A02-PWS PANMRA-24-P-0000 003451 Visual Information Support Services.pdf

JUN 22

PERFORMANCE WORK STATEMENT (PWS)

Visual Information Support Services Recompete for the Walter Reed Army Institute of Research (WRAIR), Office of Strategic Communications

– Visual Information (STRATCOM-VI) 21 March 2024

PART 1

GENERAL INFORMATION

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction: This is a non-personal service(s) contract to provide visual information support services.

1.2 Background: Since 1893, the Walter Reed Army Institute of Research (WRAIR) has been a leader in solving the most significant threats to Soldier readiness and lethality such as disease and battle injury. WRAIR’s broad research capabilities afford Soldiers the best medical protection and support possible before, during, and after deployment by addressing both longstanding and emerging threats. Though WRAIR’s research is focused on Soldier health, its products have important civilian applications responsible for saving countless lives around the world.

The WRAIR aims to conduct biomedical research that is responsive to Department of Defense (DoD) requirements and to deliver life-saving products including knowledge, technology, and medical material that sustain the combat effectiveness of the warfighter. The WRAIR headquarters is dedicated to Senator Daniel E. Inouye and is located in Silver Spring, Maryland. The WRAIR is the largest biomedical research facility currently serving the DoD.

WRAIR’s Research and Development (R&D) activities reach around the world to include Georgia, Thailand, and Kenya.

WRAIR’s vision is to be the premier DoD research enterprise for infectious diseases, brain health, and performance optimization. The WRAIR hosts three Centers of Excellence: the Center for Military Psychiatry and Neuroscience (CMPN), the Center for Infectious Disease Research (CIDR), and the Center for Enabling Capabilities (CEC).

The Office of Strategic Communications – Visual Information (STRATCOM-VI) is known for providing industry level multimedia products and services to research teams and strategic leaders within WRAIR. STRATCOM-VI leverages advanced audiovisual production capabilities to produce contemporary communications products such as podcasts, videos, infographics, and other mediums to communicate and disseminate innovative medical research to target audiences in support of WRAIR’s mission to discover, design, develop, and deliver globally impactful solutions for military relevant infectious diseases, brain health, and performance optimization. STRATCOM-VI is responsible for creating and controlling messaging to broaden WRAIR’s strategic influence.

1.3 Scope/Period of Performance (PoP):

1.3.1 Scope: The contractor shall provide non-personal service(s). This shall include providing the personnel, transportation, supervision, and other items necessary to perform services as described in this Performance Work Statement (PWS) and associated contract documents, except for those items specified in Part 3, Government Property and Services. The contractor shall perform to the standards and Acceptable Quality Levels (AQLs) identified in this PWS and associated contract documents.

1.3.2 Period of Performance (PoP): The PoP for this requirement shall be as follows:

Base Period 23 August 2024 – 22 August 2025 Option Period 1 23 August 2025 – 22 August 2026 Option Period 2 23 August 2026 – 22 August 2027 Option Period 3 23 August 2027 – 22 August 2028 Option Period 4 23 August 2028 – 22 August 2029 52.217-8 Extension

23 August 2029 – 22 February 2030

1.4 Objectives: The objective of this contract is to provide visual information support services to STRATCOM-IV to include a variety of graphic design, photography, scientific illustration, audiovisual, digital content development, administrative, and event support to meet the communications needs of WRAIR’s 1,200+ concurrent customers.

1.5 General Information:

1.5.1 Quality Control (QC) Plan: This is an acquisition for commercial services;

therefore, the contractor’s existing quality assurance system shall be utilized In Accordance With (IAW) Federal Acquisition Regulation (FAR) 12.208.

1.5.1.1 An analysis of QC and timeliness of submittals deliverable shall be provided to the Contracting Officer’s Representative (COR) within 30 days upon completion of each option period (A.001).

1.5.1.2 The contractor shall immediately inform the COR of issues or potential issues that might affect performance upon identifying those issues. Verbal reports shall be followed up by written reports within two days (A.002).

1.5.2 Quality Assurance: The Government will evaluate the contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the AQLs (performance thresholds).

1.5.3 Recognized Holidays: The following provides information on recognized holidays for the purpose of this PWS. If deadlines for submittal of any documentation (e.g., deliverables, submittals, etc.) fall on a holiday, the closest work day prior to the holiday will apply as the deadline for submittal.

