RFP_Attachment_2_Event_Planning_PWS.doc

EVENT PLANNING PWS –22 May 2017

PERFORMANCE WORK STATEMENT

Office of the Under Secretary of Defense (Policy) (OUSD(P)) Event Planning Support Services

1. INTRODUCTION

1.1. BACKGROUND

1.1.1 Action Officers within Policy provide strategic planning and assist in the development of government policy to the Department of Defense and their assigned foreign geographic or functional area of concern. The planning and execution of protocol, logistics, resources and office administration to support departmental conferences and meetings detracts from their ability to perform their primary tasks. Action Officers are constrained with event planning, compromising the time and ability to do fundamental analytic work, such as reading all daily intelligence, researching new policy issues, developing OUSD(P) initiatives, strategizing for interagency policy debates, maintaining liaison relationships with U.S. diplomats overseas and foreign diplomats in Washington, DC, and participating in intergovernmental regional policy dialogues.

1.1.2 Centralizing event planning functions for OUSD(P) will accommodate several outcomes. It will allow for the establishment of “one stop” support and capture of best practices and procedures. One set of standardized practices will ensue, and OUSD(P) will promote optimization of desk officer effectiveness, produce action officers with greater subject matter expertise, and facilitate responsiveness to the Secretary of Defense and OUSD(P) leadership.

1.1.3 In addition, event planning provides assistance with printed material that contains relevant information for each meeting or trip. Each printed material can vary in content and size depending on the requirement. The flow from submission to the contractor to completion is a dynamic process with changes often coming close to the delivery time.

1.2. OBJECTIVES

The OUSD(P) Policy Management Office (PMO) / Facilities requires Event Planning support services to assist with the logistics, resources, administration and protocol support within OUSD(P)., The Event Planning Team’s objectives shall include:

1.2.1 To maintain and update the Standard Operating Procedures (SOP) and compilation of best practices, as currently understood and actioned within the respective components of OUSD(P).

1.2.2 To implement consultative services and full event planning within the organization.

1.2.3 To fully execute event planning support for OUSD(P) components including planning, organizing, scheduling, coordination and supervision of resources, capabilities and vendors.

1.2.4 To maintain, manage and record best practices and lessons learned for event planning in the form of standardized operating rules and procedures and web-accessible guidelines and checklists currently in use as standards.

1.2.5 To develop a survey program to track customer satisfaction for each event. Compile systems for metrics and statistical analysis of the tracked data.

1.2.6 To support printing binding/copying and generating of graphics.

1.2.7 To support Video Teleconference (VTC) meetings and conferences

1.3. SCOPE

The contractor shall provide event planning, graphic design, printing and audio-visual support services to the OUSP(P) PMO/Facilities. This will require expertise in event planning, graphic design, printing, and audio-visual support specific to the Pentagon and National Capital Region. The contractor shall ensure support and services are performed in accordance with this PWS and applicable Federal Laws and regulations.

2. GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations.

2.1. NON-PERSONAL SERVICES

The services and performance required under this contract are determined to be not inherently governmental. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DoD policy. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. All contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom OUSD(P) has business dealings. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

2.2. BUSINESS RELATIONS

The contractor shall successfully integrate and coordinate all activity needed to execute the requirements specified herein. The contractor shall manage the timeliness, completeness, and quality of the contract deliverables. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of all contractor personnel (including subcontractors). The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3. CONTRACT MANAGEMENT

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to this requirement. The contractor must maintain continuity between the support operations at the Pentagon and the contractor's corporate offices.

The contractor shall establish processes and assign appropriate resources to effectively administer this contract. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on this requirement.

2.4. SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer or Contracting Officer Representative (COR).

2.5. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

An integral part of successful performance under this contract is not only the production of quality products described in Section 3.0, but the responsiveness of contractor personnel in the day-to-day output of work products. While the end product or deliverable is vital to successful performance, day-to-day oversight also includes client interaction and responsiveness. Accordingly, the contractor is required to proactively maintain assigned tasks, and be responsive to all entities with professional business dealings related to the assigned tasks.

