RFP_Attachment_3_-_Contract_PWS_Amendment_18_Dec_2018.pdf

General Services Administration (GSA) Federal Acquisition Service (FAS)

Assisted Acquisition Services (AAS) Region 9

PERFORMANCE WORK STATEMENT

(PWS)

Operations Support For the:

Office of People Analytics

Contract# TBD

GSA R9 FAS AAS Project Number ID09190001

Amended 18 December 2018

PERFORMANCE WORK STATEMENT (PWS)

FOR

OPA Operations Support Table of Contents

Section Page

1.0 Introduction 3

2.0 Background 3

3.0 Scope 4

3.1 Place of Performance 4

3.2 Government Holidays 4

3.3 Period of Performance 4

3.5 Payment for Authorized Work 5

4.0 Requirements 5

4.1 – 4.12 Tasks 5-12

5.0 Deliverables 12

6.0 Quality Control 13

7.0 Quality Assurance 14

8.0 Non-Personal Services Statement 17

9.0 Documentation Submission 17

10.0 Intellectual Property 17

11.0 508 Compliance 17

12.0 Security Classification 18

13.0 Government Furnished Equipment or Information 19

14.0 Transition Plan 19

15.0 Applicable Documents 20

Technical Exhibit 1 21 Technical Exhibit 2 22

Performance Work Statement (PWS)

Operational Support for Office of People Analytics

1.0 INTRODUCTION

The Office of People Analytics (OPA) requires operational support for the Health & Resilience and Retention & Readiness Centers’ (H&R and R&R) surveys to assess attitudes and opinions on a wide range of personnel issues across the entire Department of Defense (DoD) community, i.e., active duty members, Reserve Component members, civilian employees, veterans, family members, and retirees. These surveys involve assembly/distribution activities as well as receiving/processing survey returns.

1.1 The purpose of this effort is to collect and tabulate data, to create documented databases that are ready for analysis, to analyze and evaluate data collection methods for recommendations on best practices and improvements for OPA H&R and R&R surveys, and to provide e-mail communications with the DoD community on topics related to

OPA H&R and R&R surveys.

2.0 BACKGROUND

2.1 OPA H&R and R&R staff designs and implements plans for survey methodologies, samples, instruments, datasets, and result tabulations, briefings, analyses, and reporting.

OPA H&R and R&R rely heavily on the OPA Survey Reporting Tool (SRT) that is used for questionnaire design, for the specification of data coding and cleaning in the production of Statistical Analysis System (SAS) datasets, for specification of variables and their treatment for automation used in analysis, and for producing tabulation volumes and briefing charts. OPA H&R and R&R currently use SAS in database creation, but also creates, in the final stage, Statistical Package for the Social Sciences (SPSS) datasets.

OPA H&R and R&R may also use SUDAAN, M-Plus and/or STATA and/or other software packages to handle the correct estimation of variances. Upon initial entry of survey questions in the SRT there is never again a need to retype (risking errors) for creation of the survey on the Web, for creating datasets with labels and formatted values, and for including the wording of the items in the automated production of tabulation volumes and briefing charts.

2.2 OPA H&R and R&R use a number of government-owned software. The SRT is a

Microsoft Visual Basic user-interface that uses Microsoft products including Excel, Word, Access, and PowerPoint to develop survey questionnaires and produce publication-ready tabulation volumes, briefing charts, and trend charts. SRT-developed survey questionnaires can be converted into a number of formats (.txt, .doc, etc.) and imported into survey software to create paper- and web-based surveys. OPA H&R and

R&R also uses the Survey and Variable Authoring System (SURVANT), an Internet-based tool that is used to develop surveys (web/paper survey creation, testing, editing), for survey database development (variable name, format and value creation), and for documentation (dataset and codebook creation). SURVANT is used to store survey information (variable names, formats, etc.), to test the survey instrument during quality control procedures, to store analysis recodes as well as maintain and produce survey documentation. It is also used to create basic-use (public) and confidential datasets.

2.3 Surveys vary greatly in topic, size, operational complexity, and timing. Surveys are generally mailed to samples ranging from 5,000 to 1,000,000. Completed surveys

(typically 16%-24% of the sample, but as high as 80%) are processed into documented datasets. A rough schedule of surveys that may be done under this contract are shown in

Technical Exhibit 1. Broadly speaking, there are three primary types of surveys administered under OPA H&R and R&R. Standard features of the three types are presented at Technical Exhibit 2.

2.3.1 Status of Forces Surveys (SOFS) are administered by web administration to cross-sectional samples of active duty members, Reserve Component members, and DoD civilian employees.

2.3.2 QuickCompass surveys are also web administered but have more limited administration time and sample contacts and/or are special, single topic surveys.

2.3.3 Health and Resilience surveys are in-depth studies of sensitive topics (e.g., sexual harassment) and/or are comprised of populations who have limited Internet access (e.g., spouses of active duty and reserve component members) or sensitive populations such as survivors of sexual assault. Administration of Health and

Resilience surveys are primarily on the web but paper is used for some surveys.

