A02.12_DRAFT_Performance Work Statement (BASE) 2022.pdf

Performance Work Statement (PWS) SERDP, ESTCP, OECIF, & OEPF Support

1 OBJECTIVE

The Strategic Environmental Research and Development Program (SERDP), the Environmental Security Technology Certification Program (ESTCP), the Operational Energy Capability Improvement Fund (OECIF), and the Operational Energy Prototyping Fund (OEPF) require program support to execute their missions of developing and demonstrating technologies that meet the Department of Defense (DoD) environmental and energy requirements. SERDP, ESTCP, OECIF and OEPF are separate programs that are managed through a joint program office. Support is needed at the program level and in each of the technical areas in which these programs invest.

2 BACKGROUND

SERDP is a multi-agency research and development program that was established by Congress in 1991. As described in Title 10, U.S.C. Sections 2901-2904, the major focus of SERDP is to “address environmental matters of concern to the Department of Defense and the Department of Energy through support for basic and applied research and development of technologies that can enhance the capabilities of the departments to meet their environmental obligations.” SERDP supports environmental research and development activities in government, industry, and academic laboratories in the areas of Environmental Restoration, Munitions Response, Weapons Systems and Platforms, and Resource Conservation and Resiliency.

ESTCP is a DoD demonstration and validation program for environmental and energy technologies. The DoD established ESTCP in fiscal year 1995. ESTCP demonstrates and validates innovative technologies that target DoD’s most urgent environmental needs and are projected to pay back the investment through cost savings, increased efficiency, and improved environmental outcomes. The program provides funding to government, industry, and academic institutions to conduct demonstrations in the areas of Environmental Restoration, Munitions Response, Weapons Systems and Platforms, Resource Conservation and Resiliency, and Installation Energy and Water.

OECIF is a DoD program whose mission is to guide operational energy innovation via targeted science and technology investments. OECIF focuses on technology integration and demonstrations for field experimentation and test, and operates in collaboration with the military Services. It is structured to leverage, not replicate, the existing infrastructure and organization in the Services.

OEPF is a DoD program that funds Advanced Component Development and Prototype BA 6.4 that enter around Technology Readiness Level (TRL) 6 and complete at TRL 8/9.

Details about the SERDP and ESTCP program structure, current projects, examples of solicitation documents, project requirements, and examples of program outreach can be found on the joint SERDP and ESTCP web site, www.serdp-estcp.org. Details about OECIF can be found at https://rt.cto.mil/ddre-rt/dd-rtl/oe-i/oecif/.

3 TYPE OF SUPPORT

The required services are expected to break out as roughly:

1. Technical Review of Proposals and Documents: 35%

2. Direct Support to Program Areas: 30%

3. Administrative and Financial: 15%

4. Meeting Planning, Logistics and Support: 10%

5. Outreach: 10%

All personnel shall be qualified by education and experience appropriate to perform their assigned tasks. The following key personnel are essential to management and oversight, and shall meet the minimum specific qualifications outlined.

Project Manager: The project manager shall have a minimum of 7 years’ experience in project management, including 3 years’ experience managing a team of the size and diversity of skills needed to perform the work described. The project manager shall have experience with government management of research and development, as well as familiarity with the structure and management of the DoD. The project manager must have sufficient technical training so as to be capable of managing and assuring the technical quality of the support provided, including technical reviews.

Information Technology Specialist: Three essential elements of the work described below are the online project management system, the online proposal management and evaluation system, and the SERDP and ESTCP joint web site. To manage these elements, the contractor must demonstrate that the individual in the role of providing oversight for the information technology enterprise has expertise in state of the art hardware and software, including experience in web site management, database management, on-line reporting and management systems, acceptance and management of electronic proposals, and the appropriate security protections.

4 GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

4.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

4.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

4.3.1 Contract Management: The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.

4.3.2 Contract Administration: The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders.

4.3.3 Personnel Administration: The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs, etc.).

4.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest considerations. Cross teaming may or may not be permitted.

4.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see Appendix A), labor rates, and man-hours utilized in the performance of each task order issued hereunder will be the minimum necessary to accomplish the task.

4.6 Location of Work

Accomplishment of the results contained in this PWS requires work primarily at the contractor’s and subcontractor’s location, with occasional domestic travel to be determined at the task order level. The administrative tasks described in Section 5.1.10 will be performed on-site at the SERDP and ESTCP Office. The Program Area Support tasks described in Section 5.2 will require approximately bi-weekly visits to the SERDP and ESTCP Office.

