M9549424R0022_Housing PPV Surveys.pdf

M9549424R0022

PERFORMANCE WORK STATEMENT

USMC Resident Satisfaction Surveys

1.0 Introduction: Commanding General, Marine Corps Installations Command (MCICOM) has the core responsibility to provide oversight of facility conditions, housing services and customer service provided to Marines and their families. The primary tools used to evaluate and measure progress of these services are Resident Satisfaction Surveys (RSS). The data generated and the resulting analysis from conducting these surveys is integral to the continuing evaluation of MCICOM processes and provides performance improvement actions by transforming customer feedback into business process changes and improvements.

2.0 Background: The Marine Corps Housing Program (GF3) within MCICOM provides life cycle program management support for all family, unaccompanied, and privatized housing requirements worldwide.

Continuing efforts are required to support the necessary planning and decision processes to make the best possible use of scarce resources and provide the best possible service to military members and their families. These support services are provided by the Housing Program (MCICOM GF3), Installation Housing Offices, Base Commanding Generals, Regional Commanding Generals, and other MCICOM functional representatives, and public private sector service providers engaged to support the Housing Mission. In order to provide continuous evaluation and improvements, MCICOM requires updated data analysis on facility conditions, housing and customer services through the RSS of each resident, housing neighborhood, and building complex.

3.0 Specific Task Explanation:

3.1 The Contractor must provide continuing technical and project management support for the mission-critical Marine Corps RSS by providing technical support personnel that assist the Marine Corps Housing Program to assess and improve its business processes. The Contractor must provide analysts who are experienced with the complexities associated with Family, Unaccompanied, Public Private Venture Housing and or large-portfolio residential property management, capable of supporting data collection and analysis efforts using web-based survey tools. This process allows the Marine Corps to maintain continuity with data and analysis from previous surveys for direct comparison. It also allows for benchmark capabilities and trend analysis for its neighborhoods, buildings and complexes, other military services, Public Private Venture (PPV) Housing Partners, and private sector firms from current and prior year surveys.

3.2 The Contractor must identify best practices as well as deficiencies to improve the effectiveness of

Marine Corps housing management and the suitability of Marine Corps housing facilities based on the survey analysis. To achieve this, the contractor must develop and implement a data collection tool and analysis effort through a survey tool and process that allows a direct correlation to core questions and question coding and mapping Additionally, this tool and analysis must allow correlation with data from other military services, PPV partners, and public sector to ensure a direct comparison of the questions. This data collection analysis tool must include results that fall into an overall, property, service, and Performance Indicator categories. All categories must be mapped to specific questions to maintain consistency and trending from prior years.

4.0 Requirements: Data collection and analysis using the RSS for Marine Corps Housing. The contractor must survey housing's resident satisfaction, analyze the statistical data, and provide reports summarizing survey results by comparing and contrasting housing and benchmarking against various housing industries. These surveys must be conducted using a combination of delivery methods for distribution, with online instructions and link using appropriate controls to ensure quality and consistency, and assure resident autonomy. The contractor must provide a website for MCICOM HQ, Region and Installation Points of Contact (POCs) to view status of on-going surveys, results, and action plan templates.

4.1 Inventory Reconciliation

4.1.1 Contractor must verify:

1. All neighborhoods and buildings or complexes are associated with correct Installation, Region, Year Built, Active/Inactive Status.

2. Resident populations.

3. Mailing addresses and email addresses against historical information to ensure consistency in naming conventions and accurate reporting. If there are any inconsistencies, the Contractor shall coordinate with the Marine Corps for resolution.

4.1.2 The Marine Corps housing inventory changes frequently due to neighborhoods and buildings and complex reconfigurations, demolition, deployment, new construction, or errors in initial inventory collection. These changes may occur during project set-up, while a survey is open, or outside the survey cycle. Contractor must adapt to changes as needed. Tasks include:

1. Adding or deleting neighborhoods and buildings or complexes.

2. Changing neighborhoods and buildings or complexes names or combining neighborhoods and buildings or complexes.

3. Changing Installation or Region names and configurations.

4. Correlating prior scores based on previous neighborhoods and buildings or complexes names to new neighborhoods and buildings or complexes names.

