FA520910T0168 Attch1 PWS.doc

PERFORMANCE-BASED WORK STATEMENT (PWS)

FOR

US BASED CONSULTANT IN INFORMATION

SCIENCES AND TECHNOLOGY TO

SUPPORT THE ASIAN OFFICE

OF AEROSPACE RESEARCH

AND DEVELOPMENT (AOARD),

TOKYO, JAPAN

Date: 19 March 2010

SECTION 1 – DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. MISSION: The Asian Office of Aerospace Research and Development (AOARD)’s mission is to support the Air Force (AF)’s Scientific and Technology (S&T) community by identifying foreign S&T capabilities and accomplishments that can be applied to AF needs. The AOARD provides liaison with members of the scientific and engineering community in Asia and western Pacific Rim Region Countries, that is, Australasia, by encouraging open communication between AF scientists and engineers and their counterparts within the AOARD geographical area of responsibility, and by supporting Asian research projects of interest to the AF. AOARD’s primary focus is on basic research, with a secondary focus in applied research. To facilitate interaction, AOARD invites prominent Asian scientists to visit AF R&D organizations to present their work, supports Asian scientists, and administers contracts to Asian Research and Development (R&D) organizations for continuing technical interactions. AOARD accepts proposals for research through various Broad Agency Announcements (BAAs) from the AF Office of Scientific Research (AFOSR) and other Department of Defense agencies.

1.2. DESCRIPTION OF SERVICES: The Contractor shall provide all personnel and supervision necessary to perform consultant duties in the field of Information Sciences and Technology (IS&T) to support the mission of the AOARD, Tokyo, Japan. The Contractor personnel shall be based in the United States (US), but will be required to travel within the US as well as overseas.

1.2.1. Description of Tasks: The Contractor shall perform the following tasks that include, but are not limited to:

1.2.1.1. Discovery: To identify opportunities for Air Force investment, the contractor shall study relevant technical publications, visit (as appropriate) research institutions, and attend technical conferences. The contractor shall identify researchers and institutions in which the Air Force may wish to invest. He or she shall complete all documentation needed to bring about visits or direct financial investment. Duties may include scheduling site visits and leading teams to the sites, recommending workshops or conferences for financial support for AOARD, working with Program managers at AOARD and AFOSR to elicit from Australasian researchers proposals for funding, and serving on evaluation panels for support of international cooperative research and development in Australasia.

1.2.1.2. Technology Transition: The contractor shall provide briefings to senior AF personnel and develop liaison and technical reports for distribution. The contractor shall make his or her expertise available to AF scientists and engineers by initiating and promoting technical liaison. For example, the contractor may arrange visits by Asian researchers to selected Air Force Research Laboratory (AFRL) locations and arrange research visits by AF scientists and engineers to appropriate Asian research organizations. The contractor shall engage U.S. funding agencies, to explain AOARD’s mission and to identify opportunities for mutual funding or other means of co-support.

1.2.1.3. Process Assessment and Improvement: The contractor shall provide feedback on current business practices and information technology systems to AOARD’s Director and the Chief Information Officer of AFOSR. He or she and shall make recommendations for process improvements. The contractor’s assessment shall include areas such as software use, database management, file-sharing, and transmission of information. The contractor shall fully document in writing all efforts directed toward AOARD’s business practices.

1.2.1.4. Spokesperson: The contractor, while under contract, shall act as the principal consultant for AOARD in the fields of information sciences, information technology, artificial intelligence, robotics, mathematics, human-machine interfaces, and cognitive modeling. Other subjects within the purview of the contractor include nanotechnology and modeling and simulation. These duties require a high degree of skill in both oral and written communication, including the ability to speak authoritatively before a wide variety of audiences, significant management and research experience, and the ability to relate harmoniously and effectively with individuals of different cultures and educational backgrounds.

1.2.1.5. Subject-domain Expert: The contractor shall, when requested, serve on panels that have been charged with assessing the current status of various aspects of the AF’s research effort and the recommend future courses of action.

1.2.1.6. Special Projects: The contractor shall be required to submit two special projects to the Director. Topic will be decided and given to the contractor with at least one month notice. Topic will be in the contractor’s expertise.

