H98210-15-R-0036_U00002.pdf

H9820150290001000

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to clarify the response to Question 12. As a result:

a. The Evaluation Factors and Instructions to Offerors have been revised to remove the Pass/Fail requirement; and

b. The Performance Work Statement has been revised at section 8.4; and

c. The deadline for proposals has been extended to September 4, 2015.

Please see Summary of Changes.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 41

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 21-Aug-2015

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X H98210-15-R-0036

X 9B. DATED (SEE ITEM 11)

30-Jul-2015

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

21-Aug-2015

CODE

DEFENSE HUMAN RESOURCES ACTIVITY

4800 MARK CENTER DRIVE,

SUITE 06J25-01

ALEXANDRIA VA 22350-4000

H98210 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

H98210-15-R-0036

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 02-Sep-2015 03:00 PM to 04-Sep-2015 03:00 PM.

The following have been modified:

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS

1. NOTES TO OFFERORS: OFFERORS SHOULD READ THE ENTIRE SECTION

THROUGHLY AND NOTE THE FOLLOWING IMPORTANT INFORMATION

REGARDING PROPOSAL SUBMISSION:

• SAM: Any Offeror that submits a proposal in response to this solicitation must be registered in the System for Award Management (SAM), in accordance with FAR

Clause 52.232-33 and DFARS Clause 252.201-7000 and 252.204-7004 Alt A, prior to contract award. Registration can be found at:

https://www.sam.gov/portal/public/SAM/#1

2. Communication: Solicitation information and amendments will be posted to the Federal

Business Opportunities website at: www.fbo.gov. Offerors may email written questions regarding clarification of the Request For Proposal (RFP) to the Contract Specialist, Graham Fisher, at Graham.W.Fisher.civ@mail.mil

No information concerning this solicitation or requests for clarification will be provided in response to telephone calls. Questions will be received up to 11:00 AM

Eastern Daylight Time (EDT) on August 10, 2015. Questions received after this time and date may not be answered.

3. Proposal Submission: All proposal submissions must be received no later than 3:00 PM

EDT on Septmeber 4, 2015. No electronic submissions will be accepted. Submit proposal to the address below:

Defense Human Resources Activity

Attn: Graham Fisher, Procurement Support Office

Solicitation #H98210-15-R-0036

4800 Mark Center Drive, Suite 06J25-01

Alexandria, VA 22350-4000

A. Written Proposal: Offeror’s proposal shall be separated into the following two (2) volumes. Each volume shall be submitted in individual folders:

a. VOLUME I – Business and Price Proposal: Offerors shall submit one (1) hard copy of Volume I. This volume shall include:

i. Signed copy of the Standard Form 1449, with blocks 17 and 30 completed.

ii. Signed copy of the Standard Form 30 of any amendments issued against this RFP.

iii. Completed Small Business Subcontracting Plan (See Attachment A Small

Business Subcontract Plan).

iv. Completed Representations and Certifications of Offeror (FAR Clause

52.212-3 Alt I).

v. All fill-in clauses that require an offerors response.

vi. Offerors DUNS Number, Cage Code, and Tax Identification Number.

vii. The offeror’s price proposal to include:

1. The proposed labor categories, hours, and fully burdened rates for base and all option periods; and

2. A brief description of each proposed labor category.

3. One price proposal for each of the Sample Task Order

Performance Work Statements at Attachment B.

b. VOLUME II – Technical Proposal: Offeror shall submit one (1) original and three (3) hard copies of Volume II. This volume shall include:

i. Technical Proposal: This section shall address the technical requirements of the PWS and Evaluation Factors (See Attachment D Evaluation

Factors).

ii. Sample Task Order Proposals: Offerors shall submit one technical proposal for each of the Sample Task Order Performance Work

Statements included in this solicitation. See samples at Attachment B.

iii. A document certifying the Offeror’s compliance with Risk Management

Framework (RMF, formerly DIACAP).

iv. Past Performance References: Offerors shall submit up to five relevant and recent past performance references, for work completed as a prime contractor, utilizing the Past Performance Relevancy Questionnaire

(PPRQ) at Attachment C. Complete and submit one PPRQ per reference.

v. Quality Control Plan (QCP). Offerors shall provide a Plan in accordance with the PWS.

vi. Page Limitation: In total, the page count for this volume shall not exceed

75 single-sided pages (35 pages for the overall Technical Proposal and 10 pages for each of the sample Task Orders). Margins shall not be less than

½ inch. Font may be Times New Roman or Arial with not less than eleven pitch.

