PWS_03.24.15.docx

Performance Work Statement (PWS) for Air Force Public Affairs Communication Research and Survey Services FA7014-15-R-5001 23 February 2015

FA7014-15-R-5001

1.0. INTRODUCTION/BACKGROUND. The Secretary of the Air Force Office of Public Affairs (SAF/PA) is the principal staff director and advisor to the Secretary of the Air Force (SecAF) and Chief of Staff of the Air Force (CSAF) on internal/external communications and opinion research, among other duties. In support of this mission, SAF/PA has a requirement for contractor support to assist in the execution of mission functions in the areas of communications and opinion research. Customers supported and audiences that are impacted by SAF/PA are located all over the world. The contractor will be responsible for providing the necessary personnel and tools to conduct public affairs opinion research and communications audience assessment to SAF/PA.

2.0. TASK ORDER OBJECTIVE. The contractor shall provide all services including materials, equipment, facilities, and travel (except as otherwise specified in this contract) necessary to provide SAF/PA with research, assessment, and data collection services of all audiences of interest to the Air Force, to include but not limited to Air Force active duty, Air Force Reserve, Air National Guard, Civilians, Retired Air Force (AF) personnel, government Officials (Congress, state and local government officials, etc.), and the U.S. Public. Research and assessment may be provided using tools including, but not limited to, telephone/in-person interviews, mail-out surveys, telephone- web-, and/or paper-based surveys, focus groups and in- depth interviews. Data quality, reliability, and validity are essential. The contractor will be required to implement methodological rigor necessary to deliver valid and reliable findings. All data collection services provided by the contractor must be performed in accordance with all applicable regulations and law, including compliance with Paperwork Reduction Act requirements related to public data collections commissioned by the U.S. government. All internal surveys must be reviewed and approved by the Air Force Survey Office prior to administration. The contractor shall assist SAF/PA in generating paperwork for approval.

2.1 As part of the proposal to this task order, the contractor shall provide a fee schedule for each of the survey and focus group deliverables included in this PWS. At a minimum the fee schedule should include pricing for the following: (1) Focus Group topic planning, (2) Focus Groups of Airmen: at a CONUS base, at an OCONUS base, and at a commercial facility, (3) Focus Groups of the general public: at a commercial CONUS facility, (4) In-depth interviews: in person or by phone, (5) Web-based surveys of airmen: Internal Communication Assessment Group (ICAG), Brief (6) Surveys of general public by telephone, Brief, Intermediate, (7) Surveys of general public by web: Brief, Intermediate and Extensive. The contractor may include additional deliverables and fee schedules beyond those listed. Once the contract is awarded the government will work with the contractor to determine an initial quantity of deliverables that will be ordered for the given year of the contract.

3.0. REFERENCE. N/A

4.1. TASK REQUIREMENTS. Contract personnel supporting this contract must be capable of working independently. The personnel must have extensive experience in research methods and design, specifically developing, adapting, modifying, and applying conceptual models to solve problems, identifing alternative solutions, guiding implementation of those solutions and evaluating success of that implementation, all based upon valid empirical evidence or support these skills as required. Support for this contract requires PhD level statistical analysis expertise, plus the training and demonstrated expertise in conducting focus groups composed of the military and public, as well as expertise in surveying the Air Force and public. Contractors must have knowledge of data base management, Microsoft Office computer applications and other knowledge appropriate to the contracted tasks. The contractor must have extensive capabilities in developing, hosting, and analyzing web-based surveys of Air Force Personnel. The contract personnel involved in planning meetings, conducting focus groups, conducting in depth interviews, and out-briefing results to Air Force senior leadership must have deep familiarity with Air Force cultural issues and extensive experience working with Air Force personnel. The contractor must have demonstrated skill and experience developing presentations and briefing complex research results and implications to senior level executives. The contract support employees will be qualified and required to perform the following duties:

4.2. Task 1 – Program-Level Program Management

4.2.1. Subtask 1-1 – Program-Level Program Management. The contractor shall provide the technical and functional activities at the contract level needed to manage the tasks of this PWS. All work described under the PWS shall be undertaken by the contractor only after being directed by the government.. Each task undertaken shall be defined in writing by the contractor, and the progress of each task presented to the Quality Assurance office based on the nature of each task.

4.2.2. Subtask 1-2 - Task Order Management. The contractor shall prepare a Task Order Plan describing the technical approach, organizational resources, and management controls to be employed to meet the cost, performance, and schedule requirements throughout task order execution. The contractor will also schedule and conduct a monthly status review addressing progress, accomplishments, work planned, and problems encountered for each task.

