DPFSC_Solicitation_-_H9821018R0024_-_FBO_-_3_August_2018.pdf

SEE ADDENDUM

(No Collect Calls)

H9821018R0024 03-Aug-2018

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

11:00 AM 05 Sep 2018

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

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Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA 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

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

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

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

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 OR X

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

X 8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$15,000,000

NAICS:

541611

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)

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.

H9821018R0024

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 12 Months Volunteer Support Technician - ESGR

FFP

Volunteer Support Technician (VST) reference PWS Section 4.23.

FOB: Destination

NET AMT

0002 12 Months Reserve Component Coordinators - YRRP

FFP

Reserve Component Coordinators (RCC) reference PWS Section 4.24.

0003 12 Months Reserve Component Liaison - ESGR

FFP

Reserve Component Liaison (RCL) reference PWS Section 4.25.

0004 12 Months Program Manager - ESGR

FFP

Program Manager reference PWS Section 4.26

Travel - DO NOT PROPOSE

T&M A Not-to-Exceed Amount will be incorporated at the time of contract award.

TOT ESTIMATED PRICE

CEILING PRICE

0006 1 Lot OPTION Phase-In

FFP

Transition Plan reference PWS 4.27.2

1001 12 Months OPTION Volunteer Support Technician - ESGR

FFP

1002 12 Months OPTION Reserve Component Coordinators - YRRP

FFP

1003 12 Months OPTION Reserve Component Liaison - ESGR

FFP

1004 12 Months OPTION Program Manager - ESGR

FFP

OPTION Travel - DO NOT PROPOSE

T&M

2001 12 Months OPTION Volunteer Support Technician - ESGR

FFP

2002 12 Months OPTION Reserve Component Coordinators - YRRP

FFP

2003 12 Months OPTION Reserve Component Liaison - ESGR

FFP

2004 12 Months OPTION Program Manager - ESGR

FFP

OPTION Travel - DO NOT PROPOSE

T&M

3001 12 Months OPTION Volunteer Support Technician - ESGR

FFP

3002 12 Months OPTION Reserve Component Coordinators - YRRP

FFP

3003 12 Months OPTION Reserve Component Liaison - ESGR

FFP

3004 12 Months OPTION Program Manager - ESGR

FFP

OPTION Travel - DO NOT PROPOSE

T&M

4001 12 Months OPTION Volunteer Support Technician - ESGR

FFP

4002 12 Months OPTION Reserve Component Coordinators - YRRP

FFP

4003 12 Months OPTION Reserve Component Liaison - ESGR

FFP

4004 12 Months OPTION Program Manager - ESGR

FFP

OPTION Travel - DO NOT PROPOSE

T&M

4006 1 Lot OPTION Phase-Out

FFP

Transition Plan PWS section 4.27.1

ADMINISTRATIVE INFORMATION

A. POINTS OF CONTACT:

Contracting Officer: TBD at contract award 4800 Mark Center Drive, Suite 03E25 Alexandria, VA 22350-4000 Email: TBD

Contract Specialist: James N. Shumway (Nathan)

Alexandria, VA 22350-4000 Email:james.n.shumway.civ@mail.mil

Contracting Officer's Representative (COR): TBD at contract award

(COR) Address: TBD Email: TBD

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

B. CONTRACT TYPE: Contract award type shall be Firm-Fixed Price (FFP).

C. PERIOD OF PERFORMANCE: The Period of Performance (PoP) shall be November 24, 2018 through November 23, 2019 for the base period, with four 12-month option periods.

PERFORMANCE WORK STATEMENT (PWS)

DEFENSE PERSONNEL AND FAMILY SUPPORT CENTER (DPFSC)

Employer Support of the Guard and Reserve (ESGR) and Yellow Ribbon Reintegration

Program (YRRP)

1.0 Introduction. The Defense Personnel and Family Support Center (DPFSC) require support within all 50 states, three Territories, and the District of Columbia to support the Employer Support of the Guard and Reserve (ESGR) and the Yellow Ribbon Reintegration Program

(YRRP).

2.0 BACKGROUND.

2.1 ESGR was established in 1972 and has served our country for more than 45 years, fostering a culture in which all employers support and value the employment and military service of members of the National Guard and Reserve in the United States. ESGR is supported by a network of more than 3,750 volunteers that comprise 54 committees located across all 50 states, the District of Columbia, Guam- Commonwealth of the Northern Mariana Islands (CNMI), Puerto Rico, and the U.S. Virgin Islands. Volunteers are comprised of from small business and industry, government, education, and prior military service that bring a vast wealth of experience to assist in serving employers, Service members, and their families. ESGR consist of committees located across all 50 states, the District of Columbia, Guam-CNMI, and the U.S. Virgin Islands.

