PWS DSB Multi-Study - RFI.pdf

Performance Work Statement

Washington Headquarters Services Acquisition Directorate Defense Science Board

Multi-Study Support Services

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services task order to provide the Defense Science Board (henceforth referred to as DSB or the “Board”) with Multi-Study Support Services. The Government shall not exercise direct supervision or control over the task order service providers performing the services herein. Such task order 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 services necessary to perform Multi-Study Support Services 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 task order.

1.2 Background: The DSB was established in 1956 as a discretionary advisory Board by the Secretary of Defense.

The DSB operates under the provisions of the Federal Advisory Committee Act (FACA) of 1972 (chapter 10 of Title 5, United States Code (U.S.C.), the DSB charter, DoD Instruction 5105.04, "Department of Defense Federal Advisory Committee Management Program”, and other applicable federal statutes, regulations, and policy.

1.2.1 DSB Objectives: The DSB advises the Secretary of Defense (SecDef), the Deputy SecDef, the USD(R&E), the Chairman of the Joint Chiefs of Staff, Service Secretaries, Service Chiefs, and other key leaders in the Department of Defense (DoD) on matters concerning science, technology, manufacturing, acquisition process, and other topics of special interest to the DoD. The DSB cannot advise on individual DoD procurements, but instead shall be concerned with the current and complex technological problems facing the DoD in such areas as research, engineering, organizational structure and process, business and functional concepts, and manufacturing; and will ensure the identification of new technologies and applications in those areas to strengthen national security. No matter shall be considered by the DSB that would require any member to participate personally and substantially in any actions related to procurements or place `him or her in the position of acting as a contracting or procurement official.

1.2.2 DSB Studies: The Board formulates advice and recommendations through the conduct of studies as assigned in Terms of Reference (ToR) signed by the USD(R&E) for each study to be conducted. The USD(R&E) also provides financial and logistical support for the DSB to conduct studies. To conduct studies, the DSB forms study groups composed of Members, SGE, Consultants, and Government Advisors. Some studies are conducted as standalone groups known as Task Forces (TFs) or are conducted as studies directed to the DSB’s Permanent Subcommittees.

Certain TFs may be operated on an accelerated time frame and are then referred to as Quick Task Forces (QTF).

Annually, the DSB conducts a large-scale study involving all DSB parent board Members, which is known as a Summer Study (DSB SS). The DSB also has Quarterly meetings.

1.2.3 DSB Organization: The DSB consists of approximately 40 parent board Members, and up to 100 Special Government Employee (SGE) or consultant Members assigned to permanent subcommittees, task forces, or summer studies during the proposed Period of Performance. At the direction of the Secretary of Defense, DSB Members are appointed as Special Government Employees (SGE) and are subject to certain Federal ethics laws, including section 208 of title 18, U.S.C., governing conflicts of interest, and the Standards of Ethical Conduct regulations in 5 Code of Federal Regulations, Part 2635. The Under Secretary of Defense (Research and Engineering (USD(R&E)) is tasked by the Secretary of Defense to appoint a Designated Federal Officer (DFO) responsible for ensuring the DSB complies with Federal statutes and regulations, including DoD policy and procedures. DSB Government Staff (DSB Office) assists the DFO and DSB in accomplishing its missions.

In general, the DSB Government staff and other contract support personnel not related to this task order provide support to tasks related to day-to-day administrative operation of the DSB, operation of QTFs, operation of Summer Studies, and the conduct of Quarterly Meetings.

1.3. Objectives: The Contractor will support the DSB’s core function, which is to provide independent advice and recommendations for DoD leadership. The Contractor supports tasks to include planning, preparation, execution, administrative support, logistics, and documentation for assigned studies. The Contractor for this task order will provide direct support to approximately six (6) Task Forces or Permanent Subcommittee studies each year as directed by the government.

