FBO_Performance_Work_Statement.pdf

FOR OFFICIAL USE ONLY

Performance Work Statement

Military and Family Readiness National Accreditation for the Reserve Component

1.0 INTRODUCTION

The Office of Assistant Secretary of Defense-Reserve Affairs (OASD-RA) Family & Employer

Programs & Policy (FEPP) Office for Reintegration Programs (ORP) requires Contractor services to provide support to Reserve Component (RC) family readiness programs to achieve national accreditation. The objective of the accreditation process is to ensure a standard level of quality in programs and services and to promote continuous improvement as outlined in

Department of Defense Instruction (DoDI) 1342.22. The policy outlines the Family Readiness

System performance management strategy and use of national accreditation standards as the mechanism to meet the requirements of quality assurance and monitoring for family readiness programs.

2.0 BACKGROUND

DoDI 1342.22, “Military Family Readiness,” published July 3, 2012, outlines requirements to implement quality assurance and monitoring measures of family readiness programs. In 2012, the Department of Defense (DoD) Office of Military Community and Family Policy (MC&FP) and the military branches jointly developed and fielded accreditation standards, initially piloting six installation-based military programs. MC&FP expanded the availability of national accreditation to the RC with one National Guard and two United States Army Reserve (USAR) sites. In 2013, Kansas National Guard received their national accreditation in February 2014.

The two USAR sites have completed their accreditation visits and are pending accreditation in

2015. Currently, there are 47 National Guard sites being reviewed for national accreditation.

ORP requires a national accrediting body to revise and amend standards, guidelines and procedures based on the results of the RC pilot accreditation visits to ensure applicability, quality and accreditation of RC family programs.

3.0 SCOPE

The Contractor shall provide all personnel, management, and materials necessary to accredit RC family programs. ORP requires the Contractor to revise and implement DoD military family readiness accreditation standards and maintain the accreditation process, to include any information and technology systems for RC family readiness programs to submit self-study evidence and communication.

4.0 REQUIREMENTS The Contractor shall:

4.1 Provide overall program oversight management and administration.

4.1.1 Utilize Microsoft Office suite software products for producing reports and training materials.

4.1.2 Provide monthly status and accreditation visit after action reports to ORP describing work accomplished during the reporting period, discuss problems encountered and corrective action taken, pending issues and work planned for the next period no later than the fifth working day of the month following the reporting period. Deliver quarterly program reviews and reports which consolidate and summarize the most current activity within the quarter. Modify database reports for accreditation visit schedule to accommodate military services. Create electronic reports from results of questionnaires and surveys.

4.2 Revise standards and processes based on prior RC pilot accreditation visits. Revision must also align with the most current Military Family Readiness instruction http://dtic.mil/whs/directives/corres/pdf/134222p.pdf and Yellow Ribbon Reintegration Program instruction http://www.dtic.mil/whs/directives/corres/pdf/134228p.pdf .

4.2.1 Revise, as needed and determined by ORP, appropriate accreditation procedures for use by the military services

4.2.2 Revise, as needed and determined by ORP, accreditation processes, including electronic documents uploaded for website posting exclusively for use by the Service branches.

4.2.3 Revise, as needed and determined by ORP, accreditation policies and procedures manuals, to include DoDI’s that have revised/pending policies (i.e. Yellow Ribbon Reintegration Program, employment, child and youth programming, family readiness, etc.)

4.3 Revise or adapt, as needed and determined by ORP, training programs and materials.

4.3.1 Revise training programs and materials for RC family programs based on RC pilot accreditation visits that focus on military standards and processes, to include individual standards sections, accreditation preparation and process introduction.

4.4 Maintain database to accommodate RC family programs capabilities for the self-study process, upload of documents and Maintenance of Accreditation Procedures for family programs.

4.4.1 Revise questionnaires and surveys for use by installations, RC commands, peer reviews, etc., including phone and web-based tools.

4.5 Develop and prepare briefing packages, hand-outs and other information materials in electronic format pertaining to accreditation of RC family programs for family readiness stakeholders.

