DRAFT Performance Work Statement.docx

H9821023C0002

PERFORMANCE WORK STATEMENT

The Defense Support Services Center (DSSC)

Revised Performance Work Statement (PWS), September 2024

Program Management Disability Programs Operations and the Workforce Recruitment Program (WRP) for College Students and Recent Graduates with Disabilities

1. 0 INTRODUCTION

The U. S. Department of Defense (DoD) Defense Support Services Center (DSSC) provides leadership and strategic guidance to DoD Military Departments and Defense Agencies on issues relating to the implementation of affirmative steps to become model employers of individuals with disabilities.

The DSSC executes the Workforce Recruitment Program (WRP) for College Students and Recent Graduates with Disabilities to enhance the pipeline for individuals with disabilities to join the DoD civilian workforce. This includes collaborating with the Interagency and DoD Components to screen, recruit, and hire talented individuals with disabilities, maintaining the program cited as a Federal model by the Office of Personnel Management. DoD has enhanced the programs to meet the needs of the Department and to open the WRP to a larger group of near eligible candidates.

The DSSC conducts the Annual Disability Awards Ceremony on behalf of the Secretary of Defense. The Ceremony is an exhaustive planning and execution effort which recognizes the exemplary contributions of disabled military and civilian members to the DoD mission.

2.0 BACKGROUND

DSSC Disability Program Directorate executes the Workforce Recruitment Program (WRP) for College Students and recent Graduates with Disabilities, collaborates with Federal Agencies and DoD Components to screen, recruit, and hire talented individuals with disabilities. The objective of this contract is to provide administrative coordination and support, information management program evaluation and analysis, policies impact review, in addition to outreach and marketing support within the DoD Components.

Based on Title 29 US Code, 794 Rehabilitation, Comprehensive Services, and Developmental Disabilities Act of 1978 the Disability Program Directorate executes the Secretary of Defense (SECDEF) Disability Award Recognition Program. This ceremony recognizes the exemplary contributions of disabled military and civilian members to the DoD mission to advance the Departments commitment. The Disability Award Recognition is a SECDEF high visibility program to recognize the accomplishment of both the employee and the employer of the disabled.

3.0 SCOPE

The contractor shall provide all tools, transportation, supplies, labor, materials, equipment (except what is listed as Government furnished equipment in this PWS), travel and supervision, necessary to support the Disability Programs and WRP provide general analytical, technical, administrative, program, policy, and marketing and outreach support for disability programs, and initiatives supporting the DSSC Strategic Plans.

4.0 Requirements. The contractor shall:

4.1 Maintain all aspects of the WRP Education, Information, and Communication Programs and Data Maintenance and Development.

4.1.1 Collect and analyze spending target data, draft an annual WRP allocation recommendation for Government review and approval. The Government will use this information to assist in preparing a final WRP Placement Targets and Component Allocation Plan.

4.1.1.1 Draft program guidance for the WRP program. Development of the annual DoD DSSC WRP reports, User Guides, and training programs. This includes the DoD WRP Annual Report, annual weeklong training program, Barrier Analysis and Underserved Demographic Data, and the WRP Website/Database User’s Manual. The content of the WRP Annual Report and analysis will include, but is not limited to, an executive summary, program evaluation, detailed analysis, demographic and diversity data, statistical tables, presentation graphics, and recommendations. The contractor will develop and submit for Government review and approval, reports, user guides, training programs, meeting agendas, notes, and other comprehensive records management critical to advancing the WRP.

4.1.1.2 Create and update a DoD WRP Direct Hire Data base, using Excel and SharePoint.

4.1.2 Support the DSSC in collaborating with DoD officials and other agencies to develop, maintain, and update the WRP web portal, annual WRP educational programs and trainings, marketing, and a strategic communication plan to support the implementation of DoD disability employment related initiatives. This includes, to the preparation and execution of:

4.1.2.1 A schedule for yearly training and educational programs for WRP Coordinators and information broadcasts to DoD WRP Coordinators, DoD Components, recruiters, program coordinators, mentors, mentees, “The Shared List,” of qualified candidate with reportable and targeted disabilities and other stakeholders;

4.1.2.2 Compose and develop reports, document preparation and plan for meetings and training, which must be accurate, grammatically correct, and reviewed and approved by a Government representative prior to release/delivery;

4.1.2.3 Ensure all products and deliverables are compliant with the Rehab Act Sec 508, be accurate, grammatically correct, and reviewed prior to release; and

4.1.2.4 Distribute event schedules, advertising/outreach items and process responses to Component request for information about the events.