(End of Instructions to Offerors)

EVALUATION FACTORS

ATTACHMENT D

Evaluation Factors, Criteria, and Rating Methods

1.0. INTRODUCTION.

1.1. The Government will evaluate all proposals in accordance with the factors and criteria established in the Source Selection Plan (SSP) and in the Request for Proposal (RFP). The criteria provide the basis upon which each evaluation will be based, are established before receipt of the proposals, and are intended to ensure that the evaluation will be a structured process employing equitable measures. Proposals will be evaluated and a contract awarded under the Best Value Continuum approach, to the responsible Offeror whose offer is considered the most advantageous to the Government, price and other factors considered.

1.2. The Government intends to evaluate proposals and make award without discussions. The Government reserves the right to conduct discussions if the Contracting Officer later determines discussions to be necessary.

1.3 Offerors are cautioned that “parroting” of the PWS with a statement of intent to perform does not reflect understanding of the requirement or capability to perform.

1.4. Pass/Fail Pass/Fail Factor(s) _ _ will _X_ will not be used

2.0. EVALUATION FACTORS

2.1. Technical.

2.1.1. The purpose of the technical factor is to assess the offeror’s proposed approach, as detailed in its proposal, to satisfy the Government’s requirements. There are many aspects which may affect an offeror’s ability to meet the solicitation requirements to include technical approach, risk, management approach, personnel qualifications, facilities, small business participation and others. The evaluation of risk is related to the technical assessment.

2.1.2. Risk assesses the degree to which the offeror’s proposed technical approach for the requirements of the solicitation may cause disruption of schedule, increased costs, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance. Risk will be assessed as one aspect of the technical factor rating.

2.1.3. Any proposal receiving a rating of “Unacceptable” is deemed to have a risk that is so high that award cannot be made against the proposal and the proposal will not be further evaluated.

2.2. Past Performance.

2.2.1. The Past Performance Evaluation results in an assessment of the offeror’s probability of meeting the solicitation requirements, based on past performance information as a prime contractor. The Performance Confidence Assessment rating is assessed as an overall factor after evaluating aspects of the offeror’s recent past performance, focusing on performance that is relevant to the technical factors and cost or price.

2.2.2. Recency refers to the state or quality of being current. The more recent the contract, the greater the likelihood that the offeror has the capacity to perform in a like manner. Information regarding contract performance that is recent and has a logical connection with the matter under consideration indicates relevancy.

3.0. EVALUATION FACTOR CRITERIA

3.1. Pass/Fail Factor – see paragraph 1.4. above.

3.2. Criteria for Technical Factor

Element A: Technical Approach and Methodology

By addressing each portion of the PWS, proposals shall describe the offeror's understanding of the requirement, assessment of the objectives to be accomplished, and methodology for accomplishing the requirement.

Element B: Project Management Plan

The proposal shall describe the offeror’s approach for providing complete program management support that will fully integrate, manage, control, and document all phases of the contract requirements. Proposals shall describe the project management and staffing plans and demonstrate the offeror’s approach for providing the corporate resources necessary to ensure and maintain service quality levels, staffing levels, training and risk management, and the offeror’s plan for the transition-in and transition-out services.

Proposals from offerors that are other than a small business shall include a small business subcontracting plan that details the offeror’s plan for small business participation in this requirement. In reviewing the plan, the Government will consider the completeness of the information included, small business representation in the industry, and the DoD Small Business Goals.

Element C: Quality Control Plan

The proposal shall describe the Offeror's approach for instituting and maintaining a capability to ensure the quality and integrity of services/products, including at least: (1) management and task controls to assure work will be completed as required; (2) contingency plans for identifying and correcting problems; (3) and steps that would be taken to assure timely delivery of quality products.

