PAS - Statement of Work (SOW)v6 Final.docx

UNCLASSIFIED

STATEMENT OF WORK

Equal Opportunity & Diversity Office Personal Assistance Services 18 December 2023

Table of Contents (Follow DIA Correspondence Guide for Format)

1. Title of Project …………………………………………………………………………………………………………………..3

2. Background……………………….……………………………………………………………………………………………….3

3. Objectives……………………………………………………………………………………………………………………….….3

4. Scope………………………………………………………………………………………………………………………………….4

5. Tasks…………………………………………………………………………………………………………………………………..6

6. Deliverables…………..………………………………………………………………….………………………………………..7

7. Reporting Requirements……………………………………………………………………………………………….…….8

8. Government Furnished Property, Material, Equipment, or Information……………………..………8

9. Travel…………………………………………………………………………………………………..……………………………..9

10. Place of Performance………………………………………………………………………………………………………

11. Quality Assurance…………………………..………………………………..…………………………………….…………..10

12. Security Requirements………………………………………………………………………………………………………..10

13. Information Security……………………………………………………………………………………………………………10

14. Annual Training……………………………………………………………………………………………………………………10

15. Non-Disclosure…………………………………………………………………………………………………………………….10

Statement of Work (SOW) Personal Assistance Services

GENERAL INFORMATION

This is a non-personal services contract to provide support for the Defense Intelligence Agency’s personal assistance services. The Government shall not exercise any supervision or control over the service providers performing the services herein. Such service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1. Title of Project: Personal Assistance Services

2. Background: The Equal Opportunity and Diversity Office (EO) administers the DIA EO and Diversity Program and is committed to protecting the civil rights of DIA employees and applicants. Key functions of the Equal Opportunity and Diversity Services include:

· Proactive EEO & Diversity Programs

· Disability Programs

· Military Equal Opportunity (MEO) Program

· Barrier Analysis

· EEO Discrimination Complaints Management

2.1 EO serves all DIA personnel by fostering a diverse and inclusive workplace where employees fully participate, collaborate, and engage to develop premier intelligence products. In accordance with the agency’s strategic plan, the EO Office is a special office that contributes to the leadership and workforce line of effort with specific focuses in anticipatory recruitment, hiring, improving performance management, and nurturing resilient officers. The EO Office collaborates with leadership, employees, and supervisors to improve our organization with best practices and data-driven initiatives to ensure fair and equitable employment practices at DIA. Inclusive Diversity is a Mission Imperative that can only be achieved if embraced across DIA.

2.2 EO has a requirement for a Contractor qualified in providing Personal Assistance Services to DIA employees with targeted disabilities, as they are needed.

3. Objectives: The Equal Opportunity & Diversity Office provides reasonable accommodations to DIA employees, applicants and visitors as required by law. Accommodations include assistive technology, associated training, sign language interpreting, captioning, and personal assistance services.

EO procured services delivered to DIA employees and applicants with disabilities must be handled with the greatest of sensitivity and confidentiality. In compliance with the Privacy Act, employee Personally Identifiable Information (PII) shall not be shared or stored on any system outside of the DIA computer network.

Effective January 3, 2018, amendment to regulations implementing Section 501 of the Rehabilitation Act of 1973, require the provision of Personal Assistance Services or PAS to certain employees with targeted disabilities who request and require non-medical and non-work task personal assistance, unless doing so would impose an undue hardship on the agency. DIA’s anti-discrimination policies apply to this new affirmative action requirement, and no employee should be discriminated against based on the need for PAS.

Personal Assistance Services are defined as “assistance with performing activities of daily living that an individual would typically perform if he or she did not have a disability, and that is not otherwise required as a reasonable accommodation; examples include, assistance with removing and putting on clothing, eating, using the restroom, and pushing a wheelchair or assistance with getting into or out of a vehicle at the worksite.” These examples are non-exhaustive and serve to identify self-care type activities for which a PAS may be employed.

3.1 PAS do not include, performing medical procedures (e.g., administering shots) or medical monitoring (e.g., monitoring blood pressure).

3.2 PAS does not help individuals with disabilities perform their specific job functions, such as reviewing documents or answering calls; and differ from services that assist an individual to perform job-related tasks, such as sign language interpreters. Employees or applicants needing medically based reasonable accommodations (RA) to assist them in the workplace, or to apply for employment, may request reasonable accommodations through the Agency’s RA procedures.

