B08.02 Attachment #2 Performance Work Statement - SERDP-ESTCP-OECIF-OEPF Task Order 1.docx

Performance Work Statement (PWS) SERDP, ESTCP, OECIF, & OEPF Support Task Order 0001 16 July 2022 - 15 July 2023

1.0 OBJECTIVE

The Strategic Environmental Research and Development Program (SERDP), the Environmental Security Technology Certification Program (ESTCP), the Operational Energy Capability Improvement Fund (OECIF), and the Operational Energy Prototyping Fund (OEPF) require program support to execute their missions of developing and demonstrating technologies that meet the Department of Defense (DoD) environmental and energy requirements. SERDP, ESTCP, OECIF and OEPF are separate programs that are managed through a joint program office. Support is needed at the program level and in each of the technical areas in which these programs invest.

2.0 SERDP AND ESTCP PERFORMANCE REQUIREMENTS

The contractor shall provide comprehensive technical, programmatic and program wide support services for the SERDP and ESTCP Office in the Washington, D.C. area. The contractor shall provide services to the Executive Director and his staff to meet all program planning, technical and financial oversight and management needs to the two programs. This includes support for the Program Office located in Alexandria, VA.

2.1 Program Level Support

2.1.1 Web-Based Reporting System: The contractor shall host and maintain a web-based project tracking system for approximately 350 active SERDP and ESTCP projects through the SERDP and ESTCP Management System (SEMS), which is used to track the technical and financial status of projects, contract actions, document status, financial planning and distribution. The contractor shall adhere to security plans for SEMS according to industry best practices.

2.1.2 Solicitation: The contractor shall manage tasks associated with the FY24 annual solicitation for both SERDP and ESTCP, the CY23 and CY24 Open Broad Agency Announcement (BAA) for both SERDP and ESTCP, as well as additional special solicitations as needed. Tasks include (a) assisting with updating and preparing proposal submittal instructions and announcements; (b) administratively supporting the integration of technical input to the annual Statements of Need (SONs) and topic areas; and (c) disseminating outreach materials describing the solicitations, including but not limited to the SERDP and ESTCP joint web site, ListServe, and support of a webinar for both the SERDP and ESTCP solicitation.

2.1.3 Proposal Management and Selection: The contractor shall provide technical and programmatic support for proposal management and selection of proposals under the SERDP and ESTCP FY23 and FY24 solicitations. Both programs request a brief pre-proposal that is the basis for requesting or not requesting a full proposal. Tasks include maintaining an electronic proposal submittal and tracking system; administrative assistance with drafting selection plans and procedures, and associated documentation; administrative assistance with technical evaluations of proposals; and drafting and disseminating notification to proposers. The contractor shall manage the receipt and review of up to 100 ESTCP full proposals (due in August 2022), 300 SERDP pre-proposals (due in January 2023), 300 SERDP full proposals (due in March 2023), and 400 ESTCP pre-proposals (due in March 2023).

The contractor shall manage the receipt and review of up to 75 SERDP or ESTCP Open BAA proposals and shall manage notification of selected proposals.

2.1.4 SERDP Scientific Advisory Board (SAB) or Technical Review Board (TRB): The contractor shall provide technical and program support to the director in managing the SAB or TRB. The SAB is a Federal Advisory Committee governed by the Federal Advisory Committee Act (FACA) that meets four times per year. Tasks include:

· Distribution of correspondence to project Principle Investigators;

· Development and distribution of agendas and read-ahead materials for SAB meetings;

· Drafting and review of presentations to be presented to the SAB;

· Support travel for SAB members

· Support a web site for the SAB to access materials,

· Meeting site selection and logistics;

· On-site support;

· Recording and tracking action items from meetings;

· Recording official minutes;

· Process and track SAB appointment paperwork, including maintaining correspondence and schedule for membership appointments;

· Assistance with preparing the annual FACA report;

· Meeting all other FACA requirements.

The TRB is comprised of the SERDP director, deputy director, program managers, and select federal employees. The TRB meets up to 4 or 5 times per year, only if the SAB is not meeting within that year. Tasks include development and distribution of agendas and read-ahead materials for TRB meetings; meeting site selection and logistics; on-site support; recording and tracking action items from meetings; and recording official minutes.

The contractor shall support one TRB or SAB meeting in September 2022, October 2022, and March or April 2023. For planning purposes, the contractor should assume the meeting will be held in person.

2.1.5 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contract shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4). The contractor shall plan for 6 actions updating exhibits.

2.1.6 Financial: The contractor shall provide assistance to the director and financial officer. Tasks include assisting with the preparation of funding documents; tracking execution of ~350 projects; and tracking the status of approximately 200 invoices per month.