4.2. Task 2 – Research, Surveys and Focus Groups. The contractor shall have the ability to conduct sophisticated communication research, to include message, source, channel and receiver. The contractor shall apply both exploratory qualitative techniques and complex statistical analyses to include focus groups and the development, fielding, and analysis of surveys and focus groups. This research shall yield valid, reliable indicators of communication effectiveness and audience impact, leading to functional accountability and indicators for improvement. The contractor shall conduct Internet-based surveys of internal Air Force audiences, with automated data collection and reporting functions built-in. When surveys are fielded, reporting shall include at a minimum, daily updates on the cumulative total of participants that have started and completed the survey. The contractor shall have the capability to conduct surveys through other methods to include telephone and email. In addition to internal Air Force audiences, the contractor shall survey other audiences as needed. The contractor shall also conduct in person focus groups as required and directed. The contractor shall brief Air Force leaders, at all levels, or be available to provide subject matter expertise support for these briefings. These briefings shall be on status updates and out-briefings on interim and final deliverable results. The contractor shall provide reach back capability for demographic, statistical and computer programming functions as requested by SAF/PA to support the contractors directly conducting research and assessment tasks under this contact.

4.2.1. Surge Capability. Within a contract year, the contractor shall plan to develop and conduct a minimum of 4 ICAG or brief surveys and 2 CONUS focus groups. Depending on funding and cost, SAF/PA plans a baseline of six ICAG or brief surveys a year plus either an intermediate or extensive survey or two more brief surveys. The minimum and baseline include zero focus groups and zero surveys of the public. Additional surveys may be added and funded by other Air Staff HQs. At a minimum the contractor shall have a surge capacity equivalent to the level of effort to accomplish 12 ICAGs or brief surveys plus 2 intermediate and 2 extensive surveys a year The surge capability should also include the ability to conduct 48 CONUS focus groups of Airmen, and 6 OCONUS focus groups of Airmen. The surge capability should also include the capability for 2 surveys of the public. The minimum, baseline & surge standards capacities are provided as a reference for the level of effort expected from the contractor in terms of cost and manpower. Focus groups shall be planned as needed based on survey topics.

4.3. Task 3 – Research Support. The contractor shall support the evaluation of the effectiveness of AF communication and messaging at all levels, including internal and external communication, vehicles, and channels. The contractor shall interpret data to assist SAF/PA in developing communication strategies and/or adjusting communication processes. The contractor will exercise a high degree of judgment and discrimination in advising and helping to decide which material will have the most value in achieving this aim. Support shall include providing subject matter expertise to determine appropriate survey and focus group topics. For a given topic, support shall include advising on the tasks and deliverables required to support the topic, to include the necessity of focus groups and surveys, and the type and size of survey. Support shall also include performing research on previous surveys, survey topics, and results of previous surveys. The contractor shall also support the maintenance and demographic analysis of any population pool that SAF/PA maintains to support surveys, to include the ICAG.

4.4. Personnel, Roles and Responsibilities

4.4.1. The contractor shall provide a Program Manager (PM) to facilitate government-contractor communications. This individual shall be responsible for the performance of the work and shall be the Contracting Officer’s Representative’s (COR’s) point of contact. The contractor PM may be dual hatted with other positions in this PWS.

4.4.1.1. The contractor PM shall be the primary technical and managerial interface between the contractor and the COR. The contractor PM, and an alternate or alternates, who shall act for the contractor when the PM is absent, shall be designated in writing to the COR. The contractor PM or alternate(s) will have full authority to act for the contractor on all contract matters relating to daily operations. During business days when the contractor is actively working on one or more deliverables, the contractor PM or alternate(s) must be reachable by phone and/or email during normal government business hours, 7:30 am - 4:30 pm ET, or during hours mutually agreed to by the contractor and the COR. When not actively working on one or more deliverables, the contractor PM or alternate(s) must be reachable within one business day by phone and/or email, during normal government business hours, 7:30 am - 4:30 pm ET, or during hours mutually agreed to by the contractor and the COR.

4.4.1.2. The contractor PM shall provide the technical and functional activities at the task order level needed to manage the tasks of this work statement. All work described under this PWS shall be undertaken by the contractor.

