SAPRO_D-SAACP_PWS Final.pdf

Performance Work Statement (PWS)

For Defense Sexual Assault Advocate Certification Program (D-SAACP)

1.0 INTRODUCTION

The Sexual Assault Prevention and Response Office (SAPRO) requires contract support services to administer the DoD Sexual Assault Advocate Certification Program (D-SAACP) to ensure the highest standards, ethical practice and professional core competencies are met and maintained by the Departments sexual assault response workforce (SARW) personnel. This includes management of all certification applications to include initial, renewals, suspensions, revocations, and reinstatements for SARW performing direct and indirect services to victims of sexual assault as detailed within this PWS.

The D-SAACP recognizes the critical support Sexual Assault Prevention and Response (SAPR) Program Managers (PMs), Sexual Assault Response Coordinators (SARCs), and Sexual Assault Prevention and Response (SAPR) Victim Advocates (VAs) provide to individuals in the military affected by sexual assault from initial report through case conclusion, or until the point the victim no longer requires assistance. SAPR PMs, SARCs, and SAPR VAs certified through D- SAACP will join a growing field of nationally certified civilian victim advocates who are trained and committed to upholding the highest standards of victim care and privacy. All SARW personnel who provide direct victim assistance or have access to the Defense Sexual Assault Incident Database (DSAID) will be subject to the Department of Defense Instruction (DoDI)

6495.03 “D-SAACP,” as issued by the Department. Specialized education and experience for civilian employees will align with Office of Personnel Management (OPM) qualification standards and Executive Order 13932.

2.0 BACKGROUND

The Department of Defense (DoD) Sexual Assault Prevention and Response Office (SAPRO) represents the Secretary of Defense as the central authority charged with preventing sexual assault in the military and facilitating recovery for survivors. SAPRO’s mission is to promote military readiness by reducing sexual assault through prevention, advocacy, and execution of SAPR program policy, planning, and oversight across the DoD Community.

In accordance with Section 1725, the National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2014 (Public Law 113-66),10, the D-SAACP will continue to serve as the program established by the Department to standardize sexual assault response to victims and professionalize victim advocacy roles of specified positions within the SARW. Personnel within the SARW who provide direct victim assistance or have access to victim data through DSAID will be required to obtain and maintain D-SAACP certification as a condition of employment in accordance with DoDI 6495.03.

In February 2021, at the direction of President Joseph Biden, Secretary of Defense (SD) Lloyd Austin III launched the Independent Review Commission on Sexual Assault in the Military (IRC-SAM) to recommend new Sexual Assault Prevention and Response (SAPR) approaches.

The IRC-SAM requires fundamental changes to the structure, staffing, required competencies, and skill proficiency of the SARW. As result, the Department has established a framework for the development and deployment of a highly skilled and specialized DoD functional community of practice in furtherance of the Department’s vision and requirements for victim assistance in the U.S. military and as described in the 2022 National Defense Strategy.

Eligibility for D-SAACP certification is met after completion of the requisite foundational training requirements, including core occupational and leadership development competencies required by DoD policy, as applicable. Additionally, the SARW also has D-SAACP certification requirements with specific victim assistance core competencies that apply to the full range of sexual assault response, case management, and victim advocacy duties. The D-SAACP includes four progressive levels of certifications, where the eligibility is based upon established minimum requirements. The certification of the SARW is guided by a Competencies Framework, which identifies and organizes the core knowledge, skills, and attitudes for performing sexual assault victim advocacy. Together, the certification of the SARW, the Competencies Framework, and core training standardize the knowledge and skills required and further professionalize the roles of the SARW for effective sexual assault response across the Department.

After receiving an initial D-SAACP certification, SARW personnel are required to maintain and sustain their certification through DoD-approved ongoing professional development training courses and supervisory oversight that increases and improves their competency and proficiency in providing direct victim services. Requisite training hours will be obtained through a combination of classroom instruction, developmental assignments, and supervision. The degree to which these sexual assault response personnel demonstrate these competencies will vary based on their position.

The D-SAACP currently implements the IRC-SAM recommendations using a manual solution on a static system. Enhancing and streamlining the D-SAACP will increase the efficiency of data analysis, expand certification management capabilities, increase the efficiency of the hiring and certification process, and improve workforce data and decision-making capabilities. Based on the meaningful development of certification and certification business enterprise architecture requirements and business case scenarios, DoD will modernize the D-SAACP to meet current and future needs to strengthen the efficiency of the D-SAACP certification requirements.

