Attachment 7 - HMDM TO1 SOW - Kick-Off Meeting.pdf

Statement of Work (SOW) – Kick-Off Meeting

Project Title: Holistic Models for Decision-Making (HMDM) 24 November 2025

Location: Hybrid and/or Virtual on Teams

1. Purpose of the Kick-Off Meeting

The purpose of the kick-off meeting is to formally commence execution of the HMDM research contract and to establish a unified operational, technical, and administrative framework between the Government and the contractor. This meeting marks the transition from contract award to active performance and is critical to setting expectations, establishing mutual understanding of objectives, aligning strategic priorities, and launching early-phase activities with precision and accountability.

The meeting will ensure all stakeholders are fully informed of roles, responsibilities, deliverable timelines, risk posture, security requirements, and communication protocols. It will also serve as a foundational event for building a collaborative relationship that supports transparency, agility, and technical excellence throughout the contract lifecycle.

2. Meeting Objectives

The contractor shall be prepared to engage on the following key objectives during the kick-off meeting:

2.1 Program Understanding

2.1.1 Demonstrate a foundational understanding of the HMDM Line of Effort, including its goals to develop high-fidelity cognitive models that inform warfighter decision-making in complex operational environments.

2.1.2 Highlight relevance to key mission areas: language processing, dynamic asset management, fatigue modeling, sensory stressors, and warfighter cognitive performance.

2.1.3 Provide a high-level overview of the contractor’s approach to supporting the three core technical areas:

2.1.3.1 Cognitive Modeling Research and Analysis

2.1.3.2 Cognition Model Design and Development

2.1.3.3 Research Integration, Evaluation, and Assessment

2.2 Work Plan and Initial Milestones.

2.2.1 Present a detailed 90-day execution roadmap, including technical objectives, key tasks, and anticipated outputs.

2.2.2 Identify all staffing assignments, including key technical personnel, program leadership, and subcontractor involvement (if applicable).

2.2.3 Outline initial technical milestones and dependencies, and how they align with government priorities.

2.2.4 Define planned integration points for government-furnished data, software, or equipment, and request any required government support or coordination.

2.3 Roles and Responsibilities

2.3.1 Introduce all key contractor personnel, including Program Manager (PM), Principal Investigators (PIs), Technical Leads, Security Manager, and Contract Administrator. Attendance of key contractor personnel is mandatory.

2.3.2 Define internal lines of authority, decision-making responsibilities, and escalation paths for issue resolution.

2.3.3 Confirm understanding of government oversight structure, including the roles and responsibilities of the Contracting Officer (CO), Contracting Officer's Representative (COR), and designated Technical Points of Contact (TPOCs).

2.3.4 Propose a structured communication protocol, including points of contact, reporting formats, meeting frequencies, and secure collaboration methods

2.4 Security, OPSEC, and Compliance

General Operations Security (OPSEC) procedures, policies and awareness are required in an effort to reduce program vulnerability from successful adversary collection and exploitation of critical information. OPSEC will be applied throughout the life cycle of the contract. The Critical Information and Indicator List (CIIL) and the XX OPSEC Plan will be provided upon request by AFRL/XX Information Protection Office. While working on the government installation, OPSEC guidance and OPSEC training will be provided by AFRL/XX Information Protection Office. This training will ensure contractors are familiar with XX’s CIIL and OPSEC Plan as it pertains to their contract. The contractor shall apply OPSEC in their management of their current program IAW AFI 10-701 Operations Security.

All contractor personnel require a minimum of a Tier 1 background check (T1)/SF85 for any position that requires access to the internet, use of automated information systems to cover standalone computers or unescorted entry into restricted or controlled areas prior to reporting for duty in support of any requirement. The investigation is not for a security clearance; it is for a position of trust. This is a mandatory requirement set forth in DoDM 5200.02_AFMAN 16-1405, Air Force Personnel Security Program. All documentation required for security certification shall be the responsibility of the contractor.

All documents, including papers, abstracts and posters shall be cleared by AF prior to public release.

The contractor shall:

2.4.1 Acknowledge all applicable security requirements, including personnel clearance thresholds, access controls, and facility usage constraints.

2.4.2 Confirm adherence to OPSEC and COMSEC training, handling, and reporting policies, including procedures for safeguarding sensitive or classified materials.

2.4.3 Review contractor’s internal security plan for compliance with contract security clauses, including incident response and mitigation procedures.

2.4.4 Discuss policies governing the public release of technical data, research findings, or publications, and the pre-approval process through designated government channels.

2.5 Reporting and Communication Protocols

2.5.1 Outline the contractor’s approach to performance monitoring, quality assurance, and status tracking.

2.5.2 Confirm reporting cadence, format, and responsible authors for:

2.5.2.1 Monthly Technical Progress Reports (TPRs)

2.5.2.2 Quarterly Integrated Status Reviews

2.5.2.3 Ad hoc data calls or executive summaries

2.5.3 Describe the secure methods that will be used for transmitting sensitive documentation or results to the Government.

2.6 Risk Identification and Early Issues

2.6.1 Provide a preliminary risk register including identified technical, staffing, logistical, or integration challenges.

2.6.2 Discuss mitigation strategies, contingency plans, and any immediate risks that require

Government intervention or cross-organizational coordination.

2.6.3 Identify any contractual, resource, or infrastructure dependencies that could delay or impact performance within the first 90 days.

2.7 Coordination with AFRL Facilities

2.7.1 Confirm understanding of coordination requirements with Wright-Patterson AFB and AFRL facilities for data access, testing, and system integration.

2.7.2 Outline contractor plans for obtaining facility access credentials, complying with base entry procedures, and scheduling onsite activities.

2.7.3 Discuss anticipated resource needs, laboratory interface requirements, and support expectations for integrated demonstrations or evaluations.

3. Contractor Kick-Off Deliverables

The contractor shall provide the following materials prior to or at the kick-off meeting to facilitate effective discussion and alignment:

3.1 Initial 90-Day Work Plan and Execution Timeline

3.2 Key Personnel Roster with Roles, Responsibilities, and Contact Information

3.3 Preliminary Risk Assessment, including mitigation strategies and Government support requirements

3.4 Security documentation for all personnel requiring access to Government facilities, networks, or controlled information

3.5 Draft Master Schedule identifying deliverables, review events, and key decision milestones across the Period of Performance (PoP)

4 Outcome of Kick-Off

At the conclusion of the meeting, the Government and contractor will:

4.1 Establish clear and agreed-upon next steps, including due dates and assigned parties

4.2 Resolve any outstanding administrative, technical, or contractual ambiguities

4.3 Confirm mutual understanding of the project scope, performance expectations, and strategic objectives

4.4 Capture and document all identified action items, with assigned owners, timelines, and methods of verification

4.5 All meeting outcomes shall be captured in a formal Kick-Off Meeting Summary developed by the Government, and to be distributed to all stakeholders within five (5) business days following the event.

5 Classification and Security

5.1 Security Classification for Kick-Off Meeting: TS/SCI

5.1.1 No classified materials or discussions are permitted during the kick-off meeting without prior coordination and written approval from the Contracting Officer.

5.1.2 All participants must comply with applicable OPSEC protocols, security briefings, and access control measures.

5.1.3 Secure communication channels and data handling procedures must be used for all sensitive interactions moving forward.