PWS for RFI - Genealogy.docx

Performance Work Statement Genealogical Support Services

1. Background

The Headquarters Marine Corps Casualty Section (MFPC), Military Personnel Services Branch, Manpower, and Reserve Affairs (M&RA) has a requirement for a certified Genealogist services. The requirement is for the technical expertise of the certified Genealogist to locate family members of Marines unaccounted for from past wars.

2. Scope

The Performance Work Statement (PWS) is for the non-personal services for a certified Genealogist for the procurement and delivery of fourteen hundred and fifty (1450) cases. The Casualty Section is responsible for identifying relatives of Marines unaccounted for from past wars to donate a Family Reference Sample (FRS) for Deoxyribonucleic Acid (DNA) testing.

The Contractor shall be required to provide the labor, supplies, materials, and facilities to assist the Casualty Section in locating family members of over 2700 Marines previously unaccounted for from World War II, approximately 149 Marines unaccounted for from the Vietnam War and the Korean War, and to locate family members of Marines previously recovered and identified from the Vietnam War, the Korean War and the Cold War when additional remains are recovered and identified.

American service members from previous wars who did not return home alive or whose remains were not recovered are considered “unaccounted for.” After a specific period of time, if no new information was received to confirm that these individuals were alive, a Presumptive Finding of Death (PFOD) was issued by the appropriate Service Secretary declaring them deceased, even if remains were not recovered. The Marine Corps has over 3800 Marines that were lost in military operations in World War II, Korea, Vietnam, and the Cold War. Of the over 3800, the Marine Corps has been unable to locate family members of approximately 2849 Marines. The Marine Corps is often tasked with priority requests to locate living descendants of unaccounted for Marines from past conflicts when the Defense Prisoners of War/Missing in Action (POW/MIA) Accounting Agency (DPAA) believes they have recovered remains or have remains of unaccounted Marines in their Identification Laboratory. The skills of a professional certified genealogist are required to complete this mission.

3.0 Tasks and Specifications:

The contractor shall be responsible for locating and providing contact information for the closest living family member. The objective of this requirement is to locate and provide contact information of the closest living family member, referred to as the “Primary Next of Kin” per Department of Defense Instruction 1300.18 (Personnel Casualty Matters, Policies and Procedures). Additionally, provide contact information on living DNA eligible family members for approximately 2700 Marines unaccounted for from World War II and approximately 149 Marines unaccounted for from the Vietnam War, the Korean War and the Cold War, for the purpose of collecting Mitochondrial DNA (mtDNA), paternal (Y-DNA), and autosomal / nuclear (auDNA - children of service member) for FRS comparisons, and to locate family members of Marines previously recovered and identified from the Vietnam War, the Korean War, the Cold War, and World War II when additional remains are recovered and identified, in accordance with the Performance Work Statement.

The expectation is that the contractor will establish direct contact with any relatives of the deceased.

Marines to fulfill the requirements of this contract. Below are specific steps for potential relative/DNA donor contact:

1. The contractor shall contact the potential relative/DNA donor via phone and email (if available) to confirm relationship to the decedent on each case.

2. If the potential relative /DNA donor is not responsive to the initial attempt to establish contact within 24-hours, the contractor will execute three (3) follow-up attempts at establishing contact, but not exceeding one attempt per 24-hour period.

3. If the potential relative/DNA donor does not respond within 72 hours of the last attempt, the contractor may move-on to the next potential relative/DNA donor found on the genealogy report.

If the contractor has any questions or requires guidance, the contractor shall contact the Government representative (Name will be provided at award).

4. The DPAA and the Armed Forces Medical Examiner have requested maternal relatives be located for (mtDNA) DNA analysis and paternal relatives be located for contact, Y chromosome (YSTR) DNA analysis and Nuclear (Autosomal) (au-STR) DNA analysis.

5. The contractor shall spend no more than 24 hours per case. When it is determined that a case will require more than 24 hours to complete, due to adoption, foster care, etc., the Contractor must notify the Casualty Section representative for discussion and guidance.

Below, are specific tasks in specific order that will be required:

3.1. The contractor shall first identify the Marine’s closest living family member, referred to as the “Primary Next of Kin” per Department of Defense Instruction 1300.18 (Personnel Casualty Matters, Policies and Procedures). Then, proceed as follows:

3.2. The contractor shall identify, if feasible, at least two maternal (mtDNA) DNA eligible relatives of the Marine. Continue to Task 3.3.

3.3 The contractor shall identify, if feasible, at least two paternal (Y-DNA) DNA eligible relatives of the Marine. Continue to Task 3.4

3.4 The contactor shall identify, if feasible, at least two nuclear / autosomal (auDNA) DNA eligible relatives of the Marine (service-member’s children if applicable).

