Attachment_2_FA_1_SAMPLE_TO_SOW_3.docx

Attachment 2: FA 1 Sample TO SOW Solicitation 140D0422R0016

Functional Area (FA) 1: Security Task Order (TO) SAMPLE Statement of Work (SOW) Bureau Against Terrorism Evaluation Services

1. Mission The Bureau Against Terrorism (BAT) leads the Department of State (DOS) in the whole-of-government effort to counter terrorism abroad and to secure the United States against foreign terrorist threats. Working with the National Security Council, U.S. Government agencies, and Department bureaus, BAT develops and implements counterterrorism strategies, policies, and operations. BAT leads the U.S. Government in counterterrorism diplomacy and ensures U.S. foreign policy objectives are integrated into the formulation and execution of counterterrorism operations including related defense and homeland security policies and programs. It provides an on-call capability to respond to terrorist incidents worldwide. BAT’s Coordinator serves as the principal advisor to the Secretary of State on counterterrorism strategy, policy, operations, and programs.

2. Scope BAT’s Office of Programs and Executive Office require program and process design and planning, performance monitoring, evaluation, analysis, and capacity-building to support the Bureau’s security sector assistance programming. Period of performance (POP) for this TO is 12 months. Activity will be performed in BAT’s offices. The support services outlined in this document are to support the following objectives:

· Continue to build the structure, policies, processes, and practices to position the Bureau for success.

· Improve implementing partner program and budget planning and reporting to be compliant with 18 FAM 300 and strengthen BAT’s ability to demonstrate outcomes.

· Redesign BAT’s project management processes and system to mirror leading program management practices and support BAT/P and BAT/EX workflow.

· Increase communication and collaboration across the Bureau, DOS, and the interagency.

3. Anticipated Support Tasks

· TASK 1: Program/Project and Process Design Support Services:

BAT requires design and support activities to engage the interagency to advance the impact of BAT efforts. Activities include, but are not limited to:

· Support annual and ongoing internal and interagency program design and planning events.

· Assess emerging BAT challenges or opportunities.

· Determine programmatic impacts to date.

· Identify methods for improving cost-effectiveness and cost-sharing for BAT’s foreign assistance.

· Enhance collaboration among interagency for the BAT mission

In support of 18 FAM 300, the contractor shall work with BAT teams and their implementing partners to support the development of the following for all major programs:

· Develop/design logic models (or equivalent) and/or project charters.

· Develop performance monitoring plans.

· Recommend indicators per project/program.

· Design or implement evaluations of BAT activities that include data visualization plans and techniques, including original photography, that will assist the bureau in understanding and using the information being communicated.

· Establish the governance and knowledge management practices for the Bureau in accordance with the 18 FAM 300 requirement.

Deliverables might include logic models/project charters, performance monitoring plans, evaluation reports, agendas, facilitation guides, concept notes, data placemats, infographics, slide presentations, and out-brief templates to facilitate regional discussions, concept ideation, recommendation implementation, and after-action reports.

· TASK 2: Organizational Change Management Support BAT requires on-going support and advisory assistance for adoption and sustained use of new and revised processes, structures and systems. BAT organizational change management and communications requirements include:

· Provide appropriate change management and communications expertise, to support process/program/project implementation initiatives.

· Assess training needs, design and deliver professional development and technical training, evaluate and improve training.

· Facilitate multi-stakeholder groups to aid with the assessment of current practices and/or the development of future-state recommendations.

· Gather data and conduct benchmarking analyses on global practices and standards related to change management and communications.

· Provide subject matter specialists on an as-needed basis in the areas of human capital, enterprise learning, training, and employee development to enhance BAT’s analysis capabilities.

· Coordinate and attend meetings.

· For training, decision support, and analysis services, provide data visualization techniques and services including custom color palette and font selection, graphic design plans including original photography, and custom charts and images that promote understanding of key messages and themes.

· Consolidate information and draft information/action memoranda.

Deliverables might include training plans, training modules, workshops, benchmarking analyses, meeting agendas and templates, and after action reports.