4.7 Travel / Temporary Duty (TDY)

Travel to government facilities or other locations may be required and will be specified in the individual task order PWS. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the government (subject to local policy procedures), and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs.

5 SERDP & ESTCP PERFORMANCE REQUIREMENTS

The contractor shall provide comprehensive technical, programmatic, and administrative support services for the Program Office in the Washington, D.C. area. The contractor shall provide services to the Executive Director and his staff to meet all program planning, technical and financial oversight, and management needs to the two programs. This includes support for the Program Office located in Alexandria, VA.

5.1 Program Level Support

5.1.1 Web-Based Reporting System: The contractor shall support and maintain a web-based project tracking system for approximately 350 active SERDP and ESTCP projects. The incumbent contractor currently maintains the SERDP and ESTCP Management System (SEMS), which is used to track technical and financial status of projects, contract actions, document status, financial planning, and distribution. The contractor shall adhere to security plans for SEMS according to industry best practices.

5.1.2 Solicitation: The contractor shall administratively manage one annual solicitation each for

SERDP and ESTCP, an Open Broad Agency Announcement (BAA) each for SERDP and ESTCP, as well as additional special solicitations as needed. Tasks include (a) assisting with updating and preparing proposal submittal instructions and announcements; (b) administratively supporting the integration of technical input to the annual Statements of Need (SONs) and topic areas; and (c) disseminating outreach materials describing the solicitations, including but not limited to the SERDP and ESTCP joint web site, ListServe, and support of a webinar. The contractor shall support special studies and workshops as needed for solicitation development.

5.1.3 Proposal Management and Selection: The contractor shall provide technical and programmatic support to execute the SERDP and ESTCP solicitations. Both programs request a brief pre-proposal that is the basis for requesting or not requesting a full proposal.

Tasks include maintaining an electronic proposal submittal and tracking system;

administrative assistance with drafting selection plans and procedures, and associated documentation; administrative assistance with technical evaluations of proposals; and drafting and disseminating notification to proposers.

5.1.4 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contractor shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4).

5.1.5 Financial: The contractor shall provide assistance to the director and financial officer. Tasks include assisting with the preparation of funding documents; tracking execution of ~200 projects; and tracking the status of approximately 200 invoices per month.

5.1.6 SERDP Scientific Advisory Board (SAB) and Technical Review Board (TRB): The contractor shall provide technical and program support to the director in managing the SAB and the TRB. The SAB is a Federal Advisory Committee governed by the Federal Advisory Committee Act (FACA) that meets four times per year. Tasks include development and distribution of agendas and read-ahead materials for SAB meetings; meeting site selection and logistics; on-site support; recording, and tracking action items from meetings; recording official minutes; maintaining correspondence and schedule for membership appointments;

assistance with preparing the annual FACA report; and meeting all other FACA requirements.

The TRB is comprised of the SERDP director, deputy director, program managers, and select federal employees. The TRB meets up 4 or 5 times per year, only if the SAB is not meeting within that year. Tasks include development and distribution of agendas and read-ahead materials for TRB meetings; meeting site selection and logistics; on-site support; recording, and tracking action items from meetings; and recording official minutes.

5.1.7 SERDP Annual Report: The contractor shall assist with drafting the SERDP Annual

Report, as required by Statute. Tasks include assembling all current year and planned future year investments and activities and drafting a summary of SAB activities for the year of the report.

5.1.8 Document Management: The contractor will track the status of all documents associated with SERDP and ESTCP projects, including receipt, review, revision, submission for clearance, and posting to the joint web site and the Defense Technical Information Center (DTIC). Document status shall be tracked electronically in a web-accessible format that is easily accessed by federal program staff. The contractor shall prepare DoD forms to clear documents for public release and interact with the reviewing office in DoD.

5.1.9 Special Studies and Analyses: The contractor shall provide technical and administrative support to meet the needs of SERDP and ESTCP in response to information requests, program development, technology transfer, and collaboration.

5.1.10 Administrative Support: The contractor shall provide the administrative support needed to execute the requirements set forth in this PWS. Tasks will include assistance with correspondence, preparation and tracking of packages for the Office of the Secretary of

Defense (OSD), assistance with travel planning, preparation and transmittal of contracting packages, maintenance of office files, interaction with DoD security and building management, interaction with DoD IT staff, and maintenance of an annual master program schedule.

5.2 Program Area Direct Support

The contractor shall provide direct support to each Program Area under SERDP and ESTCP. The direct support will involve assisting the Program Manager throughout the life-cycle of investments, including solicitation planning, proposal review and selection, tracking project execution, and ending with technology transfer. Each Program Area requires a designated support staff possessing excellent executive management skills in order to assist with the management of a multitude of deliverables, meetings, and information requests. Specific support activities that are required are described in the following sections.