5. Creating scores using past data to be used as prior scores on reports for modified entities.

6. Using scores from one neighborhood and building or complex as prior scores for multiple new neighborhoods and buildings or complexes.

7. The contractor must verify housing inventory through the MCICOM HQ COR.

Results will be generated from the electronic Military Housing (eMH) system.

4.1.3 The contractor shall develop and implement a process to prevent, or identify and eliminate, multiple surveys from the same customer. This process shall be documented and shared with the Marine Corps.

4.2 Survey Methodology: At the start of every survey project, the Marine Corps will determine the preferred method(s} of surveying for each segment of the survey population. Contractor must accommodate all required survey methodologies:

4.2.1 Survey Methodologies:

(a) Printed information letters with website address: these letters shall include website address and online survey instructions.

(b) Online survey accessed via email invitations that include website or QR Code, and online survey instructions.

4.2.2 All survey methods must: include appropriate controls to ensure quality of information, provide consistency within and between surveys, prohibit participants from completing more than one survey, and assure resident confidentiality.

4.2.3 Contractor must describe its process for identifying and quarantining suspicious survey results or patterns. Contractor must discuss with Marine Corps any non-conforming information received and provide Marine Corps with results from such materials as requested.

4.2.4 All survey methods must display a Marine Corps approved Privacy statement and appropriate Marine Corps Housing branding.

4.2.5 Online or web-based surveys:

(a) Must contain accurate identifying information to identify neighborhood and building or complex.

(b) Must show a progress bar of user's status while answering survey questions.

(c) Must contain images and themed backgrounds that align with the questions and groups of respondents.

(d) Must be grouped in a way that allows for data logic to reduce the total amount of survey questions asked when a respondent does not satisfy a required answer for additional questions in a group. Questions only appear if they apply to that respondent's situation.

(e) Must be accessible from any desktop, laptop, portable devices and cell phones.

(f) Must render visually on all operating systems, portable devices and cell phone operating systems.

(g) Must be accessible by a Uniform Resource Locator (URL), shortened URL, Quick

Response (QR) codes and any other means that is available for respondent to utilize.

4.2.6 Contractor must have all online surveys tested and functional by a start date approved by the COR.

4.2.7 All images, themes, and grouping of questions must be reviewed and accepted by the MCICOM HQ COR. Changes to any of these items may occur anytime throughout the survey process based on current events or any other possible conflicts.

4.3 Survey Population will include all of the following groups:

4.3.1 Estimated resident numbers:

CONUS OCONUS Regions Installations Neighborhoods/Areas Family Housing (FH) 72 1,610 1 3 18

Unaccompanied Housing (UH)

66,437 11,627 4 24 47

PPV 20,996 0 4 17 116

4.3.2 Any or all of these groups may be divided into smaller populations based on resident type (PPV, Family or Unaccompanied), management or any other criteria the Marine Corps specifies at the start of the survey project.

4.4 Required Surveys with Comments. Survey questions must be developed in coordination with the Marine Corps and approved by the COR. Distinct surveys with distinct questions are required for three different populations as follows:

4.4.1 Resident Survey each resident per Installation, neighborhood and building complex.

1. UH. UH residents will receive printed information letters that include a QR Code or URL link and online survey instructions.

2. FH. FH residents will receive printed information letters that include a QR Code or

URL link and online survey instructions.

3. PPV. PPV residents will receive email invitations that include a link and online survey instructions.

4.5 Survey Questions:

4.5.1 Each survey population will have a number of survey question sets based on the makeup of that group (Family, Unaccompanied, PPV).

4.5.2 The Marine Corps will provide the questions for each survey population, and Contractor must assess the effectiveness of the questions and make change recommendations if necessary. The questions contain essential elements regarding Resident satisfaction including:

(a) Service provided by management and staff

(b) Service provided by maintenance staff

(c) Satisfaction with interior housing features

(d) Satisfaction with community, including amenities

(e) Likelihood of renewal

(f) Whether resident would recommend housing

(g) Satisfaction with Marine Corps-specific functions, amenities or processes

(h) Population demographic questions

(i) Other evaluations as required by the Marine Corps at the start of any survey project

4.5.3 Other information regarding survey questions:

(a) All questions other than comments have a defined set of answer choices, as defined by the Marine Corps.

