Attachment 2 - Transition Plan PWS.pdf

1 Ver: Aug 2020

Performance Work Statement (PWS)

DPAC JAMRS FY25 Vendor Transition

1.0 INTRODUCTION The Joint Advertising, Market Research and Studies (JAMRS) program, part of the Defense Personnel Analytics Center (DPAC), a division of the Office of People Analytics (OPA) component of the Defense Human Resources Activity (DHRA), requires a contractor to perform knowledge-based market research services including the collection, analysis, and reporting of JAMRS’ research findings in support of the Government’s Fiscal Year 2025 Market Research plan.

2.0 BACKGROUND JAMRS is an official Department of Defense (DoD) program commissioned to conduct joint-level market research and studies. Its mission is to measure and help broaden people's understanding of military service as a career option, and its programs help bolster the effectiveness of all the Services' recruiting and retention efforts. JAMRS suite of information allows the Services and the Department to conduct informed advertising and outreach planning, react to recruiting market shifts, improve recruiting strategies, allocate recruiting resources more efficiently, and make informed personnel policy decisions with respect to a wider array of personnel and readiness outcomes

3.0 SCOPE The Contractor shall provide the personnel, management, materials, and equipment necessary to provide the Government with transition services to understand all aspects of the Government’s market research program.

4.0 REQUIREMENTS The Contractor shall:

4.1 Within 1 week of the period of performance start date, the new contractor shall establish a transition team comprised of one (1) transition team lead, and any number of managerial subject matter experts (SME), and list of support SMEs transition team members for each Market Research Task Order (TO). The new contractor will provide JAMRS personnel and the incumbent contractor with written document listing these new contractor personnel points of contact, their titles for the transition team, and contractor email address and government email address if available. The incumbent contractor will confirm receipt of this list and identify any discrepancies with their known list of SMEs. This list should also identify which contractors have current to Government Furnished Equipment (GFE) laptop computers, Common Access Cards (CAC), government email addresses (i.e., .ctr@mail.mil accounts), and swipe access to the Pentagon and Mark Center buildings.

4.2 Within 1 week of the period of performance start date, new contractor will conduct a transition kickoff meeting with JAMRS’ representatives and the incumbent contractor at the JAMRS home office in Alexandria, VA and/or via conference call. The incumbent contractor will participate in the transition kickoff, ensuring representation of necessary SME personnel to address and answer questions. The purpose of the kickoff meeting is to clarify the objectives of JAMRS’ transition plan to discuss how the new contractor will continue to address those objectives based on the incumbent contractor’s methodology, specifically reviewing deliverables, survey methods, and performance expectations. The new contractor shall provide JAMRS a written summary of the kick-off meeting discussion.

2 Ver: Aug 2020

4.3 Within 1 week of the period of performance start date, the new contractor shall establish a recurring weekly meeting with relevant JAMRS personnel and incumbent contractor personnel providing an update on transition progress. The incumbent contractor will ensure adequate attendance with the relevant SME incumbent personnel to ensure questions and issues are addressed in real time. This meeting will be conducted every week of the transition, and the new contractor will provide JAMRS personnel and incumbent contractor personnel with a written agenda via email prior to this weekly meeting.

4.4 Within 1 month of the period of performance start date, the new contractor shall ensure that all currently employed contractor personnel who will to work on the JAMRS Market Research Services contract are current on all necessary training (e.g., cyber awareness, safeguarding PII) and will provide JAMRS with a written Initial Personnel Report documenting this compliance.

4.5 Within 1 month of the period of performance start date, the new contractor shall establish a knowledge transfer plan including a plan to accumulate, store, and readily retrieve all JAMRS active survey documents, and active sampling frame data. The knowledge transfer must document the share drive locations of all currently fielding mailing materials, survey experimental findings (e.g., Youth Poll Push-to-Web [PTW] experiment), survey mailing schedules, survey analysis code (e.g., STATA, R), technical reports, including any and all other notes or documentation necessary to the continued execution of the JAMRS Market Research surveys as they are executed in their current form. The incumbent contractor will ensure receipt of this plan and ensure that any discrepancies are identified, addressed, and flagged for JAMRS personnel.

4.6 Within 2 month of the period of performance start date, the new contractor shall develop and deliver to JAMRS a written OPA.mil Upkeep Plan to adopt and seamlessly JAMRS Market Research results website OPA.mil. The incumbent contractor will provide all necessary tracking and procedural documentation necessary for the new contractor to successfully execute this task.