2.1.7 SERDP Annual Report: The contractor shall assist with drafting the SERDP Annual Report, as required by Statute. Tasks include assembling all current year and planned future year investments and activities and drafting a summary of SAB activities for the year of the report. The contractor will develop final versions of the FY 2022 SERDP Annual Report according to EI&E guidelines.

2.1.8 Document Management: The contractor will track the status of all documents associated with SERDP and ESTCP projects, including receipt, review, revision, submission for clearance, and posting to the joint web site and the Defense Technical Information Center (DTIC). Document status shall be tracked electronically in a web-accessible format that is easily accessed by federal program staff. The contractor shall prepare DoD forms to clear documents for public release and interact with the reviewing office in DoD.

2.1.9 Special Studies and Analyses: No special studies are planned for this TO.

2.1.10 Administrative Support: The contractor shall provide the administrative support needed to execute the requirements set forth in this PWS. Tasks will include assistance with correspondence, preparation and tracking of packages for the Office of the Secretary of Defense (OSD), assistance with travel planning, preparation and transmittal of contracting packages, maintenance of office files, interaction with DoD security and building management, interaction with DoD IT staff, and maintenance of an annual master program schedule.

2.2 Program Area Direct Support

The contractor shall provide direct support to each Program Area under SERDP and ESTCP. The direct support will involve assisting the Program Manager throughout the life-cycle of investments, including solicitation planning, proposal review and selection, tracking project execution, and ending with technology transfer. Each Program Area requires a designated support staff possessing excellent executive management skills in order to assist with the management of a multitude of deliverables, meetings, and information requests. Specific support activities that are required are described in the following sections.

2.2.1 Manage Project Selection Process: SERDP will release the FY24 solicitation in October 2022 with pre-proposals due January 2023. ESTCP will release the FY24 solicitation in January 2023 with pre-proposals due March 2023. Historically, approximately 800-1000 pre-proposals and 250 full proposals are received for the combined solicitations. Within each Program Area, the contractor shall administratively manage the project selection process, to include the following:

· Assist the Program Manager with the development of the Program Area’s solicitation topic.

· Coordinate the technical review of submitted proposals, as described in Section 5.1.3, including assisting with the selection and notification of peer reviewers, and interfacing with Technical Review Committees.

· Assist with the development of response letters to Principal Investigators (PIs).

· Assist with the organization of selection meetings, including developing agendas, interfacing with PIs, collecting presentations in advance, and conducting the meeting.

2.2.2 Project Technical and Financial Tracking: The Principal Investigator (PI) for each project is required to submit specific technical and financial information to the SERDP and ESTCP Office. Technical and financial information is summarized in a number of different reports and includes the following:

· Monthly financial reports (MFRs) (required of all projects)

· Quarterly progress reports (QPRs) (required of all projects)

· Demonstration Plan (required for all ESTCP projects)

· Interim Report (at least one required for all SERDP projects)

· Final Report (required for all projects)

· Miscellaneous project-specific reports

Historically, excluding the MFRs and QPRs, a total of approximately 700 documents are received in a year. The contractor shall track technical and financial information through every step of the review process as described in Section 5.1.8, including the following:

· Review the database for delinquent reports and contact lead investigators regarding delinquent reports as necessary.

· Enter tracking information into a database for all documents excluding MFRs and QPRs.

· Coordinate the technical review of documents as needed.

· Incorporate technical reviewer comments into response letters to the PI for Program Office review as needed.

2.2.3 Manage Technical Progress Meetings: All SERDP and ESTCP PIs are required to attend an in-person meeting on an annual basis to provide an overview of project results to the Program Office. The contractor shall manage 3 to 5 In Progress Review (IPR) meetings per year for all five program areas to include the following:

· Track projects to ensure they attend progress meetings on the appropriate schedule.

· Assist the Program Manager in the development and distribution of meeting agendas.

· Interface with PIs and the Technical Committee to communicate logistical details.

· Collect final presentations from PIs.

· Assist with the development of comments and action items to PIs after the meeting.

· Assist with conducting the meeting.

For planning purposes, the contractor should assume that 80% of the IPRs will be in person.

2.2.4 Other Duties: The contractor shall provide additional direct support to the program areas in responding to data requests, maintaining orderly and up to date project information in SEMS and tracking deviances, planning and attending program area-related meetings, tracking project contracting actions and funding distributions, and attending and documenting other project-related calls and meetings including kick off calls and final project summary briefings.

2.3 Technical Review

The contractor shall provide technical review of documents and proposals as required by SERDP and ESTCP. Effective technical review will require personnel with expertise in a wide variety of technical topics including environmental engineering, ecology, materials science, chemistry, energetic materials, electromagnetics, underwater acoustics, contaminated groundwater and sediments, wastewater treatment, munitions constituents, energy efficiency technologies, renewable energy, cybersecurity, microgrids, and climate change vulnerability and adaptation. As the SERDP and ESTCP portfolios evolve, additional expertise beyond this list may be required.

