HQ0034-12-R-3110_Organizational and Management Planning Support.pdf

Organizational & Management Planning Support

Combined Synopsis/Solicitation

HQ0034-12-R-3110

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is HQ00034-12-R-3110. This solicitation is issued as a request for proposal (RFP).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-55.

(iv) This solicitation is full and open to all vendors. There is no set aside for this procurement.

The NAICS code for this procurement is 541611, Administrative Management and General

Management Consulting Services.

(v) Contract line item number(s) and items, quantities and units of measure are included in the solicitation.

(vi) The Government requires services supporting and assisting Office of the Director of

Administration and Management, Directorate for Organizational & Management Planning in the performance of numerous activities, including, but not limited to, known or unanticipated program management; knowledge management with associated information system tools, administrative and security matters; studies, research, and analysis; and survey instrument design, distribution, collection, and analysis.

(vii) Dates and places of delivery are included herein. Acceptance is at the Government location and all deliveries are FOB destination.

(viii) The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. Addenda are attached.

(ix) The provision at 52.212-2, Evaluation -- Commercial Items is included. The evaluation criteria included in paragraph (a) are experience, past performance, technical approach to sample tasks #1 and #2, management plan, small business requirements, and price.

(x) Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer, unless this information is in ORCA. In the event this information is in Orca, only submit section b of the provision.

(xi) The clauses at 52.212-4 and 52.212-4 ALT I, Contract Terms and Conditions -- Commercial

Items, applies to this acquisition. Addenda are attached.

(xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or

Executive Orders -- Commercial Items, applies to this acquisition.

file://FSPIH_NT/regs$/Working/far_doc/FAR12.DOC%23s126 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1362_186137 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1423_197968 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1438_199991 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1718_239296 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1910_277741

(xiii) The contracting officer has determined that additional DoD specific terms and conditions are necessary to implement statutes and regulations pertaining to DoD acquisitions. However, the terms and conditions are consistent with customary commercial practices.

(xiv) This is not a Defense Priorities and Allocations System (DPAS) rated order.

(xv) Offers are due September 10, 2012 at 5:00 P.M. EST. Please see detailed instructions in

Section L.3.

(xvi) The P.O.C. for this requirement is Catherine Stevens, Senior Contract Specialist.

Catherine Stevens may be contacted at 703-545-0966 or Catherine.Stevens@whs.mil.

mailto:Catherine.Stevens@whs.mil

SECTION A - SOLICITATION/OFFER AND AWARD

A.1. Scope of the Solicitation/Contract

The Contractor shall provide all necessary labor, supervision, management, equipment, tools and supplies to provide program management; knowledge management with associated information system tools, administrative and security matters; studies, research, and analysis; and survey instrument design, distribution, collection, and analysis as described in Section C, Performance

Work Statement. The Contractor shall plan, schedule, coordinate and ensure effective performance of all services described herein.

Washington Headquarters Services/Acquisition Directorate intends to obtain these services through an Indefinite Delivery Indefinite Quantity Contract (IDIQ) contract as contemplated by

FAR 16.504. The total scope of the technical tasks for which orders may be issued is set forth in section C, Performance Work Statement.

A.2. Notice to Offerors The following information is provided to prospective Offerors in order to assist them with preparing their proposals. Please be advised that the following information does not excuse any prospective Offeror from being thoroughly familiar with the Solicitation requirements prior to submission of a proposal.

A.2.1. General Information. The Procuring Contracting Officer (CO) for this contract is:

Angela Kornegay

Contracting Officer

Washington Headquarters Services

Acquisition Directorate

2521 South Clark Street, Suite 3000

Arlington, VA 22202

Phone: 703-545-1978; Email: angela.kornegay@whs.mil

A.2.1.1. Offerors will be considered only from responsible organizations or individuals now or recently engaged in the performance of program management; knowledge management with associated information system tools, administrative and security matters; studies, research, and analysis; and survey instrument design, distribution, collection, and analysis as described in

Section C, Performance Work Statement. To determine an Offeror’s qualifications, the Offeror will be requested to furnish a proposal demonstrating capability to perform the work contemplated is sufficient, adequate and suitable. (See Sections L and M of this Solicitation.)

A.2.2. How to Request and Receive Explanations and Clarifications of this Solicitation

A.2.2.1 Before preparing their technical and price/cost proposals, or requesting an explanation or clarification of this Solicitation, Offerors should first read the Solicitation in its entirety.

A.2.2.2 Any prospective Offeror who requires an explanation or interpretation of the Solicitation requirements should request a response in writing from the CO identified in A.2.1 of this

Solicitation, with a carbon copy to Catherine Stevens, Senior Contract Specialist, catherine.stevens@whs.mil via email no later than 5PM, Eastern Standard Time, August 17, mailto:angela.kornegay@whs.mil mailto:catherine.stevens@whs.mil

2012. Any information given to a prospective Offeror concerning this Solicitation will be furnished promptly to all other prospective Offerors on www.fbo.gov via an amendment to the

Solicitation.