1.4. Scope: The scope of this requirement is the provision of professional analytical and administrative support services, to include protocol, planning, preparation, execution, administrative support, logistics, documentation, and publication of TF and Permanent Subcommittee reports, administration of meetings and conferences, and other ancillary administrative support to the DSB mission. Services include research, report writing, document preparation, document publication, statistical analyses, correspondence, scheduling of meetings and facilities, administration of security matters related to assigned TF or Permanent Subcommittee studies, telephonic and email correspondence, and similar tasks. Successful completion of tasks will require access to government systems daily and access to government provided and managed classified and unclassified data systems. The Contractor must support the development of comprehensive management and administration processes regarding a wide range of administrative data related to their assigned studies, and shall provide the government with advice, assistance, and expertise in identifying best practices and tools to support functions of the DSB. Expertise in the FACA and other legislative requirements related to operation of the Board is crucial. Understanding of the organization of the Department of Defense, military Services, DoD agencies, and the Defense industrial base will be key to the Contractor’s role, as well as procedures and expertise in contacting and coordinating DSB activities across the DoD enterprise. The Contractor shall provide off-site support and on-site support for routine and unforeseen events (such as provisional or unanticipated studies) and as required by the contracting authority in collaboration with DSB leadership. The number, type, and essential skills for Contractor personnel shall be dictated by the nature of the tasks in each task area. Task requirements will be in direct support of TFs and Permanent Subcommittee studies and the overall functions of the Board. The Contractor shall provide sufficient long-term personnel to support the DSB’s normal operational tempo but must also be capable of providing short-term surge personnel during special situations to accomplish the requirements specified in this document. The Contractor shall efficiently and effectively manage task performance under this task order to ensure all the necessary technical, business, and administrative planning;

organizing; managing; coordinating and tracking (e.g., schedule, and deliverables); performance management; data management, and subcontract management tasks are performed successfully as required by this PWS. The Contractor shall be prepared to provide personnel on-site (e.g., in the Pentagon and other National Capital Region (NCR) sites) to provide extensive reach-back capability for analysis, workload surge requirements, and other necessary support. The Contractor shall also support other DSB staff and Board day-to-day administrative operations as necessary.

1.5 Period of Performance: The period of performance shall be for a one-year base period plus four one-year option periods, and one six-month option to extend services in accordance with Federal Acquisition Regulation (FAR) clause 52.217-8. The Period of Performance reads as follows:

Base Year: September 30, 2025 – September 29, 2026 Option Year 1: September 30, 2026 – September 29, 2027 Option Year 2: September 30, 2027 – September 29, 2028 Option Year 3: September 30, 2028 – September 29, 2029 Option Year 4: September 30, 2029 – September 29, 2030 FAR 52.217-8: September 30, 2030 – March 29, 2031

1.6 General Information

1.6.1 Quality Control Plan (QCP): The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS and the minimum acceptable levels of service defined in Exhibit 04, Performance Requirements Summary. The Contractor will 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 it assures that its work complies with the requirements of the contract. The Contractor will submit a QCP within 30 days after task order award to the Contracting Officer (CO) and Contracting Officer Representative (COR). Proposed changes to the QCP will be submitted within five (5) working days thereafter. After receipt of the QCP, the Contractor shall receive the CO’s acceptance in writing, along with of any proposed change(s) to the QCP.

Upon Government approval, the Contractor shall implement plans and procedures, and address discrepancies through the Contractor’s Quality Control Management procedures. The Contractor shall submit a document detailing their Quality Control Management procedures within 30 days of the orientation meeting implementing this PWS.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays:

New Year’s Day January 1 Birthday of Martin Luther King Third Monday in January Inauguration Day Limited Applicability Washington’s Birthday Third Monday in February Memorial Day Final Monday in May Juneteenth National Independence Day June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

1.6.3.1 In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

1.6.3.2 It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation except as set forth within the task order. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

1.6.3.3 When the Federal, State, Local or other Governmental entity grants excused absence to its employees, assigned Contractor personnel may also be dismissed. The Contractor agrees to continue to provide sufficient personnel to perform critical tasks already in operation or scheduled, and must be guided by the instructions issued by the CO or COR.

1.6.3.4 If Government personnel are unavailable due to furlough or any other reason, the Contractor must contact the CO or the COR to receive direction. It is the Government's decision as to whether the task order price/cost will be affected. Generally, the following situations apply:

1.6.3.4.1 Contractor personnel who can continue task order performance (either on-site or at a site other than their normal workstation), must continue to work and the task order price shall not be reduced or increased.

