HT001120R0003 Atch 01 PWS.pdf

HT001119R0050, Attachment 1

Department of Defense Defense Health Agency –

Performance Work Statement – Disability Evaluation System (DES) Program

Support

Medical Affairs

Clinical Support Division

Version:

Date: May 6th, 2020

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide professional, administrative, and management support for the Disability Evaluation System (DES) and associated programs.

1.2 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 professional, administrative, and management support activities for the DES and associated programs as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this performance work statement.

1.3 Background:

1.3.1 This contract will provide support to the Deputy Assistant Secretary of Defense (DASD) for Health Services and Policy Oversight (HSP&O) and the Director, Defense Health Agency (DHA), in their missions of policy and program development and oversight of the Disability Evaluation System (DES), the Special Compensation for Assistance with Activities of Daily Living (SCAADL), the Physical Disability Board of Review, and the Compensation and Benefits Handbook. The contract will also provide administrative and records management support to the DHA office located in Arlington, VA. The goal is maturing existing programs through continuous improvement and expansion of the knowledge repositories, performance, and capabilities in accordance with direction from Congress, the Secretary of Defense, and the General Accountability Office (GAO). The resulting outcome will facilitate the Military Departments’ integrated delivery of services and benefits for wounded, injured and ill Service members who may be physically unfit to continue their military service and will support efforts to minimize the impact this population has on the readiness and lethality of the force.

1.3.2 The DES is the mechanism DoD uses for determining fitness for duty, separation, or retirement of Service members because of disability in accordance with all applicable laws, regulations, and policies. The Department of Defense (DoD) oversees, monitors, and reports on the Military Departments’ DES programs; develops policies and procedure to ensure proper performance and on-going process improvements of this program; and works in direct collaboration with the Department of Veterans Affairs (VA) to oversee and execute the Integrated DES (IDES).

Reference: Department of Defense Instruction (DoDI) 1332.18, dated August 15, 2014; and Department of Defense Manuals (DoDM) 1332.18, Volumes 1, 2, and 3, dated August 5, 2014.

1.3.3 The Special Compensation for Assistance with Activities of Daily Living (SCAADL) program provides additional monthly compensation to eligible and approved catastrophically injured or ill Service members who, in accordance with applicable laws, regulations, and policies, require caregiver assistance to perform activities of daily living and/or constant supervision and protection to support home delivery of non-medical caregiver assistance in lieu of institutionalized care. Reference: DoDI 1341.12, dated August 10, 2015.

1.3.4 The Wounded, Ill, and/or Injured Compensation and Benefits Handbook is a web-based refrence guide of programs and resources and serves as the starting point for wounded, ill, and/or injured Service Dpossible return to duty or transition to the civilian community. Reference: https://warriorcare.dodlive.mil/benefits/compensation-and-benefits/

1.3.5 The Physical Disability Board of Review (PDBR): The PDBR is a Congressionally-mandated review board that, upon request from the Service member, reviews certain separations for medical conditions where their disability rating was 20 percent or less and the member did not otherwise retire. Veterans who were medically separated from Military Service between September 11, 2001 and December 31, 2009 with a disability rating of 20 percent or less may request to have their disability ratings reviewed to ensure fairness, consistency and accuracy.

Reference: DoDI 6040.44, July 2, 2015 Incorporating Change 1, December 4, 2017.

1.4 Objectives: The contractor shall provide services for program management and administrative support for the DES and SCAADL programs. Tasks include, but are not limited to, supporting the following:

Strategic planning and policy development. Research and compare existing and recommend new guidance and or revise programs.

Strategic planning, policy development, research, and monitoring execution.

Operational monitoring, evaluation, and documentation of program performance, coordination with internal and external organizations and federal agencies to synchronize and expand services and dissemination of program information.

Data analysis and analytical reporting and/or studies in support of recurrent or new requirements; provide standardized and ad hoc reports as well as analysis and reports to inform the policy decision making process.

Quality assurance of the DES, to include development of quality assurance policies and procedures, oversight of quality assurance activities, analysis of outcomes, and reporting.

Administrative support to include meeting planning and coordination, reception desk, mail services, maintaining rosters and suspense logs.