The technical reviewers shall have advanced degrees (generally a Ph.D. or a M.S. with 5+ years of experience) in their specified technical areas. Reviewers shall have sufficient familiarity with the environmental requirements of the DoD to make recommendations as to the technical merit of proposed and ongoing work, and its value to the DoD.

Specific support activities required are described in the following sections.

2.3.1 Technical Reports: Each SERDP and ESTCP project is required to submit a number of technical reports over the life of the project. These include:

· Demonstration Plans (required for all ESTCP projects),

· Interim Reports (at least one required for all SERDP projects),

· Final Reports (required for all projects), and

· Miscellaneous project-specific reports.

Historically, a total of 700 of these documents are received in a year. The contractor shall engage subject matter experts for an independent, critical review of each submitted document. The normal turn-around time expected for these reviews is three weeks, although the vagaries of field site availability or weather windows may require a shorter turn-around in a limited number of cases.

2.3.2 Pre-proposals and Proposals: Both SERDP and ESTCP release an annual solicitation of proposals and have an Open BAA. Historically, approximately 800-1000 pre-proposals and 250 full proposals are received in response to these solicitations. The contractor shall provide technical reviews of these proposals as referenced in Section 2.1.3.

· For each pre-proposal, the contractor shall provide a review to evaluate relevance and feasibility, and will offer technical advice to support SERDP and ESTCP in deciding whether to request a full proposal.

· For each full proposal requested, the contractor shall arrange for peer review by three to five outside experts identified by the contractor and approved by the Director.

· For each proposal recommended by the peer reviewers, the contractor shall summarize the review comments and provide technical advice to the Program Manager to support a decision on whether to fund the proposal.

· The technical experts who review the proposals may be required to support the Program Manager at a Technical Committee selection meeting and subsequent In-Progress Reviews.

2.4 Meeting Planning, Support and Logistics

2.4.1 Program Meetings: The contractor shall provide support for program meetings as listed below. Tasks will include assistance identifying projects to present, working with the PIs to coordinate presentations, capturing technical content, and summarizing and documenting action items. In addition, the contractor will provide a teleconferencing system for program meetings.

· IPRs: IPR meetings are held three to six times per year. Every project that SERDP and ESTCP fund is required to provide an IPR presentation at least once per year. The contractor shall support up to four virtual and 15 in-person IPRs during July 2022 through July 2023.

· TRB or SAB: The contractor shall support three 3-4 day virtual or in person meetings (September 2022, October 2022, and March or April 2022).

· SERDP Selection Meetings: Each of the four SERDP Program Areas holds a one- to two-day meeting to select proposals for funding annually. The contractor shall support up to five of these virtual or in person meetings in June – July 2023.

· ESTCP Selection Meetings: Each of the five current ESTCP Program Areas holds one meeting annually to review pre-proposals. These meetings are 0.5-2 days’ duration. The five areas also each hold one meeting to review full proposals. These meetings involve in-person presentations by proposers and are typically 2-4 days’ duration. The contractor shall support five pre-proposal downselect meetings in May-June 2023 (virtual or in person) and five full proposal downselect meetings in September 2022 (virtual or in person).

2.4.2 Workshops and Special Technical Meetings: The contractor shall provide technical, program, and logistical support for occasional meetings hosted by SERDP and ESTCP. Such meetings may include project reviews, technology transfer meetings, workshops, and other focused technical meetings. These meetings may vary in size from 10 to 200 participants. Tasks will include developing agendas, organizing speakers, organizing and disseminating read-ahead material, planning and acquiring space, making arrangements for hotel room blocks, providing on-site support, taking meeting notes, and drafting summary reports. For proposal purposes, the contractor shall assume support is required in planning for six 3-day meetings.

2.4.3 ITRC Support: The contractor shall provide technical support to the Interstate Technology Regulatory Council (ITRC) for up to three ITRC teams.

2.5 Outreach

2.5.1 Web Site: The contractor shall maintain and host the suite of up to seven web sites under the SERDP and ESTCP joint web site. This includes ASETS Defense and project websites. The contractor shall keep content current, draft news stories and blogs, update and draft content for web pages, and produce pages for new start and complete projects. The SERDP & ESTCP web site can be accessed at www.serdp-estcp.org. The contractor shall renew domain names as needed.

The contractor shall develop a plan for ensuring web site content is kept up to date. The plan shall be delivered 30 days post award and include an analysis of how often specific content shall be reviewed and updated. The deliverable must include specific web pages with their links and the timeframe for review and update for each web page.