Establishing an automated solution would more effectively implement IRC-SAM recommendations, efficiently handle large amounts and multiple types of data, and increase versatility in categorizing and structuring data management. Additionally, an automated capability would allow a multiple-user interface to improve how workforce personnel manage their certification, applications, renewals, and submissions. None of this is possible with the current solution. The intent of the modernization initiative is to provide improved D-SAACP and SARW data systems and processes in order to eliminate manual data rework, reduce inefficient work processes, and improve data quality and timeliness rates.

3.0 SCOPE

The Contractor shall provide a nationally recognized credential to DoD personnel providing direct services to U.S. Military sexual assault victims in accordance with Department of Defense

Instruction (DoDI) 6495.03, dated February 2020 or most current iteration, to include initial, renewal, suspension and revocation packets, and educational subject matter expertise for authorized personnel within the SARW who provide direct victim assistance or have access to victim data through DSAID required to obtain and sustain D-SAACP certification as a condition of employment in accordance with DoDI 6495.03. The capacity to develop, scenario-driven training modules with measurable assessments that provide continuing education units (CEUs) for D-SAACP specific competencies as required by the government. Host deliver approved webinars and in-person trainings related to sexual assault response in the military. Support the Department’s D-SAACP modernization and defense business solutions to meet current and future needs to strengthen the efficiency of the D-SAACP certification requirements.

4.0 REQUIREMENTS The Contractor shall:

4.1 Contract Management. Provide a point of contact within three days of award who will be responsible for the overall management of the contract performance and be the Contracting Officer’s Representative (COR) main Point of Contact (POC).

4.1.1 The POC must be reachable by phone and/or email during normal Government business hours which are 7:30 am until 4:30 pm EST Monday through Friday.

4.1.2 The POC and COR will agree upon a weekly communication schedule to maintain constant communication between DoD SAPRO and the Contractor.

4.1.3 The contractor shall utilize SAPRO’s standard communication software for team-based meetings, and create and maintain an up-to-date collaboration site within SAPRO’s cloud-based environment including, but not limited to, the following information:

• Project documentation library that preserves the history of each document.

• Links to necessary schedules, tasks, and plans.

• Up-to-date assignment and contact lists for each product and project.

• Project Management artifacts.

• Agenda, meeting minutes documentation, and summaries for all meetings or conferences attended, as well as meeting minutes for all D-SAACP IPR, Monthly Status Report MSR, or other events.

• Up-to-date assignment and contact lists for each product and project.

4.2 D-SAACP certification management. The contractor shall:

4.2.1 Perform D-SAACP certification application management process, to include receiving, reviewing, analyzing, tracking, processing approvals, and issuing certifications to SARW applicants from the Military Components (ie. Navy, Army, Marine Corps, Air Force, Space Force, National Guard) per relevant Department policies and regulations in Section

16, until otherwise replaced or superseded. D-SAACP certification application management does not apply to DoD Field Activities (DAFAs) or applicants not affiliated with the DoD SAPR program. All applications must be reviewed and processed within 120 days of receipt in compliance with all relevant Department regulations and standards.

4.2.2 Develop and deliver for Government approval, standardized guidelines for the review and approval process of certification applications for each D-SAACP level.

4.2.3 Administer the standardize certification management procedures and protocols approved by Government in accordance with the Department’s D-SAACP and relevant civilian personnel policies and regulations.

4.2.3.1 Implement the Department’s established D-SAACP levels for all certification applications in alignment with the National Advocate Credentialing Program (NACP) or equivalent standards.

4.2.3.2 Ensure all applications are from Sexual Assault Response Workforce (SARW) personnel (ie. SARCs, SAPR VAs, SAPR PMs) from the Military Components

(ie. Navy, Army, Marine Corps, Air Force, Space Force, National Guard).

4.2.3.3 Ensure all applications submitted are using the Department’s official D-SAACP Application forms as listed at DoDI 6495.03, until otherwise replaced or superseded by the Department.

4.2.3.4 Ensure new and renewal applications comply with D-SAACP per relevant Department policies and regulations in Section 16, until otherwise replaced or superseded, adjudicating discrepancies where possible, prior to submission to the certifying Board.

4.2.3.5 Ensure new applicants provide documentation of the required DoD-approved initial training requirements, no substitution of training will be accepted, per relevant Department policies and regulations in Section 16, until otherwise replaced or superseded, prior to submission to the certifying Board.

4.2.3.6 Ensure applicants from other military Services or programs (eg. USCG, Family Advocacy Program) who were hired with a current and verified credential from NACP, or equivalent, are approved for D-SAACP certification, for a period not to exceed 6 months, until applicant provides evidence of completing DoD-approved initial training per relevant Department policies and regulations in Section 16, until otherwise replaced or superseded.

4.2.3.7 Verify applicants have met the minimum continuing education units necessary to maintain and renew their certification per the per relevant Department policies and regulations in Section 16, until otherwise replaced or superseded, prior to submission to the certifying Board.