1.5.3.1 United States (U.S.) Holidays: Work shall not be performed on the following U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer (KO). When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

• New Year’s Day, January 1st

• Martin Luther King Jr. Day, 3rd Monday in January

• President’s Day, 3rd Monday in February

• Memorial Day, last Monday in May

• Juneteenth Day, June 19th

• Independence Day, July 4th

• Labor Day, 1st Monday in September

• Indigenous Peoples Day, 2nd Monday in October

• Veteran’s Day, November 11th

• Thanksgiving Day, 4th Thursday in November

• Christmas Day, December 25th

1.5.3.2 Host Nation Holidays: RESERVED.

1.5.4 Operating Hours: The Government facility office hours, Government facility operating hours, and the contractor support hour requirements often coincide; however, they may differ. Please refer to the following.

1.5.4.1 Government Facility Office Hours: The Government facility office hours occur between the hours of 0800 to 1600 Eastern Standard Time (EST), Monday through Friday, except U.S. holidays identified in paragraph 1.5.3.1 above or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.2 Government Facility Operating Hours: The Government facility operating hours are 0800 to 1600 EST, Monday through Friday. The Government facility is not open for operations during the recognized U.S. holidays identified in paragraph 1.5.3.1 above. The Government facility may close during local or national emergencies, administrative closings, or similar Government directed facility closings.

1.5.4.3 Contractor Support Hours: The contractor shall provide support during the same hours as the supported Government organization (i.e., 0800 to 1600 EST, Monday through Friday). The contractor shall maintain an adequate workforce at all times to execute uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.5.4.3.1 Contractor Work Plan: The contractor shall prepare and maintain a work plan.

The plan, at a minimum, shall identify regularly scheduled work to include location, work to be completed, timeline, etc. The contractor’s proposed work plan shall be submitted to the KO via the COR for review within 10 days after contract award. The Government will review and either accept or return their comments to the contractor within 10 days. The contractor shall then have three days to submit a final work plan. Any proposed change to the accepted final work plan is required to be resubmitted to the COR for review and acceptance by the KO at least 30 days prior to implementation. The timeline noted above shall apply for review and acceptance for proposed changes (A.003).

1.5.5 Training Holidays: WRAIR has historically granted military personnel training holidays as compensation for time spent in field training. These are typically combined with regular holiday leave schedules (e.g., Christmas half-days or day-on/day-off schedules).

Training holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled before or after the training holiday. However, announced training holidays or exodus of military personnel may provide the contractor with an opportunity for unrestricted access to facilities and areas. The contractor shall take full advantage of such opportunities by planning scheduled maintenance and other actions that are better accomplished when such areas are vacant.

1.6 Place of Performance: The work to be performed under this contract will be primarily performed on-site at Government facilities located at 503 Robert Grant Avenue, Silver Spring, MD 20910. Task related travel to provide photography and visual information support both within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) is also anticipated (see paragraph 1.12). Tasks that can be performed remotely shall be determined on a case-by-case basis by the COR. IAW FAR 7.108, telecommuting is permitted with prior coordination of the COR. Due to the extensive face-to-face interaction required to successfully perform the majority of tasks in this PWS, not all requirements can be accomplished remotely via telework. Teleworking may be possible during Government announced installation closures and delays.

1.7 Security Requirements: The following information is provided on security related matters.

1.7.1 Security Program: Contractors performing work under this contract shall require a public trust determination.

1.7.2 Personnel Security Clearance Requirements: Contractors do not require security clearances based on currently anticipated projects; however, it is possible the contractor may be tasked with performing visual information support services in OCONUS locations that may require Secret clearance within the PoP, which would necessitate a contract modification to incorporate the required DD Form 254. The contractor shall ensure that contractor employees and subcontractor employees performing services under this contract comply with FAR 52.204-2, Security Requirements. The contractor shall ensure that employees comply with the DoD Security Agreement (DD Form 441), including 32 Code of Federal Regulations (CFR) Part 117, National Industrial Security Program Operating Manual

(NISPOM).

1.7.3 Installation Access: Access to U.S. installations, buildings, and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The contractor shall ensure that any subcontractors used in performance of this contract comply with these requirements and that all employees, of both the contractor and any subcontractor utilized by the contractor, are made aware of and comply with these requirements.

The contractor shall be aware of and comply with the requirements associated with Installation Access Control (IAC). The Government is not liable for any costs associated with performance delays due solely to a contractor’s failure to comply with IAC system processing requirements.