1.6.3.4.2 Contractor personnel who are not able to continue task order performance (e.g., support functions or functions in unavailable government facilities) may be asked to cease their work effort.

1.6.3.4.3 It is understood and agreed between the Government and the Contractor that in the event Contractor personnel wish to attend Washington Headquarters Services, Pentagon, or Military Service social events, such as the annual picnic, holiday parties, etc., they must coordinate their work schedules with the COR and obtain approval of their company’s supervisor prior to the event. The Government is not responsible for reimbursing any expenses to the Contractor for attending any social event.

1.6.4 Hours of Operation: The Contractor is responsible for conducting business between the primary hours of (0830-1700) Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government required facility closings. Support for some DSB study activities will require work before or after the primary hours. Core work hours are 0900-1500. For other than firm-fixed-price CLINs, the Contractor will not be reimbursed when the Government facility is closed for the above reasons. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when required to support assigned studies. When hiring personnel, the Contractor should keep in mind that the stability and continuity of the workforce are essential. Contractor personnel may work within the hours prescribed and vary working times to accommodate day-to-day requirements.

1.6.5 Place of Performance: Performance shall take place in the NCR. The primary NCR office location will be in the Contractor Facility. The NCR includes the Mark Center, District of Columbia and neighboring counties and cities of Maryland, including Charles, Frederick, Montgomery and Prince George’s counties, and Virginia, including Arlington, Loudon, Fairfax and Prince William counties. The Contractor shall perform support services on-site (in Government workspaces) as directed during normal work hours for the purposes of supporting customer requirements; however, as the DSB has limited government space available, the Contractor shall provide day-to-day workspace for its personnel to provide support for the DSB.

1.6.6 Type of Contract: The Government will award a Firm-Fixed-Price, level-of-effort (FFP-LOE) term task order with Time-and-materials (T&M) CLINs for travel and other direct costs (ODC).

1.6.7 Security Requirements: The Contractor shall comply with all security requirements defined herein, as well as with all applicable laws, government regulations, agency policy, and Government security regulations and requirements. The security requirements are in accordance with the DoD Form 254 (DD254), Contract Security Classification Specification and DD254 Special Access Program (SAP) Supplement for this contract and instructions from OUSD(R&E) SAPCO.

1.6.7.1 Facility Clearance: The Contractor shall possess a Top Secret (TS) facility clearance (FCL) from the Defense Counterintelligence and Security Agency (DCSA) and shall maintain that level of FCL for the life of the task order.

1.6.7.2 Personnel Clearance: Performance on this task order requires all Contractor personnel to possess an active TS/ Sensitive Compartmented Information (SCI) personnel security clearance (PCL) issued by the DCSA at the time of proposal submission and to maintain the level of security required for the life of the task order unless approved in advance by the COR. At the direction of the COR, Contractor will provide at least three personnel eligible to achieve and maintain security clearances higher than TS, i.e., SAP or other levels as directed.

1.6.7.3 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. For Contractor employees performing work at a Government facility, at the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.8 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 (FAR) 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.

1.6.9 Contracting Officer’s Representative: The COR will be identified by separate letter. The COR monitors all technical aspects of the task order and assists in task order administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the task order; perform inspections necessary in connection with task order performance; maintain written and oral communications with the Contractor concerning technical aspects of the task order; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding 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.

1.6.10 Key Personnel: The following personnel are considered key personnel by the Government: Program Manager (PM) and Lead Senior Analyst. The Contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the PM is absent shall be designated in writing to the CO. The PM or alternate shall act as an on-site representative for the team and have full authority to act for the Contractor on all task order matters relating to daily operation of this task order. The PM or alternate shall be available, at a minimum, between 9:00 a.m. to 3:00 p.m., Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.10.1 Program Manager must have a graduate degree and a minimum of ten years’ experience, or bachelor’s degree and 12 years’ experience, managing contracts that support analytical activities for senior management and decision makers in engineering, technology, or operations fields. PM experience in support of government contracts is preferred.

