H98210-17-R-0002_P00002.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND ANSWERS 11/18/16

QUESTIONS IN RESPONSE TO RFP H98210-17-R-0002 (DACOWITS)

Q1.

How many pages does a typical focus group report have?

A1.

Approximately 100 pages.

Q2.

How soon is the draft report due after a focus group meeting is completed?

A2.

There is only one focus group report due, which will be provided approximately 45 days after the last focus group. The last focus group is completed around the middle of May.

Q3.

Can the government provide a previous focus group report for reference?

A3. The latest focus group report (2016) can be found at http://dacowits.defense.gov/Portals/48/Documents/Reports/2016/2016%20DACOWITS%20Focus%20Group%20Report_FINAL.PDF?ver=2016-08-18-130635-440 Q4.

Can the government provide a previous annual report for reference?

A4.

The last 13 annual reports can be found at http://dacowits.defense.gov/Reports-Meetings/ Q5.

Are the resumes of proposed personnel required?

A5.

It is up to the offeror to provide resumes.

Q6.

Will the cover page of Volume 2 be counted towards the 35 page limit?

A6.

Yes Q7.

Is there an incumbent providing these services today?

A7.

Insight Policy Research.

Q8.

If there is an incumbent, who is that incumbent?

A8.

See A7 Q9.

If there is an incumbent, how long have they been the incumbent?

A9.

See A7 Q10.

If there is an incumbent can the government provide the contract term and value and the workload factors associated with that contract in terms of products, deliverables, and FTEs?

A10. The period of performance dates for contract H98210-14-C-0004 are April 2014-December 2016. The value of the full contract is $664,759. 95 (2014=$185,366; 2015= $238,429.99: 2016=$240,963.96 ). Estimated number of FTEs is two.

Q11.

Paragraph 4.2.2 requires the contractor to "Develop and submit draft focus group protocols and focus group survey sheet." Will the government provide a copy of the current protocols and surveys?

A11. See Appendix A.

Q12.

Paragraph 4.2.1 establishes a requirement for design of a program of instruction on the focus group process. It is important to understand the context and audiences of these meetings. What does the government anticipate the duration of each focus group session to be? Who are the participants, military personnel, civilian personnel, dependents? Are they mixed sessions or are they organized by participant groups?

A12. The focus groups are 90 minutes long. The participants will be military personnel, separated by rank and gender. Some mixes groups are possible.

Q13.

Paragraph 4.2.2 requires the contractor to "Develop and submit draft focus group protocols and focus group survey sheet." Will the government provide a copy of the current protocols and surveys?

A13. See A11.

Q14.

Paragraph 4.2.6 requires the contractor to "Attend all focus group sessions (approximately six focus group sessions per installation) at approximately eight to ten selected CONUS/OCONUS installations. Record/take detailed notes in every focus group to capture verbatim statements made by individual attendees (approximately 10 to 12) of the focus groups. Participate in discussion with Committee members after each focus group to review notes to ensure all information was gathered and accurate."

There are several questions regarding this paragraph:

1. How many focus sessions per day and how many days is each installation visit? Usually there are three focus groups per day. Installation visits last two days. However, two installations may be visited back-to-back.

2. How many focus groups will be conducted simultaneously? If any, two focus groups will be conducted simultaneously. This is not a frequent occurrence.

3. Will the contractor be allowed to utilize machine recorders to capture verbatim discussions?

No

4. How many contractor staff does the government anticipate will be needed to support each focus group session? One

5. How many contractor staff does the government anticipate will be needed per installation visit? One

6. Will any of the 8-10 installation visits occur simultaneously requiring multiple teams of contractor support staff? This is a possibility, but is not a frequent occurrence.

7. Will the contractor be expected to participate in the focus group activity or only there to record, take notes, and analyze? Record and take notes. Analysis is not a requirement during the focus group.

Q15.

Paragraph 4.2.7 requires the contractor to "Perform qualitative analysis of the content and mini-survey data of approximately sixty focus group sessions." Can the government please explain what is referred to as a "mini-survey"? Is this the 20 question survey sheet referenced in Paragraph 4.2.2.2?

A15. Yes, this is the same as the survey sheet in 4.2.2.2. See Appendix B.

Q16.

Paragraph 4.3 establishes support requirements for Ad Hoc requests. Will the government provide workload data with anticipated numbers, types, and frequencies of these type requirements?

A16.

DACOWITS will request approximately three to four per calendar year. The request will be submitted via a request for information method with an average of six weeks’ notice provided. The contractor will be asked to analyze current civilian and/or DoD research surveys and literature reviews. The Committee may request the Ad-hoc requests be briefed at quarterly business meetings.