4.2.4 Mail approved certification packets in the most cost-efficient means possible, as appropriate or otherwise replaced by an automated business solution, to ensure best efforts are made to facilitate delivery to designated address as stated in the application packets.

4.2.4.1 If certification packets are returned, confirm address and resend to corrected address one time. If unable to deliver on second try, forward certification packets to the Military Services SAPR Program Managers on a quarterly basis.

4.2.4.2 Contractor shall provide approved new and renewal certification packets which will include: An official wallet-sized card; An official D-SAACP certificate; An official confirmation letter and an official letter from the Director of SAPRO as approved by SAPRO.

4.2.4.3 Provide applicants notification of application approval status electronically.

4.2.5 Contractor, in coordination with SAPRO, has the authority to manage, oversee, and execute requests to modify SARW personnel’s certification status due to changes in employment status, alleged disciplinary actions, adverse actions, and/or ethics violations as defined by DoDI 6495.02 and 6495.03, and relevant Department policies and regulations in Section 16, until otherwise replaced or superseded.

4.2.6 After the certifying board reviews the official report findings from a completed inquiry or investigation provided by the Service, the Contractor will take appropriate action, which may include:

• Suspension of duties (administrative)

• Suspension of certification (temporary)

• Revocation of certification (permanent)

• Reinstatement of certification

• Recommendations for administrative corrective actions/measures.

• Other actions deemed necessary to uphold the D-SAACP Code of Ethics and relevant Department ethical standards.

4.2.7 Contractor will address all matters related to disciplinary actions and ethics violations with strict confidentiality, except where disclosure is mandated by law or necessary for the enforcement of disciplinary actions or corrective measures.

4.3 Annual review board schedule. The contractor shall:

4.3.1 Conduct eight (8) review boards annually. Due to this periodicity, adhoc review capabilities will not be established.

4.3.2 Provide a total of two annual schedules reflecting eight (8) reviews per year, no later than 45 days after contract award.

4.4 Training and curriculum approval. The contractor shall:

4.4.1 Contractor, in collaboration with DoD SAPRO, will review and pre-approve all initial core and continued educational training curricula for SARW personnel, to include delineation of categories for training, minimum educational units, and procedures for verification of training completion to ensure alignment with NACP or equivalent certification standards.

4.5 Online webpage capability. The contractor shall:

4.5.1 In coordination with DoD SAPRO, support development of a dedicated, Government branded and approved D-SAACP web page that is mobile optimized, Section 508 compliant, and in alignment with DoD policies and regulation for individuals to access D-SAACP information quickly and easily on computers, smart phones and tablets;

4.5.1.1 A Microsoft Word copy of proposed website content to reflect the current version displayed online. Copies are due within 15 days of award of contract and within 15 days of making any changes.

4.5.1.2 Obtain the Government's approval to publish revised web content regarding requirements contained in this PWS, as outlined below, utilizing Government approved graphics, templates and documents.

4.5.1.3 Website layout, content, art, design, and site rating functionality updated bi-annually to ensure accuracy of content, functional links, and user-friendly layout.

4.5.1.4 Bi-annual update will also include a summary of all ad-hoc changes requested by the Government during the previous 6- months.

4.6 Maintain D-SAACP Insurance. The contractor shall:

4.6.1 Maintain professional liability insurance in matters of the Board Committee member support and D-SAACP certification decisions.

4.6.2 Provide documentation to COR Within 10 days of award contract and within 15 days of making any changes.

4.7 Emergency Operations Plan. The contractor shall:

4.7.1 Submit an emergency operations plan for Government approval no later than 45 days after contract start date.

4.7.2 The plan will detail technical, staffing and communications steps that will be taken in the event one or more services is unavailable due to emergencies, planned maintenance, or technical outages. The emergency operations plan template will be provided by the Government.

4.8 D-SAACP Redundancy Plan. The contractor shall:

4.8.1 Submit a D-SAACP redundancy plan for Government approval no later than 60 days after contract start date.

4.8.2 The plan will detail technical, staffing and communications steps that will be taken to inform Government and SARW personnel in the event the capability to access, download and process D-SAACP applications is affected.

4.9 D-SAACP Work Breakdown Structure (WBS). The contractor shall:

4.9.1 Provide a Work Breakdown Structure (WBS) to accomplish the project objectives and create the required deliverables in accordance with the PWS no later than 10 business days after Award. Template will be provided by the Government. The WBS shall define each of the tasks required to complete the work, identify individual responsibilities, and describe output, timelines for completion and performance standards. The WBS shall identify final completion dates and progress milestones for tasks and provide a basis for monitoring and evaluation of the contractor’s performance. The WBS shall provide the capability to break the scope into manageable activities, assign responsibility to deliver the project scope, and establish methods to structure the project scope into a format that improves visibility for management.

