ER_BAA_SOW_RandD_Contracts_Template.doc

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

<Enter Proposal Title> NOTES ON USING THIS TEMPLATE: This template is intended to assist you in preparing a comprehensive Statement of Work for services. The template provides a basic standard outline for the SOW and sample paragraph language. Your SOW should be tailored to meet the needs of your specific requirement. This template can be edited as you and your Contracting Officer deem necessary to delete areas that are not applicable to your requirement and/or to add areas that are unique to your requirement. The template can be used to prepare SOWs for contracts, task orders, and inter/intra-agency agreements.

IMPORTANT: All instructions (highlighted in blue), user notes (highlighted in pink), and user input guidance (highlighted in yellow) should be removed before finalizing the SOW document.

1.0 GENERAL

1.1 Background

Provide relevant background information that will be useful to contractors in understanding the need for the services and to assist the contractors in understanding how DHS past practices or current policies could impact future efforts.

Describe the project in general terms. Discuss the purpose of the project; why the project is being pursued; and, if relevant, how the project relates to other projects.

1.2 Scope

The scope should be a concise statement to provide the reader with an understanding of the magnitude and limitations of the work to be performed. It should specify the range and limits of the requested products and/or services. In some instances, including negative scope (i.e., what this SOW is not for or does not cover) may be appropriate.

1.3 OBJECTIVE

This should be a concise statement that describes the objective or desired goal you are trying to achieve with this solicitation. Provide a concise overview of the project and how the results or end products will be used.

1.4 APPLICABLE DOCUMENTS

Reference any documents (include date and version) that pertain to the requirement and are necessary for the contractor to perform the contract. If only portions of a document apply, be sure to clearly state the applicable portion(s). Also be sure to cite the document properly using conventional citation formats for statutes, regulations, etc. Be sure to attach, link, or otherwise make the required documents available to contractors.

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

<Enter solicitation number, proposal identification number, and proposal title>

1.4.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

<List document references>

2.0 SPECIFIC REQUIREMENTS/TASKS

Describe in clear, understandable terms exactly what you want the contractor to do, including any deliverables you expect from the contractor. Number each task and sub-task in this section to make it clear when referring to tasks/sub-tasks in other sections of this document, or if contractors have a question about a specific task description. Do not put more than one task per numbered paragraph or sub paragraph. Individual paragraphs for each task description, identified in a logical progression, will facilitate costing, referencing and tailoring tasks.

Do not restate in the SOW information that will be incorporated in other sections of the solicitation. If you have to refer to information explained in other sections of the solicitation, provide the reference to that section, do not re-write the information.

Here are some other points to keep in mind:

· Use the word “shall” whenever a provision is mandatory. For example: “The contractor shall . . . .” The word “will” expresses clarity of purpose or intent and usually refers to the government.

· Use active, rather than passive voice for the requirements so the contract is clear about what the contractor must perform, (e.g., “The Contractor shall provide program management support,” not “Program management support shall be provided by the Contractor”).

· Use simple sentence structure.

· Avoid redundancy.

· Use verbs that correctly describe the work requirements, such as implement, install, track, document, use, identify, create, inform, maintain, conduct, record, define, develop, perform, integrate, test, revise, monitor, assist, provide, resolve, etc.

· Avoid using words such as ensure, assure, best, all, every, certify, average, adequate, equal, any, either, and/or, and to the extent necessary.

· Avoid using pronouns when the applicable noun can be used.

· Use the same term for a particular item. Do not use variations of the term.

· Avoid ambiguity. Be specific, (e.g., “support services” is ambiguous).

· Define terms that need to be defined. Define acronyms the first time they are used in the SOW.

· Ensure deliverables are clearly stated and described.

· Ensure performance standards you are requiring in the SOW are necessary, realistic, specific, verifiable, objective, and measurable.

· Ensure acceptance criteria are clearly stated. Acceptance criteria may be cited in the paragraph that describes the deliverable or you may insert another column on the Deliverables chart in SOW 9.0.

· The SOW should provide the contractor with answers to six basic questions: who, what, when, where, how many or how much, and how well? It is important for the SOW to accurately answer these questions in order to allow the contractor the opportunity to accurately assess the level of expertise, the resources required, and the risks involved. Also, remember that a contractor will use the SOW to prepare its proposal, including its cost proposal, and a well written SOW also aids the Government in conducting the source selection evaluation and administering the contract performance after award.