1.2.2. Documentation and Reports: The Contractor is responsible for the following items:

1.2.2.1. Annual Work Plan (AWP): At the beginning of each period of the contract, the Contractor shall have a Planning Meeting with AOARD either in person or via e-mail or the phone to discuss a plan of action for that period. That meeting must take place no later than two weeks after the beginning of each period. After the meeting, the Contractor shall prepare a written AWP detailing the results of the meeting as well as details on how each task or project shall be accomplished. All products developed in the course of this effort shall be included as attachments to the AWP and become the property of the Government. The AWP shall be due to the Government no later than the 5th day after the Planning Meeting. The AWP shall include, at a minimum, the following items in the AWP:

· A name for each planned project or task

· Brief description of each planned project or task

· Estimated duration of each planned project or task

· List of deliverables for each planned project or task, if known

· Any key persons that will be contacted, if known

· Estimated start date for each planned project or task, if known

1.2.2.2. Quarterly Status Reports (QSR): The Contractor shall document the efforts performed in the completion of this requirement in detailed Quarterly Status Reports (QSR). All products developed in the course of this effort shall be included as attachments to the QSR and become the property of the Government. The reports shall be due to the Government no later than the 5th duty day after the beginning of each quarter. The Contractor shall include, at a minimum, the following information in the QSR:

Progress this period by project: Support provided during the reporting period (with attached copies of meeting minutes and working papers).

Activities planned for the next reporting period: Planned support activities as well as the status of all products/working papers, including delivery date and actual and/or anticipated delivery date. Scheduled time periods that personnel will not be available due to leave or other reasons.

Problems encountered: Identification of any problems, issues or delays and recommendations as to their resolution concerning the problems submitted during the reporting period, and any corrective action that was taken to correct identified problems.

Signature: Signature space for the Government Quality Assurance Personnel (QAP) and Contractor.

Hours: The total hours of work performed per project during that reporting period.

1.2.2.3. Travel Report (TR): The Contractor shall prepare a Travel Report after each official travel assignment (except for conferences). All products developed in the course of this effort shall be included as attachments to the TR and become the property of the Government. The report shall be due to the Government no later than the 5th duty day after the trip is completed. The Contractor shall include, at a minimum, the following information in the report:

· Summary of the location

· Duration and objective(s)

· The tasks performed

· Key persons contacted

· Required/recommended follow-up actions

1.2.2.4. Conference Report (CR): The Contractor is required to attend at least two conferences per year as AOARD’s representative. The Contractor shall get pre-approval from AOARD prior to attendance. The Contractor shall prepare a written report after each conference. All products developed in the course of this effort shall be included as attachments to the CR and become the property of the Government. The report shall be due to the Government no later than the 5th duty day after the end of the conference. The Contractor shall include, at a minim, the following information in the report:

· Summary of the Conference, including any breakout sessions attended

· Key persons contacted

· Conference brochure

· Required/recommended follow-up actions

1.3. PLACE OF PERFORMANCE:

1.3.1. Work accomplished in support of this Performance-based Work Statement (PWS) shall be performed at a remote location of the contractor’s choice and at various office-approved stations of temporary duty. Because of need to interact closely with the staffs of the Air Force Research Laboratory and other federal research organizations, the ideal location for the position will be the Continental United States. Because of the need to consult directly with staff of AOARD, at least two weeks per 52-week period will be spent in Tokyo or other Asian cities.

1.3.2. Contractor employee will be required to travel within the scope of the assigned duties. See Paragraph 1.4.5.

1.3.3. The contractor employee is expected to provide his or her own facilities and logistical support in the U.S. The contractor shall be responsible for providing his or her transportation to and from the primary work site.

1.4. GENERAL INFORMATION

1.4.1. Qualification of Contractor/Contractor’s Personnel

1.4.1.1. High degree of skill in both oral and written communication; ability to perform analysis, facilitation and preparation of oral and written responses, often with tight time constraints.

1.4.1.2. High degree of analytical skill and knowledge of principals, methods and techniques of program analysis; ability to gather, assemble and analyze facts, draw conclusions and develop and articulate solutions to complex issues and problems.

1.4.1.3. Ability to relate harmoniously and effectively with individuals of different cultures and educational backgrounds.

1.4.1.4. Ability to handle multiple topics and priorities that shift from day-to-day.

1.4.2. Removal of Contractor’s employee: The Contracting Officer has the right to remove any Contractor personnel not qualified or is a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.4.3. Release of Information: The Contractor shall not hold any discussions or release any information relating to this contract to anyone not having a direct interest in performance of this contract, without the written consent of the Contracting Officer or the designated representative of the Contracting Officer. This restriction applies to all news releases of information to the public, industry or Government agencies, except as follows: Information for actual or potential Subcontractors or other individuals necessary for the Contractor’s performance of this contract, and information to be supplied to a duly authorized representative of the Contracting Officer.

1.4.4. Advertisement. The offeror shall not advertise information about projects performed under this task without Contracting Officer’s review and approval. For the purposes of this paragraph, advertisement is considered to be offeror-funded promotional brochures, posters, tradeshow handouts, world-wide-web pages, magazines, and similar promotions.

