PWS-DDWG_13 Jul 21.pdf

PERFORMANCE WORK STATEMENT

DDWG/DET Support

For the

Diversity Management Operations Center (DMOC)

1.0. INTRODUCTION

DMOC is responsible for executing DoD diversity management programs through training, EEO complaint investigations, consultation, research, and outreach in order to create a culture of inclusion where all individuals are drawn to serve, are valued, and actively contribute to Total

Force readiness and is tasked to develop procedures, issue guidance, conduct analyses, define strategic direction, and provide oversight and evaluation for Department-wide equal opportunity, equal employment opportunity, and diversity programs and plans that impact all Department military and civilian personnel.

1.1. BACKGROUND

DMOC is the primary DoD office to provides diversity management and equal opportunity outreach, training, and operational services across DoD as directed by the Department of

Defense Directive, 1020.02E, Diversity Management and Equal Opportunity; Executive Order

13583 establishing a coordinated government-wide initiative to promote diversity and inclusion in the Federal Workforce; 2016 Government-wide Inclusive Diversity Strategic Plan; Executive

Order 13125 Increasing Participation of Asian Americans and Pacific Islanders; Executive Order

13163 Increasing the Opportunity for Individuals With Disabilities To Be Employed in the

Federal Government; Executive Order 13171 Hispanic Employment in the Federal Government;

Executive Order 13562 Recruiting and Hiring Students and Recent Graduates; and Executive

Order 13548 Increasing Employment of Individuals with Disabilities.

The Director of DMOC has operational oversight of the Department’s Diversity, Equity and

Inclusion (DEI) initiatives. In this capacity, the Defense Diversity Working Group (DDWG) through oversight of the Defense Equity Team (DET) will facilitate, inform and advance agency progress on all issues relating to DEI within DoD to include the fulfillment of internal and external requirements within and without DoD; talent management; pathways to general officer/flag officer/Senior Enlisted and Executive Service and equivalent positions; procurement procedures; education and training and data and research. Implementation and tracking of all actions in support of these initiatives requires project management skills to ensure accuracy of action and timelines.

1.2. SCOPE

DMOC requires support to assist in monitoring and tracking critical Diversity and Inclusion initiatives and actions from DMOC D&I-hosted meetings. Support will be needed to create long- and short-term plans, including setting targets for milestones, adhering to deadlines, and skills for making effective decisions when presented with multiple options for how to progress http://www.gpo.gov/fdsys/pkg/FR-2010-12-30/pdf/2010-33169.pdf with the project. The contractor must have the ability to communicate with executives and keep the projects on time. Daily operations will require the contractor to participate in meetings to answer questions and announce changes to the current schedule or project.

2.0 PERFORMANCE REQUIREMENTS

2.1. Participate, DMOC hosted D&I led meetings. It is estimated there will be 5-7 meetings each week. The vendor shall participate virtually, but may required to attend in person at the Pentagon or the Mark Center approximately once per month.

2.1.1. Each meeting will require the contractor to develop and prepare agendas, presentations, and meeting minutes for all DMOC hosted D&I led meetings

2.1.2. The contractor shall track and monitor project milestones, deliverables and actions during DMOC hosted D&I senior leader meetings.

2.1.3. The contractor shall provide weekly updates on progress of all actions.

2.1.4. The contractor shall prepare communications and send out meeting and tasking notifications to key D&I stakeholders to announce meeting dates and reminders on actions due to the Associate Director.

2.2. The contractor shall create, monitor and update list of DMOC D&I key DoD leaders, federal and military participants who attend DMOC D&I hosted meetings/forums.

Workload estimate is 3-5 updates per month

2.3. The contractor shall develop, modify and/or edit correspondence for reports, briefings, and memos to ensure proper grammar and that the content accurately reflects correspondence concept, guidance and government requirements. In addition, the contractor shall ensure correspondence responses are processed in accordance with client management directives, policies, procedures, and regulations. Workload estimate is 3 times per week.

2.4. The contractor shall assess and analyze inputs from DMOC D&I-hosted meetings and provide DMOC with a comprehensive report that includes a list of milestones, actions and a report on weekly basis.

2.5. The contractor will develop and maintain a monthly calendar of DMOC D&I-hosted meetings.

2.6. The Contractor shall provide a monthly written status report documenting task support, issues, and progress. The report shall detail contractor activities during the reporting month and plan for the following two months. The report shall include a summary of work performed and deliverables completed, current or projected problems and issues and their resolution, and explanation of the deviations from the last month’s projections and any recommendations related to the effort.