1.6.10.2 Lead Senior Analyst must have a graduate degree and a minimum of five years of experience, or a bachelor’s degree and seven years’ experience, providing support in tasks similar to those services that the Program Manager will provide to the DSB. The Lead Senior Analyst may be designated as the alternate PM upon coordination with the COR and act as the PM when the PM is absent or unavailable.

1.6.11 Availability and Substitution of Personnel:

1.6.11.1 The Contractor must provide Key Personnel resumes for approval by the COR during onboarding or as part of substitution requests. No substitution shall be made without prior notification to and concurrence of the COR in accordance with this requirement in writing. All proposed substitutes shall have qualifications equal to or higher than the qualifications of the person to be replaced. During the first 60 days of performance, the Contractor shall make no substitutions of key personnel unless illness, death, or termination of employment necessitates the substitution. The COR shall be notified in writing of any proposed substitution at least 30 days, or 60 days if a security clearance is to be obtained, in advance of the proposed substitution. Such notification shall include an explanation of the circumstances necessitating the substitution; a complete resume of the proposed substitute; and any other information requested by the COR to enable him/her to judge whether the Contractor is maintaining the same high quality of personnel that provided the partial basis for award.

1.6.11.2 Substitution of non-key personnel is at the sole discretion of the Contractor; however, all proposed substitutions shall meet the applicable education and experience requirements set forth in the PWS for the substituted position.

1.6.12 Identification of Contractor Employees: Identification of Contractor Employees: All task order personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.6.13 Contractor Travel: The Contractor will be required to travel within Continental United States (CONUS) and its territories, and possessions and within the Northern Capital Region (NCR) during the performance of this task order to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this performance work statement. Reimbursement of transportation, lodging, meals, and incidental expenses are allowable subject to the limitations contained in FAR 31.205-46 and the limitation of funds specified in this task order. All travel requires Government pre-approval/authorization and notification to the COR.

1.6.13.1 All travel within 100 miles of the NCR is included in the price of this task order. When movement of Contractor personnel is required locally (i.e., Metro) costs will be borne by the Contractor. The Government will reimburse the Contractor for all other travel outside the 100- mile limitation that was authorized in advance by the CO, for reasonable travel related expenses.

1.6.13.2 The Contractor shall be reimbursed for actual allowable, allocable, and reasonable travel costs incurred during performance of this effort in accordance with the FAR 31.205-46 "Travel Costs." Requests for approval of costs in excess of maximum per diem rates in accordance with the procedures contained in FAR 31.205-46(a)(3) must be submitted to the CO for final approval prior to commencement of travel.

1.6.14 Other Direct Costs: The Contractor shall seek COR or CO approval in advance of incurring any non-routine or relatively high costs other than direct labor. Routine ODC’s may be incurred without pre-approval but are subject to audit by the COR or CO as deemed necessary. Routine ODC’s may include, but are not limited to, the following items: equipment rental (such as for copier, shredder, computer, printer, flat panel displays (i.e. Liquid Crystal Display (LCD)), facsimile, audiovisual equipment, high-speed Internet (connections, rigging, etc.); meeting supplies; wireless radios or communications; compact discs (CDs), and books; copying; printing, mailing, shipping, storage and handling, signage; telephone usage, and/or additional facility rental, etc. as coordinated with COR.

1.6.15 Data Rights: Not Applicable

1.6.16 Organizational Conflict of Interest: Contractor and Subcontractor personnel performing work under this task order 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 CO 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 CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.16.1 Non-Disclosure Agreement: In addition, the Contractor shall obtain from each employee who has access to proprietary data under this task order, a Non-Disclosure Agreement (NDA) stating that they will not disclose or use for their benefit any proprietary data received in connection with the work under this task order. The Contractor shall provide a copy of the completed NDA to the COR within 30 days of the start of this contract. The Contractor will educate its employees regarding the philosophy of Part 9.505-4 of the Federal Acquisition Regulation so that they will not use or disclose proprietary information or data generated or acquired in the performance of this task order except as provided herein.