5.2.1 Manage Project Selection Process: An annual solicitation is released each year under both

SERDP and ESTCP. Historically, approximately 800-1000 pre-proposals and 250 full proposals are received for the combined solicitations. Within each Program Area, the contractor shall administratively manage the project selection process, to include the following:

Assist the Program Manager with the development of the Program Area’s solicitation topic.

Coordinate the technical review of submitted proposals, as described in Section

5.1.3, including assisting with the selection and notification of peer reviewers, and interfacing with Technical Review Committees.

Assist with the development of response letters to Principle Investigators (PIs).

Assist with the organization of selection meetings, including developing agendas, interfacing with PIs, collecting presentations in advance, and conducting the meeting.

5.2.2 Project Technical and Financial Tracking: The PI for each project is required to submit specific technical and financial information to the SERDP and ESTCP Office. Technical and financial information is summarized in a number of different reports and includes the

Monthly financial reports (MFRs) (required of all projects) Quarterly progress reports (QPRs) (required of all projects) Demonstration Plan (required for all ESTCP projects) Interim Report (at least one required for all core SERDP projects) Final Report (required for all projects) Miscellaneous project-specific reports

Historically, excluding the MFRs and QPRs, a total of approximately 700 documents are received in a year. The contractor shall track technical and financial information through every step of the review process as described in Section 5.1.8, including the following:

Review the database for delinquent reports and contact lead investigators regarding delinquent reports as necessary.

Enter tracking information into a database for all documents excluding MFRs and QPRs.

Coordinate the technical review of documents as needed.

Incorporate technical reviewer comments into response letters to the PI for Program

Office review as needed.

5.2.3 Manage Technical Progress Meetings: All SERDP and ESTCP PIs are required to attend an in-person meeting on an annual basis to provide an overview of project results to the Program Office. The contractor shall manage these technical progress meetings, to include the following:

Track projects to ensure they attend progress meetings on the appropriate schedule.

Assist the Program Manager in the development and distribution of meeting agendas.

Interface with PIs and the Technical Review Committee to communicate logistical details.

Collect final presentations from PIs.

Assist with the development of response letters to PIs after the meeting.

Assist with conducting the meeting.

5.2.4 Represent Program Office at Technical Conferences: The Program Office attends approximately 10 national conferences per year and displays a booth at these meetings to highlight the Programs and encourage future participation in the solicitation process. The contractor shall attend these conferences, maintain and display the booth, and answer questions from conference attendees about SERDP and ESTCP.

5.2.5 Other Duties: The contractor shall provide additional direct support to the program areas in responding to data requests, maintaining orderly and up to date project information in SEMS and tracking deviances, planning and attending program area-related meetings, tracking project contracting actions and funding distributions, and attending and documenting other project-related calls and meetings including kick off calls and final project summary briefings.

5.3 Technical Review

The contractor shall provide technical review of documents and proposals as required by SERDP and ESTCP. Effective technical review will require personnel with expertise in a wide variety of technical topics including environmental engineering, ecology, materials science, chemistry, energetic materials, electromagnetics, underwater acoustics, contaminated groundwater and sediments, munitions constituents, energy efficiency technologies, cybersecurity, renewable energy, and microgrids. As the SERDP and ESTCP portfolios evolve, additional expertise beyond this list may be required.

The technical reviewers shall have advanced degrees (generally a Ph.D. or a MS with 5+ years of experience) in their specified technical areas. Reviewers shall have sufficient familiarity with the environmental requirements of the DoD to make recommendations as to the technical merit of proposed and ongoing work, and its value to the DoD.

Specific support activities required are described in the following sections.

5.3.1 Demonstration Plans and Reports: Each SERDP and ESTCP project is required to submit a number of technical reports over the life of the project. These include:

Demonstration Plans (required for all ESTCP projects), Interim Reports (at least one required for all core SERDP projects), Final Reports (required for all projects), and Miscellaneous project-specific reports.

Historically, a total of 700 of these documents are received in a year. The contractor shall engage subject matter experts for an independent, critical review of each submitted document. The normal turn-around time expected for these reviews is three weeks, although the vagaries of field site availability or weather windows may require a shorter turn-around in a limited number of cases.

5.3.2 Pre-proposals and Proposals: Both SERDP and ESTCP release an annual solicitation for proposals. Historically, approximately 800-1000 pre-proposals and 250 full proposals are received in response to these solicitations.