3.5 The contractor shall report all potential Next of Kin (NOK) found as a result of the genealogy search, including any whose relationship is not DNA eligible (e.g., relationship is that of a paternal niece). The contractor shall report the NOK’s contact information (to include name, address, phone number, email, etc.) to MFPC within 7-10 days of receipt of the request from MFPC, once Contractor obtains verbal authorization from NOK. Information attained from the contractor must result in a successful contact with a NOK 90% of the time.

3.6 Should attempts to find the Marine’s NOK be unsuccessful, the contractor shall inform MFPC. Based on information provided, MFPC will make a case status determination.

3.7 The Marine Corps Casualty POW / MIA Office requests genealogist to assemble and ship DNA kits to eligible family members.

· Ideal Family Reference Sample (FRS) profile would have six (6) DNA samples on file per each Marine Corps unaccounted-for case.

Two (2) mitochondrial / maternal (mtDNA) samples Two (2) paternal (Y-DNA) samples Two (2) Autosomal / Nuclear samples (if Marine had children / grandchild living).

· DNA Kits shall be shipped via most cost-efficient means available to the genealogist. An example of shipping courier to use are FedEx, UPS, and the United States Postal Service (USPS). Whichever courier is chosen a tracking number must be included to track the shipment to delivery of NOK address.

· In addition, a pre-paid / pre-addressed envelope with a tracking number must be placed inside the mailing for the family member to ship back (free of cost) the swabs and donor consent forms to the Armed Forces DNA Laboratory (AFDIL) upon completion of their DNA test.

· Tracking numbers shall be recorded for both mailings to NOK and returns to AFDIL associated to each Marine case.

· Genealogists are to provide the Marine Corps POW / MIA Office with information concerning FRS outreach on each case; to include the Marine case, family members participating in outreach program, relationship of family member, and tracking numbers for FRS collection. A Marine Corps POW/MIA point of contact will be established for the genealogist to communicate during the contract period.

· The following information / documents are typically included in the DNA Kits to family members:

· USMC introduction cover letter

· Two (2) pre-paid mailing envelopes are used; one for NOK, and one for returning test to AFDIL.

· Family Reference Collection Form (DNA Form 332)

· Family Relationship Chart (DNA Form 332)

· Donor Consent Form (DNA Form 332)

· Three Filtered Air Brethable Sterile Cotton Tippled Applicator Swab (FAB-SWAB)

· Swab instructions

· One Clear Plastic Pouch 4.5 inches x 9.5 inches (this is used to place three swabs inside)

· Three swab labels (one label is attached to the swab by the NOK after testing with each swab)

· Records on the Marine that are available (provided by the USMC)

· DPAA Family Member Guide

· Other information pertaining to loss incident / battle (if available)

4.0: Genderal Confidentiality Requirements

The U.S. Government will provide the Department of Defense Instruction (DODI) 1300.18 manual and technical information as required for the implementation of this contract. The Contractor must comply with the requirements of DODI 1300.18 including compliance with section 552a of title 5, United States Code (U.S.C.), “The Privacy Act of 1974.”

The Contracting Officer’s Representative may require that these items/files to be password protected.

Unless otherwise authorized by the Contracting Officer, the Contractor will not use the Contractor's or a Third-Party's proprietary data, information, software items and/or other materials for any purpose without meeting the requirements of Defense Federal Acquisition Regulation Supplement (DFARS) clause 252.227-7020, and without the specific, written approval by the Contracting Officer, prior to start of any work.

All Contract developed, generated and/or produced images and other items, and all associated intellectual property, (singularly or collectively hereinafter known as “Items”), completed or in progress under the contract will be provided to the Government and are solely and fully owned by the Government (“Deliverables”). The Contractor will transfer all Contract Deliverables/Items, and all associated intellectual property, completed or in progress, to the Government, if not already delivered, upon contract completion.

The Marine Corps is required to have unrestricted access and use of all Deliverables/Items upon delivery.

The Contractor will provide all Deliverables/Items in a version, format, and media used/useable and modifiable by the Marine Corps. Therefore, unless otherwise directed by the Contracting Officer Representative (COR) the Deliverables/Items identified in this PWS will be delivered in a media and an electronic format compatible with resources currently being used by the Government.

Moreover, the Contractor is obligated to protect from unauthorized use or disclosure all Government confidential or classified material and/or Government-owned proprietary, and/or Personally Identifiable Information or Personal-Privacy related, Items obtained in the course of performance under the Government contract, as long as such Items remain proprietary, confidential, sensitive or classified.