2.4 A tentative schedule of OPA H&R and R&R surveys is provided as Technical Exhibit 1.

Persons sampled for surveys are typically contacted multiple times and surveys are administered primarily on the web with some paper surveys. Some OPA H&R and R&R surveys may require Computer Assisted Telephone Interviewing (CATI) either as the primary data collection method or as an ancillary methodology for multi-method surveys including screening and studies of response and nonresponse.

3.0 SCOPE

The contractor shall provide all personnel, management, equipment, and materials necessary to perform OPA’s H&R and R&R survey services described herein.

3.1 PLACE OF PERFORMANCE.

Place of performance shall be at contractor locations

3.2 GOVERNMENT HOLIDAYS

The following Government holidays are normally observed by Government personnel:

New Year’s Day, Martin Luther King’s Birthday, Presidential Inauguration Day

(metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor

Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation, or any other kind of administrative leave such as acts of God (i.e. hurricanes, snow storms, tornadoes, etc.), Presidential funerals or any other unexpected Government closures.

3.3 PERIOD OF PEFORMANCE

The period of performance for this effort is date of award for a period of twenty-four (24) months thereafter, hereto referred to as the Base Period. This effort includes one (1) 24-month option period and one (1) 12-month option period, which may be unilaterally exercised by the Government. Each option period is subject to the availability of funds.

3.4 PAYMENT FOR AUTHORIZED WORK

No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

4.0 REQUIREMENTS

The contractor shall:

4.1 Provide operational support utilizing established scientific methodologies to conduct a variety of surveys, which are consistent with previous administration required for trend analysis. (See https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp for examples of survey reports.)

4.1.1 Obtain and assemble OPA-approved survey materials (e.g., survey communications letters and paper survey) and distribute them using the government provided sample files and contact instructions.

4.1.2 Follow OPA coding scheme to ensure valid data are clearly labeled and specified, and comparable to other OPA surveys. (See http://www.dtic.mil/docs/citations/ADA514130 for example.)

4.1.3 Prepare datasets in government approved formats as column-delimited (ASCII) files, SPSS, and Statistical Analysis Software (SAS) files with all variable and value labels and document survey administration and datasets with text, tabulations, and codebooks.

4.1.4 Develop all programs used in processing the data (e.g., collecting data on websites, scanning Intelligent Character Read (ICR) paper surveys, assembling data files from all surveys, and creating SAS datasets and format catalogues).

4.1.5 Use digital signatures on mass e-mails using the government furnished appliance

(suite of hardware and software) within the DoD firewall.

4.1.6 Manage e-mail notifications directly on the OPA mass e-mail system. Provide a plan that will optimize response rates for government approval while balancing the timing of e-mails to avoid overloading servers.

4.1.7 Securely send and receive files electronically (e.g., via web, encrypted e-mail, File Transfer Protocol Secure (FTPS)) that are compatible with OPA capabilities and all Federal and DoD security requirements.

4.2 Implement and maintain individual project plans for each survey that provides a comprehensive plan for controlling and monitoring progress in accomplishing the tasks https://www.dmdc.osd.mil/appj/dwp/dwp_surveys.jsp http://www.dtic.mil/docs/citations/ADA514130 for the specific survey. A detailed draft of the project plan shall be presented at the initial planning meeting for each survey. Project plans shall:

4.2.1 Address all specifics of survey distribution and processing which includes all instruction sheets and auxiliary forms used by the contractor to manage the project.

4.2.2 Include explicit discussion of internal quality control measures and instructions the contractor shall use for assembling packages and handling all administration details (e.g., postal letters, telephone calls, e-mails, faxes).

4.2.3 Incorporate all Government comments on the draft plan into the final project plan.

4.2.4 Provide written specifications in the codebook introduction for all survey administration procedures required that are not specified as being government furnished or to be done differently for a specific survey. Contractor specifications shall include survey procedures (in text, spreadsheets, and tables), methodology for mailing the survey, the start and completion dates of the mail outs, and details regarding data coding and dataset preparation.