For each pre-proposal, the contractor shall provide a review to evaluate relevance and feasibility, and will offer technical advice to support SERDP and ESTCP in deciding whether to request a full proposal.

For each full proposal requested, the contractor shall arrange for peer review by three to five outside experts identified by the contractor and approved by the Director.

For each proposal recommended by the peer reviewers, the contractor shall summarize the review comments and provide technical advice to the Program Manager to support a decision on whether to fund the proposal.

The technical experts who review the proposals may be required to support the Program Manager at a Technical Committee selection meeting and subsequent In- Progress Reviews.

5.3.3 New Technical Challenges and Modifications to Existing Program Areas: As the environmental challenges confronting the DoD evolve, SERDP and ESTCP evolve to meet these challenges. This may take the form of modifications to the emphasis of existing Program Areas or the establishment of new Program Areas. Often these changes are accomplished by convening a workshop of technical experts to assist SERDP and ESTCP in defining requirements and drafting a research strategy in response to these requirements. As needed, the contractor shall identify technical experts in any new area identified by the director of SERDP and ESTCP, vet these experts, and make them available to support workshops and planning sessions. Subsequent to any modifications to SERDP and ESTCP, these technical experts, or others similarly qualified, shall be available for proposal and document review as described above.

5.4 Meeting Planning, Support, and Logistics

5.4.1 Proposal and Project Reviews: The contractor shall provide support for program meetings as listed below. Tasks will include assistance with developing and distributing agendas and read-ahead materials, receipt and organization of presentations, identifying and procuring space, on-site meeting support, note taking, and summarizing and documenting action items.

The contractor shall be capable of supporting on-line meetings and webinars for up to 1500 people. For meetings where required (In Progress Reviews [IPRs], SAB, and Selection Meetings at a minimum), the contractor shall provide computer access for up to 20 attendees to provide real-time comments through web-based meeting software.

In-Progress Reviews: IPR meetings are held three times per year. Every core project that SERDP and ESTCP fund is required to provide an IPR presentation at least once per year. Typically, there are a total of 40-45 days of IPR meetings per year.

SAB: The SERDP SAB is required by statute to meet 4 times per year. Meetings are typically 1-2 days. Three meetings per year are held in the Washington, D.C. area.

One meeting is often held at a DoD installation and includes a tour of DoD activities relevant to SERDP.

TRB: The SERDP TRB meets 4 -5 times per year only when SAB meetings cannot be convened. Meetings are typically 1-2 days. These meetings are held in the Washington, D.C. area.

SERDP Selection Meetings: Each of the four SERDP Program Areas holds a one-to two-day meeting to select proposals for funding annually.

ESTCP Selection Meetings: Each of the five ESTCP Program Areas holds one meeting annually to review pre-proposals. These meetings are 0.5-2 days’ duration.

The five areas also each hold one meeting to review full proposals. These meetings involve in-person presentations by proposers and are typically 2-4 days’ duration.

5.4.2 Workshops and Special Technical Meetings: The contractor shall provide technical, program, and administrative support for occasional meetings hosted by SERDP and ESTCP.

Such meetings may include project reviews, technology transfer meetings, workshops, and other focused technical meetings. These meetings may vary in size from 10 to 200 participants. Tasks will include developing agendas, organizing speakers, organizing and disseminating read-ahead material, planning and acquiring space, making arrangements for hotel room blocks, providing on-site support, taking meeting notes, and drafting summary reports.

5.5 Outreach

5.5.1 Web Site: The contractor shall maintain and host the SERDP and ESTCP joint web site, keep content current, draft news stories and blogs, update and draft content for web pages, and produce pages for new start and complete projects. The contractor shall update the web site as needed, to include transfer to a new operating platform and an update of the content structure. The SERDP and ESTCP web site can be accessed at www.serdp-estcp.org.

5.5.2 Webinar Series: The contractor shall provide support for a series of regular bi-weekly webinars with a capacity of up to 2000 attendees. The contractor shall be responsible for maintaining a schedule in consultation with SERDP and ESTCP staff, contacting presenters, coordinating presentations, providing all needed technical support, and recording and editing webinars for archiving on the SERDP and ESTCP web site.

5.5.3 ListServe: The contractor shall maintain the SERDP and ESTCP ListServe, which currently has approximately 15,000 subscribers, and periodically disseminate information at the direction of SERDP and ESTCP.

5.5.4 Social Media: The contractor will maintain SERDP and ESTCP social media presence on

Twitter, Linked-In, Facebook, and Google+, as well as other emerging social media as appropriate. The contractor shall regularly post notices, including but not limited to new start projects, recently completed reports, awards to investigators, and significant events in the DoD related to energy and environment.

