Attachment 2 - PWS (Mixed Reality Live Avatar Sim).pdf

Version 1.2 – 11 Mar 2024

PERFORMANCE WORK STATEMENT

MIXED REALITY LIVE AVATAR SIMULATION

LEADING INCLUSIVELY VIRTUAL EXPERIENCE (LIVE)

1.0. INTRODUCTION

Headquarters Air Force (HAF), Secretary of the Air Force Office of Diversity and Inclusion (SAF/DI) requires services to provide and support a mixed reality experience, known as a Mixed Reality Live Simulation (MRLS). MRLS’s create authentic, personal, and interactive experiences where an individual is able to practice authentic behaviors. MRLS’s use a combination of live interactive storytelling and authentic dialogue through digital puppetry (avatars) using a mixed reality platform to challenge individuals with the most difficult types of human domain interactions. The MRLS places the individual in the center of the learning experience. Immersive learning and the associated MRLS empowers the learning of “soft skills” using first-person experiences through a mixed reality live avatar simulation. The ability to place session participants inside dynamic decision-making moments of presence improves critical thinking and empathy. The use of immersive learning and MRLS’s enables participants to learn problem-solving, communication, emotional intelligence, situational awareness, and stress inoculation to related subject matters through simulated first-person MRLS’s. The MRLS will allow for the practice of these essential skills in a safe, repeatable, and authentic mixed reality environment through the umbrella effort called Leading Inclusively Virtual Experience (LIVE). Through practice and repetition, muscle memory is built to successfully apply the necessary skills to deal with the challenges facing a complex world today. LIVE supports the Department of the Air Force’s (DAF) ability to achieve warfighting excellence by advancing and embedding principles that drive a culture that leverages the unique strengths of our nation’s people to meet current and future global security challenges.

1.1. SCOPE

The vendor must provide a unique educational service which allows servicemembers to interact in a MRLS using avatars through digital puppetry. The vendor must be able to provide the following (1) flexible MRLS system (2) flexible access to the MRLS scheduling system, (3) experienced Interactive Learning Specialists (ILS) with (a) trained skills in improv (b) strong acting skills (c) prior experience with military, (4) real-time communication between vendor and client during simulation, (5) scenario development experience in the following areas (a) knowledge of DAF organizations and cultures (b) prior experience developing military human domain scenarios, (6) support from an ILS to execute the MRLS using avatars and digital puppetry (7) consultation to support curriculum development in the field of the human domain specifically inclusive leadership, perspectives and decision making, cultural competence, talent management, and emotional intelligence curriculum, (8) train DAF clients to execute the MRLS,

(9) train DAF clients on technical set up for the MRLS and use of the scheduling website (10) ability to execute MRLS via distance learning medium, (11) ability to measure quality and effectiveness of MRLS, and (12) marketing and communications.

2.0. REQUIREMENTS

The support requires the use of a MRLS, and access to the simulation through a web-based, low bandwidth simulation platform. Vendor will:

2.1. Provide support for all requirements below on day of contract award.

2.2. Mixed Reality LIVE Simulation (MRLS)

2.2.1. Each session is one (1) hour. Up to three (3) scenarios can be performed per session.

2.2.2. Sessions can occur any time or date, except for federal holidays, unless coordinated via the Eaker LIVE program office and contractor via written communication in advance.

2.2.3. Provide real time communication with ILS during execution of MRLS.

2.2.4. Ability to execute up to three (3) MRLSs simultaneously if needed.

2.2.5. The ILS must complete and provide end of session feedback to the facilitator that conducted sessions using a rubric or survey provided by the government.

2.2.6. Provide technical guidance as requested for MRLS execution.

2.2.7. Train DAF clients on technical set up for the MRLS and use of the scheduling website. At a minimum during facilitator training courses (8-10 times annually), for up to two (3) hours per course, in-person, or as requested by the government with prior coordination.

2.3. Scenario and Environment Design: Ability to provide multiple scenarios for the LIVE library annually. The government will work with the contractor to develop each individual scenario.

