Final_STFP_PWS_11_Jul_2018_-_RFP_Amd_5.pdf

FA9550-17-R-0002, Amd 0005

PERFORMANCE WORK STATEMENT (PWS)

FOR

AIR FORCE RESEARCH LABORATORY (AFRL)

SCIENCE AND TECHNOLOGY FELLOWSHIP PROGRAM (STFP)

11 July 2018

Prepared by

AIR FORCE OFFICE OF SCIENTIFIC RESEARCH

CONTENTS

Section/Paragraph Page

1. General 3

1.1 Description 3

1.2 Background 3

1.3 Objectives 3

1.4 Scope 4

1.5 Recognized Holidays 4

1.6 Hours of operation and workforce 5

1.7 Place of Performance 5

1.8 Security Requirements 5

1.9 Physical Security 6

1.9.1 Sensitive Item Control 6

1.10 Post Award Conference/Periodic Progress Meetings 7

1.11 Contracting Officer’s Representative (COR) 7

1.12 Key Personnel 8

1.13 Cost Contract Line Item Numbers 8

1.14 Organizational Conflicts of Interests 9

1.15 Transition 10

2. Definitions and Acronyms 11

3. Government Furnished Property, Equipment, and Services 14

4. Contractor Furnished Items and Responsibilities 15

5. Specific Tasks 15

6. Applicable Publications 22

7. Contractor Manpower Reporting 24

8. Services Delivery Summary 25

I. General. This is a non-personal services contract to provide Science and Technology Fellowship Program (STFP) services to be overseen by the Air Force Office of Scientific Research (AFOSR) for the United States Air Force (USAF). The Government shall not exercise any supervision or control over any subcontract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Prime Contractor who, in turn, is responsible to the Government IAW the terms and conditions of the contract.

1.1 Description of Services. The STFP contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide the STFP services as defined in this PWS except for those items specified as government furnished property and services.

1.2 Background. The overall purpose of the STFP is to enlist highly-qualified non-government Ph.D.-level scientists and engineers (S&Es) to enhance the scientific and technological (S&T) research capabilities and accomplishments of the USAF S&T organizations. These organizations include, but are not limited to, the Air Force Research Laboratory (AFRL), the United States Air Force Academy (USAFA), and the Air Force Institute of Technology (AFIT). To accomplish this purpose, two goals must be met. The first goal is to attract Ph.D.-level S&Es, hire them on limited-term appointments, and place these S&Es (referred to from this point forward as research associates) in USAF laboratories. Two categories of research associates are specifically sought. The first category (junior research associate) is for S&Es who received their Ph.D. five or fewer years prior to the time of their application to this program. The second category (senior research associate) is for S&Es who received their Ph.D. five or more years prior to their application and/or have gained national and/or international reputations for the quality and impact of their research. The second goal of the STFP is to ensure that the research conducted by these research associates is well connected to the existing research teams of the laboratories to which the research associates are assigned. In particular, each research associate must be connected with a qualified government S&E who serves as a research advisor and the technical lead for the research opportunity offered to the research associate.

1.3 Objectives. The objectives of the STFP are provided below.

a. Attraction of applicants: The intent of the STFP is to attract a broad and diverse spectrum of applicants with Ph.D.s who are highly qualified to conduct research of relevance to the USAF laboratories where they are placed.

b. Evaluation of applicants: To ensure the stature of the program and the quality of the research associates selected to participate in this program, the contractor shall establish review panels consisting of a mixture of recognized experts in at least five scientific & engineering research disciplines. The panel shall be comprised of at least 85% fellows from a professional society and/or distinguished/recognized endowed chairs from academia, industry, and government. The review panels will evaluate applicant packages to identify those applicants that are qualified for the program in general and for the specific research opportunity that he/she is applying for. Final selection of an applicant to become a research associate will be made by the Government based upon the review panel’s recommendations.

c. Evaluation of Government research advisors and proposed research topics: All USAF organizations seeking to place research associates at their location through STFP must provide the STFP contractor with names of Government research advisors and research topic area descriptions for which they are advisors. The STFP contractor shall have executed and managed review boards within the last five years (01 January 2012 – Present). The STFP contractor will recommend a set of criteria to the Government Program Manager (GPM) that the Government research advisors and the S&T areas must satisfy to be included in the program. Upon approval of these criteria, the STFP contractor will provide external review panels that consist of highly-qualified experts to evaluate the qualifications, in accordance with the agreed-upon criteria, of the proposed Government research advisors and their research topics provided by the USAF organizations. Final selection of a proposed Government research advisor will be made by the government based upon the review panel’s recommendations.

d. Placement and management of research associates: The STFP contractor will continue to have a relationship with the applicants who are selected to become research associates by the government and place them at designated locations on the Government's behalf.

