A02.12 Performance Work Statement (BASE) 2026 Final 22 OCT 2025.pdf

Performance Work Statement (PWS)

SERDP and ESTCP Support

1 OBJECTIVE

The Strategic Environmental Research and Development Program (SERDP) and the

Environmental Security Technology Certification Program (ESTCP) require program support to execute their missions of developing and demonstrating technologies that meet the Department of

Defense (DoD) environmental and energy requirements. SERDP and ESTCP 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 (ER), Munitions Response (MR), Resource Conservation and Resilience (RC), and Weapons Systems and Platforms (WP).

ESTCP is a DoD demonstration and validation program for environmental, energy, and installation resilience technologies. The DoD established ESTCP in fiscal year 1995. ESTCP demonstrates and validates innovative technologies that target DoD’s most urgent environmental, energy, and installation resilience needs and are projected to pay back the investment through cost savings, increased efficiency, and improved mission outcomes. The program provides funding to government, industry, and academic institutions to conduct demonstrations in the following six areas: ER, Installation Energy and Water (EW), MR, Natural Hazards Adaptation (NH), RC, and

WP.

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, https://serdp-estcp.mil/.

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 10 years’ experience in project management, including 5 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 its 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 knowledge and certification requirements of its employees by providing initial and refresher training as required to meet the PWS requirements.

• The contractor shall make necessary travel arrangements for its employees.

• The contractor shall provide necessary infrastructure to support contract tasks.

• The contractor shall provide administrative support to its 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 (COI) 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 may be performed at the contractor’s designated location, but may require occasional on-site support at the SERDP and ESTCP Office or at the Pentagon. The Program Area Support tasks described in Section 5.2 may be conducted at the contractor’s location.

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 Director and staff to meet all program planning, technical and financial oversight, and management needs to the two programs.

The contractor shall hold regular meetings with the Director and designated staff to review workflows, upcoming meetings, and critical taskings.

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 400 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. In addition, the contractor shall maintain information from past projects since FY95 within SEMS and analyze information as needed.

The contractor shall adhere to security plans for SEMS according to industry best practices.

The contractor shall work with the Defense Information Systems Agency (DISA) to ensure

SEMS is in compliance with cybersecurity and other information management requirements.

The contractor shall report findings that require action and provide recommendations of actions to the Authorizing Official. The contractor shall provide limited modifications as required by the Director to upgrade capability.

5.1.2 Data Management: The contractor shall develop and execute a plan for data management of all data from funded projects. Consideration must be given to developing a readily accessible database with long-term data hosting and capability for large file transfer.

5.1.3 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) facilitating

Contracting Officer review and approval of instructions, (c) administratively supporting the integration of technical input to the annual Statements of Need (SONs) and topic areas; and

(d) 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.

5.1.4 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 (a) maintaining an electronic proposal submittal and tracking system; (b) administrative assistance with drafting selection plans and procedures and associated documentation; (c) administrative assistance with technical evaluations of proposals; and (d) drafting and disseminating notification to proposers.

5.1.5 Information Requests and Programming Actions: The contractor will assist the Program

Office 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, maintaining, and submitting budget exhibits (R-2/R-3/R-4). The contractor will have access to the Correspondence and Task Management Systems (CATMS) within DoD to aid the Program Office in responding to requests for information and submitting CATMS taskers to request information.

5.1.6 Financial Tracking: The contractor shall provide assistance to the Program Office and the

Financial Officer with financial tracking. Tasks include (a) assisting with the preparation of funding documents; (b) tracking execution of over 400 projects; and (c) tracking the status of approximately 200 invoices per month. The contractor should have familiarity with government contracting processes, including multiple contracting options, such as cooperative agreements, Other Transactional Authorities (OTAs), and FAR-based contracting.