4.1.3 Provide analytical, mathematical, and conceptual analysis of program data.

4.1.3.1 Provide specialized disability information and advice and assistance to DoD Components on Rehabilitation Act and Architectural Barriers Act.

4.1.3.2 Track disability programs/management issues and action.

4.1.4 Develop program information, including:

4.1.4.1 Program information metrics on the employment of individuals with disabilities and individuals with targeted disabilities;

4.1.4.2 Program education, training, training materials, and fact sheets;

4.1.4.3 Program eligibility guidelines, educational resources, and other program content rich materials;

4.1.4.4 Media briefing presentations, analytical graphs, charts, and multiple reports for advancement of the program.

4.1.5 Prepare after action reports upon conclusion of the Annual Disability Awards Ceremony, trainings, Forums, Annual Workforce Recruitment Program Awards Ceremony and educational activities, and other office-sponsored disability training events.

4.1.6 Provide data quality control for WRP and other DoD Disability Initiatives in collaboration with the Defense Manpower Data Center (DMDC). The contractor shall:

4.1.6.1 Develop standard and custom disability related workforce reports;

4.1.6.2 Analyze disability data from the U.S. Equal Employment Opportunity Commission, U.S. Office of Personnel Management, DMDC, and other sources; and

4.1.6.3 Prepare requests for data for Standard Form 256, Self-Identification of Disability from DMDC and other organizations.

4.1.7 Monitor the wrp@dod.mil, and dodhra.mc-alex.DSSC.mbx.disability-program-directorate@mail.mil the shared email accounts for programs, activities, events, and/or questions/inquiries for all DPD programs, and all disability initiatives through various means of communication. Make recommendations to the Disability Program Directorate Lead regarding resolution to inquiries and questions.

4.2 Administer and execute the WRP in support of the DoD and its Components. The contractor shall:

4.2.1 Manage and maintain DoD WRP User Guide, standard operating procedures and resources guide in support of the WRP Lead for DoD Components to implement WRP.

4.2.2 Maintain records in accordance with the National Archives and Records Administration (NARA) guidelines.

4.2.3 Support the WRP information management system by reviewing and providing comments/feedback on the WRP website and hiring information forms which can interface with the Department of Labor (DOL) WRP website (www.wrp.gov).

4.2.4 Assist the WRP Lead in the administration and implementation of the WRP. The contractor shall:

4.2.4.1 Develop a tracking system to assist the WRP Lead in determining optimum use of internships.

4.2.4.2 Maintain a listing of all authorized interns and the allocation used by Components to hire WRP Interns.

4.2.5 Provide administrative and management coordination and implementation of the WRP throughout DoD Components. The contractor shall:

4.2.5.1 Support the monthly WRP Component Coordinator meeting by creating a schedule, compiling information to be presented, preparing the meeting space and materials, connecting applicable audio/visual equipment necessary for the meeting, taking notes during the meeting and providing draft meeting minutes to the WRP Lead for review and approval. Distribute meeting materials, WRP Lead’s meeting minutes and other applicable information to the Component Coordinators.

4.2.5.2 Facilitate scheduled meeting for Disability Program Director. Support the WRP Lead by facilitating a variety of events including the semi-annual WRP Component Coordinator Forum and the annual Award Ceremonies.

4.2.6 Distribute information and resources to other agencies as directed by WRP Lead to ensure implementation of year-round WRP participation.

4.2.7 Extract the WRP Hires Report from the WRP database. Review and ensure accuracy of the expenditures for CIVPAY of WRP Interns, inform the Director of discrepancies found. The Hires Report shall contain the number of incumbent offers and acceptances.

4.2.8 Design, test and support the WRP data management system and website and maintain WRP website user manual, in conjunction with the DOL and Officer of Personnel Management (OPM).

4.2.9 Provide Support by Developing Reports and Training Materials. Develop and plan Outreach/Awareness Activities

4.2.9.1 Prepare reports, conduct training, develop technical assistance materials, develop, and formulate education and awareness activities designed to inform internal and external stakeholders on relevant disability laws, regulations, policies, inter- and intra-departmental programs, and initiatives to advance the employment of individuals with disabilities.