A.2.2.3. Only the Contracting Officer listed in A.2.1 is authorized to answer questions about this

Solicitation. Washington Headquarters Services/Acquisition Directorate (WHS/AD) is not responsible for any information provided about the Solicitation by any other source.

A.2.2.4. All questions regarding this Solicitation shall clearly identify the Solicitation number and the specific section of the Solicitation from where the question is derived – for example, the section and paragraph citation (C.3) or page number (page 25). Questions that are vague, illegible, or irrelevant to the Solicitation, or submitted after the cutoff date established may not receive a response.

A.3. Amendments to the Solicitation

A.3.1. All amendments to this Solicitation shall be posted on the FedBizOps Internet web site at www.fbo.gov. The amendments are linked to the Solicitation at this site. Amendments will

NOT be posted in any other location other than at www.fbo.gov

A.3.2. Prospective Offerors bear complete responsibility for ensuring that all amendments have been downloaded, reviewed, and complied with in the preparation of the proposal. Furthermore, Offerors are required to acknowledge ALL amendments as a part of their proposal submission.

Failure by an Offeror to acknowledge all amendments may result in its offer being rejected by the Washington Headquarters Services/Acquisition Directorate (WHS/AD) as non-responsive to the Solicitation requirements.

http://www.fbo.gov/ http://www.fbo.gov/

Section B: SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. General

B.1.1. The Contractor shall provide program management; knowledge management with associated information system tools, administrative and security matters; studies, research, and analysis; and survey instrument design, distribution, collection, and analysis as described in

Section C, Performance Work Statement, located within the National Capital Region in accordance with the requirements of this Solicitation/Contract.

B.1.2. The Title for this Solicitation/Contract is Program Management, Knowledge

Management, Administrative, and Survey Services.

B.2. Pricing.

B.2.1. Offerors must propose prices for all services required during the base period, as well as for each option period, in order to be considered for award. Partial pricing by an Offeror shall render the proposal non-responsive to Washington Headquarters Services/Acquisition

Directorate’s (WHS/AD’s) requirements and the proposal shall not be considered for award.

B.2.2. Unit prices quoted shall be inclusive of all elements identified in clause 52.216-31, ‘T&M, Commercial Items”.

B.2.3. Offerors are cautioned that its price proposal may be rejected as non-responsive to the

Solicitation/Contract requirements if it is materially unbalanced as to prices for the initial contract period or any option period. A price proposal is considered to be materially unbalanced when it is based on prices that are significantly less than cost for some items/work and prices that are significantly overstated for other items/work.

B.2.4. Washington Headquarters Services/Acquisition Directorate (WHS/AD) shall not be responsible for compensating Offerors for any costs tied to Solicitation/Contract requirements but not factored into the proposed prices, either by the Offeror's intention or by mistake.

B.3. Prices/Costs

B.3.1. The Offerors shall furnish pricing information for the anticipated program management;

knowledge management with associated information system tools, administrative and security matters; studies, research, and analysis; and survey instrument design, distribution, collection, and analysis services as described in Section C, Performance Work Statement.

B.3.2. Each offeror shall fill in Table B-1 (RFP Section J, Exhibit A) with the proposed hourly labor rates for each labor category listed in PWS Appendix D, Task Order Proposal Process and

Labor Category Descriptions, taking into consideration experience, education, etc. The offeror shall provide the cost elements that contribute to the hourly loaded rate for the National Capital

Region for each labor category. These loaded hourly rates shall be for both on-site (on

Government site) and off-site (not on Government site) CONUS work. Proposed loaded hourly labor rates will be the maximum allowable rates used throughout the life of this contract for

Firm-Fixed Price or Labor Hour/Time & Materials Term task orders; however, they may be discounted by the Contractor at the task order level. Hourly rates for FFP, LH/T&M Term, or any combination thereof, will be negotiated at the task order level, with CONUS hourly labor rates serving as the basis for negotiations. The Contractor’s cost elements for each applicable labor category and location entered in Table B-1 will also serve as the baseline for negotiations.

Each offeror shall also provide the handling rates assessed to materials and travel. These handling rates will be the maximum allowed throughout the life of the contract. The option years and additional performance periods shall show the projected hourly rate escalation for those future years. Categories may be added or deleted based on the Government’s requirements at the task order level. Hourly labor rates will be valid up to (11:59 PM) on the last day of the option period. Task orders not to exceed a base year and two (2) option years may be awarded at any time during the last year (Option Year 4) of the ID/IQ contract and will be priced using

Option Year 4, and Performance Periods X, Y and Z pricing, as applicable.

