H9821022R0022.pdf

H9821022R0022

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 11 Months Fulfillment Services Base Year

FFP

The Contractor shall perform in accordance with PWS Section 4.

FOB: Destination

PSC CD: R699

NET AMT

0002 11 Months RMF IT Labor Base Year

FFP

The Contractor shall perform in accordance with PWS Section 4 and Section 8.

0003 Unitless ODC PIL Base Year

T&M The Contractor shall perform in accordance with PWS Section 4.

TOT ESTIMATED PRICE

CEILING PRICE

0004 Unitless OPTION Travel T&M Base Year

T&M The Contractor shall perform in accordance with PWS Section 7. A Not-to- Exceed amount will be included at contract award.

0005 1 Months Transition-In Base Year

FFP

The Contractor shall perform in accordance with PWS Section 4.10. The transition-in period shall be 30 days.

1001 12 Months OPTION Fulfillment Services Option Year 1

FFP

The Contractor shall perform in accordance with PWS Section 4.

1002 12 Months OPTION RMF IT Labor Option Year 1

FFP

The Contractor shall perform in accordance with PWS Section 4 and Section 8.

1003 Unitless OPTION ODC PIL Option Year 1

T&M The Contractor shall perform in accordance with PWS Section 4.

1004 Unitless OPTION Travel T&M Option Year 1

T&M The Contractor shall perform in accordance with PWS Section 7. A Not-to- Exceed amount will be included at contract award.

2001 12 Months OPTION Fulfillment Services Option Year 2

FFP

The Contractor shall perform in accordance with PWS Section 4.

2002 12 Months OPTION RMF IT Labor Option Year 2

FFP

The Contractor shall perform in accordance with PWS Section 4 and Section 8.

2003 Unitless OPTION ODC PIL Option Year 2

T&M The Contractor shall perform in accordance with PWS Section 4.

2004 Unitless OPTION Travel T&M Option Year 2

T&M The Contractor shall perform in accordance with PWS Section 7. A Not-to- Exceed amount will be included at contract award.

3001 12 Months OPTION Fulfillment Services Option Year 3

FFP

The Contractor shall perform in accordance with PWS Section 4.

3002 12 Months OPTION RMF IT Labor Option Year 3

FFP

The Contractor shall perform in accordance with PWS Section 4 and Section 8.

3003 Unitless OPTION ODC PIL Option Year 3

T&M The Contractor shall perform in accordance with PWS Section 4.

3004 Unitless Travel T&M Option Year 3

T&M The Contractor shall perform in accordance with PWS Section 7. A Not-to- Exceed amount will be included at contract award.

4001 12 Months OPTION Fulfillment Services Option Year 4

FFP

The Contractor shall perform in accordance with PWS Section 4.

4002 12 Months OPTION RMF IT Labor Option Year 4

FFP

The Contractor shall perform in accordance with PWS Section 4 and Section 8.

4003 Unitless OPTION ODC PIL Option Year 4

T&M The Contractor shall perform in accordance with PWS Section 4.

4004 Unitless OPTION Travel T&M Option Year 4

T&M The Contractor shall perform in accordance with PWS Section 7. A Not-to- Exceed amount will be included at contract award.

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 01-MAR-2023 TO

31-JAN-2024

N/A EMPL SUPPORT OF THE GUARD & RES

(ESGR)

FRANKLIN HUFF

4800 MARK CENTER DRIVE, SUITE 03E25

ALEXANDRIA VA 22350

571-372-0673

HQ0578

0002 POP 01-MAR-2023 TO

31-JAN-2024

N/A (SAME AS PREVIOUS LOCATION)

0003 POP 01-MAR-2023 TO

N/A (SAME AS PREVIOUS LOCATION)

0004 POP 01-FEB-2023 TO

N/A (SAME AS PREVIOUS LOCATION)

0005 POP 01-FEB-2023 TO

28-FEB-2023

N/A (SAME AS PREVIOUS LOCATION)

1001 POP 01-FEB-2024 TO

31-JAN-2025

N/A (SAME AS PREVIOUS LOCATION)

1002 POP 01-FEB-2024 TO

N/A (SAME AS PREVIOUS LOCATION)

1003 POP 01-FEB-2024 TO

N/A (SAME AS PREVIOUS LOCATION)

1004 POP 01-FEB-2024 TO

N/A (SAME AS PREVIOUS LOCATION)

2001 POP 01-FEB-2025 TO

31-JAN-2026

N/A (SAME AS PREVIOUS LOCATION)

2002 POP 01-FEB-2025 TO

N/A (SAME AS PREVIOUS LOCATION)

2003 POP 01-FEB-2025 TO

N/A (SAME AS PREVIOUS LOCATION)

2004 POP 01-FEB-2025 TO

N/A (SAME AS PREVIOUS LOCATION)

3001 POP 01-FEB-2026 TO

31-JAN-2027

N/A (SAME AS PREVIOUS LOCATION)

3002 POP 01-FEB-2026 TO

N/A (SAME AS PREVIOUS LOCATION)

3003 POP 01-FEB-2026 TO

N/A (SAME AS PREVIOUS LOCATION)

3004 POP 01-FEB-2026 TO

N/A (SAME AS PREVIOUS LOCATION)

4001 POP 01-FEB-2027 TO

31-JAN-2028

N/A (SAME AS PREVIOUS LOCATION)