The STFP contractor shall remain in charge of all research associates, accomplishing all the relevant activities that are necessary.

1.4 Scope. AFRL plans to have between 120 - 200 active research associate fellowships in total, at any given time throughout the period of performance of the contract, (subject to the availability of funds). All research associate fellowships can be renewed for a second year and, in exceptional circumstances, for a third year.

1.5 Recognized Holidays. The contractor is responsible for conducting business Monday through Friday except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. The contractor is not required to perform services on recognized U.S.

Government Holidays. In general, when the government is scheduled to be off, so shall contractor personnel, and when government employees are expected to work, so shall contractor employees. No contractor personnel employed under a contract to meet the terms and conditions of this PWS shall be considered essential unless specifically designated, in writing, by the GPM.

Currently recognized government holidays:

New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day George Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6 Hours of operation and workforce. The leadership of Contractor personnel located at or on government installations shall coordinate a work schedule for each research associate with their respective USAF research advisors.

1.7 Place of Performance. The locations of work performed under this contract shall be at locations determined by the GPM. Those selected to perform research shall generally perform at AFRL locations, which are listed here:

http://www.wpafb.af.mil/library/factsheets/factsheet.asp?id=9293, AFIT, or USAFA. These locations are provided as a baseline for research associate placement. In the event that USAF determines a need for more suitable locations, research associates may be placed at other TBD locations. However, research associates shall not have to commit to research award acceptance without employment duration and location information. In the event that USAF determines a need for more suitable locations, the GPM shall notify the STFP contractor of any such location so that subsequent employment agreements between the STFP contractor and any research associate can account for the location of research associate performance prior to the consummation of any employment agreement. Regardless of the location of a research associate or the duration of her/his research, the Government shall bear the logistical expense of placing any research associate at any location as long as all associated costs are reviewed and recommended by the GPM and pre-approved by the Contracting Officer (CO).

1.8 Security Requirements. At the onset of the contract, "For Official Use Only" (FOUO) is the only anticipated security consideration. However, the potential for future research with a higher security clearance is within the scope of this PWS. In the event that a security clearance level is deemed necessary, the research advisor for the research associate shall coordinate the execution of a form DD254 and present to the STFP contractor in a manner that is consistent with satisfying the terms and conditions of this PWS. Costs associated with any contractor personnel obtaining a higher level of security clearance shall be accounted for as a miscellaneous other direct cost.

1.8.1 Information Regarding Non-Us Citizens Assigned to this Project –

(a) Research Associates and contractor employees requiring access to USAF bases, AFRL facilities, and/or access to U.S. Government Information Technology (IT) networks in connection with the work on this contract must be U.S. citizens. For the purpose of base and network access, possession of a permanent resident card ("Green Card") does not equate to U.S. citizenship. This requirement does not apply to foreign nationals approved by the U.S.

Department of Defense or U.S. State Department under international personnel exchange agreements with foreign governments. Any waivers to this requirement must be granted in http://www.wpafb.af.mil/library/factsheets/factsheet.asp?id=9293 writing by the Contracting Officer prior to providing access. The above requirements are in addition to any other contract requirements related to obtaining a Common Access Card (CAC).

(b) For purposes of paragraph (a) above, if an IT network/system does not require AFRL to endorse a contractor's application to said network/system in order to gain access, the organization operating the IT network/system is responsible for controlling access to its system.

If an IT network/system requires an U.S. Government sponsor to endorse the application in order for access to the IT network/system; AFRL will only endorse the following types of applications; consistent with the requirements above:

(1) Research Associates and contractor employees who are U.S. citizens performing work under this contract.

(2) Research Associates and contractor employees who are non-U.S. citizens and who have been granted a waiver.

Any additional access restrictions established by the IT network/system owner apply.