The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.6. TRAINING

The Contractor shall provide training, as necessary, for their own personnel to ensure that personnel are trained on the common suite of Microsoft Office tools (e.g., Word, Excel, PowerPoint) and other applicable programs. The Contractor shall also ensure that all of its employees have been properly trained and are qualified to perform assigned tasks under this PWS. The Government will provide or coordinate training on any new Government-provided equipment or Government-directed training (e.g., Information Assurance). If such training requires travel on the part of contractor employees, local travel costs (i.e., Metro) shall be borne by the contract personnel.

2.7. TRAVEL

Local, CONUS, and OCONUS travel may be required to provide event support for meetings outside of OUSD(P) offices. For planning purposes, such travel is anticipated to be minimal and will be done at the direction of the COR in advance of the travel.

Local Travel: Contractor travel within 100 miles of the National Capital Region is considered local travel and is included in the price of this contract and not reimbursable; ODCs will not be used. Local travel within 100 miles of the National Capital Region may be required to support work requirements in specific offices. Work of this nature may include trips to the United States State Department or other federal agencies and providing event support for meetings held outside OUSD(P) offices within 100 miles of the National Capital Region.

Non-local Travel: All pre-approved non-local travel shall be reimbursed in accordance with FAR 31.205-46. Contractor payment claims for reimbursable costs shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts). Copies of all receipts shall be furnished to the COR upon completion of travel and prior to invoicing. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses. Travel not in compliance will be at the contractor’s expense.

2.8. LOCATION

Work will primarily be performed at the Pentagon, Arlington, VA; Mark Center, Alexandria, VA; contractor facilities; or other government sites within the National Capital Region. In the event of a local or national emergency, operations may be moved to another government facility or additional telework may be authorized.

Contractor personnel must obtain and maintain a Common Access Card (CAC) and appropriate SIPRnet token to access to all IT systems prior to conducting work on this contract. Contractor personnel must also read and familiarize themselves with all organizational mission statements and charters, organizational structures, operating instructions, Standard Operating Procedures (SOP) and policy.

Contractor will perform all copying and book building at their location. The contractor facility must be Defense Security Services approved for TOP SECRET copying and material storage. Contractor is responsible for coming to the Pentagon to get the sample book and electronic copy of the data and returning all completed materials to the Pentagon.

2.9. HOURS OF WORK

Normal workdays are Monday through Friday except US Federal Holidays. Core hours of work are from 1000 to 1500 daily. All employees are expected to be available during core hours. The contractor may be required to work nontraditional shift hours to accommodate work requirements for specific offices. Adjusted hours may require morning or evening coverage beyond the traditional hours or the normal federal work days.

Contractor personnel are not customarily expected to work on holidays, but holiday work is possible, subject to advance scheduling with the contractor. Recognized Federal holidays are as follows:

The contractor shall provide the COR a current schedule for its entire staff assigned to the contract, including planned leave. The contractor shall assign alternates to cover assignments of any of its staff that are absent sufficient to ensure that the services are not disrupted.

Telework Agreement: Ad hoc telework is permissible and strongly encouraged.

3.0 PERFORMANCE REQUIREMENTS

The following section specifies the Performance Objectives and Performance Elements for the contract.

Due to the dynamic nature of event planning support, the following list is not all-inclusive, but is expected to expand as other requirements become known over time and are added for the convenience of the Government:

3.1 Event Planning Support Services. Tasks shall include the following:

3.1.1 Capture and compilation of best practices, procedures, and lessons learned into a living reference and development of standardized processes for the planning, coordination and execution of event planning using existing formats and templates when possible.

3.1.2 Within specified limits, the contractor shall assist in completing the paperwork and obtaining signatures for official representational funds (ORF) meals, conferences, and gifts.

3.1.3 Coordinate interpreters and interpretation equipment. This may include taking guidance from or partnering with a DoD Class A Paying Agent.

3.1.4 Obtain locations / conference rooms for events in the Pentagon and the National Capital Region. Note that the DoD conference regulations require the consideration of Government-owned space before considering privately owned space.

3.1.5 Provide necessary coordination concerning protocol matters for distinguished visitors.

3.1.6 Coordinate with the Pentagon Force Protection Agency (PFPA) to secure access to the Pentagon for visitors.

3.1.7 Arrange Pentagon tours.

3.1.8 Coordinate the reservation of hotel rooms for participants of events at the Pentagon and National Capital Region. Care must be taken that a government Class A paying agent is the contracting and paying officer. Contractor may not agree to any room block that obligates the government to pay a minimum charge and/or cancellation fee.