2.5.2 Webinar Series: The contractor shall provide support for a series of regular bi-weekly webinars with a capacity of up to 2000 attendees. The contractor shall be responsible for maintaining a schedule in consultation with SERDP and ESTCP staff, contacting presenters, coordinating presentations, providing all needed technical support, and recording and editing webinars for archiving on the SERDP and ESTCP web site.

2.5.3 ListServe: The contractor shall maintain the SERDP and ESTCP ListServe, which currently has approximately 15,000 subscribers, and periodically disseminate information at the direction of SERDP and ESTCP.

2.5.4 Social Media: The contractor will maintain SERDP and ESTCP social media presence on Twitter, Linked-In, and Facebook, as well as other emerging social media as appropriate. The contractor shall regularly post notices, including but not limited to new start projects, recently completed reports, awards to investigators, and significant events in the DoD related to energy and environment. The contractor will provide monthly updates on the impact of social media.

2.5.5 Newsletters: The contractor will assemble and disseminate quarterly SERDP and ESTCP Headlines newsletter. Most content is derived from materials already produced for the web site. Additional content will be required in the areas of program updates, news, and announcements.

2.5.6 Conference Support: The Program Office attends approximately 10 national conferences per year and displays a booth at these meetings to highlight the Programs and encourage future participation in the solicitation process. The contractor shall represent and promote SERDP and ESTCP technical conferences relevant to the programs. Tasks include maintenance and support of an exhibit booth, preparing technical presentations, and supporting training sessions on technology implementation.

2.5.7 Technology Transfer Products: The contractor shall provide support for generating technology transfer products such as project-specific fact sheets, expanded project web pages, and focus area summaries (i.e., PFAS, AFFF alternatives, etc.). The contractor shall deliver a plan 14 days post-award describing proposed technology transfer products.

2.5.8 Symposium: The contractor shall provide technical and logistical support for planning a joint SERDP and ESTCP Symposium to be held in December 2022 and December 2023 in the Washington, D.C. area in a major conference center. The contractor shall cover all requirements to plan, publicize and execute a national technical conference that has recently attracted more than 1000 attendees. It is expected the format will be similar in format to prior symposia, including a plenary session, multiple concurrent technical sessions, poster sessions, and short courses.

3.0 OECIF AND OEPF PERFORMANCE REQUIREMENTS

The contractor shall provide comprehensive technical and financial support services for the Operational Energy – Innovation Directorate including support to OECIF and the OEPF Program Offices in the Washington, D.C. area. The contractor shall provide services to the Program Manager and their staff to meet all program planning, technical and financial oversight and management needs to the program.

3.1 Program Level Support

3.1.1 Web-Based Reporting System: The contractor shall host and maintain a web-based project tracking system for approximately 200 active and in-active OECIF and OEPF projects through the Operational Energy Management System (OMS), which is used to track the technical and financial status of projects, financial, technical, and program/project management actions, document status, financial planning and distribution. The contractor shall adhere to security plans for OEMS according to industry best practices.

3.1.2 Solicitation: The contractor shall manage tasks associated with annual OECIF and OEPF Energy Technologies solicitations. Tasks include disseminating outreach materials describing the solicitations, including but not limited to the OECIF and OEPF joint web site, ListServe, and support of four webinars.

3.1.3 Proposal Management and Selection: The contractor shall provide technical and programmatic support to proposal management and selection of proposals under the OECIF and OEPF solicitations. Both programs request a brief pre-proposal that is the basis for requesting or not requesting a full proposal. Tasks include maintaining an electronic proposal submittal and tracking system; assistance with drafting selection plans, procedures, and associated documentation; assisting with technical evaluations of proposals; assisting with hosting and support of the Proposal Evaluation Board (PEB) for at least 2 week-long review and selection meeting, and drafting and disseminating notification to proposers and senior leadership.

3.1.4 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contract shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4).

3.1.5 Financial: The contractor shall provide assistance to the director and financial officer. Tasks include assisting with the preparation of funding documents; tracking execution of ~50 active projects and 100 in-active projects; and tracking the status of approximately 400 invoices per month.

3.1.6 Document Management: The contractor will track the status of all documents associated with OECIF and OEPF projects, including receipt, review, revision, submission for clearance, and posting to the joint web site, NARA, and DTIC. Document status shall be tracked electronically in a web-accessible format that is easily accessed by federal program staff. The contractor shall prepare DoD forms to clear documents for public release and interact with the reviewing office in DoD. OECIF and OEPF projects publish regularly, the contractor should anticipate 5-10 publication clearance requests monthly.

3.1.7 Program Wide Support: The contractor shall provide program wide support needed to execute the requirements set forth in this PWS. Tasks will include assistance with correspondence, preparation and tracking of packages for OSD, assistance with travel planning, preparation and transmittal of contracting packages, maintenance of office files, interaction with DoD security and building management, interaction with DoD IT staff, and maintenance of an annual master program schedule.

