DRAFT Survey-PWS-14Apr.doc

PERFORMANCE WORK STATEMENT

Survey Software 1 General Information

1.1 Agency

For school year 2020-21, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction to approximately 70,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. In addition, DoDEA operates fully accredited Virtual High School with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

1.2 Background

In the past DoDEA has used various survey software for this purpose, all of which were either procured through a Government credit card or through open resources.

1.3 Scope of Work

DoDEA requires survey software for internal surveys created by individuals, who are located at above-school-level offices worldwide. Depending on the internal demand and availability of funds, DoDEA expects to make award for approximately 20 subscriptions. The period of performance will be one base year and four option years, each 12 months long.

2 Requirement (Objectives)

2.1 Objective 1, Survey Software

Provide survey software for approximately 20 people.

2.1.1 Task 1, Required Functionality—The Contractor shall meet the following requirements listed in the table below:

2.1.2 Task 2, Desired Functionality: The Contractor shall meet one or more of the following desired functions:

Performance Standards and Acceptable Quality Levels (AQL)

Objective 1, Survey Software

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 1, Required Functionality, PWS 2.1.1

Zero deviation from the PWS.

Ongoing after receipt of initial delivery order

Task 2, Desired Functionality, PWS 2.1.2

Zero deviation from the proposal aligned to the PWS.

Ongoing after receipt of initial delivery order

2.2 Objective 2, General Requirements

Meet with DoDEA as required. Ship materials as specified. Provide industry-standard technical support.

2.2.1 Task 3, Meetings—The Contractor shall:

2.2.1.1 Medium and Minutes: Provide the medium through which each conference/meeting occurs, record each meeting’s minutes, and submit them to the COR within two business days of the event.

2.2.1.2 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award in accordance with FAR Subpart 42.5.

2.2.1.3 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award. (See Technical Exhibit #4.)

2.2.1.4 Other Post-Award Meetings: Meet with Contracting Officer, COR, and/or other Agency personnel, as appropriate to review Contractor performance, as required by DoDEA. The Contracting Officer may discuss the Government’s view of Contractor performance, and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall take appropriate action to resolve any outstanding issues raised by the Government.

2.2.1.5 Attendance: Attend virtual meetings at no additional cost to DoDEA. Note: Costs associated with attendance at face-to-face meetings, if any, shall be handled/paid for as stated in the contract.

2.2.2 Task 4, Technical Support: Provide industry-standard technical support for its digital resources for the life of the contract via telephone or by email within one business day or less from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting.

Performance Standards and Acceptable Quality Levels (AQL)

Objective 2, General Requirements

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 3, Meetings, PWS 2.2.1 Zero deviation from the PWS.

As stated in the PWS

Task 4, Technical Support, PWS 2.2.2 Zero deviation from the PWS.

Duration of the award

2.3 Objective 3, Contractor Manpower Requirement Application (eCMRA)

Complete/submit reporting requirements annually, per the eCMRA website.

2.3.1 Task 5, eCMRA: The Contractor shall report all labor hours (including subcontractor labor hours) required to perform the services provided under this contract via a secure data collection site. The Contractor shall complete all required data fields. Reporting inputs shall be for labor executed during each fiscal year’s period of performance (Oct 01 - Sep 30). While inputs may be reported any time during the fiscal year, all data shall be reported no later than October 31 of each calendar year. Contractors shall use the following URL both to fill out the abovementioned data fields and to contact the help desk for assistance: https://www.ecmra.mil.

Performance Standards and Acceptable Quality Levels

Objective 3, eCMRA

Task 5, eCMRA, PWS 2.3.1 Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Requirements / Objectives The tasks listed above are to help the Contractor gain a better understanding of the requirements and are not all-inclusive. The Contractor is expected to develop a total solution in accordance with a performance-based approach.

3 Constraints

3.1 Period and Place of Performance: Base period of one year and four option years, all of which are 12 months in length. Work performed at the Contractor’s facilities.

3.2 Holidays and Hours of Operation: Contractor personnel shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. The following list shows all recognized Federal holidays:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

Presidents Day

Veterans Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

3.4 Availability: The Contractor shall make all resources available for the life of the contract.

3.5 Privacy—The Contractor shall:

3.5.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

3.5.2 Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. All agency-owned or agency-controlled personally identifiable information shall be collected and/or stored in accordance with the relevant requirements of the Privacy Act, 5 U.S.C—http://www.archives.gov/about/laws/privacy-act-1974.html.

3.6 Section 508 Compliance—Ensure Contractor resources, wherever applicable, meet the following requirements:

3.6.1 IT Requirement: Provide technical support during the testing window. DoDEA requires instant response from Contractor technical support staff during that brief period. Ensure all electronic hardware and soft-ware procured under this contract/purchase order comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information may be found at the following URL: http://www.section508.gov. .

3.6.2 Deliverable Requirement: Ensure the following occur:

· Outputs/deliverables do not adversely affect accessibility features of existing EIT technologies.

· EIT related to the requirements of the contract are accessible to people with disabilities, per 29 U.S.C 794(d).

· Outputs/deliverables to include the functional performance, information, documentation, and support requirements are considered. Standards from 36 CFR Part 1194 Subpart B, C, and D apply to this acquisition.