The contractor shall return installation passes within 10 days to the issuing IAC office or COR via certified mail or in person when the contract is completed or when a contractor employee no longer requires access (A.004).

1.7.3.1 Installation Pass Log: RESERVED.

1.7.3.2 Individual Termination or Expiration of Employment: The contractor shall collect the installation access passes the same day employment of an individual has expired or has been terminated and shall return them to the issuing office or COR via certified mail or in person within 10 days (A.004).

1.7.3.3 Contract Termination or Cancellation: Upon termination or cancellation of this contract, the contractor shall collect all outstanding installation access passes and return them to the issuing office or COR via certified mail or in person within 10 days (A.004).

1.7.3.4 Common Access Cards (CACs) and CAC Log: The contractor shall provide the COR with the following information: last, first, and middle names; Government issued personal identifier (e.g., social security number, federal identification number, or tax identification number); date of birth; primary email address (this email address will be used to contact the individual); and any other necessary information required to obtain a CAC or installation access card within 10 days after contract award (unless circumstances require otherwise and as directed by the KO). The contractor shall ensure safeguarding of Personally Identifiable Information (PII) and comply with requirements under paragraph 1.28. The contractor shall provide a CAC log within 30 days after contract award and within five days after changes have been made (unless circumstances require otherwise and as directed by the KO). The COR will provide required format and content for the CAC log during the post award meeting. CACs are Government property and must be accounted for. The contractor shall return CACs to the COR via certified mail or in person within 10 days of contract expiration or when a contractor employee no longer supports the contract (A.005).

1.7.4 Background Checks:

1.7.4.1 United States (U.S.) Citizens: The Requiring Activity Manager will determine the extent of background checks required. The contractor employee may begin performance of the contract after receiving a favorable local background check. If required, the contractor agrees to replace the employee should results of the background check be unfavorable as determined by the Requiring Activity Manager. The contractor’s replacement of the employee with the unfavorable background check shall be within a timeframe provided by the Requiring Activity Manager. The contractor shall also replace employees whose background check, during their tenure of employment, renders them with an unfavorable local or stateside background check, as determined by the Requiring Activity Manager. The contractor shall forward a copy to the KO via the COR and the Requiring Activity Manager of each favorable background check within 10 days of receipt by the contractor, identifying such with the appropriate contract number. The contractor shall forward a copy to the KO via the COR and the Requiring Activity Manager of each unfavorable background check within five days of receipt by the contractor, identifying such with the appropriate contract number. When the Government awards a non-personal services contract directly to an individual, the failure of the individual to provide a favorable background check would be grounds for termination (A.006).

1.7.4.2 Local Nationals and Third Country Nationals: RESERVED.

1.7.5 Physical Security: The contractor shall safeguard all Government equipment, information, and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured IAW Army Regulation (AR) 190-13, The Army Physical Security Program.

1.7.6 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. The contractor shall immediately report suspicious activities to security personnel. Government issued access badges shall not be worn outside designated facilities where visible to the general public.

1.7.7 Key Control: RESERVED.

1.8 Reporting:

1.8.1 Post Award Conference/Periodic Progress Meetings: The contractor shall attend any post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the KO will apprise the contractor of how the Government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

The contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The contract manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours (A.007).

1.8.2 Program Management Plan (PMP): The PMP is a resource-loaded baseline that outlines the steps that will be taken, provides the timeline to completion (estimated project start and stop dates), provides an expenditure plan aligned to key milestones within the project (to include any anticipated Other Direct Costs (ODCs)), identifies and quantifies the deliverables associated with each project, and identifies any associated risks and appropriate mitigation needed for execution of the contract. The completion timeline(s) of any given project shall not extend beyond the overall PoP of the contract. The contractor shall provide the initial PMP within 15 days after contract award and provide an updated PMP quarterly. Upon acceptance and approval by the Government, the contractor shall meet the cost, schedule, and forecasted delivery date of all deliverables by taking all reasonable measures to fulfill the requirement (A.008).

1.8.3 Monthly Status Report (MSR): The MSR shall provide a detailed status for each project within the PMP as well as capture an overall status of the contract. The contractor shall deliver the MSR no later than five days after the final day of the reported month. Specific MSR format, and any additional content not specified in this section, shall be mutually agreed upon by the contractor and COR. The MSR reports cost, schedule, and performance against the PMP baseline and identifies planned versus actual expenditures per project; details all hours worked and workload accomplished; total monthly and cumulative ODC expenditures and projections; status of known risks and risk mitigation efforts; deliverable(s) completed;

technical progress made; meetings attended and outcomes; conference and event status and log; CONUS and OCONUS trip reports; schedule status; and updated staff contact roster. The MSR shall report all funding received and shall detail the projects supported by such funding, the date received, and the funding source. If the MSR shows that a project is not meeting the AQLs set forth in the Performance Requirements Summary (PRS) (Technical Exhibit A), the contractor shall provide the rationale and circumstances preventing the standards from being met (A.009).