1.9 Physical Security. The STFP contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.9.1 Sensitive Item Control (if when applicable). The STFP contractor shall establish and implement methods of making sure all sensitive items (keys/key (CAC) cards), government badges, lock combinations, etc.) issued to the STFP contractor and the research associates by the government are properly accounted for and not used by unauthorized persons. NOTE: All references to keys include key/CAC cards. No keys issued to the STFP contractor or research associates by the government shall be duplicated. The STFP contractor shall develop procedures covering sensitive item control. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to secure and/or locked areas. The STFP contractor shall immediately report any occurrences of lost or duplicate sensitive items to the accredited laboratory advisors at each respective AF organization and/or GPM.

1.9.2 In the event sensitive items are lost, the STFP contractor shall, upon direction of the CO and at their own cost, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock(s) or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the payment due to the Contractor.

1.9.3 The Contractor shall prohibit the use of Government issued sensitive items by any persons other than the Contractor's employees or research associates. The Contractor shall prohibit the opening of locked areas or secure systems (IT or otherwise) by contractor employees and research associates to permit entrance of persons other than contractor employees and research associates engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO and/or research associate.

1.10 Post Award Conference/Periodic Progress Meetings. The STFP contractor is responsible for ensuring the research accomplished by the research associate is in accordance with what the research associate proposed to the expert review panel when they applied for the program.

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. Any post award conference discussing any effort in addition to previously agreed to terms and conditions of the existing contract must be conducted by the CO.

1.11 Contracting Officer’s Representative (COR). The COR shall be the GPM. The COR monitors all technical aspects of the contract and assists in contract administration. For purposes of this PWS, the COR shall execute duties IAW DFARS 201.602-2. The COR shall be the contractor's primary point of contact for performance under all existing terms and conditions of the contract. The COR is authorized to perform but not necessarily limited to the following functions:

•Assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance.

•Maintain written and oral communications with the Contractor concerning technical aspects of the contract; providing regular feedback, in writing, to contractor and CO when performance is considered good or less than adequate or satisfactory IAW contractual terms and conditions.

•Issue written interpretations of technical requirements, including process charts, and execution plans.

•Monitor the Contractor's performance and notify both the CO and Contractor of any deficiencies.

•Coordinate site entry of Contractor personnel and availability of government furnished property via laboratory Government research advisors at each respective TD.

•Oversee and evaluate contractor performance. Provide feedback into CPARs (Contractor Performance Assessment Reporting System) database IAW GPM/COR function.

A letter of designation issued to the COR, a copy of which shall be sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract or any order against the contract.

The GPM/COR at contract award shall be:

Mrs. Ellen M. Robinson Phone: (703) 588-8527 E-mail: ellen.robinson.1@us.af.mil

Within five days of contract award, the Contractor shall designate a Contract Program Manager (CPM) (and alternate) and inform the COR and CO of the name and contact info of the CPM (and alternate) who shall be the Government single point of contact for all performance under the terms and conditions of this contract. This shall be done IAW CDRL 0001. Contractor personnel, CPM or otherwise, shall only take direction under existing terms and conditions of the contract from the COR and/or the CO. Additionally, all material changes to the contract must be coordinated with the Government CO prior to taking affect.

1.12 Key Personnel:

The following are considered key personnel by the Government: the CPM who shall be overall responsible for the performance of the work in this PWS. The CPM or alternate shall have full authority to act for the contractor on all existing terms and condition of the contract relating to daily operation of this contract. The contractor program manager or alternate shall be available Monday thru Friday, 8 hours a day, with core hours between 9:00 a.m. - 3:00 p.m local time.

Additional key personnel are all those personnel necessary to administer, manage, and execute all logistical processes necessary to obtain and sustain the effort research associates at designated locations. The GPM shall be notified in writing, (e-mail notification is acceptable), whenever there should be a change in any contractor key personnel.

1.13 Cost Contract Line Item Numbers (CLIN) considerations:

1.13.1 Other Direct Costs:

Other Direct Costs (ODCs), including but not limited to travel (if applicable): The contract shall be Firm Fixed priced (FFP). However, given the nature and uncertainty of the effort, there shall be cost CLINs associated with the cost of the contract. The purpose(s) of these CLIN(s) shall be to provide relocation expenses and compensation packages to research associates.