3.2 Program Area Direct Support

The contractor shall provide direct support to each Portfolio Area under OECIF and OEPF. The direct support will involve assisting the Program Manager and Portfolio Integration leads throughout the life-cycle of investments, including solicitation planning, proposal review and selection, tracking project execution, and ending with technology transfer. Specific support activities that are required are described in the following sections.

3.2.1 Manage Project Selection Process: An annual solicitation is released each year. Historically, approximately 300 proposals are received. Within each Portfolio Area, the contractor shall administratively manage the project selection process, to include the following:

· Preparing for the technical review of submitted proposals, including interfacing with Proposal Evaluation Board and Proposal Submission Teams.

· Assisting with the organization and facilitation of selection meetings.

3.2.2 Project Technical and Financial Tracking: The Project Manager (PjM) for each project is required to submit specific technical and financial information to the OECIF and OEPF Office. Technical and financial information is summarized in a number of different reports and includes the following:

· Monthly financial reports (MFRs) (required of all projects)

· Quarterly progress reports (QPRs) (required of all projects)

· Demonstration Plan (required for all projects)

· Annual Technology Exchange briefing (at least one required for all projects)

· Final Report (required for all projects)

· Miscellaneous project-specific reports

Historically, excluding the MFRs and QPRs, OECIF and OEPF receive a total of approximately 150 documents in a three-month period, including all revisions. The contractor shall track technical and financial information through every step of the review process, including the following:

· Review the database for delinquent reports and contact lead investigators regarding delinquent reports as necessary.

· Enter tracking information into a database for all documents excluding MFRs and QPRs.

· Coordinate the technical review of documents and presentations as needed.

· Incorporate technical reviewer comments into response letters to the PjM for Program Office review as needed.

3.2.3 Manage Technical Progress Meetings: All OECIF and OEPF PjMs are required to attend an in-person meeting on an semi-annual basis to provide an overview of project results to the Program Office. The contractor shall manage OECIF and OEPF Annual Technology Exchange In Progress Review (IPR) meeting and the Annual Project Review meetings for all portfolio areas in both a live and / or a virtual setting to include the following:

· Track projects to ensure they attend progress meetings on the appropriate schedule.

· Assist the Program Manager in the development and distribution of meeting agendas.

· Interface with PjMs and the Review Committee to communicate logistical details.

· Collect final presentations from PjMs.

· Assist with the development of comments and action items to PjMs after the meeting.

· Assist with conducting the meeting.

3.2.4 Other Duties: The contractor shall provide additional direct support to the portfolio areas in responding to data requests, maintaining orderly and up to date project information in OEMS and tracking deviances, planning and attending program area-related meetings, tracking project contracting actions and funding distributions, and attending and documenting other project-related calls and meetings including kick off calls and final project summary briefings.

3.3 Technical Review

The contractor shall provide technical review of documents and proposals as required by OECIF and OEPF. Effective technical review will require personnel with expertise in a wide variety of technical topics including DoD military planning and operations, energy (sources, power conversion, controls and thermal management, distribution, education, analysis, storage) materials science, chemistry, energetic materials, electromagnetics, mechanical engineering, nuclear reactors and fuels, arctic operations, waste-to-energy, energy efficiency technologies, renewable energy, batteries (with a focus on Li-Ion - including standardization and safety), cybersecurity, microgrids, vehicle electrification (air, ground, surface, sub-surface, and space) and climate change vulnerability and adaptation. As the OECIF and OEPF portfolios evolve, additional expertise beyond this list may be required.

The technical reviewers shall have advanced degrees (generally a Ph.D. or a M.S. with sufficient experience) in their specified technical areas. Reviewers shall have sufficient familiarity with the environmental requirements of the DoD to make recommendations as to the technical merit of proposed and ongoing work, and its value to the DoD.

Specific support activities required are described in the following sections.

3.3.1 Technical Reports: Each OECIF and OEPF project is required to submit a number of technical reports over the life of the project. These include:

· Demonstration Plans (required for all projects),

· Interim Reports (at least two, required semi-annually, for all projects),

· Final Reports (required for all projects), and

· Miscellaneous project-specific reports.

Historically, a total of 150 of these documents are received in a three-month period. The contractor shall provide a critical, substantive review of each submitted document. The normal turn-around time expected for these reviews is three weeks, although the vagaries of field site availability or weather windows may require a shorter turn-around in a limited number of cases.

3.4 Meeting Planning, Support and Logistics

3.4.1 Program Meetings: The contractor shall provide support for program meetings as listed below. Tasks will include assistance identifying projects to present, working with the PjMs to coordinate presentations, capturing technical content, and summarizing and documenting action items.