4.10 Data Collection, Assessment Support, and Reports. The Contractor shall:

4.10.1 Support design of “to-be” business processes for each new capability by informing the following activities:

• Interviewing of users

• Translation of the Concepts of Operation into business processes

• Development of “to-be” business process models

• Validation of business process models with subject matter experts and revise as necessary

4.10.2 Support design of the future state capabilities by informing the following activities:

• The “to-be” business processes

• The business rules, logic, algorithms, and computations required to support the automation capability identified

• Validation of the business rules, logic, algorithms, and computations with subject matter experts

• Document the future state design

4.10.3 Respond to ad hoc research requests to include, performing special studies, conducting data research, and responding to inquiries (internal and external) about D-SAACP .

4.10.4 Monthly Status Report: The Contractor shall deliver monthly status reports no later than the 10th day of the month The Contractor shall submit a MSR for the previous month to the Contracting Officer Representative (COR) in accordance with the Deliverables Table in Section 5 of this PWS. The report should include data of sufficient detail to monitor the completion of work products against progress as documented in the PWS:

• Performance metrics

• Schedule

• Up to date Project Plan

• Milestones achieved or missed

• High Level Summary

• Percent of Work Completed

• Status of each certification request by applicant name and DoD Identification Number (EDIPI)

• Type and level of certification

• Current status of an application

• Proof of submission of documentation of approved training and all other training requirements

• Precise command location, as defined on the D-SAACP Application Form, of new and renewing applicants

• Requests for suspension of duties, suspension of certification, revocations, and reinstatements

• Number of new applicants

• Military Service affiliation of applicant

• Number of and specific applications pending approval

• Number of and specific applications incomplete and in abeyance

• Number of and specific applicants approved

• Number of and specific applicants who have changed Levels

• Number of and specific applicants who have requested Specialization

• Number of and specific applicants who renewed their applications

• Number of and specific applicants who have been denied

• Number of and specific applications closed

• Number of and specific applications expired

• Number of and specific applicants whose certifications have been suspended

• Number of and specific applicants whose certifications have been revoked

• Number of and specific applicants whose certifications have been reinstated

• Number of and specific applicants by precise command location

• Number of and specific applicants whose certifications will expire within 60 days

• Number of times an applicant has submitted a renewal application and level

• Number of curriculum reviews

• Briefings, webinars and participation in working groups performed

• Training provided, type, and location

• Number of boxes of records transferred to NARA approved facility

• Number of boxes of records retrieved from NARA approved facility

• Number of records destroyed per Department records management policy

4.10.5 Deliver quarterly assessment report not later than the 15th of March, the 15th of July and the 15th of November and an annual assessment highlights report not later than the 15th of January. The quarterly report shall include at a minimum the following:

• Performance metrics

• Schedule

• Up to date Project Plan

• Milestones achieved or missed

• Open Issues/Risk and mitigation Action

• Summary of Issues Closed

• Projected Activities

• Summary of accomplishments for each project

• Issues and Risks with impact and mitigation

• High Level Summary

• Percent of Work Completed

• Total number of new and renewal applications

• Breakdown by position of approved new SARW personnel by Service

• Breakdown by position of renewal SARW personnel by Service

• Total number of renewal applicants who certified at a higher level

• Total number of applicants who bridged certifications to NACP

4.10.6 Deliver an annual report due not later than the 1st of February, of all data, highlighting trends and including recommendations for action, as appropriate, that documents recommendations for program improvement, a sampling of feedback from the field. The annual report shall include, at a minimum but not limited to, the following information:

• Performance metrics

• Schedule

• Up to date Project Plan

• Milestones achieved or missed

• Open Issues/Risk and mitigation Action

• Summary of Issues Closed

• Projected Activities

• Summary of accomplishments for each project

• Issues and Risks with impact and mitigation

• High Level Summary

• Percent of Work Completed

• Total number of new and renewal applications

• Breakdown by position of approved new SARW personnel by Service

• Breakdown by position of renewal SARW personnel by Service

• Total number of renewal applicants who certified at a higher level

• Total number of applicants who bridged certifications to NACP

4.11 Feedback and Complaint Support. The Contractor shall:

4.11.1 Develop, provide, and maintain a method to capture applicant feedback and complaints regarding D-SAACP and ethical concerns both anonymously and with the option to submit contact information in real time directly to the Government.

4.11.1.1 Submit concept to Government for approval within 45 days of post award conference.

4.11.1.2 Develop standard operating procedures to manage receiving and responding to feedback and complaints within 15 days of Government concept approval.