3.1.9 Set up conference rooms (tent cards, seating charts, catering, interpretation equipment, etc.).

3.1.10 Coordinate audio visual support of events.

3.1.11 Arrange for photography at official events.

3.1.12 Prepare, copy, collate and distribute briefing books.

3.1.13 Arrange for food/catering for events at the Pentagon and surrounding area if the provision of food has been approved and justified by the Government under an exception. Note that generally, the use of Government funds to procure any food items would be prohibited for an event in the National Capital Area and that instances where the provision of food is justified will be extremely rare.

3.1.14 Make transportation arrangements for visitors and delegations to events and conferences after consulting with the Government regarding the requirements, regulations and restrictions.

3.1.15 Manage the OUSD(P) gift locker

3.1.15.1 Tracking the sender, receiver, date, and country information on a SharePoint site and reviewing with the Sec Def Office to ensure no duplicate gifts.

3.1.15.2 Reviewing ORF survey results on desired gifts and assist in processing the ORF paperwork to re-stock supplies.

3.1.16 Provide consultation services to components regarding upcoming events such as historical data and brainstorming event logistics.

3.1.17 Conduct training on OUSD (P) specific Event Planning and ORF procedures to government and contractor personnel and draw awareness of the overall functions that the office is available to support.

3.1.18 Provide management of the OUSD (P) Conference Rooms to include scheduling, securing, customer requirements, assist in IT support, and arrange room and equipment maintenance.

3.1.19 Assist Action Officer in preparing and coordination of Official Conference Approval, per DCMO DoD Conference Guidance, if necessary.

3.2 Graphic Design Support Services. Tasks shall include the following:

3.2.1 Create document design (covers, page layout, inclusive graphics, image selection, and preparing files for digital or offset printing).

3.2.2 Create logo designs for new programs and emerging offices.

3.2.3 Analyze written documents in order to generate PowerPoint presentations. Take direction to improve existing PowerPoint presentations.

3.2.4 Provide comprehensive branded graphics packages for OUSD(P) hosted events including logos, posters, agendas, name tags, binder covers, briefings, invitations, agendas, brochures and informational handouts.

3.2.5 Maintain a library of OUSD(P) images, documents and design files for ready access to ensure the OUSD(P) branded style is effectively conveyed wherever possible.

3.2.6 As required, interface with print vendors to ensure timely and proper execution of outsourced jobs for publications and promotional materials. Contractor must ensure that these interfaces do not cause any appearances of improper representation or agency appearances.

3.2.7 Contractor must be aware of DoD policies regarding logos and seals; and work closely with Public Affairs when conducting these tasks.

3.3 Printing Support. The contractor shall coordinate materials to be printed with the Contracting Officer Representative and Defense Printing Office (DPO). All reports with 10+ days lead time must be coordinated for printing by the DPO. Any reports with less than 10 day advance notice will be coordinated with DPO, and in the event the request cannot be fulfilled by DPO, the vendor will obtain a waiver and fulfill the request. Printing tasks shall include the following:

3.3.1 Provide a printing capacity of up to 12,000 color pages each month assembled into, but not limited to, up to 300 reports or individual binders for the Secretary of Defense and his subordinate leaders. The printed material may include 3 or more copies with the average being 10 copies. Deadline for printed material will vary and will be clearly announced with each request with a minimum turnaround of 48 hours.

Historically, the Government estimates that this task will require 540 labor hours to accomplish.

3.3.2 Contractor will have up to 48 hours to collect printed material provided by OUSD(P). OUSD(P) shall provide the contractor all the substance for the printed material and specify the number of reports or binders required for each request. This substance may be on a CD or a jump drive or similar pre-approved storage. OUSD(P) will provide the contractor with a model binder to use as a sample. It is the task of the contractor to print pages in color on glossy paper, size 8 and ½ inch by 11 inch, collate, and place the info in an appropriately sized three-ring binder with tabs, label dividers, a printed spine, front and back cover.

3.3.3 Input for printed binders will come from the Policy Action Officers (AO). Success is measured by 100% accuracy in replication of the provided content in complete materials in the quantities specified by the AO for each specific requirement and delivered in accordance with the deadline.

