Attch 1 - PWS IDIQ.pdf

Performance Work Statement Defense Support Services Center (DSSC)

Federal Voting Assistance Program / Integrated Outreach IDIQ

1.0 INTRODUCTION

1.1 The Federal Voting Assistance Program (FVAP) requires contractor support to provide nonpartisan absentee voter assistance through marketing, education, and research services.

Deliverables include items that will inform Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) citizens of their voting rights and options, increase awareness of FVAP’s tools and services, and enable data-driven decision making for current and future activities.

2.0 BACKGROUND

2.1 FVAP seeks to increase voter and stakeholder awareness of UOCAVA by distributing information about voter registration, absentee ballot requests, and use of a backup ballot.

Surveys of absent military and overseas citizen voters frequently show that they need more awareness of FVAP’s resources. FVAP consistently works to improve the outreach techniques, messages, and information provided to UOCAVA voters and their supporters, such as Voting Assistance Officers, Election Officials, and advocacy groups. Recent research has identified assistance gaps and revealed new avenues for FVAP to reach its prospective audience. Pursuant to the authority in Title 52, United States Code, Section 20304(c), FVAP seeks to better reach these voters with improved outreach techniques and to notify them of absentee voting procedures and how relevant voters can utilize these procedures. An annual report to Congress that describes the effectiveness of the voting assistance program requires FVAP to research and evaluate data to improve outreach efforts.

2.2 To better reach target audiences, FVAP requires an in-depth understanding of the communication practices of these audiences and the ability to translate complicated research data into actionable insights. Frequent monitoring of FVAP’s media, messaging, and web presence is required to maintain an informed overview of its voter assistance activities. FVAP seeks support to analyze and interpret findings from election data and surveys. Title 10, Sections 1566 and 1566a require the Secretary of Defense to prescribe regulations under the National Voter Registration Act Section 52 U.S.C. § 20506 and DoDI 1000.04, Federal Voting Assistance Program for the military Services to provide voting assistance and maintain Voting Assistance Offices. FVAP regularly gathers compliance information through site visits, mandatory metrics, and direct outreach to military installations. To communicate best practices to the Services in the midst of institutional and policy changes, FVAP will assess current practices and compile recommendations based on the Services’ feedback.

3.0 SCOPE

3.1 The Contractor will provide the personnel, management, materials, and equipment necessary to create and provide integrated nonpartisan marketing, education, and research deliverables for FVAP to utilize. . This includes advertising, direct outreach, database and interactive marketing, public relations, media planning, voter assistance education, research, and data analysis.

3.2 The Government will issue Task Orders to obtain services under this contract. Each Task Order will include specific requirements. This Performance Work Statement (PWS) describes the types of services that may be required under this contract.

4.0 REQUIREMENTS

4.1 Program Management. Provide program management for the contract, its employees, and their assigned activities.

4.1.1 Host a kick-off meeting within 5 Business days after each new task order is awarded.

Discuss any items requiring clarification and provide information to support each deliverable. Provide a written summary of the kick-off meeting within 2 Business days of each meeting.

4.1.2 Submit weekly status reports on all deliverables. Status reports will outline each project’s current deadlines, milestones, and outstanding actions. Highlight items at risk of missing deadlines. Submit month-end reports on all deliverables in the form of a PowerPoint presentation. Each slide should detail completion dates and action items for major deliverables. The month-end report will count as the status report for that week.

4.1.3 Upon completion of a project, provide final deliverable to FVAP in the file format and naming convention specified by the COR. All deliverables will be clearly labeled and organized for FVAP to utilize and share with its stakeholders.

4.2 Research

4.2.1 Gather strategic insights by conducting focus groups, and interviews of active duty military members, military spouses, overseas citizens, Election Officials, and Voting Assistance Officers. Collect and tabulate data to create documented databases that are ready for analysis. Analyze and evaluate data collection methods for recommendations on best practices and improvements to survey instruments. Review survey data for insights on barriers, opinions, and tactics for survey groups. For examples of survey instruments and reports see http://www.fvap.gov/info/reports-surveys/search-reports-surveys, https://www.fvap.gov/uploads/FVAP/Reports/FVAP_ADM-Technical-Report- 2020_FINAL_20210831.pdf, and https://www.fvap.gov/uploads/FVAP/Reports/OCPA- 2020-Final-Report_20220805.pdf

4.2.2 Analyze and interpret findings from past FVAP surveys. Present findings to FVAP in reports that contain actionable insights from research results and meet UOCAVA reporting requirements. Write an integrated report that incorporates analyses of various research questions. Incorporate other voting-related studies, and analyze survey results versus numbers reported to FVAP. Create executive research notes for public release.