Each scenario can be table-topped up to two (2) hours utilizing a mix of government and contractor provided SMEs. Scenarios must be accessible and ready for use in the LIVE library after execution of two (2) or less beta sessions. All facilitator accessible scenarios will be approved by the government prior to use in the LIVE library. All scenarios will become property of the government.

2.3.1. Provide access to ILS for on-call consultation within three (3) duty days for scenario design.

2.3.2. Develop scenarios for the MRLS with a three (3) duty days turnaround time.

2.3.3. Execute new scenarios as early as three (3) duty days after scenario development (timeline will include at least one rehearsal with the government).

2.3.4. Ability to modify existing/approved LIVE library scenarios with little coordination, such as a phone call or email request containing requirements.

Modifications should require no more than a table-top coordination. Modified scenarios made available within three (3) duty days following modification approval.

2.3.5. Provide pedagogical guidance and consultation for scenario design as needed.

2.3.6. Develop avatars that align with scenario development.

2.3.6.1. Develop avatars with little to no direction from client.

2.3.6.2. Develop avatars within the three (3) duty days of required time to develop a new scenario.

2.3.7. Create environment background that aligns with scenario development.

2.3.7.1. Develop environment background with little to no direction from client.

2.3.7.2. Develop environment background within three (3) duty days of required time to develop a new scenario.

2.3.8. Develop and provide up to 30 customizable Leadership Avatars, made to resemble current DAF senior leaders. The avatars will be utilized during the MRLS to provide a senior leader session introduction and closure executed by the ILS. The introduction and closing will not be pre-recorded but in-real time as part of the scenario sessions. The senior leader avatars will introduce the purpose of the session, the session facilitator (by-name), and motivate participants to complete a pre-session survey, utilizing a government provided script and survey. The senior leader avatars will close the session with key points and motivate participants to complete a post-session survey, utilizing a government provided script and survey.

2.3.8.1. Selection of customized avatars must be available to facilitators to select via scheduling website for each scheduled session, per installation/facilitator.

2.3.8.2. Contractor will assist in the development of introduction and closing script.

2.3.9. Ability to provide avatars representative of the DAF diverse population.

2.4. Scheduling Management

2.4.1. Provide government access to scheduling website, scheduling data, scheduling site support, and ILS communications support via email and telephone. Scheduling website will include the following as a minimum for scheduling a LIVE session:

facilitator name, session date/time, selected scenario(s)/order of scenario(s), the MAJCOM/and base the session will be held, selection of DAF senior leader avatar for session intro and closing, anticipated number of participants for each session, avatar rank selection for each scenario, and other information deemed necessary to execute the session. Contractor will work with the government to continuously improve scheduling site functionality and data collection based on SAF/DI, Eaker

Center LIVE Program Office, and facilitator needs.

2.4.1.1. Provide the ability to export scheduling site data (in a common, easily manipulated, exportable file type i.e. comma separated values, excel etc.)

to approved government users to support the development of program metrics and usage data. Contractor will work with the government to continuously improve scheduling site functionality and data collection based on SAF/DI and LIVE Program Office requests. Any website modifications that are deemed as operationally critical shall be completed within three (3) duty days and all other modifications that are aesthetic improvements shall be completed within ten (10) duty days.

2.4.1.2. Ensure scheduling website log on/access must be available 24/7, and website users/facilitators must have an ability to schedule sessions, in their own time zone, via website and to provide notes to the ILS on intended audience for the requested MRLS.

2.4.1.3. Website users (facilitators) require website support via email communication and phone number. Phone line support available general hours: 0800-2000 EST, Monday to Friday (except Federal Holidays) for time sensitive support. Email support as the primary means of scheduling support communication

2.4.1.4. Ensure the ability to change scheduled MRLS date and time within 72 hours if changes are needed. All cancelled events will be removed from the scheduling site within 24 hours of the cancellation and reallocated as available sessions on the scheduling website calendar if within the 72-hour cancellation window. Contractor will notify the government of all late cancellations in the monthly report.

