Draft PWS Health Advisory Committees 31Aug2026.pdf

DHA PWS Template V13 November 16, 2021

Department of Defense Defense Health Agency

Performance Work Statement

Health Advisory Committees Research and Support

Special Staff

Defense Health Board Support Division

Solicitation Number:

Version: 1

Date: 8/11/2026

November 16, 2021

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Health Advisory Committees Research and Support.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Health Advisory Committees Research and Support services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

1.3 Background:

The Defense Health Board (DHB) and the Advisory Council on Health and Human Performance Optimization (ACHHPO) are Federal advisory committees established by the Secretary of War.

The DHB, under the provisions of the Federal Advisory Committee Act of 1972, as amended, provides the Secretary of War, through the Assistant Secretary of War for Health Affairs and the Under Secretary of War for Personnel and Readiness, independent advice and recommendations on matters pertaining to Department of War (DoW) healthcare policy and program management;

health research programs; treatment and prevention of disease and injury; promotion of health and wellness within DoW and the delivery of efficient, effective, and high quality health care services to DoW beneficiaries; and other health-related matters of special interest to DoW as determined by the Secretary of War, the Deputy Secretary of War, or the Under Secretary of War for Personnel and Readiness.

The Advisory Council on Health and Human Performance Optimization (ACHHPO), under the provisions of the Federal Advisory Committee Act of 1972, as amended, provides the Secretary of War, through the Assistant Secretary of War for Health Affairs and the Under Secretary of War for Personnel and Readiness, independent advice and recommendations on matters pertaining to warfighter health optimization and accelerating evaluation and potential application of strategies to improve human performance within the DoW.

To accomplish these tasks, the committees convene meetings to deliberate issues brought to its attention and prepare formal report products with comprehensive findings and recommendations to the department. Integral to these deliberations are a myriad of preparatory tasks including the extensive collection of background information, to include scientific literature reviews, preparatory teleconferences, email communications and coordination of briefings, the development of topic summaries, PowerPoint presentations, and reports, as well as other processes and procedures in support of committee operations. Subsequent to deliberative meetings, the committees prepare official documents reflecting its advice and recommendations to the DoW. Inherent to the requirements of openness, the mission statement, charter, membership reports and official documents are publicly available and maintained on the

November 16, 2021 committee websites (http://www.health.mil) and on the federal government’s Federal Advisory Committee website (http://www.facadatabase/gov).

The committees, each consisting of up to twenty nationally and internationally recognized leaders in medicine, health care, health care policy, and national security, serve in a strategic role and meet on a quarterly basis. All members are formally appointed by the Secretary or Deputy Secretary of War for terms from 1- 4 years. Appointed members serve on the parent committee and/or on one of the subcommittees. Subcommittee members are nationally recognized subject matter experts (SMEs) in medical and health care disciplines aligned to the subcommittee on which they serve. There can be up to 15 subcommittee members on each subcommittee.

Committee. All members and and subcommittee members are appointed as Regular or Special Government Employees.

The DHB and ACHHPO receive questions and inquiries from DoW and acts to determine the proper method of investigating and evaluating the issues, most often tasking them to a subcommittee or workgroup for action. Subcommittees review and develop reports and recommendations as assigned by DoW. Each subcommittee meets independently from the parent committee to research and develop information papers, recommendations and reports.

Each subcommittee may meet 4 or more times annually, but more often if engaged in a current tasking. Meetings of two or more Subcommittees are possible. Once the Subcommittee taskings are complete, the parent committee then receives and deliberates its products, findings and recommendations prior to their release to DoW and the public. On occasion, DoW will request the assistance from the committee staff in the development and writing of the Department’s response to a report or recommendation. Further details on the organizational structure are available on the website, http://www.health.mil/dhb

Meetings are held in locations appropriate for conducting business and informing the taskings at hand. Most meeting locations are within the National Capital Region (NCR), but may include military installations or nearby cities and/or towns across the United States. Because DoW operates a global health infrastructure, predetermining the sites for meetings is not possible.

While approximately every other parent committee meeting and most subcommittee meetings will occur in the NCR, the offeror must be prepared to arrange and support the committee and ubcommittee meetings at various locations within the United States.