Include a marketing distribution plan that promotes FVAP’s brand value as a source of http://www.fvap.gov/info/reports-surveys/search-reports-surveys https://www.fvap.gov/uploads/FVAP/Reports/FVAP_ADM-Technical-Report-2020_FINAL_20210831.pdf https://www.fvap.gov/uploads/FVAP/Reports/FVAP_ADM-Technical-Report-2020_FINAL_20210831.pdf https://www.fvap.gov/uploads/FVAP/Reports/OCPA-2020-Final-Report_20220805.pdf https://www.fvap.gov/uploads/FVAP/Reports/OCPA-2020-Final-Report_20220805.pdf election data. Examples of current executive notes can be found at https://www.fvap.gov/uploads/FVAP/Reports/OCPA-Research-Note_Final.pdf and https://www.fvap.gov/uploads/FVAP/Reports/2020-ESB-Research-Note_Final.pdf

4.2.3 Communication Research Notes. Develop one communication research note not more often than every quarter on a COR-approved subject. Identify key analytic insights resulting from FVAP surveys so FVAP can better understand its stakeholders and improve communication techniques. Each research note should include a distribution plan that raises FVAP’s brand value as a source of election data. Research notes will include an executive summary, introduce the issue, appropriately detail the analytic methods used, and highlight the importance to FVAP and the UOCAVA population more broadly. The notes will be written and formatted in a manner appropriate for distribution on the FVAP website and tailored towards public consumption. Develop supporting infographics that visually convey key findings to the average site visitor. Current examples of research notes can be found at https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_2016102 5.pdf and https://www.fvap.gov/uploads/FVAP/Reports/Assessing-State-UOCAVA- Web-Pages-FINAL.pdf

4.2.4 Provide research support and perform data analysis. Level of effort is determined based on the task order and has historically been approximately one to two FTE or equivalent. Areas of support include but are not limited to projects involving packaging of survey data for the report to Congress, dashboard and Geographic Information Systems (GIS) mapping software, ballot transmission, return/rejection rates, and resource utilization.

4.3 Communications

4.3.1 Develop a comprehensive strategic communications plan that includes creative outreach (4.3.2), a media plan (4.4.1), and a crisis plan (4.5.1). Facilitate two planning sessions with FVAP to prepare for each federal election cycle. These will be task order specific and be held in odd-numbered years preceding federal elections in even years. The first session will review results from the previous election cycle and recommend adjusted strategies and tactics for inclusion in the draft communication plan. The second session will dive deep into the draft communication plan and refine it where necessary. Planning sessions and meetings that inform the overall campaign will include additional planning documents without the need for a separate, dedicated planning process. Apply lessons learned and research findings to ongoing marketing and outreach efforts. Leverage preliminary post-election survey data to capitalize on what worked and revise what did not. The communication plan for all target audiences will include situational analysis, audience identification and analysis, messaging, strategies, tactics, and timelines.

4.3.2 Provide creative outreach production services for execution of the strategic communication plan. Production capabilities include graphic design services, printing and shipping (to include labeling and packaging) of collateral materials to FVAP specified locations (i.e. warehouses, military installations, and Embassies), commercial photography and videography, and interactive marketing (web, CD/DVD, TV, and radio).

Creative work must embrace the FVAP mission and be well conceived to execute a https://www.fvap.gov/uploads/FVAP/Reports/2020-ESB-Research-Note_Final.pdf https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_20161025.pdf https://www.fvap.gov/uploads/FVAP/Reports/SocialConnectivityResearchNote_20161025.pdf https://www.fvap.gov/uploads/FVAP/Reports/Assessing-State-UOCAVA-Web-Pages-FINAL.pdf https://www.fvap.gov/uploads/FVAP/Reports/Assessing-State-UOCAVA-Web-Pages-FINAL.pdf multi-disciplinary communications plan. Creative development is determined by the message that needs to be communicated, the audience it is intended for, and the platform through which it will be presented. If feasible and beneficial, creative content may be vetted by focus group feedback. Creative development for broadcast, internet, and social media campaigns includes copy platforms, advertising campaigns based on a single theme, unique selling propositions, brand image, dramatic elements, and brand positioning.

