A19. Attachment 3 - PWS Template.pdf

Template for Statement of Work or Performance Work Statement

Overview: This template supports users in developing a Statement of Work (SOW) or Performance Work Statement (PWS). Read the below and then begin completing the template on page two. Delete this instruction page after completing all necessary sections for the SOW/PWS.

Color-Coding Text:

[BLACK ALL CAPS with brackets]: Text that must be replaced with project specific text.

[RED bold, italicized with brackets]: Informational text that must be removed prior to submitting the SOW/PWS.

Steps:

1. In the top ribbon in Microsoft Word, navigate to “View” tab. Within “Show” grouping, check to activate the “Navigation Pane” to easily jump to sections.

2. Keep all applicable section headers and provide project specific details wherever

[ENTER TEXT HERE] appears. This includes the period of performance, tasks, deliverables, etc.

3. Do not change the format of the text in the template, and keep this file in a Word document format when sending to OAS. Text fonts, size, and characteristics are consistent throughout the document.

4. Delete all [RED with brackets] text within each section once you have fully developed content for the section.

Recommendations and Writing Tips:

• Perform a spelling and grammar check; spell out first use of all acronyms.

• Use active voice and remove instances of passive voice.

• Provide specific information regarding what the contractor is going to achieve, produce, or deliver.

• Verify deliverables identified in Section 4 Tasks to Be Performed match the text and requirements in the Section 8 Deliverables/Reporting Schedule.

• See Work Statement Writing Guidelines for an extensive list of writing guidelines;

ensure your content adheres to these guidelines.

Please do not include this page of instructions in the final document or contract file.

Delete this content when no longer needed.

https://acqnotes.com/wp-content/uploads/2014/09/Work-Statement-Writing-Guidelines-Summary.pdf

Statement of Work / Performance Work Statement

Title: [ENTER TEXT HERE] [The period of performance can be expressed as a date (e.g., “from September 30, 20XX to September 29, 20XY”). It should also indicate whether the contract includes options (e.g., “The period of performance of this contract consists of a base year and four option years, beginning on September 30, 20XX”. If using a date from date of award, state the duration of each option period).

Outline the period of performance and include all option periods as expressed below:

The period of performance of this contract is <insert the period of performance>.

Base Period: September 30, 20XX to September 29, 20XY Option Period: September 30, 20XY to September 29, 20XZ]

Period of performance of this contract is: [ENTER DATE HERE] to [ENTER DATE HERE] Base Period: [ENTER DATE HERE] to [ENTER DATE HERE] Option Period One: [ENTER DATE HERE] to [ENTER DATE HERE] Option Period Two: [ENTER DATE HERE] to [ENTER DATE HERE] Option Period Three: [ENTER DATE HERE] to [ENTER DATE HERE] Option Period Four: [ENTER DATE HERE] to [ENTER DATE HERE]

SECTION 1 – BACKGROUND

[The background gives information about the evolution of the project as well as the how the project fits into other related projects. This section describes the requirements in general non-technical terms. There should not be background information on history of CDC or the Program Office.

This section should explain why the acquisition is being pursued and how it relates to past, current, or future projects. Include a summary of statutory program authority and any regulations that are applicable.]

[ENTER TEXT HERE]

SUBSECTION A – [ENTER TEXT HERE]

[If applicable, include a list of definitions. If no additional subsections, delete this section entirely.]

[ENTER TEXT HERE]

SECTION 2 – PURPOSE/OBJECTIVE

[The purpose/objective statement should tell the contractor what this initiative is trying to achieve.

Include a succinct statement of the purpose of the acquisition. It should outline the results that the Government expects and may also identify the anticipated benefit to the program.

Explain the purpose of the project and include:

• Parties the project involves

• Overall objectives

• Performance objectives or required results

• Operating constraints]

[ENTER TEXT HERE]

SECTION 3 – SCOPE OF WORK

[Explain the scope in terms of the required work. Provide an overall, non-technical description of the work to be performed. Expand on the project purpose and objectives, but do not detail all of the work required. Identify and summarize the requirements of the project, and define its limits in terms of specific objectives, time, special provisions, or limitations. This information must be consistent with the detailed requirements and tasks. Contractor responsibilities are often summarized here, as are the results or supplies expected. Government responsibilities may be considered in organizing the solicitation. CIOs should understand their responsibility to meet any deadlines in order that dependent contractor deadlines may be met without delays in performance.]