Each committee has a DoD appointed volunteer Chair to support the mission of ESGR. For additional information on ESGR visit https://esgr.mil/.

2.2 The National Defense Authorization Act of 2008 established the YRRP to assist National Guard and Reserve members as they transition between their military and civilian roles. By providing deployment cycle information, resources, and programs, YRRP addresses the unique challenges facing the Guard and Reserve community, including geographic dispersion away from military support networks and fewer deployment resources than the Active Component.

YRRP events provide National Guard and Reserve Service members and those who support them with dynamic and engaging delivery of information before, during, and after deployments.

Events connect attendees with local information on health care, education/training opportunities, and financial and legal benefits. These resources help to prepare and guide attendees through the hardships of deployment, then enable Service members to successfully reintegrate back into their families, communities and careers. For additional information on the YRRP visit http://www.yellowribbon.mil/yrrp/.

3.0 SCOPE. The Contractor shall:

3.1 Provide personnel, management, administrative, logistical, technical support, and subject matter expert services for ESGR, YRRP and its major components (Attachment E reflects historical information on the ESGR and YRRP requirements). The contractor shall become knowledgeable on the following DPFSC programs: (ESGR, YRRP, Transition to Veteran Program Office (TVPO), Federal Voting Assistance Program (FVAP), and the https://esgr.mil/ http://www.yellowribbon.mil/yrrp/

Computer/Electronic Accommodations Program (CAP)) and be able to brief these programs at conferences, events, training events, and job fairs.

3.2 The Volunteer Support Technician (VST) provides staff level support to the State Committee (SC) directly providing program management support to their state leadership and volunteers.

The VST will support the State Chair, HQ ESGR, and the RC leadership where the position is located.

3.3 The Reserve Component coordinator (RCC) provides support to the Army National Guard, Air National Guard, Army Reserve, Navy Reserve, Marine Corps Reserve, Air Force Reserve and Coast Guard Reserve. The RCC provides subject matter expertise and training in YRRP and ESGR programs at the respective RC HQ. RCCs report to Director of the YRRP and the RCL reports to HQ ESGR Engagement.

3.4 For purposes of this Performance Work Statement, the term "contractor" does not refer to the VST or RCC, and refers only to the company with whom the VST and RCC are employed.

4.0 REQUIREMENTS. The Contractor shall:

4.1 Work in close coordination and cooperation with State Chairs, resident Guard/ Reserve leadership and partnering with employment assistance agencies at the national, state, and local levels.

4.2 Provide the Contracting Officer’s Representative (COR) and applicable State Chair a list of personnel selected for the VST, RCC, and RCL positions and updates the list as changes occur.

The contractor shall ensure that a key individual that is aware of all the programs and the point of contact to COR is hired on start date of contract and provide a staffing plan to ensure that the contractor can meet the stated requirements. The contractor shall ensure that 100% of RCC’s are hired within 21 days of contract award and 100% of the VST’s and RCL’s within 30 days of contract award.

4.2.1 Maintain a stable workforce by ensuring there is less than a 5% lapse rate across all contracted positions.

4.2.2 Ensure vacancies are filled with qualified personnel within 14 days of vacancy, unless approved in writing or otherwise directed in advance by the COR and ensure there is no mission impact due to position vacancies or unqualified personnel.

4.3 Ensure contractor is compliant with all training requirements. Training and its associated costs are the responsibility of the contractor. The COR will approve training content prior to any training event. Initial training will orient the support staff to organization programs and initiatives. The Contractor will track compliance of VST and RCC completion of the following training within 5-days of starting work: DoD Privacy Act (PA) and Personally Identifiable Information (PII) Training (combined), DoD Information Assurance (IA) Training, Cyber Awareness Challenge Training, and DoD Ethics Training. Provide documentation of completed training to the Contracting Officer’s Representative (COR). Additionally, the Contractor will ensure the VSTs will coordinate with the respective property book holder and obtain a hand receipt their equipment.

The VST and RCC will receive face-to face training in support of their program within 45 days of their start date. The training material will ensure the VST and RCC are technically proficient in utilization of systems (Member Management System (MMS), EventPLUS, Defense Travel System (DTS)), knowledge of programs to include background on the ESGR and YRRP programs and current initiatives that these programs are pursuing. In addition (budget permitting) the contractor shall provide additional annual training to reinforce the DPFSC program requirements, provide updates, changes, and improve support staff performance.