1.5 Scope: Provide professional, administrative, management, and general management consulting services to support the DES and SCAADL programs as described in Part 5, Specific Tasks.

1.6 Period of Performance (PoP): The period of performance shall be for a twelve (12) months base period and four

(4) one-year options. The Period of Performance reads as follows:

Name Start End Base Period Expiration of Transition Period Through 12 months of performance Option Period 1 Expiration of Base Period Through 12 months of performance Option Period 2 Expiration of Option Period 1 Through 12 months of performance Option Period 3 Expiration of Option Period 2 Through 12 months of performance Option Period 4 Expiration of Option Period 3 Through 12 months of performance

1.6.1 Transition: Transition-in/transition-out period

1.6.1.1 Transition-in period: The period between notification of award and start of performance constitutes the transition-in period. During the transition-in period, the contractor shall prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the first day of performance. The Government will make facilities, equipment, and materials available to the contractor during the transition-in period, as necessary to facilitate orderly transition.

1.6.1.2 Transition-out period: The Government has scheduled a 30-day Transition-out period. This 30-day period is concurrent to full performance of all PWS tasks. The transition-out plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. The contractor shall provide a draft transition-out plan within six months of the end of the contract or option period if the next option is not to be renewed by the Government. (Deliverable 1)

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at the Government’s worksite in 2345 Crystal Drive, Arlington, VA, 22202. Some work may be accomplished at contractor facilities or through telework at the discretion of the Government, to include situations where the Government facility is closed as defined in 1.7.3.

1.7.2 Recognized Federal holidays: The Contractor is not required to perform services on 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

1.7.3 Hours of operation: The contractor is responsible for being available for conducting business (i.e., on site, telework, or remote), between the hours of 8:00 AM - 5:00 PM, 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 workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Conduct: Contractor personnel shall adhere to standards of conduct as established by the DHA Director.

1.8 Contractor travel: Contractor will be required to travel within the Continental United States (CONUS) and within the National Capital Region (NCR) to support the government leads at meetings, conferences, and training.

The National Capital Region encompasses Washington, DC; Montgomery and Prince George’s Counties in Maryland; Arlington, Fairfax, Loudoun and Prince William counties in Virginia, and the incorporated cities of Alexandria, Falls Church, Fairfax and Manassas in Virginia. CONUS travel could include supporting the government leads at three annual Military Department DES conferences and/or up to eight trips in support of other conferences or site visits. The contractor may be required to provide two individuals to support the government at up to ten local and/or CONUS training events, for up to one week in duration, and ship training aids to these locations in support of this PWS. Local travel will not be reimbursed. Local Travel is defined as travel within the NCR plus a radius of 50 miles. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. All travel and transportation shall utilize commercial sources and carriers. The Government shall not pay for business class or first-class travel. Contractors shall utilize FAR 31.205- 46 Travel Costs, for adherence to allowable and allocable travel costs. Except, the Government will not allow any burden rates applied to travel costs. No burdens, indirect rates, or G&A may be charged to travel. Only direct travel costs that the COR has preapproved, and that the COR finds allowable and allocable may be charged to the contract.

All travel (other than local travel) requires Government preapproval/authorization and notification to the Contracting Officer Representative (COR). The Government is providing a fixed price not to exceed travel line item. However, actual travel must have been preapproved by the COR and contractor travel must have occurred in order to be billed.

All excess funding not used will be deobligated from the travel line item. It is the responsibility of the contractor to manage the travel line item not to exceed amount through the duration of the contract; as no additional funding will be provided.

1.9 Other Direct Costs (ODC). Not applicable.

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s quality control program is the means by which the work complies with stated requirements. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the contracting officer’s (CO) acceptance in writing of any proposed change to his QC system. A comprehensive written QCP shall be submitted to the CO and COR within thirty (30) days of contract award and within 5 business days when changes are made thereafter. (Deliverable 2).

1.10.2 Quality assurance: The contactor shall provide COR access to contractor facilities, equipment, personnel and documents as necessary to employ surveillance methods identified in the Quality Assurance Surveillance Plan (QASP). The contractor shall prepare a Corrective Action Plan in response to self-identified nonconformances or in response to each Corrective Action Request resulting from Government surveillance. The contractor shall provide the COR access to policy documents and personnel, including subcontractors, as necessary to assess compliance with combating trafficking in persons.