5.1.7 SERDP Scientific Advisory Board (SAB) and Technical Review Board (TRB): The contractor shall provide technical and program support to the Program Office 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 (a) development and distribution of agendas and read-ahead materials for SAB meetings; (b) meeting site selection and logistics; (c) on-site support; recording, and tracking action items from meetings; (d) recording official minutes; (e) maintaining correspondence and schedule for membership appointments; (f) assistance with preparing the annual FACA report; and

(g) meeting all other FACA requirements.

The TRB is comprised of the SERDP Director, Deputy Director, Program Managers, and select federal employees. The TRB replaces the SAB when the SAB is not permitted or timely meetings are not feasible. The TRB meets up 4 or 5 times per year. Tasks include (a) development and distribution of agendas and read-ahead materials for TRB meetings; (b) meeting site selection and logistics; (c) on-site support; recording, and tracking action items from meetings; and (d) recording official minutes.

5.1.8 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.

5.1.9 Document Management: SERDP and ESTCP receive over 1,000 documents annually for review. 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.

5.1.10 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.

5.1.11 Administrative Support: The contractor shall provide the administrative support needed to execute the requirements set forth in this PWS. Tasks will include (a) assistance with correspondence, preparation and tracking of packages for OSD; (b) assistance with travel planning, preparation and transmittal of contracting packages; (c) maintenance of office files; (d) interaction with DoD security and building management; (e) interaction with DoD information technology (IT) staff; and (f) 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.

The contractor shall hold regular meetings with each Program Manager to review workflows, upcoming meetings, and critical tasking.

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 800-1,000 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(s).

• 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 Principal Investigators (PIs).

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

• Host in-person selection meetings as needed while providing capability for effective virtual or hybrid selection meetings.

5.2.2 Project Technical and Financial Tracking: The PI for each project is required to submit specific technical and financial information to SERDP and ESTCP. 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 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 1000 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 annual In Program Reviews (IPRs) to provide an overview of project results to the Program

Office. These IPRs can be held in-person, virtually, or hybrid at the discretion of 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 comments to PIs after the meeting.

• Assist with conducting the meeting.

• Host IPR meetings as needed while providing capability for effective virtual or hybrid IPR meetings.

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 but not limited to environmental engineering; ecology; materials science; chemistry; energetic materials, electromagnetics, underwater acoustics, chemicals of concern in waters, soils, and sediments; munitions constituents; energy efficiency technologies;

cybersecurity; renewable energy; energy storage; wastewater treatment; air conditioning; heating;

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 M.S. 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 Technical 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)

• Go/No Go Decision Reports

• Interim Reports (at least one required for all core SERDP projects)

• Final Reports (required for all projects)

• Miscellaneous project-specific reports

Historically, a total over 1,000 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 800-1,000 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 Program

Office.

• 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 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.

5.4.2 In-Progress Reviews: IPR meetings are held three to ten times per year, depending on the

Program Area; the majority of IPR meetings are held virtually with approximately 25% held in person. 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 90-95 days of IPR meetings per year.

5.4.3 SAB: The SERDP SAB is required by statute to meet 4 times per year. Meetings are typically

2-3 days. Three meetings per year are held in the Washington, D.C. area with virtual attendance options at the discretion of the Program Office. One meeting per year may be held at a DoD installation and includes a tour of DoD activities relevant to SERDP.

5.4.4 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 typically held virtually.

5.4.5 SERDP Selection Meetings: Each of the four SERDP Program Areas holds a one- to two-day meeting to select proposals for funding annually. Additional selection meetings occur virtually through the year to address special solicitations, BAA proposals, and invitational proposals.

5.4.6 ESTCP Selection Meetings: Each of the six ESTCP Program Areas holds one meeting annually to review pre-proposals. These meetings are 0.5-2 days’ duration. The six areas also each hold one meeting per year to review full proposals. These meetings involve in-person presentations by proposers and are typically 2-4 days’ duration, although the EW

Program Area generally requires 5 – 10 days. Additional selection meetings occur virtually through the year to address special solicitations, BAA proposals, and invitational proposals.

5.4.7 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 contractor shall provide a plan for ensuring web page content is periodically reviewed and updated. The SERDP and ESTCP web site can be accessed at https://serdp-estcp.mil/.

