IA02 DRAFT PWS for Sources Sought Notice - Fort Knox Community Needs Assessment.pdf

PERFORMANCE WORK STATEMENT (PWS)

Community Needs Assessment

USAG Fort Knox

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to administer a community needs and quality of life survey at Fort Knox. 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 administer a community needs assessment 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: Community needs assessments are performed to assist in the evaluation and justification of projects, adjust scope of services, prioritize investments, and allocate resources toward community well-being, quality of life, emergency services and safety.

1.3. Objectives: The objective of the survey is to better understand interests, priorities, needs, and support for the Fort Knox Community. Survey results will be used as key components of Fort Knox’s approach to align with the needs of its customers.

1.4. Scope: The contractor shall provide professional market research services to design, administer and provide reports on a needs assessment survey at Fort Knox, KY.

1.5. Timeline: The survey will be open for comment for six (6) months. Following the conclusions of the survey comment period, the results will be provided to the government within 15 business days.

1.6. General Information

1.6.1. 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 non-recurrence of defective services. The contractor’s quality control program is the means by which the contractor assures that work complies with the requirement of the contract.

1.6.2. Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 rates.

1.6.3. Recognized Holidays:

New Year’s Day Independence Day Martin Luther King Jr.’s Birthday Labor Day Washington’s Birthday Columbus Day Good Friday Veteran’s Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day

DRAFT

1.6.4. Hours of Operation: The contractor shall conduct business between the hours of 0800 and 1600 hours Monday through Friday except when required to reach target populations for best possible survey results.

This may include weekends and Federal holidays except 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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5. Place of Performance: On-post workplace is not required.

1.6.6. Type of Contract: The government will award a Firm Fixed Price contract.

1.6.7. Security Requirements: Reserved.

1.6.7.4. Required Training:

1.6.7.5. AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the Contracting Officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://jkodirect.jten.mil/.

1.6.7.6. iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

1.6.7.7. Privacy Training: Privacy Act training will be required for all personnel handling personally identifiable information (PII). The training will be provided by the Government and be conducted via Microsoft Teams. The contractor shall work with the COR to schedule a single date (15 business days from contract award) and time to train all required individuals.

1.6.7.8. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractor employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation the Directorate of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.7.9. Contractor Employees Who Require Access to Government Information Systems: N/A Contractor will provide personal IT equipment (i.e. Laptop, Internet Access, etc.).

1.6.8. Special Qualifications: N/A

1.6.9. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation, Subpart 42.5. The Contracting Officer, Contracting Officers Representative, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract;

issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinates availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11. Key Personnel: The contractor shall provide a project manager who shall be responsible for the performance of the work. The project manager shall be designated in writing within five (5) calendar days after contract award. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractor shall not hire off-duty military or civilian employees whose employment would conflict with 5 CFR 2635. The contract manager or alternate shall be available between 0800 to 1600 Monday through Friday as well as when work is required to reach target populations for best possible survey results. This may include Federal holidays except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.12. Identification of Contractor Employees: In accordance with FAR 37.114(c), all contract personnel attending meetings, 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.

1.6.13. Contractor Travel: Reserved

1.6.14. Other Direct Costs: Reserved

1.6.15. 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. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS, ACRONYMS, AND ABBREVIATIONS:

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 assist in the administration of 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 LINES OF EFFORT. Multiple plans, initiatives, and tasks with goal-oriented objectives in order to focus efforts toward establishing end state conditions.

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 AND ABBREVIATIONS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer 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 DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer LoE Lines of Effort OCI Organizational Conflict of Interest POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide population data analysis to assist with selection of target audience and survey questions input.

3.2. Facilities: The Government will not provide workspace.

3.3. Utilities: N/A

3.4. Equipment: The Government will not provide computers, printers, or network access.

3.5. Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all material, supplies, and personnel to meet the requirements under this PWS.

4.2 Secret Facility Clearance: N/A

4.3. Materials: The Contractor shall provide printed materials and supplies to meet the requirements under this PWS.

4.4. Equipment: The Contractor shall provide Computers, Internet, and Printers, or any other items that are not listed under Section 3 of this PWS.

