H98210-15-R-0036.pdf

SEE ADDENDUM

(No Collect Calls)

H98210-15-R-0036 30-Jul-2015

b. TELEPHONE NUMBER

571-372-2596

8. OFFER DUE DATE/LOCAL TIME

03:00 PM 02 Sep 2015

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

H982109. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

GRAHAM FISHER

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

H9820150290001000

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 06J25-01

ALEXANDRIA VA 22350-4000

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$20.5M

NAICS:

541720

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF117

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

H98210-15-R-0036

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0001 6 Each DMDC - RSSC Surveys

FFP

FOB: Destination

PURCHASE REQUEST NUMBER: H9820150290001000

ESTIMATED

NET AMT

UNIT UNIT PRICE ESTIMATED AMOUNT

0002 12 Months SURVANT Maintenance

FFP

UNIT UNIT PRICE ESTIMATED AMOUNT

0003 4 Each Senior Management Reviews

UNIT UNIT PRICE ESTIMATED AMOUNT

1001 11 Each OPTION DMDC - RSSC Surveys

UNIT UNIT PRICE ESTIMATED AMOUNT

1002 12 Months OPTION SURVANT Maintenance

UNIT UNIT PRICE ESTIMATED AMOUNT

1003 4 Each OPTION Senior Management Reviews

UNIT UNIT PRICE ESTIMATED AMOUNT

2001 7 Each OPTION DMDC - RSSC Surveys

UNIT UNIT PRICE ESTIMATED AMOUNT

2002 12 Months OPTION SURVANT Maintenance

UNIT UNIT PRICE ESTIMATED AMOUNT

2003 4 Each OPTION Senior Management Reviews

UNIT UNIT PRICE ESTIMATED AMOUNT

2004 1 Each OPTION Transition Out

ADMINISTRATIVE INFORMATION

A. DHRA Points of Contact:

Contracting Officer: TBA at contract award

4800 Mark Center Drive, Suite 06J25-01 Alexandria, VA 22350 Telephone: TBA

FAX: TBA

Email: TBA

Contract Specialist: Graham Fisher

Alexandria, VA 22350

Telephone: 571-372-2596

FAX: 571-372-2599

Email: Graham.W.Fisher.civ@mail.mil

Contracting Officer's Representative: TBA at contract award (COR) Address: TBA Telephone: TBA

FAX: TBA

Email: TBA

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 via Wide Area Work Flow (WAWF). The Procurement

Support Office will provide detailed WAWF payment instructions at award.

C. CONTRACT TYPE

Contract award type shall be a Firm-Fixed Price, Requirements Contract. The Period of Performance shall be date of award through twelve (12) months with two (2) 12-month option periods.

D. 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;

(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

PWS

Performance Work Statement (PWS) Operational Support for Defense Research, Surveys, and Statistics Center (DMDC-

RSSC)

1.0 INTRODUCTION

The Defense Manpower Data Center (DMDC) requires operational support for the Defense Research, Surveys, & Statistics Center (DMDC-RSSC) 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.

1.1 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 DMDC-RSSC surveys, and to provide email communications with the DoD community on topics related to DMDC surveys

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 https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp for an electronic version of some examples of surveys and reports.

2.2 DMDC-RSSC staff designs and implements plans for survey methodologies, samples, instruments, datasets, and result tabulations, briefings, analyses, and reporting. DMDC-RSSC 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 Statistical Analysis System (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 datasets using Statistical Package for the Social Sciences (SPSS). 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 (https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp).

2.3 DMDC-RSSC uses a number of government-owned software. The SRT is a Microsoft Visual Basic user-interface that uses Microsoft products including Excel, Word, Access, and PowerPoint to develop survey questionnaires and produce publication-ready tabulation volumes, briefing charts, and trend charts. SRT-developed survey questionnaires can be converted into a number of formats (.txt, .doc, etc.) and imported into survey software to create paper- and web-based surveys. DMDC-RSSC also uses the Survey and Variable Authoring System (SURVANT), an Internet-based tool that is used to develop surveys (web/paper survey creation, testing, editing), for survey database development (variable name, format and value creation), and for documentation (dataset and codebook creation). SURVANT is used to store survey information (variable names, formats, etc.), to test the survey instrument during quality control procedures, to store analysis recodes as well as maintain and produce survey documentation. It is also used to create basic-use (public) and confidential datasets.

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 20%-55% of the sample, 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. There are three primary types of surveys administered under DMDC-RSSC. 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 Health and Readiness 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) or sensitive populations such as survivors of sexual assault.

Administration of Health and Readiness surveys are primarily on the web but paper is used for some surveys.

2.5 A tentative schedule of DMDC-RSSC 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 DMDC-RSSC 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.