3.4 Audio Visual Support Services. Tasks shall include the following:

3.4.1 Provide audio-visual and video teleconferencing support to the OUSD(P) conference rooms.

3.4.2 Prepare conference rooms for upcoming presentations

3.4.3 Perform post-conference check for conference room

3.4.4 Present customer supplied briefing materials using installed or customer furnished audio-visual equipment

3.4.5 Operate and maintain on-site audio-visual system

3.4.6 Display customer supplied briefings via various media platforms

3.4.7 Provide operator training on VTC systems as needed

3.4.8 Assist in the scheduling and re-scheduling of briefings

3.4.9 Track and reporting conference activity through a logging system

3.4.10 Perform basic operational checks and arrange for maintenance of audio-visual equipment

3.4.11 Troubleshoot audio-visual equipment.

4.0 SPECIAL REQUIREMENTS

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 KEY PERSONNEL

The contractor Lead Event Planner, Graphic Designer, Event Planners and Conference Room/Audio Visual Specialist are defined as Key Personnel under this contract. The contractor shall ensure the Key Personnel possess the skills, knowledge, training, and certification(s) required to satisfactorily perform all services required by the contract. Historically, the level-of-effort is six (6) Full Time Equivalents to complete all the tasks listed in Section 3.0.

Lead Event Planner (1 FTE)

Required Education and Certification:

· Bachelor’s degree from an accredited university.

· Active TOP SECRET Security Clearance with SCI eligibility.

Required Skills and Relevant Experience:

· Minimum of four (4) years of experience in event planning where events can range from a dinner for 2 to refreshments for 200.

· Knowledge of dealing with US and foreign delegations, US and diplomatic protocol, and military customs and courtesies.

Preferred Skills and Relevant Experience:

· Two (2) years experience of executing events inside the Pentagon and in the National Capital Region to include:

· Knowledge of options within the Pentagon for catering, photography and conference space

· Experience with entry and exit procedures, including proper documentation, for Pentagon guests

· Understanding of International cultural considerations when developing a Washington based visitor program

· Secret Service, Air Force Office of Special Investigations, etc. experience for identifying issues for security details Event Planners Level 2 (2 FTEs) Required Education and Certification:

· Must have a minimum Bachelor’s degree from an accredited university.

· Active SECRET Security Clearance with TS/SCI eligibility Required Skills and Relevant Experience:

· Minimum of two (2) years experience in event planning where events range from 2 to 200 attendees to include best practices in event management and coordination; risk management; financial, legal and ethical safeguards; catering; and meeting and conference planning.

· Working knowledge of government and business protocol obtained through Departmental, military, business or academic education.

· Knowledge of Microsoft Office applications

Preferred Skills and Relevant Experience:

· Two (2) years experience of executing events inside the Pentagon and in National Capital Region to include:

· Knowledge of options within the Pentagon for catering, photography and conference space

· Experience with entry and exit procedures, including proper documentation, for Pentagon guests

· Understanding of International cultural considerations when developing a Washington based visitor program

Event Planners Level 1 (1 FTE) Required Education and Certification:

· Must have a minimum Bachelor’s degree from an accredited university.

· Active SECRET Security Clearance with TS/SCI eligibility Required Skills and Relevant Experience:

· Knowledge of Microsoft Office applications

Preferred Skills and Relevant Experience:

· Two (2) years experience of executing events inside the Pentagon and in National Capital Region to include:

· Knowledge of options within the Pentagon for catering, photography and conference space

· Experience with entry and exit procedures, including proper documentation, for Pentagon guests

· Understanding of International cultural considerations when developing a Washington based visitor program

Graphic Designer (1 FTE) Required Education and Certification:

· Bachelor’s degree from an accredited university

· Active SECRET Security Clearance with TS/SCI eligibility Required Skills and Relevant Experience:

· Minimum of five (5) years graphic design experience with logos, posters, pamphlets, cover sheets etc.

· Expert knowledge of Adobe Creative Suite CS5 including Illustrator, Photoshop, InDesign, Acrobat and Elements.

· Expert level knowledge of Microsoft Office programs including Powerpoint, Excel and Word.

· Intermediate level knowledge of Quark, Page Maker, HTML, FrontPage, DreamWeaver and Flash.

Preferred Skills and Relevant Experience:

· Knowledge of Pentagon printing and graphics resources Conference Room / Audio Visual Specialist (1 FTE) Required Education and Certification:

· Bachelor’s degree from an accredited university. Four (4) years general audio visual experience in lieu of a bachelor degree will be acceptable.

