PWS_Graduate_Research_Assistant_Support_Services.pdf

PERFORMANCE WORK STATEMENT (PWS)

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

Graduate Research Assistant Support Services

4 April 2019

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide graduate research support services. 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 graduate research 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 dates 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 leadership support services for over sixty years. The OSD Historical Office’s Publications Program is responsible for the research, writing, and publication of major historical volumes.

The DoD Leadership Support Program promotes awareness of DoD history through coordination of Pentagon Speaker Series events, answering reference inquiries, writing information papers, reviewing Pentagon corridor exhibits, providing historical content for the OSD Historical Office website, and conducting research for oral history interviews.

1.3 Objectives: The basic service objective is to provide timely and accurate historical support to the Secretary of Defense and the Office of the Secretary of Defense. In addition, the graduate research assistant program raises awareness of OSD history in the academic community, increases the quality and quantity of external scholarship devoted to this subject, and creates a pool of doctoral graduates with relevant experience and expertise that enhances the Historical Office’s ability to select well-qualified individuals when filling future civil service and contract positions.

1.4 Scope: Graduate research assistant support services to the DoD Leadership Support Program include researching and writing historical information papers, reference responses for DoD leadership, and historical content for office web site; researching in support of oral history interviews; updating the electronic publications, DoD Key Officials and Public Statements of the Secretary of Defense; and assisting in managing commemorative activities and the DoD History Speaker Series. Graduate research assistant support services to the Publications Program include conducting archival research, inputting changes to manuscripts, creating bibliographies, reviewing footnotes for proper content and format, gathering and captioning photographs and illustrations, and creating indexes.

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

Base Period: August 1, 2019 through July 31, 2020 Option Period I: August 1, 2020 through July 31, 2021 Option Period II: August 1, 2021 through July 31, 2022

1.6 General Information

1.6.1 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).

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

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Independence Day Christmas Day

1.6.3 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 1,840 hours or the equivalent of 40 hours per week for 46 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.

1.6.4 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 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.

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

1.6.6 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.

1.6.6.1 Security Requirements/Clearance: The contractor must possess a TOP SECRET Facility Clearance at time of proposal submission and maintain this clearance for the duration of the contract. The contractor may conduct classified interviews up to Top Secret. All contractor personnel performing work under this contract must obtain a Top Secret clearance after award. The contractor shall perform all work with classified documents at the OSD Historical Office, which provides the contractor safe storage for classified documents.

1.6.6.2 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.

1.6.7 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.

1.6.8 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All research materials, including photocopies and photographs acquired in the performance of this contract shall become the property of the OSD Historical Office. 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.

1.6.9 Special Qualifications: Contractor is responsible for obtaining the following special qualifications:

1.6.9.1 Contractor must be listed as an R1 institution (Doctoral Universities—Very High Research Activity) in the Carnegie Classification of Institutions of Higher Education.

1.6.9.2 Information Assurance Training: 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).

The Government will provide the appropriate security form(s) (DD Form 254) and/or other documents required for the contractor to provide support on the contract.

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 Personnel: The personnel listed below are considered essential to the work being performed under this contract. Contractor shall provide personnel with the qualifications listed below, which shall be evidenced and supported by the submittal of curriculum vitae/resume in the technical proposal:

Graduate Research Assistant – A) At a minimum, have passed comprehensive or general exams in a PhD history program, with field of emphasis in military, diplomatic, or American history. B) Obtained significant background and experience in the history of the United States’ national security policy, military conflicts and forces, or other major functions of the Department of Defense, as evidenced by courses and/or research papers completed on those subjects. C) Experience in conducting research in major archives, as evidenced by the sources used in research and writing projects. D) Posses effective communication skills as evidenced by writing projects, such as master’s thesis or graduate level research papers, as well as public speaking experience as evidenced by presentations at scholarly conferences and seminars.

1.6.12 Selection Process: Personnel onboarding will not commence until candidates have been reviewed by the Historical Office Contracting Officer Representative (COR). For each period of performance, the contractor must provide the curriculum vitae/resume of at least two interested individuals for evaluation by the COR, who will make the final selection. Upon final selection, the Contractor shall make no diversion without the Contracting Officer's written consent.

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.

2.1.13 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; desk space, telephones, computers, information technology, and other items necessary to maintain an office environment. The Government shall provide, upon completion of forms by the graduate research assistant, appropriate building passes and a Common Access Card for access to information systems.

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: 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 Secret Facility Clearance: See 1.6.6.1 Security Requirements

4.3 Materials: Reserved.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The contractor shall provide graduate research assistant services supporting the Historical Office and its DoD Leadership Support and Publications Programs, to include the following:

5.1.1 Conduct historical research and provide supporting materials for assigned writing projects.

5.1.2 Analyze historical material and write information papers to provide historical insight to Department of Defense officials.

5.1.3 Provide general administrative support to include using Microsoft Office programs such as Word and PowerPoint.

5.1.4 Create historical summaries or gather historical images, documents and other materials for inclusion on the office website.

5.1.5 Assist in arranging and conducting lectures, conferences, or other public presentations.

5.1.6 Ensure materials are properly added to the Historical Office archives.

5.1.7 Support the Publications Program by conducting archival research, inputting changes to manuscripts, creating bibliographies, reviewing footnotes for proper content and format, gathering and captioning illustrations, and creating indexes.

5.1.8 Conduct research in public and private archives.

5.1.9 Assist in preparation of oral history interviews with current and former OSD and DoD officials by researching primary and secondary sources to develop appropriate questions; formatting, editing, and revising transcripts; and ensuring transcripts and audio recordings are properly accessioned into the oral history archive.

5.1.10 Monthly Progress Reporting. Deliver monthly reports to provide status of workload progress.

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. Contractors may direct technical questions to the help desk at: http://www.ecmra.mil.

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

PART 6

ATTACHMENT/TECHNICAL EXHIBIT LISTING

The data provided 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.

6. ATTACHMENT/TECHNICAL EXHIBIT LIST:

6.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

6.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

6.3 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 monthly progress reports on all assigned projects per PWS sections 5.1.1-5.1.10

Report summarizes progress in past calendar month on each project assigned to each key employee.

100% data accuracy

Validated as required by the government

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of

Copies Medium/Format Submit To

Contractor Personnel Non-Disclosure Agreement

Within 5 days after COR Selection of Contractor Personnel

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

Monthly Progress Report Section 5.1.10

Monthly 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 Name Estimated Quantity

1 Graduate Research Assistant

1,840* Hours per year

*One Full Time Equivalent (FTE) is 2,080 hours, which means that 240 hours will be used for leave, such as Federal holidays as stated in this PWS, sick and annual leave.