· TASK 3: Data Collection and Analysis BAT collects data about program performance. This data informs BAT’s progress towards their Functional Bureau Strategy goals, as well as higher-level strategies such as the Joint Strategic Plan and National Security Strategy. BAT requires on-going support and advisory assistance for the continued design, development, implementation, and capacity building of solutions to enhance their data collection strategy, analysis, and visualization capabilities. Activities include, but are not limited to:

· Develop or refine logic models for programs and activities and visually represent program investments, activities, desired results, and the relationship between them.

· Design and develop data collection strategies, tools, and templates.

· For program design and data collection services, provide data visualization techniques and services including custom color palette and font selection, graphic design plans including original photography, and custom charts and images that promote understanding of key messages and themes.

· Design, develop, enhance, and operate technology systems to collect and display current and historic data on security sector foreign assistance

· Collect and assess requirements for enhanced BAT project management system functionality and enterprise use.

· Develop system-related standard operating procedures and business processes.

Deliverables might include data collection instruments (tools, templates, surveys, interview questions), performance analysis reports, wireframes and user requirements, analyses of the level of effort to develop new functionality and user experience based on existing infrastructure, cost/benefit analysis of changes, user training and quick-reference-guides, recommended phased approach to improve system functionality and user experience, change management plan to enhance user buy-in.

· TASK 4: General Technical Assistance Additional evaluations, analyses, and capacity building -related support services bureau-wide may be required in the future. BAT is a bureau with a far ranging mission and complex set of global programs. These programs, and the bureau as a whole, have distinct and ad hoc program design, evaluation, analyses, and capacity building support needs. BAT requires on-going support and advisory assistance for security sector assistance and to provide leadership with more informed decision-making information.

In support of these special projects, support could include:

· Support grants management administration activities through pre-award preparation through closeout.

· Recommend, design, and perform performance evaluations, process evaluations, program evaluations, impact evaluations, and meta-evaluations of BAT programs.

· For evaluation services, provide data visualization techniques and services including custom color palette and font selection, graphic design plans including original photography, and custom charts and images that promote understanding of key messages and themes.

· Conduct analyses of quarterly implementer and implementing partner quarterly reports and recommended Program Manager actions.

· Aggregate quarterly list of missing reports by program, project, and/or implementing partner.

· Prepare longitudinal reports by country, region, project/program, and implementing partner.

· For reporting services, provide data visualization techniques and services including custom color palette and font selection, graphic design plans including original photography, and custom charts and images that promote understanding of key messages and themes.

· Provide technical staffing support to complete budget, reporting, and/or human resource tasks.

· Identify emerging challenges and devise solutions in the form of new or updated SOPs, checklists, templates, and other resources to sustain culture of continuous improvement.

· Provide meeting and event planning and execution.

Deliverables may include evidence-based evaluation reports with findings and recommendations, as-is and to-be processes or workflows; quarterly summaries, implementation plans, meeting events/agendas, NOFOs, panel summaries/documents.

4. Task Order Management and Administration Included in the activity will be responsibility for the effective management and administration of all efforts undertaken and responsibility for ensuring that all work activities are performed in a timely and cost effective manner while maintaining the highest quality of performance. In order to manage the work BAT requires development of a monthly Task Order Performance Reports (TOPR) to the Contracting Officer’s Representative (COR) and/or designated Point of Contact (POC) not later than the tenth (10th) day of each month. The TOPR shall include but not be limited to the following:

· Work performed during the reporting period, including accomplishments, problems/ issues, and recommendations for corrections.

· Hours expended per labor category for the previous month

· Actions required of the Government for the continued on-time and on-budget performance of the TO

· Ad hoc information on project status on an as-needed basis and as directed.

5. Staffing/Personnel

· Program Manager

· Project Manager

· It is desired that the Program Manager and Project Manager possess one or more professional management-related certifications, such as a PMP, CAPM, or Lean Six Sigma etc.

· It is desired the Project Manager have experience with DOS grants and interagency agreement processes

· It is desired the data visualization specialist have experience in graphics, report design, data visualization software, infographic design and sourcing of original photography for use in key report development.

· Ability to ramp staff up or down quickly, depending on ad hoc and evolving needs of BAT support requirements

6. Corporate Experience/ Past Performance

· Experience with security sector programming and demonstrated quality management practices and processes

· Experience with leading projects and evaluations across DOS.

· Demonstrated knowledge and understanding of DOS’s Managing for Results framework (strategic planning, program management, and evaluation), counterterrorism programming and key interagency players/partners.