4.4.1.3. In addition to the researcher skills listed below, the contractor PM must have a minimum of four (4) years of senior-level management experience, leading multi-disciplined teams of researchers. The contractor PM must also have a minimum of four (4) years of senior level project management experience, including requirement gathering, design, implementation, and ongoing program management.

4.4.2. The contractor shall provide a Principal or Senior Communication Researcher. To accomplish the required tasks, this position requires PhD-level knowledge of qualitative and quantitative communication research methods and complex statistical tools and techniques. The Senior Communication Researcher will have at least 10 years of experience in quantitative and qualitative communication research, including designing data collection tools and applying statistical techniques to social science data analysis, with a preference of more than 15 years of experience. The Senior Communication Researcher must have at least 10 years of experience working with military audiences, with the preference that at least five of the 10 years be with the Air Force members. The Senior Researcher must also have experience developing, adapting, modifying, and applying conceptual models to solve problems, identify alternative solutions, guide implementation of those solutions and evaluate success of that implementation, all based upon valid empirical evidence. The Senior Researcher shall have extensive, documented experience in and working knowledge of government, defense programs, and the Air Force. The Senior Researcher must have highly developed communication skills and effectiveness, in both written and oral settings. The Senior Researcher must have the ability to provide expert advice to senior Air Force leaders regarding external and internal audiences’ perception of programs, strategies, objectives and policies and way to enhance their understanding. The Senior Researcher shall have the ability to lead efforts to measure the effectiveness of communication activities. Except for program management issues, the Senior Communication Researcher will be the primary point of contact for the government. The Senior Communication Research should also be significantly involved in all surveys and focus group deliverables.

4.4.3. The contractor shall provide a Communication Researcher. This position requires expertise in quantitative and qualitative communication research, including designing data collection tools and applying statistical techniques to social science data analysis. The Communication Researcher will have at least three (3) years of experience and knowledge of communication concepts and principles. A Bachelor’s Degree with a communication or other social science concentration from an accredited college or university is mandatory and an advanced degree is highly desired. Additional years of experience may be considered in lieu of education. Researcher should have documented experience of at least four years in and working knowledge of government and defense programs. Contractor must have excellent writing skills and be able to communicate orally and in writing.

4.4.4. All contract personnel that interact with the government for this contract must be thoroughly familiar and proficient in the use of commercial software packages such as Microsoft Word, Excel, and PowerPoint. Communications Researchers shall have a minimum of five years experience with the Statistical Package for the Social Sciences (SPSS) or other statistical analysis programs such as SAS (Statistical Analysis System) or R. The contractor’s team may include other personnel not directly specified in this section. The contractor shall also ensure that all of its personnel have been properly trained and are qualified to perform assigned tasks under this PWS.

4.5. Deliverables. The contractor shall provide the below deliverables:

4.5.1. Surveys. On order, the contractor shall develop and conduct a wide variety of surveys. These surveys shall include brief, intermediate, and extensive web-based surveys of Airmen, and web-based tracking surveys of the ICAG panel. The contractor shall have the capability to conduct surveys of the United States public as well. The contractor shall have both the statistical expertise to help develop and then analyze the resulting data and the qualitative expertise to summarize open-ended text responses.

4.5.1.1. Milestones. For each survey deliverable the contractor shall follow a specific milestone schedule as indicated below. For intermediate and extensive surveys, the contractor shall participate in, at a minimum, one in-person planning meeting, as required by the government. For all surveys the contractor will be available to discuss the survey topic and survey content and telecon in for planning meetings. Following the planning meetings, the contractor shall provide deliverables that include: initial draft of questionnaire, final questionnaire, fielding of the survey, data collection and analysis, development of the Comprehensive slide deck, and development of the Senior-Leader Targeted slide deck.

4.5.1.1.1 Milestone 1. This milestone occurs when the following deliverable is accepted by the government: final questionnaire, ready for submission to AF Survey Office or other government body that officially approves the survey. Efforts to reach this milestone include initial planning, development, and refinement of the questionnaire. Milestone 1 allows invoicing for 40 percent of the overall cost of the survey item ordered. The government will make every reasonable effort to obtain approval from AF Survey Office (in the form of a survey control number), or appropriate agency, of the final questionnaire within 90 business days from acceptance.

4.5.1.1.2. Milestone 2. This milestone occurs when the government determines the following conditions have been met: official government approval for the survey is achieved, such as through a survey control number issued by AF Survey Office, and the final questionnaire is fully prepared for fielding. Efforts to reach this milestone include incorporating all AF Survey Office- requested revisions, and successfully completing all web programming and server testing, if necessary. Milestone 2 allows invoicing for 20 percent of the overall cost of the menu item ordered. Time from issue of an AF Survey Office survey control number until a survey questionnaire is fully prepared for fielding should not exceed 10 business days.