4.4. Track compliance of State Committee volunteers who have access to DPFSC -related Information Technology (IT) systems and any area containing personal information complete annual (PII) and (IA) training. Contractor will obtain training web links from the HQ ESGR Program Integration and Training Directorate and disseminate to the State Committees. All new volunteers that are provided ESGR portal access or access to any personal information will complete the annual training within 30-days of affiliation to ensure compliance. Contractor shall submit written confirmation to the COR annually, attesting to compliance of all State Committee’s PII and IA training. Non-compliant members of a State Committee must be identified and reported by the Contractor to the COR. Contractor must maintain training completion records and be able to provide by State Committee, or individual, upon request of

COR.

4.5 Conduct quarterly teleconference training sessions for contract staff. Sessions will address State Committee (SC) performance shortfalls and staff knowledge gaps.

4.6 Provide periodic in-progress reviews to the COR, beginning eight weeks prior to the annual training event. The in-progress review will advise the COR on the status of the training, location of the training, and basic itinerary of the training to include speakers, agenda, objectives, and goals.

4.7 Coordinate for all contract staff to have CAC enabled work computer connectivity that includes having a military email (.mil) account. Under no circumstances will a contractor use a personal computer or personal email account for the duties in performance of this contract.

4.8 Apply knowledge of the Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994, related DoD Directives and Instructions, respective RC policies and Instructions, or policies related to the same.

4.9 Perform analysis and feedback of current systems and programs to provide recommendations for improvement for compliance with DPFSC policies and guidance.

4.10 Provide input and recommendation for program improvement of the assigned area of the ESRG program to ensure compliance with ESGR’s policies and guidance.

4.11 Provide the ability to assist in the establishment and management of a volunteer program, including recruiting, developing and maintaining a list of Committee members and volunteers, maintaining records of volunteer contributions, and establishing a system for recognizing their contributions and those of employers of RC members. Manage and operate a large network of 3,750 volunteers across the continental United States; utilizing and maintain all member data in MMS. Utilize established systems (EventPLUS, and MMS) to recognize volunteer’s contributions and employers of RC members as directed by the State Chair.

4.12 Support volunteers in establishing working relationships with DPFSC customers (employers and National Guard and Reserve members), stakeholders (Office of the Secretary of Defense, Uniformed Services, and ESGR Volunteer Committees), strategic partners (other governmental entities), and strategic alliances (non-governmental entities) to enhance volunteer engagement in support of the ESGR mission.

4.13 Exhibit the ability to communicate effectively using Microsoft Outlook.

4.14 Coordinate with other contractors working parallel programs within the respective SC to further ESGR Mission and End-State (https://esgr.mil/About-ESGR/Mission-and-End-State), as defined and promulgated by ESGR. Contractor personnel must have strong organizational and interpersonal skills, ability to work in harmony with all assigned SC leadership in order to successfully reach/accomplish the ESGR Mission and End-State.

4.15 Coordinate with local military commands for VST and RCC work site space at military facilities. VST and RCC are to perform duties on site at military facility.

4.16 Demonstrate a high level of proficiency in using various Microsoft Office Professional applications to include advanced capabilities in Microsoft office, excel and PowerPoint. The contractor shall become familiar with DTS, EvenPLUS, MMS, ESGR.mil and Freedom Award Nomination website.

4.17 Coordinate and ensure all equipment purchased with ESGR/YRRP funds on respective property book and properly hand receipted for accountability.

4.18 Understand the Joint Ethics Regulations as they apply to volunteers representing DoD;

specifically, the use of appropriated funds, gifts, travel, and relationships with non-DoD organizations (public sector, private sector, and non-profit organizations).

4.19 Assist but not supplant the volunteer. No contractor shall hold or perform the duties of any volunteer position on the SC. Contractors cannot volunteer for any DPFSC related duties, positions, or assignments.

4.20 Observe duty hours normally performed Monday through Friday; however, some evening and weekend work may be required in support of ESGR and/or YRRP activities, thereby supporting an alternate work schedule arrangement (not to exceed a 40 hour work week).

4.21 Observe the following Federal Holidays: New Year’s Day, Birthday of Martin Luther King Jr, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas.

4.22 Coordinate and provide logistic support for all training events to include the following:

hotel lodging; main conference and break out rooms with professional seating and note taking table space for each attendee; adjacent space for complete marketing fulfillment display;

complete audio-visual package; student workbooks; printing services; and, internet services as needed. YRRP/RCCs shall assist with registration, in-processing, data collection, technology requirements for analytics and reporting. Contractors are not responsible for booking hotels on behalf of the Government.

