DRAFT Performance Work Statement_Siting Clearinghouse.docx

DRAFT PERFORMANCE WORK STATEMENT (PWS)

Office of the Assistant Secretary of Defense for Acquisition and Sustainment Department of Defense (DoD) Military Aviation and Installation Assurance Siting Clearinghouse Support

1.0 INTRODUCTION: This PWS defines the services to be provided in support of the Office of the Secretary of Defense (OSD).

2.0 BACKGROUND: Expanding energy infrastructure can impact DoD’s use of air, land, and sea space for operations, readiness, training and testing missions. The Office of the Assistant Secretary of Defense (Acquisition and Sustainment) provides direction, policy, guidance, and program support for DoD components, and has been directed, in accordance with 10 U.S.C. 183a, to determine how utility-scale energy and transmission projects adversely impact testing and training ranges, operating areas, and airspace to support joint operational readiness of US Forces worldwide. Expanding energy infrastructure potentially impacts DoD use of air, land, and sea space for readiness, test, and homeland defense activities. To address these potential impacts and to provide timely and fully coordinated reviews of proposed energy projects, OSD established a Military Aviation and Installation Assurance Siting Clearinghouse (hereinafter referred to as the “Clearinghouse”) to address these potential impacts.

DoD has multiple equities that must be considered with regard to site selection and the development of our national energy infrastructure. The Clearinghouse serves to provide a fully coordinated DoD assessment the mission compatibility of energy and transmission line projects to energy developers, federal and state agencies, and the Congress. The Clearinghouse serves the function as an internal oversight and external communication resource on proposed utility-scale energy projects that potentially impact the DoD mission and Service Title 10 responsibilities necessitating the use of testing and training ranges, Military Training Routes, Restricted and Military Operational Areas, as well as maritime Warning and Operational Areas. Specific Clearinghouse responsibilities include:

· Develop and assign staff actions, create responses, and support multiple offices within the Office of the Secretary of Defense and its components to develop a coordinated and vetted DoD position on proposed energy projects where energy project development may present an adverse risk to national security.

· Collaborate with interagency partners to characterize and mitigate the impacts of energy generation and transmission on DoD mission.

· Conduct studies to model the impacts of energy generation and transmission on military mission, as well as seek and field mitigations.

· Seek and administer early notifications from energy developers and other government agencies regarding proposed energy projects, both on land and offshore, and working toward early consultation to mitigate military mission impacts.

· Conduct assessments of projects filed through the Federal Aviation Administration’s (FAA) Obstruction Evaluation (OE) Airport Airspace Analysis (AAA) process for determination of hazard, and develop recommendations for FAA action, and negotiating mitigations.

· Process and analyze Informal Project Reviews sent to the Clearinghouse by energy developers and other federal agencies for DoD mission impacts. Maintain open dialogue with developers early in the project development concerning mitigation options if there is a DoD impact.

· Maintain and improve these processes concerning rulemaking and subsequent DoD guidance, including but not limited to directives, instructions, and procedural memorandums.

· Conduct federal interagency, state, and local government, and stakeholder engagement.

· Serve as the repository for DoD assessments and decisions concerning the expansion of energy infrastructure.

· Provide budget briefings on various financial programs; participate in Mid-Year Review and Year end Closeout data calls; prepare and amend funding documents and spend plans; and organizing budget meetings.

· Respond to requests for information from the Congress, interagency sources, and others.

· Make recommendations to Environmental Impact Statements as a cooperating agent.

The Clearinghouse also makes recommendations to Environmental Impact Statements as a cooperating agent.

3.0 SCOPE: The Contractor shall supply non-personal technical and analytical services to support the Clearinghouse with the identification and assessment of energy projects for impact on the DoD mission. Specifically, the Contractor shall support the Executive Director and Deputy Director of the Clearinghouse in its review of any potential impact of energy and transmission line projects on military testing, training, and operations. The scope of the effort includes conducting research on proposed energy projects, including employment of the FAA OE/AAA system and the Mission Compatibility Assessment Tool (MCAT) (as well as subsequent tools that might be developed); receiving and distributing notifications of proposed energy projects; collating responses from the Military Departments and other DoD agencies; preparing specific coordinated responses on the status of DoD's assessment of energy and transmission line projects to energy industry and project developers, or to federal, state and local agencies; supporting broader DoD engagement with energy industry and project developers, and federal, state and local agencies; maintaining a repository of DoD analysis, assessments, status and decisions on energy and transmission line projects; preparing subsequent reports; characterize and mitigate the impacts of energy generation and transmission on DoD mission; and providing financial management support for Planning, Programming, Budgeting and Execution (PPBE) cycle.

