PWS_Research_Writing_Sppt_Srv_20150715.pdf

PERFORMANCE WORK STATEMENT (PWS)

Historical Office of the Office of the Secretary of Defense (OSD)

Secretaries of Defense Historical Series, Volume XI Research and Writing Support Services

Date: July 15, 2015

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide research and writing support services for the Publications Program, Historical Office of the Office of the Secretary of Defense. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform research and writing support services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Historical Office of the Office of the Secretary of Defense (OSD) dates back to 1949. It is one of the longest serving continuously operating offices in OSD and has been recognized for the excellence of its publications and programs for over a half a century. The Publications Program within the Historical Office seeks contractor support to research and write Volume XI in the Secretaries of Defense Historical Series.

1.3 Objectives: The objective is to complete Volume XI in the Secretaries of Defense Historical Series. Publication of this series is a core mission of the OSD Historical Office. Series volumes average approximately 400-500 pages in length and include photographs, tables, charts, extensive endnotes, bibliographies, and detailed indexes. The completed manuscript will be published by the Government Publishing Office and be made available to the public.

The OSD Historical Office shall administer the project, manage the review and editing of all deliverables, and oversee final publication of the work.

1.4 Scope: This contract is for the research, writing, revision, and preparation for publication of Volume XI in the Secretaries of Defense Historical Series, which will cover the period 1985 through 1989. The Contractor shall perform research in published literature and unclassified and classified primary source material, including records of the Office of the Secretary of Defense and other DoD elements, material from Presidential libraries and various U.S.

Government agencies, and manuscript and archival material from private repositories. The Contractor shall conduct oral history interviews as necessary, prepare draft chapters, preface, and bibliography based on this research--including endnotes and applicable tables, charts, photographs and captions--and review and incorporate as necessary editorial comments on previously drafted chapters.

1.5 Period of Performance: The period of performance shall be for a 12-month Base Period and three 12-month Option Periods. The Period of Performance reads as follows:

Base Period: Date of Award for 12-months Option Period One: For 12-months after base period Option Period Two: For 12-months after option period one Option Period Three: For 12-months after option period two

1.6 General Information

1.6.1 Quality Control: Reserved.

1.6.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The Contractor is not required to perform service on the following Federal holidays:

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, and Christmas Day.

1.6.4 Hours of Operation: The Contractor is responsible for conducting business starting not earlier than 6:00 A.M.

and ending not later than 7:00 P.M., Monday thru 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. For other than firm fixed-price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed in a government provided office space in the OSD Historical Office in Arlington, VA and in the Pentagon; with the exception of off-site oral history interviews, archival research, and attendance at one historical conference per year, which may require travel outside the National Capital Region. The Contractor may be requested to work at the Governments alternate locations during emergencies and emergency exercises. The Contractor may be designated as essential personnel to support contingency operations at alternate Government locations during actual emergencies and emergency exercises.

1.6.6 Type of Contract: The government will award a firm fixed-price contract.

1.6.7 Security Requirements: The Contractor performing work under this contract must be able to obtain and maintain a TOP SECRET clearance, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254.

1.6.7.1 Security Clearance: The Contractor must be able to obtain a TOP SECRET clearance, and must also be able to obtain and maintain access to SCI, NATO, CNWDI, and Q information. The Contractor shall have access to classified material, including the SIPRNET and JWICS, in the OSD Historical Office. The Contractor shall work on classified manuscript material prior to submission of the manuscript for declassification review by the Department of Defense and other government agencies. The Contractor shall conduct research in archival sources and undertake oral history interviews up to TOP SECRET. The Contractor shall perform all work with classified documents at the OSD Historical Office, which provides the Contractor safe storage for classified documents.

1.6.7.2 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.3 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

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

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

1.6.7.4 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons.

1.6.8 Special Qualifications: Contractor personnel assigned to perform IA functions and responsibilities shall comply with DoD Directive 8570.1 "Information Assurance Training, Certification, and Workforce Management" and its implementing Manual, DoD 8570.1-M. Contractor personnel shall complete applicable certification requirements not later than six months of being assigned to the IA function. The Contracting Officer, in conjunction with the COR will ensure that Contractor is appropriately certified and provide verification to the Defense Eligibility Enrollment System (DEERs).