3.0 SCOPE

3.1 The contractor shall provide all personnel, management, equipment, and materials necessary to perform the DMDC-RSSC survey services described herein.

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. (See https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp 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 coding scheme to ensure valid data are clearly labeled and specified, and comparable to other DMDC surveys. (See http://www.dtic.mil/dtic/tr/fulltext/u2/a476557.pdf, http://www.dtic.mil/docs/citations/ADA514130 for examples.)

4.1.2.1 Provide consistently high quality survey validation in developing coding schemes. No more than 3 DMDC-detected errors or more than one valid customer complaint permitted in any one month period.

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

4.1.3.1 Provide high quality data analysis products and provide reliable evidence of statistical validation.

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

4.1.3.2 Perform 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 tracing reports. No more than three DMDC-detected errors or more than one valid customer complaint in any one month period.

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

4.1.4 Develop all programs used in processing the data (e.g., collecting data on websites, 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 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 mass e-mail system. Provide a plan that will optimize response rates for government approval 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., postal letters, telephone calls, emails, faxes).

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

4.2.4 Provide written specifications in the codebook introduction 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 Survey Control System (SCS) (i.e. an electronic system to keep track of sample member dispositions (complete, postal non-deliverable, etc.) through the survey administration) that meets all the following requirements:

4.3.1 Keep 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).

4.3.10.1Ensure 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. No more than 3 DMDC-detected errors or more than one valid customer complaint in any one month period.

4.4 Use and maintain SURVANT (see description in Section 2.3) or similar contractor-provided tool.

Train government personnel on contractor’s survey control system or contractor-provided sample member tracking system and implementation of SURVANT or similar contractor-provided tool.

4.4.1 Update user’s manuals and training materials and provide training as changes are made in

SURVANT or similar contractor-provided tool.

4.4.2 Provide consistently high quality web survey operations with down time of less than 1% of minutes in a month due to Contractor maintenance or outages.

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 Develop Web surveys in no more than 14 business days. Develop short, Quick Compass surveys in no more than 5 business days. The table below shows the major activities in fielding a web survey with relative timing for standard preparation prior to government approval to go live.

Activity Timing

Contractor imports and creates a survey in a format such as Rich Text Format (RTF).

Day 1 – 4

Government reviews survey file then passes back to contractor for corrections/clarifications.

Day 5 -7

Contractor completes programming and puts survey into testing environment.

Day 8 - 10

Contractor is responsible to continue quality control while the government reviews the survey prior to giving approval to go live.

Day 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 completed paper surveys to test that scanning software accurately captures data.

4.7 Assemble/Obtain/Store Materials.

4.7.1 Be responsible for receipt, inventory, and quality assurance of all materials (paper surveys, letterhead, envelopes, etc.) 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 DMDC-RSSC surveys. (See http://www.dtic.mil/dtic/tr/fulltext/u2/a476557.pdf, http://www.dtic.mil/docs/citations/ADA514130 for examples.)

4.7.3 Provide sequentially numbered 8.5” x 11” questionnaire booklets. Intelligent Character Recognition (ICR forms shall have a barcode as well as a serial number on the outside cover.

4.7.4 Provide individualized pre-notification cover letters and follow-up reminder letters.

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 un-mailed 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. Provide pdf’s of completed paper surveys to DMDC.

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.

4.7.8 Adhere to DMDC specifications of materials to be developed, text of communications, and distribution schedule. Implement a quality –control system that detects errors soon enough to assess, minimize, and correct the errors before postal or emails. Postal and email files contain all records, no content errors; postal pieces are printed and inserted correctly; and all communications are on schedule. No more than 3 DMDC-detected errors or more than one valid customer complaint in any one month period.

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

Pre-Survey Government Standard

Administration Specifications

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 Website address and instructions Include the Website address and instructions in mailings as specified by each survey.

4.8.4 Send surveys by mail Surveys 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.

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

Survey Government Standard

4.8.13 Send the reminder/thank-you letters for

paper surveys

Send as directed in the task order.

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

4.8.15 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.

4.8.16 Maintain a Staff-Assisted Helpline with a

voicemail component after staffed hours

Establish and maintain a domestic toll-free and non-toll-free number from date of mail out to the posted survey closing date.

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

4.8.19 Provide a file diagnostics report

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. A duplicate return happens when 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 Maintain effective cybersecurity management program protect sensitive information, and incident risk management strategy. Conduct reaccreditation procedures in time to address any issues identified before the end of the current accreditation period. Complete with the corrective actions or mitigation and timeframes identified in government-provided Information Assurance Vulnerability Alerts (IAVAs). Meet cybersecurity and DIACAP or RMF requirements for remediation of vulnerable items. Ensure monthly network vulnerability scans are performed.