1.6.17 Training Requirements: The Contractor is responsible for ensuring all Government site Contractor personnel and/or employees requiring a Common Access Card (CAC) take required training as applicable, to include:

• DoD Cyber Awareness Training (CAC Training): All Contractor employees, to include subcontractor employees, requiring access to Washington Headquarters Services offices, facilities and controlled access areas shall complete the DoD Cyber Awareness training in accordance with DoD D 8140.01.

• Operations Security (OPSEC) Awareness Training: All Contractor personnel are required to take initial OPSEC Awareness training, in accordance with DoD M 5205.02-M.

• Intelligence Oversight Awareness Training: All Counterintelligence (CI) and non-counterintelligence, Contractor personnel - are required to complete Intelligence Oversight training in accordance with DoD 5240.1-R and DSSR 18-9.

• Prevention of Sexual Harassment Training: Highly recommended for all DoD Contractor personnel to take Prevention of Sexual Harassment training in accordance with DoD I 6495.02.

• No Fear Act/Whistleblower Protection Training: Contractors working in the Intelligence

Community (IC) or who have access to classified information are required to complete No Fear Act/Whistleblower Protection training in accordance with PPD-19 and ICD 120.

• Privacy Act and Personally Identifiable Information Training: DoD Contractor personnel are required to take Privacy Act and Personally Identifiable Information training in accordance with DoD D 5400.11, DoD M 5400.11-R, and OMB Cir A-130.

• Unauthorized Disclosure of Classified Information Training: DoD Contractor personnel are required to take Unauthorized Disclosure of Classified Information training in accordance with DoD D 5210.50.

• Information Security Training: DoD Contractor personnel are required to take Information

Security training in accordance with DoD Manuals 5200.01, volume 3, Enclosure 5 and 5200.01, Volume 4, Enclosure 4.

• Workplace Violence Training: DoD Contractor personnel are required to take Workplace Violence training in accordance with DoD I 1438.06.

The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee, to the COR or to the CO. This training shall be completed and reported to the COR within 30 calendar days of task order assignment and annually as Contractor personnel complete annual refresher training for the remaining task order duration.

1.6.18 Invoicing Instructions: Requests for payments shall be submitted electronically via the Internet through the Procurement Integrated Enterprise Environment (PIEE) Wide Area Workflow (WAWF) module at https://piee.eb.mil. The Contractor shall bill for services performed, travel, and ODCs under this task order on a monthly basis within 60 calendar days of completion of monthly performance, in accordance with the requirements outlined in DFARS clause 252.232-7006, WAWF Payment Instructions.

1.6.18.1 Billings for travel shall be invoiced for the entire trip (inclusive of all costs associated with the trip) on a single invoice. Billing for a single trip shall not be broken out into various component billings spread across multiple invoices, unless otherwise approved in writing by the CO for extenuating circumstances.

1.6.19 In- and Out-Processing: The Contractor shall adhere to the Government’s personnel procedures for in-processing new employees and out-processing departing employees, to include but not limited to coordination for government email accounts, building access passes, identification cards, security processing, and completion of training and applications for access to government data systems and offices, such that Contractor personnel are able to perform required administrative, support, and coordination tasks in support of this PWS.

1.6.20 Transition Planning: It is anticipated that work the Contractor initiates at any point under this task order may continue beyond the period of performance, therefore, planning for transition of efforts to a future task order should be integrated into all DSB studies. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the 60-day transition-in/ transition-out periods. During the transition-in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the task order start date.

1.6.20.1 Transition-In Plan (TIP): The Contractor shall develop, deliver, and execute a TIP as part of their proposal and keep the Government fully informed of status throughout the transition-in period. The TIP shall display a time-phased process, show major milestones, and describe transition activities; identify transition risks and mitigation actions; describe the transition organization, to include the transition leader; and identify stakeholders and describe their roles and responsibilities. The plan shall assist in quickly ramping-up staffing, reducing start- up risk, and support a smooth transition to 100% operation within 60 calendar days after the start of performance.

