Draft PWS.docx

Table of Contents

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

1.0 GENERAL INFORMATION

This is a non-personal services requirement to support Department of Defense (DoD) initiatives, implemented in accordance with 10 U.S.C. § 4144 and 10 U.S.C. § 2192, to create and strengthen networks that connect DoD components, military service branches, academia, and government agencies. These initiatives align with federal statutory requirements for expanding STEM opportunities through institutional partnerships and innovative research-based approaches. The Government shall not exercise any supervision or control over the project requirements. The awardee shall be accountable for the execution of each project requirement awarded and is solely responsible to the Government in accordance with (IAW) the terms and conditions of the contract and applicable federal statutes governing STEM education programs.

2.0 DESCRIPTION

The contractor shall provide all personnel, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform the requirements set forth in this Performance Work Statement (PWS) in support of Department of Defense (DoD) STEM initiatives, in accordance with 10 U.S.C. § 4144, 10 U.S.C. § 2192, and DoD Instruction 5000.66. The services will consist of Program Evaluations, Data Collection, Analysis, HBCU/MI and STEM programs support, and summer and faculty researcher support. All services and deliverables must meet DoD standards and comply with applicable federal regulations governing STEM education and workforce development programs.

3.0 BACKGROUND AND VISION STATEMENT

The Department of Defense (DoD) maintains a robust STEM workforce of military and civilian personnel across its numerous research laboratories, technical centers, and regional sites throughout the United States. These professionals serve in science, technology, engineering, and mathematics (STEM) positions that are essential to national defense capabilities. As established under 10 U.S.C. § 2192 and 10 U.S.C. § 4144, along with the National Defense Authorization Act, DoD scientists and engineers advance critical technologies and capabilities that provide strategic and tactical advantages to the warfighter while ensuring force protection.

3.1 General Requirements

3.1.4 Personnel Requirements

3.1.4.1 Personnel Departure

Personnel shall inform the Contracting Officer Representative and the Contracting Officer in writing by email of their intent to terminate employment at least two weeks prior to the effective date. All Government clearance processes must be completed NOT LATER THAN 72 hours prior to effective termination date of employment.

3.1.4.2 Personal Appearance

The Contractor shall require all employees, including employees working at a remote location, to be neat, clean and well-groomed during work hours. Excellent grooming standards are to be maintained at all times while at work. Attire that results in the distraction of other employees or disruption of the workplace is prohibited. All employees are expected to wear attire that is consistent with standards for a professional business environment at all times, unless they elect to wear business casual attire on Fridays. The Contractor shall remove any employee from the job site for non-adherence of contract dress code.

3.1.5 Organizational Conflicts of Interest

The Contractor's attention is invited to FAR Part 9.5, which potentially limits the Contractor’s participation in future acquisitions, based on work done under that current contract, or access to proprietary information obtained in the course of contract performance. Contractors are generally prohibited from supplying a system or services acquired on the basis of work statements growing out of their services.

3.1.6 Performance Evaluation Meetings

The Contractor's PM shall meet with the COR as determined necessary, but not less than once every month for the period of performance. The Government will normally schedule the meetings; however, the Contractor may request additional meetings if necessary.

3.1.7 Monthly Reporting

The Contractor shall submit monthly reports to the Contracting Officer Representative. The reports shall include the following:

· Monthly Planned Deliverables

· Monthly Accomplishments

· Hours and costs expended during the month

· Any concerns regarding issues, risks, etc.

3.1.8 Duty Location

Duty locations will be determined by the Government. With approval from the COR and Contracting Officer, the positions are authorized to work at off-site locations. If approved, the Contractor is required to work traditional work-hours established by the Government PM. The Contractor will be authorized use of government property while performing official government duties off-site. The Contractor must document weekly task and submit to the Contractor PM. Copies of the weekly task will be provided to the COR and Contracting Officer. The Contractor PM shall monitor work schedule, flextime, and leave IAW contract requirements.

3.1.9 Hours of Operation

3.1.9.1 Core Hours

Contract services shall be provided as needed in areas assigned. Core hours of operations are 0900 to 1500 Monday through Friday. The Contractor is not required to perform services on any (official or declared) Federal Holidays.

3.1.9.2 Schedule Changes

The Government has the option to permanently change the hours and days of operation.