1.4 Objectives: The objective of this PWS is to define the support required to assist the committees in meeting its mission of providing independent advice and recommendations to maximize the safety and quality of, as well as access to, health care for DoW health care beneficiaries. The success of this objective is measured by the efficiency by which the committees impact DoW health policies through its reports. By providing high quality support as defined in this PWS, the DHB and ACHHPO are enabled in meeting their goals of providing DoW with comprehensive and actionable recommendations that will help shape DoW’s ability to improve the health of warfighters and ensure the delivery of optimal healthcare of all DoW beneficiaries

1.5 Scope: The type of services to be performed include providing Studies and Analysis, Program Management, Logistical, and Records and Information Management support for the http://www.health.mil/ http://www.facadatabase.gov/ http://www.health.mil/dhb

November 16, 2021 members and staff. Services include developing reports, planning and executing meetings, working membership appointment requirements, updating the committee websites and databases, and maintaining the committees’ records. The contractor shall accomplish the requirements defined in PWS Part 5, Specific Tasks.

1.6 Period of Performance (PoP): The PoP shall be for one (1) 12-month Base Period, four (4) 12-month Option Periods, and one (1) optional six (6) month extension.

1.6.1 Transition: Transition-in/transition-out period.

1.6.1.1 Transition-in period: Full performance start date is 14 days after contract award. .

Transition-in performance is defined as meeting the requirements in PWS Part 5, Specific Tasks.

During the transition-in period, the contractor shall prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date except cybersecurity requirements, which must be fully adhered during transition and full performance periods.

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including Department of Defense (DoD) and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period: The transition-out plan (CDRL A002) shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. See Part 7, Technical Exhibit 1.

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoW (records manual), including DoW-directed disposition of records.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed in the committee work spaces at the Defense Health Headquarters (DHHQ), 7700 Arlington Blvd, Falls Church, VA. There will also be some telework authorized as determined by the government team and approved by the Contracting Officer Representative (COR). The Contractor's organizational decision to participate in telework is optional and telework shall not increase contract costs. The Contractor shall ensure the continuity of performance by Teleworkers and the monitoring of Teleworkers' time. If the COR has determined that telework has adversely impacted contract performance, the COR may suspend telework arrangements upon the COR’s written notification to the Contractor.

1.7.2 Recognized Federal holidays: The contractor will not perform support services on Federal holidays.

November 16, 2021

New Year’s Day Labor Day Martin Luther King, Jr.’s Birthday Columbus Day President’s Day (Washington’s Birthday) Veterans Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day Independence Day

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services:. Reserved.

1.8 Contractor travel: The contractor shall be required to travel within the Continental United States (CONUS) and within the National Capitol Region (NCR) to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds (Not-to-exceed amount) specified in this contract.

All travel requires Government approval/authorization and notification to the Contracting Officer Representative (COR) two weeks prior to the travel date. Prior to the first request for contractor travel, the contractor shall submit a sample “Travel Authorization Form” containing a breakdown of all costs associated with the travel along with the location(s), timeframe, form of travel, pupose of travel, and name(s) of people travelling. The COR shall comment and/or approve the form for use for the remainder of the contract. (CDRL A003)

Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. Travel costs shall be incurred and billed in accordance with Federal Acquisition Regulation (FAR) Part 31. Costs for these expenses will be reviewed, certified, and approved by the COR. Commercial sources and carriers shall be used for all travel and transportation as the method used. The Government will not pay for business class or first-class travel. Lodging and meals shall be reimbursed in accordance with regulations defined in FAR Part 31.

1.9 Other Direct Costs (ODC): Reserved.

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated

November 16, 2021 requirements. The Quality Control Plan (QCP) will be due to the COR within 30 days after contract award and within 5 working days when changes are made thereafter. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoW contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoW- and DHA-directed training and forms submission, prior to network access.

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

November 16, 2021

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Reserved.

1.12 Key personnel (Contractor): The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the COR.

The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. and 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.12.1 Project Manager/Senior Associate (Research Analyst Scientific Support). Doctoral-level degree from an accredited university in a health-related field, or equivalent as demonstrated by a combination of education, experience, and publications or policy papers as first author/senior author. Management experience or demonstrated management skills.

1.12.2 Associate (Research Analyst Scientific Support): Masters-level degree from an accredited university in a health-related field, or equivalent as demonstrated by a combination of education, experience, and publications or policy papers as first author/senior author.

Management experience or demonstrated management skills preferred.

1.13 Data rights: Reserved.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): Reserved.

1.14.2 Non-Disclosure Agreement (NDA): Reserved.

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections

November 16, 2021 necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.

At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel.

Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order.

Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoW system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this

November 16, 2021 process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoW 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM

5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

November 16, 2021

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE

PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D- Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R- Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: A contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

ACHHPO Advisory Council on Health and Human Performance Optimization AIS Automated Information System APL Approved Products List AQL Acceptable Quality Level ARRT Acquisition Requirements Roadmap Tool ATO Authority to Operate B2B Business-2-Business CAC Common Access Card CAP Cloud Access Point CCEVS Common Criteria Cybersecurity Evaluation and Validation Scheme CDI Covered Defense Information CE Computer Environment

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CDRL Contract Data Requirement List CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CMMC Cybersecurity Maturity Model Certification CMR Contractor Manpower Reporting CNSSI Committee on National Security Systems Instruction CO Contracting Officer(s) CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CSP Cloud Service Provider CSSP Cyber Security Service Provider CUI Controlled Unclassified Information DAD-A Deputy Assistant Director for Acquisition DC3 DoD Cyber Crime Center DB Design-Build DBB Design-Bid-Build DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DHB Defense Health Board DISA Defense Information System Agency DoD Department of Defense DoDD Department of Defense Directive DoDI Department of Defense Instruction DoW Department of War DSAs Data Sharing Agreements DSAA Data Sharing Agreement Application DMZ Demilitarized Zone DoDM Department of Defense Manual DPCLO DHA Privacy and Civil Liberties Office DUA Data Use Agreement eMSM Enhanced Multi-Service Markets EULA End User License Agreement EVM Earned Value Management FACA Federal Advisory Committee Act FAR Federal Acquisition Regulation FCI Federal contract information FE Facilities Enterprise FedRAMP Federal Risk Authorization and Management Program FISMA Federal Information Security Modernization Act FRCS Facility Related Control Systems FSO Facilities Security Officer HA Health Affairs HIPAA Health Insurance Portability and Accountability Act HCA Head of the Contracting Activity HIT Health Information Technology

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IGCE Independent Government Cost Estimate IA Information Assurance IO Initial Outfitting IPv Internet Protocol Version IS Information System ISP Internet Service Provider IT Information Technology ISCM Information Security Continuous Monitoring IV&V Independent Verification & Validation MedCOI Medical Community of Interest MHS Military Health System MIL-STD Military Standard MTFs Military Treatment Facilities NCR National Capitol Region NDA Non-Disclosure Agreement NIAP National Information Assurance Partnership NIST National Institute of Standards and Technology OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OPM Office of Personal Management OSD Office of the Secretary of Defense P-ATO Personal Authorization to Operate P&R Personnel and Readiness PGI Procedures, Guidance and Information PDT Project Delivery Team PHI Protected Health Information PII Personally Identifiable Information PIT Platform Information Technology PK Public Key PKI Public Key Infrastructure POA&M Plan of Action and Milestones POC Point of Contact PMO Program Management Office PoP Period of Performance PP Personal Property PPSM Ports, Protocols, and Services Management PRS Performance Requirements Summary PSP Personnel Security Program PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RFP Request for Proposal RFQ Request for Quotation

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RMF Risk Management Framework SP Special Publication SPRS Supplier Performance Risk System SRM Sustainment, Restoration and Modernization SRG Security Requirements Guides STIG Security Technical Implementation Guides TOS Terms of Service US United States UFC Unified Facilities Criteria VPN Virtual Private Network XML Extensible Markup Language

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc.

2.3.1 DoDI 5105.04, Department of Defense Federal Advisory Committee Management Program

2.3.2 DoDD 5015.2, DoD Records Management Program

2.3.3 DoD AI 15, Records Management, Administrative Procedures and Records Disposition Schedule

2.3.4 DoDD 5400.11, DoD Privacy Program

2.3.5 DoD 5400.11-R, DoD Privacy Program

2.3.6 DoD 5114.04-M,Volumes 1 and 2, Manuals for Written Material

2.3.7 Federal Advisory Committee Act of 1972 (5 U.S.C., Appendix, as amended)

2.3.8 Federal Advisory Committee Act Final Rules, 2001 and 2024

2.3.9 Government in the Sunshine Act of 1976 (5 U.S.C. 552b, as amended)

2.3.10 Title 41, Code of Federal Regulations, Sections 102-3.5 through 102-3.185, Federal Advisory Committee Management”

2.3.11 The Joint Travel Regulations (JTR), Current Edition

2.3.12 Section 508 of the Rehabilitation Act of 1973

More information on the regulations and statutes applicable to Federal Advisory Committees is available at the GSA website: https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations.

https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations

November 16, 2021

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

3.2 Facilities: The Government:

☐ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below: The Government will provide cubicles located in the Defense Health Headquarters, 7700 Arlington Blvd., Falls Church, VA 22042 as the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, laptop computers, and other items necessary to maintain an office environment.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below:

All utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. The contractor shall instruct employees in utilities conservation practices.