Additionally, at the discretion of the CO/GPM, research associates may be required to travel or to incur additional miscellaneous ODCs during the performance of this contract. If travel is required, research associates must have CO/GPM approval and shall be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in applicable travel CLIN of the contract. Finally, it is anticipated that in order to sufficiently attract and successfully award to extraordinary research candidates it may be necessary to increase the compensation package(s) to an amount higher than the commercial standard. In the event that the USAF determines it is necessary to increase an individual's compensation package, the CO may do so, on a case by case basis. For these reasons, cost CLIN(s) shall exist simply because they represent costs that cannot be reasonably anticipated or accurately predicted before contract award and, as such, shall be priced on a Not To Exceed (NTE) basis. All ODCs shall require Government pre-approval/authorization by the

CO. The denial of any direct cost by the CO shall not relieve the contractor from performance under the FFP portion of the contract.

1.13.2 Cost Reimbursement CLINs:

Given that this contract shall include deliverables and is not intended to acquire a mere level of effort, the cost reimbursement CLINs under this contract shall constitute a relatively insignificant part of the total contract value. The specific purpose of the cost reimbursement CLINs is to provide compensation packages in the form of stipends to the research candidates who shall become selectees. All costs shall be pre-approved by the Government. The Government has intentionally chosen to omit a provision for any indirect costs or profit on the cost reimbursable CLINs as they are strictly “pass through funds” from the Government through the prime contractor and directly to each research associate selectee. Under no circumstance shall the prime contractor charge a profit or additional indirect costs on these specific CLINs or accept a compensation package price from the Government and then negotiate a lower compensation package price with the research associate. Proposals against this PWS shall take into account the pass through nature of these specific CLINs and ensure all costs associated with the management & execution of the program shall be proposed and accounted for on the FFP CLINs. All cost reimbursement CLINs shall be straight cost reimbursable with no provision for fee (profit) or indirect costs.

1.14 Organizational Conflicts of Interest (OCI) Mitigation Plan: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or support evaluation services which may create a current or subsequent OCIs as defined in FAR 9.5. In all cases any such work will be subordinate to Government personnel (GPM or CO) who shall retain all decision making authority on behalf of the Government. The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor's mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI. Proposals against this PWS shall provide initial OCI mitigation and /or internal neutralization plan that addresses the following concerns at a minimum: CDRL 0002

•The potential that the population of research proposals would be limited so as to provide unfair advantage to any one or group of proposals during the review panel process and subsequent grading of the candidate proposals.

•The potential that any research proposal may be unfairly graded.

•The potential for candidates to evaluate proposals from its own employees.

•Procedure for safeguarding and maintaining the confidentiality of each proposal and any resulting research.

•Any other situation resulting in the "impaired objectivity" of the contractor when conducting review panels.

1.15 At the end of any period of performance, the contractor shall, at the government's discretion, execute a transition plan. Transition shall be addressed at two levels:

Level 1 Transition: Responsibilities of Key Personnel.

a. The transition plan shall be a 60 calendar day period of contract overlap between key personnel of the incumbent contractor and the replacing effort (successor contractor or the government as applicable). The intent of the plan shall be to continue services under the existing contract with the incumbent contractor supporting the replacing effort such that the replacing effort will be able to execute and provide ongoing service at a level equal to or better than incumbent's best effort. The first 30 days shall consist of incumbent instructing the replacement effort to the point of proficiency where the incumbent retains primary and the replacing effort secondary responsibility for performance. During the latter 30 days of the transition period, the replacement effort shall formally take over execution responsibility and refine their capability of their performance. During this time the replacing effort shall inherit primary responsibility while the incumbent is relegated to secondary responsibility for performance.

b. Transfer of STFP database from incumbent contractor to replacing effort. Upon the end of the contract, the contractor shall transition the database of research associates and Government research advisors to a successor contractor that delineates the "pass thru" portion of the contract. Past, present, and future financial compensation packages paid (or to be paid) to STFP recipients shall be disclosed. The intent is to provide necessary historical compensation package pricing data to allow the replacement effort a basis for future compensation packages and, more significantly, to enable para (b) of level 2 transition below.