4. Scope: The contractor must be familiar with providing personal assistance services. Qualified bidders must possess a TS Facility Clearance.

4.1. The contractor shall provide daily assistance to DIA civilian employees and applicants with targeted disabilities who require assistance with activities of daily living and/or mobility during the employee’s working hours as well as preparing documentation and business support. The contractor shall take an integrated team approach to assist the employee and establish a direct connection with the employee regarding their daily needs in the workplace. This support will be provided throughout DIA HQ and/or required off-site locations.

4.2. The contractor shall provide two (2) types of PAS personnel:

4.2.1. Daily On-Site (DOS) – Consists of only PAS with a Top-Secret security clearance with access to Sensitive Compartmented Information (TS/SCI). PAS will provide services based on a schedule established by the Government.

4.2.2. Intermittent PAS – Consists of cleared and uncleared PAS who provide PAS on an as-needed basis and as identified by the Contractor Officer’s Representative (COR) and/or Government Lead.

4.3. The contractor shall provide a minimum of the following: Three (3) Full Time Equivalent (FTE) Daily On-Site (DOS) cleared PAS following the schedule in Section 5.2. Intermittent PAS in accordance with the level of effort as determined by COR and/or Government Lead and Technical POC.

4.4. The contractor shall provide all the necessary personnel, services and material needed to perform the work set forth in this SOW. DIA will provide the following property to PAS onsite: Office furniture, office supplies, computers, telephones, voicemail, photocopy machines, facsimile machines, and videophones. The use of government provided property shall be used for DIA business purposes only.

4.5. The contractor shall ensure its PAS have complete and accurate job information prior to day of assignment. All PAS assigned must be prepared for dynamic schedule changes during the workday to satisfy government PAS requirements.

4.6. DIA operates 24 hours a day, 7 days a week. Although most assignments are scheduled Monday through Friday between 0600 and 1800 hours, the Contractor shall provide PAS during non-business hours, when requested. Performance for DOS PAS will include an average of forty (40) hours each week, 1920 hours per performance period. Overtime (OT) may be required when work requirements extend beyond 40 hours per week. All overtime shall be preapproved by the COR and the CO. DOS Start times are subject to change with a minimum of one-day advanced notice by the Government. However, the Government will submit an Intermittent PAS request if any extension of hours is required.

4.7. Immediate notification to the Reasonable Accommodation Team is required when any Daily On-Site (DOS) or Intermittent PAS is unable to work. The Contractor shall make its best efforts to provide an alternate PAS when scheduled PAS is unable to work their scheduled shift.

4.8. In the event uncleared personnel are utilized, the contractor must submit all pertinent information (Full Name, Social Security Number, automobile make, model and tag number) at least 2 business days in advance of the assignment to the EO POC to allow ample time for the preparation of visit requests to DIA facilities in the National Capital Region (NCR).

4.9. In the event the PAS arrives to an assignment that has been cancelled or ends early, the PAS is required to contact the EO POC to be reassigned to cover other DIA requirements.

4.10. The contractor may be required to support assignments in multiple locations in which DIA employees are assigned.

5. Tasks:

5.1.1. All contractors will comply with the following standards:Shall preconference with the employee and the Program Office to identify specific employee needs, tasks to be performed and discuss accommodations.

5.1.2. Notify EO Program Manager whenever any significant changes to needs or tasks are identified. All changes must be approved by the program office prior to implementation.

5.1.3. Shall document specific needs and/or interventions restricting personal health information only to the Program Manager and the Program Office.

5.1.4. Shall provide assistance as it relates to accessibility for the employee. Any requests for accommodations outside of the scope of effective access shall be elevated to the program manager and COR.

5.1.5. PAS Services include the following interventions:

5.1.5.1. Providing basic nursing interventions such as lifting, positioning and/or ambulating.

5.1.5.2. Transferring the employee, regardless of weight/size from a wheelchair or scooter to and from a bed (if on travel status), vehicle, toilet etc.

5.1.5.3. Properly and safely lift, move transfer, and/or position eligible employees in wheelchairs, complying with policies, procedures, and specific nursing protocols.

5.1.5.4. Demonstrate boundaries when caring for the eligible employee. Ensure integrity of the rights of the eligible employee by following all privacy and confidentiality requirements

5.1.5.5. Supporting employee's independence by assisting with feeding (including minor food preparation), retrieving personal items from luggage/purse/wallet.