4.11.2 Implement feedback and complaint support process within 30 days of Government approval.

4.11.3 Coordinate with Government to resolve all complaints and issues as outlined in standard operating procedures.

4.12 Training and Subject-Matter Expertise Support. The contractor shall:

4.12.1 Develop, administer, and maintain approved in-person or virtual initial and refresher training to the highest industry standards and utilizing adult learning theory the curriculum, facilities, technology, and materials and execution for all D-SAACP staff, supervisory staff, and review committee members.

4.12.1.1 Deliver the training curriculum to the Government annually not later than 15 January of each year.

4.12.1.2 The curriculum shall contain basic information on victim assistance standards of competence outlined in DoDI 6495.02, DoDI 6495.03, and DoDI 6400.07, Military structure, command structure, the Military Services, Military Service Academies, and all services and support provided by SARW.

4.12.1.3 Administer staff training as part of staff onboarding and conduct quarterly in-service trainings to support continuous knowledge and proficiency with policy and program changes.

4.12.2 Develop and administer approved virtual quarterly professional development training sessions for the SARW personnel utilizing standardized curriculum and training materials and applying the highest industry standards and adult learning theory in development and execution.

4.12.3 Provide administrative support and D-SAACP subject-matter-expertise in the form of in-person or virtual presentations and demonstrations as approved and/or requested by the Government. The Government anticipates approximately 20 events, to include 2 OCONUS events (OCONUS events will be virtual, and the contractor will need to adjust their working hours to accommodate the time changes).

4.12.3.1 Develop, administer, and maintain approved basic level D-SAACP informational briefings for SARW personnel to the highest industry standards and utilizing adult learning theory.

4.12.3.2 Develop, administer, and maintain approved advanced level D-SAACP separate and individual informational briefings for SARW supervisory personnel, program managers, and leaders to the highest industry standards and utilizing adult learning theory.

4.12.4 Coordination of review and approval of all training and briefing materials. The contractor shall:

4.12.4.1 Deliver all D-SAACP briefings, curriculum, training support materials, and training evaluations to the Government for review and approval not later than 15th January of each year.

4.12.4.2 Deliver all independently developed military briefings, curriculum, training support materials, and training evaluations to the Government for review and approval not later than 15th January of each year.

4.12.5 Develop, provide, and execute a training evaluation after each session.

4.12.6 Deliver the results for each training evaluation completed in the prior year to the Government annually in conjunction with the annual training review.

4.13 Communication and Meeting Support. The Contractor shall:

4.13.1 Participate in Management Meetings every week throughout the contract period of performance to discuss progress against the PWS in a format approved by the Government.

4.13.2 Ensure that a meeting agenda is provided to Government no later than 24 hours before the meeting and any relevant read-ahead documents are provided no later than 48 hours prior to the meeting.

4.13.3 Provide meeting minutes to Government no later than 48 hours after Management Meeting.

4.13.4 Not speak on the Government's behalf regarding any D-SAACP matters and data.

4.13.5 Develop and deliver a Communications Plan that provides methods, timing, roles, responsibilities, key messages. planned outreach or marketing activities to be performed over the contract year no later than 30 business days after Post Award Conference and annually. The Communication Plan will describe how the contractor will establish a reliable means of communicating status about the contract to all appropriate stakeholders.

It describes what needs and how it will be communicated, who is responsible for communicating with whom and when the communication needs to take place.

4.13.6 Use the D-SAACP branding and graphic design provided by DoD SAPRO, for developing visual content for communication and marketing, dedicated website content, training materials, and for use on social media platforms such as Twitter, YouTube and Facebook.

4.13.6.1 Utilize Government-approved messaging, graphics, branding and obtain necessary Government approval prior to conducting media and other outreach activities and inquiry responses.

4.13.6.2 Develop standard responses based on common inquires received to more uniformly respond to inquiries related to SAPRO policy. Submit to Government for approval within 90 days of post award conference.

4.14 Problem Notification Report (PNR). The Contractor shall:

4.14.1 Submit a Problem Notification Report (PNR) to the COR, within three calendar days of the contractor encountering a problem or risk event that impacts the cost, schedule, or performance of the Order (or any deliverable or project under the Call). All PNRs shall be tracked in the monthly status report (MSR) and through in-progress reviews (IPRs) until the Government agrees they are resolved. The PNR shall include, but not be limited to, the following:

• Nature and sources of problem

• COR was verbally notified on: (date)

• Is action required by the Government? Yes or No

• If YES, describe Government action required and date required

• Will problem impact delivery schedule? Yes or No

• If YES, identify what deliverables will be affected and extent of delay

• Can required delivery be brought back on schedule? Yes or No

• Describe corrective action needed to resolve problems

• When will corrective action be completed?