Level 2 Transition, Retaining Research Associates Under the Replacing Effort: It is likely that many research associates that are employed by the incumbent contractor will have employment contracts whose durations extend beyond the period of performance (PoP) of the STFP contract. To retain these associates during the transition period and beyond, the following additional task must be executed:

• During the level I transition, the incumbent and replacing efforts shall meet with the GPM to ensure that existing research associates will be available to respective AF organizations for the duration of their employment contracts. If a research associate was selected under the incumbent effort and their respective employment contract with the incumbent should end after the replacing effort has taken over responsibility for performance (and the GPM determines that the AF organization still desires the research associates effort), then the GPM shall coordinate with the incumbent and replacing efforts to ensure that no lapse in effort of those prior research associate(s) in question shall occur.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A 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.

2.1.2. CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING REPRESENTATIVE OFFICER (COR). The COR in this contract shall also be the Government program manager. An employee of the U.S. Government appointed by the CO to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the PWS.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.6. KEY PERFORMANCE PARAMETER (KPP). KPPs are requirements that are critically essential and fundamental to the requirement and shall be a core competency of the prime contractor.

A proposal with a deficiency or even a significant weakness in any KPP shall be deemed not "responsible" and excluded from further consideration for contract award.

2.1.7. KEY PERSONNEL. Contractor personnel that are fundamental to the performance of the terms and conditions of the contract and may be evaluated in a source selection process.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.8. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1 .9. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10. PERFORMANCE PLAN (PP). An organized written document specifying how quality assurance will be executed to determine contractor performance.

2.1.11. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

2.2. ACRONYMS/DEFINITIONS: [List all acronyms used in the PWS and what they represent. At a minimum, insert the acronyms provided below].

AFIT Air Force Institute of Technology

AFOSR Air Force Office of Scientific Research

AFRL Air Force Research Laboratory

CAC Common Access Card

CO Contracting Officer

COR Contracting Officer’s Representative (synonymous with "COR" IAW

DFARS 201.602-2 and PGI 201-602-2)

CPM Prime Contractor Program Manager

CPARS Contractor Performance Assessment Reporting System

CLIN(s) Contract Line Item Number(s)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement Defense

DMDC Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

FC/FD Functional Commander/Functional Director Firm

FFP Fixed Price (contract type)

GPM Government Program Manager

IAW In Accordance With

IT Information Technology

JTR Joint Travel Regulation

KPP Key Performance Parameter

NTE Not to Exceed

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODCs Other Direct Costs

STFP Science and Technology Fellowship Program

PoP Period of Performance

PP Performance Plan

PWS Performance Work Statement

QA Quality Assurance

QC Quality Control

QCP Quality Control Program

TBD To Be Determined

TD(s) Technical Directorate(s) (used synonymously with Air Force Labs)

TE Technical Exhibit

USAF United States Air Force

USAF Focal Points USAF Chief & Assistant Chief Scientists, USAF Scientists & Engineers

(AFRL, AFIT, & USAFA) (used synonymously with Government S&Es)

USAFA United States Air Force Academy

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services. The Government shall provide all services, facilities, utilities, equipment, and materials necessary for research associates to perform IAW the research proposal under which they were awarded. These things shall be coordinated by the GPM (prior to award of a research grant), and directly provided by the gaining organization (TD, AFIT, USAFA, etc.) of the research associate.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General. The Contractor shall furnish all supplies, equipment, facilities, materials, and services required to perform work under this PWS and resulting contract that are not listed under Part 3 of this PWS.

4.2. Contractor Review(s). The contractor is responsible for ensuring the research accomplished by the research associate is in accordance with what the research associate proposed to the expert review panel when they applied for the program. The contractor shall continuously monitor the operation and effectiveness of the program processes and advise the GPM regarding opportunities to improve the effectiveness and efficiency of the STFP via a Program Manager Review. The contractor shall participate in an annual, or more often if designated by the CO/GPM, the program manager review at which the contractor will brief the status of the program, to the AFOSR program manager and other selected Air Force participants

IAW CDRL 0003.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5. 1. Basic Services

The prime contractor shall provide services for execution of the AFRL STFP. As stated in part 1 of this PWS, these are the basic performance objectives:

5.1.1 Attraction and selection of Government research advisors and topics

a. The contractor shall develop and execute a plan and processes for soliciting potential Government research advisors, evaluating their qualifications and their proposed research topic areas, and identifying those whom are qualified to serve as advisors. The plan shall detail the capability to control the objectivity of the proposed process to evaluate Government research advisor candidates and respective proposed research topics. The plan shall provide a list of managed and executed review boards within the last 5 years (01 January 2012 – Present).

b. The contractor shall establish and maintain relationships with USAF focal points within the agencies that intend to use this contractual vehicle to obtain research associates.