5.1.5.6. Assisting patient in care for personal hygiene including, removing, and putting on clothing, showering and grooming, and/or providing assistance using the restroom.

5.1.5.7. To the extent necessary to effectively provide services/care, PAS may be required to carry packages, lift light equipment, assist with filing, reach and grab objects that are out of the reach of the employee.

5.1.5.8. Note Taking - Ensuring notes are accurate, concise and that notes are captured electronically the same day for access by the employee.

5.1.5.9. Reading support as requested by the blind and low-vision employee this includes reading hard copy and electronic materials, completing forms, or navigating systems/software that are in a non-accessible format or that is unable to be made accessible using assistive technology.

5.1.5.10. Provide orientation/guide services for blind employees

5.1.6. The Contractor will be required to perform a variety of administrative support duties:

5.1.6.1. Receiving calls or emails to schedule and reschedule appointments.

5.1.6.2. Complete arrangements for requested personal assistance services or other office support requests.

5.1.6.3. Respond to routine non-technical requests for information such as status of requests reports

5.1.6.4. Suspense dates for matters requiring compliance, and similar information readily available from files.

5.1.6.5. Arrange for meetings, including reserving the location, notifying participants, and providing copies of handouts.

5.1.6.6. Assemble requested material and information for scheduled meetings.

5.1.6.7. Make travel arrangements.

5.1.6.8. Compose complex, but non-technical, correspondence.

5.1.6.9. Locate and assemble information for various reports and briefings.

5.1.6.10. Follow up with applicable contacts to ensure that various commitments made at meetings or through correspondence are met.

5.1.6.11. Perform other administrative related duties as assigned.

5.1.7. The contractor will be required to perform the following services pertaining to travel and logistics:

5.1.8. Survey available logistics at events such as conference or other facilities to determine whether adequate space is available to provide PAS based on the needs of the eligible employee.

5.1.8.1. They shall assess whether a room can store, or can accommodate, specialized or adaptive devices and equipment that has been requested as PAS by eligible employees.

5.1.8.2. If the location is a conference that the eligible employee is attending, they shall coordinate services and needs with conference officials.

5.1.8.3. As services are being executed, they shall ensure passageways and doorways are free of obstruction.

5.1.8.4. Maintain a safe environment that meets the physical and personal needs of eligible employees. Adhere to the appropriate risk management practices including, but not limited to proper handling of bodily fluids (to include toileting, nose secretions, saliva, etc.) and appropriate use of universal precautions to reduce exposure to self and others.

5.1.8.5. Travel Logistics - Coordinating travel requirements pre travel advising on aspects of accommodations and ensuring accessibility is coordinated pre, during and post travel.

5.1.9. The contractor shall perform the following tasks during periods of time when the eligible employee(s) may not require services:

5.1.9.1. Monitoring of the two Reasonable Accommodations Requests email boxes

5.1.9.2. Short and long-range scheduling

5.1.9.3. Maintaining a customer profile for each client (including contact information, description of workplace, etc.)

5.1.9.4. Document preparation and review

5.1.9.5. When this occurs, these duties are secondary and may never take priority over the personal care of the eligible employee.

5.1.10. Other primary duties may arise and will be discussed on an “as needed” basis.

5.2. Daily On-Site Services (DOS)

5.2.1. The key personnel specified in this task order are essential to work performance. At least 30 days prior to diverting the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the COR and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the COR and not within the first six months of task order performance. The Government may modify the task order to add or delete key personnel at the request of the Contractor or Government.

5.2.2. There will be two (2) key personnel type identified by the contractor for this effort. Contractors shall submit one resume for each position with their response. The following labor categories are designated as Key Personnel:

5.2.2.1. Management Analyst I – Reasonable Accommodation Support Specialist/Admin Support

Education: Bachelor’s Degree in a relevant field (Communications/Liberal Arts/ Social Work/ Psychology) and /or relevant experience providing reasonable accommodations or working with those with disabilities Qualifications: Ability to work autonomously accessing when issues need to be elevated to achieve the programs mission. Proficient with MS Office Suite. Ability to organize files, assist with light filing, and answer phones. Valid Passport with a period greater than 6 months from the date of expiration

5.2.2.2. Management Analyst II – Personal Assistance Service Provider (PAS)/Admin Support

Education: Certified Nursing Assistant or training equivalent to that required to earn the Certification will be accepted in lieu of the CNA.