Oversee all production, to include creative development, location and studio filming, and talent acquisition. Document talent contracts, music rights, and any other information that involves legal issues to broadcast, use, or distribute content. Broadcast products will become the sole property of FVAP. Update and create outreach materials that spread awareness of FVAP initiatives, and drive stakeholders to desired outcomes and online conversion. Outreach materials include but are not limited to pamphlets, booklets, brochures, newsletters, newspaper advertisements, printed and electronic displays, exhibit materials, posters, web banners, apps, video, radio, and interactive tools. Provide translation and foreign language support including redesigning and formatting translated forms and materials. Print hardcopy collateral materials (ex. Voting Assistance Guide, workshop booklets, and wallet cards) on an as need basis and mail them to FVAP specified locations. Examples of outreach materials can be found at www.FVAP.gov/info/outreach. All products created in performance of the contract are the property of the Government and may not be used for any other purposes without the Government’s permission.

4.3.3 Provide training tool update recommendations and content management that explains complex absentee voting procedures. Training tool audiences include Voting Assistance Officers, Installation Voter Assistance Offices, Election Officials, voter advocacy organizations, and overseas absentee voters. Existing training modules can be found at https://www.fvap.gov/vao/training and https://www.fvap.gov/eo/training. Research adult education best practices that assess stakeholder apprehension about FVAP’s training and communications services. Develop and maintain a host environment that supports, along with COR agreed upon reporting metric exports monthly:

• Windows Server 2008 R2 Standard and/or Windows Server 2019

• Microsoft IIS 7.5

• Custom web application and web services built using Microsoft ASP.Net 4.0

• Microsoft SQL Server 2008

• Training Modules packaged for the web (html and JavaScript compliant)

4.4 Media

4.4.1 Prior to each federal election cycle develop a media plan that includes paid, earned, and organic social media strategies and tactics. This will be determined at the task order level.

Explain marketing choices, performance forecasts, and multi-faceted approach to reach and engage target audiences. Media plan will emphasize, but not be limited to, reaching young military Service members (18-24 years old), spouses, and overseas citizens. The plan will use targeting, scalability, and relevancy criteria; be based on an estimated $500K media budget; and emphasize digital and social ads. The plan will utilize current platforms (e.g., Facebook, X(Twitter), Google) and recommend others. Use of additional platforms is subject to approval.

http://www.fvap.gov/info/outreach https://www.fvap.gov/vao/training

4.4.2 Post content and place approved media campaigns that target military members, their families, and overseas citizens during federal elections. Integrate media planning and buying functions across a full array of traditional, integrated, and emerging media platform. Execute media buys per Government-approved media plans. Place approved print, digital, and social media advertising using new and emergent technologies, for example, social media outlets, mobile applications, tablet media, blogs, podcasts, and livestreams. Place, monitor, update, and optimize ads on search engines (e.g., Google and Yahoo!). Place advertising in weekly and monthly print and online publications, including the Military Times Group, Stars & Stripes, Military Spouse, Casale, Buzzfeed, Tribal Fusion, and Facebook. Identify earned media outlets and pitch stories to them on behalf of FVAP. See the 2020 Report to Congress for examples of FVAP’s media purchases and results. https://www.fvap.gov/uploads/FVAP/Reports/FVAP-2020-Report-to-Congress_20210916_FINAL.pdf

4.4.3 Monitor purchased outreach outlets on a weekly basis to ensure vendors perform in support of communications plan. Report outcomes and adjustments to FVAP on a monthly basis. Includes SIGMA encoding, placement monitoring, audience deliveries, delivery data, and optimization, as well as inclusion and tracking through Google Analytics for full-picture metrics. During election years, monitor mass and social media engagement on a daily basis through comprehensive coverage of FVAP and its key topics using news and social media monitoring services. Monitor print advertising placements as publication issues become available and secure proof of publication. Monitor for print production quality (color fidelity and reproduction values) and for ad unit placement within publication. Monitor digital, social media, and search engine placements among networks and optimize placements to achieve efficient click-through rates. Deliver metrics-tracking, copies of placements, and weekly monitoring reports.

4.4.4 Report on paid media buys and their results. Provide performance guarantees with media sources. Pursue make-good advertising placements if actual performance does not meet agreed guarantees. Utilize data-driven measurement techniques to evaluate the effectiveness and efficiency of media buys. Emphasize outcomes that support FVAP’s mission and measure return on investment for each component of the buy. Provide expert recommendations with media mix and spending, media planning, creative content development, and evaluation. Employ industry effectiveness measures in media planning, placement, and evaluation. This includes reach and frequency, cost-per-thousand, audience composition, audited circulation data, editorial profiles, and ratings. Use effectiveness measures to determine the most cost-effective media to reach FVAP target audiences. Conduct post-buy analyses that compare actual results to the media plans.