3.4 Equipment: The Government:

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below:

November 16, 2021

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

November 16, 2021

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☐ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Contractor Furnished Services required in support of this contract/task orders.

These Services are described below:

4.1.1 Copy editing

4.1.2 Graphics

4.1.3 508 compliance

4.2 General: Reserved.

4.3 Secret Facility Clearance: Reserved.

4.4 Materials:

4.4.1 The contractor shall provide an online webcast capability for hosting meetings (e.g. Zoom or platform with equivalent capability and usability) that will support projecting presentations and document editing.

4.4.2 The contractor shall provide an online survey tool to assist with meeting scheduling and meeting registration.

4.5 Equipment: Reserved.

4.6 Facilities: Reserved.

November 16, 2021

PART 5

5.0 SPECIFIC TASKS

5.1 Studies and Analysis

The Contractor shall provide comprehensive research, analysis, knowledge management, and writing in response to taskings from the Secretary/Deputy Secretary of War, Under Secretary of War for Personnel and Readiness, Assistant Secretary of War for Health Affairs, and other Departmental leaders as assigned. This includes the full lifecycle of research and report writing to include translating broad, complex taskings and Terms of Reference (TOR’s) into clearly defined, answerable research questions (key questions); creation of a structured, coherent analytic framework; evaluation of published studies including study design, quality, outcomes, limitations, and applicability to key questions; synthesis of new evidence from analyses not previously published or performed; creation of evidence tables; elicition, collection, and synthesis of information from subject matter experts and other relevant stakeholders;

identification of evidence gaps and recommendations on how to address these gaps; design and oversight of research and analyses to fill gaps, when required; creation of recommendation tables for committee review with attention to DoW policy; and final report writing. These tasks require high level conceptual ability, critical thought, effective communication and collaboration, and the ability to produce coherent multi-author, publication-level reports that accurately synthesize the evidence and capture the salient findings, conclusions and recommendations resulting from committee deliberations.

5.1.1 Research Approach, Design, and Metholodogy: Analyze terms of reference to identify objectives, scope, significant issues, and deliverables. Outline key questions. Develop analytic framework and study methodology considering the full spectrum of qualitative research methods and techniques (e.g., interview, content analysis, case studies),quantitative research methods, and mixed-methods approaches, Develop approaches to evaluating health care interventions considering outcome, effectiveness, benefits, harms, and other relevant information. Outine key questions, study methodology, and framework for Government review within 2 weeks of receiving terms of reference.

5.1.2 Research and Information Gathering: Conduct fact-finding and information gathering in support of committee reports. Identify, coordinate with, and gather timely information from subject matter experts (SMEs) within the DoW, civilian sector, and academia. Systematically evaluate pertinent research using reproducible methods. Develop structured evidence tables based on literature reviews; established evidence-based medicine and systematic-review methods to summarize and critically appraise relevant studies. Evidence tables shall, as applicable, identify study design, population, intervention or exposure, comparator, outcomes, key findings/effect estimates, study limitations, risk of bias or study quality, and applicability to the population and research question under consideration. Methods for evidence identification, extraction, critical appraisal, and synthesis shall be transparent, reproducible, and consistent with recognized evidence-review frameworks, such as those established by Cochrane, AHRQ, GRADE, or other Government-approved methodologies, as appropriate to the research question.

Perform qualitative data analysis and synthesis to identify key themes, trends, gaps, and insights.

Provide quantitative research and analytical support to complement qualitative research efforts when required, to include the collection, validation, and analysis of quantitative data from

November 16, 2021 surveys, databases, reports, and other sources; development of descriptive statistics, trend analyses; data visualizations; and synthesis of quantitative and qualitative information to support evidence-based discussions, presentations, findings and recommendations.

Maintain situational awareness of important government, military, and health issues related to the Military Health System by conducting scoping reviews, reviewing relevant materials, and participating in information sessions, conferences, and briefings as required.

5.1.3 Information Management, Synthesis and Writing: Collect, organize, curate, and manage background materials including stakeholder information and input, interview data, literature reviews, and other relevant information. Systematically capture and track information and emerging findings and recommendations across research activities. Maintain a prioritized, structured, searchable repository of information for Government and subcommittee review.

