including assessing hiring and staffing processes and procedures, advising on position descriptions and hiring mechanisms and practices, and provides guidance on current regulations, policies, practices for personnel processes and requirements. Additionally, our team aids in the vetting of contracting personnel supporting ATA by assessing resumes and candidate information, analyze information for accuracy and validity, and maintains a record of all candidates and statuses. Communications: We assist with public relations in conferring across the Department of State and other stakeholder groups educating on ATA within DOS (e.g., exercises, information sharing, year in reviews, Congressional, lessons learned). Coordination with DS Public Affairs ensuring appropriate documentation, materials, content development, and information for greater coordination external to State Department (e.g., press, social media, in-country public affairs). Financial Support: Contractor monitors the execution of budget activities for the ATA domestic and foreign programs. We manage portfolio of accounts for multiple countries and ensure the proper documentation, processing, and accuracy of financials for accounts. We coordinate with in-country staff, other government agencies, the DOS Chief Financial Officer’s office, and outside vendors and contractors. Perform multiple financial functions/processes including: Developing and maintaining ledgers to reconcile unliquidated obligationsAnalyzing and reconciling financial documents within DOS financial management systems Reconciling spending and financials against ATA financial planResponding to budgeting and financial requests from within DOS and OMBReviewing spending requests (procurement, travel, task order requests, etc.) Analyzing requests for payments (vouchers, invoices, claims) for accuracy, proper and complete documentation, and fulfillment Preparing routine and ad hoc financial reports down to the task order and vendor level articulating the status, expenses, obligations, and any risks/issuesReporting to senior staff on pending issues, concerns, and inconsistencies with ATA’s financial plans Acquisition Support:Contractor supports ATA’s acquisition and contract activities from pre-solicitation to closeout. We prepared statements of work, contract justifications, solicitation packages, and cost benefit analyses. We support all documentation and reporting from drafting of task orders to procuring invoices, to processing invoices, to monitoring contracts and advising on necessary contract actions. Logistics Support: Contractor coordinates ATA logistics activities both from the program level, as well as in-country support for equipment and materials (e.g., weapons, ammunition, policy supplies, training aids and ordnance equipment and supplies). We develop supply chain procedures to support ATA training activities and resource needs. Our team initiates procurement actions through FedBid and the DOS ARIBA, tracks and reviews procurement requests under existing contracts, process invoices, and provides reports of equipment tracking and procurement statuses. Additionally, we support warehousing operations, monitoring all equipment entering the warehouse, monitor the warehouse inventory system, and coordinates with warehouse and program staff to ensure all equipment and training materials are received and appropriate shipped and delivered to locations globally. International Traffic of Arms Regulations (ITAR) Support: monitoring, adherence, and reporting/waivers. Provides DDTC/ITAR information for the drafting of appropriate letters required for shipment clearance from various government agencies, ensuring subject equipment has received critical licensing as identified by federal regulations through the Defense Trade Control (CFR 19 and CFR 22). For example, ship firearms/explosives globally and even training is ITAR restricted to allow staff to engage with governing body. Travel Operations Support: Contractor supports ATA’s travel services. Our team manages all travel arrangements within ATA using the E-2 software including the scheduling, cancellation/changes, and reporting. We process all requests, maintain all travel records and authorization requests forms, and vouchers/receipts. We coordinate passport/visa processing, track statuses, and address any issues. We provide reporting and status updates on all travel related items and provide on-call support to enable seamless travel support. Training: Contractor manages the onboarding and training of all ATA staff. We develop and implement a full range of training for new hires, as well as continually education and coaching. We deliver training through multiple channels and means, building staff skills and capabilities. Our support includes the management and maintenance of the Learning Management System on providing current information, creating ease of access, and development of key information sharing and knowledge management tools (e.g., SharePoint, Acadis, website). In-Country Training Assessment, Development, Evaluation, and Support: Contractor provides support at the program and in-country levels to support ATA’s training activities. We conduct technical capability assessments of ATA-participant countries and identify training needs. Our team then designs a training curriculum, training materials, and associated activities and resources needed to support building of in-country capabilities. Our team leverages instructional systems designers, visual information specialists, technical writers, and SMEs throughout the curriculum development process. All activities are conducted with a defined course development schedule and budget. Our team develops courses leveraging multiple learning techniques (e.g., group discussions, breakouts, scenarios, role plays, exercises), as well as various learning tools (e.g., user guides, manuals, videos, graphics) always keeping in mind performance/outcome requirements, as well as cultural considerations. We forecast and plan the production of all course materials, maintain a master library and inventory of all ATA course materials, and ensure that the appropriate resources are available at the designated locations. We manage course material translation into multiple languages, production, and delivery to both CONUS and OCONUS locations and negotiate with vendors to ensure high quality, low cost services. To ensure the effective use of training materials, our team provides mentors in over 20 countries to act as an advisor and supports training delivery within the country. Our mentors act as advisors to assist the countries in building security forces’ capabilities and support training delivery through training schedules and monitoring of local national instructors. The mentors use the course curriculum and SME experience to apply training in real world scenario. They help facilitate and institutionalize the training and apply the skills into operations. Exercises: Our team also consults on exercises of the various capabilities. Our support includes exercise planning, execution, and development of an after-action report. Training courses and related subject matter expertise include: Chemical, Biological, Radiological, and Nuclear & Mass Casualty Investigative & Crisis ManagementCyberExplosivesFirearm TrainingHomeland SecurityPolice OperationsMaritime & TrainingLaw Enforcement ManagementProtection of National LeadersPolice TacticalInfrastructure Security TerrorismMajor Event Security