B.3.3. Sample Tasks

Offerors shall submit a firm, fixed price proposal for Sample Task #1 and Sample Task #2 in accordance with Section G.2.e.(5).

B.3.4. MIN / MAX Contract Value

The minimum contract value for each ID/IQ contract issued shall not be less than $10,000.00.

The maximum contract value across all ID/IQ award holders shall not exceed $60,000,000 over the term of the contract.

B.3.5. MIN / MAX Task Order Value

The minimum task order value shall not be less than $3,000.00. The value for each task order issued against this contract shall not exceed $10,000,000.00.

B.4. Directed Orders

Due to the fluid nature of the DoD’s mission to support the war fighter some unforeseen requirements of an urgent nature may arise and delays in fulfilling the requirement would be unacceptable. In these cases, the Government may compete the requirement very quickly (i.e.

two days or less) and consider limited information (e.g. past performance with the agency and price). In less frequent occasions the urgency of the requirement may occasion a directed order to a specific IDIQ contract holder. In addition, orders may be directed to specific IDIQ contract holders to comply with the minimum order requirements of each contract. See Section G.2, b, Exceptions to Fair Opportunity, for complete details.

B.5. Labor Categories & Pricing

Attachment #7 provides the pricing grid for the representative labor categories. The rates herein represent the maximum price per LCAT that may be charged per task.

B.6. LCAT Qualifications

Attachment #8 lists the notional labor categories and delineates the appropriate level of education and skill for each position.

C. Performance Work Statement

ORGANIZATIONAL AND MANAGEMENT PLANNING SUPPORT

FOR THE OFFICE OF THE DIRECTOR OF ADMINISTRATION OF MANAGEMENT

C.1. BACKGROUND

The Department of Defense (DoD) is in a state of constant and perpetual change. Some of the elements that bring about this change are reform initiatives of the Executive and Legislative branches of Government and changes in leadership and direction, as well as financial and organizational transformation. Change affects the missions, roles, responsibilities, effectiveness, efficiency, and economy of organizations throughout the DoD, and has resulted in an increased focus on resource allocation decisions and processes, joint processes, enterprise-level governance, management realignments, and performance measurement. It is essential that the

DoD have the resources and the means to meet the threats and challenges of a rapidly changing future.

C.2. OBJECTIVE

The purpose of this contract is to provide support and assistance to the Directorate for

Organizational and Management Planning (O&MP) staff, who direct all manner of management analyses, in the performance of their roles, responsibilities, and activities, including, but not limited to, known or anticipated program management, knowledge management and associated information systems tools, administrative and security matters, studies, research, investigations, and survey instrument design, distribution, collection, and analysis.

C.3. SCOPE

The O&MP plays a key role in supporting and implementing change to missions, roles, and responsibilities of organizations across the DoD. As an advisor on DoD organization, management, and administration matters, O&MP provides advice and guidance, through the

Director of Administration and Management to the Secretary and Deputy Secretary of Defense, OSD Staff, and the Heads of the DoD Components, including Commanders of the Combatant

Commands, on the effects of change on DoD organizations and management arrangements.

This advice includes: options for management arrangements; organizational and governance structures; methods to implement and institutionalize alternative structures; recommendations for optimizing effectiveness and efficiency through improved management arrangements and organizational constructs; and in-depth advice on means to improve the management and organization of DoD activities and programs, as well as support to government subject matter experts responding to emerging, undefined, short-fused, high-visibility advice to DoD senior leaders.

Key issues to be researched, analyzed, and supported for work with government staff include:

DoD-wide and OSD organizational/management (O&M) “honest broker” analysis and information products to assist with decision-making and facilitating action; support of SD/DSD goals/priorities that provides governance/decision-support analytics/assessments, and special studies/sensitive inquiries related to O&M matters; support government staff in the management and oversight of key guidance instruments, including, but not limited to, DoD chartering directives, a myriad of DoD-wide/OSD programs, OSD Total Force Manpower Management, OSD Managers’ Internal Controls, DoD Federal Advisory Committees, Major Headquarters

Activities, and Periodic/Biennial Review; tracking and reporting on implementation of strategic documents and initiatives; development of the management process for reviewing, evaluating, and implementing the assignment and sourcing of joint mission tasks to the Combatant

Commands; the characterization of organizational alternatives and management arrangements, including key considerations for each; and the management of Executive Agent assignments.

In all analyses, consideration shall include, but not be limited to, management arrangements, process frameworks, and organizational integration, functional efficiency, and mission effectiveness for emergent needs of the Department.

Types of support to the Director’s staff include:

C.3.1. Program Management. The vendor shall provide support to O&MP Government staff as they develop processes, procedures, and information products and tools for tracking, reporting, and implementing strategic-level actions for OSD or the larger DoD. These strategic processes and procedures shall address roles, responsibilities, and relationships of the OSD

Principal Staff Assistants (PSAs), Joint Chiefs of Staff, Combatant Commands, Secretaries of the

Military Departments, and other DoD Components and organizational entities.