Synthesize findings from evidence tables with relevant qualitative information, including interviews, subject matter expert input, stakeholder information, and other applicable sources, to develop structured recommendation tables for committee review and deliberation; clearly link each proposed finding or recommendation to the supporting evidence; identify the strength, limitations, gaps, and areas of uncertainty or disagreement in the evidence; summarize relevant benefits, harms, feasibility, applicability, and other considerations; and document the committee's rationale and consensus determination, as applicable. Provide summaries, visual representations, and presentations of information as requested and at specific milestones, including periodic subcommittee meetings and report development sessions and sprints.

Maintain comprehensive reference list and bibliography in designated format.

5.1.4 Report Writing: Develop concise summaries, briefing materials, reports, and visual models to inform committee deliberations related to findings and recommendations. Draft, write, and edit content based on research, information gathering, and committee deliberations to produce comprehensive, publication-level reports in support of committee activities. Provide editorial expertise sufficient to integrate contributions from multiple authors and disciplines to create a coherent, internally consistent report that accurately captures the salient evidence, analyses, findings, conclusions, and recommendations resulting from committee deliberations. Perform all tasks related to document production, including copy-editing, graphic preparation, report layout design, proofreading, and final production (CDRL A006).

5.2 Program Management

5.2.1 Provide comprehensive program support to the committees in accordance and compliance with all aspects of the Federal Advisory Committee Act, the Sunshine in the Government Act of 1976 (5 U.S.C. § 552b), Department of Defense Instruction (DoDI) 5105.04, “Department of Defense Federal Advisory Committee Management Program,” and other policies or guidelines developed by DoW and the General Services Administration (GSA). Refer to https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations.

5.2.2 Support in the development, review, and update of standard operating procedures to ensure compliance with Federal and Departmental directives (See Section 6.0) and the committee https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations

November 16, 2021 charters (http://www.health.mil). Assist in identifying and tracking process improvement activities.

5.2.3 Support the development and tracking of membership packages for appointments, reappointments, and renewals; the performance of quality reviews to ensure compliance with governing directives; and submission in the correspondence management systems.

5.2.4 Support recruitment of members according to the needs and functions of the committees and subcommittees. Consult biographic references for background information on candidates.

5.2.5 Support the member appointment, reappointment, and renewal processes for Human Resource requirements for members annually. Obtain required information and forms, and prepare, coordinate, and track the completion of Special and Regular Government Employee forms as required by Departmental directives.

5.2.6 Support the creation and maintenance of orientation materials for new members. Assist with member orientation sessions.

5.2.7 Support in the development of the required Charter and Membership Balance Plan renewal documents in accordance with DoD processes. Assist with the required reviews of the committee bylaws developed in accordance with the directives and Charter. Assist with drafting and renewing committee and subcommittee Terms of Reference.

5.2.8 Perform Training Coordinator responsibilities for the division, monitoring government and contractor staff training requirements.

5.2.9 Serve as the Division’s Facility Liaison, participating in the Facility Security Council.

5.2.10 Monthly Progress Report (MPR): The Contractor shall ensure that a MPR is submitted outlining the resources expended for labor by Full Time Equivalent (projected and actual) by labor category, burn rate in hours and funds, travel, and any problems and/or issues encountered in the performance of this task. The contractor shall submit a sample report and the COR shall comment and/or approve the form for use for the remainder of the contract. (CDRL A005).

5.3 Logistical Support

The contractor will provide comprehensive logistical services in support of the committee operations and member requirements for committee, subcommittee, and preparatory meetings.

5.3.1 Perform all scheduling, planning, coordination, support, and execution of committee and subcommittee meetings, to include all efforts required before, during, and after these events.

Meetings may be face-to-face, videoteleconference, or telephonic.

5.3.2 Schedule meeting dates and times, arrange for (and book) conference, meeting, hotel blocks, and dining arrangements or locations, in addition to providing all necessary administrative support. While most face-to-face meetings take place at the Defense Health http://www.health.mil/

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Headquarters (DHHQ) or other locations within the National Capital Region (NCR), others may take place outside the NCR on military bases or other locations. Meetings may be held in government-operated facilities or in facilities such as hotels or conference centers as determined by the Government for the successful completion of committee business while ensuring appropriate public access. Meetings may require short notice planning and execution, and some may be required to be held in compliance with Federal Advisory Committee Act “open meeting” requirements as indicated.