1.8.4 Contractor Performance Assessment Reporting System (CPARS): The CPARS is the DoD mandatory system to electronically capture assessment data and manage the contractor evaluation process. CPARS is used to assess a contractor’s performance and provide a record, both positive and negative, on a given contract during a specific period. The CPARS process is designed with a series of checks and balances to facilitate the objective and consistent evaluation of contractor performance. Both Government and contractor program management perspectives are captured on the Contractor Performance Assessment Report (CPAR) form and together make a complete CPAR. Once the assessing official completes the proposed assessment for the PoP, the CPAR is released to the appropriate contractor representative for their review and comments. A user ID and password will be provided to the designated contractor representative upon issuance of a contract.

The contractor has 30 days after the Government's evaluation is completed to comment on the evaluation. The contractor representative must either concur or non-concur to each CPAR. If the contractor concurs with the proposed assessment and the reviewing official does not wish to see the CPAR, the assessing official may close out the CPAR. Otherwise, they must forward the CPAR to the reviewing official for them to review, enter comments if appropriate, and close out. The reviewing official may, at their option, direct the assessing official to forward every CPAR to them for review.

1.9 Contracting Officer’s Representative (COR): Refer to Part 2 of this PWS for the definition of a COR. As determined by the KO, a COR will be appointed and identified by letter of designation, a copy of which will be provided to the contractor by the KO. The designation letter states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is not authorized to obligate the Government. If the work is not written in the contract, the COR is not authorized to request new work. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor contractor's performance and notify both the KO and contractor of any deficiencies; coordinate availability of Government property; and coordinate site entry of contractor personnel.

1.10 Key Personnel: The contractor shall provide key personnel IAW the minimum requirements listed below. The following personnel are considered key personnel by the Government:

1.10.1 Visual Information Specialist: The visual information specialist is responsible for creating innovative multi-media projects such as pamphlets, posters, infographics, scientific illustrations, videos, podcasts, mobile applications, and web pages. This position requires a reliable and efficient independent thinker with strong analytical skills and the ability to adapt to changes in workflow in a fast-paced and dynamic environment.

a. Required:

i. Bachelor’s degree in a science or medical field.

ii. Minimum of three years of experience operating audiovisual equipment and developing products that combine text, sound, graphics, animations, and video.

iii. Minimum of two years of demonstrated experience creating illustrations.

iv. Minimum of three years of Content Management System (CMS) experience, such as American Forces Public Information Management System (AFPIMS) or WordPress.

v. Proficiency in Adobe Creative Cloud software suite.

b. Preferred:

i. Master’s degree in a science or medical field.

ii. Five or more years of experience operating audiovisual equipment and developing products that combine text, sound, graphics, animations, and video.

iii. Three or more years of demonstrated experience creating illustrations.

iv. Five or more years of CMS experience, such as AFPIMS or WordPress.

v. Advanced proficiency in Adobe Creative Cloud software suite.

1.10.2 Scientific Illustrator: The scientific illustrator is responsible for designing and executing traditional and digital illustration techniques by building collaborative working relationships with content experts from diverse fields to ensure the illustrations meet the specifications and intent of the subject matter. This position requires a strong background in technical and scientific concepts, superb illustration and animation skills, as well as the ability to juggle projects under deadline pressure and amid changing priorities.

a. Required:

i. Master of Arts (MA) or Master of Fine Arts (MFA) degree.

ii. Minimum of three years of professional scientific, medical, or technical illustration experience.

iii. Proficiency in illustration and animation software programs (e.g., Adobe

Illustrator, Adobe After Effects, Adobe Animate).

iv. Proficiency in 3D software (e.g., Maya, 3ds Max, Blender, Cinema 4D, ZBrush, Mudbox).

b. Preferred:

i. Certified Medical Illustrator (CMI).

ii. Five or more years of professional scientific, medical, or technical illustration experience.

iii. Advanced proficiency in illustration and animation software programs (e.g., Adobe Illustrator, Adobe After Effects, Adobe Animate).

iv. Advanced proficiency in 3D software (e.g., Maya, 3ds Max, Blender, Cinema 4D, ZBrush, Mudbox).

