H98210-12-R-0003.pdf

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 07G12

ALEXANDRIA VA 22350-1300

UNDER DPAS (15 CFR 700)

11. DELIVERY FOR FOB

RFQ

SEE SCHEDULE

14. METHOD OF SOLICITATION

IFB RFP

CODE

SEE ADDENDUM

BLOCK IS MARKED

DESTINATION UNLESS

12. DISCOUNT TERMS

(No Collect Calls)

$7.0M

13b. RATING

13a. THIS CONTRACT IS A RATED ORDER

X

CODE

H98210-12-R-0003 20-Dec-2011

b. TELEPHONE NUMBER

571-372-2600

8. OFFER DUE DATE/LOCAL TIME

02:00 PM 03 Feb 2012

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MELANIE THORNSBURY

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PREVIOUS EDITION IS NOT USABLE

H98210-12-R-0003

Section SF 1449 - CONTINUATION SHEET

HRSAP OPERATIONAL SURVEY SUPPORT

ALL PRODUCTS AND SERVICES TO BE IN ACCORDANCE

WITH THE ATTACHED PERFORMANCE WORK STATEMENT (PWS)

BASE YEAR:

May 21, 2012 – May 20, 2013

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

HRSAP Operations Support

FFP

FOB: Destination

PURCHASE REQUEST NUMBER: H98202112940001000

ESTIMATED

NET AMT

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AA 20 Each Surveys

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AB 200 Each Incremental Increases

FFP

10 Incremental Increases of 5,000 per Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AC 5 Each Nonresponse Surveys (NR)

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AD 50 Each NR Incremental Increases

FFP

10 Incremental Increases of 500 per Nonresponse Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AE 5 Each Notification Letters (NL)

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AF 50 Each NL Incremental Increases

FFP

10 Incremental Increases of 5,000 per Notification Letter

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AG 5 Each Notification/Reminder Letters (NRL)

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0001AH 50 Each NRL Incremental Increases

FFP

10 Incremental Increases of 5,000 per Notification Letter

UNIT UNIT PRICE ESTIMATED AMOUNT

0002 12 Months SURVANT Enhancement and Maintenance

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0003 12 Months Monthly Reports

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0004 12 Months Senior Management Reviews (SMR)

FFP

ITEM NO SUPPLIES/SERVICES EST.

UNIT UNIT PRICE EST. AMOUNT

0005 Unitless Travel & Related Expenses

T&M

(Do Not Propose Cost)

TOT ESTIMATED PRICE

CEILING PRICE

UNIT UNIT PRICE ESTIMATED AMOUNT

0006 1 Each Training

FFP

OPTION YEAR 1:

May 21, 2013 – May 20, 2014

UNIT UNIT PRICE ESTIMATED AMOUNT

OPTION HRSAP Operations Support

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AA 20 Each OPTION Surveys

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AB 200 Each OPTION Incremental Increases

FFP

10 Incremental Increases of 5,000 per Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AC 5 Each OPTION Nonresponse Surveys (NR)

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AD 50 Each OPTION NR Incremental Increases

FFP

10 Incremental Increases of 500 per Nonresponse Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AE 5 Each OPTION Notification Letters (NL)

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AF 50 Each OPTION NL Incremental Increases

FFP

10 Incremental Increases of 5,000 per Notification Letter

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AG 5 Each OPTION Notification/Reminder Letters (NRL)

UNIT UNIT PRICE ESTIMATED AMOUNT

1001AH 50 Each OPTION NRL Incremental Increases

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

1002 12 Months OPTION SURVANT Enhancement and Maintenance

UNIT UNIT PRICE ESTIMATED AMOUNT

1003 12 Months OPTION Monthly Reports

UNIT UNIT PRICE ESTIMATED AMOUNT

1004 12 Months OPTION Senior Management Reviews (SMR)

UNIT UNIT PRICE ESTIMATED AMOUNT

1005 Unitless OPTION Travel & Related Expenses

T&M

(Do Not Propose Cost)

OPTION YEAR 2:

May 21, 2014 – May 20, 2015

UNIT UNIT PRICE ESTIMATED AMOUNT

OPTION HRSAP Operations Support

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AA 20 Each OPTION Surveys

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AB 200 Each OPTION Incremental Increases

FFP

10 Incremental Increases of 5,000 per Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AC 5 Each OPTION Nonresponse Surveys (NR)

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AD 50 Each OPTION NR Incremental Increases

FFP

10 Incremental Increases of 500 per Nonresponse Survey

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AE 5 Each OPTION Notification Letters (NL)

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AF 50 Each OPTION NL Incremental Increases

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AG 5 Each OPTION Notification/Reminder Letters (NRL)

UNIT UNIT PRICE ESTIMATED AMOUNT

2001AH 50 Each OPTION NRL Incremental Increases

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

2002 12 Months OPTION SURVANT Enhancement and Maintenance

UNIT UNIT PRICE ESTIMATED AMOUNT

2003 12 Months OPTION Monthly Reports

UNIT UNIT PRICE ESTIMATED AMOUNT

2004 12 Months OPTION Senior Management Reviews (SMR)