· Active TOP SECRET with SCI eligibility.

Required Skills and Relevant Experience:

· Minimum of two (2) years’ experience in productive AV environment with an emphasis on video teleconferencing.

· IT expertise in Microsoft Office applications

· Ability to plan and conduct training on VTC system operation

· Ability to write clear and concise operating guides

· Intermediate knowledge of common audio visual hardware and software applications that facilitate digital conferencing During the first 90 calendar days of performance, the Contractor shall make no substitutions of key personnel without the approval of the Contracting Officer, unless illness, death, or termination of employment necessitates the substitution. When the contractor replaces contract personnel, the new personnel shall have qualifications equal to or better than the requirements in this PWS they are replacing.

If personnel for any reason become unavailable for work under this task order for a continuous period exceeding fifteen (15) working days the contractor shall propose a substitution to such personnel.

If personnel for any reason vacate the position the COR must be notified immediately and proposed personnel substitutions shall be submitted, in writing, to the COR no more than ten (10) calendar days from the date the vacancy occurs.

Within seven (7) calendar days of the receipt of the proposed substitute, the Contracting Officer and/or COR must approve or disapprove the proposed substitute. All substitutes shall be available to support the required tasks within ten (10) working days from the date the substitute is approved.

Noncompliance with the above instructions may be considered a material breach in the terms and conditions of the task order for which the Government may seek appropriate remedies.

4.2 GOVERNMENT FURNISHED MATERIALS

Except as noted above, basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, consumable and general purpose office supplies) will be provided while working in Government facilities. Additionally, most tasks in this PWS require a physical presence in order to ensure successful performance. The Government will provide information, material and forms unique to the Government for supporting the task. All Government unique information related to this requirement, which is necessary for Contractor performance, will be made available to the Contractor. The COR will be the point of contact for identification of any required information to be supplied by the Government.

4.3 SECURITY

Overarching security requirements and Contractor access to classified information is specified in the basic DD Form 254. All assigned contractor personnel shall possess and maintain an active SECRET security clearance to perform on this task order. Personnel will be required to be eligible for Top Secret/Sensitive Compartmented Information clearance.

All tasks must be conducted in full compliance with DoD security regulations. During the period of performance, the Conference Room/Audio-visual Specialist will be required to maintain a Top Secret/Sensitive Compartmented Information (SCI) clearance. SCI eligibility defined by the ICD 704, Eligibility for Access to SCI, and reinforced in the DoDM 5105.21, V-3 is:

"In Scope" personnel security investigations (SSBI, SBPR, PPR) and access determinations that are void of deviations, conditions, or waivers. ICD 704.4 defines "in scope investigations" as those that are less than seven years old, without a 24 month break in service. To preserve reciprocity, the subject reinvestigation must be in progress within seven years from the completion of the previous investigation.

The Contractor shall submit the security nomination packages for the personnel assigned to the task order no later than 3-5 calendar days following issuance of the award document.

In the event that the candidate does not meet the SCI eligibility requirements defined above within 30 days, the Government shall be entitled to an equitable adjustment to the task order.

In the event that the necessary security clearances are not adjudicated within the timelines described above, the Government will require the Contractor to develop a work-around plan to meet the requirements of the PWS and submit it to the Contracting Officer for acceptance. In the event that an acceptable plan is not submitted, the Government shall be entitled to an equitable adjustment to the task order.

All contractor personnel shall be required to sign a Non-Disclosure agreement.

The contractor shall comply with all appropriate Government security directives and regulations when performing work in support of the contract.

Information users are required to save information in approved locations. The contractor must safeguard all information provided or generated under this task order, including classified, unclassified, and For Official Use Only, in accordance with directives.

A Defense Security Services approved facility clearance is required for binding and printing/copying and storing TOP SECRET level material at the contractor facility.

4.4 QUALITY CONTROL PLAN

The Contractor shall prepare and adhere to a Quality Control Plan (QCP). The QCP shall document how the Contractor will meet and comply with the quality standards specified in the PWS, and Quality Assurance Surveillance Plan (QASP). At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS.

The QCP shall contain at a minimum the following information:

· Information relevant to the periodic monitoring of Contractor staff with feedback to the government regarding quality, consistency, and timeliness of service delivery.