4.5.1.1.3. Milestone 3. This milestone occurs when the survey is no longer fielded, contractor has conducted initial analysis of survey results and developed an initial briefing of survey results, and the results and data are accepted by the government. Efforts to reach this milestone may include data collection, analysis, draft executive summary of results, and initial briefing packet. Milestone 3 allows invoicing for 20 percent of the overall cost of the menu item ordered.

4.5.1.1.3.1. Survey Results Briefing Packet. The contractor shall have the professional expertise to develop a Comprehensive slide deck that includes analysis and recommendations of all survey results, as well as comparisons and alternatives that highlight changes from past surveys, findings, and associated recommendations.

4.5.1.1.4. Milestone 4. The contractor shall conduct additional analysis of survey results in response to questions from the government and refine initial briefings (as needed). The contractor shall support the development of a Senior Leader Targeted slide deck and provide the Subject Matter Expertise to present or support presentation of results to senior AF leadership. This milestone shall occur no longer than two months after Milestone 3. Milestone 4 allows invoicing for the remaining 20 percent of the overall cost of the menu item ordered.

4.5.1.1.4.1. In-person Out-briefs. The contractor shall participate in-person for up to two separate out-briefs to senior leaders within the Pentagon. Travel required beyond these two out-briefings may be reimbursable. As directed by the government, the contractor will be either the primary briefer of the survey results, or provide subject matter expertise to support the briefing. The primary out-brief shall be conducted within one month of survey closing. The final out-brief shall be conducted within two months of the survey closing.

4.5.1.2. Internal Surveys (to Airmen). The contractor shall develop and administer web-based surveys that are hosted on the vendor’s servers, in accordance with Air Force Survey Office regulation (AFI 38-501). The contractor shall ensure the website used to host the surveys is compatible with AF computer systems and networks, as demonstrated by government testing of the survey prior to sending it to the field. If directed the contractor will assist in hosting surveys on military servers.

4.5.1.2.1. Stand-alone surveys. The contractor shall conduct random samples of Airmen tailored to specific intent of survey (demographics adjusted as needed, such as military/civil servant, AFSC/occupational code, gender, etc.). Surveys may range from approximately 2000 - 7500 respondents. Individual questions may have multiple parts, and the count of questions in the identified section below. Surveys shall have the ability to include or exclude questions based on the response of other questions. The count of questions for the different types is what an “average” respondent would be asked to answer when taking the survey. Surveys will usually include at least one open ended question that will need to be summarized and/or coded. Upon the completion of the initial analysis of the results of the survey, the contractor shall develop both a Comprehensive slide deck and a proposed Senior Leader-Targeted slide deck that includes analysis and recommendations as well as comparisons and alternatives that highlight progress, problems, and associated recommendations. The Comprehensive slide deck will include analysis of each the results for each measure from the survey. The proposed Senior Leader-Targeted slide deck will highlight key results, findings, and recommendations based on the survey results.

4.5.1.2.1.1. Brief Surveys. Surveys will take an average of up to five minutes to complete. (Approximately 15 questions)

4.5.1.2.1.2. Intermediate Surveys. Surveys will take an average of 6-15 minutes to complete. (Approximately 16 to 30 questions)

4.5.1.2.1.3. Extensive Surveys. Surveys will take an average 16 to 45 minutes to complete. (Approximately 31 or more questions)

4.5.1.2.2. ICAG surveys. The contractor shall conduct web-based surveys based on a standing panel of Airmen who volunteer across the Total Force. SAF/PA will handle a majority of the effort with recruiting and managing the panel. The panel is recruited on an annual basis, consists of Active Duty, Reserve, Guard, and Civilian Airmen, and reflects a cross-section of AFSCs and occupational series. The ICAG panel is composed of approximated 4,000 to 5,000 personnel. Surveys are sent to this panel periodically, in part so that the respondent pool is not different each time as with stand-alone surveys. Each ICAG survey is limited in size and scope with an average completion time of up to five minutes to complete (approximately 15 questions).

4.5.1.3. External Surveys (to the U.S. Public). The contractor shall develop and administer surveys representative of the U.S. population, in accordance with Office of Management and Budget regulations. The contractor shall have both the statistical expertise to analyze the resulting data and the qualitative expertise to summarize open-ended text responses. At a minimum, the sample size for a Brief Survey by telephone should be at least 600. For Brief and Intermediate surveys of the public by Web the sample size should be at least 1,000.