1.10.3 Substitution or Replacement: Substitutions of proposed key personnel shall not be allowed for a period of six months after contract award, except under extreme circumstances. Any substitution or replacement key personnel shall have the necessary experience and knowledge required to perform the duties defined herein. For temporary and/or permanent replacement of key personnel, the contractor shall provide a resume or Curriculum Vitae (CV) for each individual to the COR. Resumes/CVs shall be provided at least two weeks (or as mutually agreed upon) prior to making any personnel changes. The Government reserves the right to pre-approve any replacement or substitution of key personnel. Contractor personnel must submit necessary information to be issued a clearance prior to reporting for performance. Substitution or replacement personnel shall be replaced within 30 days (A.010).

1.10.4 Evaluation Criteria: When contractor personnel are evaluated in a source selection process and used as an evaluation factor in a best value procurement, an offer can be rejected if it does not have a firm commitment from the person(s) listed in the proposal to fulfill the key personnel role(s).

1.11 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties must identify and introduce themselves as contractors, to include proper marking of signature blocks in correspondence, to avoid creating an impression in the minds of members of the public that they are Government officials. The contractor shall ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.11.1 Contractor Communication: Contractor employees shall identify and introduce themselves as contractors by name and company affiliation when answering the telephone, presenting briefings, and conducting or attending meetings and seminars. All contractor correspondence (e.g., written, facsimile, and email display) shall include their company name.

Contractor personnel, while performing in a contractor capacity, are prohibited from using or alluding to their retired or reserve component military rank or title (former or current) in any written or verbal communications associated with a contract in which they provide services.

1.11.2 Contractor Workspace: RESERVED.

1.11.3 Contractor Identification Badges: RESERVED.

1.12 Contractor Travel: The contractor may be required to travel to CONUS and OCONUS locations to provide video, photography, content collection, and other visual information support services during important events. Travel is anticipated approximately five times per year (approximately 30 days of travel) in support of WRAIR and its forward laboratories, including WRAIR Armed Forces Research Institute of Medical Sciences (WRAIR-AFRIMS) (Bangkok, Thailand), WRAIR Africa (Nairobi, Kenya), WRAIR Europe-Middle East (Tbilisi, Georgia), and WRAIR–West (WRAIR-W) (Joint Base Lewis-McChord, WA) along with associated clinical research centers and field sites. The contractor may be authorized travel expenses at rates no higher than the substantive provisions of the Joint Travel Regulations (JTR), IAW FAR 31.205-46, and the limitation of funds specified in this contract. All travel requires Government approval and authorization 30 days prior to scheduled travel (A.011).

1.13 Other Direct Costs (ODCs): Cost type Contract Line Item Numbers (CLINs) under this contract will be invoiced as ODCs. Examples of ODCs anticipated under this contract include occupational health physicals and vaccinations (may be required for travel) and marketing materials and supplies (e.g., branded materials/swag, backdrops, table covers). The contractor shall manage and account for all costs associated with requirements labeled as ODCs, not to exceed the price ceiling listed in this contract. All ODCs exceeding $3,000 require the contractor conduct appropriate competition and obtain approval from the COR prior to purchase. Equipment purchases are not authorized under this contract.

1.13.1 Invoices: The contractor shall submit invoices monthly to Wide Area Work Flow (WAWF) with sufficient documentation to provide certification of invoice. The contractor is responsible for properly preparing and forwarding the invoice and receiving report for payment to the appropriate Government official. The WAWF – Receipt and Acceptance application is the required method of submission (A.012).

1.13.2 Backup: The contractor shall attach backup information to receiving reports for ODCs. Backup information for ODCs shall list all elements of costs. For example, travel breakout backup shall accompany the receiving report and include the itinerary, dates of travel, name of employees traveling, and per diem costs (A.012).

1.14 Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

All documentation shall reflect the latest version of the work product or activity, unless specifically directed otherwise by the Government. All documentation shall be prepared IAW standard industry practices with attention paid to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this PWS.

1.15 Non-Disclosure Requirements: RESERVED.

1.15.1 Non-Disclosure Statements: RESERVED.

1.16 Protection of Government and Contract Information: Per Public Use Notice of Limitations contained at www.dimoc.mil/resources/limitations/, the contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any hard copy or digital marketing tools to include its company website.