The contractor shall maintain a database of names and contact information for the USAF focal points.

c. In consultation with and after approval from the GPM, the contractor shall establish general criteria that Government S&Es and their proposed research areas should satisfy to be accepted as Government research advisors and topics for this program, communicate that criteria to the USAF focal points, and solicit applications for Government S&Es who wish to become research advisors.

d. The contractor shall establish review panels consisting of a mixture of recognized experts in at least five scientific & engineering research disciplines. The panel shall be comprised of at least 85% fellows from a professional society and/or distinguished/recognized endowed chairs from academia, industry, and government.

e. The panel shall evaluate each Government S&E application and determine if, in their opinion, he/she is qualified to serve as a research advisor. The contractor shall convene the panel at least quarterly to evaluate all new applications and report the results in a timely manner to the GPM. The GPM will use the panel evaluations and, with inputs from the USAF focal points, determine which of the government S&Es will become Government research advisors. CDRL 0004. The contractor shall maintain a list of all review panel members. CDRL 0004

f. The contractor shall maintain a list of all USAF Government research advisors IAW CDRL

0005. Each Government research advisor shall be the primary point of contact for applicants interested in their topics. It is the intent of this contract that each Government research advisor shall serve as a mentor to the applicants who are selected to be research associates for their research topics. CDRL 0005

5.1.2 Attraction of applicants and their research proposals:

The contractor shall develop and execute an outreach plan and processes for locating and attracting a diverse pool of highly qualified Ph.D. scientists and engineers whose research interests and capabilities align with the needs of the USAF agencies participating in this program.

5.1.2.1. The contractor shall develop and execute an outreach plan IAW CDRL 0006 to locate and attract a diversified candidate pool of highly qualified Ph.D.s in scientific and engineering disciplines of importance to the USAF agencies. Candidates in this pool must be U.S. citizens.

Foreign citizens and green-card holders are not eligible. The plan shall also include the contractor’s established relationship with academic (Tier I-III schools, HBCUs/MIs, etc.)

institutions and professional scientific societies/organiztions. CDRL 0006

5.1.2.2. The contractor shall solicit research proposals from the candidate pool described in Section 5.1.2 that are in response to the research areas provided by the Government research advisors. Each potential applicant who wishes to submit a research proposal to a research area should be encouraged to contact the government research advisor for that research area prior to submitting his/her proposal in order to gain increased understanding of what the Government research advisor desires in the proposals. In the event that a potential applicant is interested in proposing a research topic that he/she believes is of interest to a USAF agency but that is not aligned to at least one of the provided research topic areas, the contractor shall work with the GPM to see if a Government research advisor for the topic can be provided.

a. Visits to USAF research locations by applicants are encouraged in order to promote the program and for applicants to obtain an opportunity to evaluate the suitability of research facilities and/or advisors. The contractor shall provide all travel estimates and details of travel to the GPM prior to travel for approval. The GPM must approve all travel requests prior to any travel. Per Diem shall be in accordance with the Joint Travel Regulation. The contractor shall document the result of the visit in a Site Visit Report

IAW CDRL 0007.

b. Promotion and outreach shall be ordered and should be ongoing, regardless of the number of current status of qualified candidates, research associates, or prior/future review panels.

5.1.3 Evaluation of research applicants:

The contractor shall enable the Government program manager to effectively and efficiently select the best candidates to become research associates. The use of expert external review panels to identify the best candidates is required. The contractor shall establish review panels consisting of a mixture of recognized experts in at least five scientific & engineering research disciplines. The panel shall be comprised of at least 85% fellows from a professional society and/or distinguished/recognized endowed chairs from academia, industry, and government.

The overall performance of the entire evaluation effort shall be a core competency of the prime contractor.

a. The contractor shall develop and execute a plan and processes for evaluating applicants.