4.3 Implement a computerized Survey Control System (SCS) (i.e. an electronic system to keep track of sample member dispositions [complete, postal non-deliverable, etc.] through the survey administration) that meets all the following requirements:

4.3.1 Keeps track of all members of the sample as they move through operations processing (from generation of addresses for the initial mailing through final storage of returns and production of datasets) by the assignment of case or ID number(s) that match identification codes on the survey instrument;

4.3.2 Ensures that returns are not lost, destroyed, left unidentified, or left unprocessed;

4.3.3 Tracks (a) address changes and eligibility notifications from persons in the sample and from OPA, (b) postal nondeliverables (PNDs) and address corrections that are returned by the US Postal Service (USPS), and (c) E-mail bounce backs, so that appropriate actions (e.g., re-mailings, or further search[es] for addresses) are triggered;

4.3.4 Identifies nonrespondents for the follow-up contact(s) and keep track for each member of the sample which mailings were done on what date to what address and the source of the address (e.g., which government-furnished address, a

USPS-supplied address, or an address obtained by the web or a call to a toll-free number);

4.3.5 Generates daily statistics on survey progress (e.g., number of PNDs received, number of completed surveys received, number of completed surveys processed, number of nonrespondents, PND rates, and response rates);

4.3.6 Generates daily statistics for web surveys (e.g., number of accesses, number of submitted surveys, and response rates) both overall and by sample characteristics

(e.g., service, activation status);

4.3.7 Handles linked cases (e.g., those that involve linked spouse and member samples and/or require group mailings to unit/installation points of contact [POCs]);

4.3.8 Contains data elements from the initial sample file provided by OPA to include code for each of the sampling strata (units or elements), respondent identification number, name, OPA-provided addresses, updated addresses, source of each address change, date of each mailing and re-mailing, identification number for each survey mailed (separate fields for first-wave, second-wave, and each re-mailing), batch/serial number from scanning for each identification, date scanned for each identification, and final disposition (non-locatable, locatable non respondent, respondent, refusal, etc.);

4.3.9 Monitors and manages web, paper, and other types of data collection modes simultaneously—e.g., integrating input from both paper and web, stop sending reminders when a sample member either submits a web survey or returns a paper form;

4.3.10 Supports all types of data collection modes (e.g., mixed modes, telephone screening, telephone surveys), including current and emerging capabilities such as Personal Digital Assistants (PDAs), smart phones, tablet computers, not just

Internet, phone, or mailed surveys, by the collection of applicable data elements required in industry standard definitions: Final Dispositions of Case Codes and

Outcome Rates for Surveys, Revised 2016, The American Association for Public

Opinion Research, https://www.aapor.org/AAPOR_Main/media/publications/Standard-

Definitions20169theditionfinal.pdf).

4.4 Use and maintain SURVANT (see description in Section 2.2) or similar contractor-provided tool. Train government personnel on contractor’s survey control system or contractor-provided sample member tracking system and implementation of SURVANT or similar contractor-provided tool.

4.4.1 Update user’s manuals and training materials and provide training as changes are made in SURVANT or similar contractor-provided tool.

4.5 Modify active web surveys in no more than 48 hours after notice, when question wordings and/or skip patterns have to be changed. Historically, this is an extremely rare event.

4.6 Develop web surveys in no more than 14 business days. Develop short, QuickCompass surveys in no more than 5 business days. The table below shows the major activities in fielding a web survey with relative timing for standard preparation prior to government approval to go live.

Activity Timing

Contractor imports and creates a survey in a format such as Rich Text Format (RTF) or Day 1 – 4

Hypertext Markup Language (HTML).

Government reviews survey file then passes back to contractor for corrections/clarifications.

Survey file needs to contain variable names, response sets definitions, and skip patterns.

Day 5 -7

Contractor completes programming and puts survey into testing environment. Day 8 - 10

Contractor is responsible to continue quality control while the government reviews the survey prior to giving approval to go live.

Day 11 – 14

4.6.1 Demonstrate that scanning (paper 20-record check) and editing of data from paper surveys (paper 50-record check) correctly implements the coding scheme based on test surveys completed by both the contractor and government staffs to test coding and all skip logics. This process usually requires at least 20 completed paper surveys to test that scanning software accurately captures data. The test of the data editing should include enough records to test all cleanings and skips.

4.7 Assemble/Obtain/Store Materials. The contractor shall:

4.7.1 Be responsible for receipt, inventory, and quality assurance of all materials

(paper surveys, letterhead, envelopes, etc.) whether supplied by the government, produced by the Contractor, or obtained by the Contractor from other suppliers.

4.7.2 Supply and use materials of substantially similar professional quality to those currently in use for OPA H&R and R&R surveys. (See http://www.dtic.mil/docs/citations/ADA514130 for example.)

4.7.3 Provide sequentially numbered 8.5” x 11” questionnaire booklets. Intelligent

Character Recognition (ICR) forms shall have a barcode as well as a serial number on the outside cover.

4.7.4 Provide individualized pre-notification cover letters and follow-up reminder letters.

4.7.5 Provide personalized inside address for each letter with a unique serial number matching the ID on the survey, mailing number code, name, address, city, state, zip+4, and address bar-coding. Provide storage for unmailed survey materials during the mailing period.

4.7.6 Store the processed paper questionnaires for six months after delivery of the final dataset. Provide pdf’s of completed paper surveys to OPA. Provide surveys to

OPA within two business days.

4.7.7 Purchase and use e-mail addresses from a commercial source for sub-groups with approximately 50% having e-mail addresses.