4.5.2. Focus Groups. The contractor shall develop discussion guides and conduct focus groups, as well as provide the necessary expertise to compile the results and incorporate into any follow- on survey development. These focus groups shall be in-person round-table sessions that are used to capture a wide range of ideas on one or more topics. The purpose is to support the development and refinement of questions and possible answers for a given survey. A single focus group will last approximately 90 minutes. Upon the completion of the focus groups ordered for a given topic, the contractor will provide a summary slide deck that highlights the findings from the focus groups. A single focus group deliverable will be a single session at a single location.

4.5.3. Topics Planning, Development & Reporting. Typically multiple focus groups are conducted on a single topic. This deliverable is associated with the initial preparations that are needed to develop and prepare materials to conduct a focus group, and then report the final results. The work for this deliverable is independent of the number of individual focus groups that are actually conducted on a topic. If at least one focus group is conducted, then at least one of these deliverables is ordered, and vice versa.

4.5.3.1. With Airmen. Airmen are recruited by the government from the base visited on a volunteer basis. Various personnel specialties (military and civil servant, rank/grade, gender) may be recruited depending on the topics being explored. Focus groups will be up to 15 Airmen. The government will provide facilities for focus groups of Airmen. Typically two focus groups will be conducted at a given Air Force Base, one focus with more junior and the other with more senior personnel.

4.5.3.2. With U.S. Public. Participants are recruited by the contractor or its suppliers from the designated market area. Participants may be compensated by the contractor for their participation. Generally, any adult may be recruited; however, sessions may often be gender- specific depending on the topics to be explored. The contractor shall provide the facilities for focus groups of the U.S. public.

4.5.3 In-depth Interview. The contractor shall develop discussion guides and conduct individual in-depth interviews on a given topic, as well as provide the necessary expertise to compile the results and incorporate into any follow-on survey development. These interviews shall be used to capture a wide range of ideas on one or more topics. The purpose is to support the development and refinement of questions and possible answers for a given survey. Interviews will last approximately 60 minutes. Upon the completion of the interviews for a given topic, the contractor shall provide a summary slide deck that highlights the findings from the interviews. As directed the interviews will be conducted in person or by phone.

4.5.3.1. Of Airmen. Airmen are recruited from the base visited or contacted by the government on a volunteer basis. Various personnel specialties (military and civil servant, rank/grade, gender) may be recruited depending on the topics being explored. Interviews also may focus upon senior leaders, requiring more involved coordination and planning.

4.5.3.2. Of U.S. Public. Participants are recruited from the designated market area by the contractor or its supplier and may be compensated for their participation. Generally, any adult may be recruited.

4.5.4. Monthly Status Report. The contractor shall provide a monthly activity report summarizing all work projects assigned. Topics shall include: review of work accomplished; deliverables provided; problems identified; anticipated activity for the next period; and other information as necessary. A status of projects assigned will be provided to SAF/PA on a routine basis and upon specific written request. Topics shall include: review of work accomplished; deliverables provided; problems identified; anticipated activity for the next period; description of travel; cost expended in reporting period and cumulative expenditures to date; other information as necessary. Reports shall accompany the monthly invoices, also accumulated by 3-digit task.

4.5.5. Telecons. The contractor shall participate in regularly recurring telecons on approximately a weekly basis, or as requested by the government, to provide interim status updates and for planning meetings.

4.5.6. Periodic Management Reviews (PMRs). The contractor shall participate in PMRs with the government on approximately a quarterly basis, or as requested by the government, to provide in-depth status updates. Contractor will be expected to participate remotely rather than traveling to attend in person.

Table 1 - Deliverables

· Initial Planning Meeting

· Within five business days of determining survey need

· Initial draft of questionnaire

· Within five business days after initial planning meeting

· Final questionnaire

· Within five business days after receiving comments back from the government on draft questionnaire.

· Web Tool Questionnaire Development/Testing

· For brief surveys: Within five business days after final questionnaire approval from senior leader

· For intermediate/extensive surveys: Within 10 business days after final questionnaire approval from senior leader

· Fielding of Survey

· Within three business days of survey approval from the AF Survey Office (could take up to 21 business days for approval)

· Data analysis

· Within two weeks of completing data collection, or within timeframe agreed upon with the government.