Q17.

Will the government provide copies of the last three year's annual reports?

A17.

See A4.

Q18.

There are no deliverables identified for Paragraph 4.3 Ad Hoc requests. Will the government identify requirements so that we can determine staff support necessary?

A18.

See A16.

Q19.

Request DHRA consider amending the NAICS code for this procurement

A19. No Q20.

Would like to discuss the possibility of competing the DACOWITS Support Services opportunity under the BCTF BPA under WHS.

A20.

This is not relevant to this solicitation.

Q21.

“Analyze all quantitative DoD data, Military Services data, and briefings provided at DACOWITS business meetings related to the areas of interest” Is there a deliverable associated with this task?

A21.

No, however the analysis will be used in the focus group report and the annual report.

Q22.

“Analyze all quantitative DoD data, Military Services data, and briefings provided at DACOWITS business meetings related to the areas of interest” Does DoD also require analysis of all qualitative data provided at DACOWITS business meetings?

A22.

Yes Q23.

The total page count for this volume shall not exceed 35 single-sided pages inclusive of any table of contents, appendices, attachments, etc.” Will the resumes of key personnel be counted as part of the 35 pages? (Contracts will answer)

A23.

Yes Q24.

Does DoD require deliverables to be 508 compliant? If so, which deliverables does this apply to?

A24.

No

Q25.

What is the amount that was awarded previously for the 12 month contract? For the add-ons?

A25.

$234,226.22. This includes travel.

Q26.

Where are the location of the focus groups to be held (strictly CONUS or OCONUS as well?)

A26.

The locations will be determined in the January or February timeframe. Previous installations visited can be found in the annual reports. http://dacowits.defense.gov/Reports-Meetings/ Q27.

What is the quantitative data that the contractor will need to analyze (e.g. satisfaction data, health delivery data, large data sets)?

A27.

Statistics on numbers and percentages of female/male Service members; Data comparisons from previous years to current years. Examples can be found throughout the annual reports. See A4.

Q28.

For option year 1 and option year 2 should we assume the same tasks and deliverables will be due (as per Section 5.0, page 9 of the RFP)?

A28.

Yes Q29.

Please confirm that the total budget will include 3 years of tasks and their deliverables?

A29.

Yes, total budget will include 3 years.

Q30.

In accordance with section 4.2.2.1 or the RFP, what are the four annual topics of interest for the upcoming cycle?

A30.

The annual topics will be decided at during the Committee’s December quarterly business meeting.

Q31.

Regarding Task 4.4.4, can the government clarify or provide examples of what "additional DoD data, Military Services data or briefings" may be provided at the business meetings?

A31.

The additional data or briefings will be related to the current year study topics. Examples of briefings and data can be located on the DACOWITS website at http://dacowits.defense.gov/Reports-Meetings/2016-Documents/ Q32.

Can DACOWITS provide further information (such as a link, prior annual report, or other documentation) that more fully describes their current issues and priorities?

A32.

Information on DACOWITS, its reports, and meeting documents can be found at http://dacowits.defense.gov/ Q33.

Can DACOWITS provide specific examples of recent ad hoc information requests, as described in Section 4.3 of the PWS?

A33.

See Appendix C.

Q34.

Proposal Formatting Instructions: May a smaller font (e.g., 9 point) be used in graphics and tables to facilitate readability and layout? (Contracts will answer)

A34.

No Q35.

Is there a page limit for Volume I? (Contracts will answer)

A35 No Q36.

Past Performance References: Is a narrative to be provided as well as a PPRQ for each past performance reference? (Contracts will answer)

A36 Complete the PPRQ, Attachment B.

Q37 Will the Government remove the restrictions prime contracts only?

A37 No Q38 Will the Government remove the restrictions not allowing subcontractor past performance to be considered?

A38 No

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

Performance Work Statement (PWS)

1.0 INTRODUCTION

The Defense Advisory Committee for Women in the Services (DACOWITS) requires support services to provide research and analysis, using both quantitative and qualitative analytical methodologies, in support of the DACOWITS annual report to the Department of Defense (DoD).

2.0 BACKGROUND

The DACOWITS is comprised of voluntary and geographically separated members throughout the United States. It has advised and provided recommendations to the DoD on topics related to women in the military for 65 years. It relies on a limited support staff to provide day to day administrative support and guidance.