4.5. Personnel: The Contractor shall provide any personnel required locally for the purposes of conducting face-to-face interviews or otherwise advertising the availability of the survey. Any travel expenses for said personnel would be paid by the contractor.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. The contractor shall develop the sampling plan.

5.2. The contractor shall schedule a meeting within two (2) weeks of being awarded the contract with Fort Knox Garrison leadership and directors as indicated in section 3.1

5.3. The contractor shall during this meeting:

5.3.1. Review the goals and objectives for the project.

5.3.2. Discuss/recommend how the results of this survey should be integrated into Fort Knox’s strategic planning process and how the results will be integrated into Fort Knox’s decision-making process for the distribution of resources.

5.3.3. Discuss sampling plan.

5.4. The Contractor shall develop a Survey. The survey shall be designed to ensure that the results are statistically representative of three subgroups at Fort Knox: (1) Active Duty Military and Families (2) Retired Military and (3) DoD Civilians. The survey shall be designed to ensure that the results for each of the three subgroups are statistically valid and that the overall results have a precision of at least +/-3.1% at the 95% level of confidence.

5.4.1. The Contractor shall design the Survey Instrument following the initial planning meeting.

The Contractor shall submit a first draft of the survey instrument to Fort Knox Garrison for review within two (2) weeks of the initial planning meeting.

5.4.1.1 Formed assessment questions shall include but not limited to:

5.4.1.2 Child and Youth Services:

5.4.1.2.1. Availability

5.4.1.2.2. Facilities

5.4.1.2.3. Quality

5.4.1.2.4. Curriculum

5.4.1.2.5. Communication with Parents

5.4.1.3 Health Services:

5.4.1.3.1 Service Availability

5.4.1.3.2 Facilities

5.4.1.3.3 Nutritional Services

5.4.1.3.4 Mental Health Services

5.4.1.3.5 Other Wellness Services

5.4.1.4 Quality of Life:

5.4.1.4.1 Resiliency Services

5.4.1.4.2 Community Support Services

5.4.1.4.3 Community Recreation Services

5.4.1.4.4 Distributed or centralized location of services

5.4.1.4.5 Single Soldier recreational opportunity

5.4.1.4.6 Social Services

5.4.1.5 Spouse Employment:

5.4.1.5.1 Job Availability

5.4.1.5.2 Private Business Opportunity

5.4.1.5.3 Resume Workshops

5.4.1.5.4 Home based businesses

5.4.1.6 Permanent Change of Station Support:

5.4.1.6.1 Appointment and In-person Availability

5.4.1.6.2 Moving Company Reliability and Transportation Support

5.4.1.6.3 Claims Process

5.4.1.7 Installation Safety:

5.4.1.7.1 Work Space Quality

5.4.1.7.2 Population Safety Needs

5.4.1.7.3 Level of Safety on the Installation

5.4.1.8 Security:

5.4.1.8.1 Gate Access

5.4.1.8.2 Security Climate on the Installation

5.4.1.8.3 Gate Vetting Requirements

5.4.1.8.4 Level of Protection on the Installation

5.4.2 Survey Design

5.4.2.1 Vendor shall design one (1) basic version of the survey.

5.4.2.2 The survey shall be administered to active duty and families, retired military and DOD civilians.

The survey shall be at maximum of 20-minutes in length and only one (1) survey per household will be administered. The survey shall be designed to be administered by mail, email, internet, tablet or face-to face. The mail version of the survey shall contain a cover letter that explains the purpose of the survey and provides instructions regarding how to complete the survey.

5.4.3 Analysis and Final Report

5.4.3.1 Contractor shall submit a final report and electronic data files to Fort Knox Garrison within 15 business days of survey completion. The content and format of the final report shall include, but not be limited to, the following items:

5.4.3.1.1 Executive summary of survey methodology and findings along with a consolidated report for the overall results of the survey and each of the three major subgroups of personnel.

5.4.3.1.2 Analysis and interpretation of the survey data population segment, and major category. Reports should identify the significant unmet program needs at Fort Knox, the relative priority of those needs, and which initiatives should be prioritized for funding.