Accordingly, the work involves preparing decision papers, reports, briefings and other information products that reflect Department directed actions vetted through government staff to the DA&M and are provided to the Secretary and Deputy Secretary of Defense, senior leaders, and appropriate advisory groups which support the Secretary and Deputy Secretary of Defense in accordance with the DoD Manual for Written Material (DoD 5110.04-M). Many broad based strategy management initiatives may be tracked during implementation using a variety of strategic documents associated with the major business processes of the Department.

The Contractor shall assist in the planning and execution of these initiatives and provide regular reports throughout implementation to completion. The Contractor shall assist in assessing, integrating, and advising on the presentation and tracking of information supporting activities and deliverables covered by this task that include, but are not limited to, periodic assessments and reports of progress documenting DoD strategic and budgetary high priority goals and objectives.

The Director’s staff may request summary reports and analysis of draft DoD issuances including associated web content as well as specific changes the Government staff may incorporate into their responses for coordination. For example, in the past, the incumbent has prepared:

A plan to revise the DoD Executive Agent website will be maintained by the DA&M staff to incorporate changes resulting from revisions in Executive Agent policy and procedure. If necessary, the contactor will implement website changes and be prepared to instruct the

O&MP staff in website maintenance procedures.

C.3.2. Knowledge Management. The vendor shall provide support to O&MP to more effectively track, integrate, and manage activity related to information, initiatives, and activities of leader deliberations, decision making, and office processes using effective information technology tools. These information technology tools shall assist in monitoring, managing, reporting, and archiving the status of actions and deliberations including documents, guidelines, operating procedures, and automated tools with a capability for access by multiple users through web portals and other information technology communications tools. The applications will require adding other data sources for tracking and reporting. Any automated tool(s) will be maintained and refined in coordination with the Government IT professionals who manage the support to the office. Data and information collected and maintained for this task will be sorted in a variety of ways, as determined by the Government, to allow for the widest possible use.

Contractor support will include coordination with representatives of OSD PSAs, Joint Staff, Combatant Command, Military Departments, and other points of contact to ensure information is complete and provided in a timely manner. Activities and deliverables covered by this task include, but not limited to:

a) Development and maintenance of web-based library;

b) Upkeep of comprehensive governance calendar with associated meeting reports;

c) Development of read-aheads and agendas;

d) Promotion and maintenance of strategic initiative tracking and reporting;

e) Full web-portal maintenance, user-training, and spiral development, and

f) Presentation of new and more effective alternative management tools

g) Example of a project completed for O&MP for a Knowledge Management

Objective for O&MP (do NOT price): The integration of DoD-wide statements and reports into an integrated holistic document to meet statutory requirements is part of this work. The vendor shall accomplish research, analysis, and administrative support for compiling the Annual Statement of Assurance (SOA) for the DoD Components that could include OSD PSAs, Defense Agencies, or

DoD Field Activities. They are to be reviewed and approved by their respective

OSD PSAs and then submitted directly to the DoD Management of Internal

Controls Program Manager in the Office of the USD(C)/CFO. The desired outcome is a comprehensive, accurate statement which assesses the effectiveness of management internal control for programs, administrative activities, and operations in DoD Components; summarizes how the program was conducted and its accomplishments; provides the status/update of material and systemic weaknesses; and includes the required SOAs.

C.3.3. Studies, Research, and Analytics. The vendor shall provide support to O&MP

Government staff in conducting detailed research and analysis, and completing product development and compilations (reports, summaries, policy memorandums) related to manpower studies, reviews, and restructurings. The vendor shall provide research and analytic support for identification and characterization of alternative organizational and management arrangements applicable to OSD, Combatant Commands, and other Joint and Defense organizational entities, including staff support to the Office of the Secretary of Defense as well as formally commissioned studies, research, and analytics. These studies, research, or analysis projects shall include, upon their conclusion, an executive summary, briefing, or case study which summarizes the following considerations, and as needed, any recommendations for organizational and management solutions, including, but not limited to:

a) Responsibilities of key officials, including policy and statutory responsibilities;

b) Authority, direction, and control of key officials;

c) Extant and proposed information flows;

d) Coordinating mechanisms and officials (internal and external to the Department);

e) Functional relationship to Secretary of Defense priorities;

f) Senior-level governance and management arrangements;

g) Effect on programmed and budgeted resources and administrative and logistic support arrangements;

h) Identification of factors, such as organizational mission, budget, financial concerns, legal issues, manpower plans and resources, personnel recommendations, leadership dynamics, space requirements, information technology issues;

i) The process by which change should be managed to ensure the desired effect;

j) Alternative organizational arrangements as affected by statutory authorities of title 10

United States Code and other reviews directed in Public Law.

k) Organizational leadership and climate assessment – providing management courses of action associated with an underperforming organizational element.