SECTION 4 – TASKS TO BE PERFORMED

[Task shall be numbered and titled. Task titles should be worded as services and not labor categories or deliverables. Detailed descriptions shall follow each task. If a task has more than one sub-part, the parts should be numbered for easy reference. If tasks are not the same for base and options, separate the tasks that are for option years with the appropriate task and option titles.

Terminology tip: use “contractor shall” instead of “contractor will.”

List all the tasks the vendor will perform to complete the purpose and fulfill the objectives. Each subsection should include increasingly detailed expectations for task completion. See Work Statement Writing Guidelines for an extensive list of writing guidelines; ensure your content adheres to these guidelines.]

Task 1: [ENTER TEXT HERE]

1. [ENTER SPECIFIC COMPONENT OF TASK TEXT HERE]

a. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

b. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

c. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

2. [ENTER SPECIFIC COMPONENT OF TASK TEXT HERE]

a. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

b. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

Task 2: [ENTER TEXT HERE]

1. [ENTER SPECIFIC COMPONENT OF TASK TEXT HERE]

a. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

b. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

c. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

2. [ENTER SPECIFIC COMPONENT OF TASK TEXT HERE]

a. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

b. [ENTER SPECIFIC COMPONENT OF SUBTASK TEXT HERE]

SECTION 5 – GOVERNMENT FURNISHED PROPERTY

[If applicable, provide a comprehensive list of all Government Furnished Property (GFP) necessary to conduct the work (e.g., laptop) and to be furnished to the contractor in accordance with the requirements of FAR 45.201. All GFP issuances require modification of the contract, so it is very important for this to be included in the solicitation. Information about telework or remote work does not belong in this section.]

[ENTER TEXT HERE]

SECTION 6 – PLACE OF PERFORMANCE AND CONTRACT SUPPORT HOURS

SUBSECTION A – PLACE OF PERFORMANCE

[Contracts may be performed: 1. entirely at a government facility (onsite); 2. entirely off site (contractor’s facility or other); or 3. at a government facility with specified allowances for telework (onsite with telework). For place of performance at a government facility (i.e., onsite, or onsite with telework), specify if locations are: 1. within the United States; 2. in a foreign location; or 3. at various locations. It’s important to specify where the work will take place and identify any restrictions (such as, at a government facility but only on days on which government operations are being conducted).

Please note that legal, financial, and security considerations attach to the place of contract performance, such as the allowable overhead cost applied, expense and time associated with travel to and from a given location to attend meetings and reviews, and whether special security requirements will be applied or whether the work is even permitted to be performed at such location(s). See and refer to SECTION 7 – TRAVEL to provide further details.] https://www.acquisition.gov/far/part-45#FAR_45_201

SUBSECTION B – CONTRACT SUPPORT HOURS

[If specific hours are required to support any task areas, identify the hours or timing of support expectations for any tasks listed in Section 4 (e.g., Provide support for eight (8) consecutive hours for Task 1.1 starting no later than 9:00am and ending no earlier than 3:30pm in the time zone specified by the contracting officer and/or contracting officer’s representative.) Identify additional specific needs for support during nights and/or weekends.]

[ENTER TEXT HERE]

SECTION 7 – TRAVEL

[If travel will be required to perform any tasks specified in Section 4, provide as much specific detail as possible to include the travel requirements, locations involved, personnel involved, estimated number of trips, duration of anticipated travel, and additional travel expenses (e.g., per diem meals and incidentals, lodging, parking, transportation).

Consider the following travel requirements:

• Specify travel related to performance of tasks described in Section 4

• Related to badging for all CDC network users per OSSAM and OCIO requirements, ensure a

CLIN for travel costs is available for contractors to comply with badging requirements

• For travel to conferences, Conference Approval Management Systems (CAMS) approval is required in advance of anticipated travel and obligation of funds

If the travel will be reimbursed by the government, explain the basis for reimbursement and ensure that it is in accordance with Federal Travel Regulations (FTR). The FTR should be used as a reference to ensure official travel is conducted in a responsible and cost-effective manner. When estimating travel costs, reference the GSA FTR Per Diem and DOS Foreign Per Diem rates. On a fixed-price contract where the travel needs are known and well-defined, travel may be built into the contract price and not separately reimbursed.

Travel and conferences will be identified on a separate Contract Line Item Number (CLIN).]

Travel will be in accordance with / and not to exceed the Federal Travel Regulation rates. Travel costs need to be approved in advance by the COR. The contractor shall be required to provide their travel policy to the Government for review.

Travel does [not] include conferences. Conference Approval Management Systems (CAMS) approval is required in advance of any travel for conferences. If the need for conference travel occurs, the contract will be modified to separately add funding.