2.4.1.5. Ensure website users/facilitators have ability to modify an existing scheduled MRLS session in the scheduling site such as change in scenario selection, session cancellation, date/time changes, etc.

2.4.1.6. Ensure website scheduling has the ability to allow only certain scenarios accessibility to specific facilitators as verified by the government (e.g..

security forces or legal training).

2.4.1.7. Ensure capability for facilitator to schedule MRLS 72 hours from scheduled event (approval is routed through vendor either through e-mail or via phone).

2.4.1.8. Collaborate and coordinate with existing customer contract in the development, testing, and deployment of scheduling session capabilities that consolidate data sources into one system to support the DAF measurement reporting of the MRLS.

2.4.2. Have the ability for program office to schedule MRLS 36 hours from scheduled event, in the case of high visibility demonstration requests, as can be accommodated within reason (approval is routed through vendor either through e-mail or via phone).

2.5. Immersive Learning Specialist (ILS)

2.5.1. Provide consultation to government, and other clients as deemed necessary by the government, via e-mail or phone for the following but not limited to:

2.5.1.1. Setting up demonstrations with DAF organizations.

2.5.1.2. Coordinating and verifying the MRLS hours and schedule with Air

University/Eaker Center, facilitators and other DAF organizations.

2.5.1.3. Communicate via text messaging during MRLS execution with DAF facilitators.

2.5.1.4. Provide technical guidance during each MRLS session. ILS’s will coordinate with the facilitator via text and zoom ten minutes prior to session start. At a minimum, the ten-minute coordination prior to session start will establish text communication with the facilitator, audio/visual checks with minor technical troubleshooting and scenario confirmation.

2.5.1.5. Conduct scenario design research on topics related to client needs.

2.5.1.6. Develop scenario design templates for client needs that can be used across DAF organizations.

2.5.1.7. Experience working with multiple DAF organizations.

2.5.1.8. Experience working across various levels of leadership within the

DAF.

2.5.1.9. Experience and knowledge of Air Force and Space Force culture.

2.5.1.10. Experience and knowledge of DAF specific terminology, acronyms, and jargon.

2.5.1.11. Execute sessions to train DAF clients as facilitators for execution of the MRLS.

2.5.1.12. Conduct real time intro and closing section for each MRLS session utilizing leadership avatars and approved talking points provided by the customer.

2.6 Marketing

2.6.1. Produce two marketing videos, thirty seconds or less to include story board, script, benefits to the Unit and the DAF, user experiences and testimonials based. One will include a real person and one include a digital person. The contractor will assist the

DAF in creating the script.

2.6.2. The contractor will provide the government no less than 15 images, in high resolution, of avatars (both military and civilian versions) as well as session imagery that can be utilized to create marketing materials and promote the program. The government shall have authority and exclusive rights of the imagery photos and recordings of scenarios.

2.6.3. The ability to record up to 15 avatars giving a government provided testimonial on a lived experience. The government will own these recordings and have unlimited playback capabilities for DAF-wide training sessions.

2.6.4.The government requests LIVE imagery copyright - ability to utilize photos and recordings of scenarios

2.6.5.The government requires ability to record sessions for sentiment analysis

2.7 Sentiment Analysis

2.7.1. Contractor will provide a quarterly sentiment analysis report by recording, transcribing, and analyzing up to 20 sessions annually in coordination with facilitators identified by the customer. The analysis will at minimum measure empathy displayed during session, cultural intelligence, bias literacy, and motivation to address bias as determined by the contractor and the DAF.

2.8 Reporting

2.8.1. Contractor will provide a monthly report to the government. Reports should be provided to the government NLT than the 5th business day of each month for the preceding month.

2.8.2. Contractor will provide monthly feedback to the government during government scheduled meeting. The COR will attend a separate monthly scheduled meeting with the contractor.

2.8.3. Contractor will provide facilitator feedback to the government based on scenarios, performance, sessions, or communications as it pertains to executed LIVE sessions. Feedback can be communicated verbally during monthly scheduled meetings, via email as needed, and included in contractor’s program report provided NLT the 5th business day of each month.