2.7. The contractor personnel must obtain and maintain a Common Access Card (CAC).

Contractor personnel must read and familiarize themselves with all organizational mission statements and charters, organizational structures, operating instructions, Standard Operating

Procedures (SOP) and policy.

3.0. DELIVERABLES

Deliverables shall be submitted to the COR designated in the COR Appointment letter. All deliverables shall be submitted using Microsoft Office suite of tools (for example, MS Word, MS

Excel, MS PowerPoint), or Adobe PDF format. Electronic submission shall be made via email, unless otherwise agreed to by the COR.

The COR has the right to reject or require correction of any deficiencies found in the deliverables within 10 days of submission. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection, along with a due date for the corrected document.

The following table specifies the deliverables for this requirement

PWS Reference Deliverable Title Delivery Time

Task 2.1.3 Weekly progress updates End of day on Fridays

Task 2.2. Stakeholders List updates

30th of each month

Task 2.1.1. Agendas

Presentations

Meeting Minutes

Draft due 10 days before each event

Draft due 7 days before each event

Due 5 days after each event

Task 2.4. Comprehensive Report of milestones

Initial due 15 days after COR assigns task

Follow on updates due last business day each week

Task 2.5. Calendar 15th day of each month

Task 2.6. Contractor shall provide a monthly written status report documenting task support, issues, and progress

15th day of each month

4.2 Training Certificates 30 days after Contract award

(Base Year and options awarded) and

30 days after new hires.

4.0. GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations.

4.1. NON-PERSONAL SERVICES

The services and performance required under this contract are determined to be not inherently governmental. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DoD policy. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. All contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom DMOC has business dealings. If the contractor believes that any actions constitute, or are perceived to constitute personal services, notify the Contracting Officer immediately.

4.2. MANADATORY TRAINING REQUIREMENT:

Contractor employees performing work under this contract shall complete the following mandatory trainings within 30 days of contract award, 30 days of starting work under the contract, and 30 days after the date of any exercised option. If additional mandatory training is required, an amendment or modification will be issued to incorporate the changes.

1. OPSEC Awareness for Military Members, DoD Employees and Contractors IAW DoDM

5205.02, “DoD Operations Security (OPSEC) Program Manual,” dated October 29,2020 is currently available at: https://securityawareness.usalearning.gov/opsec/index.htm

2. Unauthorized Disclosure of Classified Information and Controlled Unclassified

Information IAW DoDI 5200.48, “Controlled Unclassified Information (CUI),” dated

March 6, 2020 is currently available at:

https://securityawareness.usalearning.gov/disclosure/index.html

3. Insider Threat Awareness IAW DoDD 5205.16, “The DoD Insider Threat Program,” dated August 28, 2017 is currently available at:

https://securityawareness.usalearning.gov/itawareness/index.htm

4. DoD Initial orientation and Awareness Training IAW DoDM 5200.01 Volume 3, Enclosure 5, is available at:

https://securityawareness.usalearning.gov/initialorientation/index.htm

5. Privacy Act and Personally Identifiable Information IAW DoDI 5400.11, “DoD Privacy and Civil Liberties Programs,” dated January 29, 2019 and the training is currently available at: https://securityawareness.usalearning.gov/piiv2/index.htm

6. IT Security Awareness IAW title 5, Code of Federal Regulations, section 930.301 and the training is currently available at: https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm

7. Counterintelligence Awareness and Reporting Training IAW DoD Directive 5240.06, “Counterintelligence Awareness and Reporting (CIAR),” dated July 21, 2017 and the training is currently available at:

https://securityawareness.usalearning.gov/cidod/index.html https://securityawareness.usalearning.gov/opsec/index.htm https://securityawareness.usalearning.gov/disclosure/index.html https://securityawareness.usalearning.gov/itawareness/index.htm https://securityawareness.usalearning.gov/initialorientation/index.htm https://securityawareness.usalearning.gov/piiv2/index.htm https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm https://dl.dod.cyber.mil/wp-content/uploads/trn/online/cyber-awareness-challenge-2021/launchPage.htm https://securityawareness.usalearning.gov/cidod/index.html

8. Annual OSD Records and Information Management Training (J3OP-US1639) IAW

Administrative Instruction 15, “OSD Records and Information Management Program,” dated November 17, 2020 and the training is currently available at:

https://jkodirect.jten.mil/

The Contractor program manager shall provide a copy of its employee(s)’ training certificate to the COR to meet the mandatory training requirements.

5.0 PLACE OF PERFORMANCE

Work will be performed offsite. Costs for travel will not be reimbursed.

6.0. HOURS OF WORK

Core hours of work are from 0900 to 1500 daily. The contractor shall be available by phone during core hours, excluding Federal holidays. Recognized Federal holidays are listed at

OPM.gov.