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The personnel listed below are considered essential to the work being performed hereunder.

Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer 15 working days in advance and shall submit a written request and justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet or exceed the education, experience, and other technical requirements of the personnel being replaced. No change in personnel shall be made by the Contractor without the prior written consent of the Contracting Officer.

Contractor shall evidence and support the following minimum qualifications, by submission of resume in the technical proposal:

Historian/Author:

a) Possess a doctoral degree in history, international relations, or a related field from an accredited university.

b) Have at least 5-years experience in the history of the nation’s national security policy, conflicts, and foreign affairs, or in governmental affairs.

c) Have at least 2-years writing experience in the fields of national security policy, conflicts, and foreign affairs, or in governmental affairs, as evidenced by at least one book of appropriate subject matter published by a commercial or academic press or a government history office.

d) Have at least 2-years experience in planning and preparing for oral history interviews; developing questions; coordinating directly with, or through the staff of, interviewees; and using oral history transcripts in historical analysis. Experience is evidenced by formal oral history course work at the graduate level and conducting oral history interviews in support of a research project, or by at least one year in a position incorporating oral history as a primary duty.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. The Contractor will be required to obtain, use, and display a Common Access Card in the performance of this service.

1.6.13 Contractor Travel: Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend and conduct off-site archival research and oral history interviews, meetings, training, and one historical conference per year as designated by the COR. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. Travel expenses for the conferences shall not exceed $1,500.00 per year. All travel requires Government approval/authorization and notification to the COR.

1.6.14 Other Direct Costs: Reserved.

1.6.15 Data Rights: The Contractor shall provide data rights in accordance with the following Federal Acquisition Regulation (FAR) Clauses:

52.227-14 Rights in Data – General 52.227-17 Rights in Data – Special Works

1.6.16 PHASE IN /PHASE OUT PERIOD: Reserved.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence

CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Reserved.

3.2 Facilities: The Government will provide the necessary workspace for the Contractor to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3 Utilities: Reserved.

3.4 Equipment: Reserved.

3.5 Materials: Reserved.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: Reserved.

4.2 TOP SECRET Facility Clearance: If the Contractor is not a sole proprietor, the contractor shall possess and maintain a TOP SECRET facility clearance from the Defense Security Service at time of proposal submission. The Contractor personnel performing work in support of this contract shall have been granted a TOP SECRET security clearance from the Personnel Security Management Office for Industry. The DD 254 is provided as an Attachment.

4.3. Materials. Reserved.

4.4. Equipment. Reserved.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The Contractor shall provide research and writing support services for the final publication of Volume XI in the Secretaries of Defense Historical Series in accordance with tasks outlined herein and all attachments.

5.2 Base Period Tasks: Contractor shall provide the following tasks during the base period:

5.2.1 Quarterly Progress Reporting. Contractor shall prepare and submit quarterly progress reports electronically to provide a brief narrative summary of research sources collected and chapters completed.

5.2.2 Prepare draft permission letters to conduct research in classified archival records at the National Archives and Records Administration, and conduct research in published literature, unclassified and classified primary source material, and manuscript and archival material from private repositories.

5.2.3 Provide a draft comprehensive bibliography, a draft detailed outline of Volume XI, and a proposed schedule for completing all chapters, and prepare finalized documents upon approvals.

5.2.4 Provide the first draft of the introductory chapter with endnotes, and revise in accordance with recommendations by the Government.

5.2.5 Provide the first draft of the second chapter with endnotes, and revise in accordance with recommendations by the Government.

5.2.6 Prepare the bibliography, outline, and draft chapter in accordance with the OSD Historical Office Style Guide and the Chicago Manual of Style.

5.2.7 Assist the Historical Office with special projects and reference requests that involve historical subjects in which the research and writing support possesses specialized expertise.