5.5.5 Newsletters: The contractor will assemble and disseminate the SERDP and ESTCP

Headlines newsletter three times per year as well as Program Area specific newsletters up to once per month per Program Area. Most content is derived from materials already produced for the web site. Additional content will be required in the areas of program updates, news, and announcements.

5.5.6 Conference Support: The contractor shall represent and promote SERDP and ESTCP technical conferences relevant to the programs. Tasks include maintenance and support of an exhibit booth, preparing technical presentations, and supporting training sessions on technology implementation.

5.5.7 Technology Transfer Products: The contractor shall prepare as needed draft and final briefing slides, web pages, and written summaries of technologies, project status, demonstration results, and program accomplishments suitable for a variety of audiences, including DoD decision makers, end users, and regulators.

5.5.8 Symposium: The contractor shall provide technical and administrative support for a joint

SERDP and ESTCP Symposium to be held in the Washington, D.C. area in a major conference center. The contractor shall cover all requirements to plan, publicize and execute a national technical conference that has recently attracted 1000 to 1200 attendees. It is expected that future symposia will be similar in format to prior symposia, including a plenary session, multiple concurrent technical sessions, poster sessions, and short courses.

Information regarding prior symposia is on the SERDP and ESTCP web site at https://www.serdp-estcp.org/News-and-Events/Conferences-Workshops.

6 OECIF AND OEPF PERFORMANCE REQUIREMENTS

The contractor shall provide comprehensive technical and financial support services for the Operational Energy – Innovation Directorate including support to OECIF and the OEPF Program Offices in the Washington, D.C. area. The contractor shall provide services to the Program

Manager and their staff to meet all program planning, technical and financial oversight and management needs to the program.

6.1 Program Level Support

6.1.1 Web-Based Reporting System: The contractor shall host and maintain a web-based project tracking system for approximately 200 active and in-active OECIF and OEPF projects through the Operational Energy Management System (OMS), which is used to track the technical and financial status of projects, financial, technical, and program/project management actions, document status, financial planning and distribution. The contractor shall adhere to security plans for OEMS according to industry best practices.

6.1.2 Solicitation: The contractor shall manage tasks associated with annual OECIF and OEPF

Energy Technologies solicitations. Tasks include disseminating outreach materials describing the solicitations, including but not limited to the OECIF and OEPF joint web site, ListServe, and support of four webinars.

6.1.3 Proposal Management and Selection: The contractor shall provide technical and programmatic support to proposal management and selection of proposals under the OECIF and OEPF solicitations. Both programs request a brief pre-proposal that is the basis for requesting or not requesting a full proposal. Tasks include maintaining an electronic proposal submittal and tracking system; assistance with drafting selection plans, procedures, and associated documentation; assisting with technical evaluations of proposals; assisting with hosting and support of the Proposal Evaluation Board (PEB) for at least 2 week-long review and selection meeting, and drafting and disseminating notification to proposers and senior leadership.

6.1.4 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contract shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4).

6.1.5 Financial: The contractor shall provide assistance to the director and financial officer. Tasks include assisting with the preparation of funding documents; tracking execution of ~50 active projects and 100 in-active projects; and tracking the status of approximately 400 invoices per month.

6.1.6 Document Management: The contractor will track the status of all documents associated with OECIF and OEPF projects, including receipt, review, revision, submission for clearance, and posting to the joint web site, NARA, and DTIC. Document status shall be tracked electronically in a web-accessible format that is easily accessed by federal program staff. The contractor shall prepare DoD forms to clear documents for public release and interact with the reviewing office in DoD. OECIF and OEPF projects publish regularly, the contractor should anticipate 5-10 publication clearance requests monthly.

6.1.7 Program Wide Support: The contractor shall provide program wide support needed to execute the requirements set forth in this PWS. Tasks will include assistance with correspondence, preparation and tracking of packages for OSD, assistance with travel planning, preparation and transmittal of contracting packages, maintenance of office files, interaction with DoD security and building management, interaction with DoD IT staff, and maintenance of an annual master program schedule.

6.2 Program Area Direct Support

The contractor shall provide direct support to each Portfolio Area under OECIF and OEPF. The direct support will involve assisting the Program Manager and Portfolio Integration leads throughout the life-cycle of investments, including solicitation planning, proposal review and selection, tracking project execution, and ending with technology transfer. Specific support activities that are required are described in the following sections.