4.6. Services Summary. See Attachment A.

4.7. Quality.

4.7.1. The contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP must be submitted within 10 days of contract start date. The QCP shall document how the contractor will meet and comply with the quality standards specified in the PWS. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures the contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS.

4.7.2. The government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the contractor after award. The QASP is not part of the contract and serves as a living document that may be revised or updated by the government as necessary at its sole discretion.

5.0. GOVERNMENT FURNISHED PROPERTY

5.1. Air Force Communication Messages and Themes. The government shall provide documentation outlining intended Air Force messaging for all relevant topics. Actual document titles and format will vary. Documentation will be emailed to the contractor and/or posted on a Share Point web site for the contractor to access. All documentation will be managed as “For Official Use Only” and shall be handled appropriately by the contractor. Documentation shall be destroyed upon supersedence or upon contract completion, whichever comes first.

5.2. Government Provided Equipment/Office. No government -furnished equipment will be made available to the contractor during the period of performance. The contractor shall provide all necessary equipment to fulfill the requirements of the contract (i.e. CAC readers, computers, etc.).

6.0. DATA. The government has unlimited rights to all deliverables of this task order to include intellectual property rights.

6.1. Documents, data files, reports, correspondence, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical documents related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this PWS and contract, are property of the government and shall be delivered to the COR promptly, upon request.

6.2. The contractor agrees to assume responsibility for protecting the confidentiality of government records which are not considered public information and may be exempt from disclosure under the Freedom of Information Act/ and or the Privacy Act. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for purposes and to the extent authorized herein. The contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the government has conducted the appropriate security review and granted written approval.

7.0 TRAVEL. It is assumed the contractor has included travel costs for two separate survey meetings or out-briefs (4.5.1.1.4.1) in the estimated costs for the survey contract deliverables. Additional CONUS and OCONUS travel will be approved by the government and the contractor will submit vouchers to be reimbursed.

Local travel will not be reimbursed. Local travel is any travel within a 50-mile radius of the performance location. Travel outside the local area shall be reimbursed in accordance with the applicable Travel Regulation and information contained in section 7.1 of this PWS. Travel is optional and quantities (if provided) are only estimates. Offeror‘s shall propose an estimated amount based on an anticipated level of travel and a not-to-exceed amount will be provided at the time of award. Prior COR approval is required for travel performed in connection with this contract.

7.1. Travel Regulations. The contractor shall comply with the guidance in FAR 31.205-46 using the regulations specified below.

7.1.1 Federal Travel Regulations (FTR) - prescribed by the General Services Administration, for travel in the contiguous United States.

7.1.2. Joint Travel Regulations (JTR), Volume 2, DoD Civilian Personnel, Appendix A. prescribed by the Department of Defense, for travel in Alaska, Hawaii, and outlying areas of the United States.

7.1.3. Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas", prescribed by the Department of State, for travel in areas not covered in the FTR or JTR.

7.2. Travel Authorization Requests. Contractors shall ensure that all travel is necessary and allowable under the Contract. Prior to any long distance travel, the Contractor shall prepare a Travel Authorization Request (TAR) for government review and approval. The Contractor shall use only the minimum number of travelers and rental cars needed to accomplish the task(s). Travel shall be scheduled during normal business hours whenever possible.

7.3. Content of Travel Requests. Requests for travel approval shall:

· Be submitted in advance of the travel with sufficient time to permit review and approval

· Be summarized by traveler

· Contain the request date and Travel Authorization Number (TAR)

· Include the requesting individual’s name and e-mail

· Include the Task Order Number, Contract Number, ACT Number

· Specify the Contract and Project Titles

· Specify the traveler, traveler’s e-mail address, title and duty location, company name, and if the company is the prime or a subcontractor;

· Provide the purpose and description of travel

· State the destination(s), origin, departure date, return date, and number of days

· Include travel estimates to include, airfare, lodging, rental car, per diem, mileage, and any reimbursable items (cab fare, parking, gasoline, etc...)

· Specify the associated Contract Line Item Numbers (CLINs)

· Provide the government approving official name and signature or email attached

· Contain the CO approval or evidence of approval

· Not request the cost of travel for spouses, other family members, and friends which are not allowable under any circumstances

7.4. Travel and Per Diem. Temporary duty (TDY) (i.e., travel) may be performed at various locations in order to satisfy the requirements of this PWS. The Contractor will be advised of dates and locations of travel as soon as the information becomes available to the government so that the most advantageous prices may be obtained.