4.23 PROVIDE QUALIFIED PERSONNEL TO SERVE AS Volunteer Support Technician (VST) See Attachment E for the VTS historical level of support:

4.23.1 The VST shall act as the liaison with each state’s/ territory’s chair and the ESGR HQ support staff, and shall assist in the planning and execution of SC activities in accordance with the guidance contained in ESGR Instructions (ESGRI) (reference paragraph 13.0 Applicable Documents.

4.23.2 The VST shall support the execution of a DoD funded volunteer program supporting RC Service members and their employers. The VST is responsible to support, the coordination of ESGR core missions, but the volunteers will execute the mission.

4.23.3 The VST coordinates with other contractors working parallel programs within the respective SC to further ESGR strategic goals and objectives, as defined and promulgated by ESGR. VST’s must be able to work in harmony with all assigned SC leadership in order to successfully reach/accomplish the ESGR strategic goals and objectives. Have strong organizational and interpersonal skills.

4.23.4 The VST will keep the State Chair informed of all communication between the SC and

ESGR HQ.

4.23.5 Review and reconcile budget reports as needed with SC Annual Spending Plans and notify the respective State Chair and Regional Division Chief (RDC) when expenditures are exceeding projections.

4.23.6 Provide Ad Hoc reports using MMS and EventPLUS to the State Chair as needed to support the program within 2 business days.

4.23.7 Submit Ad Hoc reports using MMS and EventPLUS to RDC as required within 2 business days of request.

4.23.8 Review and coordinate quarterly reconciliation of the United States Property and Fiscal Office Status of Funds on behalf of the State Chair.

4.23.9 Provide the State Chair analysis of past Annual Spend Plans to assist in the development of the current SC Annual Spending Plan consistent with HQ ESGR guidance.

4.23.10 The VST shall assist in recruiting and retaining of volunteers to comprise and promote a diverse volunteer committee that is representative of the modern day workforce.

4.23.11 Facilitate day-to-day communications and activities between HQ ESGR, SC leadership, and committee volunteers.

4.23.12 The VST shall support SC leadership with the planning, preparation, and submission of ESGR award nominations for volunteers and employers.

4.23.13 Coordinate as needed, volunteers to conduct deployment and redeployment briefings.

4.23.14 The VST shall coordinate with supporting offices and agencies to ensure the availability of materials, supplies, equipment, and subject matter experts to support the subsequent training.

4.23.15 The contractor shall Maintain EventPLUS and the Member Management System to assist volunteers in supporting the outreach program and objectives.

4.23.16 Support the volunteers responsible for carrying out the ESGR mission.

4.23.17 At the State Chair’s direction the VST shall plan ESGR state and local leadership meetings.

4.23.18 Provide direction and assist volunteers with updating the official SC ESGR website to ensure the accuracy of data entries and overall content.

4.23.19 Ensure volunteers have all information required to effectively plan and execute the SC Military Outreach, Employer Outreach, Volunteer Training, Volunteer Awards, Public Affairs and Ombudsman missions.

4.23.20. Validate quarterly the accuracy of SC points of contact and leadership posted on the esgr.mil state page.

4.23.21. Identify one VST as the regional lead in each of the four ESGR regions. The Regional Lead will perform as an information hub to communicate known deliverables, deadlines and best practices to the VST’s and Contractor Program Manager.

4.23.22. Ensure that all equipment purchased with ESGR funds are placed on respective property book and properly hand receipted for accountability.

4.23.23 Ensure SC volunteers are aware of the ESGR online resource library and content contained therein.

4.23.24 Provide input for SC award presentations, boss lifts, job fairs, unit briefs, and other relevant events, as determined and authorized by the State Chair into EventPLUS.

4.23.25. Utilize data found in EventPLUS and MMS when preparing Ad Hoc reports for State

Chair within 2 business days.

4.23.26 Monitor and input data entries into MMS to ensure that information is accurate and available.

4.23.27 Input initial data into Defense Travel System (DTS) that include creating and maintaining volunteer profiles, creating travel orders/authorizations and assist in voucher preparation/system input. Maintain a tracking system to ensure volunteers are reimbursed for official travel and appropriate follow-up is accomplished when required.

4.23.28 The VST shall assist SC's but shall not supplant the volunteer. No VST shall hold or perform the duties of any volunteer position on the SC.

4.23.29 VST shall submit into EventPLUS Patriot Award Spreadsheet and Statement of Support Spreadsheet (EventPLUS) no later than the 6th of each month; submission is due the following working day if the 6th falls on a weekend or holiday.

