Att_8_Front_Office_Sample_Task_Order.pdf

DEFENSE ADVANCED RESEARCH PROJECTS AGENCY (DARPA)

STRATEGIC TECHNOLOGIES OFFICE (STO)

STATEMENT OF WORK

Front Office Technical & Administrative Support

Issued by:

Department of Interior (DoI), Interior Business Center (IBC), Acquisition Division (AQD)

D17PS00139 - Attachment 8

Table of Contents

1. BACKGROUND

1.1. PURPOSE

1.2. SCOPE

2. PERFORMANCE OBJECTIVES

2.1. General Performance Objectives:

2.2. Administrative Support

2.3. Financial Support

2.4. Acquisition Support

2.5. Technical Support

2.6. Briefing, Report and Communications Preparation

2.7. Meeting/Conference Support

3. DELIVERABLES AND REPORTS

3.1. Monthly Reports

3.2. Other Reports

3.3. Final Report

4. GOVERNMENT-FURNISHED INFORMATION / EQUIPMENT / FACILITIES

4.1. Government Furnished Information

4.2. Government Furnished Equipment

4.3. Facilities/Place of Performance

5. TRAVEL

6. SECURITY

7. TECHNICAL POINT OF CONTACT

8. PERSONNEL

8.1. Expertise Requirements

8.2. Subcontractors and Consultants

9. AQD SERVICES GREENING CLAUSE

10. CONTRACTOR MANPOWER REPORTING REQUIREMENT

1. BACKGROUND

1.1. PURPOSE

The Defense Advanced Research Projects Agency (DARPA) Strategic Technologies Office (STO) requires advisory and assistance services (A&AS), more specifically, scientific, engineering, and technical assistance (SETA) to assist in accomplishing the office mission for existing and planned programs. This Statement of Work (SOW) defines the tasks to be performed under the DARPA STO Front Office Technical & Administrative Support task order. A&AS includes management and professional support; studies, analyses, and evaluations; and engineering and technical services. A&AS does not include personal services or inherently governmental functions.

1.2. SCOPE

1.2.1. The contractor shall provide support to complement the Government’s expertise in accomplishing its mission. Outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and services. Under no circumstances will any work under this contract and subsequent task orders be used to perform work of a policy, decision-making, or managerial nature that is the direct responsibility of agency officials. The nature of this work will, at times, demand the contractor be capable of quick response to deadlines.

1.2.2. The contractor shall provide support for the successful execution of existing and new programs, and related technologies in the following current areas: Battle Management, Command and Control (BMC2); Communications and Networks;

Intelligence, Surveillance, and Reconnaissance (ISR); Electronic Warfare (EW);

Positioning, Navigation, and Timing (PNT); Megacities, Gray Zone, Foundational Strategic Technologies and Systems and other related efforts. Descriptions of current STO programs may be found at http://www.darpa.mil/about-us/offices/sto.

1.2.3. The contractor shall provide support to program managers (PMs), Office Director (OD), Deputy Director (DD), and Assistant Director Program Management (ADPM) in routine program tasks to include support of technology evaluations, participation at meetings, coordination with related Government and performer organizations, program planning, background research and bibliographic research, meeting preparation, and presentation production. Currently, there are nine (18) program managers overseeing a suite of programs in the areas described in above.

STO expects growth in the areas of additional program managers and programs at a rate of approximately three (3%) percent per year. The contractor shall also provide inputs to the PMs, assisting in responses to internal/external inquiries related to the research. The contractor shall provide, as required, informal feedback to the PMs, OD, and DD, and ADPM as well as formal feedback at critical program events/activities.

In addition, support is required for classified programs that fall within the above mentioned thrusts and includes Special Access Programs.

2. PERFORMANCE OBJECTIVES

2.1. General Performance Objectives:

2.1.1. Phase-in Plan: Develop, deliver, and implement a detailed phase-in plan for seamless transition of SETA support services without interrupting or affecting the quality of services. The phase-in plan should consider a maximum of 60 days to seamlessly transition the support services from the incumbent.