4002 POP 01-FEB-2027 TO

N/A (SAME AS PREVIOUS LOCATION)

4003 POP 01-FEB-2027 TO

N/A (SAME AS PREVIOUS LOCATION)

4004 POP 01-FEB-2027 TO

N/A (SAME AS PREVIOUS LOCATION)

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

for

Defense Personnel and Family Support Office (DPFSO) Marketing, Advertising, and Fulfillment Services

October 2022

1 INTRODUCTION

1.1 The DPFSO within the Defense Service Support Center Directorate requires a comprehensive fulfillment and fully integrated advertising and marketing service to support the Computer/Electronics Accommodations Program (CAP); Employer Support of the Guard and

Reserve (ESGR); Federal Voting Assistance Program (FVAP); and the Military to Civilian Transition Office’s (MCTO) which includes Yellow Ribbon Reintegration Program (YRRP).

2 BACKGROUND

2.1 This is an ongoing requirement in support of DPFSO programs whose mission is to develop and promote supportive work and voter environments for uniformed service members and US Citizens through outreach, recognition, and educational opportunities that increase awareness of applicable laws, and resolves voter informational gaps and employment conflicts.

2.2 The contractor shall provide supplies and services for on-going sustainment of the DPFSO Fulfillment services program in support of the CAP, ESGR, FVAP, and MTCO missions. As such, the contractor will provide program management and execution services for the Product Items List (PIL). For CAP, these events and services are necessary to carry out CAP’s duties and responsibilities pursuant to the Rehabilitation Act of 1973, 29 U.S.C. § 701 et.

seq.; Executive Order 13548, Increasing Federal Employment of Individuals With Disabilities;

10 U.S.C. § 1151; Department of Defense Instruction (DoDI) 1000.31, Computer/Electronic Accommodations Program (CAP); and DoDI 6025.22, Assistive Technology (AT) for Wounded, Ill, and Injured Service Members, which provides support for an interdependent AT system between CAP, the Military Health System (MHS), and the Recovery Coordination Program. For FVAP, these services are necessary to carry out FVAP’s duties and responsibilities pursuant to the Uniformed and Overseas Citizens Absentee Voting Act, 10 U.S.C. § 1566 and 52 U.S.C. § 20301, which mandates the provision of informational material to the voting public to enhance informed voting decisions. For MCTO, these events are mandated by Public Law 110-181, Section 582, Yellow Ribbon Reintegration Program and DoDI 1342.28, DoD Yellow Ribbon Reintegration Program, which directs the Services to provide information and referral to applicable reintegration programs and services for Service members and their families during the deployment cycle. DoDI 1332.35, Transition Assistance for Military Personnel; Title 10 United States Code, Chapter 58, Benefits and Service for Members being Separated or Recently Separated; and, the Veterans Opportunity to Work (VOW) to Hire Heroes Act of 2011, Title II of Public Law 112-56 (2011), also guide the requirements of the MCTO program. For ESGR, these events are necessary to carry out its duties and responsibilities according to DoDI 1205.22, Employer Support of the Guard and Reserve and DoDI 1205.12, Civilian Employment and Reemployment Rights for Service Members, Former Service Members and Applicants of the Uniformed Services.

2.3 CAP provides assistive technology, accommodations, and access to information and communication technology to individuals with disabilities and wounded, ill, and injured Service members throughout the Federal Government. To carry out its mission, CAP responds to customer needs by providing appropriate and justified assistive technology, accommodations and support services to eligible customers.

2.4 ESGR is a national program whose mission is to develop and promote supportive work environments for Service members in the Reserve Components through outreach, recognition, and educational opportunities that increase awareness of applicable laws. ESGR also resolves employment conflicts between the Service members and their employers. ESGR pursues this mission through recruiting and organizing volunteers to carry the employer support message at the local level. The services obtained through this contract will directly support approximately 3,500 volunteers in the 50 states, the territories of Guam, the Commonwealth of the Northern Mariana Islands (CNMI), Puerto Rico, the U.S. Virgin Islands, and the District of Columbia.

2.5 FVAP’s mission is to support the uniformed Service members and their families as well as overseas citizens with absentee voting. FVAP accomplishes its mission through stakeholder engagement, educational initiatives, and removing obstacles and challenges that hinder successful execution of multi-level election experiences.

2.6 MCTO promotes, advances, and instills a culture of career-ready Service members throughout their Military Life Cycle through career readiness planning and transition assistance, policy, and program oversight. The program enhances existing partnerships and develops new internal and external ones to leverage the capabilities of DoD and these partners to create an environment for a seamless transition for career-ready Service members. In addition, MCTO promotes the well-being of Reserve Component Service members, their families, and communities throughout the military life cycle. MCTO has established itself as the premier resource for readiness, resiliency, and reintegration for the RC community through the coordination of programs and activities of the Military Departments to the extent that they relate to Reserve Component military families.

2.7 YRRP promotes the well-being of National Guard and Reserve Service members and their families by connecting them with resources throughout and beyond the deployment cycle.

Through YRRP, Service members and those who support them have access to programs, services, resources, and referrals to minimize stress and maximize resiliency during all phases of deployment and reintegration.

3 SCOPE

3.1 The Contractor shall provide all personnel, equipment and materials necessary to provide comprehensive fulfillment and fully integrated advertising and marketing services as detailed within this PWS.

