Attachment 4 OBAA Topic Solicitation No. 10 - SOW_RandD_Template.doc

Attachment 4

RFP #: 70RWMD22R00000006

DEPARTMENT OF HOMELAND SECURITY (DHS)

STATEMENT OF WORK (SOW)

FOR

<Enter Proposal Title> NOTES ON USING THIS TEMPLATE: This template is intended to assist you in preparing a comprehensive Statement of Work for services. The template provides a basic standard outline for the SOW and sample paragraph language. Your SOW should be tailored to meet the needs of your specific requirement. This template can be edited as you and your Contracting Officer deem necessary to delete areas that are not applicable to your requirement and/or to add areas that are unique to your requirement. The template can be used to prepare SOWs for contracts, task orders, and inter/intra-agency agreements.

IMPORTANT: All instructions (highlighted in blue), user notes (highlighted in pink), and user input guidance (highlighted in yellow) should be removed before finalizing the SOW document.

1.0 GENERAL

1.1 Background

The U.S. Department of Homeland Security (DHS) is committed to using cutting-edge technologies and scientific talent in their mission to make America safer. In December 2018, the Countering Weapons of Mass Destruction Act authorized the creation of the DHS Countering Weapons of Mass Destruction Office (CWMD). The mission of CWMD is to lead DHS efforts and coordinate with domestic and international partners to safeguard the United States against chemical, biological, radiological, and nuclear (CBRN) and health security threats. The DHS CWMD Research and Development (R&D) appropriation provides resources necessary to identify, explore, and demonstrate new technologies and capabilities that will help enable DHS and stakeholders to prevent, protect against, respond to, and mitigate nuclear, chemical, radiological, and biological threats and incidents.

Describe the project in general terms. Discuss the purpose of the project; why the project is being pursued; and, if relevant, how the project relates to other projects.

1.2 Scope

The scope should be a concise statement to provide the reader with an understanding of the magnitude and limitations of the work to be performed. It should specify the range and limits of the requested products and/or services. In some instances, including negative scope (i.e., what this SOW is not for or does not cover) may be appropriate.

1.3 OBJECTIVE

This should be a concise statement that describes the objective or desired goal you are trying to achieve with this solicitation. Provide a concise overview of the project and how the results or end products will be used.

1.4 APPLICABLE DOCUMENTS

Reference any documents (include date and version) that pertain to the requirement and are necessary for the contractor to perform the contract. If only portions of a document apply, be sure to clearly state the applicable portion(s). Also be sure to cite the document properly using conventional citation formats for statutes, regulations, etc. Be sure to attach, link, or otherwise make the required documents available to contractors.

1.4.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

<Enter solicitation number, proposal identification number, and proposal title>

1.4.2 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

<List document references>

2.0 SPECIFIC REQUIREMENTS/TASKS

Describe in clear, understandable terms exactly what you want the contractor to do, including any deliverables you expect from the contractor. Number each task and sub-task in this section to make it clear when referring to tasks/sub-tasks in other sections of this document, or if contractors have a question about a specific task description. Do not put more than one task per numbered paragraph or sub paragraph. Individual paragraphs for each task description, identified in a logical progression, will facilitate costing, referencing and tailoring tasks.

Do not restate in the SOW information that will be incorporated in other sections of the solicitation. If you have to refer to information explained in other sections of the solicitation, provide the reference to that section, do not re-write the information.

Here are some other points to keep in mind:

· Use the word “shall” whenever a provision is mandatory. For example: “The contractor shall . . . .” The word “will” expresses clarity of purpose or intent and usually refers to the government.

· Use active, rather than passive voice for the requirements so the contract is clear about what the contractor must perform, (e.g., “The Contractor shall provide program management support,” not “Program management support shall be provided by the Contractor”).

· Use simple sentence structure.

· Avoid redundancy.

· Use verbs that correctly describe the work requirements, such as implement, install, track, document, use, identify, create, inform, maintain, conduct, record, define, develop, perform, integrate, test, revise, monitor, assist, provide, resolve, etc.