6.2.1 Manage Project Selection Process: An annual solicitation is released each year.

Historically, approximately 300 proposals are received. Within each Portfolio Area, the contractor shall administratively manage the project selection process, to include the

Preparing for the technical review of submitted proposals, including interfacing with

Proposal Evaluation Board and Proposal Submission Teams.

Assisting with the organization and facilitation of selection meetings.

6.2.2 Project Technical and Financial Tracking: The Project Manager (PjM) for each project is required to submit specific technical and financial information to the OECIF and OEPF Office. Technical and financial information is summarized in a number of different reports and includes the following:

Monthly financial reports (MFRs) (required of all projects) Quarterly progress reports (QPRs) (required of all projects) Demonstration Plan (required for all projects) Annual Technology Exchange briefing (at least one required for all projects) Final Report (required for all projects) Miscellaneous project-specific reports

Historically, excluding the MFRs and QPRs, OECIF and OEPF receive a total of approximately 150 documents in a three-month period, including all revisions. The contractor shall track technical and financial information through every step of the review process, including the following:

Review the database for delinquent reports and contact lead investigators regarding delinquent reports as necessary.

Enter tracking information into a database for all documents excluding MFRs and

QPRs.

Coordinate the technical review of documents and presentations as needed.

Incorporate technical reviewer comments into response letters to the PjM for Program Office review as needed.

6.2.3 Manage Technical Progress Meetings: All OECIF and OEPF PjMs are required to attend an in-person meeting on an semi-annual basis to provide an overview of project results to the Program Office. The contractor shall manage OECIF and OEPF Annual Technology Exchange In Progress Review (IPR) meeting and the Annual Project Review meetings for all portfolio areas in both a live and / or a virtual setting to include the following:

Track projects to ensure they attend progress meetings on the appropriate schedule.

Assist the Program Manager in the development and distribution of meeting agendas.

Interface with PjMs and the Review Committee to communicate logistical details.

Collect final presentations from PjMs.

Assist with the development of comments and action items to PjMs after the meeting.

Assist with conducting the meeting.

6.2.4 Other Duties: The contractor shall provide additional direct support to the portfolio areas in responding to data requests, maintaining orderly and up to date project information in OEMS and tracking deviances, planning and attending program area-related meetings, tracking project contracting actions and funding distributions, and attending and documenting other project-related calls and meetings including kick off calls and final project summary briefings.

6.3 Technical Review

The contractor shall provide technical review of documents and proposals as required by OECIF and OEPF. Effective technical review will require personnel with expertise in a wide variety of technical topics including DOD military planning and operations, energy (sources, power conversion, controls and thermal management, distribution, education, analysis, storage) materials science, chemistry, energetic materials, electromagnetics, mechanical engineering, nuclear reactors and fuels, arctic operations, waste-to-energy, energy efficiency technologies, renewable energy, batteries (with a focus on Li-Ion - including standardization and safety), cybersecurity, microgrids, vehicle electrification (air, ground, surface, sub-surface, and space) and climate change vulnerability and adaptation. As the OECIF and OEPF portfolios evolve, additional expertise beyond this list may be required.

The technical reviewers shall have advanced degrees (generally a Ph.D. or a M.S. with sufficient experience) in their specified technical areas. Reviewers shall have sufficient familiarity with the environmental requirements of the DoD to make recommendations as to the technical merit of proposed and ongoing work, and its value to the DoD.

Specific support activities required are described in the following sections.

6.3.1 Technical Reports: Each OECIF and OEPF project is required to submit a number of technical reports over the life of the project. These include:

Demonstration Plans (required for all projects), Interim Reports (at least two, required semi-annually, for all projects), Final Reports (required for all projects), and Miscellaneous project-specific reports.

Historically, a total of 150 of these documents are received in a three-month period. The contractor shall provide a critical, substantive review of each submitted document. The normal turn-around time expected for these reviews is three weeks, although the vagaries of field site availability or weather windows may require a shorter turn-around in a limited number of cases.

6.4 Meeting Planning, Support and Logistics

6.4.1 Program Meetings: The contractor shall provide support for program meetings as listed below. Tasks will include assistance identifying projects to present, working with the PjMs to coordinate presentations, capturing technical content, and summarizing and documenting action items.

IPRs: IPR meetings are held two times per year. Every project is required to provide an IPR presentation at least once per year. The contractor shall support up to four virtual IPRs and/or in-person per year. In the spring, projects will have their kick-off meetings, in June, projects will have their first quarterly review, in Aug/September, the projects will have their technology exchange, and in Dec/Jan the projects will have their second quarterly review. This process will repeat annually with the kick-off meeting being replaced with their annual go/no-go review.