In accordance with DARPA policy and office guidance, the contractor shall provide the personnel and expertise to accomplish, at a minimum, the following tasks and sub-tasks:

2.2. Administrative Support

2.2.1. The contractor shall track and coordinate all taskers/drills/exercises within the office assigned to the Office Director (OD), Deputy Director (DD), and Assistant Director Program Management (ADPM) to ensure no deadlines are missed.

Examples include office program reviews, Research and Development Descriptive Summaries (RDDS) review, IG/GAO responses, media inquiries, and responses to the Director’s Office (DIRO) requests for information.

2.2.2. Arrange travel in the Defense Travel System (DTS) for the OD, DD, and ADPM, as well as up to twenty (20) Program Managers (PMs).

2.2.3. Effectively maintain calendar(s) for supported DARPA staff to include de-confliction between events, sending/accepting meeting invites, and coordinating visit requests.

2.2.4. Review or coordination of requests for public release, securing PMs, OD, DD, and ADPM approval, submitting and tracking requests to DARPA’s Technical Information Office, and maintaining a file of public release material.

2.2.5. Organizing and maintaining files of program documentation with rapid availability both to the contractor and the PMs, OD, DD, and ADPM, as required by the PMs, OD, DD, and ADPM.

2.3. Financial Support

2.3.1. The contractor shall perform financial support to the PMs to include creating Military Interdepartmental Purchase Request (MIPRs) and Purchase Requests (PRs) in accordance with DoD financial Management Regulation guidelines, Comptroller and STO policies and procedures.

2.3.2. The contractor shall assist in monitoring DARPA’s financial systems to verify commitment/ obligation and expenditure status for each PMs portfolio.

2.3.3. Maintain a comprehensive understanding of the PM’s portfolio, including approved programs, associated budgetary information for Congressional efforts, new initiatives, seedlings, Small Business Innovative Research (SBIR) efforts, Small Business Technology Transfer (STTR) efforts, and all performers in order to respond to inquiries both from within DARPA and outside of DARPA.

2.3.4. Maintain organized files to store program related briefings, documentation, contracts, reports, etc., to include tracking of all deliverables associated with the PM’s efforts.

2.3.5. Assistance with aspects of financial management such as developing budgets based upon technical basis of estimate, interfacing with Agents, and helping to obtain attachments required for funding MIPRs and PRs, as deemed necessary by the PM or ADPM.

2.3.6. The contractor shall assist in the timely forecasting, tracking and updating of the commitment, obligation, and expenditure data of the STO budget in order for STO management to bring programs into technical, schedule and cost compliance.

2.3.7. The contractor shall assist with planning travel projections and tracking travel expenditures for the PMs.

2.4. Acquisition Support

2.4.1. Assist the DARPA Contracts Management Office (CMO) in pre-award, award, and post award processes to include planning and preparing solicitations, assisting CMO with the development and monitoring of various award instruments (e.g., contracts – CPFF, FFP; grants, agreements – TIAs, cooperative; OTs), and modifications.

2.4.2. Assist STO in administering the Broad Agency Announcement (BAA) process to include all activities associated with various types of solicitations (e.g. Scientific Review Memorandums, Broad Agency Announcements, Special Notices, and Request for Information), evaluation of proposals, and selection while ensuring all documents are available to appropriate personnel, including preparation, drafting and coordination of documents related to the above.

2.4.3. Assist the PMs in preparing required briefing materials for the Scientific Review Official briefing to give a clear and accurate representation of proposals selected for funding, along with an outline of projected program budget allocation per performer.

2.5. Technical Support

2.5.1. The contractor shall provide expert input to the OD, DD, ADPM, and PMs, in support of concept development, assessment and risk identification, as well as recommendations for new programs and Program Objective Memorandum (POM) development, and in carrying out associated technical and program management responsibilities. This may include technical analyses to help define, assess, and monitor new and emerging research opportunities, as well as potential new thrust ideas for the office. The contractor will provide technical guidance and expertise on potential technical risk, and potential program impact of failure.