4.23.30 VST shall document and submit volunteer hours for the previous month into MMS no later than the 6th of each month; submission is due the following working day if the 6th falls on a weekend or holiday.

4.23.31 VSTs shall ensure volunteers that are requesting and or authorized access to levels beyond the basic ESGR MMS portal have successfully completed the annual Personally Identifiable Information (PII), and Information Assurance Training (IA) training.

4.23.32 VSTs are required to be fully trained in the fulfillment ordering to accurately place orders from the Marketing Fulfillment Vendor.

4.24 Reserve Component Coordinators (RCC) See Attachment E for historical data. The seven reserve components (Army National Guard, Air National Guard, U.S. Army Reserve, U.S. Navy Reserve, U.S. Marine Corps Reserve, U.S. Air Force Reserve and U.S. Coast Guard Reserve) require coordinators who shall use and maintain the scheduling tool, prepare briefs, collect data, perform surveys, and provide analysis on participation during the service specific YRRP events through EventPLUS. . The primary focus is providing subject matter expertise and direct support of YRRP and ESGR programs at the RC HQs. Performance of these duties and responsibilities may require a variety of tasks, travel, evening and weekend hours to support mission requirements (not to exceed a 40 hour work week).

4.24.1 The RCC shall be located at the RC HQs unless otherwise approved and agreed upon with the Service Program Manager and YRRP Program Manager. Authorized alternate work location shall not incur additional cost to the Government.

4.24.2 The RCC will have daily interaction with the Service component YRRP Managers and shall prepare briefs, collect data, provide analysis, perform surveys, using and maintaining DPFSC’s web-based scheduling tool (Joint Services Support (JSS)/EventPLUS). Each individual Service provides an YRRP Manager who will coordinate and execute the YRRP events for their respective Service. YRRP/RCCs shall attend YRRP events and assist with registration, in-processing, data collection, technology requirements for analytics and reporting. RCCs will also be required to attend alternate service events to complete cross training and assist other services or new RCCs.

4.24.3 Ensure professional interaction and communication to the greatest extent among stakeholders with the overall goal of enhancing, improving, and advancing future success of the YRRP and ESGR programs.

4.24.4 Provide YRRP and ESGR program technical assistance, guidance and support to RC leadership and Guard/Reserve members, so they may support DPFSC objectives.

4.24.5 Provide Service YRRP Managers with assistance in ensuring accuracy and timeliness for reporting requirements. Coordinate and execute required reporting to YRRP, DPFSC.

4.24.6 YRRP RCC's shall train new RCC's, Event Planners, and cross train other Service RCC's as needed to support OSD. This will include the Joint Working Group, Event Planner training symposium, and unscheduled working groups as required by the Director, YRRP.

4.24.7 Work with subordinate units to coordinate training, briefs, and plan YRRP events.

Communicate with subordinate units to acquire, collate and prepare monthly, quarterly, and annual statistical reports for program execution. The RCC shall attend and support registration, collection of data, conduct survey and live polling requirements. Additionally, RCCs will be required to participate in a monthly teleconference with DPFSC Headquarters, travel and attend bi-annual joint working group (Service Program Manager) meetings. The RCC shall present at additional training hosted by YRRP Program Manager.

4.24.8 The YRRP RCCs will plan, coordinate, and attend YRRP events, training, briefings, surveys and activities that support Service members and their families throughout the deployment cycle.

4.24.9 Provide technical expertise to Service YRRP Managers when they analyze the YRRP surveys, studies, and best practices (i.e., Pennsylvania State Clearinghouse for Military Families).

4.24.10 Collaborate and provide technical guidance to YRRP Managers in identifying trends, issues, concerns, and development for program improvements.

4.24.11 Recommend input to HQ ESGR and Director YRRP for maintenance and update of online resource library and historic records.

4.25 Reserve Component Liaisons (RCL) See Attachment E for historical data. While working with the SC’s RCLs will coordinate briefings which support the entire deployment cycle. Coordinate with supporting agencies, and national and local resource providers to ensure availability of subject matter experts needed to conduct the briefings, availability of materials, supplies, equipment, and subject matter experts.

4.25.1 RCL will travel upon direction of the COR and ESGR Engagement Director.

4.25.2 Coordinate Service specific data to complete event agendas, curriculum requirements, break-outs and other event activities within EventPLUS.

4.25.3 Analyze and report employer issues within their RC to HQ ESGR and DPFSC.

4.25.4 RCLs coordinate with SCs to develop, plan, and conduct RC training regarding military outreach programs that include ESGR services and the USERRA law.