· The SOW should identify only minimum requirements, eliminating the “nice to haves.” Consider the use of a program Work Breakdown Structure (WBS) to outline the required work effort. A WBS is an outcome-oriented analysis of the work involved in a project that defines the total scope of the project. It divides a project or major activity into successive levels, in which each level is a finer breakdown of the preceding one. In final form, a WBS is very similar in structure and layout to a document outline with each item at a specific level of a WBS numbered consecutively.

· The requirements/tasks should be presented in sequential or some other logical order.

· The SOW should follow the phase structure identified in the topic area.

· The SOW becomes the standard for measuring contractor performance. The sentences should be written so that there is no question of whether the contractor is obligated to perform specific tasks. As the contracted effort progresses, the government and the contractor look to the SOW to determine rights and obligations concerning what work is required to be performed. Often, how well the SOW is written determines the legal enforceability of the contract and also is the determining factor in resolving scope of work issues.

· Don’t assume anything. Keep asking yourself what is missing from the SOW.

2.1 TASK ONE. <Add title of specific task>

Xxxxxxx

2.1.1 Xxxxx (DEFINE QUANTITATIVE (performance or time) MILESTONE FOR EACH SUBTASK. Current phase should be more detailed than future phases. Each new phase should have these milestones defined.

2.1.2 Xxxxx

2.2 TASK TWO. <Add title of specific task>

Xxxxxxx

2.2.1 Xxxxx

2.2.2 Xxxxx

2.3 TASK THREE. <Add title of specific task>

Xxxxxxx

2.3.1 Xxxxx

2.3.2 Xxxxx

3.0 CONTRACTOR PERSONNEL

It is the responsibility of the contractor to propose qualified contractor personnel to perform all requirements specified in the SOW. As a general rule, the government should not specify education, experience or other qualifications for contractor personnel. In some instances, however, it may be necessary for the government to specify contractor qualifications, certifications, and/or education. For example, there may be a need for a Certified Public Accountant (CPA) for a requirement for financial support services. Similarly, you may deem it necessary to specify qualifications, certifications, and/or education for contractor Subject Matter Experts. And, it is recommended that you specify minimum qualifications, certifications, and/or education for contractor Key personnel and obtain resumes for those positions. Before including education, experience or other qualifications for contractor personnel in the SOW, discuss the matter with your Contracting Officer.

The government should not, as a general rule, specify the labor category(ies) the contractor should propose. In some instances, however, it may be necessary for the government to specify the labor category(ies) and even staffing levels. Before including labor categories and/or staffing levels in the SOW, discuss the matter with your Contracting Officer.

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

If resumes are required in response to the solicitation, the government will have the opportunity to review the qualifications, education and experience of proposed contractor personnel. In some instances, the government may determine that a position is “key” to the successful performance of the requirement. “Key” positions should be identified in the solicitation and the contractor should be requested to submit Employment Commitment Letters with its proposal. In these cases, the following paragraph should be included in the SOW:

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

<List the positions designated as Key for the requirement, to include the Principle Investigator and Project Manager>

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager shall be available to the COR via telephone between the hours of XXXX and XXXX EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems

4.0 OTHER APPLICABLE CONDITIONS

This area should address other information the Contractor will need and/or requirements the Contractor will need to accomplish in the performance of the SOW. It is highly recommended that the topics included in SOW 4.1 through SOW 4.14 be addressed in the SOW. Additional topics may be added as appropriate.

4.1 SECURITY

Contractor access to classified or Security Sensitive Information is not currently required under this SOW.

4.2 Period of Performance

The period of performance for this contract is a xx month base period with <insert number of option periods> option periods as follows:

Base Period/Phase xx insert length in months Option Period One/Phase xx insert length in months Option Period Two/Phase xx insert length in months Option Period Three/Phase xx insert length in months Option Period Four/Phase xx insert length in months

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to the Department of Homeland Security facilities in the Washington Metro Area.

4.4 Travel

Contractor travel shall be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.5 POST AWARD/KICK-OFF MEETING

The Contractor shall attend a Post Award/Kick-off meeting with the Contracting Officer and the COR no later than 20 business days after the date of award. The purpose of the Post Award/Kick-off meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility or via teleconference.

4.6 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and COR via electronic mail based on a DNDO specified template. The report will be due on the 15th of every month. This report will include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.7 PROGRESS MEETINGS

The Project Manager shall meet with the COR on a quarterly basis and/or in associate with end of the project phase to discuss progress, exchange information and resolve emergent technical problems and issues. Briefing materials will be prepared for these discussions in accordance with a Government provided template. These meetings will take place at either the Government’s or Contractor’s facilities, or other location as mutually agreed to by both parties, or via teleconference.

