47QFHA24R0001_T03_10_PRISM SEED_OXD PWS_Attachment 9.docx

PERFORMANCE WORK STATEMENT (PWS)

OFFICE OF THE EXECUTIVE DIRECTOR (OXD) SUPPORT

TASK ORDER

1. GENERAL: This is a Task Order (TO) under the Personnel and Readiness Infrastructure Support Management (PRISM) contract designed to support Office of the Executive Director (OXD) for Personnel & Readiness.

2. BACKGROUND: The organization requesting the work is the Office of the Under Secretary of Defense for Personnel and Readiness (OUSD(P&R)). The Organizational Mission is as follows:

· Develop policies and plans, conduct analyses, provide advice, make recommendations, and issue guidance on P&R-related plans and programs.

· Develop policies, plans, and programs to ensure the readiness of the Total Force as well as the efficient and effective support of peacetime operations and contingency planning and preparedness.

· Maintain policies, plans, and programs that enhance the quality of life for active duty service members, reservists, Guardsmen, and their families.

· Provide for a modernized compensation structure that supports the All-Volunteer Force, especially the strategic and operational roles of the reserve components; improves readiness by rewarding those who commit to a heightened level of mission readiness and service.

· Develop and implement policies, procedures, and standards for manpower requirements determination and training for the Total Force~ include assessing the future state of the multiple duty statuses associated with reserve component service.

· Review and evaluate plans and programs to ensure adherence to approved policies and standards.

· Participate in Planning, Programming, and Budgeting activities related to P&R functions.

· Promote coordination, cooperation, and mutual understanding within the Department, and between the Department and other Federal Agencies, State, and Local Governments and the civilian community.

· Serve on boards, committees, and other groups pertaining to assigned functional areas and represent the Secretary of Defense on manpower and personnel matters outside the Department

3. OBJECTIVES: The general nature of the work is for the contractor to provide a full range of Technical Analysis support for OUSD(P&R) to include business process reengineering, document analysis, professional recommendations and development of data repositories and archiving iterations of various documentations for coordination, review and retrieval. The contractor is customer-service oriented, detail focused, flexible, pro-active, and able to thrive in a fast-paced, high pressure, publicly visible, defense and national security organization. The contractor works with the government as a partner to:

· Provide consistent (quality and quantity) services across the organization.

· Proactively identify innovative solutions for organizational challenges.

· Identify, create, and institute process improvements.

4. SCOPE: Technical Analysis support personnel are required to provide support of various office functions within OUSD(P&R). The Contractor shall provide Technical Analysis support for OUSD(P&R) mission in the following areas: Management Support Office/Human Capital Management; P&R Executive Services Directorate (OXD); Strategic Initiatives; Office of Legal Policy; the Department of Defense Veterans Affairs collaboration Office (DVCO); the Office of the Deputy Assistant Secretary of Defense (ODASD) for Military Personnel Policy (MPP); and the Office of the Director for Force Resiliency. This encompasses services that will cultivate and implement solutions that maximize the Total Force, to includes business process reengineering professional recommendations, executive level interfaces; professional project management; analysis; and administrative services

Task 1 - Provides Technical Analysis Support

Task 2 - Provides Congressional & Legislative Support

Task 3 - Provides DoD Resource Management

Task 4 - Provides Audit Support

Task 5 - Provides Program Management Support Services

Task 6 - Provides Property Accountability and Audit Readiness

Task 7 - Deliverables

5. PERIOD OF PERFORMANCE:

The period of performance for this TO is a 12-month base period followed by two, 12-month option periods.

Base Period:

First Option Period:

July 1, 2024 to June 30, 2025 July 1, 2025 to June 30, 2026

6. SPECIFIC TASKS:

6.1. TASK 1 - Technical Analysis Support

6.1.1. Performs extensive administrative and analytic responsibilities such as correspondence creation and review and tracking correspondence progress through OUSD(P&R) directorates and leadership.

6.1.2. Provides services to the OUSD(P&R) to support policies, processes, and procedures; manages quality control and content analysis for staffing of classified and unclassified correspondence and electronic communications addressed to and emanating from the White House Secretary, Deputy Secretary, Congress, and the general public. Based upon the direction or operational requirements of the Under Secretary, Deputy Under Secretary, and OXD support team prepares changes to pertinent policies, instructions, manuals, and operating instructions.