Establish metrics reports that provide path analyses of the advertising efforts. Leverage tracking features of FVAP’s Google Analytics tool to track data as specified in Task Orders.

4.4.5 Review post-election campaign analytics to determine whether communications plan was optimized for target audiences, behavioral goals, and conversion. Establish Key Performance Indicator (KPI) targets, retroactively compare against past metrics, and develop custom dashboard in Google Analytics. Conduct technical and content review to increase search engine traffic, optimize links and content, solve technical issues, and set specific metrics to monitor and track organic traffic. Provide recommendations for updating and optimizing FVAP.gov, including modernizing the appearance of the website and improving the user experience toward greater usefulness, credibility, usability, accessibility, and discoverability. Report on campaign activities, lessons learned, and potential adjustments to strategy or tactics, including new partnerships, products, and activities.

4.5 Public Relations

4.5.1 Plan, coordinate, and execute public relations activities to raise awareness of FVAP and address issues arising from legislative changes, outreach initiatives, research findings, and federal elections. Direct engagement media with media or the public beyond the preparation of materials will need to follow applicable guidelines and coordinated with the DoD Public Affairs Office. Assess partner engagement activities and foster ongoing relationships. Assist with cross-Service speaking engagements on public relations-related issues and strategies. Identify spokespersons for potential speaking engagements.

Historically, FVAP engaged in Pentagon press conferences, blogger roundtables, and media engagements with outlets such as CNN, Washington Times, Politico, New York Times, and NPR. Identify potential new partners and establish relationships for elections.

Facilitate meetings between FVAP and nongovernmental organizations, provide ideas for joint activities, and develop one major activity to dovetail with key communications activity each election year. FVAP staff will act as direct liaisons with partner organizations. The contractor will not serve as personal services contractors or perform inherently governmental services by appearing as federal employees or generate policy on behalf of the government. The contractor shall provide environmental scans, contact information, outreach materials, and outcome evaluations for converted organizations.

4.5.2 Coordinate and execute all media services (wire and mat releases, press release distribution) and broadcast clippings (news wire, media clippings, and tracking pixels).

Develop and produce press releases, public affairs guidance, press kits, interactive presentations, and other media materials. Based on lists of media in geographic areas with high numbers of UOCAVA citizens, as well as national and international media and contributors who cover UOCAVA-related issues, build and nurture relationships with the media to position FVAP as an authoritative source of election information. An example of a press release can be found at https://www.fvap.gov/info/news/2021/9/27/fvap-releases-2020-post-election-report-to-congress

4.5.3 Gain coverage of FVAP’s research contributions by promoting Post Election Voting (PEV) survey findings, research notes, and the Post-Election Report to Congress through direct media outreach to national networks. Disseminate new information to increase positive mentions of FVAP during an off-year with direct outreach pushes around the release of major reports. Draft a media-friendly brief summarizing the key points of the research, prepare a press release, and develop supporting infographics and graphs to appeal to media and visually convey the key points of the research. Conduct direct outreach to the appropriate media list(s), and repurpose graphical elements by converting them to https://www.fvap.gov/info/news/2021/9/27/fvap-releases-2020-post-election-report-to-congress https://www.fvap.gov/info/news/2021/9/27/fvap-releases-2020-post-election-report-to-congress shareables for distribution on social media channels. Examples of media-friendly briefs can be found at https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress and https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters . Examples of earned coverage can be found at https://www.fvap.gov/uploads/FVAP/Reports/FVAP2016Report_20170731_final.pdf

4.5.4 Collect broadcast clippings with news wire and media tracking services. Provide a consolidated weekly report to the COR. Report hot-topic items to FVAP within five business hours of the article being posted (FVAP business hours are 0730-1600 ET).

These are issues that are likely to generate media and Congressional interest, leading to increased queries and/or criticism.

4.6 WEB APPLICATION SECURITY & RISK MANAGEMENT

4.6.1 The DMDC Director is the appointed Chief Information Officer (CIO) and Authorizing

Official (AO) for DHRA managed systems and applications. FVAP falls under the oversight of DMDC for all IT system portfolio management and cybersecurity. DMDC’s role is to provide IT strategy, guidance, policy, oversight, and reporting for all DHRA systems. This is done in coordination with FVAP. The contractor shall support FVAP with the executing of activities/tasks to meet the requirements to develop and maintain DoD system(s) and applications in accordance with DoD, DISA, DHRA, DMDC, DSSC, and DSSC policies, directives, instructions, processes, procedures, and guidance.