The base workload required is estimated at 13,384 hours per year of on-site subject matter expertise. In addition, off-site efforts are estimated at 100 hours of program management support.

Note that the workload estimates are provided solely to assist the offeror in its assessment of the workload required and to ensure its offer includes pricing consistent with the anticipated workload. This is not a labor hour contract. The PWS requirements must be performed at the quoted prices on a firm-fixed price basis in accordance with the Performance Objectives regardless of the number of hours quoted or performed.

4.0 APPLICABLE DOCUMENTS: On 5 December 2013, the Clearinghouse promulgated a Final Rule under 32CFR Part 211e governing its external relations. However, 10 U.S.C. 183a also governs Clearinghouse operations, and contains changes not captured in the current rule, which is under revision.

5.0 GENERAL

5.1 PLACE OF PERFORMANCE: The work required under this PWS will primarily be accomplished at a Government facility in the Washington D.C. metropolitan area. The Contractor is responsible for conducting project management support between the hours of 8:00am to 5:00pm 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. The Contractor must at all times maintain an adequate work force 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 for maintaining teamwork and optimum productivity.

Recognized Holidays: The Contractor is not required to perform services on these holidays:

Independence Day

5.2 PERIOD OF PERFORMANCE: The period of performance shall be for twelve (12) months, with four (4) twelve (12) month option periods.

5.3 TRAVEL/OTHER DIRECT COSTS (ODCs):

Travel: The contractor shall provide a written request for travel to the COR prior to finalizing any travel arrangements. All travel must be approved by the COR prior to purchase of tickets and commencement of travel. The contractor shall be reimbursed for pre-approval actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with the FAR 31.205-46 “Travel Costs”.

Requests for approval of costs in excess of maximum per diem rates in accordance with the procedures contained in FAR 31.205-46(a)(3) must be submitted to the Contracting Officer for final approval prior to commencement of travel. Local travel will not be reimbursed for the government’s worksites within the NCR.

Other Direct Costs: The Government does not anticipate other direct costs at this time. All necessary printing and graphics work shall be accomplished using DoD printing capabilities and OSD graphics services.

6.0 REQUIREMENTS: The Contractor shall provide planning, execution, and management support of all operational and technical requirements, as well as provide required documentation of processes and recommendations to the Clearinghouse. The following interrelated tasks are necessary to meet PWS objectives, in which the Contractor shall:

6.1 Support Assessment of Proposed Utility-scale Energy and Transmission Line Projects, on Land and Offshore: Historically, the Clearinghouse receives an average of 6,000 proposed utility-scale energy and transmission line projects per year. Seek and receive early notification from energy developers and other government agencies regarding proposed utility-scale energy and transmission line projects. Interface with developers, potentially at senior levels, both through excellent oral and written communication, to assess definitive project parameters. Analyze projects for possible DoD mission impact. Develop and distribute notifications to the Military Departments and all other DoD agencies with equities that may be impacted by utility-scale energy and transmission line projects. Collect and collate subsequent responses and support the DoD Clearinghouse Executive Director and Deputy in the development of fully coordinated and vetted DoD positions on energy and transmission line projects. Coordinate and review input into the Department of Interior’s (DOI) five-year lease planning process and coordinate permitting activities with the DOI.

6.2 Provide Clearinghouse Management and Document Support: The contractor shall oversee the day-to-day management of correspondence control for the Clearinghouse. Correspondence control will include correcting and revising correspondence to ensure it conforms to the Office of the Secretary of Defense manual for correspondence and that documents are managed in the electronic Correspondence and Task Management System (CATMS). The contractor will ensure written correspondence is clear, concise, recommended solutions, and in line with standards of OASD (Acquisition and Sustainment). Tasks will include, but is not limited to, drafting office communications, thank you letters, drafting meeting minutes, input for weekly activity reports, and other reporting requirements (GAO, IG etc.). Assist in researching and preparing read-ahead materials for front office briefings. Track office suspenses and taskers to ensure quality and timely responses, maintain office calendar, and manage shared drive file storage. Provide miscellaneous document review and editorial support to ensure quality written materials. Maintain standard operating procedures (SOPs) for all core office functions and processes.