3.2 FVAP requirements differ depending on odd and even year timeframes based on election cycles.

3.3 CAP printing and production requirements include expanding quick screens, phoenix-style tabletop retractable banners, tablecloth throws, and tablecloth runners. The business cards, coins, and folders will be ordered on an as-needed basis and differ depending on the need. As needed orders will be made no more than once during each period of performance. The Contractor shall house as needed orders unless otherwise directed by CAP.

4 REQUIREMENTS

4.1 Fulfillment Services. The Contractor shall:

4.1.1 Provide a priced Product Items List (PIL) of items contained in Attachment 1.

4.1.2 Maintain the required supply of PIL items listed in Attachment 1 according to the specification in Attachment 2. Quantities and descriptions are subject to change based on mission requirements. The Government will provide a five-day advanced notice of changes in quantities and descriptions.

4.1.3 Ensure all PIL products comply with the Buy American Balance of Payment Program.

4.1.3.1 Maintain adequate warehouse square footage dedicated to supply, warehousing, and inventory management of PIL product items.

4.1.3.2 Be responsible for the supply, warehousing, inventory management, packaging, and distribution of PIL product items.

4.1.3.3 Maintain a minimum of a 90-day inventory of all CAP, ESGR, and MCTO fulfillment items at all times in accordance with the annual PIL utilization rates in Attachment 1.

4.1.4 Process FVAP tailored mail outs with heavier volumes on election years and lighter volumes during non-election years. Mail-outs shall be sent using FVAP’s paid postage.

4.2 The online ordering system. The Contractor shall:

4.2.1 Ensure the online ordering system only permits orders from authorized individuals. The

Government will provide a written list of DPFSO personnel authorized to place orders using the online ordering system. The online system shall:

4.2.2 Provide six DPFSO administrative accounts, 40 DPFSO general user accounts, and 70 DPFSO field budget user accounts for DPFSO mission program personnel (contractors) who purchase for individual consumer purposes to enhance DPFSO program mission awareness and program utilization rates through outreach, engagement, and mission navigation assistance.

4.2.3 Remain accessible 24 hours per a day 7 days per week.

4.2.4 Accommodate the issuance of personal passwords that contain two-factor authentication for authorized individuals. Password will allow multiple membership levels for user functions, and protection of the system.

4.2.5 Provide a means by which each authorized user can see the balance of their account before and after their order is placed.

4.2.6 Provide an enhanced online ordering system design – for example, the provision of easily identifiable DPFSO programs associated with this acquisition, the utilization of PIL group item listings and their hyperlinks, easy identification of authentication prompts, the provision of a Help function, and the verification of credit card processing accreditation. These are a few examples and not intended to be all-inclusive or to restrict the entrepreneurial creativity of the online system. It is incumbent that the contractor use graphics that are clear and concise.

4.2.7 Ensure online catalog ordering system allows for customer ease-of-use concerning web-based navigational displays and functionality to ensure appropriate user interaction and responsiveness, similar to commercial e-business retail (Business to Customer (B2C)) industry practices.

4.2.8 Monitor online catalog ordering system daily to prevent and correct system deficiencies.

4.3 Fulfillment. The Contractor shall fill orders placed by authorized users. The Contractor shall process, fill, and distribute as follows:

4.3.1 Allow authorized individuals to place orders using a pre-established account or credit card. The online ordering system must allow previews of business cards, awards, letterhead, envelopes, engagement materials, name badges, and complete order.

4.3.2 Process online ordering system orders within 2 business days after approval by the Contracting Officer Representative (COR).

4.3.3 Process only those orders that are within the authorized user’s Not-to-Exceed (NTE) account limit. The government will provide a schedule of accounts together with the NTE limits for each authorized user. For ESGR and YRRP account purposes, alert the COR when the cumulative value of orders charged to a pre-established account reaches 90% of the NTE limit.

4.3.4 Track orders. Assign an in-house traceable order number to each order throughout the entire ordering, accounting, delivery, and invoicing cycle to include back order tracking. Ensure the ordering activity receives order acknowledgement via email.

4.3.5 Provide tracking information to the authorized individual that placed the order.

4.3.6 Process internet payments accurately. Upon discovery of an error, make any necessary corrections within 24 hours

4.4 Process shipments. The Contractor shall prepare, package, ordering system, and ship all materials and awards in accordance with the best commercial practices. Follow all commercial regulations and guidelines for the commercial shipper, or the utilization of postage paid indicia, and customs forms for overseas materials used in the execution of this contract. The Contactor shall comply with the following:

4.4.1 Shipping.

4.4.1.1 Ship in safely packaged commercial cardboard containers or boxes, properly packaged to prevent damage, and by the most cost effective method available that allows shipment tracking, proof of delivery, and number of boxes shipped. Approval from COR is required for any method of shipping that is not the most cost effective and any “expedited” shipping.

4.4.1.2 Use containers that meet generally accepted commercial standards for product shipment by size, shape, type, and product being shipped.

4.4.1.3 Enclose a bill of lading in each container.

4.4.1.4 Ship FVAP’s materials using a United States Postal Service (USPS) postage paid indicia and additional mailing labels for service specific mailings and customs for overseas mailings.

