Attachment_5_Sample_Task_Order_1_-_Front_Office_PWS_12.23.15.pdf

Page | 1 Attachment 5 SOURCE SELECTION SENSITIVE

SEE FAR 2.101 AND FAR 3.104

PERFORMANCE WORK STATEMENT

SAMPLE TASK ORDER 0001

Financial Management, Acquisition, & Front Office Technical & Administrative Support

1.0 BACKGROUND

The Defense Advanced Research Projects Agency (DARPA) Defense Sciences Office (DSO) requires technical, programmatic, financial, and administrative advisory and assistance services (A&AS)/ Scientific, Engineering, and Technical Assistance (SETA) support to assist in accomplishing the office mission for existing and planned programs. This Performance Work Statement (PWS) defines the tasks to be performed under the Financial Management, Acquisition & Front Office Technical & Administrative Support task order. A&AS includes Management and Professional Support; Studies, Analyses, and Evaluations; and Engineering and Technical Services. A&AS does not include personal services or inherently governmental functions.

2.0 SCOPE

2.1 The Contractor shall provide support to complement the Government’s expertise in accomplishing its mission. Outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and services. Under no circumstances will any work under this contract and subsequent task orders be used to perform work of a policy, decision‐making, or managerial nature that is the direct responsibility of agency officials. The nature of this work will, at times, demand the contractor be capable of quick response to deadlines.

2.2 The Contractor shall provide support for the successful execution of existing and new programs, and related technologies in the following current areas: Physical Sciences, Engineering, Social Sciences and/or Mathematics and other related efforts. Descriptions of current DSO programs may be found at www.darpa.mil/DSO.

2.3 The Contractor shall provide support to Program Managers (PMs), Office Director (OD), Deputy Director (DD), Assistant Director, Program Management (ADPM), and Program Analyst (PA) in routine program tasks to include support of technology evaluations, participation at meetings, coordination with related Government and performer organizations, program planning, background research and bibliographic research, meeting preparation, and presentation production. The Contractor shall also provide inputs to the PMs, assisting in responses to internal/external inquiries related to the research. The Contractor shall provide, as required, informal feedback to the PMs, OD, and DD, ADPM, and PA as well as formal feedback at critical program events/activities.

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In addition, support is required for classified programs that fall within the above mentioned thrusts and includes Special Access Programs.

3.0 PERFORMANCE OBJECTIVES/TASKS

In accordance with DARPA policy and office guidance, the Contractor shall provide the personnel and expertise to accomplish, at a minimum, the following tasks and sub‐tasks:

3.1 Budget Formulation

The Contractor shall provide assistance in forecasting, tracking, and updating the commitment, obligation, and expenditure data for prior fiscal year and current fiscal year office budget.

The Contractor shall review MIPRs/PRs for adherence to Comptroller and office guidelines and assist other program financial SETAs to resolve complicated MIPRs/PRs issues

The Contractor shall prepare and submit the R&D Descriptive Summaries (RDDS) for the office. This includes updating the spreadsheets that track financial changes, as well compiling and reviewing PM input for coherence and adherence to the guidance, and inputting all required documentation and numbers into the RDDS software tool. The contractor shall prepare the final narratives for the front office to review and approve.

The Contractor shall generate custom ad hoc financial reports to provide data for presentations, meetings, briefings, suspenses, and any other requirements needing financial data.

3.2 [RESERVED]

3.3 Technical Support

The Contractor shall provide expert input to the Office Director (OD), Deputy Director (DD), Assistant Director Program Management (ADPM), Program Analyst (PA) and Program Managers (PMs), in support of concept development, assessment and risk identification, as well as recommendations for new programs and Program Office Memorandum (POM) development, and in carrying out associated technical and program management responsibilities. This may include technical analyses to help define, assess, and monitor new and emerging research opportunities, as well as potential new thrust ideas for the office. The Contractor will provide technical guidance and expertise on potential technical risk, and potential program impact of failure.

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The Contractor shall assist the PMs, OD, DD, ADPM, and PA in determining optimal program strategies, to include metrics, goals, and objectives of innovative technologies.

The Contractor shall provide subject matter expertise in areas that are not primarily within their technical domain, but are pertinent to the new concepts/programs the office may be pursuing. This includes technical support for office‐based initiatives (new program concepts and technologies), new starts, SBIR efforts, and STTR efforts. This support may include participation in technical reviews of these activities, and assistance with technical evaluation and independent assessments of the concepts and related technologies. Additionally, the Contractor may prepare briefings, reports, and other related documentation/data to support the development and approval of these activities. In addition, the Contractor may be requested to coordinate with potential users to formulate performance and programmatic requirements for new program concepts/technologies.