6.3 Incorporate On-line Tools into Clearinghouse Processes: On a daily basis, apply and integrate on-line tools, such as the FAA Obstruction Evaluation Airport Airspace Analysis tool and the Mission Compatibility Assessment Tool (MCAT), into the processes to be used by the Military Services, DoD agencies, other federal, state, local agencies, and energy developers for the initial screening of the 6,000+ proposed utility-scale energy and transmission line projects. Provide support to other DoD agencies in the application and integration of on-line tools to be employed in the initial screening and subsequent assessment of energy and transmission line projects.

6.4 Provide Input into Acquisition and Sustainment Websites: Input shall be provided to the Clearinghouse SharePoint, public facing website, or other related websites under OASD (Acquisition and Sustainment) which relate to the activities of the Clearinghouse. On a weekly basis, the contractor’s input shall include, but is not limited to, information on the status of DoD's review and assessment of proposed energy and transmission line projects, to be posted, as applicable, by the DoD Clearinghouse.

6.5 Support Intra-governmental and Industry Engagement: Support outreach efforts to other government agencies and energy developers, including the scheduling of required meetings and preparation of associated background papers and briefings, with necessary post-meeting follow up. Meeting support shall include the provision of teleconference bridge capability provided by the Contractor, not to exceed 200 hours per month of contract performance.

6.6 Reports and Briefings: Compile information concerning energy and transmission line projects resulting in periodic background reports and briefings (including slides and presentations) on behalf of the DoD Clearinghouse. Develop reports tracking Clearinghouse related topics in the media or from other sources. Provide a statistical summary of energy and transmission line projects processed by the Clearinghouse (monthly, quarterly, and at the end of each period of performance). Provide support necessary to respond to DoD internal needs and Congressional requests, including topics such as Clearinghouse mission compatibility interests and range modernization issues. More specifically, this requirement will include an annual Strategic Range Plan Report to Congress. Preparation of this report will require document drafts, data formatting, and a review of Service validated data, including time for government review and submission by April 1 each year. Following each report, there is a requirement to add additional metrics and analysis to enhance the report. Format data and text into final report format.

6.7 Design and Maintain a Repository of DoD Assessments and Decisions: Conduct research, compile data, and report on a monthly, quarterly, and at the end of each period of performance concerning requests by energy developers for the review of energy and transmission line projects, with resultant DoD assessments and decisions. Maintain a database of proposed and ongoing energy and transmission line projects, including recommendations on specific data elements and files to be collected and maintained. Maintain an archive of DoD assessments and decisions on proposed and ongoing utility- scale energy and transmission line projects.

6.8 Support of the Clearinghouse Studies Program to Characterize and Mitigate the Impact of Energy Generation and Transmission on DoD Mission. The on-site analytical, as well as technical support is necessary to characterize and mitigate the impacts of energy and transmission on DoD mission. These activities include significant effort in supporting the interagency Wind Turbine Radar Interference Mitigation Forum, including preparation for and participation in multiple status review meetings, as well as the preparation and prioritization of new projects. Examples of areas of effort include analysis of and recommendations for improvement to models for wind turbine impacts on long range, navigational and over-the-horizon radars, as well as the operational impacts caused by this interference. Activities also involve organizing technical interchanges and assistance with Research & Development project planning to include Modeling & Simulation assessment tools. Support further includes monitoring related foreign mitigation developmental efforts to include drafting potential cooperative agreements. This aspect of Clearinghouse operations has expanded to include outreach to Federal and international partners to seek out collaboration opportunities.