5.5.2 State and Federal Agency Outreach: The contractor will assist with outreach to relevant state and federal agencies, such as the Interstate Technology and Regulatory Board (ITRC), including identifying relevant agencies and assisting with pursuing appropriate outreach.

5.5.3 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.

5.5.4 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.

5.5.5 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.

5.5.6 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.

5.5.7 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.

5.5.8 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.

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

SERDP and ESTCP Workshop 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 1,000 to 1,200 attendees. It is expected that future workshops will be similar in format to prior ones, 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.

7 PROGRAM MANAGEMENT

7.1 Contract Meetings

The contractor shall participate in meetings for program management as deemed necessary by either party. Meetings may be held virtually, at the USACE Mission Support Battalion (UMSB) in Alexandria, VA or at the SERDP and ESTCP Office in Washington, DC.

https://www.serdp-estcp.org/News-and-Events/Conferences-Workshops https://www.serdp-estcp.org/News-and-Events/Conferences-Workshops

7.2 Monthly Report

The contractor shall provide a monthly progress report summarizing required activities for each active task order. The report shall identify each sub-task as assigned and display cost, performance, and schedule against the budget and work plan originally submitted in the proposal responding to each task order.

8 TIMELINESS OF SERVICES

In order to maintain orderly execution at the program and project level, it is essential that SERDP and ESTCP adhere to a tight annual schedule, including but not limited to solicitation development, proposal review, project selection, project review, document review, and funding execution. The contractor shall be required to provide timely services at critical steps throughout the annual cycle. Typical requirements are:

Information Requests and Programming

Actions

<1 day -7 days

Solicitation Documents Establish schedule to deliver draft documents beginning three months prior to release

Selection Meeting Summary and

Comments

One week following conclusion of the meeting

SAB and TRB Action Items and Minutes Two weeks following conclusion of the meeting

In-Progress Review Comments One week following conclusion of the meeting

Technical Report Reviews Three weeks from receipt of document

Final Report Reviews Four weeks from receipt of document

9 SPECIAL REQUIREMENTS

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

9.1 Contractor Manpower Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for SERDP and ESTCP via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://dodcmra.hqda.pentagon.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the

FY, all data shall be reported no later than October 31 of each calendar year of contract/task order performance. Contractors may direct questions to the help desk at help desk at:

http://www.ecmra.mil to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/ https://dodcmra.hqda.pentagon.mil/ http://www.ecmra.mil/ http://www.ecmra.mil/

9.2 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

9.2.1 Quality Control: The Contractor shall develop a quality control plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the

IDIQ contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that their work complies with the requirements of the contract.

The finalized QCP will be accepted by the Government 30 days after date of the contract award. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the

Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government’s review and approval. The

Government may find the QCP "unacceptable" whenever the Contractor’s procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

9.2.2 Quality Assurance Surveillance Plan (QASP): The Government shall monitor the

Contractors performance under this contract and each task order in accordance with the

Government’s QASP.

10 DELIVERABLES

The contractor shall provide deliverables as described in this PWS and subsequent task orders.

Deliverables shall be specified by the government. Format and delivery schedule for deliverables are outlined in Contract Data Requirements Lists (CDRLs) and/or as stated in the applicable section of the PWS. The table below identifies a set of deliverables that will be required under this contract. A separate deliverables section will be included in each Task Order, tailored to that particular requirement.

NUMBER NAME FREQUENCY QUANTITY

A1 Monthly Report: Summarizes required activities for each active task order;

identifies each sub-task as assigned and display cost, performance, and schedule against the budget and work plan originally submitted in the proposal responding to each task order.

Monthly 1

A2 Quality Control Plan: The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

Once 1, updated as required

Performance Requirement Summary (PRS)

Performance standards define services. The Government performs surveillance to determine if the contractor meets or does not meet these standards.