Advisory Board: The contractor shall support quarterly one-day in-person and / or virtual meetings.

6.4.2 Workshops and Special Technical Meetings: The contractor shall provide technical, program, and logistical support for occasional meetings hosted by OECIF and OEPF. Such meetings may include project reviews, technology transfer meetings, workshops, and other focused technical meetings. These meetings may vary in size from 10 to 100 participants.

Tasks will include developing agendas, organizing speakers, organizing and disseminating read-ahead material, planning and acquiring space, making arrangements for hotel room blocks, providing on-site support, taking meeting notes, and drafting summary reports. For proposal purposes, the contractor shall assume support is required in planning for three 3-day meetings or demonstrations (i.e., support to Energy Awareness Month (Oct)).

6.5 Outreach

6.5.1 Web Site: The contractor shall maintain and host the suite of up to seven web sites under the OECIF and OEPF joint web site. This includes ASETS Defense and project websites.

The contractor shall keep content current, draft news stories and blogs, update and draft content for web pages, and produce pages for new start and complete projects. The OECIF and OEPF web site will need to establish these. The contractor shall renew domain names as needed.

The contractor shall develop a plan for ensuring web site content is kept up to date once the new site is developed. The plan shall be delivered 30 days post award and include an analysis of how often specific content shall be reviewed and updated. The deliverable must include specific web pages with their links and the timeframe for review and update for each web page.

6.5.2 ListServe: The contractor shall develop and maintain the OECIF and OEPF ListServe. The contractor shall manage subscribers and periodically disseminate information at the direction of OECIF and OEPF.

6.5.3 Social Media: The contractor will develop and maintain OECIF and OEPF social media presence on Twitter, Linked-In, and Facebook/META, as well as other emerging social media as appropriate. The contractor shall regularly post notices, including but not limited to new start projects, recently completed reports, awards to investigators, and significant events in the DoD related to energy and environment. The contractor will provide monthly updates on the impact of social media.

6.5.4 Newsletters: The contractor will assemble and disseminate one OECIF and OEPF Headlines newsletter. Most content is derived from materials already produced for the web site.

Additional content will be required in the areas of program updates, news, and announcements.

6.5.5 Conference Support: The contractor shall represent and promote SERDP and ESTCP technical conferences relevant to the OECIF and OEPF programs. Tasks include maintenance and support of an exhibit booth, preparing technical presentations, and supporting training sessions on technology implementation. The contractor shall support one conference during this period of performance.

6.5.6 Technology Transfer Products: The contractor shall provide support for generating technology transfer products such as project-specific fact sheets, expanded project web pages, and focus area summaries (i.e., Electrification, Nuclear Fuels, Arctic Operations, etc.). OECIF and OEPF have approximately 80 projects that have transitioned. The contractor shall deliver a plan 14 days post-award describing proposed technology transfer products and promotion.

6.5.7 Symposium: The contractor shall provide technical and logistical support for planning a joint SERDP and ESTCP Symposium to be held in December 2022 in the Washington, D.C.

area in a major conference center. The contractor shall cover all requirements to plan, publicize and execute a national technical conference that has recently attracted more than 1000 attendees. It is expected the format will be similar in format to prior symposia, including a plenary session, multiple concurrent technical sessions, poster sessions, and short courses. OECIF and OEPF will seek to integrate their efforts with SERDP/ESTCP.

6.6 Financial Management and Budget Execution

In addition to the support listed above, the Contractor shall support program and budget formulation and execution of the Office of the Deputy Under Secretary of Defense for Sustainment (ODUSD(S)) programs. It is preferred the Contractor possess thorough knowledge of the DoD financial systems infrastructure and procedures throughout all phases of the DoD Planning, Programming, Budgeting, and Execution (PPBE) system. Support all phases of the PPBE process and meeting all OSD mandated timelines for submission of PPBE related documents. Contractor shall support all PPBE activities related to the execution of the ODUSD(SR) program and other office support activities on behalf of the OECIF and OEPF programs.

The Contractor shall provide support as described in the following sections.

6.6.1 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contract shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4). The contractor shall plan for 3 actions updating exhibits and 1 monthly request from Congress.

6.6.2 Support PPBE Process: Assist in preparation of required documentation and analysis to support the DoD PPBE process, to include but not limited to research and development descriptive summaries, budget issue papers, and support documentation for Program Decision Memorandums.