1.4.5. Travel:

1.4.5.1. As required, contractor employees will travel from their regular duty locations to a temporary duty location. All contractor travel shall be requested by supporting agency and travel orders approved by the supporting agency QAP. Overseas temporary duty status shall be initiated by the Government Letter of Identifications (Contractor Travel) and will be used to access Government facilities and travel authorized between countries. Approved travel will be reimbursed to the contractor in accordance with the Joint Federal Travel Regulations (JFTR), via a travel voucher. Reimbursement shall not include any charges for overhead, handling, G&A or profit.

1.4.5.2. As soon as the details of a travel requirement is known, the contractor shall prepare a travel worksheet for the supported agency QAP detailing; traveler's name, social security number, home address, date of birth, passport number, security clearance, departure/arrival dates, duration of travel, itinerary (destinations) and purpose of the trip. In turn, the supported agency will prepare a Letter of Identification.

1.4.5.3. The contractor will also provide AOARD or QAP with a copy of the proposed itinerary, travel dates, and cost from two different Travel agents. AOARD’s QAP will in turn do a cost comparison for transportation. The proposed itinerary should be furnished no later than 16-days before travel is to commence to allow the contractor to take advantage of the 14-day advance purchase ticket rate. Proposed itinerary shall include, at a minimum, the following:

Air Transportation: Air transportation may be procured by the contractor through their own Travel agency after a cost comparison is complete. A written cost comparison indicating the proposed dates of travel shall be made and provided to AOARD or QAP. Maximum reimbursement to the contractor will not exceed the lower rate. All travel will be at coach/tourist (i.e.; government category) accommodations unless otherwise approved by the supported agency QAP.

Auto Rental: Automobile rental will be approved on a case-by-case basis. Authorized rental must be justified and proposed by the contractor and approved by the supported agency. If approved, auto rental will be reimbursed via the travel voucher. Contractor personnel will not be reimbursed for daily travel work from his facilities/domicile once assigned to a specific location.

Per Diem: While a contractor employee is in a government authorized travel status; the contractor will be reimbursed a per diem allowance for subsistence and lodging in accordance with the DoD Joint Federal Travel Regulations (JFTR). Per Diem payments shall be made after receipt of proper travel voucher and supporting documentation and shall not exceed amounts allowable under the JFTR.

Billeting: For travel to military installations, the traveler or the supported agency will make billeting arrangements through the destination base's billeting office. In the event on-base billeting is not available, contractor personnel shall obtain a certificate of non-availability from the destination base's billeting office. This certificate must be filed with the travel voucher for per diem payment. If a non-availability statement is not submitted, the per diem rate for on base billeting will be used for payment. For travel to non-military destinations, support agency will be responsible for arranging and reserving suitable quarters. Under these travel conditions, the travel orders normally will detail the non-military destination and accommodations.

Travel Protocol: When traveling on Government business, contractors shall travel at a maximum equivalent rank of General Schedule (GS) 12. This GS rank will be placed on all Letters of Identification to establish travel, billeting and per diem rates.

Clearances (if applicable): Travel and clearances will be obtained through the supported agency prior to individual travel. When required, the Government will request the local Special Security Office (SSO) to forward Sensitive Compartmented Information (SCI) clearances to the SSO of the destination. It is the traveler's responsibility to make this confirmation.

Travel Confirmation: Contractor employees will not commence overseas travel without prior confirmation. It is the traveler's responsibility to make this confirmation.

Travel Reimbursement: When travel is complete, the traveler will complete a travel voucher to be filed along with supporting receipts including the printed airfare cost. Payment/reimbursement will be made through the existing contract in accordance with local directives/guidelines. When the Government authorizes travel, travel receipts shall be supplied with the invoice and payment will be made on a cost reimbursable basis with the invoice payment.

1.4.6. Data Rights: All records, files, documents, and working papers provided by the Government and/or generated for the Government in the performance of this requirement shall be maintained and disposed of in accordance with the appropriate Air Force Instruction.

1.4.7. Quality Control: The Contractor shall develop and maintain a quality control program to ensure the services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Section 2, Service Summary.

1.4.8. Quality Assurance: The Government shall evaluate the Contractor’s performance IAW the Performance Plan (PP) by appointing Quality Assurance Personnel (QAP) to monitor performance to ensure services are received.

1.4.9. Government Remedies: The CO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.4.10. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander: None.