5.0 DELIVERABLES

5.1 The Contractor shall provide deliverable(s) in a format designated by the Government.

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 work day prior to the due date. In fulfillment of this effort, the Contractor shall provide the following deliverables to the COR.

Deliverables Ref. Delivery Date Task Order Kick-off Meeting and Summary 4.1.1 No later than (NLT) 5 business days after award

Summary NLT 2 business days after meeting Status Reports 4.1.2 NLT noon eastern every Wednesday Data Collection 4.2.1 Annually, NLT end of calendar year Data Collection Analysis 4.2.2 Annually, NLT end of calendar year Research Notes 4.2.3 NLT the last day of each quarter Ad Hoc Research Support Notes 4.2.4 NLT one week following request

Communications Plan 4.3.1 NLT September 1 of odd years Creative Production 4.3.2 NLT the last day of each quarter https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress https://www.fvap.gov/info/news/2017/8/8/fvap-releases-2016-post-election-report-to-congress https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters https://www.fvap.gov/info/news/2016/9/21/dod-releases-new-estimates-and-survey-of-overseas-voters https://www.fvap.gov/uploads/FVAP/Reports/FVAP2016Report_20170731_final.pdf

Deliverables Ref. Delivery Date Training Tool Evaluation and Hosting 4.3.3 NLT 6 months after presidential elections

Continuous Media Plan 4.4.1 NLT September 1 of odd years Media Buy 4.4.2 March 1 – November 30 of even years Media Buy Monitoring 4.4.3 March 1 – November 30 of even years Media Buy Metrics 4.4.4 NLT 3 months after each federal election Post-Campaign Report 4.4.5 NLT 3 months after each federal election Public Relations Plan 4.5.1 NLT September 1 of odd years Press Releases 4.5.2 NLT the last day of each quarter

Media Briefs 4.5.3 One for every research note and annual FVAP report to Congress

Media Monitoring 4.5.4

February 1 – November 30 of even years Weekly consolidated reports NLT noon following Monday Report hot-topic items within 5 business hours

5.2 CONTRACTOR MANPOWER The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the System for Award Management (SAM) (https://sam.gov) in accordance with

DFARS 252.204-7023.

6.0 CONTRACTOR TRAVEL

6.1 Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor shall obtain prior written approval from the COR before making travel arrangements. Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts).

No fee or G&A will be allowed, only actual costs will be reimbursed. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

6.2 Travel may be required to provide in-person meetings with FVAP for support as specified in this contract. Travel may occur within the continental United States (CONUS) or outside the continental United States (OCONUS).

7.0 RECORDS MANAGEMENT

7.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated https://sam.gov/ with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

7.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

7.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

7.4 Defense Human Resources Activity and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of Defense Human Resources Activity or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Contracting Officer’s Representative (COR). Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the COR and the Defense Human Resources Activity Component Records Management Officer at dodhra.mc-alex.dhra-hq.mbx.records@mail.mil so DHRA may report promptly to NARA in accordance with 36 CFR 1230.

7.5 The Contractor shall immediately notify the COR upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know in accordance with all applicable privacy, security, and information protection policies. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the COR. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to DHRA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the COR. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (7.4).

7.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Defense Human Resources Activity guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Defense Human Resources Activity policy.

7.8 The Contractor shall not create or maintain any records containing any non-public Defense Human Resources Activity information that are not specifically tied to or authorized by the contract.

7.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

7.10 The Defense Human Resources Activity owns the rights to all data and records produced as part of this contract. The contractor shall not include any contractor markings on deliverables created under the contract. All deliverables under the contract are the property of the U.S. Government for which Defense Human Resources Activity shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. The contractor shall not use or disclose any data or deliverables under this contract for any purposes other than performing the contract, unless expressly approved by the Government.

8.0 SECURITY

8.1 Personnel Security. Overarching security requirements are UNCLASSIFIED access.

Assigned Contractor/Subcontractor personnel under this contract will require a DoD credential, also known as the Common Access Card (CAC) for physical and logical access to federally controlled facilities and or access to DoD Information Systems (IS) with Personally Identifiable Information (PII) or Controlled Unclassified Information (CUI).

8.1.1 The assigned contractor personnel requiring a CAC and access to DoD PII/CUI data on this contract are required to obtain and maintain the appropriate background investigation

(BI) and adjudication or suitability determination in accordance with DODI 5200.02-DoD Personnel Security Program (PSP).