(b) Survey may contain up to 100 questions.

(c) Marine Corps will require contractor assistance in developing additional questions.

Survey questions must conform to accepted principles for reliable questions. No leading or biased questions may be used.

(d) Survey questions must be grouped to allow respondents to answer questions if they apply and allow for them to skip if questions do not apply to that respondent's situation.

(e) Survey process must provide for the collection of resident comments.

(f) Contractor will provide new supply of materials and updated items in 1, 2 and 3 below in each option year. Those items will be supplied each annual cycle to support the Housing Installations delivery of Survey(s) and marketing of the Survey(s). These items must contain information to support the Surveys with who, what, when, where, and why.

(g) Other Survey-Related items:

1. Digital files that are required:

a. Resident information survey and link letter or printable media

b. RSS advertisement on 2'x3' poster board for installation Housing Offices

c. RSS advertisement Fliers

d. Cards letters with survey link and survey instructions for UH residents

2. Materials such as (but not limited to):

a. Door hangers with survey link and instructions for UH residents shipped to each installation. Shipping to OCONUS locations will be to APOIFPO addresses.

3. Promotional Items:

a. Produce a video announcement clip to support and maximize RSS participation. Duration shall be 20-35 seconds. Live actors not required.

b. Removed

c. Produce an article to be provided for the base newspaper

d. Produce a scripted sentence to be displayed on the Installations entrance LED reader board signs

e. Produce a scripted and designed page for installation or barracks

Bulletin Boards and at single Marine MWR Facilities

4.6 Survey distribution methods & Implementation: Survey distribution and implementation will vary depending on the location of the residents being surveyed.

4.6.1 Contractor must supply all materials and information required for distribution. Contractor must organize and distribute all materials and information necessary to all survey groups. Distribution dates may vary for each methodology used for each survey population (i.e. PPV, UH, FH).

Contractor will provide recommendations to the Marine Corps to determine distribution timing that conforms to the Marine Corps’ desired delivery date ranges.

4.6.2 Any or all of the following distribution methodologies may be used:

(a) Contractor will work with Marine Corps to develop process for distribution of survey, letters that include link and online survey instructions and any other related items necessary.

(b) Send email to designated recipients with each email containing a link to the survey.

Contractor is responsible for tracking returned email and determining response with Marine Corps. Contractor must send designated number of reminders via same method for incomplete surveys.

(c) After initial email distribution, Contractor must provide methodology for Marine Corps to request additional emails in the event of incomplete transition, returned emails, loss, incorrect counts or other circumstances requiring additional emails.

(d) Send printed or printable media to each installation's housing office with QR Code or URL to the online survey with instructions. This method can be used for resident populations where email addresses are not available. Currently, email addresses are available for PPV and FH residents; email addresses are not available for the vast majority of UH residents.

4.7 Survey Reporting:

4.7.1 Weekly Response Count Update. The Contractor must develop a report and provide it to the COR during data collection process. The report must be in Excel format and contain the number of survey link letters distributed (by method), surveys received, and percent received of the Neighborhoods and buildings or complexes, Installation, Regional and Overall levels.

4.7.2 Website to access survey data and reports. Contractor must develop and maintain a website specifically dedicated for the Marine Corps. Contractor shall post, on this website, all data and analysis information as it occurs for the benefit of review by users designated by the Marine Corps. The website must be secured, allow for varying levels of access, and be accessible during and after the survey process. Additionally, a dashboard must be created based on specific user rights to identify counts of their respective area of responsibility.

a) The Contractor must assign and maintain user access levels. Approval for individuals' access must be coordinated and validated through the COR.

