PWS_DoD_Leadership_Support_Historian_21_June_2016.pdf

PERFORMANCE WORK STATEMENT (PWS)

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

DoD Leadership Support Program DoD Leadership Support Services

21 June 2016

PART 1

GENERAL INFORMATION

GENERAL

1. General: This is a non-personal services contract to provide DoD Leadership Support services for the DoD Leadership Support Program. The Government shall not exercise any supervision or control over the contract service provider performing the services herein. The contract service provider 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 DoD Leadership 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 the OSD and has been recognized for the excellence of its publications and programs for over a half a century. The DoD Leadership Support Program within the Historical Office seeks contractor support to assist in the development of a variety of historical products.

1.3 Objectives: The objective is to provide timely and accurate historical support to the Secretary of Defense and the Office of the Secretary of Defense.

1.4 Scope: Leadership Support services include researching and writing a variety of products including special projects on topics outside the scope of the official Secretaries of Defense Historical Series, historical information papers and reference responses for DoD leadership, organizational histories of OSD offices, and historical content for office web site; researching and conducting oral history interviews; and assisting in managing commemorative activities and the DoD History Speaker Series.

1.5 Period of Performance: The period of performance shall be for one 12-month Base Period and two 12-month Option Periods.

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 Christmas Day

1.6.4 Hours of Operation: The Contractor is responsible for conducting business starting not earlier than 6:30 A.M.

and ending not later than 6:00 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. A work week will be no more than 40 hours. During the Base and Option Periods the contractor shall work 1,800 hours or the equivalent of 40 hours per week for 45 weeks. 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. When hiring personnel, the 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 interviews and archival research, which will be performed within the National Capital Region, and attendance at one historical conference outside the NCR. Contractor personnel may be requested to work at the Governments alternate locations during emergencies and emergency exercises. Individual Contractor personnel 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 must have a TOP SECRET clearance at the time of proposal submission. Contractor personnel performing work under this contract must have a Top Secret clearance at time of the proposal submission, and must maintain the level of security required for the life of the contract. Contractor personnel performing work under this contract also must be eligible for, and maintain access to, SCI, RD/FRD, and CNWDI after the contract is awarded. The security requirements are in accordance with the attached DD254.

1.6.7.1 Security Clearance: The contractor must have a Top Secret clearance at the time of proposal submission.

The contractor may conduct classified 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. The contractor shall work on manuscript material while it is still classified prior to submission for declassification review by the Department of Defense and other government agencies. The contractor shall have access to classified material, including the SIPRNET, JWICS, SCI, RD/FRD, and CNWDI material, in the OSD Historical Office.

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 Information Assurance (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).

1.6.8.1 Non-Disclosure Agreement (NDA): The Contractor shall sign a Non-Disclosure Agreement with five (5) days after contract award.

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 following personnel are considered key personnel by the government: the DoD Leadership Support Historian provided under the contract. The DoD Leadership Support Historian shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. Qualifications for the key personnel are listed below:

a) Possess a doctoral degree in history from an accredited university by 30 September 2016.

b) Have extensive background and experience of at least 2 years in the history of the nation’s national security policy, conflicts, and foreign affairs, or in governmental affairs. This must include extensive experience conducting research in diplomatic, defense, or military records in official national archives or private repositories in support of a PhD dissertation or book.

c) Have experience writing focused research papers as part of a PhD program and have published at least one article in a professional historical journal or by a government history office that demonstrates an understanding of diplomatic or national security policy and/or military strategy and operations.

d) Possess 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.

e) Possess skill and experience in using the Chicago Manual of Style, 16th edition, as evidenced by completion of at least one published article and a PhD dissertation, and be able to quickly learn and apply the OSD Historical Office Style Guide.

f) Possess effective communications skills, as evidenced by making at least two presentations at professional conferences or teaching at least two college-level courses. Be able to write with correct grammar, effective organization, and readable style. Be able to interact with OSD personnel at all levels and effectively coordinate with other OSD offices in order to acquire necessary information and provide concise and useful responses to their historical inquiries.

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. Contractor personnel 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 within the NCR 10 U.S.C. § 2674(f)(2), at no cost to the Government, during the performance of this contract to conduct off-site interviews/archival research and attend meetings/training, and to travel within CONUS to attend the annual historical conference for the Society for Military History. See Technical Exhibit 4 for travel estimates outside of the NCR.

1.6.14 Other Direct Costs: Not Applicable

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract, to include research materials gathered in the course of the contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 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 staff to provide the support outlined in the PWS to include utilities. The Government shall provide, upon completion of required forms by the DoD Leadership Support historian, appropriate building passes and a Common Access Card for access to information systems.

3.3 Equipment: The Government will provide the basic necessary equipment for the Contractor staff to provide support outlined in the PWS, to include telephones, computers, desk space, and other items necessary to maintain an office environment.

3.4 Materials: The government will provide general office supplies and access to governing issuances pertaining to the task

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Security Clearance: See sections Security Requirements, 1.6. 7 and Security Clearance, 1.6.7.1.

4.3. Materials. Reserved.

4.4. Equipment. Reserved.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services. The contractor shall provide the following range of historical services for the DoD Leadership Support program.

