SAF_MR SAFPC PWS JAN25.docx

SECRETARY OF THE AIR FORCE PERSONNEL COUNCIL SUPPORT SERVICES

PERFORMANCE WORK STATEMENT

September 2024

1.0 Background: The Secretary of the Air Force Personnel Council (SAFPC) is a quasi-judicial organization under the Assistant Secretary of the Air Force for Manpower and Reserve Affairs. It acts for and makes recommendations to the Secretary or the Secretary’s designee on military personnel matter and announces Secretarial decisions. SAFPC is responsible for the management and operation of four separate boards: the Air Force Personnel Board, the Air Force Discharge Review Board (DRB), the Secretary of the Air Force Decorations Board, and the Department of Defense Civilian/Military Service Review Board. SAFPC’s Discharge Review Board mental health caseload will increase by 4,000 cases starting in December 2024 due to a class action lawsuit remanding applicant cases with mental health contentions to be reconsidered. This contract is for support to the SAFPC staff to provide assistance in preparing mental health cases for adjudication before the Board, present cases to the board, and prepare final documents for signature.

2.0 Objectives: The objective of this requirement is to obtain assistance from contract subject-matter experts, to include licensed clinical social workers, psychologists, licensed counselors, and others possessing similar specialized training in the mental health field, in case preparation, case presentation, and complete case processing for DRB mental health related remanded cases.

3.0 Scope of Work/Performance Requirements: In support of this mission, SAF/MRBP requires expert services across a range of capabilities to include:

3.01 – Ability to express ideas clearly and effectively in both oral and in written correspondence to all levels of management, including presentation of briefs.

3.02 –Demonstrated knowledge and experience with DoD medical record systems.

3.03 – Skill in using computer systems and Microsoft Word, Excel, and Adobe for building, storing, tracking, and retrieving cases.

3.04 – Knowledge of processes related to adjudication decisions, appeals, record of proceedings and disposition.

3.05 – Ability to work under pressure with short and conflicting deadlines.

3.06 – Analytical capabilities to perform research in areas of responsibility and determine appropriate follow-on activities.

3.07 – Ability to interface and coordinate the work of the organization with other offices in DoD, Military Departments, and other governmental and contracting agencies.

3.08 – Possess strong interpersonal skills with management and support staff.

3.09 – Maintain high standards of honesty, integrity, trust, openness, and respect for case applicants and internal and external organizations.

3.1 Preparation of Draft Record of Proceeding: The contractor shall support the mental health analysis of documentation provided by applicants to the DRB to determine the applicant’s contentions and incorporate the Air Force-provided advisory information into a Draft Record of Proceeding (DROP) used to prepare Board Members for adjudication. Contractors shall accurately review case files to determine if the office of primary responsibility has addressed all relevant issues related to liberal consideration, specifically as defined in the Kurta and Wilkie memorandums and according to the requirements of the Johnson v. Kendall settlement. Contractor shall identify data necessary for the adjudication of the case and request such data from the appropriate office, or be capable of developing the necessary data through independent research. In preparing the DROP, the contractor shall properly review and analyze cases involving military records, including those that are difficult, complex, and sensitive. Contractors shall apply knowledge of due process, standards of review, precedent, and statutory and regulatory provisions in identifying and summarizing pertinent facts, developing findings and conclusions and making recommendations for approval by deciding officials.

3.2 Conclude the Record of Proceeding: Contractor shall determine appropriate content and method of presentation of the case facts, circumstances, procedural history, and evidence to the Board. He/she shall develop effective written proceedings and decision letters required as a result of the Board’s decisions.

3.3 Preparation of Executive Correspondence: Contractor shall draft appropriate replies to written and oral inquiries from White House staff, Members of Congress, DoD, National Veterans’ Organizations, and applicants and their counsel for signature by high level component/command officials.

3.4 Monthly Status Report: Contractor shall submit a monthly status report by the 5th business day of the month. The report must include all actions completed and status of actions in progress from the prior month.