Management Assessment Monitoring Unit (AMU): Our team meets with partner nations and senior law enforcement officials to discuss training as requested by the Regional office and discuss capability gaps (e.g., training measures, fraudulent issues). We them assess capabilities (e.g., fire and rescue, SWAT, records management, judicial system), draft a report, which is then provided to the Bureau of Counterterrorism and ATA Country Manager, with an assessment and recommendations, prioritizing capability/training needs. We then develop a 5-year plan and map based on training needs. Special Program for Embassy Augmentation and Response (SPEAR): Support the training of foreign law enforcement specifically assigned to respond to incidents concerning U.S. embassies. Provide curriculum, materials, training, and provide mentors for day-to-day assistance. Training Execution Division (TED): Facilitate in-country training by scheduling Global Anti-Terrorism Assistance (GATA) contract and deploying training teams to deploy and deliver training. While Contractor also provides the actual training in Afghanistan and coordinates the rest of the in-country training. Threat Investigations and Analysis: Conduct behavioral analysis using a subject matter psychologist, as well as provide program management support. The Operational Psychologist assists in the evaluation of everyday operations, case reviews (where necessary), training, and mitigating threats directly related to DS investigations and/or operations. Contract Transition: ATA provides country specific training and equipment to foreign law enforcement and security organizations to enhance their capabilities and capacity to detect, deter, counter, and investigate terrorist activities. To support this mission, the Department of State (DOS) needed to identify the most capable and experienced contractor to recruit, place, and retain a cadre of highly experienced, capable and cleared professionals. Team Miracle successfully staffed 130+ FTE ahead of schedule within 30 days of transition period providing: 100% retention of all desirable incumbents in several countries such as Afghanistan, Saudi Arabia, Mali, Jordan, Somalia and CONUS location in Dunn Loring, VA.All staff possess Secret clearance or aboveStaffed over 65 new and vacant positions in over 10 international locations, including hazardous areas by ensuring Defense Base Act (DBA) insurance complianceCompliance with medical and medevac insurance in effect prior to deploymentImplement Synchronized Pre-deployment and Operational Tracker (SPOT) for employees Dedicated Logistics coordinator for each overseas location in the areas of Housing Support; Badging Access; Dining Services; Laundry Service/facilities; Morale, Welfare, and Recreation facilities; Transportation within the assigned country; Mail Services; Medical Support; Dental Support; Pharmaceutical Support; Baggage; Weapons; Fuel; Mortuary Affairs; and any other area that are applicable for smooth functioningSubmitted Nomination Package for each candidate with the following information:Nomination letterIndividual qualification checklistVisitor Access Request (VAR)JPAS Summary for each candidateApplication for employmentDesignation of the function that the individual is proposed to fill Tracking List: To facilitate an effective transition, Contractor maintained a detailed employee tracking list and deployed a Transition Team comprising our Program and Deputy Program Manager, transition manager, HR manager, Facility Security Officer, Contracts Administrator, and Corporate leadership. This team effectively maintained a transition plan, milestones, and timeline, as well as established regular reporting mechanisms by updating employee tracking and onboarding list with the Government to ensure open communications on staffing requirements and progress. Within 10 business days from contract award and kickoff, all desirable incumbent personnel were provided offer letters and new-hire packages detailing company details and benefits. All incumbents were then swiftly moved to in-processing the following week. . Overseas Personnel: When transitioning positions overseas, Contractor leveraged its detailed Overseas Support Checklist and updated it based on unique factors specific to each country of support. This Checklist ensured that necessary processes and measures were taken to expedite onboarding of resources. Our checklist includes fundamental items such as: Travel Management – airfare, lodging, per diem allowances Passport, visasSPOT LOA, CAC application VARsMedical Clearance and required inoculations DBA and Medical Evacuation Insurance Danger Pay and Post Differential pay set upNecessary Business Licensing FACT training (if applicable) Pre-deployment briefing and Country Specific Ethics and ComplianceStandard Operating Procedures (SOPs) specific to each ATA program Additionally, during our contract kickoff, the Government identified additional positions and overseas locations for ATA support. Our Transition Team immediately leveraged our in-country networks and Contractor recruiters to clearly identify requirements and necessary qualifications. Through our proven transition and recruiting practices, Contractor staffed each position earlier than client and internal transition deadlines. Achieved benefits to the customer: Contractor has demonstrated exceptional project management skills and adherence to the program schedule by performing the work well within the time frames and schedules for the Office of Antiterrorism Assistance. At contract startup Contractor transitioned 100% of eligible incumbent staff (90 members), deployed in 20 countries, with no disruption to ATA operations or employee well-being. The ATA contract now boasts an onboarded staff of 142, a 57% increase since inception of the contract. This does not include the 24 active vacancies presently fielding qualified candidates. While Contractor has maintained pace with the growth of the organization, we continue to adhere to the original statement of work (SOW), which requested one full time Program Manager (PM) and a half time Deputy Program Manager (DPM) based on the prior contract requirements and deliverables expectations. Contractor would like to highlight several instances whereby increased workload not defined in SOW or through prior incumbent contractors has resulted in direct increase in cost. For example, due to unanticipated growth, over the Base Year Contractor delivered more than 205 qualified candidates for the government’s consideration for the 29 open vacancies posted during that period as shown below. Option Year One is continuing at roughly the same level of activity. In addition, increased staffing has driven a significant increase in travel requests and subordinate expense vouchers. As shown below, in the Base Year Contractor alone purchased more than 190 round trip air travel itineraries. Each booking was Fly America compliant, and deemed the most direct and cost beneficial to the government. Option Year One is only 65% complete, and we have already nearly the same number of approved travel requests. regulations and allowances, and in complying with required documentation. In close collaboration with the Government, Contractor developed invoicing guidelines/criteria that assure invoice accuracy but has borne a significant administrative burden as a result of the Government’s substantial changes to invoicing requirements. | |
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