4.8 Maintain Standard Administration Specifications for actions pre-survey, survey, and post survey.

http://www.dtic.mil/docs/citations/ADA514130

Pre-Survey Actions Government Standard

Administration Specifications

4.8.1 Provide written specifications for all

survey administration procedures that are different from government furnished survey.

Written specifications shall include survey procedures (in text, spreadsheets, and tables), methodology for mailing the survey, the start and completion dates of the mail outs, and details regarding data coding and dataset preparation.

4.8.2 Send notification letters Notification letters sent according to each project’s specification. Typically sent one week prior to the survey open or sent on the day the survey opens.

4.8.3 Website address and instructions Include the website address and instructions in mailings as specified by each survey.

4.8.4 Send surveys by mail Surveys are mailed to service members, civilian employees, or family members according to each respective survey.

4.8.5 Mail Spouse Surveys Ensure surveys are mailed to spouse. Address the letter to the spouse. If spouse name is unavailable then address to the service member using “Dear Spouse of (service member name).”

4.8.6 Mail surveys using United States Postal

Service Priority First Class

Use barcoding, zip code or carrier-route sorting, and bundling and labeling consistent with USPS processing.

4.8.7 Quality-control system Implement a quality-control system that detects errors soon enough to assess, minimize, and correct the errors before mailing.

4.8.8 Tracking reports Reports shall include daily and cumulative returns information with a limited set of key demographics for each survey (e.g., four pay grade groups by four services or two genders or various numbers of race/ethnicity groups).

4.8.9 Coding Scheme Use government-supplied information to develop detailed coding scheme(s) for development, construction of record layouts, code variables, program the scanner, and edit databases of an OPA survey; submit the draft and edits for government review and implement government approved coding.

4.8.10 Scanning and Editing Survey Programs Prepare all survey scanning and editing programs in advance of each forms mail out or activation of data collection on the web.

4.8.11 Test Surveys Create no less than twenty test surveys that represent both 1) responses expected and 2) illogical responding.

4.8.12 Provide a file diagnostics report Review sample files and provide a file diagnostics report within three business days after receipt of the files.

Survey Actions Government Standard

Administration Specifications

4.8.13 Send the reminder/thank-you letters for

paper surveys

Send as directed in the task order.

4.8.14 Track Postal Non Deliverables (PND) Track to ensure Postal Non Deliverables address-correction information is applied to all relevant mail outs.

4.8.15 Resend mail out to a new address for

PNDs

Send mail out to new address and a new reminder/thank you letter three business days after receipt of PND initial survey is mailed out. Use National Change of Address (NCOA) files or commercial source for obtaining new/home addresses.

4.8.16 Maintain a Staff-Assisted Helpline with

a voice-mail component after staffed hours

Establish and maintain a domestic toll-free and non-toll-free number from date of mail out to the posted survey closing date.

4.8.17 Responding to Inquiries Reconcile telephone, letter, e-mail, Web, and fax messages on a daily basis, and respond within one business day to messages requesting or requiring a return contact.

4.8.18 Scan/Process Initial 50 Early Returns Scan (or process, in the case of web-only surveys) at least 50 early return records (returns from the first 3 days in the field), review for lessons learned to edit and create a new SAS dataset in accordance with the coding scheme specifications.

Post Survey Actions Government Standard

Administration Specifications

4.8.19 Provide a file diagnostics report

4.8.20 Data Entry Exclusions Include all returned surveys with any data entered into the datasets unless the government approves exclusion.

4.8.21 Responses to open-ended Capture any responses to open-ended (e.g., “please specify”) questions in which responses are to be handwritten on the questionnaire or captured on web widget into the database.

4.8.22 Process written open-ended responses Process the written open-ended responses into a flat file that can be linked to the main data file accommodating each record ID code, question-identification field, and an alphanumeric response field.

4.8.23 Open-ended response data Visually review all open-ended response data section to identify any comment requiring further action (i.e., threats harm self or others). Document using Excel file, SAS-systems file, or other government-approved format readable by the SAS version used at OPA.

4.8.24 Document Survey Datasets Fully document survey data sets.

4.8.25 Duplications Exclude duplicate returns from all files. A duplicate return happens when the respondent submits the survey more than once.

Apply government supplied rule to determine which return is pulled into the dataset.

4.8.26 Codebook and Technical Manual Produce documentation, including codebook/technical manual appendices to document the final returns datasets.

4.8.27 Create Survey variables Create variables required by the approved coding scheme and revisions to the coding scheme during data editing

4.8.28 First Interim Dataset Deliver the first interim web returns dataset no later than twelve hours after closing of the web survey.

4.8.29 Paper Questionnaire Interim Dataset Provide interim dataset containing all returned paper questionnaires and the web returned data no later than two weeks after the close of the fielding period.

4.8.30 Revised Interim Datasets Provide revised interim and preliminary datasets to the government within 24 hours of new code and/or data provided by the government.