5.3.3 Perform all administrative support, to include: advance preparations; development of agendas, Federal Register Notices, and preparatory notes; identifying and coordinating speakers and speaker slides; room preparation; sending invitations to members, guests, distinguished visitors, as well as members of the public as indicated for open meetings; managing attendance responses; and regularly providing committee staff with attendance rosters. Communications, to include those surrounding meetings and events, must be clear, accurate, and concise.

Administrative meeting support also includes preparing scripts for open meetings; collecting and distributing required meeting materials such as reports, briefing slides, and public statements;

building binders or folders for members and certain identified attendees; having copies of required materials available to public attendees; providing notes to assist committee and staff leadership with the content of the meeting; documenting meeting attendance; and drafting minutes. All efforts must be in accordance with applicable FACA regulations. In addition, meetings may involve discussion of classified material, thus requiring submission of appropriate security clearance information on attendees and submitting requests to conduct closed or partially-closed meeting.

5.3.4 Contact the appropriate Service points of contact to coordinate any site visits in support of committee and subcommittee meetings.

5.3.5 Utilize the Defense Travel System to input travel arrangements and reimbursement vouchers for members, staff, and invited speakers, in compliance with DoD guidelines and the Joint Travel Regulations (JTR).

5.3.6 Attend and support meetings, to include room set up, member and guest sign in, dial-in support, seating, preparation and distribution of meeting materials and handouts, and slide and presentation support as required. Provide minutes and executive summary reports of meetings.

Consolidate and edit notes from members and staff into the appropriate format, highlighting due-outs identified in the meetings. Take notes of important decisions and discussion based on the specific instruction of military and DoW civilian personnel authorized by the COR using government judgment as government determines matters that will require follow-up action and monitor required actions leading to task accomplishment.

5.3.7 Draft letters to acknowledge speakers and to thank Board members or Department personnel on their departure or other occasions.

5.4 Records and Information Management

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5.4.1 Actively manage the correspondence processes required to support the DHB staff utilizing the Correspondence and Task Management System (CATMS) and the Enterprise Task Management Software Solution (ETMS2) Tool. Develop the appropriate administrative documents for submission in accordance with DoD correspondence requirements.

5.4.2 Update the committee web pages on health.mil, complying with applicable requirements of Section 508 of the Rehabilitation Act of 1973. This includes uploading committee reports and meeting materials. Monitor and recommend improvement of the website to facilitate member activities and provision of committee records, and comply with applicable laws and directives.

5.4.3 Assist in management of documents and records as prescribed by Departmental directives and the FACA. Support the office’s Records Manager in Records Management by maintaining and archiving committee and subcommittee records in accordance with DoD policy and the appropriate General Records Schedule. Subcommittee records are archived on individual schedules based on the specific mission and activity level. When subcommittees are disestablished, all records, including emails and other electronic correspondence, are archived.

5.4.4 Review and regularly update the Federal Advisory Committee Database on the GSA website (http://www.facadatabase.gov/) to ensure accuracy and compliance with Government Sunshine Act and DoD requirements. Assist with the completion of the Annual Comprehensive Review each Fiscal Year. Information on the regulations and statutes applicable to Federal Advisory Committees is available at the GSA website (https://www.gsa.gov/policy-regulations/policy/federal-advisory-committee-management/legislation-and-regulations).

5.4.5 Assist with collecting required information to support Freedom of Information Act (FOIA) requests and other inquiries.

5.4.6 Upload finalized committee reports to the Defense Technical Information Center website as follows: http://www.dtic.mil/dtic/submit/submit.html.

5.4.7 Complete all annual and ad hoc training required for committee contractors by DHA and the U.S. Government.

5.4.8 Monitor the committees’ organizational mailbox, and respond to communications based on the direction of the government staff.

November 16, 2021

PART 6

6.0 INFORMATION TECHNOLOGY & SECURITY

6.1 All work under this contract is unclassified.

6.2 The TIER 1 or TIER 2 levels and position sensitivity designation for positions under this contract is: TIER II: Non-critical sensitive position

6.3 Personally Identifiable Information (PII)/Protected Health Information (PHI), Procurement, and Federal information requirements:

6.3.1. Data Sharing Agreements (DSAs): Contractors requiring access to PII, which includes PHI, or access to de-identified data, are subject to the DHA Privacy and Civil Liberties Office (DPCLO) (Privacy Office) Data Sharing Program.