2.5.2. The contractor shall assist the PMs, OD, DD, and ADPM in determining optimal program strategies, to include metrics, goals, and objectives of innovative technologies. The contractor shall provide subject matter expertise in areas that are not primarily within their technical domain, but are pertinent to the new concepts/programs the office may be pursuing. This includes technical support for office-based initiatives (new program concepts and technologies), new starts, SBIR/STTR efforts. This support may include participation in technical reviews of these activities, and assistance with technical evaluation and independent assessments of the concepts and related technologies. Additionally, the contractor may prepare briefings, reports, and other related documentation/data to support the development and approval of these activities. In addition, the contractor may be requested to coordinate with potential users to formulate performance and programmatic requirements for new program concepts/technologies.

2.5.3. Assist the PMs, OD, DD, and ADPM by providing technical expertise with ongoing programs to include input at quarterly reviews, site visits, demonstrations, and other events; provide recommendations to mitigate technical risk and potential program impact of failure; provide independent assessments of results of laboratory and other tests conducted by the performers.

2.5.4. Assist the PMs in providing Subject Matter Expert (SME) support as needed in scientific reviews to include providing input as to the technical strengths and weakness of BAA proposals.

2.5.5. Provide technical input as required into the RDDS narratives, congressional staff briefings, and other related inquiries from outside agencies.

2.6. Briefing, Report and Communications Preparation

The contractor shall support the PMs, OD, DD, and ADPM in briefing, report and preparation of communications documents. This support may include providing personnel, equipment and software capable of preparing reports, graphic presentations, scanning documents, and faxing documents, all of which could be up to or at the TS/SCI level. The contractor shall be capable of providing rapid turnaround of time critical materials. Support may include:

Preparation of drafts of DIRO (Director’s Office) review briefings, industry day/workshop presentations, technical interchange meetings, and other briefings/presentations for internal and external use.

2.7. Meeting/Conference Support

The contractor shall provide personnel to organize and logistically support program-related meetings and new concept industry days/workshops. Meeting support services include planning, organizing, scheduling, agenda planning, conference material and proceedings preparations, provide for audio-visual services/equipment and security services at both DARPA and non-DARPA locations.

2.7.1. In addition, the contractor shall also have the ability to host meetings in their own facility (or a teaming partner’s facility) in a conference room capable of comfortably accommodating at least 50 people. The facility shall be within 15 minutes walking distance of the DARPA location at 675 N. Randolph Dr., Arlington, VA. The conference room shall provide adequate security for up to SECRET level classified discussions.

2.7.2. For planning purposes, it is anticipated that seven (7) local meetings will be held with approximately 50-75 attendees at each meeting. It is anticipated that six (6) non-local meetings will be held annually with 50-75 attendees at each meeting.

For non-local meetings, assume two (2) are on the west coast and two (2) are on the east coast. For cost proposal purposes, the Government’s stated cost of $118,000.00 per year, exclusive of indirect rates, shall be used.

3. DELIVERABLES AND REPORTS

In addition to any deliverables identified in Section 2.0, the contractor shall electronically submit other reports.

3.1. Monthly Reports

3.1.1. A monthly progress/status report will be delivered each month by the 15th of each month (covering the preceding month’s timeframe) to the PM, ADPM, COR, and CO. The report shall be generated in a manner that will enable clear comparison supporting certification of invoices. The report will include:

3.1.2. A summary of work accomplished, schedule updates, and any anticipated any issues (contractual, personnel, programmatic, etc.).

3.1.3. Corresponding financial status that summarizes overall financial progress:

For each person who has charged the task: name, labor category, labor rate, monthly charges (hours and dollars), cumulative charges (hours and dollars).

For the task as a whole, total funding provided, total charges to date with labor, travel and ODCs broken out separately, funding balance remaining, and a comparison of the funding provided against the actual and projected burn rates.

3.1.4. Copies of monthly invoices, attached as an addendum

3.2. Other Reports

Other reports, as required, indicating the work accomplished and current status

3.3. Final Report.

The contractor shall electronically provide a final report to the ADPM, COR, and CO that includes summary financial information, technical accomplishments, and any issues and their resolution. Final report is due 30 days following the end of the period of performance.