8.1.2 Assigned contractor/subcontractor personnel on this contract will be designated a Noncritical-Sensitive position for Unclassified access.

8.1.3 Provide personnel already vetted or able to undergo a background investigation according to Department of Defense (DoD) regulations.

8.1.4 Must have or be able to obtain a completed Tier 3 (T3) an equivalent or higher BI according to the Defense Counterintelligence and Security Agency (DCSA) and the Office of Personnel Management (OPM) investigative alignment.

8.2 Security Clearances. N/A

8.3 Staffing.

8.3.1 The personnel supporting this contract requiring a DHRA sponsored CAC, access to DoD network(s), DoD information systems with CUI/PII data or IT/Information Systems must be Citizens of the United States. This includes personnel assigned or working on the contract at any remote sites.

8.4 Onboarding.

8.4.1 Prior to requesting access to DHRA sponsored resources (e.g., DoD credential(s), IT systems, information systems, email or facility), the appointed contractor must have a favorably adjudicated Tier 3 BI that meets the requirement for access at DHRA or be in the process of a Personnel Security Investigation (PSI) equivalent or greater in scope with a minimum of interim eligibility.

8.5 Listing of Employees & Clearance Documentation.

8.5.1 The Contractor shall maintain a current listing of employees. Within 10 calendar days of contract award, the Contractor shall provide the COR a list with the names, location of performance and clearance requirements of all company employees assigned to this effort.

The list shall be validated by the company and DHRA Personnel Security (PERSEC). An updated listing shall be provided when an employee's status or information changes.

8.6 Access To Sensitive Information.

8.6.1 To the extent that the work under this contract requires the Contractor to have access to DoD sensitive information the Contractor shall after receipt thereof, treat such information as confidential and safeguard such information from unauthorized use and disclosure. The Contractor agrees not to appropriate such information for its own use or to disclose such information to third parties unless specifically authorized by the Government in writing.

8.6.2 The Contractor shall allow access only to those employees who need the sensitive information to perform services under this contract and agrees that sensitive information shall be used solely for the purpose of performing services under this contract. The Contractor shall ensure that its employees will not discuss, divulge or disclose any such sensitive information to any person or entity except those persons within the Contractor’s organization directly concerned with the performance of the contract.

8.7 Information Technology (IT) Level Investigation Requirements. N/A

8.8 Personal Identifiable Information (PII) and Tier Investigations.

8.8.1 All personnel supporting this contract must protect PII data according to the Privacy Act of 1974. Personnel requiring access to Information Technology (IT) or access to DoD Information Systems that contain military active duty, guard, or reservists’ PII or information pertaining to Service members that are otherwise protected from disclosure where such access has the potential to cause serious damage to national security, must be vetted accordingly and protect the data, including, but is not limited to the abilities and capability according to the job functions mentioned here:

8.8.2 Tier 5/Tier 5R for Special-Sensitive/Critical-Sensitive – High Risk: All personnel with administrative capabilities in a system storing PII, personnel security investigations or adjudication determination requires a Tier-5 (T5) BI.

8.8.3 Tier 3/Tier 3R for Noncritical-Sensitive – Moderate Risk: All personnel with the ability to aggregate and extract military PII en masses from an automated records repository requires at a minimum, a favorably adjudicated Tier-3 (T3) BI or equivalent.

8.8.4 Tier 1 for Non-Sensitive – Low Risk: All Personnel whose access to military PII is limited to data entry or singular search capability require, a minimum, a favorably adjudicated Tier-1 (T1) BI.

8.8.5 The Contractor shall report immediately to the DHRA Privacy Office and secondly to the

COR discovery of any Privacy breach.

8.9 Controlled Unclassified Information Requirements for DoD Contractors. The following procedures will be used to protect Controlled Unclassified Information (CUI) documents and materials:

8.9.1 HANDLING: Access to CUI material shall be limited to those employees needing the material to perform their duties. The CUI marking is assigned to documents and material created by a DoD User Agency. CUI is not a classification, but requires extra precautions to ensure it is properly safeguarded and disseminated and is not released to the public without government authorization.

8.9.2 MARKING: Mark unclassified documents containing CUI: “CUI" at the top and bottom of each page, include the CUI warning box, and the CUI Designation Indicator Block as required in DoDI 5200.48.

8.9.2.1 Mark other records such as computer print outs, photographs, films, tapes, or slides in accordance with DoDI 5200.48 so the receiver or viewer knows that it contains CUI material.