· IPRs: IPR meetings are held two times per year. Every project is required to provide an IPR presentation at least once per year. The contractor shall support up to four virtual IPRs and/or in-person per year. In the spring, projects will have their kick-off meetings, in June, projects will have their first quarterly review, in Aug/September, the projects will have their technology exchange, and in Dec/Jan the projects will have their second quarterly review. This process will repeat annually with the kick-off meeting being replaced with their annual go/no-go review.

· Advisory Board: The contractor shall support quarterly one-day in-person and / or virtual meetings.

3.4.2 Workshops and Special Technical Meetings: The contractor shall provide technical, program, and logistical support for occasional meetings hosted by OECIF and OEPF. Such meetings may include project reviews, technology transfer meetings, workshops, and other focused technical meetings. These meetings may vary in size from 10 to 100 participants. Tasks will include developing agendas, organizing speakers, organizing and disseminating read-ahead material, planning and acquiring space, making arrangements for hotel room blocks, providing on-site support, taking meeting notes, and drafting summary reports. For proposal purposes, the contractor shall assume support is required in planning for three 3-day meetings or demonstrations (i.e., support to Energy Awareness Month (Oct)).

3.5 Outreach

3.5.1 Web Site: The contractor shall maintain and host the suite of up to seven web sites under the OECIF and OEPF joint web site. This includes ASETS Defense and project websites. The contractor shall keep content current, draft news stories and blogs, update and draft content for web pages, and produce pages for new start and complete projects. The OECIF and OEPF web site will need to establish these. The contractor shall renew domain names as needed.

The contractor shall develop a plan for ensuring web site content is kept up to date once the new site is developed. The plan shall be delivered 30 days post award and include an analysis of how often specific content shall be reviewed and updated. The deliverable must include specific web pages with their links and the timeframe for review and update for each web page.

3.5.2 ListServe: The contractor shall develop and maintain the OECIF and OEPF ListServe. The contractor shall manage subscribers and periodically disseminate information at the direction of OECIF and OEPF.

3.5.3 Social Media: The contractor will develop and maintain OECIF and OEPF social media presence on Twitter, Linked-In, and Facebook/META, as well as other emerging social media as appropriate. The contractor shall regularly post notices, including but not limited to new start projects, recently completed reports, awards to investigators, and significant events in the DoD related to energy and environment. The contractor will provide monthly updates on the impact of social media.

3.5.4 Newsletters: The contractor will assemble and disseminate one OECIF and OEPF Headlines newsletter. Most content is derived from materials already produced for the web site. Additional content will be required in the areas of program updates, news, and announcements.

3.5.5 Conference Support: The contractor shall represent and promote OECIF and OEPF at technical conferences relevant to OECIF and OEPF. Tasks include maintenance and support of an exhibit booth, preparing technical presentations, and supporting training sessions on technology implementation. The contractor shall support one conference during this period of performance.

3.5.6 Technology Transfer Products: The contractor shall provide support for generating technology transfer products such as project-specific fact sheets, expanded project web pages, and focus area summaries (i.e., Electrification, Nuclear Fuels, Arctic Operations, etc.). OECIF and OEPF have approximately 80 projects that have transitioned. The contractor shall deliver a plan 14 days post-award describing proposed technology transfer products and promotion.

3.5.7 Symposium: The contractor shall provide technical and logistical support for planning an OECIF and OEPF conference to be held in the Washington, D.C. area in a major conference center. The contractor shall cover all requirements to plan, publicize and execute a national technical conference that has recently attracted more than 1000 attendees. It is expected the format will be similar in format to prior symposia, including a plenary session, multiple concurrent technical sessions, poster sessions, and short courses. OECIF and OEPF will seek to integrate their efforts with SERDP and ESTCP.

3.6 Financial Management and Budget Execution

In addition to the support listed above, the Contractor shall support program and budget formulation and execution of the Office of the Deputy Under Secretary of Defense for Sustainment (ODUSD(S)) programs. It is preferred the Contractor possess thorough knowledge of the DoD financial systems infrastructure and procedures throughout all phases of the DoD Planning, Programming, Budgeting, and Execution (PPBE) system. Support all phases of the PPBE process and meeting all OSD mandated timelines for submission of PPBE related documents. Contractor shall support all PPBE activities related to the execution of the ODUSD(SR) program and other office support activities on behalf of the OECIF and OEPF programs.

The Contractor shall provide support as described in the following sections.

3.6.1 Information Requests and Programming Actions: The contractor will assist the director in responding to requests from the Office of the Secretary of Defense, the Congress, the General Accountability Office, and other similar requests. The contract shall assist in drafting and maintaining budget exhibits (R-2/R-3/R-4). The contractor shall plan for 3 actions updating exhibits and 1 monthly request from Congress.