7.5 Travel Reimbursement Guidelines. The following guidelines are provided to assist the Contractor in its compliance with contractual requirements to limit expense reimbursement to those costs that do not exceed these travel reimbursement guidelines. Travelers will not be reimbursed for excess costs caused by:

· an indirect route as a matter of personal preference

· premature departure for personal reasons from a temporary location; or

· extending a stay for personal reasons.

7.6. Applicability. To be entitled to lodgings-plus per diem reimbursement, the contractor employee must be on a temporary assignment that is at least 50 miles in distance from either his/her office or residence. If the temporary assignment concludes during the workday and is located within 10 miles of the contractor‘s official station or residence, the contractor employee is expected to return to their residence, rather than remain at the temporary location overnight. The cost of travel for spouses, other family members, and friends is not allowable under any circumstances.

7.7. Air Travel. Air travel should be in coach only, unless the contractor employee bears the cost of the difference between coach and ticket purchased. If a restricted fare is booked and the contractor employee requires a change due to mission requirements, a reasonable exchange fee may be claimed.

7.8. Lodging. The contractor is expected to have a policy that provides for reasonable but not extravagant lodging accommodations for employees in travel status. For each travel instance, the contractor should use the Letter of Introduction provided by the Client Representative and make use of government rates for lodging whenever possible. Any hotel expenses higher than the government rate and not approved by the COR, will not be reimbursed. In those cases, lodging reimbursement will be limited to the U.S. Government GSA lodging rate for the city in question as listed in the most recent OAG Official Traveler Guide.

7.9. Rental Vehicles. Only vehicle rentals in support of the requirements of this RFP will be allowable under the Contract. Generally, no vehicle larger than mid-size should be rented. For each travel instance, the contractor should use the Letter of Introduction/Authorization provided to make use of government rates for vehicle rentals whenever possible. The contractor shall obtain the most cost effective rental vehicle rates in support of performance.

7.10. Subsistence and Per Diem. Contractor employees on overnight travel status may be reimbursed on an actual or per diem basis. Specific per diem rates for different localities may be found on the GSA web site:

http://www.gsa.gov/portal/content/104877

When an employee is on per diem, incidental expenses such as laundry and dry cleaning are considered to be covered by the per diem.

7.11. Use of Personal Owned Vehicles (POV). The contractor may reimburse an employee for use of his/her own personal vehicle while on contract related business. The maximum reimbursement rate will be the rate stipulated by the IRS. If an employee chooses to use his/her own personal vehicle in lieu of air travel, the maximum reimbursement will be the lesser of the cost of air travel or mileage reimbursement and the per diem difference.

NOTE: Contractors, their employees, and their vehicles are not insured by the government.

7.12. Receipts. Except for per diem expenses, valid original receipts are required for all expenditures regardless of cost. For expense receipts not normally provided by the provider, (metro, bus token, etc), a certification signed by the traveler on the voucher will justify the expense.

7.13. Invoicing Travel. The contractor shall submit copies of the approved TAR and all travel backup documentation with submission of monthly invoices. Only authorized travel in compliance with contract requirements shall be reimbursed.

8.1. SECURITY INSTRUCTIONS. A DD-254 will not be required for this task order requirement.

8.2. Physical Security. The contractor shall safeguard all controlled forms provided for contractor use.

8.3. Security Training. The employees will be provided security training as required in accordance with DoD 5200.1 Volumes 1-4, Information Security Program Regulations and AFI 31-401, Information Security Program Management. The government point of contact will ensure contractor personnel receive initial and follow-on training by the appointed security manager.

8.4. For Official Use Only (FOUO) Material. Comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO material.

8.5. Reporting Requirements. Report to an appropriate authority (i.e., Contracting Officer, government PM, or COR) any information or circumstances which they are aware of that may pose a threat to the security of DoD personnel, contractor personnel, resources and unclassified defense information.

8.6. Network Access/Common Access Card (CAC). The contractor shall provide a National Agency Check with Inquiries (NACI) for all contractor employees who are to be provided access to government e-mail/internet, LAN/WAN and other government information networks. The contractor is required to have a CAC card so that they can have an official Air Force email account, and receive encrypted emails with For Official Use Only and information protected under the Privacy Act, to include demographic information about individuals included in individual surveys. A CAC will not be issued until the necessary NACI has been completed.

8.7. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee's name, date of birth, and social security number. The list shall be validated and signed by the company Facility Security Officer and provided to the Contracting Officer, government PM, and COR. An updated listing shall be provided when an employee's status or information changes.