4.2.9.2 Research and analyze the Disability Program Directorate guidance. Compile the final DoD guidance, reports, educational curriculum, fact sheets, briefing packages and other support documents for review and approval by senior DoD leadership on an as needed.

4.2.9.3 Compile a comprehensive Annual DoD DSSC Disability Program Directorate Report which includes the following: an executive summary; detailed data and analysis regarding hiring actions and permanent placements; demographic and diversity data on ethnic and race identification as well as Veterans participation in the programs; statistical tables reflecting the DoD Components Performance in participation in the hiring, promoting and retain individuals with reportable and targeted disabilities; graphics to support reported data; program recommendations to build on future year programs.

4.2.9.4 Maintain data within WRP automated systems to:

4.2.9.4.1; Administrative Support for Support Agreement development:

Research, update, and forward to government for review. WRP Lead will do assessment of files once contractor actions are completed.

4.2.9.4.1.1 Aide with the preparation of 7600A. Assist with obtaining final authorizing signature for execution. Assist with modification of 7600A based on input from WRP Lead. Store and maintain final version of approved 7600A. Track when 7600As will expire to ensure an updated version is completed 120 days prior to expiration date.

4.2.9.4.1.2 Track amendments to 7600A; store and maintain most current version of document. Maintain budget files from DoD Components.

4.2.9.4.1.3 Complete procedures for closing the 7600A and follow Dept of the Treasury Bureau of Fiscal Service guidance on the retirement of 7600A.

4.2.9.4.2 Provide diversity and demographic and other profiles of WRP participants for reporting purposes;

4.2.9.4.3 Verify WRP personnel actions such as hiring confirmations and permanent placements;

4.2.9.5 Develop processes and tracking systems for long-term program planning and evaluation of the WRP Program.

4.2.9.6 Provide general advice to the DSSC Disability Program Director to improve performance, strengthen, and increase permanent placement of participants into the DoD workforce.

4.2.9.7 Provide general advice to the DSSC Disability Program Director for developing internal and external communication/guidance to stakeholders on employment of individuals with disabilities advancing a model DoD Disability Program.

4.2.9.8 Provide customer service. The contractor shall:

4.2.9.8.1 Respond to all inquiries including e-mail, in person, Share Point (or equivalent) and telephone inquiries by the end of the next business day;

4.2.9.8.2 Distribute and explain DoD employment processes and information to DoD leadership, students, and individuals seeking jobs with DoD Components;

4.2.9.8.3 Distribute and explain program information to all stakeholders including schools, members of the public, and personnel in DoD Components and other Government agencies; and

4.2.9.8.4 Communicate with WRP coordinators, student hires, supervisors, mentors, and mentees regarding program activities.

4.2.9.9 Promote the WRP Program by conducting targeted on-site outreach to colleges and universities, disability service providers, and other possible recruitment sources to locate and build a pipeline of qualified individuals with disabilities for the major job categories identified by the DoD Washington Headquarter Services as well as the Director Defense Human Resources Activity. See PWS Section 7 for on-site outreach locations.

4.2.10 Provide content development and Support for curriculum development training seminars, educational symposiums, Conferences, Meetings, Events, and Activities

4.2.10.1 Support the DoD Director DSSC as he/she performs the duties as Co-Chair of the Government-wide WRP Steering Committee, Chair of the DoD WRP Coordinators Working Group, Project Manager for DoD Disability Awards Ceremonies and Forums/conferences, and Project Manager for the WRP education and training programs, Recognition/Awards Ceremonies and Receptions. Support includes creating a schedule, compiling information to be presented, preparing the meeting space and materials, connecting applicable audio/visual equipment necessary for the meeting, presenting information, taking notes during the meeting and providing draft meeting minutes to the WRP Lead, distributing meeting materials and final meeting minutes when received from the WRP Lead, and distributing other applicable information to the attendees.

4.2.10.2 Maintain membership and attendance lists, arrange for training seminars, educational sessions, conferences, meetings, and special events. Develop and prepare program content, announcements, handouts, and notes.

4.2.10.3 Assist and support group and committee members with prescribed actions for the DSSC programs. Support and assist means:

4.2.10.3.1 Maintain the meeting report, document events and develop meeting minutes to be distributed and posted on the various sites supporting the Disability Program Directorate.