The vendor will print labels using FVAP's template and mail packages postage-paid to specified destinations worldwide.

4.4.2 Mail products to customers no more than seven business days after order processing.

4.5 Respond to Customer Service Inquiries. The Contractor shall:

4.5.1 Provide toll-free telephone customer service and online customer service mechanisms for inquiries regarding order status to include:

4.5.1.1 Provide telephonic customer service between the hours of 8:00 a.m. and 5:00 p.m., Central Time, Monday through Friday, excluding Federal Holidays.

4.5.1.2 Acknowledge online customer service inquiries by the next business day.

4.5.1.3 Resolve each inquiry within two business days of receipt.

4.6 Marketing Services/Projects. The Contractor shall:

4.6.1 Develop, design, print branding, marketing concepts, and provide marketing services, as needed, for government approval. Support will target the National Guard and Reserve Component community, as well as other internal and external stakeholders.

4.6.2 Write and edit materials such as, video, radio, television, public service announcements, pamphlets, brochures, leaflets, wallet cards, posters, banners, etc. for CAP, MCTO,FVAP and ESGR (as permitted by the directives listed in paragraph 2.2) based on specific requirements for such material and its scope as authorized by the COR.

4.6.3 Provide Graphics Design Support Services for DPFSO. Design invitations, flyers, graphic design and production capability for indoor/outdoor banners, foam core mounting of charts and posters, and other graphic arts services. These services will be subject to government approval.

The Contractor shall:

4.6.3.1 Create, alter, and resize print and digital graphics, designs, logos, and other collateral for various print and online publications and social media platforms. Such materials and digital graphics to be produced are:

4.6.3.1.1. Infographic for ESGR’s Year in Review which is scalable for social media platforms (Facebook, Twitter, LinkedIn), and can be posted on ESGR.mil.

4.6.3.1.2. Banner for ESGR’s Facebook, Twitter, and LinkedIn Pages with the possibility of a banner image for ESGR.mil.

4.6.3.1.3. New evergreen social media badges for approximately 15 ESGR award recipients and supporters with consistent design across all items. Badges are for the following awards: Patriot Award, Spouse Patriot Award, Seven Seals Award, Above and Beyond, Pro Patria, Extraordinary Employer Support, Proudly Supporting, Statement of Support, Volunteer of the Year, and Proud Volunteer with the potential to create up to three more awards should a need arise.

4.6.3.2 Provide graphic design services to create or resize ad(s) for various print and online publications using existing imagery, look, and feel of CAP and ESGR tradeshow backdrop and design or similar design. Such graphic design services include three evergreen ads annually to be available on cap.mil or esgr.mil for CAP engagement use or ESGR State Committee use, targeting Service members, employers, and potential volunteers.

4.6.3.3 Modify each evergreen ad for full page, ¼ and ½-page sizing.

4.6.3.4 Modify existing ads for up to eight publications ad specifications or event programs per year.

4.6.3.5 Provide graphic design services for various print publications using existing imagery, look, and feel of CAP tradeshow backdrop and design or similar design. Provide graphic design services for expanded quick screens and tabletop retractable banners.

4.6.3.6 Provide CAP with four banner stands that expand into quick screens with appropriate shipping cases, four Phoenix tabletop retractable banners with appropriate shipping cases, four tablecloth throws, and four tablecloth runners. The contractor will maintain all but two banner stands, phoenix tabletop retractable banner, tablecloth throw, and tablecloth runner at the warehouse. The others will be shipped to the Mark Center for permanent housing. These items may ship as a kit or separately.

4.6.4 Public Affairs Support to DPFSO. The Contractor shall:

4.6.4.1 Develop and maintain targeted media outreach containing a list of military and veteran focused publications, Reserve Component publications, national outlets (printed, radio, and television), and trade publications. Break out lists by state/territory/District of Columbia to make available for each of the 54 ESGR State Committees to use in their public affairs activities.

4.6.4.2 Issue approximately ten ESGR-provided press releases and media advisories per year to military/veteran focused, Reserve Component, national print, radio and television outlets.

4.6.5 Provide conference space booths and exhibit logistics/life-cycle support, which consists of:

the conception of the booth/exhibit product, subsequent approval of the concept by the Government COR, the coordination of booth space(s), shipment as approved by the COR, set-up, tear-down, return shipment, maintenance and proper warehousing and storage of all applicable booths and exhibits.

4.6.5.1 Obtain trade show/conference/workshop space, freight, drayage and performing set-up, peripheral support, recovery, inspection/maintenance, repair and warehousing of all government-owned exhibits and displays. The Contractor is responsible for exhibit manager costs and payment.

4.6.5.2 Design, create, and update display exhibits for tradeshows and other venues, (i.e., conferences, workshops, informational /promotional events) that require exhibits for the DFPSO promotional program events and subject to Government approval.

4.6.6 Use specific displays reserved for national trade shows and events. ESGR and YRRP will provide a schedule of the selected national trade shows. The Contractor shall coordinate and manage all matters concerning show services. Displays shall be shipped to and from events and all components shall be refurbished to maintain professional appearance and function.