9.1. TRANSITION PLAN. The contractor shall follow its transition plan submitted as part of their proposal and keep the government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

9.2. Phase-in Period. The phase in period will be 30 days and occur between the government and the contractor. The contractor shall submit a detailed phase-in plan to include start-up activities that may be required to transition to full operational capability upon conclusion of the transition period. Additionally, the government will use this time to complete a successful government to contractor transition and to ensure access to required systems. The phase-in period will occur during normal business hours. The contractor shall:

9.2.1. Provide a detailed transition methodology in logical sequence to ensure a smooth transition of all tasks/subtasks of the contract without interruption or degradation of service levels;

9.2.2. Provide a timeline for completion;

9.2.3. Identify associated risks and issues and risk mitigation strategies.

9.2. Phase-out Period. The contractor shall provide a phase-out plan no later than 60 days prior to expiration of this contract. The contractor shall maintain complete documentation that is totally assessable to the designated government representatives via a web portal or some other portal as the government approves. The contractor shall overlap with an incoming contractor during transition for a nominal period of 30 days and will work with government personnel and the incoming contractor to transfer knowledge, information and documentation for all projects and tasks related to this contract. During this transition, the contractor shall be responsible for the quality of the products and services required in this PWS.

9.2.1. The type of information and documentation to be transferred includes but is not limited to:

9.2.1.1. Formats and most recent copies of products;

9.2.1.2. Archive of all products produced

9.2.1.3. URL/Bookmark list for research and analysis sites.

9.2.2. All data files created to support this contract in the possession of the contractor are the property of the government and shall be turned over to the Contracting Officer or the COR at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the government as electronic copies that are readable and accessible by the government.

10.1. ADMINISTRATION CONSIDERATIONS

10.2. Performance Schedule. The period of performance shall be for one (1) Base Year and two (2) one-year option periods.

10.3. Place of Performance. The primary place of performance shall be the contractor’s facility to perform and accomplish tasks identified in this task order. Periodically, the contractor will require unescorted entry into the Pentagon Reservation. A letter requesting unescorted entry will be accomplished by the appointed SAF/PA security manager.

10.4. Business Hours. SAF/PA’s normal business hours are 7:30 am - 4:30 pm ET, Monday through Friday. The core hours of the contractor shall be in accordance with SAF/PA’s normal business hours. Federal Holidays will be observed.

10.5. Base Shutdown/Inclement Weather. Not applicable. Products shall be delivered per prescribed schedule, regardless of inclement weather or base shutdown, as duties are performed at the contractor’s facility.

10.6. Contractor shall attend a kick off meeting specific to the task order requirement with the COR and the Contracting Officer within 10 days of contract award.

10.7. Contractor Inventory. In accordance with Section 8108 of Public Law 112-10 of the Department of Defense and Full-Year Continuing Appropriations Action, 2011:

10.7.1. The contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this task order via the secure Contractor Manpower Reporting Application (CMRA) data collection site. The contractor is required to completely fill in all required data fields at: http://www.ecmra.mil. Reporting inputs shall be for the labor executed during the period of performance for each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported anytime during the FY, all data shall be reported not later than 31 October *of each calendar year. The contractor may direct questions to the CMRA help desk.

NOTE *: Reporting Period: Contractors are required to input data by 31 Oct of each year.

10.6.2. Uses and Safeguarding of Information. Information from the secure web site is considered to be proprietary in nature when the contractor number and the contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

10.6.3. User Manual. Data for the AF services requirements must be input at the AF CMRA link. However, user manuals for government personnel and contractors are available at the U.S. Army CMRA link at http://www.ecmra.mil.

ATTACHMENT A: SERVICES SUMMARY

Table 2 - Services Summary

a) qualified personnel are on the job at task order start unless previously negotiated by the Contracting Officer.

b) the mission is not impacted due to position vacancies or personnel qualifications.

a) Vacancies are filled with qualified personnel within 14 days of vacancy, unless approved in writing or otherwise directed in advanced by the Contracting Officer.

b) there is no mission impact due to position vacancies or unqualified personnel.

a) 100% of deliverable requirements are met and received on time.

b) critical information is accurate.

4.5 No more than one major error in statistical analysis per contract year. A major error is one that significantly changes or impacts overall findings of research.

No more than two minor errors in statistical analysis per product. A minor error significantly changes the results but does not change the overall findings of research.