1.17 Organizational Conflict of Interest (OCI):

1.17.1 Contractor and subcontractor personnel performing work under this contract may receive, have access to, participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.), or perform evaluation services which may create a current or subsequent OCI as defined in FAR Subpart 9.5.

1.17.2 The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s OCI mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO http://www.dimoc.mil/resources/limitations/ unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI (A.013).

1.17.3 WRAIR has categorized its requirements into two broad categories, global support and isolated support, for purposes of identifying, avoiding, or mitigating against OCIs IAW FAR Subpart 9.5. These categories apply to all enterprise laboratories (e.g., WRAIR- AFRIMS, WRAIR Africa, WRAIR Europe-Middle East, and WRAIR-W). Each WRAIR solicitation will therefore be designated as falling within one of these defined categories. The applicable OCI category shall be set forth in each award. This requirement is categorized as isolated support.

1.17.4 The purpose of this categorization is to accomplish the following three objectives:

(1) to inform prospective offerors that WRAIR presumes that award of a contract in the subject category will give rise to real or apparent OCIs with respect to requirements in the other category or may give rise to an OCI in the same category; (2) to assist current contractors and prospective offerors in developing their own business strategies regarding participation in WRAIR requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current contractors and prospective offerors are afforded the maximum practicable opportunity to compete for all WRAIR requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices.

The categories are defined as follows:

(a) Global Support: Support which, by its very nature, gives the contractor access to non-public procurement sensitive data about the contract requirements, other contractors’ proprietary information, or put the contractor in a position to influence the award decision on a contract in which they are participating. The support is identified as having a direct impact to the operations of the greater WRAIR enterprise. Support would be characterized as having access to Command wide procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts within subordinate directorates/Commands. Mitigation strategies may include avoidance (non-participation) or firewalls between existing personnel and the new requirement.

(b) Isolated Support: Support with a focused impact on a specific branch, department, or program of WRAIR rather than the WRAIR enterprise. Support can be characterized as having little or no access to procurement sensitive information, other than the immediate requirement, and little chance of follow-on work that can be influenced by the immediate requirement. The contractor shall provide a mitigation plan or acceptable self-certification that no OCI exists.

1.17.5 For purposes of identifying and/or mitigating against OCIs, WRAIR will examine all of its support requirements and acquisitions regardless of the cognizant contracting activity (e.g., United States Army Medical Research Acquisition Activity (USAMRAA), General Services Administration (GSA), other agency multiple award schedules, etc.) or the type of contract vehicle used (e.g., Federal Supply Schedule (FSS) order, fair opportunity competitive order under multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contracts, competitively negotiated awards under FAR Part 15, etc.).

1.17.6 Contractor participation in more than one of these areas may give rise to an unfair competitive advantage resulting from access to advance acquisition planning, source selection sensitive, or proprietary information. Furthermore, contractor participation in more than one area may give rise to a real or apparent loss of contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area.

1.17.7 Organizational and consulting conflicts of interest may arise by performing advisory or consulting support. OCIs include providing support or performing advisory or consulting work for private companies that participate or will participate in future support or contract activities (solicitations and award). See FAR Subpart 9.5.

1.17.8 Each contractor or subcontractor employee assigned to work on this contract shall sign a covered employee participation agreement prior to beginning work on this contract.

Failure to provide a signed participation agreement before on-boarding an employee shall result in a Contract Deficiency Report (CDR) being submitted by the COR to the KO (A.014).

1.18 Phase In /Phase Out Period: To minimize decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board during the 30 day phase in/phase out periods when possible. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services.

1.19 Safety: The following provides information pertaining to safety and accident prevention:

1.19.1 Safety Laws and Regulations: The contractor shall comply with FAR 52.236- 13, Accident Prevention (November 1991), the references contained therein (e.g., U.S. Army Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1)).

The requirements under FAR 52.236-13 and specifically of the EM 385-1-1 include, but are not limited to the following:

(a) Before initiation of work at the job site, an Accident Prevention Plan, written by the contractor for the specific work and hazards of the contract and implementing in detail the pertinent requirements of EM 385-1-1, will be reviewed for acceptance by designated Government personnel. Specific requirements for development of the Accident Prevention Plan are found in 01.A and Appendix A of EM 385-1-1. EM 385-1-1 is available online at www.usace.army.mil (A.015).