4.25.5 RCLs provide and facilitate distribution of ESGR advertising and public affairs material to Service Event Planners, Service members, their families, and employers to increase awareness and participation.

4.25.6 Have knowledge of DPFSC programs: (ESGR, YRRP, Transition to Veteran Program Office (TVPO), Federal Voting Assistance Program (FVAP), and the Computer/Electronic Accommodations Program (CAP)) and be able to brief these programs at conferences, events, training events, and job fairs.

4.25.7 Create and maintain relationships with the Military Service YRRP Event Planners to include all seven RC Services.

4.26 THE PROGRAM MANAGER SHALL:

4.26.1 Provide management for the overall contract and its employees and their assigned activities, to include all required reports listed in paragraphs 5.0 and 6.0.

4.26.2 Ensure all employees are knowledgeable of DPFSC missions and programs.

4.26.3 Coordinate initial, annual, and mandatory training for contract personnel and provide status reports to the COR upon completion.

4.26.4 Provide oversight of contract personnel travel and travel expenditures. Ensure the travel expenditures remain within the allotted travel Contract Line Item Number (CLIN). Ensure all overnight travel is approved by COR or respective Directorate (ESGR/YYRP).

4.27 TRANSITION PLAN

4.27.1 Phase-Out

In the event that a follow-on contract is awarded to a new Contractor, DPFSC wants to ensure a smooth phase-in and phase-out of the Contractors to prevent a possible decrease in productivity or service quality. The incumbent shall continue to provide all services until the existing contract end date. The incumbent Contractor shall be provided a 14 day phase-out period prior to the designated contract completion date. During this period, the incumbent Contractor shall make available to the incoming Contractor personnel, a representative who is versed in the operation and the functions to be performed. The Contractor will ensure all materials and equipment are hand receipted to the successor contractor or returned to the property book holder at the incumbent contractors’ current location at the end of the period of performance. Provide the successor contractor access to Government owned or controlled office space for site surveys upon notification by the Government. The Contractor will ensure all offices are cleaned and vacated on the last day of operations as directed by the COR. If position is vacant, respond and delete all voice mail messages, coordinate with the State Chair and ensure either the State Chair or a designated volunteer knows how to retrieve messages from the phone. Leave a voice mail message on the phone that states “You have reached ST ESGR Office, this phone is monitored daily, please leave your name, number and your concerns and a volunteer will contact you.”

Ensure the incoming Contractor, State Chair or designee has all passwords for social media, phone reset, committee email accounts (if applicable) and any other password protected program that the VST monitors for the committee. Ensure DOD ID Card /Common Access Card is turned into CAC office. Ensure all known events that are projected within the next 60 days are submitted in EventPLUS with supporting documentation. Ensure all input into MMS is current on departure date (hours for volunteers); clear all hand receipts prior to departing the facility on last working day; deactivate or turn-in building access, keys; and leave password for phone.

Ensure that all equipment purchased with ESGR funds is placed on respective property book and properly hand receipted for accountability.

Any discrepancies identified during this transition period shall be noted in writing to the COR for resolution. One week prior to the end of the contract, the outgoing Contractor shall prepare, certify, and submit a detailed final inventory report to the COR before making shipment of the inventoried items to the new Contractor.

4.27.2 Phase-In

In order to ensure a smooth phase-in of Contractor performance and to prevent possible decreases in service quality, the Contractor will have a 14 day phase-in period from the date of contract award prior to full performance of the contract (e.g., Contract Award Date / Phase-in Period / Full Contract Performance). During the phase-in period, the government will make available a DPFSC representative(s) familiar with the committees, their current operations, workload status, and outstanding functions and actions pending completion. Within the phase-in period the Contractor shall have completed and successfully have a Key Person that is managing the contract, the contractor shall ensure that 50% of VST’s and RCC’s have been hired and issued a Common Access Card (CAC) and ready status to work. The Contractor will track compliance of VST and RCC completion of the following training within 5-days of starting work: DoD Privacy Act (PA) and Personally Identifiable Information (PII) Training (combined), DoD Information Assurance (IA) Training, Cyber Awareness Challenge Training, and DoD Ethics Training. Provide documentation of completed training to the Contracting Officer’s Representative (COR). Additionally, the Contractor will ensure the VSTs will coordinate with the respective property book holder and obtain a hand receipt their equipment.

The Contractor shall also use this time to observe and ask questions regarding the procedures of the incumbent Contractor’s operation. Additionally, provide the COR and applicable State Chair a list of personnel selected for the VST, and RCC positions and update the list as changes occur.