1.6.20.2 Transition-Out Plan (TOP): The Contractor shall develop and deliver a TOP no later than 60 days prior to task order expiration that will assist its successor in assuming responsibilities. The purpose of the TOP is to facilitate knowledge transfer to the successor, describe incumbent work products and identify their work product’s locations, describe incumbent Work-In-Progress and recurring activities for which responsibility will transfer to successor, and to document incumbent Contractor performance for the COR’s files.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions:

2.1.1 Contractor. An offeror, supplier or vendor awarded a task order to provide specific supplies or service to the Government. The term used in this task order refers to the prime.

2.1.2 Contracting Officer. A person with authority to enter into, administer, and or terminate task orders, 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. An employee of the U.S. Government appointed by the CO to administer the task order. 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 task order, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the task order.

2.1.4 Defective Service. A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a task order by the Key Personnel listed in the performance work statement. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security. Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan. 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 task order requirements.

2.1.11 Subcontractor. One that enters into a task order with a prime Contractor. The Government does not have privity of task order with the Subcontractor.

2.1.12 Work Day. The number of hours per day the Contractor provides services in accordance with the task order.

2.1.13 Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AD Acquisition Directorate AO Approving Official

CAC Common Access Card CATMS Correspondence and Task Management System CFR Code of Federal Regulations CI Counterintelligence CLIN Contract Line Item CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf CS Contract Specialist DCSA Defense Counterintelligence and Security Agency DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSB Defense Science Board DTS Defense Travel System FACA Federal Advisory Committee Act FAR Federal Acquisition Regulation FCL Facility Clearance FY Fiscal Year IA Information Assurance IC Intelligence Community ITO International Travel Orders LCD Liquid Crystal Display LH Labor-Hour NCCS National Industrial Security Program (NISP) Contracts Classification System NCR National Capital Region NDA Non-Disclosure Agreement NISP National Industrial Security Program (NISP) OCI Organizational Conflict of Interest ODC Other Direct Costs OPSEC Operations Security PCL Personnel Security Clearance PIEE Procurement Integrated Enterprise Environment PM Program Manager POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QCP Quality Control Plan QTF Quick Task Force R&E Research and Engineering SAM System for Award Management SAP Special Access Program SBPCD Small Business Participation Commitment Document SCIF Sensitive Compartmented Information Facility SCR Service Contract Reporting SGE Special Government Employee SIPR Secure Internet Protocol Router SS Summer Study T&M Time-and-Materials

TE Technical Exhibit TIP Transition-In Plan TOP Transition-Out Plan ToR Terms of Reference TS Top Secret USCC United States Cyber Command USD Under Secretary of Defense WAWF Wide Area WorkFlow WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: None.

3.2 Facilities: The Government will provide necessary workspace at the Pentagon or other facilities within the NCR for meetings of the DSB that cannot be hosted at the Contractor’s facility. The Government will issue CACs and Secure Internet Protocol Router (SIPR) Tokens on an as needed basis; CACs and SIPR Tokens shall be returned immediately when an employee departs or upon expiration of the task order. The Contractor will be allowed access to the Government's facilities.

3.3 Utilities: The Government will provide all necessary utilities in the Pentagon or other facilities within the NCR for the Contractor’s use in performance of tasks outlined in this performance work statement. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will ensure that when DSB operations require the Contractor to perform work in the Pentagon or other NCR government facility, the Contract will have access to adequate office equipment and utilities, i.e., scanners fax machines, printers, shipping crates, lighting and sound, etc.

3.5 Materials: None.

Part 4 Contractor Furnished Items and Services

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 Services: The Contractor shall furnish all supplies, equipment, facilities and services (except as listed in Part 3 of the PWS) necessary to perform the requirements contained herein. The Contractor shall provide administrative and analytical support services for Contractor’s assigned DSB studies. For most DSB meetings, the Government requires access to a Contractor-provided Sensitive Compartmented Information Facility (SCIF).

4.2 Materials: The Contractor shall furnish materials and supplies necessary to meet the requirements under this performance work statement. Although not an exhaustive list, these materials may include the following items:

Meeting supplies; Wireless radios or communications; CDs and books; Copying; Printing & Mailing; FedEx shipping (GSA Schedule); Storage and handling; Signage; Telephone usage; additional requirement facility rental;

and DSB Members’ transportation costs in association with a DSB.