4.0 Deliverables: Electronic delivery is required. Formats will be in accordance with the SAFPC provided templates for each deliverable. Delivery of DROPS should be at a pace of approximately 160 cases per month, to accommodate the completion of the 4,000 case backlog and to maintain a caseload that keeps up with the average intake of cases (200 per month) once the backlog is cleared.

Reference Delivery POC/Format

5.0 Period of Performance: The period of performance for this contract is two years

6.0 Security Instructions: A DD-254 will not be required for this requirement and Contractor will not be required to hold a Security Clearance.

6.1 Physical Security. The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each work day, all Government facilities, equipment, and materials shall be secured.

6.2 Pass and Identification Items. Ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles prior to performance on the contract.

6.3 Retrieving Identification Media. Retrieve all identification media, including vehicle passes, when the contract expires or from contractor employees who depart for any reason before the contract expires, e.g., terminated for cause, retirement, etc.

6.4 Traffic Laws. All Contractors must comply with base traffic regulations.

6.5 Weapons, Firearms and Ammunition. Contractor will not possess weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on any installation or any office/working location covered under this contract.

6.6 For Official Use Only (FOUO). 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.

6.7 Reporting Requirements. Report to an appropriate authority (i.e., Contracting Officer (CO), Program Manager (PM), Contracting Officer Representative (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 classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

6.8 Lock Combinations. Contractor will control access to all Government-provided lock combinations to prevent unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

6.9 Communications Security (COMSEC). Contractors may require access to COMSEC information on Air Force installations. The Contractor shall not require a COMSEC account. Access will be controlled by the sponsoring agency. Access to COMSEC material by personnel is restricted to US citizens holding final US Government clearances. Such information is not releasable to personnel holding only reciprocal clearances.

6.10 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.

7.0 Administration Considerations:

7.1 Performance Schedule. Contractor personnel shall work a 40-hour week and shall provide coverage during core duty hours, 0730-1630 EST, Monday through Friday. Federal Holidays will be observed. Down days declared by the SAFPC or the Installation Commander are considered a business day and are not included in the definition of a holiday.

7.2 Place of Performance. The Contractor shall be located at 1500 (Jones Building) West Perimeter Road, Suite 3700, Joint Base Andrews, Maryland, to perform and accomplish tasks identified in this PWS.

7.3 Telework. Telework may be approved for this contract upon approval by the COR. If permitted, the Contractor shall follow their corporate guidance with regard to telework capabilities and frequency.

7.4 Base Shutdown/Inclement Weather. The Contractor will follow guidance of the installation containing their place of performance to determine reporting schedules whether due to a base closure or inclement weather. The website for guidance regarding status of performance locations is http://www.opm.gov/status/.

7.5 Replacement/Substitution of Personnel. The contractor shall ensure vacancies are filled with qualified personnel within 14 calendar days of vacancy, unless approved in writing or otherwise directed in advanced by the CO.

8.0 Government Provided Equipment. The Government will provide office equipment and materials necessary to perform the required services.

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

9.1 The Contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure Contractor Manpower Reporting Application (CMRA) data collection site- SAM, see FAR 4.1705. 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 Oct *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.

9.2 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.

9.3 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) Vacancies are filled with qualified personnel within 14 days of vacancy, unless approved in writing or otherwise directed in advanced by the CO

AND

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

a) The contractor completes, at a minimum, 150 DROPs per month, AND

b) Critical Information is Accurate.

a) The contractor completes, at a minimum, 50 ROPs per month, AND

b) Critical Information is Accurate.

Note: The government reserves the right to inspect or test services that have been tendered for acceptance. The government may require performance of any nonconforming services at no increase in contract price. If performance will not correct the nonconforming services issue or is not possible, the government may seek an equitable price reduction or contractual processes will begin to terminate the contract. Past performance history will be reported in Contractor Performance Assessment Reporting System to reflect satisfactory or unsatisfactory performance. During the first month of performance, the Government will allow additional discrepancies while the contractor becomes familiar with the processes and procedures of the SAFPC. This does not apply to personnel substitutions or replacements.