1.11 Contractor personnel

1.11.1 Common Access Card (CAC) requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training: The contractor shall complete all requirements, training, and forms per the following DHA instructions:

1.11.2.1 The DHA’s Onboarding Checklist for Contractor Employees: The contractor shall facilitate onboarding of contractor employees performing services at the Government site in accordance with the checklist referenced at Attachment 03 Onboarding Checklist.

1.11.2.2 The DHA’s Contractor training instructions: Each contractor employee participating in the delivery of services under this contract shall complete the training identified at Part 7 Section 7.1.3 and any training required of all contractors by agency directive. The contractor shall report quarterly to the COR on the completion of all required courses. (Deliverable 3)

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at: https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note:

Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.3 Physical Security: The contractor shall safeguard all government equipment, information and property provided for contractor use. .

1.11.4 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 develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, 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.

1.11.4.2 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 CO.

1.11.5 Lock combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.12 Key personnel (Contractor):

1.12.1. Within five days of contract award, the contractor shall designate, in writing, a Program Manager and alternate who shall be responsible for the performance of the work. (Deliverable 4) The Program Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Program Manager or alternate shall be available between 8:00 am and 5:00 pm EST, Monday thru Friday except for Federal holidays or when the government facility is closed for administrative reasons.

1.12.2. The following personnel are considered key personnel by the government for the contract: Program Manager (SR), Program Manager Deputy, Policy Analyst (SR) Supervisor, and Operations Research Analyst (SR).

1.12.3 Key Personnel Limitation. Key Personnel proposed pre-award, or replacement Key Personnel (authorized in writing by the CO), shall not be replaced for a period of twelve (12) months after award, except for: serious, prolonged illness (that onset after the Contractor's submission of that Key Person's resume to the Government);

death; and in the case of a Key Person who was a Contractor employee when the Contractor submitted his or her resume to the Government, the Key Person leaves the Contractor's employer for reasons other than retirement, and does not commence work for a subcontractor working on this contract, or commence work for the Contractor after a hiatus.

1.12.4 The Contractor agrees that it has a contractual obligation to mitigate the consequences of the loss of Key Personnel and shall promptly secure any necessary replacements in accordance with this PWS section. Failure to replace a Key Person pursuant to this clause and without a break in performance of the labor category at issue shall be considered a condition endangering contract performance and may provide grounds for default termination.

1.12.5 Substitutions of Key Personnel proposed to the COR shall have qualifications equal to or superior than the Key Personnel being replaced. The Contractor shall submit those qualifications to the COR in writing (e.g., résumés, curriculum vitae) at least two (2) weeks (or as the COR otherwise agrees in writing) before Key Personnel may be replaced. The CO will approve based on recommendation from the COR.

1.12.6 No Key Personnel can be replaced without written approval from CO and COR review/recommendation.

Substitute Key Personnel must submit necessary clearance information before commencing performance and with sufficient lead-time to avoid a break in performance of the subject labor category.

1.13 Data rights: The Government has unlimited rights to all documents/material produced under this 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. Contractor personnel names shall not be included on any published documents. 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.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): Reserved.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA Contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The Contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Contracting Officer Representative (COR): The contractor shall communicate with the COR and facilitate COR access to contractor facilities, documents, equipment, and personnel as necessary to for the COR to perform functions within the limitations listed in the COR designation letter. The contractor shall not vary or deviate from the terms and conditions of the contract as a result of communications with the COR.

1.14.4 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 CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO 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..

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system. Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The Contractor shall be prepared for this process as it could take two (2) or more weeks. The Facilities Security Officer/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17. Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program,” December 19, 2005 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs”, DoDI 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” dated April 3, 2017. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 681-6777.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office will deny any access to any automated information system (AIS), network, or CUI if a contractor receives an unfavorable adjudication, or if information that would result in an unfavorable adjudication becomes available.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS

2.1 Definitions:

2.1.1 Category D: Information Technology and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Managements) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the quality assurance surveillance plan or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

AO Authorizing Official ATO Authority to Operate CAP Cloud Access Point CAPE OSD Office of Cost Assessment and Program Evaluation CDRL Contract Data Requirement List CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CND SP Computer Network Defense Service Provider CNSS Committee on National Security Systems CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CS Contract Specialist CSP Cloud Service Provider CUI Controlled Unclassified Information DES Disability Evaluation System DD 254 Department of Defense Contract Security Requirement List (if applicable) DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DISA Defense Information Systems Agency DOD Department of Defense DoDI Department of Defense Instruction EULA End User License Agreements.