The Contractor shall assist the Program Managers (PMs), Office Director (OD), Deputy

Director (DD), Assistant Director, Program Management (ADPM), and Program Analyst

(PA) by providing technical expertise with ongoing programs to include input at quarterly reviews, site visits, demonstrations, and other events; provide recommendations to mitigate technical risk and potential program impact of failure;

provide independent assessments of results of laboratory and other tests conducted by the performers.

The Contractor shall assist the PMs in providing SME support as needed in scientific reviews to include providing input as to the technical strengths and weakness of BAA proposals.

The Contractor shall provide technical input as required into the RDDS narratives, congressional staff briefings, and other related inquiries from outside agencies.

3.4 Administrative Support

The Contractor shall track and coordinate all taskers/drills/exercises within the office assigned to the OD, DD, ADPM, and PA to ensure no deadlines are missed. Examples include office program reviews, RDDS review, IG/GAO responses, media inquiries, and responses to DIRO requests for information.

The Contractor shall arrange travel in the Defense Travel System (DTS) for the OD, DD, ADPM, and PA as well as up to twenty (20) Program Managers.

The Contractor shall effectively maintain calendar(s) for supported DARPA staff to include de‐confliction between events, sending/accepting meeting invites, and coordinating visit requests.

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The Contractor shall review or coordinate requests for public release, securing PMs, OD, DD, and ADPM approval, submitting and tracking requests to DARPA’s Technical Information Office, and maintaining a file of public release material.

The Contractor shall organize and maintain files of program documentation with rapid availability both to the contractor and the PMs, OD, DD, ADPM, and PA as required by the PMs, OD, DD, ADPM, and PA.

3.5 Acquisition Support

3.5.2 BAA Support

The Contractor shall assist in coordinating and administratively managing the entire acquisition process to include all activities associated with various types of solicitations

(e.g. Scientific Review Memorandums, Broad Agency Announcements, Special Notices, and Request for Information), evaluation of proposals, and award approval process while ensuring all documents are available to appropriate personnel, including preparation, drafting and coordination of documents related to the above.

The Contractor shall assist the PMs in preparing all required briefing materials for the

Scientific Review Official briefing to give a clear and accurate representation of proposals selected for funding, along with an outline of projected program budget allocation per performer.

3.6 Briefing, Report and Communications Preparation

The Contractor shall support the PMs, OD, DD, ADPM, and PA in briefing, report and preparation of communications documents. This support may include providing personnel, equipment and software capable of preparing reports, graphic presentations, scanning documents, and faxing documents, all of which could be up to or at the TS/SCI

Optional Item, 3.5.1

3.5.1 Contracting Support

The Contractor shall assist the DARPA Contracts Management Office (CMO) in pre‐ award, award, and post award processes to include planning and preparing solicitations, assisting CMO with the development and monitoring of various award instruments (e.g., contracts – CPFF, FFP; grants, agreements – TIAs, cooperative; OTs), and modifications.

Page | 5 level. The contractor shall be capable of providing rapid turnaround of time critical materials.

The Contractor shall prepare drafts of DIRO (Director’s Office) review briefings, industry day/workshop presentations, technical interchange meetings, and other briefings/presentations for internal and external use.

3.7 Meeting Support

The Contractor shall provide personnel to organize and logistically support program‐ related meetings and new concept industry days/workshops. Meeting support services include planning, organizing, scheduling, agenda planning, conference material and proceedings preparations, provide for audio‐visual services/equipment and security services at both DARPA and non‐DARPA locations.

The Contractor shall also have the ability to host meetings in their own facility in a conference room capable of comfortably accommodating at least 50 people. The facility shall be within 15 minutes walking distance of the DARPA location at 675 N. Randolph St., Arlington, VA. The conference room shall provide adequate security for up to SECRET level classified discussions. For planning purposes, it is anticipated that 10 local meetings will be held with approximately 50‐75 attendees at each meeting. It is anticipated that 10 non‐local meetings will be held annually with 50‐75 attendees at each meeting. For non‐local meetings, assume one half are on the west coast and one half are on the east coast. The duration for all local meetings will be one (1) working day. The duration for all non‐local meetings will be two (2) working days. For all meetings, labor, travel, and ODC costs shall be separately identified.

4.0 DELIVERABLES AND REPORTS

In addition to any deliverables identified in Section 3.0, the Contractor shall electronically submit other reports.