UNIT UNIT PRICE ESTIMATED AMOUNT

2005 Unitless OPTION Travel & Related Expenses

T&M

(Do Not Propose Cost)

ADDENDUM TO SF1449

ADMINISTRATION INFORMATION

A. POINTS OF CONTACT:

Contracting Officer: TBD at contract award

4800 Mark Center Drive, Suite 07G12

Alexandria, VA 22350-1300

Telephone: TBD

Email: TBD

Contract Specialist: Melanie Thornsbury

4800 Mark Center Drive, Suite 07G12

Alexandria, VA 22350-1300

Telephone: 571-372-2600

Email: melanie.thornsbury@osd.pentagon.mil

Contracting Officer's Representative: TBD at contract award

(COR) Address: TBD

Telephone: TBD

Email: TBD

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery or any other terms and conditions of the contract. Reference DFARS clause 252.201-7000

(Contracting Officer‘s Representative).

B. ADMINISTRATION, ACCOUNTING, AND APPROPRIATION DATA: The Administration

Office and Accounting & Appropriation Data will be specified on each individual task order. Payment will be made by Government Purchase Card (GPC).

C. INVOICE SUBMISSION:

1. Payment shall be based on receipt of a proper invoice and satisfactory contract performance (as indicated on the respective Receiving Report completed by the COR). The Contractor shall comply with the content of invoice requirements specified at FAR Clause 52.212-4, paragraph (g) "Invoices." Failure to provide a proper invoice may result in return of invoice for correction and delay of payment.

2. The Contractor shall submit an original invoice to:

MAILING ADDRESS:

DHRA PSO

ATTN: INVOICE PROCESSING – GPC

4800 MARK CENTER DRIVE, 07G12

ALEXANDRIA, VA 22350-1300

EMAIL ADDRESS: rebecca.polk@osd.pentagon.mil

D. CONTRACT TYPE AND DURATION: Contract award type shall be a Firm-Fixed Price, Requirements Contract. The Period of Performance shall be from May 21, 2012 to May 20, 2013 with two twelve month Option Periods.

E. COMMERCIAL PROVISION - SECTION 508 – IT REQUIREMENT

All electronic hardware and software procured under this contract/purchase order must comply with

Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and

Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility

Standards (36 CFR part 1194). Further information is available via the Internet at http://www.section508.gov.

F. COMMON ACCESS CARDS (CACS) FOR CONTRACTOR PERSONNEL

The contractor shall obtain CACs for all personnel requiring access to Government facilities in accordance with the following :

(a) For installation(s)/location(s) cited in the contract, contractors shall ensure Common Access Cards

(CACs) are obtained by all contract or subcontract personnel who meet one or both of the following criteria:

(1) Require logical access to Department of Defense computer networks and systems in either:

(i) the unclassified environment; or

(ii) the classified environment where authorized by governing security directives.

(2) Perform work which requires the use of a CAC for installation entry control or physical access to facilities and buildings.

(b) Contractors and their personnel shall use the following procedures to obtain CACs:

(1) Contractors shall provide a listing of personnel authorized a CAC to the COR. The COR will provide a copy of the listing to the government representative in the local organization designated to authorize issuance of contractor CACs (i.e., ―authorizing official‖).

(2) Contractor personnel on the listing shall each complete and submit a DD Form 1172-2 or other authorized DoD electronic form to the authorizing official. The authorizing official will verify the applicant‘s name against the contractor‘s listing and return the DD Form 1172-2 to the contractor personnel.

(3) Contractor personnel will proceed to the nearest CAC issuance workstation with the DD

Form 1172-2 and appropriate documentation to support their identification and/or citizenship.

The CAC issuance workstation will then issue the CAC.

(c) While visiting or performing work on installation(s)/location(s), contractor personnel shall wear or prominently display the CAC as required by the governing local policy.

(d) During the performance period of the contract, the contractor shall:

(1) Within 7 working days of any changes to the listing of the contract personnel authorized a

CAC, provide an updated listing to the COR who will provide the updated listing to the authorizing official;

mailto:rebecca.polk@osd.pentagon.mil http://www.section508.gov/

(2) Return CACs in accordance with local policy/directives within 7 working days of a change in status for contractor personnel who no longer require logical or physical access;

(3) Return CACs in accordance with local policy/directives within 7 working days following a

CACs expiration date; and

(4) Report lost or stolen CACs in accordance with local policy/directives.

(e) Within 7 working days following completion/termination of the contract, the contractor shall return all CACs issued to their personnel to the issuing office or the location specified by local policy/directives.

(f) Failure to comply with these requirements may result in withholding of final payment.