FAR Federal Acquisition Regulation FedRAMP Federal Risk Authorization and Management Program

HIT Health Information Technology iRAPT Invoicing, Receipt, Acceptance, and Property Transfer (formerly Wide Area Work Flow) IA Information Assurance IDES Integrated Disability Evaluation System IS Information System IAVM Information Assurance Vulnerability Management MEB Medical Evaluation Board NDA Non-Disclosure Agreement NIST National Institute of Standards and Technology OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs P-ATO Provisional Authorization to Operate PA Provisional Authorization PEB Physical Evaluation Board PHI Protected Health Information PII Personally Identifiable Information PK Public Key PKI Public Key Infrastructure PMO Program Management Office POC Point of Contact PoP Period of Performance PPSM Ports, Protocols, and Services Management 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 Plan RMF Risk Management Framework SAR Security Assessment Report SCAADL Special Compensation for Assistance with Activities of Daily Living SP Special Publication SRG Security Requirements Guide(s) STIG Security Technical Implementation Guide(s) TE Technical Exhibit TOS Terms of Service VA Department of Veterans Affairs WHS Washington Headquarters Service

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Services: The Government will provide access to WHS transportation shuttles. The Government will provide role-based access to information technology services, such as network drives, document libraries, and enterprise systems, as required for contract performance.

3.2 Facilities: Based on space availability the Government site intends tp support the anticipated number of contractor employees—including full-time, part-time, and itinerant to provide the support outlined in the PWS.

3.3 Utilities: The Government will provide all utilities in the government facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall operate in a manner that precludes the waste of utilities.

3.4 Equipment: The Government will provide ancillary equipment, to include laptop and desktop computers (type to be determined by the government), desk space, chairs, telephones, lighting, and access to scanners, fax machines, printers and copiers for contractor employees working at a government facility. In the event contractors employed at off-site locations shall return laptops to the government office (2345 Crystal Dr; Arlington VA 22202) every 30 days for network security software updates.

3.5 Materials: The Government will provide logistical support that includes badges, building passes, and Common Access Cards (CACs). The Government will provide access to office supply stocks as routinely ordered for office operations.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work not listed under Part 3 and inaccordanace with performance under Part 5 of this of this PWS.

4.2 Secret Facility Clearance: Not applicable.

4.3 Materials: The Contractor shall furnish materials, supplies, and equipment not listed under Part 3 necessary to meet the requirements under this PWS.

4.4 Equipment: The Contractor shall furnish all equipment not listed under Part 3 and inaccordance with performance under Part 5 necessary to meet the requirements in the PWS.

4.5 Facilities: The Contractor may perform portions of the work at its facility as detailed in Part 1 of this PWS.

PART 5

5.0 SPECIFIC TASKS

5. Specific Tasks:

5.1. The contractor shall provide administrative, policy and operational support to sustain the mission and functions.

5.1.1. Deliverables. Technical Exhibit 2 provides a list of Deliverables and the frequency of submission. Within 30 days after contract award, submit a schedule for report delivery to the COR. (Deliverable 5)

5.2 General Office Management Services. Coordinate staff actions, events, and activities to support the daily operations of the DHA office located in Arlington, VA.

5.2.1. Mail/Distribution & General Office Supplies Services. Pick-up, sort and deliver letters and parcels received at 2345 Crystal Drive, Suite 120, Arlington, VA 22202. Provide courier services within the DC metro area, to include the Pentagon , via government shuttle or public transportation. Prepare large scale mailings (i.e., to 20 or more recepients) as required.. Maintain physical bulletin boards. Fill, receive, and distribute approved office supply orders. Provide receipts for office supply orders to the Director, Disability Evalution Systems. Place and follow help tickets for service of office equipment under warranty or approved service agreement.