3.6.2 Support PPBE Process: Assist in preparation of required documentation and analysis to support the DoD PPBE process, to include but not limited to research and development descriptive summaries, budget issue papers, and support documentation for Program Decision Memorandums.

3.6.3 Preparation of Budget Information: Assist in preparation of the President’s Budget and Program Objective Memorandum (POM)/Budget Estimate Submission (BES), to include developing/changing budget proposals and corresponding issue nominations and detailed budget justification material (R-Forms, P-Forms, CAPE issue paper preparation, Anomaly requests, etc.).

3.6.4 Develop Funding Requests and Associated Documentation: Assist in preparation and review of program funding requests (Statements of Work), Funding Plans, Sub-allocation letters, unfunded requirement justifications, execution status reports, and other budget/financial documentation.

3.6.5 Evaluation of Programs and Operations: Prepare analysis and evaluation of the effectiveness of programs and operations, and analyze financial and budgetary trends, to include preparing for budgetary and programmatic documents and briefings for review and use of DoD senior leadership. Prepare and keep individual and aggregated execution spreadsheets by program, portfolio, and project.

3.6.6 Monitor Program Execution: Monitor DoD program execution, including submission of required documentation for release of funding, and follow up on distribution of funding, monitoring of obligation and disbursement rates for funded projects, and documentation of monthly, quarterly, and annual expenditures.

3.6.7 Program Reviews: Review Prepare and participate in Tri-annual reviews, Mid-Year reviews, End-of-Year reviews, and other PPBE meetings as required.

3.6.8 Electronic Systems: Prepare input for and analyze reports from electronic systems to include: DTIC R2 system, 419 system, BES, DAI and RMS Execution Management Systems, and others as required.

3.6.9 Assess Financial and Business Processes: Assist in identifying baseline financial processes and designing target financial and business processes and procedures that, when implemented, can result in significant improvements in mission and cost effectiveness.

3.6.10 Assess Budget Processes: Work with the information systems manager to identify financial systems and reports to improve budget formulation, execution and monitoring.

3.6.11 Clearance: A minimum of one (1) full time equivalent (FTE) staff with TOP SECRET security clearance and ability to obtain and maintain SCI is required. Please note that the process can take more than a year to obtain an SCI clearance for contractors who are proposed on this contract. All others FTEs supporting financial management shall have a SECRET security clearance.

3.7 Strategic Communications

In addition to the support listed previously, the Contractor shall support strategic communication and outreach for the ODUSD(S) Energy and Climate Resilience and Adaptation programs.

3.7.1 Metric Assessment: Assist in establishing and monitoring metrics to measure the value of DoD’s program. These include but are not limited to information on interns, industry partnerships, funding execution by congressional districts, projects transitioned, etc.

3.7.2 OECIF and OEPF Annual Report: The contractor will develop final versions of the FY 2020 and 2021 OECIF and OEPF Annual Report according to E&ER guidelines. This report is published in both a Distribution A and Distribution D format.

3.7.3 Talking Points and Speech Writing: The Director of OE-Innovation, Program Managers, Portfolio Integrators, and Project Managers are regularly requested to do public speaking on Energy, Climate, and Innovation topics. The contractor will develop and maintain a set of ready talking points that can be integrated into speeches quickly. Talking points will be updated monthly and the contractor should plan for 1 speech monthly. Audiences will include industry and consortium, scientific and technical communities, and government.

3.7.4 Operational Energy – Innovation Strategy: The contractor will stay up-to-date on Operational Energy and Innovation analytics. These analytics will annually be rolled into the DoD Operational Energy S&T Strategy and the DoD Operational Energy Strategy as requested. The Strategies will consist of: 1) a full version including write-ups around the underlying analytics, 2) a 10-page roll-up Strategy with major themes and consolidated explanation of the focus areas, and 3) a 1-2 page Strategy Synopsis with major themes / focus areas. The Strategies shall be included in all of the Speeches covered in 3.7.3 above.

3.7.5 Organizational and Staffer Day Briefings: Establish and maintain a set of top-level (not more than 10 slides appropriate for Senior Leaders) and detailed organizational briefings. Briefings should be kept at the ready for presentation (2-day turn) with information from the most recent strategy (3.7.4) and metrics (3.7.1). Additionally, in the spring and fall, prepare the Congressional Staffer Day briefings in accordance with E&ER guidance.

3.7.6 Develop Strategic Messaging: Quarterly, and in conjunction with the Advisory Board, develop Strategic Messaging (generally 3 talking points at the Senior Level) on issues of importance to Operational Energy and DoD. Develop key communication points and messaging in support of the ODASD(S) media interaction. Review communication material for content, completeness, and accuracy.