Performance Work Statement (PWS)

Operational Support for Human Resources Strategic Assessment Program

(HRSAP)

1.0 INTRODUCTION

The Defense Manpower Data Center (DMDC) requires operational support for Human

Resources Strategic Assessment Program (HRSAP) surveys to assess attitudes and opinions on a wide range of personnel issues across the entire Department of Defense (DoD) community, i.e., active duty members, reserve component members, civilian employees, veterans, family members, and retirees. These surveys involve assembly/distribution activities as well as receiving/processing survey returns. An illustrative schedule of HRSAP surveys is provided as

Technical Exhibit 1. Persons sampled for surveys are typically contacted multiple times and surveys are administered primarily on the web with some paper surveys. Some HRSAP surveys may require Computer Assisted Telephone Interviewing (CATI) either as the primary data collection method or as an ancillary methodology for multi-method surveys including screening and studies of response and nonresponse.

2.0 BACKGROUND

2.1 DMDC is part of the Defense Human Resources Activity (DHRA), which is a Department of

Defense (DoD) Field Activity. DMDC maintains the central and authoritative store of personnel, manpower, training, and security data for the DoD. The personnel data holdings, in particular, are broad in scope and date back to the early 1970‘s, covering all uniformed services, all components of the total force (active, guard, reserve, and civilian), and all phases of the personnel life cycle (accessions through separation/retirement). The categories of data archived at DMDC represent significant data holdings and, in most cases, provide the only single source of common data on the uniformed services. These data support decision-making by the Office of the Under Secretary of Defense (Personnel and Readiness) (OUSD [P&R]), other OSD organizations, and a wide variety of customers both within and outside the DoD. See http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml for an electronic version of some examples of surveys and reports.

2.2 HRSAP staff designs and implements plans for survey methodologies, samples, instruments, datasets, and result tabulations, briefings, analyses, and reporting. HRSAP relies heavily on the

DMDC Survey Reporting Tool (SRT) that is used for questionnaire design, for the specification of data coding and cleaning in the production of SAS datasets, for specification of variables and their treatment for automation used in analysis, and for producing tabulation volumes and briefing charts. DMDC is currently using SAS in database creation but also creates in the final stage SPSS datasets. DMDC may also use SUDAAN, M-Plus and/or STATA and/or other software packages to handle the correct estimation of variances. Upon initial entry of survey questions in the SRT there is never again a need to retype (risking errors) for creation of the survey on the Web, for creating labeling data variables and values in the dataset, and for including the wording of the items in the automated production of tabulation volumes and briefing charts.

2.3 The SRT is built to produce precisely formatted, scientifically accurate survey estimates from survey data produced by the Survey and Variable Authoring System (SURVANT), which is a http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml government owned system. SURVANT uses an SRT-produced file that provides the following:

basic questionnaire Web html pages for the survey, survey creation (definition of who gets what questions), dataset creation (codebook/coding scheme definition), and dataset/report delivery functions. SURVANT has a web-enabled user interface that allows DMDC analysts on-site to share information with the contractor. DMDC analysts provide information in a consistent format to properly interface with the contractor's Survey Control System (SCS). SCS is used to manage the survey operations of sample member notifications/reminders, receipt control, and preparation of files for email and postal notifications.

2.4 Surveys vary greatly in topic, size, operational complexity, and timing. Surveys are generally mailed to samples ranging from 5,000 to 120,000. Completed surveys (typically 30%-55%, but as high as 80%) must be processed into documented datasets. A rough schedule of surveys that may be done under this contract are shown in Technical Exhibit 1. Broadly speaking, there are three primary types of surveys administered under HRSAP. Standard features of the three types are presented at Technical Exhibit 2.

2.4.1 Status of Forces Surveys (SOFS) are administered by web administration to cross-sectional samples of active duty members, reserve component members, and DoD civilian employees.

2.4.2 QuickCompass surveys are also web administered but have more limited administration time and sample contacts and/or are special, single topic surveys.

2.4.3 Human Relations surveys are in-depth studies of sensitive topics (e.g., sexual harassment) and/or are comprised of populations who have limited Internet access (e.g., spouses of active duty and reserve component members). Administration of Human Relations surveys are primarily on the web but paper is used for some surveys.

3.0 SCOPE

3.1 The contractor shall provide all personnel, management, equipment and materials necessary to perform the HRSAP survey services detailed within this PWS. The purpose of this effort is to collect and tabulate data, to create documented databases that are ready for analysis, to analyze and evaluate data collection methods for recommendations on best practices and improvements for HRSAP surveys, and to provide email communications with the DoD community on topics related to DMDC surveys.

4.0 REQUIREMENTS The contractor shall:

4.1 Provide operational support utilizing established scientific methodologies to conduct a variety of surveys, which are consistent with previous administration required for trend analysis and documented to be repeatable, and instill/maintain confidence from DMDC, and other sponsors/users of the analyses.

(See http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml for examples.)

4.1.1 Obtain and assemble DMDC-approved survey materials and distribute them using the government provided sample files and contact instructions.