4.8.31 Draft Final Datasets and Documentation Draft final dataset with full documentation no later than two weeks after the government approval of all edits to the interim datasets.

4.8.32 Final Datasets and Documentation Supply the final dataset and documentation no later than two weeks after the government approval of the draft final dataset.

4.9 Provide to the COR Monthly Progress Reports that address the extent to which any problems or circumstances will cause conflicts with program schedules. Present and discuss the Report in quarterly Senior Management Reviews (SMRs).Submit pre meeting presentation data to the COR at least 5 days prior to each SMR, and post-meeting minutes of the SMR to the COR within 5 days following each meeting. Reports and discussions shall briefly cover: (1) summary of activities, actions, and progress for the prior month;

(2) status of each deliverable; (3) financial review for billing purposes; (4) pending issues; (5) analysis of any potential problems, risks/challenges, and risk mitigation plan;

and (6) summary of projected activities for the next period.

4.10 Apply all applicable professional, Offices of the Secretary of Defense and USD (P&R), and OPA H&R and R&R standards (http://www.apastyle.org/) to technical documentation produced for evaluations, studies, and analyses, as well as memos, information papers, and briefings related to DoD personnel policies and programs.

4.11 Participate in a Post-Award Conference. This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post Award Conference will aid both the Government and

Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable.

The Contractor shall provide a written summary of the Post-Award Conference.

4.12 Contractor Manpower Reporting.

4.12.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for

OPA via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/.

4.12.2 Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through

September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at: http://www.ecmra.mil/.

5.0 DELIVERABLES

The specific deliverables will vary given the specific task order. Following is a listing of the types of work products/deliverables that the Contractor may be required to provide in performance of the PWS under resulting task orders: Task Order Project Plan, develop and maintain a system for the tracking of both internal and external H&R/R&R milestones, monthly progress reports, quarterly Senior Management Review (SMR) report, SMR minutes, Post-Award Conference, Post-Award Conference Written summary, Contractor Manpower Reporting, Quality Control

Plan (Final), , and demonstration of capability to use SURVANT.

All deliverables and reports shall be submitted to the Contracting Officer’s Representative

(COR) and with a courtesy copy to the Contracting Officer (CO) and Project Manager (PM) via e-mail. Deliverables are due the next Government workday if the due date falls on a holiday or weekend. The contractor shall submit the deliverables listed in the following table:

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

Contract

Deliverable or

Task Order

Deliverable

Title PWS

Reference

Delivery Date

Task Order

Deliverable

Datasets and documentation of survey administration and datasets with text, tabulations, and codebooks

4.1.3 To be determined on each task order.

Task Order

Deliverable

SAS datasets and format catalogues

4.1.4 To be determined on each task order.

Task Order

Deliverable

Individual survey project plans

4.2 To be determined on each task order.

Task Order

Deliverable

Computerized survey control system

4.3 To be determined on each task order.

Task Order

Deliverable

Updated user manuals and training materials for

SURVANT or similar contractor-provided tool.

4.4.1 Quarterly or as major updates occur. To be

determined on each task order.

Task Order

Deliverables

Modified or developed web surveys

4.5 and

4.6

To be determined on each task order.

Contract

Deliverable

Monthly Progress

Reports

4.9 One week before the last Thursday of the

month following the month reported upon.

Contract

Deliverable

Senior Management

Review Read Ahead

Data

4.9 Quarterly. Specific date each quarter will be

specified by OPA. Period of reporting is previous quarter. Written SMR data is due 5 business days in advance of the meeting.

Contract

Deliverable

SMR Minutes 4.9 Quarterly. Due 5 business days after the completion of the SMR.

Contract/ Task

Order

Deliverable

Post-Award Kickoff

Meeting Written

Summary

4.11 Within 5 days of Post-Award Kickoff

Meeting

Task Order

Deliverable

Contractor Manpower

Reporting

4.12 Reported no later than October 31 of each

calendar year.

Contract

Deliverable

Quality Control Plan 6.0 Draft at time of proposal submission and final within 30 days if ordered post award

Contract

Deliverable

Transition In Plan 15.0 Initial thirty (30) day period after date of contract award

Contract

Deliverable

Transition Out Plan 15.0 Ninety (90) day period prior to date of contract expiration

6.0 QUALITY CONTROL

The Contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract. The final QCP shall be delivered 30 days after award.

7.0 QUALITY ASSURANCE

7.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

7.1.1 Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

7.1.2 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder (stakeholder organizations include survey sponsors such as: Office of the Under Secretary of Defense, Personnel and Readiness; Disability Evaluation System Surveys (Wounded Warriors);

United States Coast Guard; Federal Voting Assistance Program; Sexual Assault

Prevention and Response Office) regarding Contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the

Contracting Officer for action. The COR will notify both the Contract Manager and the complainant of the Government’s response to their complaint.