6.1.3. Monitors Correspondence and Task Management System (CATMS) for taskers; coordinates with the offices of responsibility for each package; monitors timelines and suspense to ensure timeliness; reviews all packages for proper format, spelling, grammar, completeness before forwarding to the Executive Director; works closely with each of the CATMS POCs within and outside of the Resource & Program Integration portfolio to ensure corrections have been made prior to moving forward. Ensures that all correspondence for the OUSD(P&R) principals is error free, timely, and written in a clear and concise manner in compliance with mandated plain-language principles.

6.1.4. Reviews, writes, rewrites, edits, proofreads, and assists Government staff as they prepare packages for short-turn deliverables for the Under Secretary, Deputy Secretary of Defense, or Secretary of Defense in accordance with applicable DoD Manuals for Written Materials. Perform substantive editing and rewriting of actions for accuracy. Uses critical thinking to proofread and edit correspondence and other written materials for audiences with different levels of expertise and applies timely and effective solutions. Conducts research to respond to internal and external inquiries to support actions.

6.1.5. Ensures visibility and accountability of all correspondence, especially Congressional inquiries within the required Government tracking systems. Monitors organizational (and individual) email box for receiving, tracking, and drafting responses to questions from the workforce.

6.1.6. Ensures all external correspondence coordination is accomplished within assigned suspense times with the appropriate response by proofreading the packages and editing appropriately for formatting and grammar as well as ensuring all required parts of the packages are enclosed.

6.1.7. Supports change management and communications efforts for a wide range of other executive services, as required. These may include, but not be limited to, issuances, federal register regulations, records management, training, Government Accountability Office engagements, Freedom of Information Act (FOIA) requests, Hotline inquiries and Office of Inspector General audits. Creates and maintains reports and tracking mechanisms on a variety of items, including but not limited to high-visibility items, overdue correspondence, FOIA requests and executive dashboards.

6.1.8. Provides substantive and technical support to the development and maintenance of the issuance and regulatory program, and to the development of written communications products including such products as information papers, frequently asked questions, policy change proposals, and substantive briefing presentations tailored to the appropriate audiences. Support includes but is not limited to the development and revision of policy drafts, providing substantive expertise in the drafting of policy documents, managing the coordination of documents through the Department of Defense policy portals, resolving issues that arise during coordination with subject matter experts in the Defense Components across the portfolio and drafting content for documents, correspondence, and staffing packages in accordance with Departmental correspondence procedures.

6.1.9. Provide administrative and analytic support to OUSD(P&R) Office of the Executive Director Decision Support efforts, including senior leadership forums and program and budget coordination.

6.1.10. Provides administrative and analytic support to special projects for the OUSD(P&R) OXD.

6.1.11. Conducts analyses, provides advice, recommends and drafts policies or procedures on programs to appropriate Government representatives. Advise, assist, and facilitate analytic research studies and projects to develop new, improved policies and programs, optimize use of available resources, and achieve program goals.

6.1.12. Undertakes special studies and highly sensitive and mission critical projects and tasks. Coordinates and expedites projects for Government staff who represent the OUSD(P&R) at high-level, decision-making meetings.

6.1.13. Participates in special projects, integrated product teams, and studies for improving resource management processes and practices and meeting established goals and objectives. Researches and investigates new or improved processes and practices for application to OUSD(P&R) programs and operations.

6.1.14. Supports continuity of operations and crisis management planning to include the Insider Threat management requirement.

6.1.15. Assists with the development of and provides tracking support for OUSD(P&R)-wide strategic planning performance goals.

6.1.16. Supports Government staff in the development of appropriate DoD position concerning the merits of specific issues and their impact upon DoD operations and resources and prepares comprehensive reports and studies to justify recommendations, prove conclusions, and document alternatives in a variety of OUSD(P&R) program areas.

6.1.17. Provides administrative and/or professional management support to a variety of projects and studies involving operational requirements to include organizational planning, functional studies, administrative procedures, position management, personnel and staffing management, manpower utilization and implementing processes and standards.

6.1.18. Recommends OUSD(P&R) management procedures for the submission of resource requests including personnel, security clearances, representational funds, individual development plans, and career development. Assist in the development of policies and procedures to ensure that the support provided to OUSD(P&R) staff, management officials, consultant, contractor, and employees is of the highest quality.