1.4.13. Use of Off-Duty Active Military Personnel: The Contractor is cautioned that off-duty active military personnel such as military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

1.4.14. COMSEC Awareness Training: Contractor’s personnel are required to attend the Controlled Cryptographic Item (CCI) briefing, Computer Security (COMSEC) Awareness Training, held by the Government (on-line), within five days from contract start date at no expense to the Contractor. The Government shall also conduct refresher training on an annual basis. The Government will maintain completion certificates in the Contractor’s Personnel Training/Credential File.

1.4.15. Safety: The Contractor must comply with all safety requirements imposed by the local installation commander at all times while performing the requirements of this contract on any military installation. The Government shall provide safety and health training on an as required basis for areas and procedures uncommon outside of military installations (i.e. hazardous/emergency reporting procedures, etc.).

1.4.16. Accident Report Procedures: In the event of an accident on Government property, or involving Government personnel or property, the Contractor shall submit a report within 72 hours to the Contracting Officer in letter form that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances.

1.4.17. Recognized Holidays: The Contractor shall not normally be required to provide services on the holidays listed below.

NOTE: Holidays falling on Saturday shall be observed the preceding Friday. Those falling on Sunday shall be observed the following Monday.

1.4.18. Invoicing Procedures:

1.4.18.1. Invoices shall be submitted on a QUARTERLY basis to the QAP for certification. The invoice shall be due no later than the 5th duty day after the beginning of each quarter. The Contractor shall include the following information in the invoice:

· The title of each project or task worked on during the quarter

· The number of hours spent on each project or task

· State whether each project or task is complete

· Estimated number of hours needed to complete each project or task

· Total number of hours being charged for the quarter

1.4.18.2. Contractor is responsible for ensuring that the number of hours billed do not exceed the number of hours permitted for each period on the contract.

14.18.3. Contractor may not submit any charges other than hours on the invoice.

1.4.18.2. After certification the invoices for payment will be submitted to:

DFAS-Japan, Air Force Vendor Pay

ATTN: DFAS J/JRLE

Unit 5220, APO AP 96328-5220

SECTION 2 – SERVICE SUMMARY (SS): The following table outlines the performance objectives and thresholds for critical tasks associated with providing the services in this requirement. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Annual Threshold: Minimum of four

100% completion

100% completion

100% completion

100% completion

100% completion

100% completion

100% completion

Annual Threshold: Four

100% completion

100% completion

SECTION 3 – GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES:

3.1. Facilities: When the contractor employee must travel to the AFOSR/AOARD Office in Tokyo, Japan, the Government will provide the facilities identified below for contractor use in support of the requirements of this contract. The facilities are provided “as is.” Obtain CO approval in advance of making any changes to the facilities. Such changes will be at no cost to the Government unless otherwise approved by the CO. The contractor shall ensure facilities are maintained in a neat, clean and professional manner. The CO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this Contract, or upon such reallocations or relocations, return facilities to the government in the same condition as received, fair wear and tear and approved modifications. The Government reserves the right to seek and collect reimbursement for the misuse, misappropriation, or destruction of listed property or services.

3.1.1. The AFOSR/AOARD Office is located at:

The Akasaka Press / US Forces Compound

7-23-17 Roppongi

Minato-ku, Tokyo, Japan.

3.2. Utilities: The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment or system without prior CO review and approval. The contractor shall practice energy conservation in the Government provided facilities.

3.3. Materials: The Government will provide the following while the contractor is on travel to AOARD:

3.3.2. Furniture/Equipment:

3.3.3. Information and Resources: The Government shall provide to the Contractor the manuals, texts, briefs, mandatory publications, Standard Operational Procedures and other materials associated with assigned duties. The Government will provide initial work place familiarization and orientation. The Contractor’s personnel shall become familiar with and comply with the following publications.

3.3.4. Telephone: The Government shall furnish Class-A (DSN) line for official business while on travel to AOARD. Commercial service may be obtained at the Contractor’s expense.

3.3.5. Base Network: The Government shall furnish the LAN connectivity (a Yokota domain e-mail account) while on travel to AOARD. The Contractor shall ensure Common Access Cards (CACs) are obtained by all contract or subcontract personnel. The Contractor shall coordinate with the Contracting Officer thru QAP for the CAC application and process.

3.3.6. Custodial: The Government shall provide standard custodial services for the facilities provided in Paragraph 3.1.1. above while on travel to AOARD. The services provided shall be in accordance with the custodial contract in place during the contract period. Any additional services required by the Contractor shall be coordinated through the QA personnel. The additional services may or may not be provided at Government expense.

3.3.7. Security Forces and Fire Protection: The government shall provide Security Forces and Fire protection services for emergency purposes at on-base facilities while on travel to AOARD. Emergency services can be contacted by dialing 911.