4.6.6.1 ESGR will require support for six national events.

4.6.6.2 YRRP will require support for one event.

4.6.6.3 For events not requiring event management services, DPFSO program volunteers and staff will utilize authorized access to a Display Loaner Program through the vendor online ordering system. DPFSO/CAP/ESGR/YRRP authorized individuals will submit an event request through the vendor online ordering system information system. The Contractor shall ship the requested display with return labels. Upon return of the display to the vendor, the vendor shall complete any required refurbishment. DPFSO estimates that CAP will require Display Loaner services for 15 field events, 20 ESGR events, and 15 YRRP events per year. CAP, ESGR, and YRRP events will be staffed by their program personnel.

4.6.6.4 All products designed, printed, and/or modified otherwise produced for the purposes of performance of these PWS requirements will become the property of the US Government and shall be transferred at the direction of the Government.

4.7 Patriot Award Certificates. Assemble Patriot Award certificates once a Government nomination is submitted online. The Patriot Award certificate will be matted, assembled in DPFSO approved award padded padfolios, and shipped to the designated ESGR Representative.

This requirement consists of approximately 1,000 customized certificates monthly. The Patriot Award process shall be complete and shipped within 10 business days of receipt of the nomination.

4.7.1 Provide padded padfolio award certificates and/or individual recognition items such as trophies or plaques, as requested by the customer and approved by the COR. Design, create and provide certificates and merit awards, as well as padded padfolio, for DPFSO. DPFSO provided awards and certificates include: The Above and Beyond Award, Seven Seals, and State Award, all of which are certificates. Trophies, plaques or pins: Time in Service (pin), Pro Patria Award (trophy), Spirit of Volunteerism (trophy), ESGR Lifetime Achievement Award (trophy), Freedom Award, ESGR, Executive Director and National Chair Coins, and any others as required. Padfolio award certificates include the Patriot Award. The contractor must support all 54 State/Territory ESGR Committees with one distribution area in each State/Territory with the exceptions of California, New York, and Texas, which shall have two distribution areas. The COR will provide the State Committee approved list to the contractor.

4.7.2 Provide up to eight additional tailored awards requiring the direction and approval of the government; design, create and provide certificates and awards, as well as padded padfolio, for

DPFSO.

4.8 Reports

4.8.1 Monthly Status Reports. Provide monthly contract status reports and meeting recap reports to the COR for DPFSO. The reports shall include status of projects, date requested, expected date of completion, actual completion date and any other pertinent information ordering receipts, inventory reporting, and return and delivery status.

4.8.2 Fulfillment Reports. Prepare and provide monthly fulfillment activity reports to the COR for DPFSO programs. The reports shall include each of the following:

4.8.2.1 Report detailing orders placed during the month by Headquarters DPFSO, and each Voting Assistance Office worldwide.

4.8.2.2 Awards Reports including Patriot Award nominations fulfilled to include Service Branch and State/territory all the other ESGR mission related awards.

4.8.2.3 Inventory Reports

4.8.2.4 Ordering Receipts

4.8.2.5 Freight Shipping Reports

4.8.2.6 CLIN Summaries

4.8.2.7 Reconciliation Reports

4.8.2.8 Return and Delivery Reports

4.8.3 Fulfillment Reports. Prepare and provide monthly fulfillment activity reports to the COR for each of the following:

4.8.3.1 Committee Budget Reports for 54 State/Territory Committees detailing the balance of funds for each State Committee.

4.8.3.2 Monthly Regional Report detailing orders placed during the month by Headquarters DPFSO, and each committee in each of the four (4) regions (Attachment 3), New Member Count Reports, and New Member Lists.

4.8.4 Prepare reports in Microsoft Excel format and make available and/or distribute electronically to the COR and HQ personnel as defined by the COR, such as CAP and FVAP administrators.

4.9 Provide Transition of Contract Services:

4.9.1 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 30-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 DPFSO representative(s) familiar with the committees, their current operations, workload status, and outstanding functions or orders pending completion. Within the phase-in period the Contractor shall have completed and successfully tested its supply source and distribution channels, and ensure that the on-line ordering system is fully functional for ordering and record keeping. The Contractor’s electronic ordering and recordkeeping interface shall be capable of generating a sample report that tracks a mock order, the associated shipping and receiving dates and the receipt acknowledgment. The Contractor shall also use this time to observe and ask questions regarding the fulfillment procedures of the incumbent Contractor’s operation. Additionally, the Contractor shall obtain a minimum of 90 days inventory from the approved Product Items List. The contractor shall obtain all on-hand balances of inventory from the incumbent facilities in Wichita, KS following a final joint inventory (i.e. new and incumbent contractor and the government representative) during the transition period. Additionally, the contractor will receive initial warehouse stock of Voting Assistance Forms from FVAP.

4.9.2 Phase-Out: In the event that a follow-on contract is awarded to a new Contractor, DPFSO 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 30-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. Inventories of DPFSO supplied material shall be conducted jointly with the COR, the incoming contractor, and the incumbent Contractor. After which, inventory will be transferred from incumbent facility to new Contractor facility. Any discrepancies identified during these inventories shall be noted in writing to the COR for resolution. The 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.

4.10 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.

4.11 Provide an initial contact roster within 14 days of award.

5 DELIVERABLES

5.1 The Contractor shall provide deliverable(s) in a format mutually agreed upon by the Government and the Contractor. All deliverables will be reviewed for timeliness, accuracy and format. If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last workday prior to the due date. In fulfillment of this effort, the Contractor shall provide the following deliverables to the COR.