Levels of access are:

1. Headquarters Total Portfolio (PPV, Family and Unaccompanied)

2. Region

3. Installation

4. Neighborhood Building Complex

b) Users should be able to easily navigate among levels within PPV, Family or

Unaccompanied as permissions allow. Data shown should correlate to level selected.

c) Minimum requirements for data to be provided on the website are:

1. Distribution quantities by method for selected level;

2. Response rate for selected level;

3. Response rates for levels immediately below selected level; and

4. Comments

Upon completion of data collection, all finalized data and reports must remain on this website for duration of the contract.

d) Authorized users may have multiple and varying levels of access for different group surveys. (e.g. Resident, On-site Property Manager, Regional Manager, and Headquarters).

e) Users referenced in the above paragraph should see data for their designated level and any levels which roll up to their level of access.

f) Authorized users and their permissions may change frequently and as such, the contractor must make changes within 24 hours of request. These changes may occur during project set-up, during the data collection period, during the reporting phase, or outside of the survey cycle.

g) Contractor shall accept, utilize, and document information regarding the users, when access authorized and level of access granted.

h) This information must be updated daily, which may be adjusted with Marine Corps approval.

4.7.3 Consolidated and Individual Survey Result report. These reports must be posted on the website and available for the Government to download. Each report shall be in pdf and excel.

a) This report is required for PPV, FH and UH, except as noted:

1. Overall Marine Corps

2. Region (not required for FH)

3. Installation

4. Neighborhood and Building Complex

For PPV only, the following additional reports are also required:

1. Parent Companies

2. PPV Company Reports

b) Data elements required on each report include:

1. List of all survey questions, with a count & percent of response shown for each answer choice.

2. A score for each question using a defined and consistent methodology.

Contractor must present a methodology after contract award to be approved by the COR.

3. Additional scores or performance indicators based on groups of like questions which indicate drivers of resident satisfaction (topic scores).

4. A score or performance indicator based on Service levels.

5. A score or performance indicator for Property Satisfaction.

6. A score or performance indicator for Overall Satisfaction.

7. Trending data with up to 4 years of prior score data, if available, for the Overall, Property, Service, Topic scores.

8. Comparison with prior survey scores, if available, at the Question level.

9. Number of surveys distributed, number of surveys received and calculated response rate.

4.7.4 Comparative Benchmark Report - Compares Marine Corps Overall, Property, and Service and Topic scores with similarly-calculated scores of private sector multifamily housing firms.

4.7.5 Score Spreadsheets. The Contractor shall submit a summary report which summarizes report score data. Four types of summary reports are required:

a) List of current survey distribution numbers, Overall, Property, Service and Topic scores by Neighborhoods and buildings complexes;

b) List of current and prior Response Rate, Overall, Property Service and Topic scores by Neighborhoods and buildings complexes, with differences calculated;

c) List of current survey distribution numbers, Overall, Property Service and Topic scores for Rollup reports;

d) List of current and prior Response Rate, Overall, Property, Service and Topic scores for Rollup Reports, with differences calculated.

4.7.6 Comment Reports by Neighborhoods and buildings or complexes: The Contractor must provide PDF reports of all comments received for each Neighborhoods and buildings or complexes.

4.7.7 Comment Analysis FH, PPV and UH: The Contractor must review comments and assign them to a category and subcategory using a list developed in conjunction with MCICOM. Word-search based automated analysis alone does not meet this requirement, as one comment can require multiple category or subcategory assignments.

a) Reporting: The Contractor must prepare spreadsheets that summarize comment category and subcategory frequency by activity and by neighborhood and provide them to the Government. The Contractor must develop the format, which will be approved by

MCICOM.

4.7.8 Action Plans: The Contractor must use a standard template for creation of Action Plan documents for each neighborhood, building, or complex.

(a) The template must show current & prior scores (if available) and question results and provide for action items to be itemized.

4.7.9 Exception Reports: The Contractor must develop and provide short, easy-to-read reports highlighting score issues and major areas of concern. These reports must address Overall, Property, Service and Topic scores, as well as comment analysis. The reports must quickly and accurately identify areas of concern, and provide an analytical perspective on how to address them and should not be an overall summary. Exception reports are to be generated one time within 30 days of survey completion.