· Avoid using words such as ensure, assure, best, all, every, certify, average, adequate, equal, any, either, and/or, and to the extent necessary.

· Avoid using pronouns when the applicable noun can be used.

· Use the same term for a particular item. Do not use variations of the term.

· Avoid ambiguity. Be specific, (e.g., “support services” is ambiguous).

· Define terms that need to be defined. Define acronyms the first time they are used in the SOW.

· Ensure deliverables are clearly stated and described.

· Ensure performance standards you are requiring in the SOW are necessary, realistic, specific, verifiable, objective, and measurable.

· Ensure acceptance criteria are clearly stated. Acceptance criteria may be cited in the paragraph that describes the deliverable or you may insert another column on the Deliverables chart in SOW 9.0.

· The SOW should provide the contractor with answers to six basic questions: who, what, when, where, how many or how much, and how well? It is important for the SOW to accurately answer these questions in order to allow the contractor the opportunity to accurately assess the level of expertise, the resources required, and the risks involved. Also, remember that a contractor will use the SOW to prepare its proposal, including its cost proposal, and a well written SOW also aids the Government in conducting the source selection evaluation and administering the contract performance after award.

· The SOW should identify only minimum requirements, eliminating the “nice to haves.” Consider the use of a program Work Breakdown Structure (WBS) to outline the required work effort. A WBS is an outcome-oriented analysis of the work involved in a project that defines the total scope of the project. It divides a project or major activity into successive levels, in which each level is a finer breakdown of the preceding one. In final form, a WBS is very similar in structure and layout to a document outline with each item at a specific level of a WBS numbered consecutively.

· The requirements/tasks should be presented in sequential or some other logical order.

· The SOW should follow the phase structure identified in the topic area.

· The SOW becomes the standard for measuring contractor performance. The sentences should be written so that there is no question of whether the contractor is obligated to perform specific tasks. As the contracted effort progresses, the government and the contractor look to the SOW to determine rights and obligations concerning what work is required to be performed. Often, how well the SOW is written determines the legal enforceability of the contract and also is the determining factor in resolving scope of work issues.

· Don’t assume anything. Keep asking yourself what is missing from the SOW.

2.1 TASK ONE. <Add title of specific task>

Xxxxxxx

2.1.1 Xxxxx (DEFINE QUANTITATIVE (performance or time) MILESTONE FOR EACH SUBTASK. Current phase should be more detailed than future phases. Each new phase should have these milestones defined.

2.1.2 Xxxxx

2.2 TASK TWO. <Add title of specific task>

Xxxxxxx

2.2.1 Xxxxx

2.2.2 Xxxxx

2.3 TASK THREE. <Add title of specific task>

Xxxxxxx

2.3.1 Xxxxx

2.3.2 Xxxxx

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

<List the positions designated as Key for the requirement, to include the Principal Investigator and Project Manager>

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager shall be available to the COR via telephone between the hours of 9:00 AM and 5:00 PM EST/EDT, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information may be required under this SOW. The maximum level of classification is Secret. The details will be specified in a Department of Defense (DD) Form 254. Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance. In addition, Contractor will also require access to unclassified, but Sensitive Security Information (SSI) and For Official Use Only (FOUO) information, under this SOW. Contractor employees shall safeguard all SSI, FOUO, and classified information against unauthorized disclosure or dissemination.

4.2 Period of Performance

The period of performance for this contract is a twelve (12) month base period with <insert number of option periods> option periods as follows:

Base Period/Phase I

12 months Option Period One/Phase xx insert length in months Option Period Two/Phase xx insert length in months Option Period Three/Phase xx insert length in months

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities, with visits to the Department of Homeland Security facilities in the National Capital Region, and other Government-specified locations, as required.

4.4 Travel

Contractor travel shall be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.5 POST AWARD/KICK-OFF MEETING

The Contractor shall attend a Post Award/Kick-Off Meeting with the Contracting Officer and the COR no later than 20 business days after the date of award. The purpose of the Post Award/Kick-off meeting, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award/Kick-Off Meeting will be held at the Government’s facility or via teleconference.