· Experience in facilitating BAT workshops or other stakeholder events.

· Experience using data visualization techniques and tools to process and represent information, develop color palette and font plans, design reports, develop color palette and font plan, and source and select original photography that communicate key messages and priorities.

· Demonstrated understanding of DOS’s evaluation policies (e.g. 18 FAM 300) and Office of Foreign Assistance (F) and Bureau of Budget and Planning (BP) program design and evaluation toolkits.

7. Task Order Security Requirements Contractor personnel assigned to this TO shall possess SECRET personnel security clearances issued by Defense Security Service (DSS) prior to TO performance.

a) A facility security clearance at the Secret level is required for TO performance in accordance with the DD Form 254, Department of Defense Contract Security Classification Specification, attached to this TO.

b) Since it will be necessary for some Contractor personnel to have access to classified material and/or to enter into areas requiring a security clearance, each Contractor employee requiring such access must have an individual security clearance commensurate with the required level of access prior to TO performance. Individual clearances shall be maintained for the duration of employment under this TO, or until access requirements change.

c) The Contractor shall obtain a DOS building pass for all employees performing under this TO who require frequent and continuing access to DOS facilities in accordance with Bureau of Diplomatic Security Instructions.

d) Performance of this TO shall be in accordance with the attached DD Form 254, Department of Defense Contract Security Classification Specification and FAR 52.204-2 "SECURITY REQUIREMENTS."

e) Classified material received or generated in the performance of this TO shall be safeguarded and disposed of in accordance with the National Industrial Security Program Operating Manual (DOD 5220.22-M).

8. Standard Information Protection The TO and its employees shall exercise the utmost discretion in regard to all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this TO which has not been made public, except in the necessary performance of their duties or upon written authorization of the contracting officer. All documents and records (including photographs) generated during the performance of work under this TO shall be for the sole use of and become the exclusive property of the U.S. Government. Furthermore, no article, book, pamphlet, recording, broadcast, speech, television appearance, film or photograph concerning any aspect of work performed under this TO shall be published or disseminated through any media without the prior written authorization of the contracting officer. These obligations do not cease upon the expiration or termination of this TO. The contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

9. Sensitive But Unclassified (SBU) Information See 12 FAM 540 for guidance regarding the Handling, Access, Dissemination, and Release of SBU.

10. Laptop and Data Protection Requirements

· The Contractor is restricted from transporting unencrypted SBU data electronically across the Internet using email, FTP sites, or commercial web sites.

· THE ELECTRONIC PROCESSING MEDIA MUST BE ENCRYPTED USING any NIST approved product. (NIST approved products can be found at http://csrc.nist.gov/groups/STM/cmvp/validation.html) An overwrite utility software must be used to remove all previous data in the following manner: A first overwrite pass using the number '1'; A second overwrite pass using the number '0'; and a third overwrite pass using ANY character.

· Thumb drives, jump drives and other portable storage devices: Downloading project information onto thumb drives, jump drives or other portable storage devices onto which project information can be downloaded, is prohibited unless specifically authorized in writing by the COR. Requests to utilize these portable storage devices must include certification that a NIST approved product (including the product name and version) will encrypt the portable storage device. A listing of NIST approved products for these storage devices can be found at http://csrc.nist.gov/groups/STM/cmvp/validation.html. Authorized users must be briefed by their Facility Security Officer (FSO) or security point of contact and sign a briefing acknowledgement regarding their responsibility to safeguard such media. Any loss or compromise of storage device containing project information must be reported to the COR and the Bureau of Diplomatic Security, DS/IS/IND immediately.

· Contractor site office and all subcontractor site office individual computer hard-drives (including laptops) and server hard-drives must be encrypted using NIST approved product (found at http://csrc.nist.gov/groups/STM/cmvp/validation.html). Contractor site office copiers, scanners and all other electronic media shall be password protected to prevent unauthorized use, access and downloading of SBU and project sensitive information by unauthorized users. Site offices containing computers, scanners, printers, hardcopy and electronic storage media shall be locked against unauthorized access when not in use.

· While on travel, laptops must remain with the contractor employee and cannot be included in any checked baggage.

11. Badging Requirements The DOS Personal Identification Card Issuance Procedures may be accessed at www.state.gov/m/ds/rls/rpt/c21664.htm