4.7 Within 2 month of the period of performance start date, the new contractor shall provide JAMRS with a written plan to assume duties for review of materials intended for public release and Freedom of Information Act (FOIA) requests. Within two months the incumbent contractor will provide 5 exemplars of recent FOIAs and schedule a meeting with the new contractor to discuss how these cases were handled, including a detailed step-by-step process outlining both internal OPA/DPAC review processes and Defense Office of Pre-publication Security Review (DOPSR) processes.

4.8 Within 2 month of the period of performance start date, the new contractor will develop a JAMRS Market Research Timing and Survey Tempo Report, outlining their understanding of how each of the JAMRS projects are routinely conducted including specific dates for kickoff meetings, annotated questionnaire development, final survey material development, all JAMRS approval and JAMRS’ stakeholders approval of survey content, survey deployment/cohort structure and/or fielding windows, survey closing dates, survey data quality checks, survey dataset delivery dates, topline reports, planned module development and approval timelines, OPA.mil posting timelines.

3 Ver: Aug 2020

4.9 Within 1 months of the incumbent contractor will provide period of performance start date, the new contractor with a complete list of all government approved survey platforms, government provided survey analytic tools (e.g., Advana), and proprietary software (e.g.

STATA) necessary to complete the JAMRS Market Research survey contract.

4.10 Within 2 months of the period of performance start date, the incumbent contractor will provide the new contractor with a list of all third-party vendors (e.g., IPSOS, Woods and Poole Economics) currently in use by the incumbent contractor as well as POC lists including names and email addresses for each POC at the third party vendor offices.

4.11 Within 2 months of the period of performance start date, the new contractor shall provide JAMRS with a written Onboarding and Staffing Plan including but not limited to: (1) identify key personnel roles for current employees, including a listing all personnel gaps currently maintained by the incumbent but deficient among the new contractor; (2) identify time for incoming contractor conduct first right of refusal interviews/hiring of outgoing contractor personnel; (3) ensure CAC cards and or GFE are obtained and mandatory training is complete for all new personnel who will work on the JAMRS Market Research Services contract. The incumbent contractor will also review this plan for potential discrepancies.

4.11.1 By the end of PoP, the contractor shall provide a written Onboarding and Staffing Gaps Report summarizing of outstanding CAC card, GFE, and training requirements.

4.12 Within 2 months, the new contractor will provide a written Risk Management & Contingency Plan, identifying potential risks such as: (1) data loss or corruption during transfer,

(2) delays in clearances or approvals of key personnel, (3) survey participant drop-offs.

4.13 Before the end of the PoP, the new contractor will provide a written Key Performance Indicators (KPIs) Report, including, at a minimum, project specific response rates, number of delayed deliverables, average time between JAMRS communication of a stakeholder Request for Information (RFI) and contractor-delivered answer, among other KPIs developed in conjunction with the incumbent contractor. The incumbent contractor will work with the new contractor to ensure the KPIs Report is reasonable based on their historical performance.

4.14 Before end of the PoP, the new contractor will conduct a Formal Contractor Transition meeting including JAMRS personnel and the incumbent contractor, serving as the formal transition of duties. The new contractor will provide JAMRS a written summary of this meeting.

5.0 DELIVERABLES

The Contractor shall provide deliverable(s) in a format mutually agreed upon by the Government and the Contractor. All deliverables will be reviewed for timeliness, accuracy and format. If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last workday prior to the due date. In fulfillment of this effort, the Contractor shall provide the following deliverables to the COR.

4 Ver: Aug 2020

Deliverable PWS Ref. Delivery Date Transition Team List 4.1 22 October 2025 Transition Kickoff Written Summary 4.2 22 October 2025 Weekly Transition Meeting Agendas 4.3 Every week Initial Personnel Report 4.4 15 November 2025 Knowledge Transfer Plan 4.5 15 November 2025 OPA.mil Upkeep Plan 4.6 15 December 2025 FOIA/Public Release Plan 4.7 15 December 2025 Market Research Timing and Survey Tempo Report

4.8 15 December 2025

Software and Platform Report 4.9 15 December 2025 Third Party Vendor List and POCs 4.10 15 December 2025 Onboarding and Staffing Plan 4.11 15 December 2025 Onboarding and Staffing Gaps Report 4.11.1 15 December 2025 Risk Management & Contingency Plan 4.12 15 December 2025 Key Performance Indicators (KPIs) Report 4.13 Before end of PoP Formal Contractor Transition 4.14 Before end of PoP

6.0 CONTRACTOR MANPOWER REPORTING

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). The DoD is in the process of transitioning reporting from eCMRA to the System for Award Management www.sam.gov for fiscal year 20 reports.