6.1.19. Plans and supports meetings, to include locating and booking conference facilities, drafting invitations, supporting registration and/or RSVP related tasks, coordinating calendars, agendas and reminders, preparing/duplicating PowerPoint presentations, recording and disseminating minutes and tracking follow-up actions, and maintaining rosters. Supports the staff in conducting focal point and liaison related meetings and forums, to include accurately capturing key discussion and decision points in these meetings and producing accurate minutes of the proceedings.

6.1.20. Maintains a comprehensive awareness of policies and objectives, maintains and monitors the calendar of appointments, including public appearances and social commitments for the USD(P&R). Establishes priorities and makes commitments or declines invitations to attend meetings, conferences, etc. without prior approval. Maintains a suspense system for various commitments and projects and informs the USD(P&R) of upcoming events and deadlines. Collects, screens, categories, and processes all invitations, prepares responses, and forwards to appropriate POCs.

6.1.21. Maintains suspense dates for timely completion of assignments and handles non-routine clerical and administrative problems. Performs administrative support for Government staff who are required to carry out special short suspense, high priority assignments and special projects; support requirements with knowledge of sources of information within the Office of the Secretary of Defense, the Military Departments, Office of the Joint Chiefs of Staff, Defense Agencies, other federal and private sector organizations and agencies, the Congress, and numerous other contacts outside of OUSD(P&R)

6.2. TASK 2 - Congressional and Legislation Support

6.2.1. Support OUSD(P&R)’s Congressional and Legislation management efforts to include tracking and coordinating Secretary of Defense, Deputy Secretary of Defense, and OUSD(P&R) hearing prep, questions and answers, and Questions/Inserts for the Record to their completion.

6.2.2. Coordinate, track and submit OUSD(P&R) inputs to major legislation, legislative appeals, Defense authorizations and appropriations appeals, Secretary of Defense “heartburn” letters, and interagency coordination (“green sheets”).

6.2.3. Support the management of OUSD(P&R) legislative proposals through internal and external review and coordination process. Coordinate and track OUSD(P&R) and Services legislative review through the OUSD(P&R) Legislative Review process as well as through the Office of Legislative Counsel’s Department- wide Legislative Review Panel process. Ensure OUSD(P&R) comments and positions are well represented through all the coordination processes.

6.2.4. Provide administrative and analytic support on other variety of projects and taskers relating to OUSD(P&R)’s Congressional and legislative efforts.

6.2.5. Edits and coordinates revisions to existing forms. Creates new forms. Provides website administration.

6.3. TASK 3 - DoD Resource Management

6.3.1. All data remains the property of the Government. Contractor shall maintain data in an electronic format available for analysis and reporting.

6.3.2. The Contractor shall provide analysis and resource management support to OUSD(P&R) for the Defense Planning, Programming, Budgeting and Execution (PPBE) system process to include program development, coordination of annual budget submissions and execution activities including data input, tracking and reporting in various formats, unfunded requirement coordination and tracking, and program assessment.

6.3.3. The Contractor shall support and assist Government staff in developing inputs to the Program Objective Memorandum (POM); program review and budget review; financial exhibits; budget execution reports and spend plans; and assessment reports, briefings, and related materials.

6.3.4. The Contractor shall provide support in maintaining up-to-date financial data reflecting adjustments resulting from the program objective memoranda (POM), program reviews, and budget submissions.

6.3.5. The Contractor shall develop and maintain an up-to-date user-friendly desk manual documenting budgeting and financial execution functions and step-by-step procedures performed to complete tasks. Hard copy and electronic version required using Microsoft Excel and Word format. The manual shall document where files are saved, what systems and programs are needed to accomplish the tasks, and who provides the various sources of information.

6.3.6. The Contractor shall, to the extent allowable, actively participate in scheduled and unscheduled review meetings and briefings, as required by the Government staff, and complete quick response assignments.

6.4. TASK 4 – Audit Support

6.4.1. Contractor shall maintain data in an electronic format available for analysis and reporting. All data remains the property of the Government.

6.4.2. The Contractor shall provide analysis to support the OUSD(P&R)’s inputs into and conduct of DoD’s annual audits including the annual Statement of Assurance (SoA, formerly known as Mangers Internal Control Program), the Military Retirement Fund (MRF), and other audit related actions.