(a) Exception Reports must be created for:

1. Overall Marine Corps FH

2. Overall Marine Corps UH

3. Overall Marine Corps PPV

4. Each Marine Corps UH Region

5. Each Marine Corps PPV Region

4.7.10 Other reports may be required during the survey project if they are necessary to amplify specific findings or recommendations made by the contractor.

4.8 Reports Criteria:

4.8.1 Contractor may use any graphic or text methodologies it deems important to illustrate areas of strengths and weakness. Reporting format must include extractable charts and graphs.

4.8.2 Reports should be easily interpreted by on-site staff as well as senior personnel.

4.8.3 Reporting should be geared toward performance improvement and provide an summarized analysis for the reporting entity.

(a) Reporting entities for survey response reporting must include all of the following:

1. Reports by Neighborhoods and buildings or complexes

2. Reports by Installation

3. Reports by Region

4. Reports for Overall Marine Corps

5. Reports for other combinations of properties as necessary based on the survey population and summary needs of the Marine Corps.

6. Reports at levels which combine various neighborhoods and buildings complexes need to contain data showing information from the component neighborhoods and buildings complexes; at a minimum, Overall, Property, Service and Topic scores.

4.9 Human Subject Research (HSR) Applicability Review:

4.9.1 In accordance with Defense Acquisition Regulations System (DFARS) 48 CFR Parts 207, 235, and 252 (see Enclosure 1), the Contractor must conduct an applicability review as to whether the scope of this requirement meets the definition of Human Subject Research (HSR) or meets one of the criteria for exemption, and forward the determination to the Government for concurrence prior to survey distribution. The Contractor may utilize their own Exemption Determination Official (EDO), if they have one with knowledge of HSR regulations, to conduct the review, or have a commercial Institutional Review Board (IRB) make the determination.

4.9.2 The determination letter from the EDO or IRB must be submitted to the COR to be forwarded to the Marine Corps' Human Research Protection Official. Contractor must submit the following:

(a) If found to be non-exempt HSR, the Contractor must have a valid current federal-wide assurance (FWA).

(b) Copy of the research plan protocol, to include recruitment plan, informed consent, information sheets fliers, etc.

(c) If HSR, a copy of the Contractor's proof of completion of research ethics training.

4.10 Other Tasks Within the Survey Period

4.10.1 Email management: Contractor must provide an email address for residents to contact the contractor for any technical challenges with the survey. Contractor must respond to resident emails in a timely manner and work to resolve issues without involving the Marine Corps.

4.10.2 Resend link or codes: Contractor will respond to email requests from residents for information required to complete online survey.

4.10.3 Awards: Contractor must provide recommendations to the Marine Corps in developing a recognition program which recognizes neighborhoods and buildings or complexes and Installations that achieve Service Score and Response Rate thresholds agreed upon by the Marine Corps. The Contractor will review the list of Installations with Marine Corps for each survey project to determine eligible Installations. If requested, the Contractor must provide and mail crystal awards for any properties that have earned an outstanding consolidated score for an entire Installation or company. Awards must be made of crystal/glass and stand 8 to 12 inches in height.

4.11 Tasks Outside of the Survey Periods: Tasks include the following:

4.11.1 Ad-Hoc Reporting. The Marine Corps may request data analysis and reporting on any topic covered by the RSS. Analysis may include current year, prior years housing data and comparisons to private sector data. Analyses may be simple data gathering or complex. Such requests typically have a short turnaround time.

4.11.2 Training: The Contractor must develop and present a training program annually; initially targeted at higher command representatives {Headquarters, Regions, and Installations) that will enhance their understanding of the RSS, interpreting survey results, understanding reporting, and enable the participants to successfully develop Action Plans that focus on improving resident satisfaction as requested.

4.11.3 The Contractor must develop and provide performance improvement training to increase customer satisfaction as requested.

4.11.4 The Contractor must review prior year survey results, identify lessons learned, and provide a report which recommends process improvements for the next annual survey cycle.