5.2.2. Operate a reception desk and receive visitors and callers. Maintain a visitor log. Escort visitors as necessary. Update office rosters on a monthly basis or more frequently as staffing changes require.

(Deliverable 6)

5.2.3 Maintain a suspense log (both electronic and manual) for routine and non-routine correspondence, reports, and internal actions and provide a summary report to each of the Government directors by the first business day of each week (Deliverable 7). Notify the appropriate government Subject Matter Expert (SME) of the suspense date for the response. Coordinate staff actions, events, and activities impacting the programs impacted by this contract.

5.2.4 Respond to administrative inquiries and refer all technical matters to the Government Director or SME. Within 3 business days of task assignment, screen more complex correspondence and reports prepared for signature for clarity, completeness of reply and compliance with office administrative procedures and policy, including the Manual for Written Material (DOD 5110.4-M) and “Writing Style Guide And Preferred Usage For DOD Issuances,” and provide recommended edits (Deliverable 8).

5.3 Records Management. Oversee the maintenance of office files and record keeping in accordance with National Records Management Program (NRMP) Direcitve M-12-18.

5.3.1. Records Management Support. Not later than 90-days after contract award, review current records management programs and make recommendations to the government records custodian on initiatives that include a file plan for the organization’s records, the retirement of temporary and permanent records and the creation of new folders to facilitate document management for the new fiscal and calendar years that optimize business efficiency to ensure compliance with federal regulations and DOD standards, executing maintenance, continual review and improvements of the program to accommodate the changing needs of the organization. (Deliverable 9) By July 1 of each year thereafter, provide a written report that summarizes actions taken in the previous year and an updated records management plan (Deliverable 10). Liaise with the records management division of Washington Headquarters Services to retire temporary records and transfer permanent records to the National Archives.

5.3.2. Reclassify or move records within two business days of the identification of the need to take such actions (Deliverable 11).

5.4. Policy review, development, and integration. Analyze Military Department DES and SCAADL program compliance with DoD strategic and operational policies, procedures, and other forms of guidance.

5.4.1. Review new or amended federal laws or regulations, DoD policies and procedures, Military Department regulations and instructions, court rulings, Department of Veterans Affairs policies, and other sources that impact DES, SCAADL, Physical Disability Board of Review (PDBR) policies and operations.

This includes, but is not limited to, changes that impacts any of the military components, military personnel and health policies, compensation statutes and associated policies, accessions policies, and retention standards. Analyze and conduct relevant research to determine impact to policy, costs, operations, or other aspects. Provide recommended courses of action to the appropriate government program lead, within five business days of request, regarding any proposed policy and law adjustments that are needed (Deliverable 12).

5.4.2. Review program performance aginst established goals and other indicators determined by the appropriate government employee, and develop recommended courses of action to change existing or development of new program processes and/or DoD policy. Recommendations should be based upon thorough operational research and statistical analysis of the impact, advantages, disadvantages, and cost. As required, fully develop a cost benefit analysis. Within five business days of assignment, develop appropriate policy, staffing documents, and implementation guidance and submit to the appropriate government program lead for approval (Deliverable 13).

5.4.3. Within twenty-two (22) business days of task assignment, develop complete, thoroughly justified, and actionable draft Personnel Legislation Reviews (PLR) for government lead approval. Assist the government lead in submitting the PLR package to USD (P&R) through appropriate staffing (Deliverable 14).

5.4.4. Facilitate the staffing of all program-related actions to include the development of staffing packages written in accordance with DoD writing guidelines (Manual for Written Material (DOD 5110.4-M) and “Writing Style Guide And Preferred Usage For DOD Issuances. Packages should be well-written and require little or no grammar revisions by government leads.

5.4.5. Within five business days of task assignment or as directed when a shorter time frame is necessary, prepare reports and independent analyses related to internal and external DoD requirements, taskers, and/or requests for information (Deliverable 15). Provide the government with a final draft and provide staffing support through final delivery to internal or external stakeholders.

5.4.6 When tasked by the appropriate government program lead, provide program performance, analysis, and/or research to support the government in Inspector General or GAO engagements.