5.4.3.1.3 Charts and graphs depicting the overall results of each survey

5.4.3.1.4 A copy of the survey instruments

5.4.3.1.5 An electronic copy of all report files will be submitted in a PDF format.

5.4.4 Special Analytical Tools: The contractor shall include additional analytical tools in the final report for this survey such as:

5.4.4.1 Benchmarking Analysis

5.4.4.2 Unmet Need Rating

5.4.4.3 Funding Priority

5.4.4.4 Facility and Activity Assessment Tables

5.4.4.6 Interim Assessment Survey Tool

5.4.4.7 Cross tabulations for key demographic variables

PART 6

APPLICABLE PUBLICATIONS

6.1. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures. These include all applicable state and federal laws regarding the collection of personably identifiable information as well as Army Regulation 25–98, Information Management Control Requirements Program.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

Attachment/Technical Exhibit List:

7.1. Technical Exhibit A – Performance Requirements Summary

7.2. Technical Exhibit B – Deliverables Schedule

TECHNICAL EXHIBIT A

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

PERFORMANCE

OBJECTIVE

PERFORMANCE

STANDARD

PERFORMANCE

THRESHOLD

(Ref. Paragraph 5.1) Develop the Sampling Plan

Develop a survey sampling plan that satisfies all outlined criteria

The sampling plan should outline the most efficient way, with supporting data, to administer the survey using all available means of delivery.

(Ref. Paragraph 5.2) Schedule and conduct a meeting within two (2) weeks of being awarded the contract with Fort Knox Garrison staff as indicated in section 3.1

Schedule and conduct the meeting within the prescribed timeframe.

Be prepared to discuss goals and objectives for the projects as well as how the results can be integrated into Fort Knox’s decision making and strategic planning processes

(Ref. Paragraph 5.4) Develop a Survey

Develop of survey that meets all outlined criteria and address all topics in the PWS

The survey shall be designed to ensure that the results are statistically representative of three subgroups at Fort Knox: (1) Active Duty Military and Families (2) Retired Military and (3) DoD Civilians. The survey shall be designed to ensure that the results for each of the three subgroups are statistically valid and that the overall results have a precision of at least +/-3.1% at the 95% level of confidence.

(Ref. Paragraph 5.4.1) Submit survey to Garrison staff for review

Survey sent for review within two (2) weeks of initial planning meeting

At a minimum survey shall be designed to gather information on topics listed in the PWS.

(Ref. Paragraph 5.4.2.2) Administer survey

Survey will be administered to active duty and families, retired military and DOD civilians via multiple methods outlined in the

PWS

The survey shall be at maximum of 20-minutes in length and only one (1) survey per household will be administered. The survey shall be designed to be administered mail, email, internet, tablet or face-to face. Any mail version of the survey shall contain a cover letter that explains the purpose of the survey and provides instructions regarding how to complete the survey.

(Ref. Paragraph 5.4.3) Provide analysis and final report

Contractor shall submit a final report and electronic data files to Fort Knox Garrison.

Contractor shall submit a final report and electronic data files to Fort Knox Garrison within 15 business days of survey completion.

The content and format of the final report shall include, but not be limited to, the following items:

* Executive summary of survey methodology and findings along with a consolidated report for the overall results of the survey and each of the three major subgroups of personnel.

* Analysis and interpretation of the survey data population segment, and major category.

Reports should identify the significant unmet program needs at Fort Knox and the relative priority of those needs.

* Charts and graphs depicting the overall results of each survey

* A copy of the survey instruments

* An electronic copy of all report files will be submitted in a PDF format.

TECHNICAL EXHIBIT B

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Develop Sampling Plan

Once, immediately upon contract award

1 Digital COR

Designate Project Manager

Once, within 5 calendar days of contract award

1 Digital COR

Complete Privacy Act Training

Once per employee within 30 calendar days of contract award

1 per contract/subcontract employee

Digital – PDF COR

Develop draft of the Survey instrument and present for review

Once, within two

(2) weeks of initial planning meeting

1 Digital COR/Garrison leaders

Submit a Final Report and

Electronic Data Files

Once, within 15 business days of contract completion

1 digital and 20 hardcopy

Digital and Hardcopy

COR/Garrison leaders

Invoice Within 10 days of contract completion

1 Digital https://piee.eb.mil