5.1.1 Oral History. The contractor shall provide the following support to the oral history program: plan interviews with present and past senior Department of Defense and other national security officials by assisting the Senior Historian, DoD Leadership Support Program in determining which officials need to be interviewed and in contacting them to schedule interview sessions; prepare for interviews by researching primary and secondary sources to develop appropriate questions; conduct interviews alone or in conjunction with others, both in the Historical Office and off-site; format, edit, and revise transcripts; and ensure transcripts and audio recordings are properly accessioned into the oral history archive. These oral history interviews serve as source material for future publications and for responses to historical inquiries by DoD officials.

5.1.2 Information Papers and Queries. The contractor shall canvas OSD offices to determine their requirements for information papers in support of their work. Based on guidance from the Senior Historian of the DoD Leadership Support Program, the contractor shall then conduct research, analyze the material gathered, and write information papers based thereon to provide useful historical or analytical insight to officials within the Department of Defense.

As directed by the Senior Historian, the contractor shall research and write responses to historical queries from the Congress, other executive branches, the media, and the public.

5.1.3 Organizational History. The contractor shall conduct research and write organizational histories of various OSD elements. Each organizational history shall describe the laws or other sources of authority establishing the office, significant changes in the organizational structure of the office or its place within the OSD organization, and why these changes took place. Appendices shall include excerpts from oral history interviews and chronologies.

5.1.4 Special Studies. The contractor shall conduct research and write special studies on topics assigned by the Senior Historian. Such special studies are longer and more in-depth studies than information papers and organizational histories. They ultimately will be published in print and require the highest level of scholarship, analysis, and writing style. The first such study will look at personnel issues during the tenure of Secretaries Richardson, Schlesinger, and Rumsfeld.

5.1.5 Web Site. The contractor shall conduct research and write material suitable for publication on the Historical Office web site. Such material may include biographical profiles of past DoD officials, summaries of historical events, and synopses of longer publications.

5.1.6 Commemoration. The contractor may serve as a liaison between the OSD Historical Office and the service history programs, the National Park Service, and other external groups on activities commemorating World War I and the Vietnam War and other similar events. This will involve attending meetings, participating in planning for events, and reviewing material provided by others for historical accuracy.

5.1.7 Speaker Series. Under the guidance of the Senior Historian, DoD Leadership Support Program, the contractor may also assist in managing the DoD History Speaker Series by recommending topics and speakers, scheduling speakers and venues, arranging advertising, and coordinating the events.

5.2 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

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

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

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

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

7.4 Attachment 4/Technical Exhibit 4 – Estimated Travel

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 in accordance with PWS sections 5.1.1- 5.1.7

Provide reporting as required by Government.

100% data accuracy

Validated as required by the government

PRS # 2

Contractor shall conduct oral history interviews in accordance with PWS section 5.1.1

Collaborate with the customer (interviewee) to conduct the necessary number of interviews. Ensure follow-up to finalize the interview

100% on-time interviews

Validated as required by the government

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Non-Disclosure Agreement(NDA), PWS 1.6.8.1

5 days after contract award

1 Electronically in MS Word Delivered electronically to CO and COR

Quarterly Status Report, PWS 5.1.1 – 5.1.7

15th of the Month

1 MS Word or Adobe .pdf Delivered to COR via email

Draft study of personnel issues during the tenure of Secretaries Richardson, Schelsinger and Rumsfeld, PWS 5.1.4

Ten months after period of performance begins

1 MS Word Delivered to COR via email

Respond to Historical queries, PWS 5.1.2

On-going 1 MS Word or Adobe .pdf Delivered to COR via email

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.

Item Labor Category Estimated Quantity 1 DoD Leadership Support Historian 1,800* Hours per year

*One Full Time Equivalent (FTE) is 2080 hours, which means that 280 hours will be used for leave, such as national holidays as stated in this PWS, sick and annual leave.

PERIOD OF PERFORMANCE

Base Period: 20 September 2016 – 19 September 2017

CLIN Labor Category Estimated Quantity 0001, PWS Part 5, Specific

Tasks

DoD Leadership Support Historian 1,800 Hours per year

Option Period 1: 20 September 2017 – 19 September 2018

CLIN Labor Category Estimated Quantity

PWS Part 5, Specific

Option Period 2: 20 September 2018 – 19 September 2019

CLIN Labor Category Estimated Quantity

PWS Part 5, Specific

TECHNICAL EXHIBIT 4

TRAVEL ESTIMATES

The below estimates are based on current knowledge and planning, and are subject to change. Offerors should plan for a +/- 5% cost variance as a result of changes to this itinerary.

Base Period: 20 September 2016 – 19 September 2017

Item (Location)

Estimated Travel Dates

Estimated Instances of

Travel

Number of People

Attending

PWS, 1.6.13 Contractor Travel, Annual Historical Conference Society for Military History, Jacksonville, FL

20 September 2016 – 19 September 2017

1 1

Option Period I: 20 September 2017 – 19 September 2018

Instances of

Travel

Number of People

Attending

PWS, 1.6.13 Contractor Travel, Annual Historical Conference Society for Military History, TBD

20 September 2017 – 19 September 2018

Option Period 2: 20 September 2018 – 19 September 2019

Instances of

Travel

Number of People

Attending

PWS, 1.6.13 Contractor Travel, Annual Historical Conference Society for Military History, TBD

20 September 2018 – 19 September 2019