· Information relevant to identifying training needs and conducting initial and periodic refresher training of Contractor staff to ensure consistent delivery of services; and

· Information relevant to identifying mechanisms for initiating requests or responding to the government.

4.5 DOCUMENTATION

The Government maintains unlimited use rights in all deliverables of this contract. The contractor, without the written consent of the DoD, shall not provide any supporting documentation, data, information, or products regarding any tasks in this contract to other parties outside of the DoD. The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein. The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the government has conducted the appropriate security review and granted written approval (e.g. posting information to a public website). The contractor shall safeguard classified and unclassified information provided or generated under this contract.

4.6 TRANSITION

All planning meetings shall occur at OUSD(P) offices in the Pentagon, unless otherwise determined at the Kickoff Meeting and approved by the OUSD(P) COR.

The Contractor shall follow its transition plan submitted as part of their proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The Contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.6.1 Phase-in

The Contractor shall submit a detailed phase-in plan to include start-up activities that may be required to transition to full operational capability upon conclusion of the transition period. The contractor shall ensure all existing and applicable services and support are successfully transitioned from incumbent contractor to the new contractor immediately after notice-to-proceed on the contract in accordance with the Contractor Initial Transition Plan.

The Contractor shall:

· Provide a detailed transition methodology in logical sequence to ensure a smooth transition of all tasks/subtasks of the contract without interruption or degradation of service levels;

· Provide a timeline for completion; and

· Identify associated risks and issues and risk mitigation strategies.

4.6.2 Phase-out

The Contractor shall provide a phase-out plan no later than sixty (60) days prior to expiration of this contract. The Contractor shall maintain complete documentation that is totally assessable to the designated Government representatives via a web portal or some other portal as the Government directs. The Contractor shall overlap with incoming Contractor during transition for a nominal period of 30 days and will work with Government personnel and the incoming contractor to transfer knowledge, information and documentation for all projects and tasks related to this contract. The type of information and documentation to be transferred includes but is not limited to:

· Project Management Processes

· Points of contact

· Location of documentation

· Status of ongoing initiatives

· Appropriate contractor to contractor coordination to ensure a seamless transition

· Identify schedules and milestones and

· Establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via weekly status meetings

Note: All automated data files in the possession of the contractor shall be turned over to the KO or the COR at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.

4.7 508 Compliance Contractor shall comply with Section 508 of the Rehabilitation Act of 1973 and support the Government to ensure compliance with Section 508. Contractor shall assist and support the requirement so when Federal agencies develop, procure, maintain, or use electronic information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who do not have disabilities. Contractor shall also assist and support the requirement from Section 508 that requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

Contractor shall ensure its supervisors/managers are familiar with Section 508 information at: http://www.section508.gov/index.cfm?FuseAction=Content&ID=12 and http://www.access-board.gov/508.htm

5.0. Privacy Act and Personally Identifiable Information

5.1. Contractor personnel may have requirements to access Privacy Act information, Personally Identifiable Information, during the performance of this task and will be required to maintain all measures required to appropriately protect the information.

5.2. Contractor personnel are required to complete annual Government Privacy Act and Cyber Awareness training and maintain appropriate training records.

5.3. Information users are required to save information in approved locations and contractor personnel may have access to data based on account administration and troubleshooting. The contractor must safeguard all information.

Section 6.0 PERFORMANCE REQUIREMENTS SUMMARY

7.0. DELIVERABLES

Deliverables shall be submitted to the COR designated in the COR Appointment letter. All deliverables shall be submitted using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint), or Adobe PDF format, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

The COR has the right to reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection.

The following table specifies the deliverables for this requirement

7.1 Monthly Status Report, Status Update Meetings

7.1.1 The contractor shall provide a monthly status report to the COR and TM within the first 7 calendar days of each month of performance covering the previous calendar month’s performance. The report shall include problems or issues encountered and recommended solutions; identified or implemented process improvements and other accomplishments; current assignments for personnel; anticipated personnel absences; and other information as agreed to by the government and contractor.

7.1.2 The contractor shall attend quarterly meetings with the COR, at the COR’s location, to discuss contract performance. The TM, CO, or others as may be agreed to by the COR and contractor, may also attend this meeting.