The Contractor shall submit a time and cost estimate for each proposed task order and shall submit their plan for performance of the work. At a minimum, the Contractor’s plan will include: (1) a statement of understanding the task; (2) a description of the approach to the task; (3) a list of participants by expertise; (4) level of effort estimated by labor category (e.g., program manager, project manager, technical specialist) and; (5) a cost estimate. The Government shall use these standards to determine contractor performance and shall compare contractor performance to an

Acceptable Quality Level (AQL). The AQL is the percentage of tasks that meet the standards listed in the table below.

ID PRODUCT STANDARD

ACCEPTIBLE

QUALITY

LEVEL

METHOD OF

SURVEILLANCE INCENTIVE

1 Prepare and submit proposals per

Government provided PWS

Product delivered on time.

95% over all task orders

100% review Exercise of option period

2 Prepare and submit monthly invoices in accordance with the Contract

Delivered in a timely manner and in accordance with contract clause with no more than 10% variance.

95% over all tasks

100% review Exercise of option period

3 Prepare and submit completed products (i.e., reports, studies, etc.) as described in the

Government’s

SOW

Product delivered on time and at cost with no more than 10% variance. Product deemed acceptable by

COR.

95% over all tasks

Direct observation, 100% review or status meeting

Exercise of option period

4 Solicitations;

acceptance of peer review technical rankings

Product delivered on time and at cost with no more than 10% variance. Product deemed acceptable by

COR.

95% over all tasks

Direct observation, 100% review or status meeting

Exercise of option period

5 Program execution tracking/SEMS: co mpleteness and accuracy of data in

SEMS

Product delivered on time and at cost with no more than 10% variance.

System down time less than

0.5 days/month

Direct observation, 100% review or status meeting

Exercise of option period

6 Document reviews

(Demonstration plans, technical reports)

On-time completion of reviews; acceptance of review comments by

SERDP & ESTCP

program manager

95% of document reviews

Direct observation, 100% review or status meeting

Exercise of option period

7 Multi-media outreach

Product delivered on time and at cost with no more than 10% variance. Product deemed acceptable by

COR.

95% over all tasks

Direct observation, 100% review or status meeting

Exercise of option period

APPENDIX A – LABOR CATEGORIES

The following labor categories are the only approved labor categories to be used on task orders:

Project Manager (PM) – Serves as single individual responsible for formulating and enforcing work standards, assigning contract staff and schedules, maintaining regular contact with

Government's Contracting Officer’s Representative (COR). Supervises all project personnel and communicates policies, procedures, and goals of the firm to these employees. The PM is responsible for the overall project plan, project performance, and client satisfaction on multiple project tasks.

Information Technology Specialist (ITS) – The ITS provides oversight for the information technology enterprise and the Program web site, and 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.

Technical Reviewer (TR) – The TR is a highly qualified, nationally recognized expert in his or her field. The TR’s role is to review and provide written comments on pre-proposals, full proposals, Demonstration Plans, and Final Reports, as well as other technical project reports. The TR will also attend In-Progress Reviews and assist in technical workshops.

Deputy Project Manager (DPM) – Oversees key tasks and directly supervises junior personnel.

The DPM is responsible for coordination, schedule, and staffing of day-to-day activities to meet program requirements.

Program Assistant 1 – Responsible for advising, assisting, performing technical work, project tracking, financial tracking, interacting with investigators, and guiding lower level employees in a broad set of tasks within a technology area.

Program Assistant 2 – Responsible for assisting in the performance of technical work, project tracking, financial tracking, and interacting with investigators to maintain project files.

Administrative/Clerical (A/C) – Assists PM and DPM by producing, administrative, fiscal, and management reports for resource planning, meetings, and client briefings. Assists with correspondence, file maintenance, FACA requirements, and day-to-day office operations. A/C staff must be knowledgeable in Microsoft Office products such as Scheduler, Word, and Excel.

Technical Specialist (TS) – Responsible for such tasks as document management, data base management, technical editing, web site maintenance, and production of outreach materials.

Financial Specialist (FS) – Assists the financial officer with the preparation of funding documents and travel. Provides regular updates on the execution status of funds.