8.9.2.2 Mark a message containing material in accordance with DoDI 5200.48. Unclassified messages containing CUI material must show the abbreviation (CUI) before the text begins.

8.9.2.3 Ensure documents transmitting CUI material call attention to any attachments containing

CUI.

8.9.2.4 CUI material released to a contractor by a DoD user agency must have the following statement on the front page or cover:

THIS DOCUMENT CONTAINS CUI MATERIAL AND MUST BE REVIEWED BY A

GOVERNMENT REPRESENTATIVE UNDER THE REQUIREMENTS OF DODI

5200.48, DODI 5230.09, and DODI 5230.29.

8.9.3 STORAGE: During normal duty hours, place CUI material in an out-of-sight location if your work area is accessible to persons who do not have an authorized government purpose for access to the material. After normal duty hours, store CUI material to prevent unauthorized access. File with other unclassified records in unlocked files or desks when internal building security is provided and the file is marked as CUI. When there is no internal security, locked buildings or rooms usually provide adequate after hours protection. For additional protection, store CUI material in locked containers such as file cabinets, desks, or bookcases.

8.9.4 TRANSMISSION: CUI documents and materials may be transmitted via first class mail, parcel post or for bulky shipments-fourth class mail. Within the CONUS discussion of CUI material on the telephone is authorized if necessary for the performance of the contract and no alternative is available. Electronic transmission of

CUI (voice, data, or facsimile) should be by approved secure communications systems whenever practical. If there is a fax transmission, the sender must ensure the intended receiver is available to receive it or a cover sheet will be used to allow carrying it to the final recipient to avoid unauthorized disclosure of the CUI.

8.9.5 RELEASE: CUI material shall not be released outside of the contractor’s facility except to the representative of DoD or DHRA.

8.9.6 DESTRUCTION: When the CUI material no longer meets the threshold for safeguarding and dissemination, it shall be immediately decontrolled, be processed through the records management process, and destroyed by the approved methods identified in DoDI 5200.48 precluding its disclosure to unauthorized individuals by rendering it unreadable, indecipherable, and irrecoverable.

8.10 Position of Trust (POT) Requirements. DCSA and OPM offers the Tier background investigations, Tier 1 (T1) – Tier 5 (T5) for Position of Trust determination. The T5 being the most stringent investigation and T1 being the least stringent.

8.10.1 The Government is responsible for the cost of POT or sponsor a DoD-determined equivalent background check for unclassified access.

8.10.2 The Position of Trust BI process requires the DoD Government Security Office to review each request and establish the BI sponsorship. Submit a request and list of personnel for security investigation to the DHRA Security Office point of contact(s) to be provided by the COR- NLT five (5) business days after contract award.

8.10.3 Per DCSA a T3 or T3 Reinvestigation (T3R) meets the requirement for a

Noncritical-Sensitive position. A new application for a DoD T3/T3R BI for Position of Trust determination requires FBI fingerprints check, proof of US Citizenship and a Personnel Security Questionnaire (PSQ) on the Standard Form (SF) 86 using the National Background Investigation Services – electronic Application (NBIS/eApp). The Contractor employees shall provide all requested information pursuant to the Privacy Act of 1974 when requested by the Government. The Government Security Office will provide instructions according to the individual case and Tier BI to access the eApp system. For information visit NBIS at https://www.dcsa.mil/is/nbis/

8.10.4 Reciprocity. The DHRA and the Defense Logistics Agency (DLA) PERSEC will use reciprocity to the extent possible and if necessary will request re-adjudication by the Department of Defense Consolidated Adjudications Facility (CAF) or DCSA Consolidated Adjudication Services (CAS) to https://www.dcsa.mil/is/nbis/ support the DoD standards per Executive Order E.O 13488, Granting Reciprocity on Excepted Service and Federal Contractor Employee Fitness and Reinvestigating Individuals in Positions of Public Trust.

8.10.5 A BI equivalency will be according to the investigative alignments offered by the OPM and the DCSA here, https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designa tion_Investigation_Type_Chart_Sept_2017.pdf

8.10.6 Reciprocity consideration includes verifying break in service longer than 24 months as a US Military, US Civilian or US Contractor from the last favorable investigation.

8.10.7 A new Position of Trust applicant under this contract must obtain at a minimum interim eligibility from the DLA Security prior to the assignment and performance of their duties in support of the Government in this contract.

8.10.8 DHRA’s interim Position of Trust eligibility is sponsored by DHRA

PERSEC and approved by DLA PERSEC.