Example of a project completed for O&MP for a Discretionary Study Objective for O&MP

(do NOT price): Examination of a component under the authority of the Secretary and

Deputy Secretary of Defense, under the sponsorship of the Director of Administration and

Management (DA&M), to support the review of the organization, roles, responsibilities, and functions to deliver recommendations for more effective and efficient operations. The focus of the study will be alignment of functions, management reporting and structure, core competencies/functions, processes, and relationships, and manpower mix.

Example of a project completed for O&MP for a Statutory Study (do NOT price):

One of these highly visible and important programs involves Section 192(c) of Title 10, United States Code that states “periodically (and not less often than every two years), the

Secretary of Defense shall review the services and supplies provided by each Defense

Agency and DoD Field Activity.” Paragraph (1) of the statute establishes two purposes for the periodic review. The first purpose is to ensure “there is a continuing need for each such Agency and Activity.” The second purpose is to ensure that “the provision of those services and supplies by each such Agency and Activity, rather than by the Military

Departments, is a more effective, economical, or efficient manner of providing those services and supplies or of meeting the requirements for combat readiness of the armed forces.” Paragraph (2) of the statute states that the above “shall apply to the National

Security Agency (NSA) as determined appropriate by the Secretary, in consultation with the Director of [National Intelligence].” It further states that the “Secretary shall establish procedures under which information required for review of the NSA shall be obtained.”

Accordingly, the DA&M has conducted a periodic review of the Defense Agencies and

DoD Field Activities on behalf of the Secretary of Defense since 1987. In the past, this periodic review, which is referred to as the Secretary of Defense Biennial Review of

Defense Agencies and DoD Field Activities (short title: Biennial Review), was based primarily on two alternating survey methodologies. In one cycle, the methods used measure and assess levels of satisfaction expressed in a survey of organizational customers of each Defense Agency and DoD Field Activity. In the alternate cycle, the

Biennial Review surveys key senior officials in the Department for their assessments of each Defense Agency and DoD Field Activity. The two cycles overlap in that they essentially survey for satisfaction from two reinforcing perspectives – top-down

“institutional” and across the Department organizational customer. While the two perspectives represent two separate objective “slants” on the periodic review questions, the Biennial Review is among a number of formal processes used to record the fulfillment of the statutory requirement for the conduct of a periodic review of these DoD

Components, which became law as part of the Goldwater-Nichols Act of 1986 as noted above. To that end, a third approach has been taken in recent years focusing on collecting and publishing Section 192(c) relevant material and other information concerning the management of the Defense Agencies and DoD Field Activities that is of interest to senior DoD leaders.

C.3.4. Administration and Security. The vendor shall assist the Director, O&MP, with routine administrative and security tasks within the office, as well as supporting other organizational entities within the National Capitol Region as the Director, O&MP, specifies. These activities include, but are not limited to:

a) Execute responsibility for the planning and performance of correspondence/message control, Freedom of Information Act requests;

b) Screen phone calls and greet/monitor all visitors;

c) Maintain overall responsibility for managing the calendar for O&MP Director;

d) Track office supplies and prepare a supply list for government credit card holder;

e) Produce monthly Status Reports that reflect progress, status, and problems encountered;

f) Assist the security manager in implementing the security program for the office;

g) Provide technical assistance for personnel security directives and regulations in order to ensure compliance with governing regulations;

h) Facilitate, establish schedules for, and participates in, security inspections;

i) Verify personnel security clearances, conduct indoctrinations, debriefing, clearance transfers, security clearance updates, and courier support.

C.3.5. Survey Instruments and Analysis. The vendor shall design, develop, and administer survey instruments followed by a full analysis of the survey results. Where possible, trend analysis should be included. To the maximum extent possible, effective information technology tools should be used to streamline processing of survey-respondent lists, identification of topics, conduct of the surveys, and reporting of results back to each Head of participating DoD organizational elements. In most cases, raw survey results should also be available via web displays for both respondents and government staff. After the results are received, analyzed, and summarized, the respective results are provided Heads of DoD organizational elements. This survey capability should be overseen by a dedicated professional technical staff with expertise and experience relating to surveys and statistical methods, including, but not limited to, evaluating previous survey projects (current and previous respondents), specific tasks performed, range of type surveys, samples of results, size and diversity of survey population, and qualifications of analytical staff (educational degrees in statistics, analysis, etc).

C.4.0. Performance Requirements Summary

C.4.1. In the following table, the contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for the significant performance requirements of this task order. These thresholds are critical to mission success.

The contractor shall ensure its performance under the subject contract meets the quality standards identified in the table below and the task order specifications.

Performance

Objectives Products Performance Threshold

Method of

Surveillance

Incentives/

Disincentives

#1 Program

Management. The vendor shall provide support to

O&MP

Government staff as they develop processes, procedures, and information products and tools for tracking, reporting, and implementing strategic-level actions for OSD or the larger DoD.