7.2 Contract Discrepancy Report (CDR). In the event of unsatisfactory Contractor performance, the COR will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The Contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the Contractor's corrective action response to determine acceptability and will use any completed CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

7.3 The table below identifies the Critical Performance Elements and the respective

Performance Standards and Acceptable Quality Levels (AQLs) which the Government will use to determine Contractor performance.

Performance Element

Required Services (Tasks)

Performance Standard Acceptable Quality Level Surveillance

Method Incentive

1 Ensure compliance with Risk Management Framework (RMF) for DoD Information Technology requirements.

Maintain effective cybersecurity management program, protect sensitive information, and incident risk management strategy.

Comply with the corrective actions or mitigation and timeframes identified in government-provided Information Assurance Vulnerability Alerts (IAVAs).

Meet Cybersecurity RMF requirements for remediation of vulnerable items. Ensure monthly network vulnerability scans are performed. Within 30 days address all security control weaknesses and deficiencies, and significant security findings (CAT I/Very High Risk) revealed by monthly scans, annual reviews, and periodic re-accreditations must be documented in a Program Organization & Milestones mitigation plan. Ensure that a patch management program is in place that complies with DoD IAVM requirements and meets the required implementation schedule no later than 30 days or as directed in the specific IAVA notice. Allow no unauthorized releases or exposure of sensitive information. Report security incidents to the OPA Senior Information Security Officer (SISO) within 24-hours.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

2 Web survey operations support

Provides consistently high quality survey operations with down time of less than 1% of minutes in a month due to Contractor maintenance or outages.

No more than three OPA-detected errors or more than 1% of time Contractor downtime in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

3 High quality data Provides consistently high quality survey data validation, analysis, and dissemination including developing coding schemes, validating and documenting survey results.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

4 High quality analyses Provides consistent high quality data analysis products and provides reliable evidence of statistical validation.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past

5 Survey development Ensures that web and paper survey content adheres to OPA standards; that data capture is accurate and verified. Format accurate, no content errors, web functions as required and accurate data capture within specifications met.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

6 Distribution Mechanism of Communications

Adheres to OPA specifications of materials to be developed, text of communication, and distributed on schedule.

Implement a quality-control system that detects errors soon enough to assess, minimize, and correct the errors before postal or e-mailings. Postal and e-mail files contain all records, no content errors; postal pieces are printed and inserted correctly; and all communications are on schedule.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

7 Data Collection and Validation

Performs the applicable data coding, construction, and merging programs to include open-ended and verbatim data, and datasets created from multiple forms and administration modes.

All records properly disposed, no errors encountered, returns data and master data in Survey Control System (SCS) align and accurately reported in tracking reports.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past Performance

8 Creation and Delivery of Data

Produces data in appropriate file format and/or report formats, codebook/coding scheme requirements, design, data representations and calculations. Format accurate, no content text errors, accurate data calculations, data layout accurate, correct fields/data represented, on schedule.

No more than three OPA-detected errors or more than one valid customer complaint permitted in any one month period.

Monthly;

Quarterly; or As Needed Inspection

Monthly Evaluation, CPAR, Past

8.0 NON-PERSONAL SERVICES STATEMENT

The Client has determined that use of the GSA contracts to satisfy this requirement is in the best interest of the Government, economic and other factors considered, and this task order is not being used to procure personal services prohibited by the FAR Part 37.104 titled “Personal

Services Contract”.

9.0 DOCUMENTATION SUBMISSION

The ITSS will be used in the administration of this task order. This web-based system (http://it-solutions.gsa.gov) shall be used by the contractor for monthly status reports, including invoices, financials, and narratives. These monthly reports must be submitted to the Client Representative via ITSS no later than the 10th workday of every month. The Client Representative will review these reports and shall accept or reject Contractor services or deliverables via ITSS, which is the basis for payment to the contractor (invoices will not be paid without an acceptance in ITSS).

Pursuant to FAR 52.232-1, Payments, submission of Proof of Delivery at time of invoice to GSA will expedite processing for payment. The Contractor shall submit invoices for client review and acceptance electronically via GSA's IT-Solutions Shop (ITSS) at http://it-solutions.gsa.gov as well as a copy to GSA Finance Division. The contractor can submit invoices to GSA Finance

Division electronically at http://www.finance.gsa. The MSRs shall be upload into ITSS as an attachment with the invoice submission.

Invoices shall include the COI number and the Accounting Control Transaction (ACT) number listed for proper identification. Failure to include this information may result in invoice rejection.