4.1 A monthly progress/status report will be delivered each month by the 15th of each month (covering the preceding month’s timeframe) to the ADPM, COR and Government Contract Administrator. The report shall be generated in a manner that will enable clear comparison supporting certification of invoices. The report will include:

A summary of work accomplished, schedule updates, and any anticipated any issues

(contractual, personnel, programmatic, etc.).

Corresponding financial status that summarizes overall financial progress:

o For each person who has charged the task: name, labor category, labor rate, monthly charges (hours and dollars), cumulative charges (hours and dollars).

Page | 6 o For the task as a whole, total funding provided, total charges to date, funding balance remaining, and a comparison of the funding provided against the actual and projected burn rates.

Copies of monthly invoices, attached as an addendum

4.2 Other reports, as required, indicating the work accomplished and current status.

4.3 A Final Report. The Contractor shall electronically provide a final report to the ADPM, COR, and Government Contract Administrator that includes summary financial information, technical accomplishments, and any issues and their resolution.

5.0 GOVERNMENT‐FURNISHED INFORMATION / EQUIPMENT / FACILITIES

5.1 Government Furnished Information

The Government will provide the Contractor access to necessary information, documentation, data, files, DARPA financial system software and Defense Travel System (DTS) accounts to accomplish the PWS tasks.

5.2 Government Furnished Equipment

All FTE will be assigned IT equipment based upon their required support. Contractors must be able to work at the Government Site.

5.3 Facilities/Place of Performance

Fully furnished office space may be available onsite at the DARPA facility. It should not be assumed to be shared with Contractor personnel unless Government site rate discounts for those personnel are offered. All other proposed staff are expected to perform the required support from Contractor facilities located in Virginia near the DARPA location, and from other Contractor locations as appropriate. However, all Contractors should be proposed at rates for both on the government site as well as on the contractor site. Access to DARPA will be required on a regular basis.

6.0 TRAVEL

The Contractor will be required to provide technical input at program meetings that will require local travel in the Arlington, VA area as well as travel to the investigators’ institutions, conferences, symposia and to potential transition customers. For annual planning purposes, assume travel will include 10 West Coast trips (LA/SD/Bay Area), 10 Midwest trips (Chicago/Indianapolis), and 20 East Coast trips (New York/Boston area).

7.0 SECURITY

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The majority of this work will be unclassified; however, all Contractor personnel who sit onsite and/or are proposed at 25% LOE or greater must have a minimum of a SECRET clearance.

Additional security requirements may be added as new programs are approved.

8.0 TECHNICAL POINT OF CONTACT

The DARPA POC responsible for the technical aspects of this task order is:

Kristen Fuller DARPA Defense Sciences Office Arlington, VA 22203

(703) 526‐4168 Kristen.Fuller@darpa.mil

9.0 PERSONNEL

9.1 Expertise Requirements

The Contractor shall provide qualified, experienced engineering and technical support personnel, management and financial support personnel, and administrative support personnel to accomplish the tasks and deliver the services required by this Performance Work Statement.

All Contractor personnel proposed will meet the qualifications set forth in the Personnel Qualifications attachment at Section J of the base IDIQ.

9.2 Cadre Support

The Contractor shall assign a core of permanent personnel to support the tasks described herein.

9.3 Subcontractors and Consultants

The Contractor may subcontract with other Contractors or Subject Matter Experts and consultants for the efforts defined within this Performance Work Statement. All subcontracted effort shall be subject to the consent requirements contained in the subcontracting clause of this contract. In the event subcontractors and/or consultants are utilized, the Contractor will be fully responsible for their performance and cost reporting. The contractor shall provide the manpower required to manage all subcontracts and consultant efforts and to monitor subcontractor activities to the appropriate level of detail that is required to assure timely delivery of all supplies and/or services. The Contractor shall ensure these personnel have the appropriate level of security clearance to support the effort they are proposed for. A report on subcontractor and consultant performance will be included as part of the monthly status report.

10. PERIOD OF PERFORMANCE

The period of performance is for a one–year base period with four one year options.

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11. HOURS OF OPERATION

DSO’s operating hours should be assumed to be Monday through Friday from 7 AM through 6 PM, Eastern Time. From 7 AM to 8 AM and from 5 PM to 6 PM each day, the contractor shall assure that at least one individual will be available onsite. The Contractor shall ensure that the remaining full time, onsite personnel are available to ensure maximum coverage for tasks during the hours of 8 AM to 5 PM.