4.11.5 The Contractor may be required to participate in briefings or conference calls with MCICOM staff members and others as requested by the Marine Corps to amplify findings and recommendations.

4.12 The contractor shall coordinate with other government contractors who are working on related task, as directed by the COR.

4.13 Additional Tasks:

4.13.1 Contractor must effectively communicate through emails and phone with the Marine Corps and interact with the COR or relevant Marine Corps personnel. Communication may include required changes, status reports, appropriate responses for questions from sites, and advice and guidance based on Contractor's housing experience and expertise. Coordination shall be with relevant Marine Corps personnel, but only the COR will give direction.

4.13.2 Contractor may be required to assist Housing Directors with action planning to achieve performance improvement by providing recommendations for adapting multifamily private sector practices to Marine Corps Housing. The contractor should consider limited funding, base restrictions, hierarchy, and operating practices, as well as other known limitations when making recommendations. Contractor should assume two consultation days per Region and MCICOM Headquarters per year to discuss action plans and performance improvement recommendations.

4.13.3 The contractor must meet with the COR at a minimum of three occurrences per year. Initial kickoff meeting will be held at MCICOM HQ after contract award. Proposal should assume All meetings will most likely be held at MCICOM HQ {two contract personnel for two days per meeting).

4.14 Risk Management. The Contractor must develop a Risk Management Plan and obtain COR approval prior to survey execution. Contractor must notify the COR of any identified contract cost, performance, or schedule risks in accordance with the approved plan. The Contractor must coordinate with the COR to establish acceptable risk mitigation for the identified risks. All identified risks must be identified and tracked monthly until resolution within the Progress, Status and Management Report. Technical risk must be mitigated by including the COR in all aspects of the risk mitigation process.

5.0 Deliverables:

Contractor shall provide the following deliverables associated with the PWS tasks in the below required format:

Deliverable PWS

Reference Format Submit to: Due Date

Inventory and Data Reconciliation

4.1 Report of

completion via email.

COR Within two weeks of contract award

Multiple Survey Elimination Plan

4.1.3 MS Word or

PDF

COR Within two weeks of contract award

Survey Questions for UH, FH, and PPV

4.4 MS Word COR Within two

weeks of contract award

Video Announcement Clip 4.5.3 See 4.5.3(g) for specific formats

COR Within three weeks of contract award

Distribute RSS (all methods) 4.2, 4.6 Electronic media

COR Within 1 month of contract award

Provide weekly response count 4.7.1 Email COR Weekly after

RSS

Distribution

Survey Data Website 4.7.2 Website COR Website must be live and accessible by the time Survey collection begins

Consolidated and Individual Survey Result Reports

4.7.3 PDF and

EXCEL,

posted on website

COR 30 days after survey completion

Comparative Benchmark Report

4.7.4 PDF COR 30 days after

survey completion

Score Spreadsheets 4.7.5 Excel COR 30 days after survey completion

Comment Reports by NeighborhoodIbuildingIcompl ex

4.7.6 PDF COR 30 days after

survey completion

Comment Analysis 4.7.7 PDF COR 30 days after survey completion

Exception Reports 4.7.9 PDF COR 30 days after survey completion

Human Subjects Research Applicability Review

4.9.1/4.9.2 Signed Letter COR Within two weeks of contract award

Survey PlanIProtocol 4.9.2 Electronic media

COR Within two weeks of contract award

At-Hoc Reporting 4.11.1 In format requested

COR 15 Days after request

Training 4.11.2, 4.11.3

In format requested

COR Once a year, within 30 days after request

Report of lessons learned and Recommended process improvements

4.11.4 Written report

and personal meeting

COR 30 days after survey completion

Risk Management Plan 4.13 Written plan COR 5 business days prior to survey execution.

6.0 Personnel Security Requirements:

Contractor personnel performing under this task order will be U.S.

Citizens. Work under this task order is:

UNCLASSIFIE

D

CONFIDENTIA

L SECRET

7.0 Government Furnished Property, Materials and Services:

Specific locations and inventory counts for PPV, Family and Unaccompanied Housing and shipping / mailing / email information will be released upon award released by the COR upon award. No equipment or supplies will be provided by the government such as workstations, computers, phones.