[ENTER TEXT HERE]

SECTION 8 – DELIVERABLES/REPORTING SCHEDULE

[If deliverables are required under the contract, they should be clearly and definitively defined and the criteria for acceptance should be given. Routine tasks are not to be considered deliverables (e.g., conducting a meeting is not a deliverable but a report of meeting discussion/results is a deliverable).

Delivery or completion schedules must be expressed either by calendar date or as a certain number of days/months from the date of contract award. Where applicable, specify whether business days or calendar days are intended.

Specify how the contractor will show that it has fulfilled its obligations with a thoughtful approach to how the specified deliverables will fulfill obligations. Define the mechanism by which the contractor can demonstrate progress and compliance with the requirements and can present any problems encountered. This is often accomplished through monthly or other periodic progress reports. Discuss what areas the reports are to cover, the report format, number of copies the contractor should submit, and to whom they should be submitted. Consider the reports and their frequency, and do not include more than necessary to monitor progress toward accomplishing the specified task areas. Clearly identify the criteria to be used by the Government for acceptance.

If applicable, require the preparation and submission of technical and financial progress reports to https://intranet.cdc.gov/ossam/security-access/smart-cards/index.html https://easi.cdc.gov/Modules https://www.gsa.gov/portal/content/104790 http://www.gsa.gov/portal/category/21287 https://aoprals.state.gov/web920/per_diem.asp https://easi.cdc.gov/Modules help document satisfactory progress.

List each deliverable, quantity or (in the case of reports) number of copies required, the date required, and who to deliver the item to. Reports, for example, are often delivered to both the COR and the CO.

The table below is optional. Add or delete rows in the table as needed. As a final step, verify deliverables identified in Section 4 Tasks to Be Performed match the text and requirements in the Section 8 Deliverables/Reporting Schedule.]

Task Deliverable Quantity/Format Due Date Deliver To

[ENTER

TEXT

HERE]

[ENTER

TEXT HERE]

[ENTER TEXT HERE] [ENTER TEXT

HERE]

[ENTER TEXT

HERE]

[ENTER

TEXT

HERE]

[ENTER

TEXT HERE]

[ENTER TEXT HERE] [ENTER TEXT

HERE]

[ENTER TEXT

HERE]

[For deliverables better described in narrative format, consider the below format and see Appendix A for sample content and language. Remove the black text below if this format will not be used.]

• Task: [ENTER TEXT HERE] o [ENTER DELIVERABLE NAME] – [ENTER DESCRIPTION OF DELIVERABLE]

Format: [ENTER FORMAT OF DELIVERABLE] Due date: [ENTER DUE DATE] Deliver to: [ENTER NAME OR ROLE] o [ENTER DELIVERABLE NAME] – [ENTER DESCRIPTION OF DELIVERABLE] Format: [ENTER FORMAT OF DELIVERABLE] Due date: [ENTER DUE DATE] Deliver to: [ENTER NAME OR ROLE]

• Task: [ENTER TEXT HERE] o [ENTER DELIVERABLE NAME] – [ENTER DESCRIPTION OF DELIVERABLE]

Format: [ENTER FORMAT OF DELIVERABLE] Due date: [ENTER DUE DATE] Deliver to: [ENTER NAME OR ROLE] o [ENTER DELIVERABLE NAME] – [ENTER DESCRIPTION OF DELIVERABLE] Format: [ENTER FORMAT OF DELIVERABLE] Due date: [ENTER DUE DATE] Deliver to: [ENTER NAME OR ROLE]

SUBSECTION A – PERFORMANCE MATRIX

[If applicable, include a performance matrix. If no additional subsections, delete this section entirely.

Consider the following when developing each component:

• Performance Objective: Tasks that are considered high risk or critical to the performance of the service.

• Standard: The standard should be pulled from the same paragraph as the performance objective

– do not make up standards here. Standards should relate to the timeliness, quantity, or quality that the service is to be performed at.

• Performance Threshold: From 100%, identify an acceptable deviation to still be satisfactory performance.

• Method of Surveillance: Select the most appropriate method of surveillance based on the performance objective, standard, and performance threshold.

o 100% Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.

o Periodic Inspection: Evaluation of samples selected on other than 100% or statistically random basis (e.g., monthly, quarterly, semi-annually).

o Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot. Clearly identify relevant components if applicable, including a random inspection guide, lot size, sample size, performance requirement, sampling procedure, and inspection procedure.

o Customer Feedback: Complaints must be validated if using this method of surveillance.]