6.9 Support Financial Management for the Planning, Programming, Budgeting and Execution (PPBE) Cycle. Proficiency in operating in various financial management systems, such as, Defense Agencies Initiative (DAI), Dormant Account Review-Quarterly (DAR-Q), G-Invoice System, Resource Management. System, and the Research and Development Test and Evaluation (RDT&E) Exhibit System is necessary to coordinate and review contracts, cost proposal, and statements of work (SOW) related to the Clearinghouse studies programs. Activities involves providing budget briefings on various financial programs; participating in Mid-Year Review and Year end Closeout data calls; preparing and amending funding documents and spend plans; and organizing budget meetings.

6.10 Monthly Status Report: Provide a monthly status report that details the status of all tasks outlined herein, including hours expended by personnel resource band, with associated funding expended for the previous month and projected to be expended in the current month of performance. Contractor’s program management is required to make an on-site Performance Review presentation to the Clearinghouse staff monthly. The presentation should be no more than one hour and should allow for an hour of discussion.

7.0 DELIVERABLES: All deliverables, specified below, shall be submitted in Contractor’s format by electronic media in accordance with the requirements delineated above. The approval and acceptance of work products will be under the purview of the Technical Assistant (TA).

DRAFT PWS Page 3 of 10

projection, IAW Para. 6.7

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8.0 QUALITY ASSURANCE (QA) METRICS: The Government will assure services meet the requirements of the PWS and will conduct surveillance of Contractor’s performance through review of deliverables using the performance thresholds below. The government reserves the right to provide a formal Quality Assurance Surveillance Plan (QASP) consistent with this section within 30 days of award.

9.0 SECURITY REQUIREMENTS: With the exception of those off-site personnel working at the Contractor’s location who handle unclassified information related to tasks in areas such as contract and financial management all service personnel in direct support of the above tasks are required to maintain a minimum of a U.S. SECRET clearance.

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

9.2 CAC Cards: A CAC card will be issued to service personnel working on-site at the ODUSD(I&E)/SC office space. Service personnel must be qualified for and be able to maintain eligibility for a CAC.

9.3 Disclosure of Information: The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are 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 (e.g., posting information to a public website) unless the Government has conducted the appropriate security review and granted written approval. Performance of this effort may require the Contractor to access and use data and information proprietary to a Government agency or Government Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

9.4 Non-Disclosure Agreement: In the course of performance pursuant to this contract, the Contractor will access nonpublic information. The Contractor agrees that it will not use or disclose any such information unless authorized by the Contracting Officer or COR. The Contractor further agrees that it will use its best efforts to ensure that its employees and others performing services under this contract will not use or disclose any such information unless authorized by the Contracting Officer or COR. The Contractor shall protect from unauthorized disclosure any materials or information made available by the Government, or that the Contractor has access to by virtue of the provisions of this order, that are not intended for public disclosure. The Contractor shall protect information in accordance with the Privacy Act of 1974 (5 USC 552a) and the Freedom of Information Act (5 USC 552, as amended). This includes disclosure to individuals within the Contractor's company who are not specifically assigned to work on this order. To that end, the Contractor agrees that it and each of its employees and others performing duties under this contract will sign a Non-Disclosure Agreement as soon as practicable.

9.5 Conflict of Interests: The Contractor agrees that it and each of its employees and others performing duties under this contract will sign a Conflict-of-Interest agreement as soon as practicable.

9.6 Security procedures will be in accordance with DOD 5200.2R, “Personnel Security Program;” 5105.2 l-M-1, “Department of Defense Sensitive Compartmented Information Administrative, Security Manual;” DOD 5220.22-M, “National Industrial Security Program” (NISPOM); and DOD 5220.22-M-S, “National Industrial Security Program Supplement” (NISPOMSIJP).

10.0 GOVERNMENT FURNISHED PROPERTY: The Government will provide the Contractor with workstations for all service personnel, consisting of a desk, chair, telephone, office consumables, and a personal computer with access to the local area classified and unclassified networks, for use during the period of performance of this task order. The Government will approve adjustments in the number of workstations provided if and when an increase in the number of service personnel supporting this effort is necessary. Additionally, as necessary, the Government will provide additional computers, scanners and scanning software, graphics development software, and access to copier, telefax, & any other equipment determined by the Government to be necessary for accomplishing the tasks and generating the deliverables of this PWS. The Contractor shall comply with the property management/inventory policies of the OASD(S) for all Government-provided equipment.