4.1.2 Follow DMDC standards for performing edits to ensure valid data are clearly labeled and specified, and comparable to other DMDC surveys.

(See http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml for examples.)

4.1.3 Prepare datasets in government approved formats as column-delimited (ASCII) files and SAS and/or SPSS system files with all variable and value labels and document survey administration and datasets with text, tabulations, and codebooks.

4.1.4 Develop all programs used in processing the data (e.g., collecting data on web sites, scanning

Intelligent Character Read (ICR) paper surveys, assembling data files from all surveys, and creating SAS datasets and format catalogues).

4.1.5 Use digital signatures on all mass emails using the government furnished appliance (suite of hardware and software) within the DMDC firewall.

4.1.6 Manage email notifications directly on the DMDC StrongMail system. Provide a plan that will optimize response rates while balancing the timing of emails to avoid overloading servers.

4.1.7 Securely send and receive files electronically (e.g., via web, encrypted email, File Transfer

Protocol Secure (FTPS)) that are compatible with DMDC capabilities and all Federal and DoD security requirements.

4.2 Implement and maintain individual project plans for each survey that provides a comprehensive plan for controlling and monitoring progress in accomplishing the tasks for the specific survey.

A detailed draft of the project plan shall be presented at the initial planning meeting for each survey. Project plans:

4.2.1 Address all specifics of survey distribution and processing which includes all instruction sheets and auxiliary forms used by the contractor to manage the project.

4.2.2 Include explicit discussion of internal quality control measures and instructions the contractor shall use for assembling packages and handling all administration details (e.g., telephone calls, emails, faxes).

4.2.3 Include plans for the integration of timelines between operations and analysis.

4.2.4 Incorporate all Government comments on the draft plan into the final project plan.

4.2.5 Provide written specifications for all survey administration procedures required that are not specified as being government furnished or to be done differently for a specific survey.

Contractor specifications shall include survey procedures (in text, spreadsheets, and tables), methodology for mailing the survey, the start and completion dates of the mail outs, and details regarding data coding and dataset preparation.

4.3 Implement a computerized SCS that meets all the following requirements:

4.3.1 Keeps track of all members of the sample as they move through operations processing (from generation of addresses for the initial mailing through final storage of returns and production of datasets) by the assignment of case or ID number(s) that match identification codes on the survey instrument;

4.3.2 Ensures that returns are not lost, destroyed, left unidentified, or left unprocessed;

4.3.3 Tracks (a) address changes and eligibility notifications from persons in the sample and from

DMDC, (b) postal nondeliverables (PNDs) and address corrections that are returned by the US

Postal Service (USPS), and (c) Email bounce backs, so that appropriate actions (e.g., re-mailings, or further search(es) for addresses) are triggered;

4.3.4 Identifies nonrespondents for the follow-up contact(s) and keep track for each member of the sample which mailings were done on what date to what address and the source of the address

(e.g., which government-furnished address, a USPS-supplied address, or an address obtained by the web or a call to a toll-free number);

4.3.5 Generates daily statistics on survey progress (e.g., number of PNDs received, number of completed surveys received, number of completed surveys processed, number of nonrespondents, PND rates, and response rates);

4.3.6 Generates daily statistics for web surveys (e.g., number of accesses, number of submitted surveys, and response rates) both overall and by sample characteristics (e.g., service, activation status);

4.3.7 Handle linked cases (e.g., those that involve linked spouse and member samples and/or require group mailings to unit/installation points of contact (POCs));

4.3.8 Contain data elements from the initial sample file provided by DMDC to include code for each of the sampling strata (units or elements), respondent identification number, name, DMDC-provided addresses, updated addresses, source of each address change, date of each mailing and re-mailing, identification number for each survey mailed (separate fields for first-wave, second-wave, and each re-mailing), batch/serial number from scanning for each identification, date scanned for each identification, and final disposition (non locatable, locatable non respondent, respondent, refusal, etc.);

4.3.9 Monitor and manage web, Contractor paper, and other types of data collection modes simultaneously—e.g., integrating input from both paper and web, stop sending reminders when a sample member either submits a web survey or returns a paper one;

4.3.10 Supports all types of data collection modes (e.g., mixed modes, telephone screening, telephone surveys), including current and emerging capabilities such as Personal Digital Assistants (PDAs), smart phones, tablet computers, not just Internet, phone, or mailed surveys, by the collection of applicable data elements required in industry standard definitions: Final Dispositions of Case

Codes and Outcome Rates for Surveys, Revised 2011, The American Association for Public

Opinion Research, http://www.aapor.org/AM/Template.cfm?Section=Standard_Definitions2&Template=/CM/Conte ntDisplay.cfm&ContentID=3156).