Deliverable PWS para Delivery Date

Product Item List (PIL)inventory list 4.1

Not Later Than (NLT) 30 Days after contract award

Monthly Contract Status Report 4.9.1 NLT the 6th of each Month

Monthly Meeting Status Report 4.9.1 NLT the 6th of each Month

Monthly DPFSO Programs Fulfillment Report

4.9.3 NLT the 6th of each Month

Monthly Committee Budget Report 4.9.3.1 NLT the 6th of each Month

Monthly Regional Report 4.9.3.2 NLT the 6th of each Month

System Security Plan

(SSP)

8.21.1 NLT 30 days after award

DoDI 8140 Cyber Workforce Certificates

8.28 NLT 30 days after award

Employee Training Certificates

16.3 NLT 30 days after award

6 ANNUAL SERVICE CONTRACT REPORTING (SCR)

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via SCR which has replaced the legacy Enterprise Contractor Manpower Reporting Application (ECMRA). SCR is located in in the System for Award Management (SAM) (https://sam.gov). 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, the reporting period for contractors in SAM is generally open from mid-October to mid-December for reporting against the prior government fiscal year, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Department of Defense.

7 CONTRACTOR TRAVEL

7.1 Occasional travel is required. All travel shall be approved in advance by the COR or CO.

Contractor travel reimbursement claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts). No fee or G&A shall be applied to travel costs; only actual costs will be reimbursed. Failure to provide appropriate documentation may result in a loss of reimbursement of travel expenses.

8 SECURITY

8.1 Personnel Security. Contractor personnel who, in order to perform the work specified under the contract, will require access to space, information, information technology systems, staff, or other assets of the Federal Government; including, personnel requiring a DoD credential, also known as the Common Access Card (CAC) for physical and logical access to federally controlled facilities and or information systems (IS) are required to obtain and maintain the appropriate background investigation (BI) and adjudication or suitability determination in accordance with DODI 5200.02-DoD Personnel Security Program (PSP). .

https://sam.gov/

8.2 Cybersecurity Background The Defense Manpower Data Center (DMDC) Director is the appointed Chief Information Officer (CIO) and Authorizing Official (AO) for Defense Human Resources Activity (DHRA) managed systems and applications. DPFSO is a Directorate within DHRA and falls under the oversight of DMDC for all IT system portfolio management and cybersecurity. DMDC’s role is to provide IT strategy, guidance, policy, oversight, and reporting for all DHRA systems. This is done in coordination with DPFSO. The contractor shall support DPFSO with the executing of activities/tasks to meet the requirements to develop and maintain DoD system and applications in accordance with DoD, DISA, DHRA, DMDC, DSSC, and DPFSO policies, directives, instructions, processes, procedures, and guidance. Cybersecurity requirements apply to all contractor that have Information Technology (IT) systems or applications that receives, processes, ordering systems, displays, or transmits DoD information.

Contractor will ensure IT systems or application will be acquired, configured, operated, maintained, and disposed of consistent with applicable DoD cybersecurity policies, standards, and architectures.

8.3 All personnel on this contract will be designated a Critical-Sensitive, or Non-Critical Sensitive position for UNCLASSIFIED IT Level II or IT Level I access as determined by the Government per position responsibilities. The contractor shall assure that individuals assigned to the positions of this contract, as determined by the Government, have completed the designated Tier BI or equivalent according to the Defense Counterintelligence and Security Agency (DCSA) and The Office of Personnel Management (OPM) investigative alignment.

8.3.1 Provide personnel already vetted or able to undergo a background investigation (BI) according to Department of Defense (DoD) regulations. The BI must meet or exceed the sensitivity designated by the Government.

8.3.2 Prior to requesting access to DHRA sponsored resources (e.g., DoD ID/CAC, Computer, Systems, email or facility), the appointed contractors will be expected to already have sufficient background that meets the contract requirements. At minimum the contractor have obtained interim eligibility from the Department of Defense (DoD) Consolidated Adjudications Facility (CAF) or interim IT-I/IT-II/IT-III Position of Trust eligibility sponsored by the DHRA-DEOC Security and approved by the Defense Logistics Agency (DLA) Personnel Security (PERSEC). Eligible interim Position of Trust personnel expectations include, but are not limited to:

8.3.2.1 Contractor also known as the Applicant shall have completed all personnel security requirements as specified by DHRA-DEOC Security and DLA

PERSEC.

8.3.2.2 The interim sponsored contractors are expected to comply with all investigative and adjudicative requirements, which includes responsiveness to time-sensitive requests (e.g., interview(s), additional information or clarification) from the DLA PERSEC, investigator or the adjudicative agency (DoD CAF).

8.3.2.3 Attained a favorable eligibility to the designated BI.

8.3.2.4 If at any time, any Contractor personnel are unable to obtain/maintain an adjudicated Tier BI, the Contractor or Program Manager shall immediately notify the COR and coordinate removal of such a person from work under this contract.

8.3.3 The DHRA-DEOC Security and DLA PERSEC will use reciprocity to the maximum extent possible, and if necessary will request re-adjudication by the (DoD) Consolidated Adjudications Facility (CAF) to support the DoD standards. Reciprocity consideration includes verifying break in service longer than 24 months as a US Military, US Civilian or Contractor from the last favorable investigation.