The DACOWITS receives guidance from the Office of the Secretary of Defense, the Services, and internal recommendations regarding research topics and areas of interest. It develops advice and recommendations in an annual report for the Secretary of Defense based on detailed research and analysis of data. The primary means of data collection are literature reviews, briefings held at quarterly meetings, and traveling to numerous installations in order to garner first-hand accounts of women’s issues in focus groups. Currently, continued research and analysis for the current annual report is required to complete the DACOWITS’ mission.

3.0 SCOPE

The Contractor shall provide all management, personnel, supplies, and equipment necessary to perform research, analysis (using both quantitative and qualitative analytical methodologies) and support services to support the DACOWITS mission and production of the annual report to the DoD.

4.0 REQUIREMENTS

The Contractor shall:

4.1 Work in conjunction with DACOWITS members and staff to provide qualitative and quantitative data analysis in support of DACOWITS annual report in accordance with the published DACOWITS Timeline.

4.2 Provide Focus Group Planning and Support

4.2.1 Design a program of instruction on the focus group process for DACOWITS members and key staff members. Topics will include the purpose of focus groups, focus groups strengths and limits in conducting research, setting, session facilitation, and recording. Additionally the program of instruction will provide focus group training IAW the National Research Act of 1974, The Belmont Report, and DoD Instruction 3216.2 Protection of Human Subjects and Adherence to Ethical Standards in DoD-Supported Research. The contractor shall tailor the instruction to DACOWITS issues and include practical exercises that will prepare members to properly facilitate focus groups. Provide briefing slides, instruction handbook, and reference material. This instruction will take place during the March business meeting.

4.2.2 Develop and submit draft focus group protocols and focus group survey sheet.

4.2.2.1 Develop a standard set of questions (protocols) for focus group interviews that are in compliance with 45 CFR 46, Sub Part A, Protection of Human Subjects in Research. Protocols shall consist of approximately 20 questions each per the Committee’s four annual topics of interest.

4.2.2.2 Develop a focus group protocol survey sheet (for each focus group protocol) that captures demographics of the participant, less Privacy Act information. This survey sheet shall also ask supplemental questions about the Committee's areas of interest that are best answered in a paper survey versus the protocol focus group environment. The survey sheet should contain approximately 20 questions.

4.2.3 Complete an Institutional Review Board Review.

4.2.3.1 The IRB shall be in accordance with The National Research Act of 1974, The Belmont Report, 32 CFR 219, and DoD Instruction 3216.2 Protection of Human Subjects and Adherence to Ethical Standards in DoD-Supported Research in Research. Focus group protocols shall be approved by the Contractor's Institutional Review Board.

4.2.3.2 Provide the IRB protocol approval letter to the COR.

4.2.4 Support on-site field testing of protocols at a location in the National Capital Region. The testing will include approximately four to six focus group sessions at the selected location.

4.2.4.1 Attend the field testing focus group sessions. Take detailed/verbatim notes of focus group sessions and submit to COR.

4.2.4.2 After the field testing focus group sessions, participate in an oral critique of the facilitation and recommend changes to the protocols or the facilitator. Ensure that any changes made to the field tested protocol are reviewed by the IRB. Approval and updated changes to the protocols or survey sheet shall be submitted to the COR for acceptance within one week after completion of field testing.

4.2.5 Develop and submit final focus group protocols and focus group survey sheet.

4.2.6 Attend all focus group sessions (approximately six focus group sessions per installation) at approximately eight to ten selected CONUS/OCONUS installations. Record/take detailed notes in every focus group to capture verbatim statements made by individual attendees (approximately 10 to 12) of the focus groups. Participate in discussion with Committee members after each focus group to review notes to ensure all information was gathered and accurate.

4.2.7 Perform qualitative analysis of the content and mini-survey data of approximately sixty focus group sessions.

4.2.8 Develop draft briefing slides from the analyzed focus group content. Provide analysis in graphs, charts, and or bullets that effectively capture the interim findings from the qualitative research. Slides should include mini survey results, detailed findings from focus groups by gender, installation, Service, location, pay grade, and themes with supporting verbatim quotes. Provide draft slides to DACOWITS Staff 10 days prior to DACOWITS business meeting.

4.2.9 Provide final briefing slides and perform briefing at a DACOWITS business meeting, as determined by the COR. Be prepared to discuss and answer questions about the results.

4.2.10 Develop and provide a fully-edited written draft focus group report. This report shall include the analysis of the installation focus group sessions and surveys. focus group findings that should include description of methods, mini survey results, detailed findings from focus groups by gender, installation, Service, location, pay grade, and themes, charts and graphs as applicable, and supporting verbatim quotes. Analyze DACOWITS focus group results/conclusions from previous year’s focus groups to identify any trends across the years.