4.2.10.4 Develop call for awards and training materials related to disability initiatives. The preparations will culminate in the WRP Awards Ceremony and the DoD Disability Awards Ceremony and training Forums. The awards calls will be released six weeks prior to the event. The contractor will review, track, and ensure complete awards nominations packages are provided by DOD Components.

4.2.10.4.1 Annual WRP Awards Ceremony and Networking Events, are customarily held in July, and the Annual Disability Awards Ceremony and Forum each July and December.

4.2.10.5 Develop, plan, and coordinate conferences, symposiums, training sessions, and other events, such as the DSSC directed WRP and DAC Awards Ceremonies and other programs for DoD WRP and DPM participants in the Washington, DC area. There are an estimated 16-20 events per year.

4.2.11. Assist the WRP lead with the expansion of the WRP. The contractor shall:

4.2.11.1. Increase outreach and expand partnerships with federal agencies, such as the Department of Veterans Affairs (VA), and with associated nationwide disability organizations by providing information through outreach and recruitment events, networking events, and creating opportunities for collaborative efforts between the DoD, federal agencies, and associated nationwide disability organizations to achieve benefits such as hiring, promoting, and retaining people with disabilities on a government-wide scale.

4.2.11.2. Develop and implement a plan, with the approval of Disability Program Directorate, to increase marketing to schools and students at Historically Black Colleges and Universities, Hispanic Serving Institutions, Commonwealth of Northern Mariana Islands, American Samoa, Guam, and tribal colleges. Plan will include creating and administering a WRP social media presence to be able to Communicate with students effectively.

4.2.11.3. Create and administer a WRP social media presence to be able to communicate with students effectively.

4.2.11.4. Develop communication tools, with the approval of the Disability Program Directorate, and aid the WRP lead by distributing communication tools to the WRP DoD Component leads through outreach events, email, working group engagements, and SharePoint. The communication tools include WRP website support for communication of reports, online training/webinars, success stories from participants, advertisement of recruitment events, and the development and dissemination of the WRP Newsletter.

4.2.11.5. Expand the scope of eligible participants by conducting and participating in recruitment, networking events, and career fairs. Expanding scope of eligible participants will include:

4.2.11.5.1. Individuals with disabilities further along in their professional careers.

4.2.11.5.2. College graduates who have been out of school longer than 3-5 years.

4.2.11.5.3. Non-students.

4.2.11.5.4. High school and part-time college-students

4.2.11.5.5. Traditional blue-collar trades, and to reach trade and vocational school students and graduates.

4.2.11.6. Develop a strategy to enhance the data collection and performance accountability for the WRP. This includes improving access to real-time hiring data, an efficient method to track agency WRP hires, manage established performance metrics/targets for 12 departments/agencies to track the number of candidates hired through the WRP and publish statistics on the effectiveness of the program on the WRP website. Submit the strategy to the Director WRP for approval.

4.2.11.7. Monitor and track updates to the WRP database and overall website functionality to provide feedback to the DoL from a user experience perspective.

Contractor will function as a Key User who is familiar with the wrp.gov database and will monitor and test the database from a DoD user perspective to ensure that the database continues to support DoD needs. The Contractor will submit a ticket to the DOL help desk to assist with improving the customer experience. The Office of Disability Employment Policy will provide a status update to the Disability Program Directorate.

4.2.11.8. Improve program delivery and program administration by improving school and student preparation. The contractor will facilitate seminars and webinars to train candidates to provide a basic understanding of federal hiring requirements to include federal resume writing, the types of positions included within a particular job series, how to use USAJOBS, and the requirements related to establishing Schedule A eligibility.

4.2.11.9. Increase engagements for students who have been hired through scheduled check-ins, hosted networking events for participants and employers via a virtual career fair platform.

4.2.11.10. Provide administrative and program information to the Disability Programs Directorate for the WRP initiative to synchronize and integrate the WRP with other complementary DOD programs for individuals with disabilities, such as Autism Works, Operation. Warfighter, and/or Wounded Warrior to promote inclusion.

4.2.11.11. Increase the use of MilSuite and other DOD workforce collaboration tools for marketing and outreach of the WRP program throughout the DOD through advertisement in working groups, component meetings, and marketing events.

4.2.11.12. Provide recruitment, administrative, and program information to the Disability Programs Directorate for the WRP effort to establish a feeder program for Information Technology professionals to obtain careers within the DOD Cyber Workforce.