4.4 Use and maintain SURVANT for survey authoring (web/paper creation, editing, fielding) and database development (variable and value creation, following specified formats for variable naming and labeling and specification of values and value labeling) and documentation.

http://www.aapor.org/AM/Template.cfm?Section=Standard_Definitions2&Template=/CM/ContentDisplay.cfm&ContentID=3156 http://www.aapor.org/AM/Template.cfm?Section=Standard_Definitions2&Template=/CM/ContentDisplay.cfm&ContentID=3156

4.4.1 Update users manuals and training materials and provide training as changes are made in

SURVANT.

4.5 Modify active Web surveys in no more than 48 hours when question wordings and/or skip patterns have to be changed. Historically, this is an extremely rare event.

4.6 Provide for Web survey in no more than 14 business days and for short QuickCompass in 5 business days. The table shows the major activities in fielding a web survey, the lead on each phase, and relative times experienced in the past for standard preparation.

Activity Lead Timing Import and creation of survey in a format such as RTF Contractor Days 1 – 4

Accommodate a government review of survey file

Government reviews are passed to Contractor for correction and clarifications

Days 5 – 7

Complete programming and put survey into Q&A environment

Contractor Days 8 – 10

Continue quality control of survey through government approval to go live

Contractor responsible for QA while government also reviews the survey prior to giving approval to go live

Days 11 – 14

4.6.1 Demonstrate that scanning and editing of data from paper surveys correctly implements the coding scheme based on test surveys completed by both the Contractor and government staffs to test coding and all skip logics. DMDC refers to this as the ―20-record check.‖ This process usually requires at least 20 paper surveys filled out to test how skip patterns are handled.

4.7 Assemble/Obtain/Store Materials.

4.7.1 Be responsible for receipt, inventory, and quality assurance of all materials whether supplied by the government, produced by the Contractor, or obtained by the Contractor from other suppliers.

4.7.2 Supply and use materials of substantially similar professional quality to those currently in use for

HRSAP surveys.

(See http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml for examples.)

4.7.3 Provide sequentially numbered 8-1/2" x 11" questionnaire booklets. ICR forms shall have a barcode as well as serialization on the outside cover.

4.7.4 Provide individualized pre-notification (8.5" x 14" 75# .007 reply card stock, 2c/2c with a perforated card) cover letter, and follow-up reminder letters (8.5" x 11").

4.7.5 Provide personalized inside address for each letter with a unique serial number matching the ID on the survey, mailing number code, name, address, city, state, zip+4, and address bar-coding.

Provide storage for unmailed survey materials during the mailing period.

4.7.6 Store the processed paper questionnaires for six months after delivery of the final dataset.

Retrieve surveys within two business days.

4.7.7 Purchase and use email addresses from a commercial source for all sample members, unless specified differently for a particular project that uses email notifications and/or reminders.

4.8 Maintain Standard Administration Specifications for actions pre-survey, during survey, and post survey.

Pre-Survey Government Standard

Administration Specifications (Edit)

4.8.1 Provide written specifications for all survey

administration procedures that are different from government furnished survey.

Written specifications shall include survey procedures

(in text, spreadsheets, and tables), methodology for mailing the survey, the start and completion dates of the mail outs, and details regarding data coding and dataset preparation.

4.8.2 Send notification letters Notification letters no later than three business days to entire sample in the first mail out.

4.8.3 Web site address and instructions Include the Web site address and instructions in mailings as specified by each survey.

4.8.4 Send surveys by mail Survey are mailed to service members, civilian employees, or family members according to each respective survey.

4.8.5 Mail Spouse Surveys Ensure surveys are mailed to spouse. Address the letter to the spouse. If spouse name is unavailable then address to the service member using ―Dear

Spouse of (service member name).‖

4.8.6 Mail surveys using United States Postal

Service Priority First Class

Use barcoding, zip code or carrier-route sorting, and bundling and labeling consistent with USPS processing.

4.8.7 Quality-control system Implement a quality-control system that detects errors soon enough to assess, minimize, and correct the errors before mailing.

4.8.8 Tracking reports Reports should include daily and cumulative returns information with a limited set of key demographics for each survey (e.g., four pay grade groups by four services or two genders or various numbers of race/ethnicity groups).

4.8.9 Coding Scheme Use government-supplied information to develop detailed coding scheme(s) for development, construction of record layouts, code variables, program the scanner, and edit databases of a DMDC survey; submit the draft and edits for government review and implement government approved coding.

4.8.10 Scan and Editing Survey Programs Prepare all survey scanning and editing programs in advance of each forms mail out or activation of data collection on the Web.

4.8.11 Test Surveys Create no less than twenty test surveys that represent both 1) responses expected and 2) illogical responding.

Survey Government Standard

Administration Specifications

4.8.12 Send the reminder/thank-you letters for paper

surveys

No later than seven business days after survey is mailed, send the reminder/thank-you letters to nonrespondents.

4.8.13 Track Postal Non Deliverables (PND) Track to ensure Postal Non Deliverables address-correction information is applied to all relevant mail outs.