7.0 CONTRACTOR TRAVEL

No travel is anticipated.

8.0 SECURITY

8.1 Retrieving Identification Media. The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires;

e.g. terminated for cause, retirement, etc. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or http://www.sam.gov/

5 Ver: Aug 2020 within their Contractor-owned vehicle or privately-owned vehicle while on all DHRA installations.

8.2 For Official Use Only (FOUO). The Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

8.3 Reporting Requirements. Contractor personnel shall report to an appropriate authority 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.

8.4 Key Control/Access Badge Control. The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

9.0 PLACE OF PERFORMANCE

The Contractor will be working at the Contractor’s facility.

10.0 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

12.0 QUALITY ASSURANCE

12.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS.

12.2. Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

13.0 APPLICABLE DOCUMENTS

Document Web link

6 Ver: Aug 2020

DoD Directive 5400.11 https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011 p.pdf

DoD Directive 5400.16 http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540016p .pdf?ver=2017-08-11-124058-600

DoD Instruction 8510.01 https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/851001 p.pdf?ver=2019-02-26-101520-300

OMB

Memorandu m M-10-22 https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2 010/m10-22.pdf

DoDI 8551.01, Ports, Protocols, and Services Managemen t (PPSM) https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/855101 p.pdf

15.0 PERFORMANCE REQUIREMENT SUMMARY (PRS)

15.1 Purpose. The PRS lists performance objectives for the required services the Government will surveil. The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services” or “Inspection” or “Default” in the contract.

15.2 Components. The PRS states the performance objective (required service), and threshold (performance standard, accept and reject points (if applicable)) in either a qualitative or quantitative fashion for each critical success factor.

Performance Objective PWS

Paragraph Performance Standard/Acceptable

Timeliness and Quality Level Provide deliverables by the due date established by the COR and Contractor PM

5.0 Performance is acceptable when

there are no more than three (3) late deliverables in one month

Provide error-free deliverables 5.0 Performance is acceptable when deliverables have zero content errors and no more than four (4) typographical errors.

16. Mandatory Training Requirement for Contractor:

7 Ver: Aug 2020

Contractor employees performing under this contract shall complete the following mandatory annually. If additional mandatory training is required, amendment or modification will be issued to incorporate the changes.

1. OPSEC Awareness for Military Members, DoD Employees and Contractors IAW DoDM 5205.02, “DoD Operations Security (OPSEC) Program Manual,” dated October 29,2020 is currently available at: https://securityawareness.usalearning.gov/opsec/index.htm

2. Unauthorized Disclosure of Classified Information and Controlled Unclassified Information IAW DoDI 5200.48, “Controlled Unclassified Information (CUI),” dated March 6, 2020 is currently available at:

https://securityawareness.usalearning.gov/disclosure/index.html

3. Insider Threat Awareness IAW DoDD 5205.16, “The DoD Insider Threat Program,” dated August 28, 2017 is currently available at:

https://securityawareness.usalearning.gov/itawareness/index.htm

4. DoD Initial orientation and Awareness Training IAW DoDM 5200.01 Volume 3, Enclosure 5, is available at:

https://securityawareness.usalearning.gov/initialorientation/index.htm

5. Privacy Act and Personally Identifiable Information IAW DoDI 5400.11, “DoD Privacy and Civil Liberties Programs,” dated January 29, 2019 and the training is currently available at: https://securityawareness.usalearning.gov/piiv2/index.htm

6. IT Security Awareness IAW title 5, Code of Federal Regulations, section 930.301 and the training is currently available at: https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm

7. Counterintelligence Awareness and Reporting Training IAW DoD Directive 5240.06, “Counterintelligence Awareness and Reporting (CIAR),” dated July 21, 2017 and the training is currently available at:

https://securityawareness.usalearning.gov/cidod/index.html

The Contractor program manager shall provide a copy of its employee(s)’ training certificate to the COR to meet the mandatory training requirements.

https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/disclosure/index.html https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/initialorientation/index.htm https://securityawareness.usalearning.gov/piiv2/index.htm https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm https://securityawareness.usalearning.gov/cidod/index.html