4.3 Facilities/Equipment: The Contractor shall provide a meeting facility(ies) and location(s) adequate to support assigned DSB studies. The facility(ies) should be within 2,500 feet of at least one Metrorail station in the NCR and within acceptable areas appropriate to the health, welfare, safety and security of the DSB Members as approved by the COR or authorized Government Official. Equipment may include office equipment, such as copiers, shredders, computers, printers, LCD’s, facsimile, audiovisual equipment, high-speed Internet connections, rigging, etc.

4.3.1 The Contractor shall provide adequate workspace for its personnel to provide support for the DSB, as the DSB has limited Government space available. The Contractor shall obtain Government approval prior to Contractor use of Contractor-provided hardware and software in the performance of this work.

4.3.2 Hardware, Commercial Off-the-Shelf (COTS) software, custom-developed software, and data provided during the execution of this task order shall become property of the Government at the end of the task order. Contractor-provided facilities, excluding SCIF meeting rooms, shall have functional audio-visual capability to support virtual unclassified meetings on Microsoft Teams and other business communication software platforms, with at least two large screen projection screens or LED televisions greater than 60 inches and professional audio systems with at least two microphones and stereo speakers.

4.3.3 Specific facility/equipment requirements are as follows, all to be in the same building:

4.3.3.1 Two fully accredited SCIF meeting spaces, able to hold two concurrent meetings of up to 30 total attendees each. SCIF must be cleared for use of TS/SCI laptops (see 4.3.3.4) and be able to project information from the laptop(s) viewable to all persons in the SCIF on one or more screens greater than 60 inches. The government desires the ability to provide, at the government’s direction, JWICS capability for the SCIF to include two-way videoconferencing ability.

4.3.3.2 Two unclassified meeting space large enough to hold meetings of up to 30 people.

4.3.3.3 In addition to the facilities required in 4.3.3.1 and 4.3.3.2, the government desires the Contractor to also provide, in the same building, a minimum of two separate breakout rooms cleared at the SECRET level or above large enough to hold meetings of up to 20 total attendees each. Breakout rooms must be for audio, visual, and generation of presentations and documents. Breakout rooms with clearance for audio, visual, and generation of presentations and documents at the TS Collateral level are desired.

4.3.3.4 Provide and maintain a minimum of three classified laptops at the TS/SCI level and three classified laptop at the SECRET Collateral level, to be available in Contractor-owned spaces within the NCR or other designated DSB meeting locations as directed by the COR in support of assigned DSB studies. The Contractor may be required to courier these laptops to and from meeting locations as required by the Government. The Contractor will maintain the classified laptops to latest Government security standards, including software updates or other requirements to ensure the laptops meet current and applicable security standards.

4.4 Deliverables: The Contractor shall provide all deliverables in accordance with the requirements stated in the PWS and outlined in Exhibit 03, Deliverable Schedule. All deliverables shall be submitted to the COR, unless otherwise agreed upon. Unless otherwise specified, the Government will have a maximum of 10 working days from the day a draft deliverable item is received to review the document, provide comments back to the Contractor, and approve or disapprove the deliverable(s). The Contractor shall also have a maximum of 10 working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified below are intended to be workdays unless otherwise specified. In addition to the deliverables specified in other sections, the Contractor shall provide the following:

4.4.1 Organizational/Management Structure: The Contractor shall deliver and maintain a document describing the Contractor’s organization including the management structure, points of contact, and support teams to carry out requirements and tasks detailed in this task order.

4.4.2 Orientation Briefing: Within 20 working days of award, the Contractor shall conduct an orientation briefing to the Government. The Government does not want an elaborate orientation briefing nor does it expect the Contractor to expend significant resources in preparation for this briefing. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key personnel and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives. The Orientation Briefing shall be held at the Government's facility or another designated location at a date and time mutually agreed upon by both parties.

