LONG TERM CONTRACT ASSIGNMENT
The Contractor(s) will support the fact witness management process by completing and processing travel vouchers; arranging for witness travel and lodging; working directly with witnesses to ensure appearance for court, pre-trial conferences, and grand jury; and coordinating with other agencies as required, among other duties. In supporting the fact witness management process, it reduces the delay in witness payments and enables Victim-Witness personnel to increase the quality and quantity of direct services being provided to victims.
The Contractor(s) shall provide all clerical services required to perform the tasks related to the support of the USAO fact witness management process by providing a variety of direct assistance to USAO Victim-Witness personnel, Assistant United States Attorneys (AUSAs), legal assistants, administrative staff, and other USAO personnel.
The Contractor(s) will primarily work in an office setting; some walking, standing, bending, and carrying of small office items is required. Some travel may be required. The Contractor shall use the description of tasks in this statement of work as a basis for support in this contract. If at any time the Government does not see justifiable progress, the Government has the right to end the contract at that time with no additional expense to the Government. The Government is not bound to expend all funds obligated for the contract.
Contractor(s) shall be responsible for the myriad tasks needed to support the USAOs in the area of witness management. Contractor(s) shall perform a variety of tasks related to witness management to include, maintain witness files, complete and process travel vouchers, arrange travel and lodging, enter data in relevant computer systems, and other witness management related duties.
Provide witness management assistance prior to, during, and after trial. Typical assignments include: work directly with fact witnesses, provide assistance and support to ensure appearance for court, pre-trial conferences, and grand jury.
Receive visitors, field phone calls, questions and other inquiries from fact witnesses seeking information pertaining to court, pre-trial conferences, grand jury appearances and expense reimbursement. Obtain pertinent information for files and documents necessary to arrange witness travel and reimbursements.
Initiate contact/notify fact witnesses concerning travel arrangements, appearance date/time, and determine any special circumstances or needs of the fact witness. Use judgment to determine when AUSAs should be notified of special circumstances or needs of fact witnesses.
Confer with AUSAs concerning fact witness appearances and special circumstances regarding witnesses (special authorizations, international witnesses, military/federal employee witnesses, or hostile witnesses). Complete and submit proper documentation for special authorizations and obtain prior approval before proceeding with travel arrangements.
Prior to fact witness' appearance, ensure all travel documents and appearance dates and times have been provided to the witness. Make necessary arrangements for fact witness travel and lodging according to Department of Justice and USAO policies and procedures.
Meet with fact witnesses upon arrival to designated hearing or pre-trial conference, offer and perform courtroom orientation, accompany witness to court, ensure a safe waiting area is available, and collect necessary documentation and signatures for fact witness reimbursement documents.
Prepare and submit documentation for fact witness reimbursement, i.e. witness vouchers and other required documentation for fact witnesses. Furnish requested information concerning pending and completed fact witness vouchers. Gather required documentation and reconcile Government Travel Accounts.
Obtain information, confer, and coordinate with the Court, Probation, Pretrial, U.S. Marshals Service, investigative agencies, and other counterparts, when necessary.
Complete variable aspects of recurring documents in conformance with the rules governing their style and format. Compose original letters that do not require legal interpretations, but require a good working knowledge of legal procedures and specialized terminology relevant to fact witness laws and regulations.
Perform general office procedures pertaining to fact witness management, including, but not limited to: establish and maintain a variety of fact witness files, documents and databases; assemble documents and other information for fact witness file material and retention in accordance with established procedures and Department of Justice regulations; if requested, establish and maintain calendar and/or database of active and pending fact witness appearances; track hearings, trial dates, grand jury and scheduling conferences; perform other administrative and logistical fact witness management related duties as required/assigned.
The Contractor(s) must have a high school diploma; undergraduate degree is preferred. Contractor(s) must also be able to demonstrate the following:
Good communication skills
Provide word processing and data entry/retrieval
Ability to review and analyze data and information from multiple sources
Ability to establish case/project files
•· Ability to enter and retrieve data from databases
Ability to prepare and format management reports
Ability to manipulate, transfer, compute and print information
Ability to prepare and correct repo1is and correspondence using word processing software
Answer inquiries regarding case-related information as maintained in the database
Answer inquiries regarding case-related status
Obtain additional information from other agencies/organizations
Maintain internal status information on the disposition of designated information, files, and assets
Assure information is accurate and perform analytical computations necessary to process data
Provide administrative information and assistance concerning case or file to other agencies or organizations
The Contractor(s) shall prepare and deliver to the designated government representative, weekly activity reports which detail daily tasks completed and program related activities
The Contractor(s) must have good communication and organizational skills, the ability to deliver high quality work under pressure, and knowledge of software used by the USAO (or the ability to acquire knowledge about the USAO's computer systems). The Contractor must be a United States citizen and able to meet the Department of Justice residency requirements.