Performance Work Statement_Cadet_Internship.pdf

PR#: 70098PR250007125

PERFORMANCE WORK STATEMENT

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PERFORMANCE WORK STATEMENT (PWS)

FOR

U.S. Coast Guard Academy – Internship Support Solicitation release date March 27, 2025

1.0 GENERAL

The Great Lakes region is a uniquely challenging environment for oil-spill preparedness and response.

Congress mandated that the U.S. Coast Guard establish the Great Lakes Oil Spill Center of Expertise (GLCOE) through Section 807 of the Frank LoBiondo Coast Guard Authorization Act of 2018 (Pub. L.

115-282). The GLCOE is a non-operational body with a legislative mandate to conduct research in the domain of oil spill response. The GLCOE’s purpose is to operationalize innovative ideas that improve freshwater and icy water oil spill responses. The GLCOE serves as the scientific & technical expert in:

Conducting and evaluating collaborative oil spill research to operationalize innovative ideas that improve freshwater and icy water oil spill responses, and providing education and training for federal, tribal, state, and local responders to improve oil spill response coordination, techniques, and public engagement practices.

1.1 BACKGROUND

The Coast Guard Academy (USCGA) makes internships available to cadets for the purpose of research, education, and professional development. Previously the Great Lakes Center of Expertise (GLCOE), in cooperation with a local university, has collaborated with the USCGA to advance this important effort.

The cadets are able to either continue their capstone research or choose from GLCOE pre-approved projects related to the GLCOE mandate.

1.2 SCOPE

The scope of the internship support is to provide technical expertise as a scientific advisor to the cadets, while also advancing research needs in the Great Lakes region. Internship facilitation in a variety of scientific disciplines aligning with the statutory missions of the GLCOE is desired.

The GLCOE is continually assessing research needs that will influence the internship study focuses. The university faculty advisor will collaborate with the GLCOE and USCGA contacts to determine specific internship focuses for each year. The internship focus will always tie back to the above mission of the GLCOE. It is essential that the selected offeror currently conducts, or has the ability to conduct research, in a wide range of focus areas related to the GLCOE mission. Though not definitive, some potential internship project focusses are included below.

Collaborate with university researchers on in situ oil sensors Evaluate different types of sensors that detect oil in water. Assist in studying how sensors work under different environmental conditions (wave action, temperature, turbidity, etc.). The cadet could work with researchers to study how phytoplankton concentrations affect performance of the oil sensors in the summer.

Collaborate with university researchers on mesocosm oil spill research Conduct research on oil spilled in outdoor mesocosms, which are designed to mimic Great Lakes wetlands. The cadet should be able to study one of many environmental factors (plants, invertebrates, water quality, etc.) as oil contamination persists in the systems and the oil degrades over time.

Other biological or chemical projects of relevance to GLCOE mandate (Dependent on university availability, existing projects for collaboration)

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In replying to this solicitation, lab use fees, faculty advisor expenses, and all supplies costs must be identified in proposals. Due to the limited budget of the GLCOE, overall costs will be a primary factor in contractor selection. The internship activities must occur within the state of Michigan due to the need for uniformed USCG management of the cadets which is only available at the two GLCOE offices in Ann Arbor and Sault Ste. Marie. Contractor researchers and facilities must be able to advance the mission of the GLCOE.

Additional Scientific Support: In addition to the formal internship program, additional scientific support of a similar nature to this BPA can be negotiated as call orders. The deliverables, funding amounts and timing will be negotiated as call orders.

Examples, but not limited to: Lab Tech Work, Literature Review, Equipment and Facilities Access/Support, and Data Analysis Support.

1.3 OBJECTIVE

The primary objective is to advance methods for research within the Coast Guard by involving cadets in cutting edge research at external research universities. This internship provides the cadets the opportunity to explore a variety of career options (within the CG), identify career goals, build a professional network, apply knowledge in professional world, strengthen resume(s), improve time management, communication, productivity, learn new skills, receive mentorship, see how a professional workplace operates, and expand CG viewpoint/creativity.

1.4 APPLICABLE DOCUMENTS

1.4.1 Reference Document

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

Frank LoBiondo Coast Guard Authorization Act of 2018 - Section 807. [14 U.S.C. 313 note]

1.5 PERFORMANCE REQUIREMENTS SUMMARY

This contract includes a Performance Requirements Summary (PRS) at PWS 9.0. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS must serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance must be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Post Award Conference

The Contractor must provide agenda items for the meeting to the Contracting Officer Representative (COR) and attend the Post Award Conference within fourteen (14) days after award. At the meeting, the Contractor must provide details on how the solicitation will be addressed by the technology, technique or strategy being proposed. Key milestones and any issues/concerns will be discussed. The meeting will

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also serve to ensure that all deliverables and their deadlines are understood by both parties. The Contractor must deliver Post Award Conference Meeting Minutes (Deliverable 1).