• Is increase cost to the Government anticipated? Yes or No

4.15 Advertising Plan. The Contractor shall:

4.15.1 Develop, implement, and deliver annually not later than the 15th of July an advertising plan that includes free online and print promotion opportunities, no more than 13 paid online and print promotion opportunities, and 1 surge online or print opportunity that are responsive to emerging trends in order to educate victims, SARW, and other stakeholders about the D-SAACP.

4.16 Qualified Personnel. The Contractor shall:

4.16.1 Provide qualified personnel that meet or exceed the stated Knowledge, Skills, and Abilities (KSA) and education qualification requirements in the offeror’s proposal which was considered as an evaluation factor relevant to the award decision and incorporated into the resulting award. During performance of the contract, the COR may ask to see resumes to verify personnel meet or exceed the qualifications that were incorporated into the award from the contractor’s proposal. The Contractor shall submit resumes within 3 days of COR request for review (the contractor shall not submit resumes for approval prior to hiring personnel, as it is the Contractor’s responsibility to provide qualified personnel). The resumes that fail to meet the proposal KSAs for the position will be documented as a performance discrepancy.

4.16.2 Staff according to the proposed staffing plan, which was considered as an evaluation factor relevant to the award decision and incorporated into the resulting award. The contractor shall maintain minimal personnel turnover throughout the life of the contract.

Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal. Once a Contractor knows that an employee is leaving and will no longer support a task, the Contractor shall provide written documentation to the CO and Contracting Officer Representative (COR) within three (3) business days of the employee advising the Contractor of his/her intent to leave. This written notification shall include the date and time the position will be vacant, the reason the employee will no longer work on the task, anticipated replacement date, and what management corrective action will be taken to ensure task mission completion.

4.17 Section 508 Compliance. The Contractor shall:

4.17.1 The Contractor will provide verification of Section 508 compliance at time of award and shall support annual verification reviews.

4.17.2 The Contractor shall be prepared to provide and shall provide all data and information requested during any Section 508 compliance verification or audit within three business days of receiving the request. Verifications or audits or reviews may occur annually and at any time the Government deems appropriate.

4.17.3 The contractor shall develop and manage the outreach and engagement Section 508 of the Rehabilitation Act of 1973 (29 U.S.C 794) and the Architectural and Transportation Barriers Compliance Board’s (U.S. Access Board) information and communication technology (ICT) accessibility standards at 36 CFR 1194.1 for final Government deliverables. The following standards have been determined to be applicable to this contract:

• E204, “Functional Performance Criteria”

• E205, “Electronic Content”

• E207, “Software”

• E208, “Support Documentation and Services”

4.17.4 Section 508 compliance for outreach and engagement materials includes:

4.17.5 Any contractor-produced content produced in any format that could be placed on a website or online application or intended for electronic distribution, unless otherwise directed by the Government; or

4.17.6 Any contractor-produced content written, created, or produced for any communications materials intended for public or internal use; to include reports, documents, charts, posters, presentations (such as MS PowerPoint) or video material that could be placed on a government website or online application, a government-funded website or online application.

4.17.7 Section 508 compliance for new documents and products. The contractor shall coordinate the development of all new electronic media unless otherwise directed by the Government to ensure it is Section 508 compliant, including all electronic documents (Word, PowerPoint, Excel, and PDFs), audio, video, and website and online applications.

4.17.8 Section 508 compliance for legacy documents and products. The contractor shall identify SAPRO legacy content that is not Section 508 compliant; propose a timeline to make all designated legacy content Section 508 compliance.

4.17.9 Make certain all Electronic and Information Technology, as defined at FAR 2.101, supplied under this contract, conform to the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology Accessibility Standards (36 CFR §1194). The applicable standards are available at https://www.access-board.gov/ict/.

The following standards have been determined to be applicable to this contract:

• E204, “Functional Performance Criteria”

• E205, “Electronic Content”

• E207, “Software”

• E208, “Support Documentation and Services”

4.18 Provide Transition of Contract Services. The Contractor shall:

4.18.1 Provide a plan for transitioning out services to ensure minimal disruption to vital Government business. The Contractor shall prepare a Continuity Plan and submit to the Contracting Officer’s Representative (COR) 30 business days prior to date of contract expiration that:

4.18.1.1 Summarizes and provides the current status of each effort the Contractor is engaged in under this requirement;

4.18.1.2 Will work with the successor Contractor and Government personnel to ensure that there will be no service degradation during and after the transition-out period;

4.18.1.3 Submit a contract transition phase-out plan that describes all necessary transition related activities to ensure successful transfer of knowledge and documentation to the awarded vendor or Government;

4.18.1.4 All data and applications are property of the Government and will be transferred to the incoming Contractor or Government;

4.18.1.5 This period is anticipated to be 30 days prior to the date of contract expiration.

4.19 Participate in a Post-Award Conference. The Contractor shall:

4.19.1 The contractor will schedule and meet with Government within 5 business days of award.

4.19.1.1 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.