Qualifications: Ability to work autonomously accessing when issues need to be elevated to achieve the programs mission. Proficient with MS Office Suite. Ability to organize files, assist with light filing, and answer phones. Ability to lift, move, transfer, and/or position employees in wheelchairs, complying with policies, procedures, and specific protocols properly and safely.

5.2.3. DOS PAS will be responsible for tracking all work performed, changes or additions and reporting this to the government in the agreed upon format.

5.3. Intermittent PAS Services

5.3.1. The Government will request intermittent PAS services in addition to regularly scheduled DOS PAS, as needed. The contractor shall at times strive to fill intermittent PAS requests.

5.3.2. The contractor shall satisfy 99% of all intermittent PAS requests submitted with more than five (5) full business days’ notice.

5.3.3. The contractor shall satisfy 90% of all intermittent PAS requests submitted with five (5) or less full business days’ notice.

5.3.4. The contractor shall provide a monthly report to the Government, with all intermittent assignment dates and the date each assignment was requested, with the invoice.

5.3.5. A two-hour minimum will be applied to stand alone routine Intermittent PAS requests. If an intermittent PAS request is submitted to extend the day of a DOS PAS, this will not be subject to a two-hour minimum.

5.3.6. The Government must submit cancellation of intermittent PAS services to the contractor at least two (2) full business days in advance to be considered timely and unbillable.

5.3.7. Intermittent PAS will be responsible for tracking all work performed, changes or additions and reporting this to the government in the agreed upon format.

5.3.8. In the event uncleared personnel can be utilized, the government will make that known upon request of intermittent services. Examples would include, support at a conference, offsite uncleared training, etc.

6. Deliverables:

6.1. Monthly Status Report (MSR): The contractor shall provide one status report each month of the contract. The MSR shall provide an updated roster showing any changes to the DOS position and any additions in the INT position. MSR shall also indicate any pending personnel actions, any issues to be resolved, risk assessments, a monthly and cumulative burn rate that totals labor hours and dollars expended by labor category. The COR shall receive and review the report for accuracy prior to authorizing payment of invoices.

7. Reporting Requirements: The contractor shall provide written progress reports monthly for the month prior. See deliverables.

All information and data related to this contract that the contractor gathers or obtains shall be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. Press releases, marketing material, or any other printed or electronic documentation related to this contract including the association of the vendor with this contract, must not be publicized without the written approval of the contracting officer.

8. Government Furnished Property, Material, Equipment, or Information (GFP, GFM. GFE, or GFI)

8.1. The government will provide workspace, DIA standard computer systems and telephones for assigned contractors.

8.2. The government will provide access to DIA facilities in the National Capital Region. Access may be restricted during any scheduled or unscheduled federal holiday designated by OPM. The Government will not pay for contractor personnel who do not work due to inclement weather or other conditions of DIA’s control.

8.3. Government Furnished Equipment (GFE): Standard equipment available includes DIA standard workstations, telephones, and equipment and materials for facsimile and photocopying. Contractor personnel will be required to sign for all standard equipment that is issued to them and are responsible for keeping all equipment in their possession while performing their duties. In the event that the issued equipment is not accounted for, the contractor will be required to reimburse the Government for the cost of the equipment, as determined by the Government’s property officer

8.4. The Government will provide contractor employees with the following property at their assigned work locations:

8.4.1. Access to Non-Secure Internet Protocol Network (NIPRNet), Secure Internet Protocol Network (SIPRNet), and the Joint Worldwide Intelligence Communications System (JWICS) networks and systems access, including printers and digital senders.

8.4.2. Contractor employee use of DoD Computers is FOR OFFICIAL USE ONLY and its use is subject to monitoring at any time. All data generated or collected on DIA computers becomes the property of the U.S. Government and its release, downloading or transmittal is subject to Government approval. Contractor personnel are not authorized to introduce computer hardware, software, or data storage media; physically or electronically; into a Government facility, computer, or network device without the prior written approval and notification of the appropriate Government authorities. Downloading and transmitting of information within DIA’s custody is prohibited except as provided for in the terms of this contract.

9. Travel: CONUS/OCONUS travel may be required in the performance of this contract. All travel shall be approved in writing by the COR prior to making any reservations. Contractors shall consult the Defense Travel Management Office website (www.defensetravel.dod.mil) prior to traveling to obtain updated per diem rates for the locality to which they are traveling.