5.4.7. On a routine and recurring basis, provide staff support and analyses with the Military Departments’ Disability Annual Report (DAR) and Inspector General Triennial Reports. Provide final draft reports for government approval within the timeframe specified so as to enable distribution of both reports by May 1 of each year (Deliverable 16).

5.4.8. Assist the appropriate government program lead in developing responses to written and oral inquiries from government and non-government organizations. Ensure correspondence, reports, and other documentation such as letters and memoranda is prepared using the official writing standards of the DOD.

5.5. Satisfaction surveys and associated reporting.

5.5.1. As directed by the government DES program lead, assist the government withthe IDES satisfaction survey. Gather survey outcomes, draft and distribute reports using approved reports and graphs within 45 calendar days of the end of each reporting period (generally a minimum of three reporting periods annually) (Deliverable 17), analyzing outcomes and making recommendations for corrective actions, and assisting in the resolution of issues related to survey delivery.

5.5.2. Facilitate survey re-licensure activities every five years to include, but not limited to, revising existing survey tools, development of new tools, and ensuring all relevant officials have approved all changes.

5.6. Compensation and Benefits Handbook. In cooperation with the Departments of Veterans Affairs, Labor, Health and Human Services, Education, the Social Security Administration, the military services, and other governmental and non-governmental agencies and organizations, update the web-based hand-book for wounded, ill, or injured Service members, their families, and caregivers.

5.6.1. Not later than September 1 of each year, prepare memorandums to appropriate agencies for requesting updates to the handbook for delivery based on the list of appropriate agencies and organizations approved by the government lead. (Deliverable 18)

5.6.2. Not later than January 31 of each year, provide a draft handbook with agency comments to for government lead adjudication and approval to prepare a final version of the handbook. (Deliverable 19)

5.6.3. Not later than February 15 of each year, submit the handbook for 508 compliance review and publication on the Health.mil website. (Deliverable 20)

5.7 Briefing, reporting, and written documentation support. Provide direct support to government personnel as they prepare to brief and/or provide written reports to senior leaders and staff members throughout DoD, VA, Members of Congress and/or their staffs, external oversight bodies such as the Government Accountability Office (GAO) and the Inspector General, and other government and non-governmental bodies who require information related to the DES and other programs covered by this contract.

5.7.1. Thoroughly research information to be presented in oral presentations and make recommendations regarding topics and presentation approach. Assist the appropriate government program lead in developing draft briefings, speeches, talking points, read-ahead packets, and other required material as needed for meetings Provide final draft products to the government lead for approval five business days prior to the established suspense date.

5.7.2. Assist the appropriate government program lead in thoroughly researching information to be presented in written format, to include, responses to written and oral inquiries, and internally generated documents (i.e. memorandum, information papers, reports). Assist the appropriate government program lead in preparing draft documents that will range from single page documents to complex, multi-section reports. Provide final draft products to the government lead for approval five business days, or sooner dependent upon the requirement, prior to the established suspense date (Deliverable 21).

5.8. Communications and Outreach. Assist the DHA Communications Office as needed in disseminating program-specific information to relevant stakeholders. This may include recommending and/or developing new or updating existing program marketing and outreach materials, reviewing materials created by the Communications Office, and assessing the impact of existing communication and outreach products.

5.8.1. As directed, draft and distribute government lead approved newsletters and other topic-specific communication tools on a periodic or as-needed basis. Such products may require development or review of graphic designs, articles, photos, and social media posts in coordination with DHA Communications Office.

5.8.2. As directed, develop or review of Communications Plans for government lead approval that relate to DES and associated programs in coordination with DHA Communications Office to ensure messaging consistency. Make recommendations to improve such plans.

5.9. Meeting Facilitation and Support. Provide meeting support for approximately 12 quarterly and 12 monthly meetings, two working groups, and various small to large sized (approximately 30 participants) ad hoc meetings, conferences and/or symposiums. Provide full life cycle support to planning and executing such events following appropriate relevant policies and procedures. Meetings may be on site, in the Washington DC area, or other designated locations and will be conducted in-person, virtual, or a combination of both. The Contractor cannot obligate or commit funds of the government including for conferences or symposiums but will assist in gaining necessary government approvals.