8.0 Place of Performance:

Work shall be performed at the contractor's site 100% of the time. The Contractor may be required to travel. No Government computers or equipment will be provided in support of this contract.

9.0 Travel:

The Contractor may be required to travel within the US. The contractor may be required to travel to Washington DC up to 3 times during each period of performance for informational meetings with HQMC leadership, COR and annually to each region for training and/or improvement discussions. For estimation purposes, no more than two contractors for each visit should be necessary to complete this requirement.

Travel reimbursement is limited to travel DURING performance of the contract. Travel reimbursement does NOT include relocation expenses for Contractor employees prior to their start of performance on this contract.

Contractor Request and Approval of Travel: Any travel under this contract must be specifically requested in writing by the Contractor and approved by the COR, prior to incurring any travel expense. The Contractor shall submit the written request to the COR five (5) business days in advance. The travel request shall include as a minimum, the following:

• Contract number;

• Date, time, and place of proposed travel;

• Purpose of travel and how it relates to the contract;

• Contractor's estimated cost of travel with a breakdown of the estimated costs of transportation, lodging, meals, and incidentals; and

• Name(s) of individual(s) traveling.

The COR shall review and approve/disapprove (as appropriate) all travel requests submitted giving written notice of such approval or disapproval to the Contractor.

Travel Reimbursement: Travel will be paid on a cost reimbursable basis. The Contractor shall adhere to the following travel regulations (see FAR 31.205-46):

• Federal Travel Regulations (FTR) - Prescribed by the General Services Administration, for travel in the contiguous United States.

• Joint Travel Regulations (JTR), Volume 2, DoD Civilian Personnel, Appendix A.

Prescribed by the Department of Defense for travel in Alaska, Hawaii, and outlying areas of the United States.

• Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State for travel in areas not covered in the FTR or JTR.

The Contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual expenses incurred for travel.

The contract includes a not-to-exceed funding limitation for travel costs. When the Contractor expects total funding expended for reimbursable travel to reach 75 percent of the total funds available on the travel CLIN, the Contractor shall notify the Contracting Officer and the COR and any other Government official identified by the Contracting Officer. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the contract. The Contractor shall not exceed or incur costs that exceed the amount of funding stated on the reimbursable travel CLIN. The Government is not obligated to reimburse the Contractor for otherwise reimbursable travel in excess of the funded amount stated on the reimbursable travel CLIN.

The Contractor is not obligated to continue performance of any reimbursable work under this contract or otherwise incur costs for reimbursable travel in excess of the funded amount stated on the reimbursable travel CLIN unless the Contracting Officer notifies the Contractor in writing that the funded amount stated under the applicable reimbursable travel CLIN has been increased. In the event notification is made orally, such notification shall be followed up in writing within two working days.

No notice, communication, or representation from any person other than the Contracting Officer shall affect the Government's obligation to reimburse the Contractor.

Change orders shall not be considered an authorization to exceed the funded amount stated under the reimbursable travel CLIN unless they contain a statement expressly increasing the funded amount of that reimbursable CLIN by a sufficient amount to cover the change order.

10.0 Period of Performance:

The period of performance shall be for one year with four one-year option periods as follows:

Period Period of Performance Dates Base Period 27 September 2024 - 26 September 2025 Option Period One 27 September 20025 - 26 September 2026 Option Period Two 27 September 2026 - 26 September 2027 Option Period Three 27 September 2027 - 26 September 2028 Option Period Four 27 September 2028 - 26 September 2029

11.0 Other Requirements:

Data: The Data collected by the contractor shall not be used for any purpose other than expressed purposes of the Marine Corps. All information collected (data files and hard copy) becomes the property of the government.

Collected data, reports, analysis, and recommendations will be exported each option year and provided to the COR.