3.8 Business and Operations Management Support

3.8.1 In-Process Reviews: Develop decision-quality materials for scheduled and unscheduled in-process review meetings and briefings.

3.8.2 Presentations: Develop briefs and talking points for use by the OUSD E&ER and OE-Innovation leadership with internal and external audiences, ranging in sizes from a few individuals to hundreds.

3.8.3 Taskers: Provide support for the following activities:

· Conceive solutions and provide written materials, often in response to short-notice tasks assigned to the ODASD(S). Provide direction to successfully aggregate, review and verify draft component inputs for congressional testimony and responses to questions for the record. Organize, develop and direct support for senior leadership activities to include agenda development, issue paper preparation, results documentation, and post-meeting actions.

· Assist in tracking congressional marks and language through a congressional analysis and resource product. Able to quickly and accurately provide research, technical and analytical support by identifying, retrieving, evaluating, and sharing relevant legislative information. Assist in the development and coordination of appropriate responses and reports to congressional inquiries and legal requirements pertaining to the DoD Acquisition and Sustainment projects.

· Coordinate updates to DoD Directives among DoD offices. Coordinate with DoD offices to resolve comments that lead to the successful publication of a new Directive.

· Prepare official program documents and correspondences based on the ODASD(S) input and direction and maintain accountability of associated program files and records.

· Perform research, information- and reference-gathering on assigned topics using government data sources and open sources (web).

3.8.4 Overall Program Support: Conduct the following activities:

· Review program plans and other related documents and provide comments to identify and mitigate risks to the accomplishment of the ODASD(S) projects and goals. Track progress and suggest alternate approaches for projects behind schedule.

· Make recommendations for improvement of effectiveness and efficiency of the ODASD(S) business processes.

· Provide support to activities, meetings and projects to include, but not limited to development of meeting agenda, management plans, and execution strategies; research and analysis of data; draft and review content (info papers, action memos, white papers and presentations); and accomplish coordination across required DoD offices.

· Prepare for review official presentations (in the appropriate format including Microsoft (MS) PowerPoint and/or MS Word), official information and action memos, concept papers for new projects, official responses to public correspondence; and articles for posting to the ODASD(S) website. The memos and other documents shall follow the standard established for the office and shall be appropriate for senior level government officials.

· Provide editorial support to review draft documents prepared by the ODASD(S) offices for spelling accuracy, grammar correctness, logic flow, completeness, and compliance with DoD document preparation instructions.

· Provide support to ensure effective office operations (e.g., answer phones, deliver/receive administrative packages from other government offices packages, etc.).

· Conceive, construct and disseminate implementation status reports and program metrics to support discussion with senior leaders.

3.8.5 DoD’s S&T Activities: Assist with the execution strategy of initiatives in support of the Department’s S&T activities. Identify and coordinate with participating government organizations and agencies (e.g., Defense Procurement Acquisition Policy (DPAP), Defense Contract Management Agency (DCMA), and Defense Technical Information Center (DTIC). Develop objectives, format, and functionality: identify and meet with key users within the Department to determine requirements and the most effective end-user interface formats; develop outreach strategy to incentivize industry and users to foster participation; and provide status updates and metrics to support discussion with senior leaders.

3.8.6 Program Initiatives: Conduct the following activities:

· Monitor progress of initiatives to ensure progress occurs within cost and schedule parameters provided by the Government.

· Identify obstacles to implementation of the initiatives and recommend solutions.

4.0 PROGRAM MANAGEMENT

4.1 Contract Meetings

The contractor shall participate in meetings for program management as deemed necessary by either party. Meetings may be held virtually, at the Humphreys Engineer Center in Alexandria, VA or at the Program Offices in Alexandria, VA.

4.2 Monthly Report

The contractor shall provide a monthly progress report summarizing required activities for each active task order. The report shall identify each sub-task as assigned and display cost, performance, and schedule against the budget and work plan originally submitted in the proposal responding to each task order.

5.0 TIMELINESS OF SERVICES

In order to maintain orderly execution at the program and project level, it is essential that SERDP and ESTCP adhere to a tight annual schedule, including but not limited to solicitation development, proposal review, project selection, project review, document review, and funding execution. The contractor shall be required to provide timely services at critical steps throughout the annual cycle. Typical requirements are:

6.0 SPECIAL REQUIREMENTS

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

6.1 Contractor Manpower Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for SERDP and ESTCP via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://dodcmra.hqda.pentagon.mil/. 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 of contract/task order performance. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/

6.2 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

6.2.1 Quality Control: The Contractor shall develop a quality control plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the IDIQ contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure themselves that their work complies with the requirements of the contract.

The finalized QCP will be accepted by the Government 30 days after date of the contract award. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change.