7.0. QUALITY CONTROL

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

8.0. QUALITY ASSURANCE

8.1. The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the PWS.

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

Contractor performance when determining present or future contractual actions.

9.0. GOVERNMENT FURNISHED MATERIALS

https://jkodirect.jten.mil/

All Government unique information related to this requirement, which is necessary for

Contractor performance, will be made available to the contractor. The COR will be the point of contact for identification of any required information to be supplied by the Government.

10.0. SECURITY

Overarching security requirements is unclassified. Personnel with access to unclassified information systems, including e-mail, shall have at a minimum a favorable Tier 3 background investigation. All Contractors must be citizens of the United States of America.

10.1. Controlled/Restricted Areas. The Contractor shall be compliant with local procedures for entry to DHRA controlled/restricted areas where Contractor personnel will work.

10.2. Physical Security. The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each work day, all Government facilities, equipment and materials shall be secured.

10.3. Pass and Identification Items. The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles.

10.3.1. Comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC). Be responsible for obtaining CAC or

PIV ready status prior to contract start. At a minimum, all Contractor personnel must obtain/maintain a favorable FBI National Criminal History Check (fingerprint Check), two forms of identity proofed identification (I-9 document), and submit a Tier 3 vetting package for processing.

10.3.2. The Contractor shall maintain a current listing of employees. Within 10 calendar days of contract award, the Contractor shall securely provide the COR a list with the names, social security numbers, and date of birth of all employees performing on the contract. An updated listing shall be provided when an employee's status or information changes.

10.4. Retrieving Identification Media. The Contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc.

10.5. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on all DHRA installations.

10.6. HANDLING: Access to CUI material shall be limited to those employees needing the material to perform their duties. The CUI marking is assigned to documents and material created by a DoD User Agency. CUI is not a classification, but requires extra precautions to ensure it properly safeguarded and disseminated and is not released to the public without government authorization.

10.6.1. MARKING: Mark unclassified documents containing CUI: “CUI" at the top and bottom of each page, include the CUI warning box, and the CUI Designation Indicator Block as required in DoDI 5200.48. In a classified document:

10.6.1.1. Mark individual paragraph containing only CUI, but not classified material by placing “(CUI)" at the beginning of the portion.

10.6.1.2. If the document or material contains CUI under the category of Controlled

Technical Information (CTI), use of distribution statements is required. See DoDI 5200.48.

10.6.1.3. Mark other records such as computer print outs, photographs, films, tapes, or slides in accordance with DoDI 5200.48 so the receiver or viewer knows the it contains CUI material.

10.6.1.4. Mark a message containing material in accordance with DoDI 5200.48.

Unclassified messages containing CUI material must show the abbreviation (CUI) before the text begins.

10.6.1.5. Ensure documents transmitting CUI material call attention to any attachments containing CUI.

10.6.1.6. CUI material released to a contractor by a DoD user agency must have the following statement on the front page or cover:

THIS DOCUMENT CONTAINS CUI MATERIAL AND MUST BE REVIEWED BY A

GOVERNMENT REPRESENTATIVE UNDER THE REQUIREMENTS OF DODI 5200.48,

DODI 5230.09, and DODI 5230.29.

10.6.2. STORAGE: During normal duty hours, place CUI material in an out-of-sight location if your work area is accessible to persons who do not have an authorized government purpose for access to the material. After normal duty hours, store CUI material to prevent unauthorized access. File with other unclassified records in unlocked files or desks when internal building security is provided and the file is marked as CUI. When there is no internal security, locked buildings or rooms usually provide adequate after hours protection. For additional protection, store CUI material in locked containers such as file cabinets, desks, or bookcases.

Expenditure of funds for security containers or closed areas solely for the protection of CUI material is prohibited.

10.6.3. TRANSMISSION: CUI documents and materials may be transmitted via first class mail, parcel post or for bulky shipments-fourth class mail. Within the CONUS discussion of CUI material on the telephone is authorized if necessary for the performance of the contract and no alternative is available. Electronic transmission of CUI (voice, data, or facsimile) should be by approved secure communications systems whenever practical. If there is a fax transmission, the sender must ensure the intended receiver is available to receive it or a cover sheet will be used to allow carrying it to the final recipient to avoid unauthorized disclosure of the CUI.

10.6.4. RELEASE: CUI material shall not be released outside of the contractor’s facility except to the representative of DoD or DHRA.

10.6.5. DESTRUCTION: When the CUI material no longer meets the threshold for safeguarding and dissemination, it shall be immediately decontrolled, be processed through the records management process, and destroyed by the approved methods identified in DoDI

5200.48 precluding its disclosure to unauthorized individuals by rendering it unreadable, indecipherable, and irrecoverable.