5.3 Option Period Tasks: Contractor shall provide the following tasks during the option periods one through three:

5.3.1 Conduct research of unclassified and classified primary source material, conduct oral history interviews, edit draft interview transcripts, and prepare chapters, including complete endnotes and applicable tables and charts.

Review and incorporate editorial comments on previously submitted chapters

5.3.2 Produce a manuscript of approximately 600-700 pages (400-500 printed pages) in length that incorporates all revisions required by the Chief Historian and make ready for publication.

5.4. Mandatory Contractor Manpower Reporting (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct technical questions to the help desk at: http://www.ecmra.mil.

http://www.ecmra.mil/ http://www.ecmra.mil/

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 OSD Historical Office Style Guide

6.1.2 Chicago Manual of Style

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

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 each requirement. These thresholds are critical to mission success.

Performance Objective

Standard

Performance Threshold

Method of Surveillance

PRS #1

Contractor shall provide quarterly progress reports per PWS section 5.2.1.

Accurate summary of progress during the quarter

On-time submission; 100% data accuracy

Validated as required by the government

PRS # 2

Contractor shall draft permission letters for classified research per PWS section 5.2.2.

Complete and accurate letters covering all required agencies.

On-time submission; 100% data accuracy

Validated as required by the government

PRS #3

Contractor shall provide comprehensive bibliography, detailed outline, and schedule per PWS section 5.2.3.

Academically and analytically sound bibliography and outline.

Schedule that achieves project completion in four years.

On-time submission; 100% data accuracy

Validated as required by the government

PRS #4

Contractor shall provide first draft chapter and revise based on Chief Historian comment per PWS section 5.2.4.

Academically and analytically sound writing.

On-time submission; 100% implementation of Chief Historian’s required revisions

Validated as required by the government

PRS #5

Contractor shall conduct research in historical archives per PWS section 5.2.5.

Thorough and comprehensive search for relevant material in designated archives.

On-time completion of research

Validated as required by the government

PRS #6

Contractor shall provide second draft chapter and revise based on Chief Historian comment per PWS section 5.2.6.

Academically and analytically sound writing.

On-time submission; 100% implementation of Chief Historian’s required revisions

Validated as required by the government

PRS #7

Contractor shall follow the OSD Historical Office Style Guide and the Chicago Manual of Style per PWS section 5.2.7.

Appropriate application of style guide rules.

95% accuracy Validated as required by the government

PRS #8

Contractor shall assist with special projects and reference requests per PWS section 5.2.8.

Academically and analytically sound research and writing.

On-time submission; 100% data accuracy

Validated as required by the government

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency Medium/Format Submit To:

Quarterly progress reports

PWS 5.2.1

Last business day each quarter

Electronically in MS Word

OSD Chief Historian and the COR

Permission draft letters for access to classified records in government archives.

PWS 5.2.2

60 days after award. Electronically in MS Word

Draft bibliography, draft outline, and draft schedule.

PWS 5.2.3

90 days after award. Electronically in MS Word

Final bibliography, outline, and schedule.

PWS 5.2.3

30 days after Chief Historian returns each document with comments for revision.

Electronically in MS Word

First draft of the introductory chapter with endnotes and photocopies of documents supporting text and notes.

PWS 5.2.5

180 days after award. Electronically in MS Word

Revised draft of the introductory chapter.

PWS 5.2.5

30 days after receiving editorial comments on first draft from OSD Chief Historian and other reviewers.

Electronically in MS Word

First draft of the second chapter with endnotes and photocopies of documents supporting text and notes.

PWS 5.2.6

270 days after award. Electronically in MS Word

Revised draft of the second chapter.

PWS 5.2.6

30 days after receiving editorial comments on first draft from OSD Chief Historian and other reviewers.

Electronically in MS Word

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

The data provided below is an estimate of what it may take to perform the major categories of requirements listed in the Performance Work Statement. The contractor is not required to propose the hours listed below and is encouraged to use sound judgment and business practices when preparing cost proposal.

Estimated hours are based on 1,920 per FTE per year (12-months)

Item Labor Category Estimated Quantity

1 Historian/Author 1,920 Hours per year