5.9.1. For meetings hosted or facilitated for DES and its associated programs, prepare and staff documentation for meeting approvals, and identify potential meeting venues. Attend planning meetings and provided status updates. For approved venues, coordinate access to and usage of the facility space, including set up timelines, seating arrangements, equipment placement, and scheduling of teleconferencing services. Prepare agendas based on Government planning guidance. Draft speaker invitations for Government release and collect responses to speaker invitations and collect speaker presentation materials.

Draft meeting notices and invitations for Government release to prospective attendees and collect attendee responses. Provide directions, billeting information, visitor security instructions, teleconference instructions, or other logistical information to speakers and attendees, as appropriate to the meeting venue and agenda. No earlier than 2 business days prior to the meeting, make final checks of all meeting preparations and provide copies of all presentations and other meeting materials to the Government host or facilitiator (Deliverable 22).

5.9.2. At start of the meeting, arrive at the meeting venue prior to the earliest expected arrival of attendees and speakers. Record attendance, provide handout materials, monitor delivery of venue-provided services, and keep time for the host or facilitator. Expedite ad hoc changes to the agenda or distribution of late updates to handouts or presentations. Take meeting notes. At the completion of the meeting, monitor venue tear-down and relocation of Government property.

5.9.3. Attend post-meeting reviews and record assignment of follow-on tasks and provide periodic summaries of follow-on task completion. Prepare meeting minutes within 5 business days of the end of the meeting (Deliverable 23).

5.9.4. For Government staff attending meetings not hosted by HA/DHA, prepare all relevant read-ahead information, research anticipated questions or points of concern, and communicate logistical arrangements.

The contractor shall provide a written summary of the meetings attended by contractor personnel, including meetings also attended by Government personnel, within two business days of the event (Deliverable 24).

5.10. Information Management/Information Technology (IM/IT) Support. Provide support to program-related systems and applications, future IT infrastructure planning, architecture analysis, performance management and metrics, and analysis of IM/IT requirements, to include VA’s Veterans Tracking Application (VTA) and the development and implementation of the electronic DES IT case management system (Joint Disability Evaluation System (JDES)).

5.10.1. Review current and proposed technical specification, development, hosting, modifications, enhancements, management, and reporting capabilities and report findings concering compliance with , directives, policies, and accepted practices. Research, develop, and recommend IT strategies.

5.10.2. Draft, assist in the submission of, and monitor completion of system change requests for VA’s Veterans Tracking Application and the JDES systems. Assist the DES government program lead in in user acceptance testing for JDES and other program-associated systems to validate compliance with program requirements. Continuously assess current IT systems and make recommendations for improvements in capabilities, performance, and structure. Within five business days of identifying the need for a change, submit a written draft change request to the appropriate DES government lead (Deliverable 25). Coordinate with external stakeholders as appropriate to facilitate changes and improvements.

5.10.3. Monitor data quality in all program related systems, to include VA’s Veterans Tracking Application (VTA) and JDES. Implement a comprehensive plan to identify data quality errors and notify the appropriate Military Department, Department of Veterans Affairs’ Veterans Benefits Administration or Defense Health Agency’s Solution Delivery Division point of contact, as necessary for fixing errors.

Continuously evaluate and recommend methods to prevent data errors. By the first business day of each week, provide the appropriate government lead a listing of data quality errors identified, fixed, and remaining open since the last report. (Deliverable 26).

5.10.4. Assist in the preparation for new program-related IT systems. Tasks include, but are not limited to, refinement of existing requirements and development of new requirements as indicated based upon assessment of needs, coordinating with external offices to facilitate approval and implementation of new systems, drafting required documents and briefings, assisting in the development of IT systems training plans, providing functional subject matter expertise to system developers/configuration specialists, participation in user acceptance testing.

5.10.4.1. On an annual basis, complete a review and analysis of functional requirements that have not been incorporated into current IT systems. By October 1 of each year, submit a written analysis to the appropriate government lead detailing any recommended additions, deletions, or changes to the functional requirements along with a recommendation of how to implement (Deliverable 27).

5.10.4.2. Develop and/or refine existing business process maps (e.g.,DoD Architecture Framework formats), to include…