Within 30 days address and security control weaknesses and deficiencies, and significant security findings (CAT 1/Very High Risk) revealed by monthly scans, annual reviews, or re-accreditations must be documented in a Program Organization & Milestones mitigation plan. 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 the DMDC Senior Information Security Officer (SISO) within 24-hours.

4.10 Provide to the COR Monthly Progress Reports (during performance of each Task Order) that address the extent to which any problems or circumstances will cause conflicts with program schedules, present and discuss the Report in quarterly 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) pending issues; (5) analysis of any potential problems, risks/challenges, and risk mitigation plan; and (6) summary of projected activities for the next period.

4.11 Apply all applicable professional, Offices of the Secretary of Defense and USD (P&R), and DMDC-RSSC standards (https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp) 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.

4.12 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

Title Reference Delivery Date

Post-Award Kickoff Meeting

4.11 Within 10 calendar days

after contract award

Post-Award Kickoff Meeting Written Summary

4.11 Within 5 days of Post-

Award Kickoff Meeting

Quality Control Plan ‘Final’

6.0 Within 30 days after

contract award

At government site, train government personnel on contractor’s survey control system or contractor-provided sample member tracking system and implementation of SURVANT or similar contractor-provided tool.

4.4 Within 45 calendar days

after contract award, if required

Updated user manuals for SURVANT or similar contractor-provided tool.

4.4.1 Quarterly or as major

updates occur.

Monthly Progress Reports 4.9 One week before the last Thursday of the month following the month reported upon.

Senior Management Review

4.9 Quarterly. Specific date

each quarter will be specified by DMDC.

Period of reporting is previous quarter. Written SMR data is due 5 business days in advance of the meeting.

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

Task Orders As issued Various

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). 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.

8.0 SECURITY CLASSIFICATION

8.1 Perform offsite work with Personally Identifiable Information (PII) only on systems and platform information technology systems (PIT) that meet Risk Management Framework (RMF) (formerly Defense Information Assurance Certification and Accreditation Process (DIACAP)) for DoD Information Technology (IT) requirements. Systems previously certified under DIACAP must be current but cannot exceed an authority to operate (ATO) date later than October 2016. Such information systems and PIT systems will be updated on an on-going basis to continue to meet applicable RMF requirements. Systems must have and maintain an Authority to Operate (ATO) or if acceptable to the Government, if under DIACAP an Interim Authority to Operate (IATO) not to exceed the October 2016 time frame.

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 DoDI 8510.01 "Risk Management Framework for DoD IT” (RMF) (formerly DIACAP) and comply with annual Federal Information Security Management Act (FISMA) security control testing. All systems subject to RMF must present evidence of authorization in the security plan, Security Assessment Report (SAR) Plan of Action and Milestones (POA&M) and authorization decision document or show that the system has successfully went through the Risk Management Framework Process in order to integrate information security and risk management activities into the system’s life cycle. The RMF decision must be current and cannot exceed a 3 year timeframe. Evidence FISMA compliance must be presented in the form of a POA&M. The contractor will be responsible for the cost of RMF processes 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), provide two forms of identity proofed identification (I-9 document), and submit a National Agency Check and Law Credit (NACLAC) vetting package for processing.

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 contract employee 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 access to materials and/or work under this contract.

8.7 Upon discovery of any privacy breach, the contractor shall report such immediately to the DMDC

CIO / Privacy Office and secondly to the COR.

9.0 GOVERNMENT FURNISHED EQUIPMENT OR INFORMATION

9.1 Government Furnished Equipment/Information. The Government shall furnish an integrated mass email delivery and email campaign management platform (residing within the DoD firewall) capable of sending high volumes of email in compliance with DOD regulations server.

The presence of the digital signature decreases the likelihood of e-mail being blocked/labeled as SPAM. It also increases the respondent’s confidence that it is a legitimate survey. The government shall furnish a system called the Survey and Variable Authoring System (SURVANT) or the contractor may provide a similar tool (see Section 2.3) to perform the same function. Government shall approve any contractor provided tool prior to use.

10.0 TRANSITION

10.1 TRANSITION IN The contractor shall become proficient with DMDC processes and provided tools within 30 days.

10.2 TRANSITION OUT The incumbent shall continue to provide all services until the existing contract end date. The incumbent Contractor shall be provided a 30 day phase-out period prior to the designated contract completion date. During transition contractor shall demonstrate and train incoming contractor and government personnel on (1) DMDC software tools or similar contractor-provided tools and (2) the Survey Control System (SURVANT) or similar contractor-provided software (at government site).