2.8.4. Contractor will provide a quarterly report to DAF of the end of session feedback on both facilitators and participant session experiences and provide an assessment for areas of strength and recommended improvement. The contractor will provide to the government a report template and explanation of the quarterly report within 60 days of award approval.

3.0 PLACE OF PERFORMANCE

The work may occur off-site at contractor location as needs dictate. Specifically, the government recognizes the possibility of contractor “reach back” to confer with expertise not available on site.

4.0 RECOGNIZED HOLIDAYS

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by a President's Proclamation

It is understood and agreed between the Government and the contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement to compensation except as set forth within the contract.

It is understood and agreed between the Government and the contractor that there are some recognized holidays where the government may need the support and use of the virtual live simulation for the following recognized holidays:

- Martin Luther King Jr.’s Birthday

- President’s Day

- Columbus Day

- Veteran’s Day

5.0 GOVERNMENT PROVIDED PROPERTY/INFORMATION

None

6.0 SERVICE SUMMARY

The following items have been identified as critical items for what can be inspected for compliance of this performance work statement.

Performance Objective PWS Para Method of Assessments

Each session is one (1) hour.

Up to three (3) scenarios can be performed per session.

2.2.1 Submit at the end of each month, date, time, scenario used, duration and facilitator for each session. Reports should be submitted NLT than the 5th business day of each month for the preceding month

Ability to execute at least three virtual avatar sessions simultaneously if needed.

2.2.4 Submit end of each month date and duration of

all sessions executed at same time

Provide end of session feedback to the facilitator that conducted sessions using a rubric provided by the government.

2.2.5 Quarterly report provided to the DAF for all

session feedback via email.

Provide technical guidance as requested for MRLS execution.

2.2.7 Train Air Force clients on technical set up for

the MRLS and use of the scheduling website.

At a minimum during facilitator training courses (8-10 times annually), for up to two (2) hours per course, or as requested by the government with prior coordination.

Develop scenario design template for customer needs.

2.3 and 2.5.1.6

Work with the government to tailor design template as needed. Customer provides feedback.

Provide access to ILSfor on-call consultation within (3) duty days for scenario design

2.3.1 Provide monthly report from ILS describing

consultation efforts for scenario development.

Reports should be submitted NLT than the 5th business day of each month for the preceding month

Provide ability to expedite scenario design development with a (3) duty day turnaround time.

2.3.2 Customer provides feedback on scenario design

request.

Ability to execute new scenarios as early as (3) duty days after scenario development (will include at least one rehearsal with the government).

2.3.3 Customer provides feedback with scenario

design request date AND scenario execution date.

Ability to modify scenarios within (3) duty days of request.

2.3.4 Customer provides feedback on scenario

modification request.

Develop avatars that align with scenario development.

2.3.6 Customer provides feedback on avatars.

Deliver Customizable Leadership Avatars.

2.3.8 Customer provides feedback/complaint if

objective is not met.

Provide government access to scheduling website with 24/7 access, that includes all the minimum requirements outlined, scheduling data, scheduling site support, and ILS communications support via email and telephone.

2.4.1 & 2.4.1.3

Customer provides written feedback/complaint if objective is not met.

Provide exportable scheduling and session data.

2.4.1.1 Provide monthly report. Reports should be

submitted NLT than the 5th business day of each month for the preceding month.

Ensure scheduling website log on/access must be available 24/7.

2.4.1.2 Customer provides feedback/complaint if

objective is not met.

Ensure website users/Facilitators have ability to modify an existing scheduled MRLS session.

2.4.1.4 Customer provides feedback/complaint if

objective is not met.

Certain scenario access. 2.4.1.6 Customer provides feedback/complaint if objective is not met.

Collaborate and coordinate with existing customer contract in the development, testing, and deployment of scheduling session capabilities.

2.4.1.8 Customer provides feedback/complaint if

objective is not met.

Provide consultation to customers via e-mail or phone.