4.8.14 Resend mail out to a new address for PNDs Send mail out to new address and a new reminder/thank you letter three business days after initial survey is mailed out. Use National Change of

Address (NCOA) files or commercial source for obtaining new/home addresses.

4.8.15 Maintain 24/7 Computer-Assisted Helpline Establish and maintain a domestic toll-free and nontoll-free number from date of mail out to the posted survey closing date.

4.8.16 Updates for Eligibility and Address Provide a secure form on the Webserver for sample members to update their address and eligibility information using secure forms.

4.8.17 Responding to Inquiries Reconcile telephone, letter, email, Web, and fax messages on a daily basis, and respond within one business day to messages requesting or requiring a return contact.

4.8.18 Scan/Process Initial 50 Early Returns Scan (or process, in the case of Web-only surveys) at least 50 early return records (returns from the first 3 days in the field), review for lessons learned to edit and create a new SAS dataset in accordance with the coding scheme specifications.

Post Survey Government Standard

Administration Specifications

4.8.19 Provide a file diagnostics report Review sample files and provide a file diagnostics report within three business days after receipt of the files.

4.8.20 Data Entry Exclusions Include all returned surveys with any data entered into the datasets unless the government approves exclusion.

4.8.21 Responses to open-ended Capture any responses to open-ended (e.g., ―please specify‖) questions in which responses are to be handwritten on the questionnaire or captured on Web widget into the database.

4.8.22 Process written open-ended responses Process the written open-ended responses into a flat file that can be linked to the main data file accommodating each record ID code, question-identification field, and an alphanumeric response field.

4.8.23 Open-ended response data Visually review all open-ended response data section to identify any comment requiring further action (i.e., threats harm self or others). Document using Excel file, SAS-systems file, or other government-approved format readable by the SAS version used at DMDC.

4.8.24 Document Survey Datasets Fully document raw survey data sets.

4.8.25 Duplications Exclude duplicate returns from all files. Duplicate return happen the respondent submits the survey more than once. Apply government supplied rule to determine which return is pulled into the dataset.

4.8.26 Codebook and Technical Manual Produce documentation, including codebook/technical manual appendices to document the final returns datasets.

4.8.27 Create Survey variables Create variables required by the approved coding scheme and revisions to the coding scheme during data editing

4.8.28 First Interim Dataset Deliver the first interim Web returns dataset no later than twelve hours after closing of the Web survey.

4.8.29 Paper Questionnaire Interim Dataset Provide interim dataset containing all returned paper questionnaires and the web returned data no later than two weeks after the close of the fielding period.

4.8.30 Revised Interim Datasets Provide revised interim and preliminary datasets to the government within 24 hours of new code and/or data provided by the government.

4.8.31 Draft Final Datasets and Documentation Draft final dataset with full documentation no later than two weeks after the government approval of all edits to the interim datasets.

4.8.32 Final Datasets and Documentation Supply the final dataset and documentation no later than two weeks after the government approval of the draft final dataset.

4.9 Provide to the COR Monthly Progress Reports that address the extent to which any problems or circumstances will cause conflicts with program schedules, present and discuss the Report in monthly Senior Management Reviews (SMRs), and submit minutes of the SMR to the COR within 5 days following each meeting. Reports and discussions shall briefly cover: (1) summary of activities, actions, and progress for the prior month; (2) status of each deliverable; (3) financial review for billing purposes; (4) pending issues; (5) analysis of any potential problems, risks/challenges, and risk mitigation plan; and (6) summary of projected activities for the next period.

4.10 Apply all applicable professional, Offices of the Secretary of Defense and USD (P&R), and

HRSAP standards

(see http://www.dhra.mil/website/headquarters/info/hqInfo_supportdocs3.shtml) to technical documentation and survey notes produced for evaluations, studies, and analyses, as well as memos, information papers, and briefings related to DoD personnel policies and programs.

4.11 Participate in a Post-Award Conference.

5.0 DELIVERABLES

Title Reference Delivery Date

Post-Award Kickoff

Meeting

4.11 Within 10 calendar days

after contract award

Quality Control Plan

‗Final‘

6.0 Within 30 days after

contract award

Demonstrated understanding of DMDC software tools

11.0 Within 45 calendar days

after contract award, if required

Training (at government site) for DMDC workers on contractor‘s Survey Control

System and implementation of SURVANT.

11.0 Within 45 calendar days

after contract award, if required

Monthly Progress Reports 4.9 One week before the last

Thursday of the month following the month reported upon.

Senior Management

Review

4.9 Monthly. Last week of

each month – specific date each month will be specified by DMDC.

Period of reporting is previous month. Written

SMR data is due 5 business days in advance of the meeting.

SMR Minutes 4.9 Monthly. Due 5 business days after the completion of the SMR.

6.0 QUALITY CONTROL

The Contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract. The final QCP shall be delivered 30 days after award.

7.0 QUALITY ASSURANCE

7.1. The Government reserves the right to perform inspections and surveillance to evaluate the

Contractor‘s compliance to the contract terms and performance of the requirements in the PWS.