4.3 Orientation Briefing

4.3.1 Within two (2) weeks of award, the Contractor shall participate in an orientation briefing for the Government. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key task participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives.

4.3.2 The orientation briefing will be held virtually or at the Mark Center, Alexandria, VA, and both parties will mutually agree upon the date and time.

4.4. Miscellaneous. The contractor shall provide all goods, supplies, materials, printing and services including American Sign Language Interrupters and Communication Access Real-time Translation as approved by the National Association of the Deaf in the execution of this contract as outlined in PWS Attachment 1, Historic Goods Purchased and Services Provided in Support of the Disability Program and WRP. All costs for the items and services listed in PWS Attachment 1 shall be included in the contractor’s firm fixed-priced proposal.

5.0 DELIVERABLE(S).

5.1 The Contractor shall provide deliverable(s) in a format mutually agreed upon by the Government and the Contractor. 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 workday prior to the due date. In fulfillment of this effort, the Contractor shall provide the following deliverables to the COR.

5.1.1 Monthly Status Report. The contractor shall document the efforts performed in the completion of each task in a detailed monthly Status Report. At a minimum, the report shall include:

5.1.1.1 Detailed progress report of findings, activities, and accomplishments during the reporting period, and summary of work accomplished during the reporting period.

5.1.1.2 Planned activities, as well as the status of any/all deliverables, including planned delivery date(s) and actual and/or anticipated delivery date(s).

5.1.1.3 Identification of any problems, issues or delays and recommendations as to their resolution, and any corrective action that was taken to correct identified problems.

5.1.1.4 Strategy revisions. Recommended changes to include any lessons learned.

5.2 Trip Report. Following official travel, the Contractor shall prepare a trip report detailing the purpose of the trip, the individuals contacted, any agreements that were reached during the trip, or any other significant issues that were identified during the travel.

5.3 Quality Control Plan (QCP). The Contractor shall develop and maintain an effective quality control program to ensure the services of this PWS are being met. The Contractor shall develop a QCP that includes quality control processes and procedures and maintain ongoing standard operating procedures for all activities and programs associated to the delivery and management of DSSC Disability Program Directorate. The standard operating procedures should be organized and maintained so as to ensure quick and efficient personnel transitions regardless of the topic or issue (i.e. Section 504/508 complaint management to WRP management).

Table 2 (Deliverables Schedule)

Database User’s Manuals Annually: 30 September 2023; updated monthly on the 3rd Tuesday of the month

Strategic Communications Plans Annually: No later than the end of April

WRP Mentoring Curriculum, WRP Orientation Manual, technical assistance materials Annually no later than the end of March

DoD Disability Awards Ceremony held first week of October and Disability WRP Forum (July and December annually). Awards Call prepared for release by November.

Awards nominations reviewed for completion and announcement package prepared for release by October 1.

working day each month

Maintained ongoing throughout the contract

5.4 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 The Contractor will be required to travel in support of tasks to fulfill PWS requirements. Travel will be requested by the COR at least 7 business days prior to the travel date. All costs for the trips below shall be included in the contractor’s firm fixed price. If additional travel becomes necessary, the Government will request a proposal and modify the contract to fund the additional travel.

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 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. The Contractor/Subcontractor personnel under this contract will require unclassified access to DoD network(s), Information Technology (IT) systems, Government Furnished Equipment (GFE), DOD credential, also known as the Common Access Card (CAC) for physical and logical access to federally controlled facilities and or DoD Information Systems (IS) with Personally Identifiable Information (PII) or Controlled Unclassified Information (CUI).

8.1.1 All Contractor personnel assigned to 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 All personnel on this contract will be designated a Non-Critical-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) BI 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 Staffing. 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.

8.3 Onboarding. All personnel supporting this contract must have a favorably adjudicated Tier 3 background investigation or be in the process for one with a minimum of interim eligibility.

8.4 Listing of Employees & Clearance Documentation. The Contractor shall maintain a current listing of employees. Within ten (10) calendar days of contract award, the Contractor shall provide the COR a list with the names, location of performance and requirements of all company employees assigned to this effort. The list shall be validated and signed by the company and provide a copy to DHRA-DEOC Personnel Security. An updated listing shall be provided when an employee's status or information changes.

8.5 Access To Sensitive Information. 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.

8.5.1 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.