8.3.4 The BI process for designated Contractor employees supporting this contract shall be initiated immediately after contract award and shall be completed prior to the end of the transition period. Submit a request and list of personnel for security investigation to the DoD Government Security Office point of contact(s) -to be provided by the COR- NLT five (5) business days after contract award.

8.3.5 Submit confirmation via contractor-generated email to the COR NLT five (5) business days after submission of the request and list of personnel to the Government Security Office.

8.3.6 It is the responsibility on the contractor to ensure that its employees and sub-contractors (if applicable) comply with DHRA and DLA PERSEC Security requirements.

8.3.7 All contractor/subcontractor personnel must be U.S Citizens. This includes personnel who bill the DoD Government for goods or services or that are assigned or working on the contract at any remote sites.

8.3.8 Contractor personnel with Tier background investigation who are assigned to perform work under this contract shall be suitable to obtain a DoD Credential, also known as the Common Access Card (CAC). The cost is borne by the Government. All CAC applicants must meet the minimum HSPD-12 security requirements with favorable FBI fingerprint check and open Tier BI, which meets job, functions or need-to-know for access.

8.3.9 Personnel assigned to perform work under this contract may require access to

Government resources (e.g., websites requiring CAC, Public Key Infrastructure [PKI], local badges, Contractor CACs and facility specific identification badges).

Personnel required to obtain a CAC may be issued GFE (e.g., computer/laptop, etc.).

8.3.10 Provide a list of all contractor personnel requiring entry to on-site staffed locations/installations to the QAE and the COR NLT 60 calendar days prior to the service start date. List shall be submitted via contractor-generated email and include the individuals’ full name, aliases, Social Security Number (SSN) (if applicable), and home address and shall indicate the location(s) which each individual will require entry.

8.3.11 Provide personnel capable of obtaining and maintaining access to all DoD installations/Military bases by utilizing the appropriate personnel identification/force protection system applicable at each site/location. The cost to obtain and maintain base access shall be borne by the Contractor.

8.4 Off boarding. If at any time, any Contractor personnel requiring a CAC are unable to obtain/maintain an adjudicated Tier BI, the Contractor shall immediately notify the COR and coordinate removal of such a person from work under this contract and replace the individual with appropriate level background investigation knowledge, skill and ability (KSA) set to do the job.

8.4.1 As the contractor replaces employees or upon completion of the contract, relocation or termination of an employee, or upon request from the COR in accordance with facility information and security policies. The contractor shall submit the outgoing employee’s installation access and return all CACs/badge(s)/identification card(s) immediately to the local Installation Access Control Office or Government Security Office.

8.4.2 Submit confirmation via contractor-generated email to the QAE and the COR within three (3) business days of turning in the outgoing employee’s access badge/identification card(s). The confirmation email shall include the employee name, location(s)/installation(s) and date the installation access badge/identification card(s) were turned in to the local Installation Access Control Office or Government Security Office.

8.4.3 The Contractor Personnel list shall be updated within three (3) business days of changes or every 90-calendar days whichever comes first.

8.5 Access to Sensitive Information. To the extent that the work under this contract requires the

Contractor to have access to DoD sensitive information the Contractor shall after receipt thereof, treat such information as confidential and safeguard such information from unauthorized use and disclosure. The Contractor agrees not to appropriate such information for its own use or to disclose such information to third parties unless specifically authorized by the Government in writing.

8.5.1 The Contractor shall allow access only to those employees who need the sensitive information to perform services under this contract and agrees that sensitive information shall be used solely for the purpose of performing services under this contract. The Contractor shall ensure that its employees will not discuss, divulge or disclose any such sensitive information to any person or entity except those persons within the Contractor’s organization directly concerned with the performance of the contract.

8.5.2 The required investigation shall be completed or interim access granted for individuals assigned to sensitive duties.

8.6 Position of Trust Requirements. The Defense Counterintelligence and Security Agency

(DCSA) and The Office of Personnel Management (OPM) offers Tier background investigations (BI), Tier-1 (T1)/Tier-3 (T3)/Tier-5 (T5) for Position of Trust (POT) determination. The T5 being the most stringent investigation and T1 being the least stringent.

The Government is responsible for the cost of POT or sponsor a DoD-determined equivalent background check for UNCLASSIFIED access. A BI equivalency will be according to the investigative alignments offered by the Office of Personnel Management and the Defense Counterintelligence and Security Agency (DCSA) here, https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designation_Investigati on_Type_Chart_Sept_2017.pdf

8.6.1 The DoD BI for Position of Trust determination requires fingerprints, proof of US

Citizenship and a Personnel Security Questionnaire (PSQ) on the Standard Form (SF) 85/86 using the Electronic Questionnaire for Investigations Processing (eQIP) and if required, an OF306. The Contractor employees shall provide all requested information pursuant to the Privacy Act of 1974 when requested by the Government. The Government Security Office will provide instructions according to the individual case and Tier BI to access the eQIP system. For information visit: eQIP: https://www.dcsa.mil/is/eqip.

8.6.2 The Position of Trust applicants under this contract must obtain at a minimum interim eligibility from the Defense Logistics Agency (DLA) prior to the assignment and performance of sensitive duties. All POT applicants must comply with the respective agency conducting the investigation and obtain a favorable adjudicated determination from the DoD CAF.