The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

7.1.1. Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

7.1.2. Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include survey sponsors such as: Office of the

Under Secretary of Defense, Personnel and Readiness; Disability Evaluation System Surveys

(Wounded Warriors); United States Coast Guard; Federal Voting Assistance Program; Sexual

Assault Prevention and Response Office) regarding Contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the Contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government‘s response to their complaint.

7.2. Contract Discrepancy Report (CDR) (Attachment A). In the event of unsatisfactory Contractor performance, the COR will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The Contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the Contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of

Contractor performance when determining present or future contractual actions.

7.3 The table below identifies the Critical Performance Elements and the respective Performance

Standards and Acceptable Quality Levels (AQLs) which the Government will use to determine

Contractor performance.

Performance Element: 1. Ensure Complies with DoD Security and Information Assurance

Requirements

Performance Standard: Maintain effective security management program, protect sensitive information, and incident management. Comply with the corrective actions or mitigation and timeframes identified in government-provided

Information Assurance Vulnerability Alerts (IAVAs).

Acceptable Quality Level:

Meet DoD Information Assurance Certification and Accreditation Process

(DIACAP) requirements for remediation of vulnerable items. Ensure monthly network vulnerability scans are performed. Address within 30 days all significant security findings (CAT I) revealed by monthly scans, annual reviews, and periodic re-accreditations. Ensure that a patch management program is in place that complies with DoD IAVM requirements and meets the required implementation schedule no later than 30 days or as directed in the specific IAVA notice. Allow no unauthorized releases or exposure of sensitive information. Report security incidents to DMDC within 24 hours.

Performance Element: 2. Web survey operations support

Performance Standard: Provides consistently high quality survey operations with down time of less than 1% of minutes in a month due to Contractor maintenance or outages.

No more than three DMDC-detected errors or more than 1% of time

Contractor downtime in any one month period.

Performance Element: 3. High quality data

Performance Standard: Provides consistently high quality survey data validation, analysis, and dissemination including developing coding schemes, validating and documenting survey results.

No more than three DMDC-detected errors or more than one valid customer complaint permitted in any one month period.

Performance Element: 4. High quality analyses

Performance Standard: Provides consistent high quality data analysis products and provides reliable evidence of statistical validation.

Performance Element: 5. Survey development

Performance Standard: Ensures that Web and paper survey content adheres to DMDC standards;

that data capture is accurate and verified. Format accurate, no content errors, web functions as required and accurate data capture within specifications met.

Performance Element: 6. Distribution Mechanism of Communications

Performance Standard: Adheres to DMDC specifications of materials to be developed, text of communication, and distributed on schedule. Implement a quality-control system that detects errors soon enough to assess, minimize, and correct the errors before postal or e-mailings. Postal and e-mail files contain all records, no content errors; postal pieces are printed and inserted correctly;

and all communications are on schedule.

Performance Element: 7. Data Collection and Validation

Performance Standard: Performs the applicable data coding, construction, and merging programs to include open-ended and verbatim data, and datasets created from multiple forms and administration modes. All records properly disposed, no errors encountered, returns data and master data in Survey Control

System (SCS) align and accurately reported in tracking reports.

Performance Element: 8. Creation and Delivery of Data

Performance Standard: Produces data in appropriate file format and/or report formats, codebook/coding scheme requirements, design, data representations and calculations. Format accurate, no content text errors, accurate data calculations, data layout accurate, correct fields/data represented, on schedule.

8.0 SECURITY CLASSIFICATION

8.1 Perform offsite work with Personally Identifiable Information (PII) only on systems that meet

Department of Defense Information Assurance Certification and Accreditation Process

(DIACAP) requirements and will be updated on an on-going basis to continue to meet DIACAP requirements. Systems must have and maintain an Authority to Operate (ATO) or if acceptable to the government, an Interim Authority to Operate (IATO).

8.2 Contractor and all Contractor personnel with access to or responsibility for nonpublic

Government data under this contract shall comply with DoD Directive 8500.1 Information

Assurance (IA), DoD Instruction 8500.2 Information Assurance (IA) Implementation, DoD

Directive 5400.11 DoD Privacy Program, DoD 6025.18-R DoD Health Information Privacy

Regulation, DoD 5200.2-R Personnel Security Program, and Homeland Security Presidential

Directive (HSPD) 12.

8.3 Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data.

8.4 Contractor systems and information networks that receive, transmit, store, or process nonpublic government data must be accredited according to DoD I 8510.01 DoD Information Assurance

Certification and Accreditation Process (DIACAP) and comply with annual Federal Information

Security Management Act (FISMA) security control testing. All systems subject to DIACAP must present evidence of Certification and Accreditation (C&A) testing in the form System

Identification Profile (SIP), DIACAP Implementation Plan (DIP), DIACAP Scorecard and Plan of Action and Milestones (POA&M). Evidence of FISMA compliance must be presented in the form of a POA&M. The Contractor will be responsible for the cost of IA C&A and FISMA testing required for any Contractor owned and operated network, facility and/or application processing DoD information.