Additionally, the contractor will work with the COR or his/her designated representatives to acquire sufficient initial training required.

4.28 Key Personnel for VST position reference PWS 4.23 the contractor shall ensure there is no degradation of services to the Government as a result of personnel turnover or extended absences and shall notify the Government 14 days in advance of any impending personnel changes to the VST labor category. The Contractor shall submit an employee transition plan identifying the plan to ensure that there is no lapse in services while the replacement VST is being hired and fully trained.

5.0 REPORTS AND INFORMATION.

5.1 Required Work Reports:

5.2. Contractor monthly status report to COR. The report will contain status of new hires, resignations, absences, scheduled vacations, travel reconciliation; to include projected travel, and significant activities related to ESGR or YRRP.

5.2.1 SUPPORT STAFF CONTACT INFORMATION. The contractor shall send an encrypted/signed email containing, a list of all support staff with their work contact information (mailing address, telephone number(s), and email addresses) to the COR, or designated representative 15, 30, and 45 days of award of contract and as changes occur.

5.2.1.1 Provide an annual report of all contract staff completion of DoD Privacy Act Training (PII), DoD IA, Cyber Awareness Training, and DoD Ethics Training.

5.2.1.2 YRRP REPORTS. Provide a monthly consolidated report by the 6th business day to the COR, or designated representative, that details significant activities/meetings that occurred, program manager observations, good news stories, and goals/plans for the next month.

5.4 EVENTPLUS AFTER ACTION REPORT (AAR). AARs will be completed in EventPLUS for all ESGR and YRRP events within 30 days after the event.

5.5 DELIVERABLES.

Deliverable

Reference Delivery Date Format Recipient

List of Personnel selected

4.2 Monthly or upon

personnel change

EXCEL COR

ADHOC Reports from MMS and EventPLUS

4.23.6 4.23.7 4.23.25

Within 2 business days

Generated from EventPLUS and

MMS

Chair and Committee members

Volunteer Annual Report on completion of Personally

4.4 Within 30 days of

volunteer affiliation and annually on 01 Oct

MMS

Generated Report

COR

Identifiable Information (PII) and Cyber Awareness Challenge training Feedback of current systems and programs

4.9 As occurred or

needed

Email Volunteer Support

Contractor Monthly Status Report

5.2 Submitted by COB

on the 10th working day of each month

Word COR

Support Staff Annual Report on DoD Privacy Act (PA) and Personally Identifiable Information (PII) Training (combined), DoD Information Assurance (IA) Training, Cyber Awareness Challenge Training, and DoD Ethics Training.

5.2.1.1

By the 6th day of starting work and annually on 01 Oct

EXCEL COR

YRRP monthly status report

5.2.1.2 Monthly by the 6th

business day

Word YRRP Program Manager

Complete EventPLUS AAR for all ESGR events

5.4 No later than 30

days after the completion of the event.

EventPLUS Volunteer Support

6.0 CONTRACTOR MANPOWER REPORTING

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Name of your component/office 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/ http://www.ecmra.mil.

7.0 CONTRACTOR TRAVEL

7.1 The VSTs will coordinate required travel and approval from State Chair, Program Manager and COR. Contractor travel costs are reimbursed on an actual cost basis.

7.2 Approved travel for VST is limited to: an annual Executive Committee Meeting, Annual Planning and Awards Meeting, annual Volunteer Training and two outreach events at the State Chair discretion. All travel requires approval by the contractor PM and COR.

7.2.1 Event locations are selected by the local State committee during the FY and change on annual basis within the state. VST will stay at the location selected by the state committee.

History has averaged 6 trips per VST for a total of $2000 each FY.

7.3 When traveling, the VST are authorized to perform logistical duties at the event and are prohibited from participating in the employer events. Example VST is prohibited from actually riding on the Bosslift and limited to logistical duties only. The VST will not brief employers or Service members however they may participate in training volunteers during the SC Annual Training meeting when no other volunteer is available. VST’s shall encourage volunteers to participate in photo opportunities for social media; however the VST shall not be in the pictures.

7.3.1 The YRRP RCCs will plan, coordinate, and attend YRRP events, training, briefings, surveys and activities that support Service members and their families throughout the deployment cycle. Per historical data and best projections-travel is unpredictable and based on the Reserve Component deployment cycle. A total of $100,000.00 is projected for the base year.

7.3.2 Program Manager and Contractor Staff will coordinate required travel and approval from

COR.