2.2 TASK TWO. Internship Support

Provide scientific guidance to the USCGA cadets during their summer internship. Specific deliverables will vary due to the type of internship. Timelines will vary due to individual internship requirements and research window availability. The Contractor must consider items in italics as deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS. The following is a general list of required components that the contractor must ensure occur.

GLCOE staff will review as appropriate and will manage USCG specific components of the program separately. Contractor and GLCOE staff will work collaboratively to manage cadet schedules to ensure contractor and GLCOE required components of the internship program are accomplished and competing time constraints are deconflicted.

Timeline Task Internship Component

Week 1

2.2.1

2.2.2

2.2.3

2.2.4

2.2.5

2.2.6

2.2.7

2.2.8

University facilities site familiarity

Project overview and expectations outlining requirements for literature review and final internship presentation/write up

Manage cadets in development of slides for individual internship research proposals

Instruct interns on applicable research methodology and assign further readings on methods to be used in research

Develop individual internship calendars that include all required steps to meet research objectives

Provide cadets with tours of research facilities and equipment specific to their internship focus

Facilitate 1-2 meetings with Graduate Students working in related fields

Establish expectations for progress reporting to GLCOE and USCGA and verify format and frequency of reporting

Week 2

2.2.9

2.2.1

2.2.11 2.2.12

2.2.13

Research set up, methodology and design review

Instruction in use of research equipment, data sources and tools

Internship research conducted in specific focus area

Assessment of intern knowledge uptake continually assessed through contractor observation. Any challenges addressed with intern, GLCOE and USCGA as required.

Manage intern progress reporting to GLCOE and USCGA

Week 3

2.2.14 2.2.15

Internship research conducted in specific focus area

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2.2.16

Assessment of intern knowledge uptake continually assessed through contractor observation. Any challenges addressed with intern, GLCOE and USCGA as required.

Manage intern progress reporting to GLCOE and USCGA

Week 4

2.2.17 2.2.18

2.2.19 2.2.20

Internship research conducted in specific focus area

Assessment of intern knowledge uptake continually assessed through contractor observation. Any challenges addressed with intern, GLCOE and USCGA as required.

Manage intern progress reporting to GLCOE and USCGA

Check in on final internship presentation/write up preparation

Week 5-6

2.2.21

2.2.22 2.2.23

Complete internship research conducted in specific focus area Preparation and presentation of internship presentation/write up

Final intern progress reporting to GLCOE and USCGA

Program conclusion facilitation, close out, data delivery and survey

2.3 TASK THREE. Progress Reporting and Deliverables Archive

2.3.1 Progress Meetings

The Lead Principal Investigator must meet with the COR or GLCOE Project Lead, at a minimum, on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings will take place via virtual platform or in-person.

2.3.4 Final Project Report

The Contractor must provide a Final Report of the project in electronic format and send upon request by the contracting officer or the contracting officer representative assigned to the blanket purchase order or call order.

2.3.5 Deliverables Archive

The Contractor must provide a Deliverables Archive in electronic format of all deliverables generated during the course of this tasking and send upon request by the contracting officer or the contracting officer representative assigned to the blanket purchase order or call order.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor must provide qualified personnel to perform all requirements specified in this PWS.

3.2 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor must 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 must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise

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approved by the Contracting Officer. The Contractor must 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.

3.3 Lead Principal Investigator (PI)

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

The Lead Principal Investigator must be available to the COR and GLCOE Project Lead via telephone between the hours of 1000 and 1700 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 72 hours of notification.

3.4 EMPLOYEE IDENTIFICATION

3.4.1 Contractor employees visiting Government facilities must abide by facility procedures and identification. This may include, but is not limited to an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.4.2 Contractor employees working on-site at Government facilities must comply with the site procedures and regulations. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.).

3.5 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Lead PI must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer Representative), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer Representative will provide the Contractor with a written explanation to support any request to remove an employee.

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4.0 OTHER APPLICABLE CONDITIONS

4.1 PERIOD OF PERFORMANCE

The period of performance for this contract is one base year from the date of award, with (4) four, (12) month option periods, unless a different start date is negotiated.

4.2 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities, unless otherwise negotiated.

4.3 TRAVEL

Contractor travel may 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 FAR 31.205- 46, Travel Costs. The Contractor must be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.4 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer, COR, and GLCOE Project Lead no later than 14 business days after the date of award. The purpose of the Post Award Conference, 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 via teleconference.

4.5 PUBLICATIONS/PRESENTATIONS

If creating a publication or presenting the data from the project, the Contractor must add the following:

FUNDING: “This work has been funded solely, or in part, by the U.S. Coast Guard Great Lakes Oil Spill Center of Expertise.”