4.2.11 Develop and provide a fully-edited final focus group report. This report will include all edits and comments from the Committee and DACOWITS Staff.

4.3 Ad Hoc Requests for Information

4.3.1 Develop written reports or briefings to respond to Committee and/or DACOWITS Staff requests for information.

4.3.1.1 Analyze requests from Committee on current civilian and Department of Defense research surveys and literature reviews.

4.3.2 Brief interim quantitative data reviews at a DACOWITS business meeting, as determined by the COR. Provide analysis in graphs, charts, and or bullets that effectively capture the findings from the quantitative research. Be prepared to discuss and answer questions about the results.

4.4 Business Meeting Support

4.4.1 Attend DACOWITS business meetings approximately four times per year in the National Capital Region. The Government anticipates that each meeting will be two to three days in length.

4.4.2. Develop and submit fully-edited minutes for each DACOWITS business meeting. Minutes should include detailed descriptions of the information presented by briefers/panel members and should capture any discussions and question & answer sessions during and following each presentation.

4.4.2.1 Submit draft minutes from the DACOWITS business meetings NLT than 14 days after business meeting.

4.4.2.2 Develop and submit final minutes. Final minutes will include all edits and comments from DACOWITS Staff.

4.4.3 Support the sub-committees, at each business meeting, by attending discussions and providing advice on research completed on the topics throughout the year.

4.4.4 Analyze all quantitative DoD data, Military Services data, and briefings provided at DACOWITS business meetings related to the areas of interest.

4.5 Annual Report

4.5.1 Develop a first draft annual report. This report shall include the quantitative and qualitative analysis of the installation focus group sessions and mini-surveys, independent relevant literature reviews, research analysis, business meeting information, conclusions, findings and recommendations, appendices, charter, biographies, executive summary, table of contents, introduction and the contractor’s final drafts.

4.5.2 Develop a second draft report that captures all edits and comments provided from the first draft.

4.5.3 Develop a final report that captures all edits and comments provided from the second draft. Final report, to include a separate executive summary, should be formatted for website and printing use.

4.6 Project Management

4.6.1 Participate in a Post-Award Conference. This conference will occur no later than 7 days after the contract is awarded. 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 no later than 7 days after the conference.

4.6.2 Meet, in person or by telecom, monthly or as requested by DACOWITS Staff to discuss performance, timelines, or foreseeable issues.

4.6.3 Provide a written monthly status report. This report shall present activities completed to date, number of hours worked, number of employees, problems and barriers to implementation that have occurred, activities planned for the next quarter, and the status of all draft and final deliverables at each meeting.

4.6.4 Provide a plan for transition in and out services to ensure minimum disruption to vital Government business. This plan shall address how the Contractor will work with the incumbent and/or successor contractor and Government personnel to ensure that there will be no service degradation during and after the transition-in period. The transition-in support period will be for up to 30 days. The transition plan shall be provided no later than 30 days after contract award.

5.0 DELIVERABLES

6.0

CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DACOWITS via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

7.0

CONTRACTOR TRAVEL

Contractor shall be required to travel within the contiguous United States (CONUS) for approximately 8 to 10 installation visits, and within the National Capitol Region (NCR) to support four business meetings. Contractor may be required to travel outside the contiguous United States (OCONUS). Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

8.0

SECURITY ISSUES

8.1 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. The Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall:

8.1.1 Comply with:

The Privacy Act (5 U.S.C. 552a)

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

DoD 6025.18-R, DoD Health Information Privacy Regulation

DoD 5200.2-R, Personnel Security Program

8.2 Immediately report the discovery of any Privacy breach first to the Requiring Activity’s CIO/Privacy Office and secondly to the COR.

9.0

PLACE OF PERFORMANCE

Contractor will work from their facilities.

10.0

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.

11.0

QUALITY ASSURANCE

11.1 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.

11.1.1 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.

11.1.2 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include the DACOWITS Director, Deputy Director, and Operations Officer) 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.

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

12.0

APPLICABLE DOCUMENTS

DoD Instruction 3216.02, Protection of Human Subjects and Adherence to Ethical Standards in DoD-Supported Research http://www.dtic.mil/whs/directives/corres/pdf/321602p.pdf

13.0

LIST OF APPENDICES

Appendix A -2016 Protocols

Appendix B –Mini Survey

Appendix C – RFI’s to Contractors

(End of Summary of Changes)