3.7 Optical Character Resolution (OCR) Requirement: The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following formats:

· Digital Accessible Information System/National Instructional Materials

· Accessibility Standard (NIMAS) with cascading style sheet

· HyperText Markup Language (HTML)

· Portable Document Format (PDF), (unlocked, embedded fonts, single page)

· Rich Text Format (RTF)/Word document 3.8 Data: All data developed as a result of any work awarded under this contract is and shall remain the property of the Government.

4 Government-Furnished Resources None

TECHNCIAL EXHIBITS

Technical Exhibit 1 – Performance Requirements Summary

Technical Exhibit 2 – Deliverables

Technical Exhibit 3 – Technical Requirements

Technical Exhibit 4 – Acronyms and Definitions TECHNICAL EXHIBIT 1 - Performance Requirements Summary

Performance Standards and Acceptable Quality Levels (AQL)

Objective 1, Survey Software

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 1, Required Functionality, PWS 2.1.1

Zero deviation from the PWS.

Ongoing after receipt of initial delivery order

Task 2, Desired Functionality, PWS 2.1.2

Zero deviation from the proposal aligned to the PWS.

Ongoing after receipt of initial delivery order

Objective 2, General Requirements

Task 3, Meetings, PWS 2.2.1 Zero deviation from the PWS.

As stated in the PWS

Task 4, Technical Support, PWS 2.2.2

Zero deviation from the PWS.

Duration of the award

Objective 3, eCMRA

Task 5, eCMRA, PWS 2.3.1 Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

TECHNICAL EXHIBIT 2 – Deliverables

PWS 2.2.1.3, IT Meeting: Convene ten business days after award. Provide minutes and medium as stated above.

PWS 2.2.1.4, Other Meetings: As required by the COR. Provide minutes and medium as stated above.

TECHNICAL EXHIBIT 3 - Technical Requirements

The Contractor shall comply with the applicable technical requirements detailed below.

3.1 Software and Cloud Security Requirements: The Contractor shall:

3.1.1 Ensure all online resources, cloud-based services and instructional software meet the Department of Defense and DoDEA Cybersecurity requirements as defined below. Note: Software, cloud services and associated websites will be rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

3.1.2 Complete the Cloud Services questionnaire submitted as part of the proposal submission and provide copies of and/or access to any software in the proposed solution, if applicable.

3.1.3 Ensure on-premises software support post-installation integration of the necessary Security Technical Implementation Guides (STIG) for applicable systems and applications, including Microsoft Windows 10, Microsoft Windows Server 2016, Windows Server 2019, Microsoft Windows IIS, Apache, Oracle databases, and Microsoft SQL Server databases. Note: STIG documentation can be downloaded from https://public.cyber.mil/stigs/downloads/. The application to view the STIGs may be found at https://public.cyber.mil/stigs/srg-stig-tools/.

3.1.4 Ensure Contractor content accessible from the web is compatible with the following browser platforms: Internet Explorer 11, Google Chrome and Edge. Ensure all applicable STIGs are implemented.

3.1.5 Provide copies of all the proposed software, including browser extensions and desktop software, as part of the response.

3.1.6 Permit on-premises software to be subject to static and dynamic analysis testing to ensure the software imposes no risk to DoDEA systems, users and/or data. DoDEA will assess software products to ensure compatibility with existing system configurations and software. Testing may include reverse engineering analysis. The Contractor shall provide a Plan of Actions & Milestones (POA&M) to mitigate any DoDEA cybersecurity findings resulting from non-compliant and/or vulnerable components within 21 business days of notification from DoDEA.

3.1.7 Per DoD policy, cloud-based services will undergo a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes and include interviews and deep system architecture inspections with the Contractor.

TECHNICAL EXHIBIT 4 - Acronyms & Definitions.

Acceptance of Services – Acceptance” means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Application Programming Interface (API) - Set of functions and procedures allowing the creation of applications that access the features or data of an operating system, application, or other service.

Artificial Intelligence (AI) - Theory and development of computer systems able to perform tasks that normally require human intelligence, such as visual perception, speech recognition, decision-making, and translation between languages.

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment. The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contract Discrepancy Report (CDR) – The Government’s formal process/format, normally tied into the Government’s QASP (definition below), that notifies the contractor of and tracks any observed quality or performance discrepancy between the contractor’s performance and the quality/performance objectives of this PWS. CDRs are formally written and tracked on any number of official documents/forms (e.g., DD Form 1772, DA Form 5479, etc.), and require timely responses from both the contractor and Government personnel to address/resolve.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contract Specialist (CS) – Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Database (DB)

Defense Federal Acquisition Regulation (DFAR)

Defense Federal Acquisition Regulation Supplement (DFARS)

Department of Defense (DoD / DOD)

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST) Federal Acquisition Regulation (FAR) In Accordance With (IAW)

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

Quality Assurance Surveillance Plan (QASP) – Government’s plan to monitor contractor’s performance, by method and frequency; all those critical areas performance required on the service contract to monitor the contractor’s performance on the contract

Requiring Activity (or Agency) (RA) – Office, agency, or activity that has the mission requirement for an interagency acquisition.

Subcontractor - One that enters into a contract with a prime contractor. Note: The Government is not privy to the contract(s) with the subcontractor.

Technical Exhibit (TE) User Interface (UI) 14 Apr 20