3.1.9.3 Overtime

Contractor employees shall not work overtime, during the scheduled work week or on a Federal holiday, unless pre-approved by the COR. When it is determined overtime is needed, the PM will initiate a request in writing to the COR identifying the Contractor employee that will be working the overtime, the dates/times the overtime will be worked, and justification for the overtime. The COR will provide written approval/disapproval to the PM and copy the Contracting Officer of written justification. If approved, the PM will notify the COR in writing the following workday with confirmation/specifics of the overtime worked.

3.1.9.4 Inclement Weather

The Government will pay only for hours worked by the Contractor personnel. Announcements concerning facility closures will be provided through official Government channels.

3.2 Security Requirements

3.2.1 Citizenship Requirements

Contract employees must be native born or naturalized citizens of the United States of America. Must be able to obtain government clearance.

3.2.2 Facility Access & Issuance of Security Credentials

Contractor employees will comply with all requirements and restrictions related to facility access and control of security credentials as established within applicable DoD Physical Security Plans.

3.3 Safety

3.3.1 Safety Plan

The Contractor's safety policies shall fully comply with the provisions of Army and Occupational Safety and Health Administration (OSHA) regulations and directives to prevent accidents and preserve the life and health of Contractor and Government personnel. In cases where standards conflict, the most stringent shall apply.

3.3.2 Record of Accidents and Incidents

According to AR 385-40, Army Accident Investigations and Reporting, the Contractor shall provide immediate notification to the COR of accidents resulting in injury or death to Contractor personnel, or damage to Government property, supplies, and equipment.

3.4 Internal Controls

The Contractor shall safeguard Government resources according to AR 11-2, Manager's Internal Control Program. The Contractor shall be responsible for maintaining proper conduct and good discipline within Contractor occupied work areas.

3.5 Record Management

The Contractor shall maintain complete and accurate files of documentation, records, and reports required under the terms of this contract according to AR 25-400-2, The Army Records Information Management System. The Contractor shall only allow access to the files by individuals specifically authorized by the COR. All files are the property of the Government and shall be turned over to the Government at the completion of this contract.

3.6 Training

The Contractor shall develop a training program to ensure Contractor personnel are trained to accomplish the requirements of this contract. All travel, training and per diem requirements to be reimbursed as a direct cost to this contract require written approval by the COR. Such approval shall be requested and obtained a minimum of five workdays before travel commencement. All training and travel requests submitted by the Contractor PM shall be supported by justification demonstrating the direct benefit to the Government in the performance of this contract.

3.7 Temporary Duty (TDY)

3.7.1 Temporary Duty

Travel may be necessary during the course of the contract for work and/or training to be accomplished. The Contractor shall be reimbursed, according to FAR 31.205-46 and the Joint Federal Travel Regulations. The Government will give the Contractor as much advance notice as possible for TDY requirements. The Contractor shall have personnel available and ready to travel on the required date. The Contractor shall make all reservations to include airline, car rental, lodging and so forth.

3.7.2 Travel Time Compensation

The Contractor shall be compensated for travel time to and from a TDY location or a place of residence when the travel time falls within the individuals' normal working hours. Overtime may be authorized by the Government for necessary travel outside of normal duty hours. Such anticipated overtime shall be requested by the PM, in writing to the COR, and Contracting Officer in advance.

3.8 Transition Plans

3.8.1 Phase-out Period

During the last thirty (30) workdays immediately before the end of the performance period, the Contractor shall permit the succeeding Contractor and designated employees to observe any and all functions, procedures, and operations under this contract. The Contractor shall complete ongoing work and prepare for an orderly transition to the successor. The Contractor shall assemble all computer disks, working papers (such as drawings, charts, diagrams, notes on work performed, as well as any information of an administrative nature that the successor may require) in an orderly and logical manner and deliver them to the successor. The Contractor shall not defer or delay any requirements for the purpose of avoiding responsibility of transferring such responsibility to the successor. The Contractor shall fully cooperate with the successor and the Government and shall not interfere with their work or duties.

4.0 SCOPE AND OBJECTIVES

The primary focus is to create and strengthen networks that connect Department of Defense (DoD) components with academia and government agencies to facilitate the exchange of scientific ideas, advance knowledge production, and develop the STEM workforce. This mission is executed through comprehensive K-Post Doc STEM education and outreach programs, aligned with 10 U.S.C. § 2192, and 10 U.S.C. § 4144, to address the nation's critical need for an agile and highly competent STEM-literate talent pool supporting national defense objectives.