8.7 Information Technology (IT) Level Investigation Requirements. Contractor personnel, who perform work on sensitive networks, IT systems or applications, will be required to obtain and maintain the appropriate investigation and adjudication determination. The Contractor shall assure that individuals assigned to the positions determined by the Government, undergo the respective BI and have obtained the proper eligibility, based on job function or tasks performed by the contractor personnel.

8.7.1 All DMDC Information Systems users must adhere the DMDC Account

Management Policy and pre-account activation security requirements at minimum:

• Meets or exceeds appropriate level of background investigation;

https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designation_Investigation_Type_Chart_Sept_2017.pdf https://www.dcsa.mil/Portals/91/Documents/pv/GovHRSec/Position_Designation_Investigation_Type_Chart_Sept_2017.pdf https://www.dcsa.mil/is/eqip

• Take the Cybersecurity Awareness Training and provide certificate of completion;

• Take the Personal Identifiable Information (PII) Training, and provide certificate of completion;

• Sign the Account Acceptable Use Agreement;

Standard or Privileged depending on the access;

• Completed System Authorization Access Request (SAAR), DD Form 2875 Standard or Privileged depending on the access.

8.7.2 The designation of one of three IT access levels, IT-I/IT-II/IT-III will determine the access level needed to perform work on the DoD IT Systems/Networks. The IT access level is designated based on the IT system/network requirements according to the DoD Cyber, Security Technical Implementation Guides (STIGs) and the individual contractor’s job functions, which may include, but not be limited to the following for all DHRA IT systems/Applications:

8.7.3 IT- I – Privilege – High Risk: All personnel in positions in which the individual is responsible for the planning, direction, and implementation of a computer security program. Significant involvement in life-critical or mission-critical systems or relatively high risk for causing grave damage to National Security.

8.7.4 All personnel identified in one or of the job, functions or roles described here must complete Tier-5 (T5) BI. Tier 5/Tier 5R for Special-Sensitive/Critical- Sensitive role. Roles may include, but is not limited to:

• Enterprise Administrator

• Domain Administrator (AD Admin)

• Server or System Administrator

• Network Administrator

• Desktop/Workstation Administrator

• Database Design and Administration

• Database – System DBA (Sudo to Oracle, Remove Logs, Modify items that change STIG posture)

• Database – Application DBA (Select / add / update data, can deploy objects: SQL types, packages, triggers, etc.)

• Application Administrator

• Web Design and Administration

• Other: Positions with major responsibility include the direction, planning, design testing, maintenance, operation, monitoring, and/or management of systems hardware and software; or, can access a system during the operation or maintenance. (e.g., privileged access and/or systems security oversight).

8.7.5 IT-II – Authorize – Moderate Risk: All personnel in positions in which the individual is responsible for the-direction, planning, design, operation, or maintenance of a computer system, and whose work is technically reviewed by a higher authority of the IT-I to ensure the integrity of the system. All personnel identified in one or of the job, functions or roles described here must complete a Tier 3/Tier 3R for Noncritical-Sensitive role. Roles may include, but is not limited to:

• Access to and/or processing of proprietary data, information requiring protection under the Privacy Act of 1974.

• Those with the ability to aggregate and extract data en masses from an automated records repository containing PII.

• Other positions designated by the Agency head that involve a degree of access to a system that creates a significant potential for damage or personal gain less than that in IT-I positions.

8.7.6 IT-III – Other – Low Risk: All other non-sensitive determined low-risk positions involved in computer activities requiring a Common Access Card (CAC) to access. Positions designated by the Agency head that involve a degree of access to a system that creates minimum to low damage less than that in IT-II positions. For IT-III, designations at minimum shall obtain a favorable Tier-1 (T1) or equivalent BI for Non-Sensitive roles.

8.7.7 In establishing the IT categories of positions, other factors may enter into the determination, permitting placement in higher or lower categories based on the Agency's judgement as to the unique characteristics of the system or the safeguards protecting the system.

8.7.8 IT-Level position category designation does not imply or convey access to classified information. Instructions for access to classified information, if necessary, will be included on the DD Form 254 attached to this contract.

8.8 Personal Identifiable Information (PII) and Tier Investigations. All personnel requiring

Information Technology (IT) or access to DoD Information Systems that contain military active duty, guard, or reservists’ personally identifiable information (PII) or information pertaining to Service members that are otherwise protected from disclosure where such access has the potential to cause serious damage to national security. Access to PII data, include, but is not limited to the abilities and capability according to the job functions.

8.8.1 The Contractor shall report immediately to the DHRA Privacy Office and secondly to the COR discovery of any Privacy breach.

8.8.2 Tier 5/Tier 5R for Special-Sensitive/Critical-Sensitive – High Risk: All personnel with administrative capabilities in a system storing PII, personnel security investigations or adjudication determination requires a Tier-5 (T5) BI.

8.8.3 Tier 3/Tier 3R for Noncritical-Sensitive – Moderate Risk: All personnel with the ability to aggregate and extract military PII en masses from an automated records repository requires at a minimum, a favorably adjudicated Tier-3 (T3) BI or equivalent.

8.8.4 Tier 1 for Non-Sensitive – Low Risk: All Personnel whose access to military PII is limited to data entry or singular search capability require, a minimum, a favorably adjudicated Tier-1 (T1) BI.

8.9…