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY LEVELS

(AQLs)

METHOD OF

SURVEILLANCE

PRS#X - PWS para ( xx ) Insert “Contractor shall” tasks that are considered critical tasks of the service.

Does not have to be ALL “contractor shall” tasks, only those that are considered “high risk” or “critical” to the performance of the service.

Verbiage should be copy/pasted directly from PWS here.

Add additional PRS rows to the table as necessary.

Ex. The Contractor shall perform custodial services in building XX.

Standard should be pulled from the same paragraph (do not make up standards here).

Standard should relate to the timeliness, quantity, or quality that the service is to be performed at.

Ex. Custodial Svs are performed Mon, Wed, and Fri between hours of 0900-1100.

From 100%, what is an acceptable deviation to still be satisfactory performance? Examples include:

100% Compliance Zero Deviation from standard 95% Compliance; no more than xx discrepancies found per month, etc.

Ex. No more than 1 complaint per month.

Custodial svs are performed on the required days without deviation from standard.

There are 4 surveillance methods:

100% Inspection

Periodic Inspection

Random Sampling

Customer Feedback

Ex. Periodic Inspection

PRS #X - Service Contract Reporting (SCR) PWS 5.3 and CLIN XXXX

The Contractor shall completely fill in all the information in the format using the following web address: www.sam.gov.

The contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. If contract period of performance ends prior to September 30, the contractor has 30 days from end date of the contract to complete the SCR requirement.

Zero Deviation from Standard

100% Inspection

PRS#1 - PWS para ( xx )

The contractor shall… http://www.sam.gov/

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY LEVELS

(AQLs)

METHOD OF

SURVEILLANCE

PRS#2 - PWS para ( xx )

PRS#3 - PWS para ( xx )

SECTION 9 – REFERENCE MATERIALS

[If applicable, add the reference materials. Provide a description of or link to any studies, reports, and other data referred to elsewhere in the solicitation. Each document should be described, cited, and cross-referenced to the applicable part of the work statement. If documents are limited or hard to obtain and will not be attached to or a link provided in the solicitation, state where the documents can be obtained or when and where they will be available for review. Examples of references include field memoranda, technical reports, scholarly studies, articles, specifications, and standards.]

[ENTER TEXT HERE]

SECTION 10 – MINIMUM VENDOR QUALIFICATIONS

[Do not include basic qualifications associated with labor category qualifications (e.g., bachelor’s degree and number of years of experience). Other skills more perfunctory in nature should be incorporated into the tasks or subtasks in Section 4 (e.g., “Proficiency with Zoom meeting software” should not be a qualification and instead be incorporated into a task area specifying “Schedule and manage Zoom meetings”). The CO may decide that this information will be better suited as evaluation criteria for the solicitation and choose to remove this language from this section.

If there are minimum qualifications, such as licenses or certifications, then indicate in this section. Examples include certification to provide maintenance from manufacturer, professional licenses for staff providing services, licenses from State or Local Government to provide services, or accreditation from governing body.]

[ENTER TEXT HERE]

SECTION 11 – ADDITIONAL REQUIREMENTS

[Reference the CDC Clearance/Approval Checklist for Contracts and include required language as directed by the clearance official. If the below language does not apply, please remove the text.]

Information Security and Privacy

[ENTER TEXT HERE]

Human Subjects Protections in Research

[ENTER TEXT HERE]

Paperwork Reduction Act (PRA)

[ENTER TEXT HERE]

Section 508 Compliance Electronic and Information Technology Accessibility Notice

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services https://intranet.cdc.gov/ofr/documents/contracts/CDC-acquisition-plan-attachment-clearance-checklist.pdf from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

(c) The Section 508 accessibility standards applicable to this contract are:

[Coordinate with CDC Accessibility Team to confirm the components needed for this section relevant to the task areas and deliverables.]

In order to facilitate the Government's determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and documentation detail - whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS Web site http://hhs.gov/web/508.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If an offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

(e) Electronic content must be accessible to HHS acceptance criteria. Checklist for various formats is available at http://508.hhs.gov/, or from the Section 508 Coordinator listed at https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html. Materials that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Representative.

Printing

[ENTER TEXT HERE]

[ENTER TITLE OF OTHER CLEARANCE REQUIRED]

http://www.hhs.gov/web/508 http://www.access-board.gov/sec508/standards.htm http://www.access-board.gov/sec508/standards.htm https://intranet.cdc.gov/ocio/accessibility/index.html http://hhs.gov/web/508 http://508.hhs.gov/ https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html