The plan shall detail the capability to control the objectivity of the proposed process to ensure the eligibility of applicants. The plan shall detail the process to post-board review results in written reports to include research proposal, qualitative rating of proposal (positive and negative), & compensation package. The plan shall provide a list of managed and executed review boards within the last 5 years (01 January 2012 – Present).

b. The contractor shall coordinate execution and conduct/oversee an independent review panel of experts to evaluate research proposals and rate applicants with regard to the quality and relevance of their proposed research and their qualifications. The review panelists shall be recognized experts in at least five scientific and engineering disciplines. The contractor shall appoint review panelists for the competitive evaluation and ranking of the applications not to exceed four times annually at the discretion of the Government. CDRL 0004

c. Validate Eligibility Requirements: The contractor shall verify that each applicant possesses a doctoral degree in science or engineering. Contractor employees and research associates requiring access to USAF bases, AFRL facilities, and/or access to U.S.

Government Information Technology networks in connection with the work on this contract must be U.S. citizens. Possession of a permanent resident card ("Green Card") does not equate to U.S. citizenship. This requirement does not apply to foreign nationals approved by the U.S. Department of Defense or U.S. State Department under international personnel exchange agreements with foreign governments. Any waivers to this requirement must be granted in writing by the CO prior to providing access. The contractor shall also identify any proposal that has the potential to result in anything less than the standard terms and conditions set in the FAR Subpart 27.3 and DFARS 252.227-7038 which are incorporated into this contract. When such potential exists, it shall not have a detrimental effect on the quality determination of submitted proposals by the contractor’s expert review panel. However, the STFP contractor must notify the GPM (prior to GPM selection; see para 5.1.4) on all proposals that, if selected, would present the potential for the Government to receive anything less than the standard terms and conditions set in FAR Subpart 27.3 and DFARS 252.227-7038 IAW CDRL 0009.

d. After each review panel, the contractor shall provide a post-board review with results detailing all applicant outcomes to the GPM and designated AF points of contact. The results shall be a written report including a list of each proposal submitted, descriptions of proposals the review panel recommends do not merit award and rationale, the relative qualitative rating of each recommended qualified research proposal (along with any comments the review panel wishes to pass on to the Government), and total compensation package necessary (if selected by the GPM) to acquire the research effort of each applicant recommended as qualified CDRL 0010. Additionally, the contractor shall identify any proposal that has the potential to result in anything less than the standard terms and conditions set in FAR Subpart 27.3 and DFARS 252.227-7038, which are incorporated into this contract. Conversely, if it is expected that selected research candidates will provide the rights set in FAR Subpart 27.3 and DFARS 252.227-7038 to the Government, candidates shall make their intentions known before selection and this must also be annotated in the post board review report. CDRL 0009

5.1.4 Placement of successful applicants:

Once the Government is in receipt of the board results IAW CDRL 0010, the GPM shall coordinate with applicable USAF organizations and decide which recommended applicants are to be selected. The decisions will be sent back to the contractor by the GPM. After the selected scientists and engineers accept their job offers and begin work, their technical efforts shall be guided by their Government research advisors. The contractor is responsible for the entire program management functions: administer, manage, and execute all logistical processes necessary to obtain the on-site effort of the selected research associates at designated AF facility, etc. Program management functions will include:

(1) Payments of stipends, benefits, and travel allowances

(2) Financial tracking and reporting of monthly disbursements for research associates stipends, benefits, travels, and other allowances (if applicable)

(3) Electronic administrative reporting for research associates to include type of research, length of tenure, research locations, research presentations, pending or awarded patents, and other research awards

(4) Ensuring compliance practices align with Privacy Act of 1974 for maintaining, handling, and transmitting of data/reports/analysis

Be advised that this effort shall be a contract order by the Government for a predetermined amount of time. After such order is placed, it is possible, and likely, that additional candidates shall be selected from any prior or successive post board review report (para 5.1.2 c) and increase the number of research associates performing at TDs. Therefore, the program management effort must take into account all possible research associates to be managed not just existing at the time of the contract order but also all those (up to the potential maximum) to possibly be additionally ordered during the entire duration of the contract order for program management.