Element D: Technical Approach and Methodology for Sample Tasks

The Government will evaluate the Offeror’s proposal for each sample task for its completeness and to determine the Offeror’s understanding and ability to accomplish the requirements of the sample task. The Government will evaluate the Offeror’s technical approach and methodology, as well as the practicality and feasibility of its proposed methods and management of the surveys required in each sample task.

3.3. Criteria for Past Performance Factor Confidence Assessment. The Government will conduct a performance evaluation based upon the past performance of the offerors performing major or critical aspects of the requirement as it relates to the probability of successfully performing the solicitation requirements.

3.3.1. The Government will consider each offeror’s demonstrated, current, relevant record of performance in supplying products and services as a prime contractor that meet the contract’s requirement. Contracts completed within the last three years are generally considered recent.

3.3.2. In conducting the performance risk evaluation, the Government may use data provided by the offeror and data obtained from other sources it considers current and accurate, including the Past Performance Information Retrieval System (PPIRS).

3.4. Criteria for Price Factor. The Government anticipates that adequate price competition will establish a fair and reasonable price. However, if the Government does not receive adequate price competition, it will evaluate price proposals to ensure price reasonableness of the services being provided to the Government, considering the specific terms and conditions and relevant commercial practices.

4.0. ORDER OF IMPORTANCE.

4.1. Proposals will be evaluated based on best value to the Government using the trade-off approach. For this solicitation, factors are listed below in descending order of importance.

Price will be evaluated separately and will not be scored.

1. Technical

2. Past Performance

3. Price

4.2. Technical and Past Performance, when combined, are significantly more important than cost or price.

5.0. RATING METHODS

5.1. Technical Factor: One of the following ratings will be assigned:

TECHNICAL RATINGS

Rating Definition Outstanding The proposal exceeds stated requirements, as reflected through an innovative, comprehensive, outstanding approach. The response is complete in terms of the basic content and level of information the Government seeks for evaluation. There is a high probability of success and minimal risk that this Offeror would fail to meet the quantity, quality, and schedule requirements. Minor weaknesses, if any, need not be corrected to make award.

Acceptable The proposal meets the stated requirements. The response is considered complete in terms of the basic content and level of information the Government seeks for evaluation. There is a reasonable probability of success and little risk that this Offeror would fail to meet the quantity, quality, and schedule requirements. Minor weaknesses, if any, may not need to be corrected to make award.

Marginal The proposal does not clearly meet the requirements and has not demonstrated an adequate approach and understanding of the requirements.

The proposal has one or more weaknesses which are not offset by strengths.

Risk of unsuccessful performance is high.

Unacceptable The proposal fails to meet the stated requirements. The response is considered deficient in terms of basic content and level of information the Government seeks for evaluation. The degree of risk is so high that an award cannot be made against the proposal. Any proposal receiving this rating will not be further evaluated.

5.2. Past Performance Factor – Relevancy and Confidence Assessment:

5.2.1. One of the following Relevancy ratings will be assigned:

PAST PERFORMANCE RELEVANCY RATINGS

Rating Definition Very Relevant Present/past performance effort involved essentially the same magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved much of the magnitude of effort and complexities this solicitation requires.

Somewhat Relevant

Present/past performance effort involved some of the magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort did not involve any of the magnitude of effort and complexities this solicitation requires.

5.2.2. The combination of relevancy and recency, and performance documented by the information collected by the Government, results in the selection of a performance confidence assessment as outlined below.

PERFORMANCE CONFIDENCE ASSESSMENTS

Rating Description Substantial Confidence

Based on the offeror’s performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence

Based on the offeror’s performance record, the Government has an expectation that the offeror will successfully perform the required effort.

Limited Confidence

Based on the offeror’s performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s performance record, the Government has no expectation that the offeror will successfully perform the required effort.

Unknown Confidence

No relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

5.3. Price Factor: Price proposals will not be rated. Pricing for the sample task orders will be evaluated only to determine if, via the labor rates and hours proposed, the offeror has a complete understanding of the requirement.

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…