(b) Before beginning each activity involving a type of work presenting hazards not experienced in previous project operations or where a new work crew or subcontractor is to perform work, an Activity Hazard Analysis (AHA) shall be http://www.usace.army.mil/ prepared by the contractor performing the work activity (see paragraph 01.a.09 of

EM 385-1-1) (A.016).

(c) The contractor shall require subcontractors to submit their plan of operations showing methods they propose to use in accomplishing major phases of work.

(d) The contractor shall discuss the plans in conferences convened by the KO prior to starting work on each major phase of operation. Plans shall include all pertinent information such as layout of haul roads, access roads, storage areas, electrical distribution lines, methods of providing minimum exposure to overhead loads, and methods of access to work areas. The plan for accomplishing the initial work phase shall be submitted within 15 days after contract award. Plans for subsequent major phases of work shall be submitted no later than 15 days prior to initiation of work on each major phase (A.017).

(e) In all areas where construction, demolition, alteration, building, or similar related activities take place, the contractor shall have the following minimum personal protective clothing and equipment requirements in place for any person working on or visiting the site:

(i) Short sleeve shirt;

(ii) Long trousers;

(iii) Steel-toed safety boots; and

(iv) Hard hat.

1.19.2 Workplace Safety:

1.19.2.1 In addition to other requirements for accident prevention specified in this contract, the contractor shall comply with all federal and state requirements governing safety and health protection on construction sites and other applicable occupational safety codes.

The contractor shall indicate its plan for compliance considering conditions of the work described by the design, technical proposal, operational activities of the Government or others in the area of the work, identification of the coordinator, and implementation of all other accident prevention provisions of this contract (A.018).

1.19.2.2 The contractor shall complete and provide all required safety notifications and provide documented proof to the KO via the COR within five days of such notifications being made (A.019).

1.19.2.3 The contractor employee must be able to maintain a safe workplace and comply with occupational health and safety rules and regulations. Contractor employees are required to attend safety training(s) relative to their position and report any infractions of safety procedures to the COR immediately.

1.19.2.4 The contractor shall maintain an Occupational Safety and Health Administration (OSHA) 300A log for all reportable incidents greater than first aid, lost time, lost days, or transfer. The contractor shall provide a quarterly report of all mishaps, regardless of class or reportability. To comply with OSHA Standard Number 1904.32, the contractor shall provide an annual 300A (summary) report to the COR and KO (A.020).

1.19.2.5 The contractor may be required to ensure compliance with occupational health physicals or vaccinations in support of the PWS. These shall be documented and charged as an ODC (see paragraph 1.13).

1.20 Environmental Compliance: The following provides information on environmental compliance.

1.20.1 Environmental Compliance Plan and Program: RESERVED.

1.21 Required Training: All contractor personnel, including subcontractor personnel, shall complete all standard DoD and component level annual training requirements as identified and instructed by the COR. Training courses may be available on Joint Knowledge Online (JKO) (https://jkodirect.jten.mil) or instructions for completion will be provided by the COR. Most trainings are approximately one to two hours in duration and will be required prior to beginning work on the contract, with refresher training required annually. Example courses include, but are not limited to, the following:

(a) Anti-Terrorism (AT) Level I

(b) Controlled Unclassified Information (CUI)

(c) Health Insurance Portability and Accountability Act (HIPPA)

(d) DoD Cyber Awareness Challenge (Information Assurance (IA))

(e) Information Security (InfoSec) Program

(f) Privacy and Civil Liberties

(g) Army OPSEC Level I

The contractor shall develop and include procedures for monitoring training compliance and certificates of completion shall be provided to the COR upon request (A.014).

1.22 Authorization to Perform Services in Foreign Countries: RESERVED.

1.23 Notice to Proceed: The notice to proceed will be provided as indicated below.

☐The effective date of contract will constitute the date of notice to proceed ☐A notice to proceed letter will be issued

☐The date of the letter transmitting the contract will constitute the date of the notice to proceed

1.24 Electromagnetic Compatibility Directive: RESERVED.

1.25 Government Property and Services: Refer to Part 3 of this PWS for Government property applicable to this contract. For all Government property issued under this contract, the contractor shall submit a property management plan to the KO and the Property Administrator via the COR within 30 days after contract award (A.021).