4.6 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and COR via electronic mail based on a CWMD specified template. The report will be due on the 15th of every month. This report will include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted, and any Contractor concerns or recommendations for the previous reporting period.

4.7 PROGRESS MEETINGS

The Project Manager shall meet with the COR on a quarterly basis and in association with interim and end-of-phase milestones to discuss progress, exchange information and resolve emergent technical problems and issues. Briefing materials will be prepared for these discussions in accordance with a Government approved template. These meetings will take place at either the Government’s or Contractor’s facilities, or other location as mutually agreed to by both parties, or via teleconference.

4.8 GENERAL REPORT AND BRIEFING REQUIREMENTS

The Contractor shall provide all written reports and briefings in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows 7, Adobe, and Microsoft Office Applications).

4.9 INTELLECTUAL PROPERTY

It is recommended that you discuss intellectual property matters with your Contracting Officer and a DHS General Law Attorney. The General Law Attorney will involve a DHS Intellectual Property Attorney, as needed. If the Offeror’s proposal is selected for funding, the Contracting Officer will contact the apparent awardee so that the apparent awardee has the opportunity to submit assertions in accordance with FAR clause 52.227‐20. The assertions must be identified and assertion of use, release, or disclosure must be provided for the government’s review and acceptance. Contracts cannot be awarded until assertions have been approved. This section will include text capturing the approved assertions information.

4.10 PROTECTION OF INFORMATION

Not applicable.

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the following property to the Contractor for work required under this contract:

<List property to be provided.

The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract, and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

If the Government will provide information, data and/or documents to the Contractor to accomplish the work specified in this SOW, insert one of the following paragraphs:

The Government will provide the following information, data and documents to the Contractor for work required under this contract:

· Lists of chemical targets of interest, to include threat chemicals, precursors, substrate materials, and background/interferent chemicals, as Government Furnished Information (GFI).

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will have 5 business days to review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will provide an e-mail to the Contractor notifying them that the deliverable has been accepted.

The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor will have 5 business days to address deficiencies and return it per delivery instructions.

9.0 DELIVERABLES

The Contractor will consider items in BOLD as having mandatory due dates.

Final report/equipment list report no later than the last day of the Period of Performance of the entire project.

COR/PM, Contracting Officer

All deliverables shall be sent in accordance with the table to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) identified in the contract Terms & Conditions. All financial and management reports shall be sent electronically to the COR, CO, and any Contract Specialist (CS) at the addresses listed in the contract Terms & Conditions.

10.0 POINTS OF CONTACT

<<Insert performer’s name>> Points of Contact (POCs) are as follows:

· Technical POC(s) – <<provide name, address, e-mail, phone for Principle Investigator and Project Manager>>

· Financial POC(s) – <<provide name, address, e-mail, phone for business POC>> <<Insert performer’s name>> may change the individual designated as a POC upon notice to the COR and CO of such change.

The DHS POCs are as follows (Note: Will be filled out by CWMD if selected for award):

· Contracting Officer <<CO name>>

Countering Weapons of Mass Destruction (CWMD) Office

U.S. Department of Homeland Security

<<Insert CO’s phone number>>

<<Insert CO’s e-mail >>

· Contracting Officer’s Representative <<COR name>>

Countering Weapons of Mass Destruction (CWMD) Office

U.S. Department of Homeland Security

<<Insert COR phone number>>

<<Insert COR e-mail >>

· Alternate Contracting Officer’s Representative <<COR name>>

Countering Weapons of Mass Destruction (CWMD) Office

U.S. Department of Homeland Security

<<Insert COR phone number>>

<<Insert COR e-mail >>

· Resource Manager <<Resource manager name>>

Countering Weapons of Mass Destruction (CWMD) Office

U.S. Department of Homeland Security

<<Insert Resource Manager’s phone number>>

<<Insert Resource Manager’s e-mail >>

DHS CWMD may change the individual designated as a POC upon notice to <<insert performer’s name>>.