12.0 Other Direct Costs (ODCs)

In the event that additional or specialized equipment and/or supplies are required to support the tasks in this PWS, the Government will reimburse the Contractor(s) only for the actual price paid for such equipment or supplies that are expressly identified as reimbursable items by this task order. "Actual Price" paid by the Contractor(s) includes tax paid, if any, and reduced by any and all credits and rebates, whether accrued or realized, associated with the supplies and services provided. "Actual Price" does not include profit. Contractor may apply applicable Material Handling rate IF it is in accordance with their disclosed accounting practices to DCAAIDCMA.

The Contractor shall obtain written approval by the COR PRIOR to any ODC purchase. The Contractor shall submit receipts for all ODCs with their invoice documentation showing itemized pricing for ODCs.

The Contracting Officer may reduce the reimbursement by any amount above that the Contracting Officer finds, in his/her sole discretion, is greater than that which is fair and reasonable for the supplies or services provided, giving due consideration to the facts and circumstances prevailing at the time that the Contractor(s) procured the supplies and services. Disputes as to the amount by which any reimbursement is reduced shall be resolved in accordance with the "Disputes" clause of the contract. It shall be the Contractor(s)'s burden to demonstrate that the price it paid for reimbursable supplies and services were fair and reasonable.

Each order that requires additional or specialized equipment, services, and/or supplies will include a not-to-exceed funding limitation for ODCs. When the Contractor(s) expects total funding expended for reimbursable ODCs to reach 75 percent of the total funds available on the applicable ODC CLIN, the Contractor(s) shall notify the Contracting Officer and the COR and any other Government official identified by the Contracting Officer. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the order. The Contractor(s) shall not exceed or incur costs that exceed the amount of funding stated on an order's reimbursable ODC CLIN.

The Contractor shall not exceed or incur costs that exceed the amount of funding stated on a reimbursable CLIN at the time a reimbursable item is ordered. The Government is not obligated to reimburse the Contractor for an otherwise reimbursable ODC in excess of the funded amount stated on a reimbursable

CLIN.

The Contractor(s) is not obligated to continue performance of any reimbursable work under this Task Order or otherwise incur costs in excess of the funded amount stated on the reimbursable ODC CLIN unless the Contracting Officer notifies the Contractor(s) that the funded amount stated on the applicable reimbursable ODC CLIN has been increased. Notification shall be in writing. In the event notification is made orally such notification shall be followed up in writing within two (2) business days.

No notice, communication, or representation from any person other than the Contracting Officer shall affect the Government's obligation to reimburse the Contractor.

Changes to the task order shall not be considered an authorization to exceed the funded amount stated on a reimbursable CLIN unless the change contains a statement expressly increasing the funded amount of the reimbursable CLIN by a sufficient amount to cover the change.

13.0 Performance Standards

Require d Service s (Tasks)

PWS

Paragraph Number

Performanc e Standards

Acceptable Quality Levels

Surveillanc e Method

Incentive I Penalty

Timeliness of Deliverables required by the Contract

5.0

Deliverables shall be submitted in accordance with the delivery requirements in the

PWS

95% of the deliverables are submitted on time.

COR

Tracking

-Contractor Performance Assessment Reporting System (CPARS) ratings -Option not exercised

Accuracy of Deliverables required by the Contract

5.0

Reports and Other Deliverables are complete and correct when submitted.

No more than 3 substantive errors in content per Deliverable

COR

Review for completion and accuracy

-CPARS ratings -Option not exercised

Overall management of tasks

PWS Provide suitable program management support to coordinate

Meets all requirement

s. Problems

Customer input I random

- CPARS ratings task activities and ensure successful management and completion of each task area.

encountered are minor and resolved in a satisfactory manner sampling

I COR

review

Efficiency &

Effectiveness of performance

PWS Perform contract requirements ensuring an unconstrained flow of information to effectively and efficiently complete requirements within the specified schedule

Meets all requirements.

Problems encountered are minor and resolved in a satisfactory manner

Customer input I random sampling I

- CPARS ratings

Responsivenes s

PWS

Provide services that allow for a rapid response in supporting

MCICOM

Meets all requirements.

Problems encountered are minor and resolved in a satisfactory manner

Customer input I random sampling I

CPARS ratings