4. GOVERNMENT-FURNISHED INFORMATION / EQUIPMENT / FACILITIES

4.1. Government Furnished Information

The Government will provide the contractor access to necessary information, documentation, data, files, DARPA financial system software to accomplish the SOW tasks.

4.2. Government Furnished Equipment

All FTE will be assigned IT equipment based upon their required support. Contractors must be able to work at the Government Site.

4.3. Facilities/Place of Performance

Fully furnished office space may be available onsite at the DARPA facility. It should not be assumed to be shared with contractor personnel unless Government site rate discounts for those personnel are offered. Contractor personnel proposed as a 0.75 or more FTE shall be assumed to be located onsite at the DARPA facility. Contractor personnel proposed less than a 0.75 FTE shall be assumed to be located offsite at a Contractor facility.

5. TRAVEL

The contractor will be required to provide technical input at program meetings that will require local travel in the Arlington, VA area as well as travel to the investigators’ institutions, conferences, symposia, and to potential transition customers. For annual planning purposes, assume travel will include fifteen (15) West Coast trips (LA/SD/Bay Area), fifteen (15) Midwest trips (Chicago/Indianapolis), and East Coast trips (New York/Boston area). For cost proposal purposes, the Government’s stated cost of $100,400.00 per year, exclusive of indirect rates, shall be used.

6. SECURITY

The majority of this work will be unclassified; however, all contractor personnel who sit onsite and/or are proposed as a 0.25 FTE or greater must have a minimum of a SECRET clearance and may require clearances up to the TS/SCI level. Additional security requirements may be added as new programs are approved.

7. TECHNICAL POINT OF CONTACT

The DARPA POC responsible for the technical aspects of this task order is:

Lisa Mattocks DARPA Strategic Technologies Office Arlington, VA 22203

(571) 218-4424 lisa.mattocks@darpa.mil

8. PERSONNEL

8.1. Expertise Requirements

The contractor shall provide qualified, experienced engineering and technical support personnel, management and financial support personnel, and administrative support personnel to accomplish the tasks and deliver the services required by this Statement of Work. All contractor personnel proposed will meet the qualifications set forth in the Personnel Qualifications located at Section J, Attachment 11 of the base IDIQ.

8.2. Subcontractors and Consultants

The contractor may subcontract to other contractors or Subject Matter Experts and consultants for the efforts defined within this SOW. All subcontracted efforts shall be subject to the consent requirements contained in the subcontracting clause of this contract. In the event subcontractors and/or consultants are utilized, the contractor will be fully responsible for their performance and cost reporting. The contractor shall provide the manpower required to manage all subcontracts and consultant efforts and to monitor subcontractor activities to the appropriate level of detail that is required to assure timely delivery of all supplies and/or services. The contractor shall ensure these personnel have the appropriate level of security clearance to support the effort they are proposed for. A report on subcontractor and consultant performance will be included as part of the monthly status report.

9. AQD SERVICES GREENING CLAUSE

Almost every service requires the use of some sort of product. While providing services pursuant to the Requirements Document in this contract, if your services necessitate the acquisition of any products, the contractor shall use its best efforts to comply with Executive Order 13514, and to acquire the environmentally preferable products that meet the requirements of clauses at FAR 52.223-2, Affirmative Procurement of Biobased Products under Service and Construction Contracts, 52.223-15, Energy Efficiency in Energy Consuming Products, and 52.223-17 Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts.

Additionally, the contractor the contractor shall use its best efforts to reduce the generation of paper documents through the use of double-sided printing, double sided copying, and the use and purchase of 30% post-consumer content white paper to meet the intent of FAR 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper.

10. ENTERPRISE WIDE CONTRACTOR MANPOWER REPORTING APPLICATION

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this order for DARPA STO Front Office Technical & Administrative Support via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.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. Contractors may direct questions to the help desk at helpdesk at:

http://www.ecmra.mil/.