4.8 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows 7 and Microsoft Office Applications).

4.9 INTELLECTUAL PROPERTY

It is recommended that you discuss intellectual property matters with your Contracting Officer and a DHS General Law Attorney. The General Law Attorney will involve a DHS Intellectual Property Attorney, as needed. If the Offeror’s proposal is selected for funding, the Contracting Officer will contact the apparent awardee so that the apparent awardee has the opportunity to submit assertions in accordance with FAR clause 52.227‐20. The assertions must be identified and assertion of use, release, or disclosure must be provided for the government’s review and acceptance. Contracts cannot be awarded until assertions have been approved. This section will include text capturing the approved assertions information.

4.10 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is not required under this SOW. Contractor access to proprietary information is not required under this SOW.

5.0 GOVERNMENT TERMS & DEFINITIONS

Include a comprehensive list of all terms and acronyms used in the SOW, including applicable definitions. If you have an extensive list of terms, you should consider the use of a table rather than the numbered paragraph format provided below.

5.1 COR – Contracting Officer’s Representative

5.2 DHS ( Department of Homeland Security

5.3 (

5.4 (

6.0 GOVERNMENT FURNISHED RESOURCES

Select the appropriate paragraph below and delete the others, or develop language of your own.

If the Government will not provide any resources to the Contractor to accomplish the work specified in this SOW, insert the following paragraph:

The Government will not furnish any resources to the Contractor in support of this contract.

If the Government will provide facilities, property, equipment, supplies and/or services to the Contractor to accomplish the work specified in this SOW, insert one of the following paragraphs. Note that you may also need to add language here to address the requirement for the Contractor to provide a GFP Report as a deliverable, if one is required. You should discuss this matter with your Contracting Officer. If a GFP Report will be required from the Contractor, a deliverable should be included in the Deliverables chart in SOW 9.0.

The Government will provide the following property to the Contractor for work required under this contract:

<List property to be provided.

If you have a lengthy property list, you should include it as an Attachment to the SOW rather than list it here. Remember to label your Attachment (e.g., Attachment 1). You will also need to reword the above sentence (e.g., The Government will provide the property listed on Attachment 1 to the Contractor for work required under this contract.)

-and-

The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract, and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

If the Government will provide information, data and/or documents to the Contractor to accomplish the work specified in this SOW, insert one of the following paragraphs:

The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

-or-

The Government will provide the following information, data and documents to the Contractor for work required under this contract:

<List data and information to be provided> If you have a lengthy list of information, data and documents, you should include it as an Attachment to the SOW rather than list it here. Remember to label your Attachment (e.g., Attachment 3). You will also need to reword the above sentence (e.g., The Government will provide the information, data and documents listed on Attachment 3 to the Contractor for work required under this contract.)

-or-

The Government will provide copies of the references cited in SOW 1.4 at the Post Award Conference.

-and-

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

9.0 DELIVERABLES

The Contractor will consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

All deliverables shall be sent in accordance with the table to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) identified in the contract Terms & Conditions. All financial and management reports shall be sent electronically to the COR, CO, and any Contract Specialist (CS) at the addresses listed in the contract Terms & Conditions.

10.0 POINTS OF CONTACT

<<Insert performer’s name>> Points of Contact (POCs) are as follows:

· Technical POC(s) – <<provide name, address, e-mail, phone for Principle Investigator and Project Manager>>

· Financial POC(s) – <<provide name, address, e-mail, phone for business POC>> <<Insert performer’s name>> may change the individual designated as a POC upon notice to the COR and CO of such change.

The DHS POCs are as follows:

· Contracting Officer <<CO name>>

Department of Homeland Security

Transformational and Applied Research Directorate

Washington, DC 20528

<<Insert CO’s phone number>>

<<Insert CO’s e-mail >>

· Contracting Officer’s Representative <<COR name>>

Department of Homeland Security

Transformational and Applied Research Directorate

Washington, DC 20528

<<Insert COR phone number>>

<<Insert COR e-mail >>

· Alternate Contracting Officer’s Representative <<COR name>>

Department of Homeland Security

Transformational and Applied Research Directorate

Washington, DC 20528

<<Insert COR phone number>>

<<Insert COR e-mail >>

· Resource Manager <<Resource manager name>>

Department of Homeland Security

Transformational and Applied Research Directorate

Washington, DC 20528

<<Insert Resource Manager’s phone number>>

<<Insert Resource Manager’s e-mail >>

DHS DNDO may change the individual designated as a POC upon notice to <<insert performer’s name>>.