2.5.1. Provide monthly report from ILS describing

consultation efforts. Reports should be submitted NLT than the 5th business day of each month for the preceding month.

Provide technical guidance during each LIVE session.

2.5.1.4 Customer provides feedback/complaint if

objective is not met.

Execute session to train DAF clients as facilitators for execution of the MRLS.

2.5.1.11 Provide monthly update on status of training.

Reports should be submitted NLT than the 5th business day of each month for the preceding month.

Conduct real time Intro and closing section of scenarios representing leadership avatars for each session utilizing approved talking points provided by the customer.

2.5.1.12 Customer provides feedback/complaint if

objective is not met.

Provide real person and digital commercial videos.

2.6.1 Deliver to customer within 60 days of award.

Provide MRLS imagery that will be used to market and promote LIVE.

2.6.2 Deliver to customer within 60 days of award.

Conduct sentiment analysis. 2.7 Provide monthly update on status. Reports should be submitted NLT than the 5th business day of each month for the preceding month.

Provide end of session facilitator feedback report template.

2.8.4 Template provided to the government with an

explanation within 60 days of award approval.

7.0 SECURITY REQUIREMENTS

The systems supported under this task are low risk.

Suitability/Risk Level - The suitability or risk level for this work has been determined to be: low risk. As such, each individual employed under the contract shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by a Permanent Resident Card (USCIS I–551). Any exceptions must be approved by the Department's Chief Security Officer or designee.

7.1. SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY No CAC

REQUIRED

1. Contractor Notification Responsibilities: The contractor shall notify the contracting office within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor representatives.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

2. Installation Access Requirements: As prescribed by the DAFFARS 5352.242-9000, Contractor access to Air Force installations, AFI 31-218, Motor Vehicle Traffic Supervision, and DoDM5200.08v3_AFMAN31-101v3, Installation Perimeter Access Control.

The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate to obtain a vehicle pass. Government ID card holders may not use their credentials to sponsor an individual on to the base to perform work that’s been contracted to an official contractor.

During performance of the service, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

All commercial vehicles will be directed to the Commercial Vehicle Inspection (CVI) Area, when operational. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

Failure to comply with these requirements may result in withholding of final payment.

3. Reporting Requirements: The contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to their organizational security representative, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

4. Traffic Laws: The contractor and their employees shall comply with base traffic regulations set forth in AFI 31-218, Motor Vehicle Traffic Supervision and DoDM5200.08v3_AFMAN31- 101v3, Installation Perimeter Access Control. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

5. Random Installation Entry/Exit Checks: Entry/exit vehicle checks are conducted by order of the Installation Commander. These checks are conducted for the purpose of safeguarding the base and protecting government property by discovering and seizing stolen property, classified information and contraband. Refusal to submit to an installation (entry/exit) vehicle check may result in the loss of base driving privileges, revocation of base registration, or debarment action.

6. Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free. The device must not cover both ears. This policy applies to everyone driving on a government installation. Personnel in violation may be issued a traffic citation.

7. Wireless Electronic Devices: The contractor will not establish their own Information Technology (IT) systems or networks (Local Area Networks [LAN], Wide Area Network [WAN], Cellular phone/USB Modem as WAN, Wi-Fi as WAN, etc.), or camera system without the direct permission of the Program Manager and governing communications and responsible installation information systems office.

8. Firearms and Ammunition: Transporting weapons or ammunition, concealed or otherwise, IS NOT permitted by any non-law enforcement personnel on the installation at any time regardless of state issued concealed weapons/LEOSA permits. Violations may result in criminal prosecution under the applicable federal laws.

9. Illegal Weapons. The below weapons are considered illegal, unless specifically authorized by competent authority, and are prohibited on the installation. Violations may result in criminal prosecution under the applicable federal laws.

a. Switchblade knives or knives with any type of automatic blade release.

b. An incendiary/explosive weapon (e.g., grenades, flash bangs).

c. Fireworks

d. Homemade mortars, aka "tennis ball launchers" or similar devices.