8.10.9 Eligible interim Position of Trust personnel expectations include, but are not limited to:

8.10.9.1 Comply with all personnel security requirements as specified by DHRA and DLA PERSEC;

8.10.9.2 Attain and maintain favorable FBI fingerprint results;

8.10.9.3 Comply with all investigative and adjudicative requirements, which includes responsiveness to time-sensitive requests (e.g., interview(s), additional information or clarification) from the DLA PERSEC, investigator or the adjudicative agency (DoD CAF/CAS);

8.10.9.4 Attain and maintain favorable eligibility to the designated BI.

8.11 Controlled/Restricted Areas. The Contractor shall be compliant with local procedures for entry to DHRA controlled/restricted areas where Contractor personnel will work.

8.12 Physical Security. The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each work day, all Government facilities, equipment and materials shall be secured.

https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designation_Investigation_Type_Chart_Sept_2017.pdf https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designation_Investigation_Type_Chart_Sept_2017.pdf

8.13 Pass and Identification Items. The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles.

8.14 DoD Credentials/Common Access Card (CAC). Contractor personnel must obtain a DoD credential or CAC if they are assigned to perform work under this contract requiring access to DoD network(s), CUI/PII data, IT/Information Systems, DoD Facilities or non-DoD federally controlled facilities on behalf of the DoD on a recurring basis per DODM 1000.13, DoD Identification (ID) Cards: ID Card Life-Cycle.

8.14.1 Comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements. Be responsible for obtaining a CAC or PIV and be in ready status prior to requesting access to DoD resources such as DoD Facilities, DoD IT/Information Systems (IS).

8.14.2 CAC Applicant supporting this contract will need to meet the following requirements:

8.14.2.1 Execute, obtain/maintain a favorable FBI National Criminal History Check (fingerprint check);

8.14.2.2 Have an open Tier 3 or equivalent BI to meet Noncritical- Sensitive role;

8.14.2.3 Be ready to provide two forms of identification (I-9 document);

8.14.2.4 Provide proof of U.S Citizenship.

8.15 Retrieving Identification Media. The Contractor shall retrieve all identification media, including vehicle passes from employees, including those who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

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

8.16.1 Prohibited Use. The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

8.17 Conduct while on Government Installation. The Installation Commander, designee, or equivalent official may bar an employee from all access to government installations or systems for reasons of security or misconduct. If such security actions occur, the Contractor shall ensure that there is no degradation in service as a result. The Government will not be responsible for any costs occurred to ensure continuity and continued performance.

8.18 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on all DHRA installations.

8.19 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.

8.20 Government Furnished Equipment (GFE). The Contractor shall establish and implement procedures to ensure all GFE to include laptops and other data processing devices, issued to the Contractor by the Government are not lost or misplaced, are not used by unauthorized persons or are not subject to unauthorized external devices. The Contractor shall immediately report to the COR any occurrences of lost GFE within two (2) hours of discovery of occurrence. In the event that GFE is lost, the Contractor may be required, upon written direction of the CO, to replace the equipment at no additional cost to the Government. The Government may replace the equipment and deduct the cost of such from the monthly payment due the Contractor. The Government will not provide the IT equipment necessary to perform the contract.

8.21 Lock Combinations. N/A

8.22 Offboarding. Upon completion of the contract, an employee’s relocation or termination of an employee, or upon request from the COR in accordance with DHRA centers or offices security policies coordinate the employees removal from work under this contract with the COR.

8.22.1 If at any time, any Contractor personnel supporting this contract are unable to obtain/maintain an adjudicated T3 BI, the Contractor shall immediately notify the COR and coordinate removal of such a person from work under this contract and replace the individual with appropriate level background investigation knowledge, skill and ability (KSA) required to perform services.

8.22.2 As the contractor replaces employees, the contractor shall submit the outgoing employee’s installation access and return all CACs/badge(s)/identification card(s) immediately to the COR, who will turn it in to the local Installation Access Control Office or Government Security Office.

8.22.3 Submit an Off-boarding notification to the COR and the DHRA PERSEC as soon as the contractor knows an employee is leaving the contract.

8.22.4 When personnel change, provide updated personnel security list to the COR within three business days of a change.

8.23 Information System Security. The Contractor shall implement Information System (IS) security protections and ensure the protections are appropriate to the confidentiality, integrity, and availability needs of the Government. Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data.

9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION

(GFP/GFE/GFI).

As needed, the Government will provide digital files containing survey data, as well as legacy creative outreach design files.

10.0 PLACE OF PERFORMANCE

The Contractor will work at its own facility. The Government will not provide work space.

11.0 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.