8.6 Information Technology (IT) Level Investigation Requirements. The contractor/subcontractor personnel supporting this contract will require IT-III access to DHRA IT & Information.

8.6.1 Contractor personnel, who perform work on sensitive networks, IT systems or applications, will be required to obtain and maintain the appropriate investigation and adjudication determination. The Contractor shall assure that individuals assigned to the contract undergo the respective BI and have obtained the proper eligibility, based on job function or tasks performed by the contractor personnel.

8.6.2 IT-Level position category designation does not imply or convey access to classified information.

8.6.3 The IT Level will determine the access level needed to perform work on the DoD IT Systems/Networks. The IT access level is designated based on the IT system/network requirements according to the DoD Cyber, Security Technical Implementation Guides (STIGs) https://public.cyber.mil/stigs/.

8.6.4 It is the responsibility of the contractor to ensure the employees meet the appropriate Tier investigation prior to requesting IT access. The applicable IT access levels are as follows: Identify if the contractor/subcontractor will be assuming one or more roles with responsibilities described here, edit roles as applicable:

8.6.5 IT-III – Other – Low Risk: All other non-sensitive determined low-risk positions involved in computer activities. Positions designated by the Agency head that involve a degree of access to a system that creates minimum to low damage less than that in IT-II positions. For IT-III, designations at minimum shall obtain a favorable T1, an equivalent or higher BI to meet the Non-Sensitive role.

8.7 Personal Identifiable Information (PII) and Tier Investigations. 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:

8.7.1 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.

8.7.2 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.

8.7.3 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.

8.7.4 The Contractor shall report immediately to the DHRA Privacy Office and secondly to the COR discovery of any Privacy breach.

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

8.8.1 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.

8.8.2 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.

8.8.2.5 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.

8.8.2.6 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.

8.8.2.7 Ensure documents transmitting CUI material call attention to any attachments containing CUI.

8.8.2.8 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.

8.8.3 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.

8.8.4 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.

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

8.8.6 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.

8.9 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.

8.9.1 The Government is responsible for the cost of POT or sponsor a DoD determined equivalent background check for UNCLASSIFIED access.

8.9.2 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.

8.9.3 Per DCSA a T3/T3R meets the requirement for a Non-Critical Sensitive position. A new application for a DoD T3 BI for Position of Trust determination requires fingerprints, proof of US Citizenship and a Personnel Security Questionnaire (PSQ) on the Standard Form (SF) 85 using the Electronic Questionnaire for Investigations Processing (eQIP). 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 T3 BI to access the eQIP system. For information visit: eQIP: https://www.dcsa.mil/is/eqip.

8.9.4 Reciprocity. The DHRA-DEOC Security and DLA Personnel Security (PERSEC) will use reciprocity to the extent possible and if necessary will request re-adjudication by the (DoD) Consolidated Adjudications Facility (CAF) to 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.

8.9.4.1 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_Designation_Investigation_Type_Chart_Sept_2017.pdf

8.9.4.2 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.

8.9.5 A new Position of Trust applicant under this contract must obtain at a minimum interim eligibility from the Defense Logistics Agency (DLA) prior to the assignment and performance of their duties in support of the Government in this contract.

8.9.6 DHRA’s interim Position of Trust eligibility is sponsored by DHRA-DEOC Security and approved by the Defense Logistics Agency (DLA) PERSEC.

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

8.9.7.1 Comply with all personnel security requirements as specified by DHRA-DEOC Security and DLA PERSEC;

8.9.7.2 Attain and maintain favorable FBI fingerprint results;

8.9.7.3 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 Consolidated Adjudication Services (CAS) (Former DoD Consolidated Adjudications Facility (DoD CAF));

8.9.7.4 Attain and maintain favorable eligibility to the designated BI.

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

8.11 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 workday, all Government facilities, equipment, and materials shall be secured.

8.12 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.

8.13 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.

8.13.1 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).

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

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

8.13.2.2 Have an open Tier 3 role;

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

8.13.2.4 Provide proof of U.S Citizenship.

8.14 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.

8.15 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.

8.15.1 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.

8.16 Conduct while on Government Installation. The CO may direct the contractor to remove an employee(s) from an assignment under this contract for reasons of security or misconduct.

8.17 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.

8.21 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.

8.21.1 If at any time, any Contractor personnel supporting this contract are unable to obtain/maintain an adjudicated T3, 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)…