6.4.3. The Contractor shall support the development of an OUSD(P&R) audit infrastructure necessary to interact with external financial statement auditors; improve OUSD(P&R) and subordinate components financial reporting processes; monitor financial reporting controls and validate corrective actions; communicate and coordinate change management.

6.4.4. The Contractor shall assist in the preparation of the Annual SoA regarding the effectiveness of internal controls as they relate to the OUSD(P&R) as a whole. Contractor shall support the preparation and delivery of executive level briefings.

6.4.5. Support OUSD(P&R) development of strategies and plans to overcome material weaknesses identified in DoD internal and external audits; help identify and recommend new business processes or controls needed to achieve financial statement assertions; monitor financial reporting controls; and validate the corrective actions of the organization.

6.4.6. Assist in the preparation and coordination of OUSD(P&R) response to findings and recommendations related to the MRF; support OUSD(P&R) participation in MRF related meetings and activities; support Government staff in the preparation, review, and coordination of documents associated with the management of the MRF.

6.5. TASK 5 - Program Management Support Services

6.5.1. Working with the government lead, contractor shall design, develop, and deploy an integrated, DoD- internal (non-public) facing, controlled access web-based collaboration site (leveraging pre-existing DoD approved commercial off-the-shelf technology or solutions such as SharePoint, Intellink, or like capability) in support of the studies & analysis program.

6.5.2. The Contractor shall support the government in establishing tiered levels of access and privileges such as read-only, read-write, administrative, etc. to the collaboration site. The Contractor shall ensure currency of the user access database and privilege list, and consistent with government provided specifications, generate corresponding email distribution capabilities.

6.5.3. Upon deployment, and working with appropriate government points of contact, the Contractor shall support the population of the collaboration site as a holistic data repository and research library for OUSD(P&R) with historical, current, and ongoing studies, research, surveys, project reports, and analysis. Contractor shall support the government in sustaining and maintaining the currency of content on the collaboration site. Contractor shall support currency of the collaboration site in line with emerging capabilities and missions which require modification to software over the life cycle of the system, including periodic software enhancements.

6.5.4. The Contractor shall support the government in leveraging the collaboration site to digitalize and automate the studies & analysis life-cycle business process flow and business rules to support research sponsor requirements, tracking of milestones and deliverables, and improve leadership oversight and governance.

6.5.5. The Contractor is responsible for and required to implement, and maintain management control systems required to plan, organize, direct, and control all activities under this contract.

6.5.6. The Contractor shall provide suitable management plans and systems, including procedures, templates, databases and program/project documents for the scheduling, control, and coordination of all activities required to accomplish program or project tasks.

6.5.7. The Contractor shall provide oversight and administration of assigned portfolios to include interaction with program offices, government management, and other contract staff.

6.5.8. The Contractor shall ensure timely, accurate, and effective collection of project information, including status, and performance reporting.

6.5.9. Ensure that Contractor analyzes, synthesizes and communicates information and data in a concise and timely manner.

6.6. TASK 6 - Property Accountability and Audit Readiness

6.6.1. Provide Property Custodian (PC) to support Accountable Property Officers (APOs) for accountable IT assets issued to OUSD(P&R) staff.

6.6.2. Perform PC duties following mandatory Defense Property Accountability System (DPAS) training and certification requirements. As a primary hand receipt holder, the Contractor shall sign for various program/administrative property on DPAS electronic hand receipt and further sub-hand receipt property to program sub-hand receipt holders/end-users.

6.6.3. Process accountable property activity for the OUSD(P&R) enterprise in DPAS to include additions, deletions, transfers, adjustments vouchers, and disposal using proper financial documents to facilitate financial audit readiness in accordance with DoD Instruction 5000.64 “Accountability and Management of DoD Equipment and Other Accountable Property.”

6.6.4. Conduct analytical and problem solving related to DPAS data to ensure quality and accuracy and to assist the government with decision-making.

6.6.5. Conduct physical inventories and tagging of OUSD(P&R) equipment to verify accuracy of information. Initiate and close out the monthly cyclic 10% inventory as well as the annual 100% inventory of all OUSD(P&R) customers in DPAS.