4.19.1.2 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.

4.19.2 The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable.

4.19.3 The contractor shall provide Government a post-award conference written summary within 10 business days of post-award conference.

5.0 DELIVERABLES

5.1 A summary of deliverables follows. All deliverables are to be provided electronically unless specified otherwise. All deliverables submitted shall not include any company logos, symbols, headers/footers as all information will be considered Government property upon submission. Reports, documents, and narrative type deliverables will be accepted when all discrepancies, errors, or other deficiencies identified in writing by the Government have been corrected. The general quality measures, set forth below, will be applied to each deliverable received from the Contractor under this contract:

• Accuracy – Deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity – Deliverables shall be clear and concise; DoD style-guide shall be used, as appropriate. All diagrams shall be easy to understand, legible, and relevant to the supporting narrative. All acronyms shall be clearly and fully specified upon first use.

• Specifications Validity – All Deliverables must satisfy the requirements of the Government.

• File Editing – Where directed, all text and diagrammatic files shall be editable by the Government.

• Format – Deliverables shall follow SAPRO guidance. Where none exists, the Contractor shall coordinate approval of format with the COR.

• Timeliness – Deliverables shall be submitted on or before the due date specified.

5.2 All deliverables are to be provided electronically unless specified The Government will provide written acceptance, comments and/or change requests, if any, within fifteen (15) days from Government receipt of the draft deliverable. Contractor shall revise drafts and deliver finals within five (5) days of receipt of Government comments on draft, unless noted otherwise below. “Days” represents workdays, unless otherwise noted. The work products and reports shall be delivered in accordance with dates listed in the following table:

Deliverable PWS Ref. Delivery Date

Deliver To

Provide a point of contact of the general manager of the contract performance/Contracting Officer’s Representative

4.1 No later than 3 days

after contract start. COR

Guidelines for the review and approval process of certification applications for each D-SAACP level

4.2.2 No later than 30 days after post award conference.

Government Program Manager

Annual review board schedule 4.3

Annually: No later than (NLT) 45 days after post award conference

Government Program Manager

Annual Review Boards 4.3.1 Conduct eight (8) review boards annually.

COR

Educational training curricula for SARW personnel. 4.4.1

Due no later than 90 business days after post award conference.

Government Program Manager

Microsoft Word copies of current and updated web content 4.5.1.1

Within 15 days after post award conference; within 15 days of any changes.

Government Program Manager

Updated website layout, content, art, design, and site rating functionality. 4.5.1.3 Bi-annually

Government Program Manager

Summary of all ad-hoc changes from the previous 6-months 4.5.1.4 Bi-annually

Government Program Manager

Maintain D-SAACP Insurance 4.6.2

Within 10 days of award contract and within 15 days of making any changes.

COR

Emergency Operation Plan 4.7.1 No later than (NLT) 45 days after contract start date

COR

D-SAACP Redundancy Plan 4.8.1 No later than (NLT) 60 days after contract start date

COR

D-SAACP Work Breakdown Structure 4.9.1

Draft submitted 10 days after award;

Final submitted 5 days after receipt of Government review.

Government Program Manager

Monthly Status Reports 4.10.4

Monthly: No later than (NLT)10th business day of each month

COR,

Government

Program Manager

Quarterly Assessment Report 4.10.5

Quarterly: No later than (NLT) the 15th of March, 15th of July and 15th of November

COR,

Government

Program Manager

Annual Assessment Highlights Report 4.10.5

Annually: No later than (NLT) 15th of January

Government Program Manager

Annual Report 4.10.6 Annually: No later than (NLT) 1st of February

Government

Feedback and complaint method 4.11.1.1 Within 45 days of post award conference

COR,

Government

Program Manager

Standard operation procedures (SOP) to manage receiving and responding to feedback and complaints

4.11.1.2 Within 15 days of

concept approval

Government Program Manager

Implement feedback and complaint support process 4.11.2

Within 30 days of Government approval

COR,

Government

Program Manager

D-SAACP briefings, curriculum, training support materials, and training evaluations

4.12.1.1

Annually: No later than (NLT) 15th January of each year

Government Program Manager

Military briefings, curriculum, training support materials, and training evaluations

4.12.4.2

Annually: No later than (NLT) 15th January of each year

Government Program Manager

Training evaluation after each session 4.12.5 After each session

COR,

Government

Program Manager

Deliver all training evaluations completed in the prior year with annual training review

4.12.6

Annually: No later than (NLT) 15th January of each year

COR,

Government

Program Manager

Meeting Agenda 4.13.2 No later than (NLT) 24 hours before the meeting

Government

Read-ahead documents 4.13.2 No later than (NLT) 48 hours prior to the meeting

Government Program Manager

Meeting minutes 4.13.3

No later than (NLT) 48 hours after Management Meeting

Government Program Manager

Communication Plan 4.13.5

Annually: No later than (NLT) 30 business days after Post Award Conference

Government Program Manager

Media content and outreach activities 4.13.6.1

30 days post award conference and on the 2nd business day every quarter thereafter.