Contract personnel will not publish, divulge, disclose, or make known Items in any manner, or to any extent not authorized by the Contract, and Contractor personnel will not publish, divulge, disclose, or make known this information/Items/Deliverables in any manner or to any extent not authorized by the Contracting Officer. When the Contractor's need for such Items ends (including all database or Government Furnished Information/Government Furnished Equipment (GFI/GFE) items), the Items will be returned promptly (within 10 business days or as required by Section 5.0) to the appropriate Government program personnel. However, the obligation not to discuss, disclose, release, reproduce or otherwise provide or make available such Items, or any portion thereof, will continue, even after completion of this Contract/Order. Any actual or suspected unauthorized use, disclosure, release, or reproduction of any Items or violation of this agreement, of which the company or any employee is or may become aware, will be reported promptly (within one business day) to the Contractor's program manager, who will inform the Contracting Officer within 5 business days of receiving such report.

5.0 Period of Performance and Delivery:

The contractor shall provide at least twenty four (24) cases monthly with a total of fourteen hundred and fifty (1450) cases during the period of performance. Contractor shall provide the Government with the requested cases in an Adobe PDF formatting through electronic exchanges via e-mail communications. The contractor shall provide the cases/items to the Government with the rights provided for under DFARS 252.227-7020, e.g., an assignment of all rights, title, and interests.

5.1 The contractor shall provide the following deliverables to the COR or Government Lead for review using the best commercial practices for quality by the requested due dates.

5.2 All data and personnel documents provided to the Contractor shall be returned to the Government upon expiration of this award.

DELIVERABLES SCHEDULE

3.1 The contractor shall utilize MFPC’s standardized spreadsheet to report progress/successful contacts on a weekly basis.

Reports shall be submitted on time and be error free 90% of the time.

Adobe PDF/Report First Case due to COR/Government Lead within seven (7) business days after receipt of the furnished Marine Corps document.

Then due to COR/Government Lead - Weekly

3.2 Produce contact sheets with the target family member/member’s full name, relationship to the decedent, current mailing address, and current telephone number, if available.

Due to COR/Government Lead - Weekly (As Needed)

3.3 Create reports which illustrates the efforts and progress under tasks 3.1 and 3.2 with accomplishments and cite the number of hours worked per case. (Examples of reports will be provided to contractor for reference)

Extensions will be granted on a case-by-case basis as an exception.

Due to COR/Government Lead - Weekly (As Needed)

5.3 Deliverables Inspection and Acceptance

All deliverables will be inspected by the Government Technical Lead/Representative. The Government Technical Lead/Representative will provide the Contractor with written feedback for individual deliverables and will accept all formal deliverables via email. Unless otherwise directed by the Government Technical Representative, reports shall be submitted to the Government in Microsoft Word format and/or Adobe PDF (currently Adobe Acrobat Reader 8.x); file names shall clearly be labeled with the Marine Case and the genealogist who worked on the case and include the following: last name, first name, middle name (if applicable) and past conflict (i.e., Halstead, Murat, WWII, Tarawa).

5.4 Quality Surveillance and Performance Standards

The Government will conduct quality surveillance in accordance with the Performance Requirements Summary (PRS) above. Contractor performance shall be measured against the specific standards and metrics identified in the PRS. The Marine Corps will establish respective quality assurance surveillance plans to track timeliness of reports delivered and identify reporting backlogs. The PRS shall establish standards for evaluating the reports required under this PWS.

6.0 Contractor Furnished Material (CFM):

Contractor shall furnish all reports/cases utilizing Adobe/PDF format. The Government shall reserve the right to request that these reports/cases are password protected and will inform the contractor prior to receiving the reports/cases.

7.0 Government Responsibilities:

Government personnel will be made available, whether in person, email, phone and/or Microsoft Teams (whichever is most efficient) to provide technical input, answer contractors questions, clarify and provide feedback on any cases or finds, review completed draft deliverables and provide final point of contact for deliverable and completed cases.

8.0 Security Requirements:

Actions in support of this effort will be unclassified but sensitive in nature. The Contractor shall not disclose information obtained or generated as a result of this effort without prior approval of the Headquarters Marine Corps Casualty Section. The contractor shall be required to sign a Non-Disclosure Addendum (NDA) at time of award.

9.0 Place of Performance: Performance will be at the contractor’s site.

10.0 Recognized Holidays:

The contractor services will not be required on the below listed Government Holidays:

11.0 Travel: Travel is not required and/or authorized.

12.0 Government Furnished Information:

The U.S. Government will provide the DODI 1300.18 manual and technical information as required for the implementation of this contract.

13.0 Non-Personal Services Statement:

Contractor employees performing services under this contract will be controlled, directed, and supervised at all times by Contractor management personnel. Contractor management shall ensure all employees comply with the performance work standards outlined in this PWS. Contractor employees shall perform their duties independent of, and without the supervision of, any Government official or other Defense Contractor. The tasks, duties, and responsibilities set forth in this PWS shall not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying federal policy, obligating the appropriated funds of the United States Government, overseeing the work of federal employees, providing direct personal services to any federal employee, or otherwise violating the prohibitions set forth in Subparts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR).