8.5 Contractor personnel with access to or responsibility for nonpublic Government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) for DMDC and must:

8.5.1 Be CAC or PIV ready prior to reporting for work. At minimum all Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), two forms of identity proofed identification (I-9 document), and submit a National Agency Check and Law

Credit (NACLAC) vetting package for processing. Obtaining CAC or PIV ready status is the responsibility of the contracting agency. It is the responsibility of the contracting agency to notify DMDC when this is complete.

8.5.2 Be citizens of the United States.

8.5.3 Maintain favorable FBI National Criminal History checks and ensure completion and successful adjudication of a NACLAC as required for Federal employment.

8.6 If at any time, any Contractor person requiring a CAC is unable to obtain/maintain an adjudicated NACLAC, the Contractor shall immediately notify the DMDC Information Systems

Security Group (DISSG) remove such person from work under this contract.

8.7 The Contractor shall report immediately to the DMDC CIO / Privacy Office and secondly to the

COR discovery of any Privacy breach.

9.0 GOVERNMENT FURNISHED EQUIPMENT OR INFORMATION

9.1 Government Furnished Equipment/Information. The Government shall furnish an appliance called Strongmail (residing within the DoD firewall) which is an integrated email delivery and email campaign management platform capable of sending high volumes of email in compliance with DOD regulations server. The presence of the digitally signature will decrease the likelihood of e-mail being blocked/labeled as SPAM. It will also, increase the respondent confidence that it is a legitimate survey. The government shall furnish a system called the

Survey and Variable Authoring System (SURVANT). This system is a web enabled user interface for the questionnaire creation, dataset creation and maintenance and dataset/report delivery functions (codebook / coding scheme definition). It warehouses all variable creation into a centralize locations to maintained version control and a change history.

10.0 TRAVEL

Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or

Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

11.0 TRANSITION

During transition (1) demonstrate understanding of DMDC software tools and (2) provide (at government site) training to DMDC workers on contractor‘s Survey Control System and implementation of SURVANT.

12.0 APPLICABLE DOCUMENTS

DoD Directive 8500.1 Information Assurance (IA)

DoD I 8510.01 DoD Information Assurance Certification and Accreditation Process (DIACAP)

DoD Instruction 8500.2 Information Assurance (IA) Implementation

DoD Directive 5400.11 DoD Privacy Program

DoD Directive 5400.11-R DoD Privacy Program

DoD 6025.18-R DoD Health Information Privacy Regulation

DoD 5200.2-R Personnel Security Program

Homeland Security Presidential Directive (HSPD) 12

Protection of Human Subjects and Adherence to Ethical Standards in DOD-Supported Research

DOD 3216.02, 32 CFR 219

TECHNICAL EXHIBIT 1

Anticipated HRSAP Survey Schedule for 2012, etc.

Survey Name Frequency Data Collection

DoD Civilian SOFS (SOFC) Every year or every February

Other year

QuickCompass of DTS Users (QDTS) Alternate years May 2014

Active Duty SOFS (SOFA) 1 per year April

Reserve SOFS (SOFR) 1 per year June

Reserve Component Gender Relations Every 4 years 2012-usually January

(WGRR)

Active Duty Equal Opportunity (WEOA) Every 4 years 2013-usually January

Active Duty Gender Relations (WGRA) Every 4 years 2014-usually January

Reserve Component Equal Opportunity Every 4 years 2015-usually January

(WEOR)

Service Academy Survey (SAGR) Every 2 years March/April

DMDC Climate Survey (QCDW) 1 per year May

QuickCompass of Military Members alternate years April 2013

(QCMM)

Living Patterns (LPS) Every 3 years February 2013

Active Duty Spouses (ADSS) Every 2 years 2012

Military Family Life Program No repeat currently 2010-2012

Longitudinal Survey of Active Duty planned

Spouses (MFLP)

Reserve Spouses (RCSS) Every 2 years 2013

Post-Election Federal Voting (PEV) Federal election November

(as many as seven surveys) years

TECHNICAL EXHIBIT 2

Unless the specifications for a given survey require something different, the Contractor shall follow these specifications for each of the three survey types:

All Surveys Status of Forces

Surveys (SOFS)

Human Relations (HR)

Surveys

QuickCompass

Administer survey on a

Web hosted by the

Contractor. Survey will accommodate module assignment of questions to different segments of the sample as indicated by a flag on the sample file and use smart skip technology.

Applies In addition, collect data with a paper survey option unless specification to exclude use of a paper.

Applies

Keep survey Web site online from the time of the mailing of the first postal notification through the delivery of the final datasets.

Applies Applies Differs: Keep survey

Web site online from the first email notification of sample members through the delivery of the final datasets.

Announc…