6.6.6. Assist in accurate inventory identification barcode tagging of JSP assets within OUSD(P&R) and attach to DPAS generated DD1150, Request for Issue/Transfer/Turn-in.

6.6.7. Prepare inventory reports and maintain inventory records and administrative information, as requested. Coordinate the preparation, presentation, and communication of work-related information to OUSD(P&R) IT Manager and JSP APO and subordinate APOs.

6.6.8. Be responsible for the appropriate disposition of government property, including reuse and transfer of both accountable and expendable (assets that do not require formal accounting) assets. Perform DPAS transactions, prepare required documentation and maintain documentation as required by policy.

6.6.9. Use JSP provided network management tools and financial and accounting systems to verify and validate and report on OUSD(P&R) hardware inventory connected on JSP managed networks for NIPR, SIPR and JWICS.

6.6.10. Support the JSP onboarding team to identify and evaluate property accountability requirements for onboarding new OUSD(P&R) military personnel, civilian employees, and contract support personnel

6.7. Deliverables: Monthly Status Report completed by the 5th working day of the following month. This report shall be submitted electronically to the COR, in an MS Office format.

6.7.1. Data Deliverables: Technical data and computer software deliverables shall be provided in accordance with the Contract Data Requirements List, DD Form 1423. All deliverables are subject to CO/COR review and approval before final acceptance. All classified deliverables shall be protected and handled in accordance with standard security practices and procedures.

6.7.2. Management Reports: The Technical Representative and Technical Coordinator shall determine the report format and contents. The contractor shall use e-mail for administrative coordination issues. Transmit classified (up to SECRET) information via SIPRNET e-mail.

6.7.3. Monthly Status Report: The Status Report shall contain a list of milestones scheduled and achieved for the month with delays explained, actual summary of hours, and actual detailed hours. The Actual Detail of Hours shall include but is not limited to employee names, skill levels, labor hours by project/module, rates, monthly costs, cumulative costs, travel costs, and Other Direct Costs (ODC). The contractor shall submit an integrated schedule of all projects’ major milestones, individual project detail milestone schedules and any schedule updates in a timely manner.

6.7.4. Monthly Financial Status Report: The Financial Status Report shall contain a Spend Plan with contents, format, level of detail, and number of projected months specified by the Technical Representative and Technical Coordinator. The report shall contain at a minimum, the contract number, delivery order number, ceiling, total hours, total labor, total subcontractor labor, total fee, total Other Direct Costs (ODC), total travel, total cost adjustment, total fee adjustment, total rate adjustment, total expended, balance, and projected out of funds date for all contract delivery orders.

6.7.5. Trip Reports: Contractors shall submit Trip Reports for all travel performed. Trip Reports shall include highlights/summary of technical discussion(s), action items and a list of attendees. Submit trip reports within 5 working days of trip completion.

6.7.6. Technical Interchange Meetings: Contractor shall conduct and/or attend technical meetings to facilitate the exchange of technical information and enhance effective communication among the interested parties authorized by the Government.

6.7.7. Work Completion Report: At the end delivery order, the contractor shall submit a work completion report. It should include, as a minimum, a description of all work completed (include delivery dates for deliverables), summary of overall cost expenditures (to the module level), and any conclusions, recommendations and proposals. The Government Technical Representative and Technical Coordinator shall determine final contents of the report. The contractor shall amend the cost expenditures in a timely manner if they change.

6.7.8. Deliverables Table

Non-Disclosure Agreement

Within 5 days of contract award

Kick Off Meeting Agenda Outline meeting Agenda, designate location of meeting and address other ancillary meeting needs.

contact. Send agenda using MS Office compatible software

COTR / COR

staff, processes, quality assurance, deliverables, formats for reporting and scheduling due dates for deliverables.

Within 5 business days of award and quarterly thereafter Face to Face meeting with documentation of notes, briefings, schematics, etc.

compiled for review using MS Office software.

COTR / COR

Days after Kick Off Meeting

electronically in MS Software or approved media report

COR

required by the COR As negotiated, designated, and approved by the COR Face to Face meeting with documentation of notes, briefings, schematics, etc.

compiled for review using MS Office software.

COTR / COR

required by the COR Monthly on a date coordinated with the COR

7. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

7.1. The Contractor must abide by all statutes, applicable regulations, publications, manuals, and federal policies and procedures.