The contractor shall be required to resubmit rejected invoices, which may cause a delay in processing payments. The responsible contractor shall submit all invoices to GSA Finance

Division and ITSS for review before a payment can be approved by the responsible Government agent. Failure to comply with these requirements will deem the Invoice invalid and the invoice will be rejected. Any submitted invoice(s) must match the information currently found within the

Central Contractor Registration (CCR). Contractors are encouraged to verify their current registration information at www.ccr.gov prior to preparing and submitting invoices to avoid unnecessary invoice processing delays or invoice rejects

10.0 INTELLECTUAL PROPERTY

This task order is funded by the United States Government. All intellectual property generated and/or delivered pursuant to this PWS shall be subject to appropriate federal acquisition regulations which entitle the Government to unlimited license rights in technical data and computer software developed exclusively with Government funds, a nonexclusive "paid-up" license to practice any patentable invention or discovery made during the performance of this task order, and a "paid-up" nonexclusive and irrevocable worldwide license to reproduce all works

(including technical and scientific articles) produced during this task order. All products delivered under this performance work statement shall conform to current DoD standards and guidelines.

11.0 508 COMPLIANCE

Any/all electronic and information technology (EIT) procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements Section 508 of the

Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov. The standards apply to the following:

(1) Software Applications and Operating Systems

(2) Web-based Information or Applications

(3) Telecommunication Products

(4) Video and Multimedia Products

(5) Self- Contained, Closed Products (e.g., Information Kiosks, Calculators, and Fax Machines)

(6) Desktop and Portable Computers

12.0 SECURITY CLASSIFICATION

12.1 Perform offsite work with Personally Identifiable Information (PII) only on systems and platform information technology systems (PIT) that meet Risk Management Framework

(RMF) for DoD Information Technology (IT) requirements. Such information systems and PIT systems will be updated on an on-going basis to continue to meet applicable

RMF requirements. Systems must have and maintain an Authority to Operate (ATO).

12.2 Contractor and all contractor personnel with access to or responsibility for nonpublic government data under this contract shall comply with DoD Directive 8500.1 Information

Assurance (IA), DoD Instruction 8500.2 Information Assurance (IA) Implementation, DoD Directive 5400.11 DoD Privacy Program, DoD 6025.18-R DoD Health Information

Privacy Regulation, DoD 5200.2-R Personnel Security Program, and Homeland Security

Presidential Directive (HSPD) 12.

12.3 Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic government data to ensure the confidentiality, integrity, and availability of government data.

12.4 Contractor systems and information networks that receive, transmit, store, or process nonpublic government data must be accredited according to DoDI 8510.01 "Risk

Management Framework for DoD IT” (RMF) and comply with annual Federal

Information Security Management Act (FISMA) security control testing. All systems subject to RMF must present evidence of authorization in the security plan, Security

Assessment Report (SAR) Plan of Action and Milestones (POA&M) and authorization decision document or show that the system has successfully went through the Risk

Management Framework Process in order to integrate information security and risk management activities into the system’s life cycle. The RMF decision must be current and cannot exceed a 3 year timeframe. Evidence FISMA compliance must be presented in the form of a POA&M. The contractor will be responsible for the cost of RMF processes and FISMA testing required for any contractor owned and operated network, facility and/or application processing DoD information.

12.5 Contractor personnel with access to or responsibility for nonpublic government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) for OPA and must:

12.5.1 All contractor personnel assigned to this effort with access to Government facilities, computer networks, and systems shall be eligible for issuance of a

Common Access Card (CAC). At minimum, all contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint check), provide two forms of identification (I-9 document), and submit a http://www.section508.gov./

National Agency Check and Law Credit (NACLAC) vetting package for processing.

12.5.2 All contractor personnel shall l be citizens of the United States.

12.5.3 Contractor shall maintain favorable FBI National Criminal History checks on its personnel and ensure completion and successful adjudication of a NACLAC as required for Federal employment.

12.6 If at any time, any contract employee requiring a CAC is unable to obtain/maintain an adjudicated NACLAC, the contractor shall immediately notify the DMDC Information

Systems Security Group (DISSG) and remove such person from access to materials and/or work under this contract.

12.7 Upon discovery of any privacy breach, the contractor shall report such immediately to the

DMDC CIO / Privacy Office and secondly to the COR.

13.0 GOVERNMENT FURNISHED EQUIPMENT OR INFORMATION

13.1 Government Furnished Equipment/Information. The Government shall furnish an integrated mass e-mail delivery and e-mail campaign management platform (residing within the DoD firewall) capable of sending high volumes of e-mail in compliance with

DOD regulations server. The presence of the digitally signature decreases the likelihood of e-mail being blocked/labeled as SPAM. It also, increases the respondent’s confidence that it is a legitimate survey. The government shall furnish a system called the Survey and Variable Authoring System (SURVANT) or the contractor may provide a similar tool

(see Section 2.3) to perform the same function. Government shall approve any contractor provided tool prior to use.

145.0 TRANSITION PLAN

Provide Transition of Contract Services - The contractor shall provide a plan for transition in and out services to ensure minimum disruption to vital Government business. This plan shall address how the Contractor will work with the incumbent and Government personnel to ensure that there will be no service degradation during and after the transition-in changeover (initial thirty (30) day period after date of contract award) and during the transition-out changeover (ninety (90) day period prior to date of contract expiration). During transition-out (1) demonstrate OPA software tools or similar contractor-provided tools and provide instruction on maintenance, operation, and training for the Survey Reporting Tool (SRT), Sampling Tool, SURVANT, and Statistical

Analysis Macros (SAM) or similar contractor provided tools.