Government Program Manager

Develop standard responses to common inquiries related to SAPRO policy

4.13.6.2 Submit within 90 days of post award conference

COR,

Government

Program

Problem Notification Report (PNR) 4.14.1

Within three calendar days of the contractor encountering a problem or risk event

COR,

Government

Program Manager

Advertising Plan 4.15.1 Annually: No later than (NLT) 15th of July

Government Program Manager

Provide resumes for qualified personnel that meet or exceed the stated Knowledge, Skills, and

4.16.1 within 3 days of COR request COR

Abilities (KSA) and education qualification requirements

Provide written documentation when employee advising the Contractor of his/her intent to leave

4.16.2 within 3 days of employee notification

COR

Section 508 Compliance 4.17.2 Annually: No later than 3 business days of request.

COR

Transition of Contract Services 4.18.1 30 days prior to date of contract expiration

COR

Post-Award Conference 4.19.1 Within 5 business days of award COR

Post-Award Conference written summary 4.19.3

Within 10 business days of post-award conference

COR

Records Management - Transferring of records between storage facility and Contractor facility

7.4 Not to exceed 16 times per contract year

COR,

Government

Program Manager

Employees & Clearance Documentation 8.2

NLT 10 calendar days after contract award

COR

Listing of employees & Clearance Documentation. 8.5

NLT 10 calendar days after contract award

COR

Quality Control Plan 12.1 Within 15 business days of Post-Award Conference

COR,

Government

Quality Status Reports (QSRs) 12.1 Monthly COR

Risk Management Plan 14.0 Within 3 business days of request. COR

Mandatory Training Requirement Certificates

18.0

Within 30 days after contract award; within 30 days of any exercised option;

within 30 days of on-boarding new resources.

COR

5.3 The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the System for Award Management (SAM) (https://sam.gov) in accordance with DFARS 252.204-7023.

6.0 CONTRACTOR TRAVEL

6.1 Contractor costs for Government authorized travel are anticipated for this requirement inclusive of five (5) trips outside the defined Washington, DC Metropolitan Area within CONUS and ten (10) trips within the defined Washington, DC Metropolitan Area. All travel shall be approved in advance by the COR or CO. Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts). No fee or G&A will be allowed, only actual costs will be reimbursed. Failure to provide appropriate documentation may result in a loss of reimbursement of travel expenses.

7.0 RECORDS MANAGEMENT

7.1 Track D-SAACP application packets throughout the application lifecycle in accordance with DoD Instruction 5015.02, “DoD Records Management Program.” Adhere to DoD Privacy Program policies and procedures when handling records.

7.2 Apply the Office of Secretary of Defense’s Records Disposition Schedule, Series 200 “Management and Operations.” D-SAACP records are categorized as File Number 202-

48.3 “Individual Employee Training Records” and as of March 2020, records shall be maintained for three (3) calendar years.

7.3 Maintain records within a storage facility in accordance with 36 CFR § 1234.2, “Facility Standards for Records Storage Facilities.” Within 60-days of contract award and annually thereafter, provide the Government with documentation validating facility https://sam.gov/ utilization that ensures compliance with the United States National Archives and Records Administration (NARA) standards.

7.4 Transferring of records between storage facility and Contractor facility shall not exceed 16 times per contract year.

7.5 Contractor shall comply with all applicable records management laws and regulations, as well as NARA records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

7.6 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

7.7 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

7.8 Defense Human Resources Activity and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of Defense Human Resources Activity or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the COR. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the COR and the Defense Human Resources Activity Component Records Management Officer at dodhra.mc-alex.dhra-hq.mbx.records@mail.mil so DHRA may report promptly to NARA in accordance with

36 CFR 1230.

7.9 The Contractor shall immediately notify the COR upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know in accordance with all applicable privacy, security, and information protection policies. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from mailto:dodhra.mc-alex.dhra-hq.mbx.records@mail.mil mailto:dodhra.mc-alex.dhra-hq.mbx.records@mail.mil

Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the COR. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to DHRA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the COR. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (7.4).

7.10 The Contractor is required to obtain the Contracting Officer's (CO) approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Defense Human Resources Activity guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7.11 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Defense Human Resources Activity policy.

7.12 The Contractor shall not create or…