Program management will be awarded at the beginning of the period of performance for the duration of the awarded year. Once program management is awarded, the contractor shall be expected to manage all current selected candidates and research associates, and any future candidates and research associates selected during the awarded year (up to maximum number of research associates).

a. As a part of the STFP, awardees are eligible, but not mandated, to receive a compensation package commensurate with the median compensation of their peers to include stipend, travel (as approved by the GPM/CO), health insurance, worker's compensation and relocation benefits (as/if necessary, GPM requested and CO directed). The contractor shall provide to the GPM the total price of acquiring each research associate. The price shall annotate the actual monetary salary (stipend) to be paid to each research associate along with detail of the burdened labor rate; the total cost of employment for each benefit of the total compensation package and further delineating which of these costs are ODCs. CDRL 0010

b. Each research associate's total compensation package may be additionally adjusted, on a case by case basis, according to their scientific/engineering discipline, specific travel needs, specific relocation costs, and the demand for their research effort. This extra marginal compensation (which shall be pre-approved by the CO) will be determined on a case by case basis and will be part of the cost portion of the contract resulting from this PWS. CDRL 0010

c. Research associate notification: Prior to notifying applicants selected to become research associates, the GPM shall notify the contractor that the Government has accepted the costs associated with making the applicant a research associate. Once applicable security requirements have been met and the GPM has accepted the total cost of each research associate, the contractor shall then notify each applicant of successful award and coordinate with the applicant and the gaining USAF research advisor to execute the necessary logistical effort bring the new research associate on board. The contractor shall continue to monitor and administer all facets of the program to ensure that the research associates are able to continue to provide research services for the duration of their award tenure.

d. The contractor must ensure that research associates devote their full-time effort to the research program proposed in their applications and that the research associates remain in residence at the sponsoring laboratory during the entire period detailed in their respective award. Research associates are placed in the status of visiting scientists or engineers but are subject to all regulations of the Government laboratory. An award in the STFP is not a commitment by the Government or the contractor for future employment. In addition, research associates may not accept additional monetary aid or other remuneration from another appointment, fellowship, or similar grant, except for sabbatical leave, during the period of the award.

e. Award durations: The term of each award to a junior research associate is one year.

Terms of less than one year for junior research associates shall be evaluated by the GPM on a case by case basis. Junior research associate awards may be renewed by the GPM/CO (subject to the availability of funds) for a second or third year with the concurrence of the GPM (as coordinated with the host organization) but shall not be done so with a 'multiyear" contract/agreement. The total duration under any successful research proposal shall not exceed three years, one year at a time. In addition, the host laboratory and the GPM/CO may approve a split term for researchers. A split term is one in which the researcher works for a period of time, then stops, and then returns to work and completes the original term of the award. Both the host location and the GPM must agree to the use of a split term. The term of each award to a senior research associate may be up to one year in duration. Renewal of a senior research associate award for a second term may be permitted subject to the approval of the GPM.

f. Monthly Funding Summary Report: The contractor shall establish and maintain financial data electronically that includes expenditures to date, remaining funds available, specific purpose of expenditures (such as stipend, travel, insurance, worker’s compensation, relocation, and administration), current and projected commitments to be paid, breakdown by each researcher and by each participating organization. The intent of this report is twofold. First, the intent is to allow the GPM to remain cognizant of remaining funds available. Secondly, the intent is to provide the GPM a mechanism to ensure that initially determined compensation packages are being completely "passed through" to selected research candidates. CDRL 0011

g. Annual Research Associate Reports: The contractor shall obtain an annual report from each research associate at the conclusion of each annual year of the research associate’s work. The annual research associate report will be delivered to the GPM and the host AF organization no later than the anniversary date of the research associate’s award IAW CDRL 0012.

h. Final Research Associate Reports: The contractor shall obtain a final report from each research associate at the conclusion of each research associate’s period of performance. The final research associate report will be delivered to the GPM and the host AF organization within 90 days of the completion of the research associate’s period of performance IAW CDRL 0013.

i. Contractor Review(s). The STFP contractor is responsible for ensuring the research accomplished by the research associate is in accordance with what the research associate proposed to the expert review panel when they applied for the program. The contractor shall continuously monitor the operation and effectiveness of the program processes and advise the GPM regarding opportunities to improve the effectiveness and efficiency of the STFP via a GPM Review. The GPM review consists of the CPM briefing the status of the program at least once each year, or more often as designated by the government, to the GPM and other selected Air Force participants IAW CDRL 0003. At these meetings the GPM shall apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

j. The contractor shall publish and distribute to the GPM a process flowchart and estimated execution timeline that links the program’s key events with resources required to execute each step of the process. The intended result is a planning document that may be used by the GPM and/or AF organizations to accurately plan for the acquisition and the arrival of research associates.