(PWS 3.1)

Memoranda, correspondence, reports, summaries, and briefings are cogent, relevant, efficient, and precise, supporting and advancing DoD and DA&M equities as identified by lead

Government staff.

Products are reviewed and analysis documented within delivery schedule specified when tasked.

Analysis is thorough, comprehensive, and incorporates

Government guidance, as applicable.

Progress of each task is identified, tracked, monitored, assessed, and recorded in coordination with lead

Government

Staff. Random

COR review and feedback from appropriate government sources.

Highly satisfactory performance with the quality or delivery timing of the product will result in increase in compensation according to schedule provided in each task order.

Consistent satisfaction with analysis effort will favorably impact past performance ratings.

Less than total satisfaction with the quality or delivery of product adversely affects past performance ratings.

Significant dissatisfaction with the quality of the product will result in reduction in compensation according to schedule provided in each task order.

#2 Knowledge

Management. The vendor shall provide support to

O&MP to more effectively track, integrate, and manage activity related to information, initiatives, and activities of leader deliberations, decision making, and office processes using effective information technology tools.

(PWS 3.2)

Information technology tools are provided error free, managed, modified, and continuously reviewed for currency and effectiveness.

Appropriate information is posted for public release and for

Department-wide distribution.

Information technology tools are accurate, well organized, and current;

library and calendars continuously refreshed for currency; training is comprehensive, coherent and conducted with skill and competence; spiral development requirements and plans are continuously updated and reflect

Government guidance and user community needs. User community is pleased with web portal performance.

100% COR

review and feedback from appropriate government sources

Highly satisfactory performance with the quality or delivery timing of the product will result in increase in compensation according to schedule provided in each task order.

Consistent satisfaction with analysis effort will favorably impact past performance ratings.

Less than total satisfaction with the quality or delivery of product adversely affects past

Significant dissatisfaction with the quality of the product will result in reduction in compensation according to schedule provided in each task order.

#3 Studies, Research, and

Analytics. The vendor shall provide research and analytic support for identification and characterization of alternative

The timely delivery of written conclusions, recommendations, and products of studies, research, and analytics that assist senior leader decision making.

Draft report is submitted within the schedule specified; is written and formatted as directed; reflects

Government guidance on the draft(s); and is comprehensive, coherent, accurate, and submitted for

Random COR review and

100% inspection review by appropriate government lead.

Highly satisfactory performance with the quality or delivery timing of the product will result in increase in compensation organizational and management arrangements applicable to OSD, Combatant

Commands, and other Joint and

Defense organizations, including staff support for the

Immediate Offices of the Secretary and Deputy

Secretary of

Defense as well as formally commissioned studies, research, and analytics.

(PWS 3.3)

inspection/review by the Government chain of inspection in a timely fashion and the draft is consistent with the Manual for Written

Material DoD 5110.04-

M.

result in reduction in compensation according to schedule provided in each task order.

#4 Administration and Security. The vendor shall assist the Director, O&MP with routine administrative and security tasks within the office as well as supporting other organizational entities within the

National Capitol

Region as the

Director, O&MP specifies. (PWS

3.4)

Staff are available to manage office administrative tasks during time blocks specified by Office

Operations

Director to support the needs of Government staff

Administrative tasks are routinely accomplished with little or no oversight, at the direction and to the satisfaction of the

Office Operations

Director.

Monthly Status Reports

(MSRs) accurately reflect progress, status, and any problems or issues encountered.

Recommended resolutions are feasible and likely to succeed in resolving problems or issues. Office inventory is up-to-date, calendars are current, all security matters are completed on time.

100% Office

Operations

Director review and random COR review

Highly satisfactory performance with the quality or delivery timing of the product will result in increase in compensation result in reduction in compensation according to schedule provided in each task order.

#5 Studies and

Surveys. The vendor shall design, develop, and administer survey instruments followed by a full analysis of the

Survey instruments designed and conducted using specific targeted survey respondents; and after the results

In most cases, raw survey results should also be viewable via web displays for both customers and suppliers, providing a sense of transparency to both respondents and

100% COR

review

Highly satisfactory performance with the quality or delivery timing of the product will result in increase in compensation survey results.

(PWS 3.5)

are received, analyzed, and summarized, the respective results are reported to

Heads of DoD organizational elements.

Heads of DoD organizational elements receiving the results.

Survey capability is overseen by a dedicated professional technical staff with expertise and experience relating to surveys and statistical methods.

result in reduction in compensation according to schedule provided in each task order.

C.4.3. Quality Control (QC): The contractor, in collaboration with the Contracting Officer’s

Representative, shall develop and maintain an effective quality control program to ensure services are performed in accordance with the Performance Work Statement (PWS). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which it assures itself that its work complies with the contract requirement(s).