4.5.1 Develop and revise Military Family Readiness Accreditation program documentation in support of national accreditation on the behalf of ORP and not independently publish or distribute any document without prior written permission from ORP.

http://dtic.mil/whs/directives/corres/pdf/134222p.pdf http://www.dtic.mil/whs/directives/corres/pdf/134228p.pdf

4.5.2 Plan and schedule conference calls and meetings with family readiness stakeholders, including the administration of background and support material and post-meeting activities.

4.5.3 Attend meetings, conferences and forums to promote understanding of stakeholders needs.

4.5.4 Identify and coordinate site-specific problems related to the accreditation process and visits. Keep the Contracting Officer’s Representative (COR) informed of any potential problems and make recommendations for resolution of problems.

4.5.5 Coordinate and facilitate, as requested by ORP, monthly meetings or meetings to monitor, plan and coordinate accreditation visits with ORP or COR.

4.5.6 Execute Project Management Team (PMT) meetings with subject matter experts, and ORP

(if necessary to monitor and coordinate project and standards improvements).

4.6 Implement standards and accredit ten RC family programs. The schedule will be developed in coordination with and approved by ORP.

4.6.1 Develop milestone timeline for accreditation visits.

4.6.2 Provide peer reviewer and Contractor travel arrangements to the COR for review/approval based on a timeline no less than two weeks prior to arranged travel.

4.7 Participate in a Post-Award Conference. This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The

Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The

Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the

Post-Award Conference.

5.0 DELIVERABLES

Deliverable PWS Ref.

Delivery Date

Post-Award Conference 4.7 Within five business days of the contract award date.

Accreditation Standards 4.2 Not less than 3 months prior to sites use.

Training programs and materials

4.3 Not less than 4 months prior to

sites use

Maintain database for self study process

4.4 Within five days of sites use

Deliverable PWS Ref.

Delivery Date

Develop milestone timeline 4.6.1 Not less than five months prior to self study submission

Accreditation Visit After Action Reports

4.1.3 Within five business days of site

visit completion.

Monthly Consolidated Reports 4.1.2 By close of business (COB) on the fifth business day of each month.

Quarterly Reports 4.1.2 By COB on the last business day of each three-month service period.

Travel Arrangements for Peer Reviewers

7.0 Not less than four weeks prior to

scheduled accreditation visit.

6.0 CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Office of Assistant

Secretary of Defense-Reserve Affairs (OASD-RA) Family & Employer Programs & Policy

(FEPP) Office for Reintegration Programs (ORP) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September

30. While inputs may be reported any time during the FY, all data shall be reported no later than

October 31 of each calendar year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

7.0 CONTRACTOR TRAVEL

This effort requires significant travel throughout the 50 States, the Territories and the District of

Columbia. 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.

8.0 SECURITY

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

Government data under this contract shall comply with:

DoD Instruction (DoDI) 8500.1, Cybersecurity

The Privacy Act (5 U.S.C. 552a) http://www.ecmra.mil/ http://www.ecmra.mil/

DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program

DoD 6025.18-R, DoD Health Information Privacy Regulation

DoD 5200.2-R, Personnel Security Program

HSPD-12, Homeland Security Presidential Directive.

8.2 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.

8.3 The Contractor shall report immediately to the Defense Manpower Data Center CIO /

Privacy Office and secondly to the COR discovery of any Privacy breach.

9.0 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 Performance

Work Statement (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.

10.0 QUALITY ASSURANCE

10.1 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.

10.1.1 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 (CO).

10.1.2 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholders include RC commanders, RC staff members, RC members and their families, veterans and employers) 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 CO for action. The COR will notify both the Contractor Manager and the complainant of the Government’s response to their complaint.

10.2 Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO 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.

11.0 APPLICABLE DOCUMENTS

Document Web link

DoD Instruction 1342.22, “Military Family

Readiness” http://dtic.mil/whs/directives/corres/pdf/134222p.pdf

DoD Instruction 1342.28, “DoD Yellow

Ribbon Reintegration Program (YRRP)” http://www.dtic.mil/whs/directives/corres/pdf/134228 p.pdf http://dtic.mil/whs/directives/corres/pdf/134222p.pdf