1.26 Conventional Forces Europe (CFE) Treaty Verification Inspection: RESERVED.

1.27 Compliance with Relevant DoD, Service, and Institutional Policy Regulations: The contractor shall comply with the HIPPA of 1996, the Privacy Act of 1974, and all relevant DoD/U.S. Government regulations for collection, storage, and transfer of sensitive data and Protected Health Information (PHI). In addition, the contractor shall comply with all requirements for communication of findings and publication in scientific peer reviewed literature (e.g., Public Affairs clearance and OPSEC clearance for dissemination). All contractor employees must complete HIPAA training annually through JKO at https://jkodirect.jten.mil/ (A.014).

1.28 Personally Identifiable Information (PII) and Protected Health Information (PHI):

The contractor shall comply with the DHA Procedures, Guidance, and Information (PGI) 224, Protection of Privacy and Freedom of Information, revised 27 October 2020. The contractor may access PII in the course performing requirements under this contract. As such, the contractor shall comply with PGI 224.1-90, PII, PHI, and Federal Information Requirement.

The contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Government data. The contractor shall also ensure the confidentiality, integrity, and availability of Government data in compliance with all applicable laws and regulations, including data breach reporting and response requirements IAW Defense Federal Acquisition Regulation Supplement (DFARS) Subpart 224.1, Protection of Individual Privacy, which incorporates by reference Department of Defense Instruction (DoDI) 5400.11, DoD Privacy and Civil Liberties Programs, and DoD 5400.11-R, DoD Privacy Program. The contractor shall also comply with federal laws relating to freedom of information and records management. The contractor shall comply with all requirements of the HIPPA of 1996, as implemented by the HIPAA Privacy and Security Rules codified at 45 CFR Parts 160 and 164, and as further implemented within the Military Health System (MHS) by DoD 6025.18-R, DoD Health Information Privacy Regulation, and DoD 8580.02-R, DoD Health Information Security Regulation.

Information Technology (IT) services that collect, maintain, use, or disseminate PII must be managed in a manner that protects privacy IAW Title 5 United States Code (U.S.C.) Section 552a and DoD 5400.11-R. DoDI 5400.16 establishes the guidance for the development, review, and approval of Privacy Impact Assessments IAW Title 44 U.S.C. Chapter 36.

1.29 Public Key Infrastructure (PKI) Authentication and Encryption: Contractors shall follow the DoD standards, policies, and procedures related to the use of PKI certificates and biometrics for positive authentication including authentication to DoD private web servers or applications. Where interoperable PKI is required for the exchange of unclassified information, including the encryption of e-mail containing sensitive information, between DoD and its https://jkodirect.jten.mil/ contractors, industry partners shall obtain all necessary certificates if they are not eligible for a DoD CAC.

1.30 Network Security:

1.30.1 Contractor personnel requiring access to DoD networks to perform work under this contract must have a National Agency Check with Inquiries (NACI) or an open, pending investigation prior to commencement of work. If the contractor has a pending investigation, the contractor must present a copy of this investigation to the WRAIR Personnel Security Manager at the time of in-processing for review and must contain no unfavorable information. The contractor must maintain this level of security for the life of the contract (A.015).

1.30.2 Citizenship will be verified by presenting an original birth certificate or a valid U.S.

passport, or the original naturalization certificate to the WRAIR Personnel Security Manager at the time of in-processing for all contractor personnel assigned to the contract (A.015).

1.30.3 Contractor personnel shall use only Government-provided computer equipment and shall follow all applicable statutes, regulations, and policies governing DoD, U.S. Army Medical Command (MEDCOM), U.S. Army Medical Research and Development Command (USAMRDC), and WRAIR cybersecurity and information system assets. Personnel must provide proof of applicable training and certifications to include annual Cyber Awareness training. This training must be documented in the Army Training and Certification Tracking System (ATCTS) unless otherwise authorized by applicable policies. DoD information system, IT support, and IT product acquisition or development must also adhere to applicable policies (A.015).

1.30.3.1 It is DoD policy that cybersecurity requirements be identified and included in the design, acquisition, installation, operation, upgrade, or replacement of all DoD information systems. This includes systems and processes developed within the defense acquisition system; systems and processes developed at private expense; outsourced business processes supported by private sector information systems; and outsourced IT. IT support provided under this contract must comply with statutory and regulatory IA policy. The source documents for this policy are available in the WRAIR regulatory repository.

1.30.3.2 Each proposal under this contract will be screened for compliance with applicable cybersecurity statutes, policies, and procedures. Specific requirements will be stated in the PWS. This contract provision shall be updated by reference for any changes to source documents. Any new laws or policies applicable to cybersecurity after issuance of this contract will be incorporated into the basic contract unilaterally without equitable adjustment to the basic contract.