C.4.4. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Performance Requirement Summary noted in paragraph 4.2.

The Quality Assurance Surveillance Plan (QASP) will be used by the COR and appointed task managers to perform and record contractor performance.

D. Packaging & Marking

D.1. Payment of Postage Fees. All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer’s Technical

Representative (COTR) or other persons designated to receive, shall be paid by the Contractor.

D.2. The contractor shall ensure that all items are preserved, packaged, packed and marked in accordance with best commercial practices to meet the packing requirements of the carrier and to ensure safe and timely delivery at the intended destination. All data and correspondence submitted shall reference:

1. The Contract Number

2. The Contract Name

3. The Government end user agency

4. The name of the COR

E. Inspection & Acceptance

Terms of Inspection and Acceptance are contained in 52.212-4 for firm-fixed-price orders and

52.212-4 Alt I for Labor Hours/Time Materials orders.

E.1. Contractor Responsibility

The Contractor is responsible for the day-to-day inspection and monitoring of the Contractor work performed to ensure compliance with contract requirements. The results of all contractor quality control inspections conducted shall be documented on inspection reports and provided to the COR, as requested. All work performed under this contract shall be of the highest quality and in keeping with the best practices of the industry. Services rendered under this contract shall be of sufficient quality to ensure timely delivery of supplies/provision of services, and optimum satisfaction of Director, Administration and Management, Office of Organizational and

Management Planning and adequate protection of Government's assets.

F. DELIVERIES OR PERFORMANCE

F.1. 52.252-2 - CLAUSES INCORPORATED BY REFERENCE (FEB 1998).

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil and http://www.arnet.gov/far.

52.242-15 Stop-Work Order - w/Alt. I (APR 1984) AUG 1989

52.247-34 F.O.B. Destination NOV 1991

F.2. Hours of Operation

The normal duty hours are 0730 through 1700 hours, Monday through Friday, except Federal holidays, or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

F.3. Place of Performance

The government will provide access and information to perform the tasks articulated within this

PWS and facilitate the interface of the contractor personnel with other staff offices as required to complete related tasks. Contractor Key Personnel, defined as all personnel provided work space within the National Capitol Region, will primarily perform work in office space provided.

Government furnished IT equipment will also be available to key personnel to support telecommuting or “work at home”, if authorized and as needed, at the discretion of the supervisor under this contract and, under emergency situations, as determined by the COR.

F.4. Term of Contract The term of the contract consists of a base year and four (4) Option Years. The “base” period of performance of this contract is date of award (MM/DD/YY) through MM/DD/YR. Washington http://farsite.hill.af.mil/ http://www.arnet.gov/far

Headquarters Services/Acquisition Directorate (WHS/AD) may unilaterally exercise each option period pursuant to FAR 52.217-9 – “Option to Extend Term of Contract.” If exercised, the option years are as follows:

Option Year 1 – MM/DD/YR through MM/DD/YR

Option Year 2 – MM/DD/YR through MM/DD/YR

Option Year 3 – MM/DD/YR through MM/DD/YR

Option Year 4 – MM/DD/YR through MM/DD/YR

F.5. Recognized Holidays: The contractor is not required to provide services on the following days:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

F.6. Deliverables: Data deliverables shall be developed and delivered as specified in the task order.

Deliverables Frequency # of Copies Medium/Format Submit to Monthly progress reports

(PWS 17.0)

within five (5) calendar days following the end of each month

1 Electronic file by email with appropriate attachments

Deputy Director O&MP, COR, and

CO

Meeting minutes within three (3) business days after each event

1 Electronic file by email with appropriate attachments

O&MP Government lead and COR

Administrative documents As determined by

COR

As determined by COR

Electronic file by email with appropriate attachments

O&MP Government lead and COR

Analytic documents, reports, progress reports, and presentations

As determined by

COR

As determined by COR

Electronic file by email with appropriate attachments

O&MP Government lead and COR

G. Contract Administration Data

G.1 Procuring Contracting Officer

(a) This contract will be procured by:

Angela Kornegay

Contracting Officer

Washington Headquarters Services

Acquisition Directorate

2521 South Clark Street, Suite 3000

Arlington, VA 22202

Phone: 703-545-1978; Email: angela.kornegay@whs.mil

(b) This contract will be administered by:

Catherine Stevens

Senior Contracting Specialist/Contracting Officer

Washington Headquarters Services

Acquisition Directorate

2521 South Clark Street, Suite 3000

Arlington, VA 22202

Phone: 703-545-0966; Email: catherine.stevens@whs.mil

(c) Contracting Officer Representative (COR)

The designated COR for this contract is:

Chris Appleby

Senior Management Analyst

Office of the Secretary of Defense (OSD)

Office of the Director of Administration and Management (DA&M)

Directorate for Organizational and Management Planning

1950 Defense, Pentagon

Washington, DC 20301-1950

Phone: 703-697-0709; Email: chris.appleby@osd.mil

(d) Copies of all correspondence concerning contract shall be provided to the Contracting

Officer (CO) at the above address and shall make reference to the contract number.