7.4 Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

8.0 SECURITY

8.1 The Contractor shall:

8.1.1 Contractor and all associated sub-contractor’s employees will comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or http://www.ecmra.mil/

Security Office. Contractor workforce shall comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes. The contractor and its personnel must comply with the requirements of this paragraph in accessing Controlled Unclassified information (CUI), adherence to physical security requirements and access to Government facilities, records and information systems.

8.1.2 Safeguard all government equipment, information and property provided for contractor use.

At the close of each work period, government facilities, equipment, and materials shall be secured. All materials and equipment will be returned to the onsite Government representative at the end of the period of performance.

8.1.3 Establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

8.1.4 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

8.1.5 Prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

8.2 Use of Government IS and access to Government networks is a revocable privilege, not a right. Users must have a favorable background investigation or hold a security clearance and access approvals commensurate with the level of information processed or available on the system. Users will:

8.2.1 Comply with the command's Acceptable Use Police (AUP) for Government owned ISs and sign an AUP prior to or upon account activation.

8.2.2 Complete initial and/or annual IA training

8.2.3 Mark and safeguard files, output products, and storage media per the classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

8.2.4 Protect ISs and IS peripherals located in their respective areas in accordance with physical security and data protection requirements.

8.2.5 Practice safe network and Internet operating principles and take no actions that threaten the integrity of the system or network.

8.3 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status and successful adjudication of a National Agency Check with Local Agency Checks and Credit Check (NACLC) as required for Federal employment shall identify themselves to avoid the impression that they are a Government official. The contractor’s status as a “contractor” shall be predominantly displayed in all Correspondence types (to include signature blocks on e-mail) and dealings with Government and non-Government entities/personnel. At no time shall the Contractor act on the Governments behalf and the Contractor has no right to create on obligation on the Governments behalf.

All documents or reports produced by the Contractor shall be marked accordingly to ensure contractor participation is appropriately disclosed. When contractor employees are working on Government facilities or participating at Government meetings, they shall wear identification badges distinguishing themselves as such that include the company name, employee name, and the word “contractor”.

The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart for any reason. All identification media shall be returned to the Contracting Officer Representative and W9133L-15-C-002000011or installation security office within 14 days of departure.

8.4 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:

8.5 Comply with:

DoD Instruction (DoDI) 8500.1, Cybersecurity 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 HSPD-12, Homeland Security Presidential Directive.

8.6 Comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) and:

8.6.1 Be citizens of the United States

8.6.2 Maintain favorable FBI National Criminal History checks and ensure completion

8.6.3 If at any time, any Contractor personnel requiring a CAC is unable to obtain/maintain an adjudicated NACLAC immediately notify the Requiring Activity’s Information Systems Security Group (ISSG) and remove such person from work under this contract.

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

8.8 All Information Systems (IS), Platform Information Technology (PIT) and Information Technology (IT) Services or Products under this requirement, that receive, transmit, store, or process nonpublic government data must be accredited in accordance with Department of Defense (DOD) Instruction (DoDI) 8510.01 "Risk Management Framework (RMF) for DoD Information Technology (DIT)” issued March 12, 2014 (formerly the DOD Information Assurance Certification and Accreditation Process (DIACAP)). IS and PIT systems must be categorized in accordance with Committee on National Security Systems Instruction (CNSSI) 1253, implement a corresponding set of security controls from the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53, and use assessment procedures from NIST SP 800-53A with additional DoD-specific assignment values, overlays, implementation guidance, and assessment procedures as required.

8.8.1 DoD-Controlled IS and PIT Systems operated by a Contractor or other entity on behalf of the DOD; to include contractor owned IS and PIT systems that are dedicated to DoD processing, must be authorized as DoD IS or PIT systems. The Requiring Activity’s Authorizing Official (AO) must render an authorization decision for this type of a DoD system prior to DoD use of the capability.

8.8.2 Information security continuous monitoring (ISCM) is defined as maintaining ongoing awareness of information security, vulnerabilities, and threats to support organizational risk management decisions. All IS and PIT under this requirement must maintain ongoing monitoring, analysis and incident response procedures as defined and documented in NIST SP800-137 as a critical part of the risk management process to ensure that IS and PIT operations remain within an acceptable level of risk despite any changes that occur. In addition, all systems under this requirement must comply with all annual Federal Information Security Management Act (FISMA) security control testing and reporting requirements. The contractor shall provide evidence of these compliance activities.

9.0 Mandatory Training Requirements for Contractors. Contractor employees shall complete the following mandatory trainings within 30 days of contract award and option is exercised.

1. DoD Training on Unauthorized Disclosures IAW OSD Memorandum dated September 19, 2017 and the training is available at…