12.0 APPLICABLE DOCUMENTS

DoD Directive 8500.1 Information Assurance (IA) http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf

DoD Instruction 8500.2 Information Assurance (IA) Implementation http://www.cac.mil/docs/DoDD-8500.2.pdf

DoD Directive 5400.11-R DoD Privacy Program http://www.dtic.mil/whs/directives/corres/pdf/540011r.pdf

DoD 6025.18-R DoD Health Information Privacy Regulation http://www.dtic.mil/whs/directives/corres/pdf/602518r.pdf

DoD 5200.2-R Personnel Security Program http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf

Homeland Security Presidential Directive (HSPD) 12 http://www.dhs.gov/homeland-security-presidential-directive-12

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

DOD 3216.02, 32 CFR 219

http://www.dtic.mil/whs/directives/corres/pdf/321602p.pdf

DoD Instruction 1100.13, Surveys of DoD Personnel http://www.dtic.mil/whs/directives/corres/pdf/110013p.pdf

DoD Instruction 8910.01 Information Collection and Reporting http://www.dtic.mil/whs/directives/corres/pdf/891001p.pdf

DoD Manual 8910.01, volume 1 Procedures for DoD Internal Information Collections http://www.dtic.mil/whs/directives/corres/pdf/891001m_vol1.pdf

DoD Manual 8910.01, volume 2 Procedures for DoD Public Information Collections http://www.dtic.mil/whs/directives/corres/pdf/891001m_vol2.pdf

Publication Manual of the American Psychological Association, Sixth Edition http://www.apastyle.org/

TECHNICAL EXHIBIT 1

Anticipated DMDC-RSSC Survey Schedule for 2015-17

Survey Name Frequency Data Collection

• Reserve SOFS (SOFR) 1 per year June

• QuickCompass of Military Chaplains

(QCMC 1501) 1 per year August

• Survivor Experience Survey Ongoing Ongoing

• Active Duty SOFS (SOFA) 1 per year September

• Active Duty Nonresponse Survey 1 per year November

• Civilian Gender Relations Survey

(WGRC) Every 2 years October

• Survivor Experience Survey (SES) Ongoing Ongoing

• Active Duty SOFS (SOFA) 1 per year September

• Active Duty Nonresponse Survey 1 time survey November

• Civilian Gender Relations Survey Every 2 years October

(WGRC)

• Service Academy Gender Relations Every 2 years March/April

Survey (SAGR)

• Living Patterns (LPS) Every 3 years March

• Reserve Component Spouse Survey (RCSS) Every 2 years April

• QuickCompass of Financial Issues 1 time survey May

(QCFIA)

• Workplace and Gender Relations Survey of Active duty Members (WGRA) Every 2 years August

• Post-Election Federal Voting (PEV) Federal election November (as many as five surveys) years

• Active Duty Spouse Survey (ADSS) Every 2 years March

• Workplace and Equal Opportunity Survey

• Of Active Duty Members Every 4 years April

• Workplace and Gender Relations Survey

• Of Reserve Component Members Every 2 years June

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)

Health and Readiness

(H&R) 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 Website online from the time of the mailing of the first postal notification through the delivery of the final datasets.

Applies Applies Differs: Keep survey Website online from the first email notification of sample members through the delivery of the final datasets

Announce the time the survey is expected to be posted and provide on the Website screens to collect contact information from the time the pre-notification is mailed through the time the survey is expected to be posted.

Applies Applies Does not apply

Close the survey Website (don’t allow people to enter the survey; show survey closed screen) approximately three business days after the posted close date in the survey communications.

Applies Differs: Keep Website open throughout the field period of the paper survey collecting data for approximately eight business days after the announced date of closing the data collection period – Web closing date is set to allow late Web responders up to the final cutoff for paper surveys. If no paper surveys, then the Web closing corresponds to the Web only surveys.

Applies

Health and Readiness

(H&R) Surveys

QuickCompass

After close of data collection on Web, the Website shall thank sample members for their participation and provide information such as the date the survey closed and where survey results can be obtained.

Applies Applies Applies

Reconcile files and use procedures so that each respondent has a single response to the Web administered survey, or the paper administered survey but not both.

Does not apply Applies Does not apply

Provide clear documentation showing what was done in constructing the database to allow for comparison with subsequent administrations of surveys.

Applies Applies Applies

Send a postal mailed pre-notification letter approximately ten calendar days before the Website is to be activated for survey data collection. Include in the letter a Web address for the survey, the date the survey shall be available, a unique ticket number for each sample member, and a request for sample members to provide updated email and postal addresses and eligibility information on the Website.

Applies Applies Does not apply, unless specification states otherwise

Health and Readiness

(H&R) Surveys

QuickCompass

Post mail first, second, third, and fourth reminder letters to all nonresponders for active duty and Reserve Component members and for the DoD civilian within approximately ten to fifteen calendar days after mailing the initial notification letters and approximately eight business days before the…