10.7. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, Contractor personnel, resources, and classified or unclassified defense information.

10.8. Key Control/Access Badge Control. The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

10.9. Prohibited Use. The Contractor shall prohibit the use of keys, issued by the

Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

10.10 Government Furnished Equipment (GFE). The Contractor shall establish and implement procedures to ensure all GFE to include laptops and other data processing devices, issued to the Contractor by the Government are not lost or misplaced, are not used by unauthorized persons or are not subject to unauthorized external devices. The Contractor shall immediately report to the COR any occurrences of lost GFE within two (2) hours of discovery of occurrence. In the event that GFE is lost, the Contractor may be required, upon written direction of the CO, to replace the equipment at no additional cost to the Government. The Government may replace the equipment and deduct the cost of such from the monthly payment due the

Contractor.

10.11. Conduct while on Government Installation. The CO may direct the contractor to remove an employee(s) from an assignment under this contract for reasons of security or misconduct.

10.12 Information System Security. The Contractor shall implement Information System

(IS) security protections and ensure the protections are appropriate to the confidentiality, integrity, and availability needs of the Government. Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data.

10.13. Compliance with Cybersecurity and Privacy DoD Instructions and Directives. The

Contractor and all Contractor personnel with access to or responsibility for nonpublic

Government data under this contract shall be in compliance with the latest versions of:

DoD Instruction (DoDI) 8500.01, Cybersecurity

DoD Instruction (DoDI) 8510.01, DoD Risk Management Framework (RMF) for DoD

Information Technology (IT)

The Privacy Act (5 U.S.C. 552a)

DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program

DoD 6025.18-R DoD Health Information Privacy Regulation

DoD 5200.2-R, Personnel Security Program

HSPD-12, Homeland Security Presidential Directive

NIST SP 800-171, Protecting Controlled Unclassified Information in Nonfederal

Information Systems and Organizations

NIST SP 800-137, Information Security Continuous Monitoring

11.0. DOCUMENTATION

Documents, data files, reports, correspondence, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical documents related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this PWS and contract, are property of the

Government and shall be delivered to the COR promptly, upon request.

The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each Contractor or employee of the

Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for purposes and to the extent authorized herein. The Contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the government has conducted the appropriate security review and granted written approval (e.g. posting information to a public website).

12.0. TRANSITION

The Contractor shall provide a transition plan no later than sixty (60) days prior to expiration of this contract. The Contractor shall maintain complete documentation that is totally assessable to the designated Government representatives via a web portal or Government designated media such as Computer disk, shared drive, or email. The Contractor shall overlap with incoming Contractor or the Government for a period of approximately 30 days prior to contract expiration and shall transfer knowledge, information and documentation for all projects and tasks related to this contract.

Note: All automated data files in the possession of the contractor are the property of the

Government and shall be turned over to the CO or the COR at the completion or termination of the contract. Additionally, all records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the

Government.

13.0. PERFORMANCE REQUIREMENTS SUMMARY

13.1 Purpose. The PRS lists performance objectives for the required services the Government will surveil. The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services “or “ Inspection ”or “ Default in the contract.

13.2 Components. The PRS states the performance objective (required service), and threshold

(performance standard, accept and reject points (if applicable)) in either a qualitative or quantitative fashion for each critical success factor.

Performance Objective

PWS paragraph

Performance Standard/Acceptable Quality Level

Monthly Status Report is submitted on time

2.6 Performance is acceptable when no more than one

monthly report per year is submitted late.

Provide clear, concise, error free, factual reports

2.1,. 2.2, 2.3, 2.4, 2.6

Performance is acceptable when there are no political conclusions or judgements and all facts are correct and there are no more than three typographical errors in a document.

All contractor personnel possess the skills needed to perform the required tasks as specified in the

PWS

1.2 All contractor personnel possess the needed skills

within 2 weeks of processing to DMOC. The contractor’s personnel are qualified and adept at presenting clear, concise, factual reports free from political conclusions or any judgment of individual journalist(s). Editorial and typographical errors should be few.

The contractor ensures that sufficient staff is available to support DMOC at all time during core business hours to support assigned requirements.

The contractor shall ensure its personnel accomplish the assigned tasks within agreed upon schedules, and at an acceptable level of quality.

1.2, 2.1, 2.2, 2.3, 2.4, 2.5 2.6 The Contractor ensures that sufficient staff is available during core business hours to proactively interact with clients and complete the requirements specified in the PWS. Contractor also ensures the

COR is informed of developments with assigned actions.