9.1. Travel costs will be allowed to the extent that they are reasonable and determined to be allowable under Federal Acquisition Regulation (FAR) 31.205-46. Travel by air will be reimbursed at the actual cost incurred and will not exceed the lowest customary standard coach, or equivalent fare offered during normal business hours.

9.2. As prescribed in FAR 31.205-46(a), travel costs for lodging, meals, and incidental expenses are limited to the maximum per diem rates in effect at the time of travel set forth in the Federal Travel Regulation (FTR); the Joint Travel Regulations, Volume 2, DoD Civilian Personnel, Appendix A; or the Standardized Regulations (Government Civilians, Foreign Areas.” IAW FAR 52.216-7, the contractor may submit to the COR, in such form and reasonable detail as the representative may require, an invoice or voucher supported by a statement of the claimed allowable cost for performing this contract.

9.3. The per diem allowance will not be allowed when the period of official travel is ten (10) hours or less during the same calendar day. Travel by privately owned vehicle will be reimbursed at the current GSA approved mileage rate. Current travel policy and per diem rates may be obtained at the following Internet site: http://www.defensetravel.dod.mil/site/perdiem/cfm

9.4. Travel Reimbursement: Only those travel costs incurred by the contractor for contracted personnel assigned and working under this SOW for the following expenses: 1) Contractor employee airline tickets, per diem, and miscellaneous incidental expenses. Such transportation costs incurred will be reimbursed at actual costs in accordance with the JTR. Per Diem is not authorized within the designated AOR unless prior written approval is granted by the COR. Per Diem is authorized during pre-deployment training. Only per diem and travel costs shall be reimbursed; incidentals and miscellaneous expenses will not be reimbursed. Regardless of amount, all travel costs shall be documented via copies of the original travel receipts, to be provided with the invoice requesting payment, providing the following information: Traveler’s name, date, and place (city, town, or other similar designation) of the expenses, purpose of the trip, and expense incurred.

9.5. Local travel, within 50 miles of duty location, will not be reimbursed.

9.6. The principal place of performance is Washington, DC, National Capital Region (NCR). The NCR is defined in section 10 “Place of Performance.” Accordingly, reimbursable travel and per diem for the contractor’s employees performing work on a regular basis at this place of performance is not authorized.

10. Place of Performance:

The work will be performed in the National Capital Region (NCR) (as defined by U.S. Code Title 10, Section 2673) and, other DIA facilities or approved telework locations within the Continental United States as well as outside the Continental United States (OCONUS). The contractor may be required to support assignments in multiple locations in which DIA employees are assigned. For more information on DIA Locations please visit: https://www.dia.mil/about/organization/locations/

11. Quality Assurance:

11.1. The Contractor shall provide a Quality Control Plan (QCP) that captures its approach to ensuring quality control and work performance, and which describes how it will optimize use and control of its personnel, monitor staff performance, respond to Government needs, and resolve issues (including personnel disputes) before they impact mission performance.

11.2. When the Contractor’s performance is unsatisfactory, a Contractor Discrepancy Report (CDR) will be issued. The Contractor shall reply in writing within five (5) workdays from the date of receipt of the CDR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

12. Security Requirements:

12.1. A facility security clearance at the Top Secret Level is required for contract performance in accordance with the DD Form 254, Department of Defense Contract Security Classiication Specification

12.2. It will be necessary for Contractor Personnel to have access to classified material and/or to enter areas requiring a security clearance. EAreach Contractor employee requiring such access must have an individual security clearance commensurate with the required level of access prior to contract performance. Individual clearances shall be maintained for the duration of employment under this contract, or until access requirements change.

13. Information Security: All persons performing work under this contract shall protect and safeguard information in accordance with DoD, (as applicable) and DIA directives, instructions, and procedures. These same persons shall immediately report any deviation or violation of this guidance, or any unusual or suspicious activity to the DIA Security Office. These same persons will provide assistance and full cooperation in any subsequent investigations or inquiries conducted by DIA or other governmental agencies.

14. Annual Training: Contractors are required to take all DIA mandatory training.

15. Non-Disclosure Requirements (NDA): All contractor personnel shall sign, prior to beginning performance, a non-disclosure agreement in accordance with DFARS 227.7103-7 and/or a DSS Non-Disclosure agreement. The Contractor is bound by all NDAs signed by its employees. In the event a contractor employee violates any of the terms of the NDA, the Contractor will be considered in breach of contract. This could result in a termination for default.

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