156.0 APPLICABLE DOCUMENTS

DoD Directive 8500.1 Information Assurance (IA) http://www.dtic.mil/whs/directives/corres/pdf/850001_2014.pdf

DoD Instruction 8500.2 Information Assurance (IA) Implementation http://www.cac.mil/docs/DoDD-8500.2.pdf

DoD Directive 5400.11-R DoD Privacy Program http://www.dtic.mil/whs/directives/corres/pdf/540011r.pdf

DoD 6025.18-R DoD Health Information Privacy Regulation http://www.dtic.mil/whs/directives/corres/pdf/602518r.pdf

DoD 5200.2-R Personnel Security Program http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf

Homeland Security Presidential Directive (HSPD) 12 http://www.dhs.gov/homeland-security-presidential-directive-12

Protection of Human Subjects and Adherence to Ethical Standards in DOD-Supported Research

DOD 3216.02, 32 CFR 219

http://www.dtic.mil/whs/directives/corres/pdf/321602p.pdf

DoD Instruction 1100.13, Surveys of DoD Personnel http://www.dtic.mil/whs/directives/corres/pdf/110013p.pdf

DoD Instruction 8910.01 Information Collection and Reporting http://www.dtic.mil/whs/directives/corres/pdf/891001p.pdf

DoD Manual 8910.01, volume 1 Procedures for DoD Internal Information Collections http://www.dtic.mil/whs/directives/corres/pdf/891001m_vol1.pdf

DoD Manual 8910.01, volume 2 Procedures for DoD Public Information Collections http://www.dtic.mil/whs/directives/corres/pdf/891001m_vol2.pdf

Publication Manual of the American Psychological Association, Sixth Edition http://www.apastyle.org/ http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf

TECHNICAL EXHIBIT 1

Anticipated OPA H&R and R&R Survey Schedule for 2019-23

Survey Name Frequency Data Collection Next Survey

Reserve SOFS (SOFR) 1 per year June 2019

Active Duty SOFS (SOFA) 1 per year September 2019

Civilian Gender Relations Survey

(WGRC) Every 2 years September 2020

Service Academy Gender Relations Every 2 years March/April 2020

Survey (SAGR)

Living Patterns (LPS) Every 3 years April 2020

Reserve Component Spouse Survey (RCSS) Every 2 years November 2020

Workplace and Gender Relations

Survey of Active duty Members (WGRA) Every 2 years August 2020

Active Duty Spouse Survey (ADSS) Every 2 years March 2019

Workplace and Equal Opportunity Survey

Of Active Duty Members Every 4 years November 2021

Workplace and Gender Relations Survey

Of Reserve Component Members Every 2 years August 2019

Workplace and Equal Opportunity Survey

Of Reserve Component Members Every 4 years November 2019

TECHNICAL EXHIBIT 2

Unless the specifications for a given survey require something different, the Contractor shall follow these specifications for each of the three survey types:

All Surveys Status of Forces

Surveys (SOFS)

Health and Readiness

(H&R) Surveys

QuickCompass

Administer survey on an htpps website hosted by the Contractor. Survey will accommodate module assignment of questions to different segments of the sample as indicated by a flag on the sample file and use smart skip technology.

Applies In addition, collect data with a paper survey option unless specification to exclude use of a paper.

Applies

Keep survey website online from the time of the mailing of the first postal notification through the delivery of the final datasets.

Applies Applies Differs: Keep survey website online from the first e-mail notification of sample members through the delivery of the final datasets

Close the survey website

(don’t allow people to enter the survey; show survey closed screen) approximately three business days after the posted close date in the survey communications.

Applies Differs: Keep website open throughout the field period of the paper survey collecting data for approximately eight business days after the announced date of closing the data collection period – web closing date is set to allow late web responders up to the final cutoff for paper surveys. If no paper surveys, then the Web closing corresponds to the Web only surveys.

Applies

After close of data collection on web, the website shall thank sample members for their participation and provide information such as the date the survey closed and where survey results can be obtained.

Applies Applies Applies

Surveys (SOFS)

Health and Readiness

(H&R) Surveys

QuickCompass

Reconcile files and use procedures so that each respondent has a single response to the web administered survey, or the paper administered survey but not both.

Does not apply Applies Does not apply

Provide clear documentation showing what was done in constructing the database to allow for comparison with subsequent administrations of surveys.

Applies Applies Applies

Send a postal mailed pre-notification letter approximately ten calendar days before the website is to be activated for survey data collection. Include in the letter a web address for the survey, the date the survey shall be available, a unique ticket number for each sample member, and a…