The Department of Defense recognizes the strategic value of partnerships with academia and other government agencies. The mission of DoD STEM outreach programs is to create and strengthen connections with academic institutions, industrial partners, and government agencies who share common interests in advancing national security through science and technology (S&T). These collaborative networks are essential for identifying, developing, and maintaining the STEM talent necessary to support defense capabilities and ensure the Nation's technological preeminence.

5.0 TASKS AND REQUIREMENTS

The contractor shall provide support to manage, plan, and execute comprehensive STEM education and outreach program portfolios that align with DoD-wide priorities and core objectives. These programs will support various DoD components and military services in accordance with their respective missions while maintaining focus on the following tasks:

5.1 Task 1: Administration and Programmatic Support

The contractor shall provide Administration and Programmatic support services to strengthen the STEM talent pipeline in support of the Defense Industrial Base. Primary objectives include:

a) Encourage and develop U.S. citizens or nationals in science and engineering disciplines critical to Department of Defense missions and capabilities

b) Expand participation in DoD STEM initiatives across all qualified candidate pools

c) Develop and maintain strategic relationships with academic institutions and military services

d) Attract science and engineering baccalaureate graduates to pursue advanced degrees

e) Enhance student involvement in ongoing DoD research initiatives

f) Develop and implement strategic outreach and communication strategies

5.2 Task 2: STEM Strategy Development

The contractor shall market and promote DoD STEM programs to attract the highest qualified prospective applicants via contractor-developed website(s). Marketing techniques and approaches shall include:

a) Establishing partnerships with universities, schools, and teachers at local, state, and regional educational agencies

b) Creating awareness of STEM educational programs and opportunities

c) Developing and implementing cohesive program metrics

d) Providing online resources for educators and DoD workforce

e) Expanding mentorship capacity of DoD scientists and engineers

f) Increasing educator awareness of DoD STEM opportunities

g) Integrating DoD STEM programs into a comprehensive marketing strategy

h) Supporting and complementing DoD-wide STEM strategies

i) Developing, capturing, and communicating program standards

5.3 Task 3: Application Processing

The contractor shall establish and maintain a centralized application processing system for DoD STEM programs. The system shall maintain:

a) Database Management capabilities with real-time updates

b) Comprehensive application processing protocols

c) Standard and custom reporting capabilities

d) Compliance with DoD security requirements and federal data privacy regulations

5.4 Task 4: Eligibility and Evaluation

The contractor shall implement comprehensive eligibility verification and evaluation processes for DoD STEM programs. The contractor shall:

a) Verify applicant eligibility criteria

b) Screen applications for completeness

c) Ensure minimum qualification standards are met

d) Review evaluation criteria including:

1. GRE scores

2. Academic transcripts

3. Personal statements

4. Reference evaluation forms The contractor shall recruit qualified evaluators to meet these requirements:

1. Hold doctoral degrees in relevant disciplines

2. Maintain diverse representation across defense components

3. Include minimum of three DoD scientific/engineering representatives per discipline area

5.5 Task 5: Notification Process

The contractor shall:

a) Formally notify all applicants in writing of review outcomes

b) Issue formal offers of appointment to selected applicants

c) Verify citizenship eligibility requirements

d) Obtain GPM and CO approval for all correspondence

5.6 Task 6: Financial Management

The contractor shall establish and manage a comprehensive payment administration system including:

5.6.1 Stipend Administration

a) Process monthly stipend payments

b) Implement electronic direct deposit

c) Ensure timely distribution

d) Verify academic standing

e) Maintain payment records

5.6.2 Financial Management

a) Track all stipends and academic allowances

b) Process electronic transfers

c) Document all transactions

d) Maintain audit-ready records

e) Ensure federal compliance

5.6.3 Reporting Requirements

a) Submit IRS documentation

b) Report stipend payments and allowances

c) Meet IRS timeframes

d) Maintain tax documentation

e) Provide payment verification

5.7 Task 7: Selection Notification

The contractor shall:

a) Execute standardized notification process

b) Issue formal written notifications

c) Verify U.S. citizenship eligibility

d) Obtain GPM and CO approval for communications

5.8 Task 8: Data Management

The contractor shall maintain a comprehensive database management system with:

5.8.1 Record Retention

a) Maintain applicant records (4-year minimum)

b) Retain selectee records through completion

c) Transfer records to COR upon completion

5.8.2 Student Information Requirements

a) Academic institution details

b) Address information

c) Scientific discipline

d) Academic records

e) Research documentation

f) Program participation data

g) Employment history

h) Payment records

5.8.3 Reporting Capabilities

a) Multiple query types

b) Timely response to requests

c) Program analysis support

d) Participation metrics

e) Research tracking

f) Financial documentation

5.9 Task 9: Reporting Requirements

The contractor shall provide comprehensive reporting capabilities while maintaining strict data security protocols. Requirements include:

a) Maintain secure protocols for sensitive information

b) Restrict data access to authorized personnel

c) Generate regular and ad hoc reports

d) Ensure all personnel sign Non-Disclosure Agreements

5.10 Task 10: Deliverables

5.10.1 Program Reports

The contractor shall provide comprehensive program reporting in both digital and hardcopy formats:

a) Quarterly Reports

· Application status

· Program placements

· Progress tracking

· Financial disbursements

· Cost projections

b) Monthly Financial Reports

· Tuition distribution

· Stipend payments

· Benefit allocations

· GPM review documentation

c) Annual Reports

· Program demographics

· Academic progress metrics

· Service delivery assessment

· Program highlights (Impacts)

· Fiscal year-end summary

5.10.2 Program Reviews

The contractor shall conduct:

a) Quarterly Program Management Reviews

b) Annual comprehensive review

c) Reviews attended by COR, KO, and designated personnel

5.10.3 Annual Program Assessment

The contractor shall provide annual reports aligned with the academic year (August 1st - July 31st):

a) Report Requirements

· Digital and hardcopy formats

· Written analysis

· Timeline management

· Strategic recommendations

b) Program Analysis

· Outreach effectiveness

· Program outcomes

· Improvement opportunities

· Strategic planning support

5.10.4 Participant Tracking Requirements

a) Academic Information

a. Institution details

b. GRE scores

c. GPA

d. Academic discipline

e. Geographic distribution

b) Program Outcomes

a. Degree completion rates

b. Career progression

c. Research contributions

d. Professional achievements

c) Alumni Tracking (10-year minimum)

a. Advanced degree attainment

b. Employment status

c. Research publications

d. Technical innovations

5.10.5 Assessment Reports

The contractor shall provide comprehensive analytical reports responding to DoD inquiries based on program data analysis. Reports shall include:

a) Academic Metrics

· Graduate institution selection patterns

· Grade Point Averages (GPAs)

· Course completion data

· Academic progress indicators

· Program requirements fulfillment

b) Program Analysis

· Required demographic data as specified by DoD

· Advisor relationships

· Discipline distribution

· Comparative program analysis

· Trend identification and analysis

c) Response Capabilities

· Support ad hoc DoD data requests

· Generate custom analyses

· Provide rapid response reporting

· Address specific inquiries

· Enable data-driven decision making

5.10.6 Financial Status Reports

The contractor shall provide Calendar Quarterly Financial Status Reports tracking all financial and administrative activities. Reports shall align with standard calendar quarters:

a) Quarter 1: January - March

b) Quarter 2: April - June

c) Quarter 3: July - September

d) Quarter 4: October - December Required reporting elements include:

a) Payment Distribution

· Stipend disbursements

· Tuition payments

· Academic fees

· Travel allowances

· Additional authorized expenses

b) Individual Tracking

· Line-item detail per participant

· Payment history

· Total disbursements

· Balance tracking

· Carry-over funds

c) Performance Metrics

· Payment timeliness

· Processing efficiency

· Late payment analysis

· Resolution tracking

· Corrective actions

5.10.7 Monthly Stipend Reports

The contractor shall provide Calendar Monthly Financial Status Reports in Microsoft Excel format, due to the GPM by the fifth day of each month, including: combine with other monthly reports

a) Monthly Disbursements

· Stipend payments

· Academic allowances

· Tuition and fees

· Travel expenses

b) Financial Tracking

· Payment dates

· Distribution status

· Transaction verification

· Balance monitoring

5.10.8 Panel Review Report

The contractor shall provide a Panel Review Report for the base year only, including:

a) Panelist Information

· Names of invited reviewers

· Contact information

· Professional affiliations

· Attendance records

b) Financial Data

· Itemized panel costs

· Per-panelist expenses

· Total review expenditures

· Cost analysis summary

5.11 Workshop Administration

The contractor shall place, coordinate, and administer DoD STEM Program Workshops with the following requirements:

5.11.1 Event Planning

· Coordinate with GPM on location selection

· Develop comprehensive agenda

· Arrange facility/laboratory site visits

· Design networking opportunities

· Showcase defense R&D initiatives

5.11.2 Participant Support

· Coordinate travel arrangements

· Manage lodging reservations

· Process per diem reimbursements

· Track attendance

· Document participation

5.11.3 Travel Provisions

The contractor shall manage travel in accordance with Joint Travel Regulation (JTR) requirements:

a) Travel Management

· Process travel authorizations

· Coordinate arrangements

· Secure lodging

· Manage reimbursements

· Ensure JTR compliance

· Track CLIN limitations

· Maintain documentation

6.0 CONTRACTOR MANPOWER REPORTING

The contractor shall report all contractor and subcontractor labor hours through the Department of Defense Enterprise-wide Contractor Manpower Reporting Application (CMRA) in accordance with federal requirements.

6.1 Reporting Requirements

a) Annual Submission

· Due by October 31st annually

· Cover previous Government Fiscal Year

· Submit via secure website (https://www.sam.gov/)

· Include all services meeting or exceeding SAT

b) Data Management

· Complete all required data fields

· Ensure data accuracy

· Maintain documentation

· Follow CMRA User Guide requirements

· Comply with data security protocols

c) Prime Contractor Responsibilities

· Flow requirements to qualifying subcontractors

· Verify subcontractor compliance

· Maintain data privacy standards

· Submit prime contractor data

· Monitor reporting completion

7.0 AT/OPSEC REQUIREMENTS

7.1 CAC Requirements

The contractor shall comply with DoD CAC issuance protocols requiring:

a) Background Investigation

· Minimum: Favorably adjudicated NACI

· FBI fingerprint check for initial issuance

· Scheduled Office of Personnel Management NACI

b) CAC Issuance Criteria (must meet at least one)

· Physical DoD facility access AND network logon

· Remote DoD network access using approved procedures

· Recurring physical access to multiple DoD/federal facilities

7.2 Foreign Country Performance

The contractor shall comply with DFARS Clause 252.225-7043 for all contract activities requiring performance or delivery in foreign countries.

a) Theater Clearance

· Non-local national contractor personnel compliance

· Theater-specific documentation

· Required security verifications

· Access authorizations

b) Command Oversight

· Combatant commander directive compliance

· Task force commander policy adherence

· Security protocol implementation

· Performance monitoring

7.3 Classified Information

The contractor shall comply with FAR 52.204-2 (Security Requirements) for all activities involving classified information.

a) Security Protocols

· DD Form 441 (Security Agreement)

· National Industrial Security Program Operating Manual

· Current manual revisions and updates

· Required security notifications

8.0 ADMINISTRATIVE REQUIREMENTS

8.1 Inherently Governmental Functions

The Contractor shall not provide inherently governmental functions as defined in FAR 2.101.

8.2 Non-Personal Services

The contractor shall maintain clear operational independence from Government supervision:

a) Management Structure

· Contractor solely manages employee activities

· Contractor responsible for task execution

· Contractor determines work methods

· Contractor establishes work schedules

b) Compliance Monitoring

· Identify personal services indicators

· Report concerns to PCO immediately

· Maintain clear organizational separation

· Document compliance measures

8.3 Contractor Furnished Items

The contractor shall provide all necessary resources except where specifically designated as Government-furnished.

8.4 Quality Assurance

The Government shall evaluate contractor performance in accordance with the established QASP.

9.0 ADDITIONAL PROVISIONS

9.1 Period of Performance

· Base Period: Five (5) years

9.2 Place of Performance

TBD

9.3 Points of Contact

· Contracting Officer's Representative (COR): Dr. Patrice Collins

· Contracting Officer (KO): Mr. William Creech

· Contract Specialist (CSPEC): Ms. Mia Steele

ACRONYMS AND ABBREVIATIONS

CO - Contracting Officer COR - Contracting Officer's Representative DoD - Department of Defense GPA - Grade Point Average GPM - Government Program Manager GRE - Graduate Record Examinations HBCU - Historically Black Colleges and Universities IAW - In Accordance With IRS - Internal Revenue Service K-Post Doc - Kindergarten through Post-Doctoral KO - Contracting Officer PII - Personally Identifiable Information PMR - Program Management Review PWS - Performance Work Statement RDT&E - Research, Development, Test, and Evaluation S&T - Science and Technology STEM - Science, Technology, Engineering, and Mathematics U.S. - United States