4.4.3 Monthly Status Report/Monthly Financial Report. Reporting requirements for the monthly status reports shall be outlined at the initial Orientation meeting. Financial reporting shall be integrated into the report, and the reporting period shall be from the first day of the month to the final day of the month. Reports shall be due by the 10th of the month following performance of work. It is expected that the reports include, but not be limited to the following items, as directed by the COR:

• Program status to include objectives met, work completed, and work outstanding

• Notable achievements

• Issues or obstacles impeding progress and recommended solutions

• Status of deliverables/milestones

• Resource planning/status

• Topics or issues identified by the Government COR

• Description of work completed and plans for next month

• Budgeted total and budgeted monthly hours

• Actual hours expended for the reporting period by unit including breakdown by labor category and name. Actual hours should be further subdivided to reflect:

Actual hours spent at a meeting

Actual hours spent preparing for or following up on meeting activities

Actual hours expended to date by task/subtask, including breakdown by labor category and name – include all task totals

• Actual costs to date and for the reporting period (based on actual hours)

• Estimated Cost to Completion

• Estimated Cost at Completion

• Task/cost variances (for >10% variance include explanation/analysis) of ODC progress/costs

• Travel Expenses

• Current quarter travel budget predicted and actual expended

• Next quarter travel budget predicted and actual expended

4.4.5 Project Management Plan: The Contractor shall submit a comprehensive Project Management Plan (PMP) describing the technical approach, organizational resources, and management controls to be employed to meet the performance and schedule requirements for DSB SS, QTFs, and administrative support efforts. The PMP shall detail the products, methods for developing the products, allocation of staff and other resources necessary to produce the products, and a revised timeline for producing the products, if necessary. The Contractor should detail an integrated team approach for delivery of services and method for overall management of subcontractors if any will be used.

The PMP shall be in electronic form. A hard copy may be requested or provided if electronic form is not possible.

Based on the PMP, the COR will provide approval to move forward on activities planned. The Contractor shall request prior approval on all activities not included in the plan or any modifications to the plan after approval has been given (draft with numbered pages is due 30 working days after orientation meeting).

4.4.6 A review related to the PMP and QC procedures shall be conducted twice a year at a time agreed between the Contractor and Government. Attendees shall include Contractor representatives, the COR, and DSB Office representatives. The meeting shall be held at either the Contractor facility or Government office location. At the meeting, the PMP and QC management and program status shall be briefed by the Contractor.

4.4.7 Written/Oral Briefings: The Contractor shall participate in authorized meetings within the NCR and prepare/present written and oral briefings on progress of work, as requested by the Government.

4.4.8 Final Task Report. The Contractor shall provide a final report, to the COR, at the conclusion of each assigned study effort. The report shall summarize objectives achieved, significant issues, metrics regarding number of recommendations developed, number of meetings, a listing of briefers that addressed the study, and problems and recommendations to improve the process in the future. Contractor may discuss format and specific requirements with the COR. The report is due no later than 30 days after the final briefing or report for the study is delivered to the USD(R&E), whichever is later.

PART 5

SPECIFIC TASKS

5. Basic Services: The Contractor shall provide administrative and analytical support services for DSB Operations as outlined in the following areas:

5.1. Task 1 – General Analytical and Technical Support to DSB

5.2. Task 2 – Web Design and Administrative Support

5.3. Task 3 – Surge Support

5.1 Task 1: General Analytical and Technical Support to DSB. For all assigned DSB studies and related meetings, as directed by DSB government staff, the Contractor shall provide analytical, technical, and administrative support to assist DSB Members and government staff in the conduct and content of meetings. This task is inclusive of, but not limited to preparation and management of correspondence, coordination of meetings, management of security, and other tasks as directed by the COR or responsible DSB government officials. DSB anticipates this task will encompass six ongoing, simultaneous studies in the stage of actively holding meeting during any point of the year, and those six ongoing studies will require the bulk of the Contractor’s support effort. Additionally, the DSB anticipates that there will be studies in preparation and in the out brief stage that will require a relatively smaller level of support. In close coordination with the Program Manager, the Lead Senior Analyst shall attend all meetings relevant to analytical efforts and serve as the primary integrator/liaison between the DSB and the Contractor for study support matters.

5.1.1 Subtask 1.1 General DSB Administrative Support:

5.1.1.1 Use/Management of Government Data Systems – For assigned studies, Contractor shall assist the DSB Office with routine administrative tasks and utilize…