6.6.3 Preparation of Budget Information: Assist in preparation of the President’s Budget and

Program Objective Memorandum (POM)/Budget Estimate Submission (BES), to include developing/changing budget proposals and corresponding issue nominations and detailed budget justification material (R-Forms, P-Forms, CAPE issue paper preparation, Anomaly requests, etc.).

6.6.4 Develop Funding Requests and Associated Documentation: Assist in preparation and review of program funding requests (Statements of Work), Funding Plans, Sub-allocation letters, unfunded requirement justifications, execution status reports, and other budget/financial documentation.

6.6.5 Evaluation of Programs and Operations: Prepare analysis and evaluation of the effectiveness of programs and operations, and analyze financial and budgetary trends, to include preparing for budgetary and programmatic documents and briefings for review and use of DoD senior leadership. Prepare and keep individual and aggregated execution spreadsheets by program, portfolio, and project.

6.6.6 Monitor Program Execution: Monitor DoD program execution, including submission of required documentation for release of funding, and follow up on distribution of funding, monitoring of obligation and disbursement rates for funded projects, and documentation of monthly, quarterly, and annual expenditures.

6.6.7 Program Reviews: Review Prepare and participate in Tri-annual reviews, Mid-Year reviews, End-of-Year reviews, and other PPBE meetings as required.

6.6.8 Electronic Systems: Prepare input for and analyze reports from electronic systems to include: DTIC R2 system, 419 system, BES, DAI and RMS Execution Management Systems, and others as required.

6.6.9 Assess Financial and Business Processes: Assist in identifying baseline financial processes and designing target financial and business processes and procedures that, when implemented, can result in significant improvements in mission and cost effectiveness.

6.6.10 Assess Budget Processes: Work with the information systems manager to identify financial systems and reports to improve budget formulation, execution and monitoring.

6.6.11 Clearance: A minimum of one (1) full time equivalent (FTE) staff with TOP SECRET security clearance and ability to obtain and maintain SCI is required. Please note that the process can take more than a year to obtain an SCI clearance for contractors who are proposed on this contract. All others FTEs supporting financial management shall have a SECRET security clearance.

6.7 Strategic Communications

In addition to the support listed previously, the Contractor shall support strategic communication and outreach for the ODUSD(S) Energy and Climate Resilience and Adaptation programs.

6.7.1 Metric Assessment: Assist in establishing and monitoring metrics to measure the value of

DoD’s program. These include but are not limited to information on interns, industry partnerships, funding execution by congressional districts, projects transitioned, etc.

6.7.2 OECIF and OEPF Annual Report: The contractor will develop final versions of the FY

2020 and 2021 OECIF and OEPF Annual Report according to E&ER guidelines. This report is published in both a Distribution A and Distribution D format.

6.7.3 Talking Points and Speech Writing: The Director of OE-Innovation, Program Managers, Portfolio Integrators, and Project Managers are regularly requested to do public speaking on Energy, Climate, and Innovation topics. The contractor will develop and maintain a set of ready talking points that can be integrated into speeches quickly. Talking points will be updated monthly and the contractor should plan for 1 speech monthly. Audiences will include industry and consortium, scientific and technical communities, and government.

6.7.4 Operational Energy – Innovation Strategy: The contractor will stay up-to-date on

Operational Energy and Innovation analytics. These analytics will annually be rolled into the DOD Operational Energy S&T Strategy and the DOD Operational Energy Strategy as requested. The Strategies will consist of: 1) a full version including write-ups around the underlying analytics, 2) a 10-page roll-up Strategy with major themes and consolidated explanation of the focus areas, and 3) a 1-2 page Strategy Synopsis with major themes / focus areas. The Strategies shall be included in all of the Speeches covered in 3.7.3 above.

6.7.5 Organizational and Staffer Day Briefings: Establish and maintain a set of top-level (not more than 10 slides appropriate for Senior Leaders) and detailed organizational briefings.

Briefings should be kept at the ready for presentation (2-day turn) with information from the most recent strategy (3.7.4) and metrics (3.7.1). Additionally, in the spring and fall, prepare the Congressional Staffer Day briefings in accordance with E&ER guidance.

6.7.6 Develop Strategic Messaging: Quarterly, and in conjunction with the Advisory Board, develop Strategic Messaging (generally 3 talking points at the Senior Level) on issues of importance to Operational Energy and DOD. Develop key communication points and messaging in support of the ODASD(S) media interaction. Review communication material for content, completeness, and accuracy.

6.8 Business and Operations Management Support

6.8.1 In-Process Reviews: Develop decision-quality materials for scheduled and unscheduled in-process review meetings and briefings.

6.8.2 Presentations: Develop briefs and talking points for use…