The Government Technical Representative will represent the Contracting Officer in the administration of technical details within the scope of this contract and will perform inspection and acceptance of all deliverables. The Government Technical Representative is not otherwise authorized to make any representations or commitments of any kind on behalf of the Contracting Officer or the Government. The Government Technical Representative does not have the authority to alter the Contractor's obligations or change the specifications in the contract. If, as a result of technical discussions, it is desirable to alter contract obligations or performance work statement, a modification must be issued in writing and signed by the Contracting Officer. The Government Technical Representative is responsible for reviewing the invoices submitted by the Contractor and informing the Contracting Officer of areas where exceptions are to be taken. The Government Technical Representative authority is non-delegable. The Government Technical Representative may be personally liable for unauthorized acts.

14.0 Organization Conflict of Interest

The, contractor shall immediately notify the Contracting Officer, if during the performance of the contract, contractor becomes aware of any circumstance where its personnel or subcontractors may have a conflict of interest. In such circumstances, contractor shall propose a Conflict-of-Interest mitigation plan offering suitable processes for alleviating situations that lead to actual and/or potential conflict of interest situations, as well as situations that give the appearance of a conflict of interest. The contracting officer will review the information provided by the contractor and make a determination whether to proceed with the contract, notwithstanding a conflict of interest, and as applicable, process a request for waiver pursuant to FAR 9.503.

The contractor will conduct its business in a manner befitting the special relationship with the Government, operating in the public interest with objectivity and independence.

The guidelines and procedures of FAR 9.5 will be used in identifying and resolving any issues of organizational conflicts of interest. In the event that a contract requires activity that would create an actual or potential conflict of interest, the contractor will:

· Immediately notify the contracting officer of the actual or potential conflict, submit a plan for mitigation and not commence work on any contract that involves a potential or actual conflict of interest until specifically notified by the contracting officer to proceed; or

· Identify the conflict and recommend to the contracting officer an alternate tasking approach which would avoid the conflict.

· The contracting officer will review the information provided by the contractor and make a determination whether to proceed with the contract, notwithstanding a conflict of interest, and as applicable, process a request for waiver pursuant to FAR 9.503.

The Government will determine whether a conflict of interest exists during its evaluation. Any proposal determined to violate this conflict-of-interest restriction will be deemed non-responsive and will be disqualified from further evaluation.

The contractor will conduct its business in a manner befitting the special relationship with the Government, operating in the public interest with objectivity and independence.

14.0 Contracting Officer’s Representative (COR)

The COR will be nominated in writing by the Contracting Officer (KO). The COR will represent the KO in the administration of technical details within the scope of this contract and will perform inspections and acceptance of all deliverables. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the contracting officer or the Government. The COR does not have the authority to alter the Contractor’s obligations or change the specifications in the contract. If, as a result of technical discussions, it is desirable to alter contract obligations or statement of works, a modification must be issued in writing and signed by the Contracting Officer (KO). The Contracting Officer must make all contractual agreements, commitments, or modifications involving price, quantity, quality, delivery schedules, labor mix, or other terms and conditions of the contract. The COR is responsible for reviewing invoices submitted by the contractor and informing the KO of areas where exceptions are to be taken. The COR authority is non-delegable. The COR may be personally liable for unauthorized acts.

15.0 Authorized Changes Only by The Contracting Officer

The contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the contracting officer or is pursuant to specific authority otherwise included as a part of this contract.

The contracting officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions contained elsewhere in this contract, said authority remains solely the contracting officer’s. In the event the contractor effects any change at the direction of any person other than the contracting officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase incurred as a result thereof.

16.0 Performance Requirements Summary (PRS). Surveillance of Contractor performance is the method used by the Government to determine whether the Contractor effectively and efficiently complies with all terms and conditions of the contract. The functional expertise of the COR plays a critical role in adequately evaluating contractor performance. The below listed methods of surveillance shall be used in the administration of the Government’s Quality Assurance Surveillance Plan (QASP) with the standards delineated in PRS. The performance standards for this PWS are stated in the PRS below:

Remedy

Program Management

•Responsive •Thorough •Comprehensive •Complete •Timely

• Project officer feedback on the weekly reports CPARS shall reflect quality of performance

Genealogical Reports and other work demonstrating adherence to prescribed PWS procedures

• Current

• Accurate

• complete

Submitted montly

• Project officer feedback on monthly reports

• Continuous review observation CPARS shall reflect quality of performance