G.2. TASK ORDER PROCEDURES

The following defines the process by which fair opportunity will be afforded, how task orders will be processed and priced, and how a TO will be awarded Careful attention should be paid to those areas in which the procedures, processes and provisions change due to use of a different contract types or pricing methodology.

a. Fair Opportunity Process. The CO will assign a pre-award tracking number to each task order requirement at the time it is received from a customer agency. Unless one of the exceptions at FAR 16.505(b)(2) applies, the CO will announce each task order requirement via e-mail to all ID/IQ prime contractors. Each prime contractor shall evaluate the opportunity and determine whether or not to submit a proposal. The announcement will include, at a minimum, the following information:

* Tracking Number

* Date of Announcement

* End User Customer Agency and Point of Contact (POC) (Task Monitor)

* Statement of Work (SOW) or Performance Work Statement (PWS)

* Anticipated Contract Type

* Contracting Agency POC Name Phone Number and Fax (CO and Contract Specialist)

* E-mail Address, Mailing Address or Fax Number

* Proposal Due Date

b. Fair Opportunity Exceptions. One or more TOs may be issued during the performance period of this contract. In accordance with the Federal Acquisition Streamlining Act (FASA) and

FAR 16.505(b), the CO will provide all awardees a “fair opportunity” to be considered for each order in excess of $2,500, unless one of the conditions, below, applies.

(1) The agency need for such services is of such urgency that providing such opportunity would result in unacceptable delays.

(2) Only one such awardee is capable of providing such services required at the level of quality required because the services ordered are unique or highly specialized.

(3) The order should be issued on a sole-source basis in the interest of economy and efficiency as a logical follow-on to a task order already issued under this contract, provided that all multi-awardees were given fair opportunity to be considered for the original order.

(4) It is necessary to place an order to satisfy a minimum guarantee. Each awardee is permitted to market one requirement and have it placed as a task order under the ID/IQ contract to satisfy the minimum guarantee, regardless of dollar amount.

c. Orders for Services under Multiple Award Contracts. In accordance with DFARS

216.505-70, an order for services exceeding $100,000 is placed on a competitive basis only if the

CO --

(1) Provides a fair notice of the intent to make the purchase, including a description of the work the contractor shall perform and the basis upon which the contracting officer will make the selection, to all contractors offering the required services under the multiple award contract; and

(2) Affords all contractors responding to the notice a fair opportunity to submit an offer and have that offer fairly considered.

d. Selection Criteria for Awarding a Task Order. The Government will evaluate proposals against established selection criteria. The Government’s award decision will be based, as a minimum, on selection criteria which addresses past performance, technical/ management approach and cost. In addition to past performance, technical/management approach and cost, individual task order selection criteria may include other factor(s) relevant to the particular requirement. The order of importance for the factors will be identified in each individual request for proposals.

e. Proposal Process.

(1) Request for Proposals (RFP). The CO solicits proposals from all prime contractors by issuing an RFP. The contractors are typically allowed between 10-12 days to prepare and submit offers (may be more or less depending upon the complexity of the requirement). Urgent requirements may need a faster response time, typically 3-5 days. Each RFP will indicate the proposal due date, applicability of Section 508 standards, and the evaluation criteria including their relative importance. Technical proposals may be either written or presented orally, dependent upon the requirements of the customer. If oral presentations are used, the requirements package and the RFP will indicate the time and place for the presentations and what information the Offerors must present orally. Cost proposals must always be submitted by the contractors in writing.

(2) Clarifications. The contractors may request written clarification of requirements, evaluation criteria and proposal preparation instructions. Such requests for clarification must be sent to the CO by e-mail by the date specified in the RFP letter. To avoid compromising the fair opportunity process, only the Contracting Officer may communicate verbally with the contractors concerning the RFP until after TO award. The CO will answer clarification requests by posting questions and answers in an RFP Amendment, available to all of the contractors. As a result of clarification requests, the CO will determine if any revisions to SOW/PWS requirements or evaluation criteria are required, and if necessary, issue an Amendment to the request for proposals. The CO may extend the proposal due date in the event that written clarification is not provided to the contractors in a timely manner.

(3) No-Bid Replies. Contractors must submit “no-bid” replies or complete technical and price/cost proposals no later than the proposal due date and time. “No-bids” must be submitted to CO by e-mail and must reference the tracking number specified in the CO’s letter request for proposal. Within 48 hours of issuance of a request for proposals (RFP), ID/IQ holders may choose to not to participate in submitting a proposal in response to an RFP by notifying the

Contracting Officer of their…