D17PS00139 – Attachment 8

DARPA STO FRONT OFFICE TECHNICAL & ADMINISTRATIVE SUPPORT

LABOR CATEGORY EXAMPLE

It is the contractor’s responsibility to submit a proposal based on its expertise and understanding of the requirement as outlined in the associated DARPA STO Front Office Technical & Administrative Support Statement of Work (SOW). All proposed personnel must have excellent organization, communication and coordination abilities. All proposed personnel must be able handle a wide variety of tasks, such as briefing support and general administrative actions.

Additional consideration will be given for previous DARPA experience.

Contractor personnel proposed as a 0.75 or more Full Time Equivalent (FTE) shall be assumed to be located onsite at the DARPA facility and proposed using on-site rates. Contractor personnel proposed less than a 0.75 FTE shall be assumed to be located offsite at a Contractor facility and proposed using off-site rates. Any instances in which this will not be possible must be explained.

Due to the technical complexities associated with providing the necessary and appropriate support for the DARPA STO Front Office Technical & Administrative Support Task Order, below is an example of the possible labor categories and FTEs needed to accomplish the task.

The following table is included to help clarify the specific personnel needs associated with the task. The proposal does not need to be limited to the use of the below categories or specific FTEs within said labor categories, however the offeror is expected to provide a proposal that fully meets the expectations of the SOW. Should the offeror choose to propose less than the number of total FTEs outlined below, the offeror must describe in detail how their approach will provide the Strategic Technology Office with the expert, high quality support it requires.

Labor Category

Full Time Equivalent

Required Specialist Experience / Background

Financial Analyst

7 Candidate(s) should possess at least a Bachelor’s Degree with expertise in financial tracking, creating MIPRs/PRs, and financial analysis. Experience with DARPA Financial tools, and the MIPR/PR process is required. Previous experience in the quality control of DARPA’s MIPRs and PRs is highly desirable.

Lead Program

1 Candidate(s) should possess at least a Bachelor’s Degree (preferably in an Engineering field). Experience in creating briefings/power point presentations for internal and external customers is required.

Subject Matter Expert III

2 Candidate(s) should possess a PhD in Physics, Engineering, or related area.

Subject Matter Expert II

1 Candidate(s) should possess a PhD in Physics, Engineering, or related area.

D17PS00139 – Attachment 8

Subject Matter Expert I

1 Candidate(s) should possess a PhD in Physics, Engineering, or related area.

Senior Scientist

2 Candidate(s) should possess a PhD in the Engineering field.

Expertise in mechanical or electrical engineering is strong desired.

Program

3 Candidate(s) should possess at least a Bachelor’s Degree with expertise/experience in drafting/routing PADs, and R&D Descriptive Summaries (RDDS). Experience in creating briefings/power point presentations for internal and external customers is required. Previous experience in providing direct support to an Office Director and/or ADPM is highly desirable.

Lead Program Analyst (Action Officer)

2 Candidate(s) should possess at least a Bachelor’s Degree with expertise/experience in briefing support, general administrative actions, task tracking, and suspenses. Previous experience in providing direct support to an Office Director and/or ADPM is highly desirable.

Executive Assistant

2 Candidate(s) should possess at least a Bachelor’s Degree with expertise/experience in office timecards, executive travel and SBIR/STTR tracking. Previous experience in providing executive-level support is highly desirable. Experience with Defense Travel System (DTS) is required, along with the ability to provide travel support to up to twenty (20) Program Managers.

Program Analyst (Acquisition Support)

4 Candidate(s) should possess at least a Bachelor’s Degree with expertise/experience in the BAA process required. Experience in the coordination and support of DARPA’s program and office-wide BAA process is highly desirable.

Conference Specialist

.5 Candidate should possess at least a Bachelor’s Degree with expertise and at least 5 years experience in executing the planning, logistics and execution of meetings which vary in attendance and complexity. Experience in planning DARPA specific events is preferred.

Graphics Specialist

1 A minimum of three year preparing visual arts, including text and illustrations. Must be adept in computer-generated graphics and PC-based software packages, including, but not limited to PowerPoint.