The GLCOE requires the ability to transfer funds between labor and materials labor costs year to year due to the variety of internships that may be required.

GLCOE is open to a Firm Fixed Price BPA not to exceed to give us the maximum flexibility year to year in labor and materials costs. GLCOE understands coordination with FINCEN to transfer costs between CLINs is likely required.

DISCLAIMER: “The views expressed are those of the authors and do not necessarily reflect the views or policies of the U.S. Coast Guard or the Department of Homeland Security. Any mention of trade names, products, or services does not imply an endorsement or recommendation by the U.S. Government or the U.S. Coast Guard.”

4.6 PROGRESS MEETINGS

The Lead Principal Investigator must meet with the COR or GLCOE Project Lead, at a minimum, on a monthly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings will take place via virtual platform or in-person.

4.7 GENERAL REPORT REQUIREMENTS

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

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4.8 FINAL PROJECT REPORT

The Contractor must provide a Final Report that includes the summary of the research design, findings/results of the research, limitations of the project, conclusions, and recommendations for future research.

4.9 SECTION 508 COMPLIANCE

Section 508 of the Rehabilitation Act (classified to 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it must be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this work statement that, by definition, are deemed ICT must conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendixes A, C & D, and available at https://www.ecfr.gov/cgi-bin/text-idx?SID=e1c6735e25593339a9db63534259d8ec&mc=true&node=pt36.3.1194&rgn=div5. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes IT and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions must be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

4.9.1 Section 508 applicability to Information and Communications Technology (ICT): Reports, Training Materials, and Presentations/Briefs

Applicable Exception: N/A Authorization #: N/A

Applicable Functional Performance Criteria: Does not apply

Applicable 508 requirements for electronic content features and components (including but not limited to Internet or Intranet website; Electronic documents; Electronic forms; Electronic surveys; Electronic reports; Electronic training materials; Multimedia (video/audio); Interactive maps): All requirements in E205 apply, including all WCAG 2.0 Level A and AA Success Criteria apply as specified in E205

Applicable 508 requirements for software features and components: Does not apply

Applicable 508 requirements for hardware features and components: Does not apply

Applicable 508 requirements for support services and documentation: All requirements in Chapter 6 apply

4.9.2 Section 508 Accessibility Conformance Reports: For each ICT item offered through this contract (including commercially available products, and solutions consisting of ICT that are developed or modified pursuant to this contract), the Offeror must provide an Accessibility Conformance Report (ACR) to document conformance claims against the applicable Section 508 standards. The ACR must be based on the Voluntary Product Accessibility Template Version 2.0 508 (or successor versions). The template can be found at https://www.itic.org/policy/accessibility/vpat. Each ACR must be completed by following all of the instructions provided in the template, including an explanation of the validation method used as a basis for the conformance claims in the report.

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5.0 GOVERNMENT FURNISHED RESOURCES

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

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.

7.0 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.

7.0.1 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.

7.0.2 The COR will have 5 business days to review deliverables and make comments. The Contractor must have 5 business days to make corrections and redeliver.

7.0.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Management Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

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8.0 DELIVERABLES

The Contractor must consider items in italics as deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS.

PWS

DELIVERABLE

NUMBER

PWS

REFERENCE

DELIVERABLE /

EVENT

DUE BY

DISTRIBUTION

1 2.1 Post Award Conference Meeting Minutes

Seven (7) days following meeting

GLCOE Project Lead

2 2.2 Internship Support deliverables

Week 1-6. See above

GLCOE Project Lead, COR

3 2.3.1 Progress meetings Monthly. See above

GLCOE Project Lead, COR

4 2.3.4 Final Report End of PoP GLCOE Project Lead, COR

5 2.3.5 Deliverables Archive Before Project Closeout

COR, Contracting Officer, GLCOE Project Lead

Updated 03/13/2025

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column. The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output. The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

Service Output Performance Objective Acceptable Quality Level

(AQL)

Positive Incentive Negative incentive

1. Quality and Timely Deliverables (PWS 8.0)

Research, develop, prepare, compile and submit quality deliverables. Must not require substantive corrections or revisions.

No deviation unless approved in advance by the COR.

Contractor’s ability to meet performance requirements will be reflected in the

Contractor’s past performance evaluation.

Failure to meet schedule or provide acceptable deliverables will result in corrective action as determined appropriate by the Contracting Officer in consultation with the COR. The range of possible actions include but are not limited to re-performance of work, withholding payment, renegotiating the schedule, and partial or total termination for convenience/default.

2. On-Time Monthly/Quarterly Progress Reports & Final Project Report (PWS 2.3)

No progress report is delayed by more than one business day.

3. Effective Resource Planning (PWS 2.1.1, 2.1.2)

Manage, retain, and reference project documents that are compiled throughout the performance period. Contractor will be flexible to the government’s evolving requirements and adaptations.