RFP Attachment 6 - Sample Task Order B PWS.pdf

SAMPLE TASK ORDER B PWS - RFP 47QFPA21R0010 Attachment 6

General Services Administration (GSA) Federal Acquisition Service (FAS)

Assisted Acquisition Services (AAS) Region 9

MPTA Sample Task Order B

PERFORMANCE WORK STATEMENT

1.0 TITLE

ASVAB Career Exploration Program Modernization (Sample)

2.0 BACKGROUND

The Office of People Analytics (OPA) is responsible for the on-going development, maintenance, and research associated with the Armed Services Vocational Aptitude Battery (ASVAB) Career Exploration Program (CEP). Within the DOD the ASVAB CEP is also referred to as the ASVAB Student Testing Program (STP). The U.S. Military Entrance Processing Command (USMEPCOM) is responsible for the operation of the STP.

The ASVAB CEP is a legislatively mandated program. It is a comprehensive career exploration and planning program. The ASVAB CEP is administered nationwide to 10th – 12th grade high school students and to postsecondary freshman and sophomores.

Postsecondary and high school students in the 11th and 12th grades can use their ASVAB scores to enlist into military service. Approximately 13,000 high schools administer the ASVAB CEP annually. Annually, approximately 14% of the military applicants apply to enlist based on their ASVEB CEP scores. In addition to providing recruiter leads, the Program exposes participating students to careers in the military Services.

3.0 SCOPE

The contractor shall provide all personnel, management, equipment and materials necessary to perform the technical and analytical services detailed in the Performance Work Statement (PWS). The objective of this effort is to modernize the ASVAB Career Exploration Program’s testing efforts and supporting databases. The work will include a.)

an assessment of controlled test items security and levels of compromise. b.) a follow-on to recommendations from the needs assessment pertaining to automating processes in regard to disseminating program information, managing school information, and updating communications in the field. c.) update and modernize the Military and Training Occupational Database that feeds information to the ASVAB CEP websites. Such work covers maintaining and updating materials, including websites, portals, forms, web

Assisted Acquisition Services (AAS) Region 9 services, training materials and associated databases to include necessary work to create automated processes.

4.0 REQUIREMENTS - The contractor shall:

4.1 Use findings from needs assessment to build/purchase software to assist with communications to the field and stakeholders. Purchase/build software relevant to automating processes within MEPS as outlined in Needs Assessment results, and identified by USMEPCOM or Accession Policy.

4.1.1 Host a kickoff meeting with USMEPCOM and OPA to review final findings from a Needs Assessment. Conclude the specific business processes that need to be automated.

4.1.2 Conduct a gap analysis of the existing business practices and technology associated with the ASVAB CEP, to include testing inventory software (Wintip), business administration software (Schools 2001), session number assignment, Ubis, and other applications or programs associated with the administration, customer relationships, marketing, and communication or operational practices. The gap analysis should also provide input into what is currently working well in the field, user Interface preferences, inconsistency of data, etc.

4.1.3 Provide a report on current software and recommended software (Off-the-shelf, in-house modified, applications, etc) that would allow USMEPCOM, AP, and OPA to replace legacy systems, and automate processes associated with the Student testing program. This report should outline each functionality that could be updated or modernized, and for all options, outline: capabilities, costs, maintenance costs, processes automated, ability to integrate with MIRS or other existing databases, servers or ancillary hardware/software requirements, timelines to implement, user friendliness of software, ease of administration, and reporting abilities. These findings shall be presented to AP, USMEPCOM, and OPA at an IPR.

FUTURE TASKS (Will require additional funds)

Assisted Acquisition Services (AAS) Region 9

4.1.4 Depending on the recommendations from the IPR, purchase, set up and/or implement the necessary applications, servers, hardware, etc. for each of the business processes to update.

4.2 Assess the Impact of ASVAB CEP controlled test items security and levels of compromise.

4.2.1 Work with USMEPCOM in order to understand the amount and frequency of ASVAB CEP Test Compromise. Collect information about ringers and other compromises as USMEPCOM sees relevant, to include policy decisions or outcomes. This information should be looked at in terms of trends.

4.2.2 Work with DPAC to run web algorithms in order to identify if ASVAB CEP paper and pencil test forms or ASVAB CEP items are compromised and to what extent.

4.2.3 Report findings, trends, and any recommended actions OPA, USMEPCOM, or Accession Policy can take to remediate any findings and/or ensure test security of the ASVAB CEP Test Forms.

4.2.4 If findings reveal a website has information that compromises a test, contractor shall work with website to take content down.

4.2.5 Contractor shall examine content that must be purchased, youtube videos, messaging boards, social media, etc. and report findings on a monthly basis.

4.3 Update and modernize the Military and Training Occupational Database that feeds information to the ASVAB CEP websites

4.3.1 Host and Maintain an OPA owned web portal used for collection of career information from Military Services. This may include a developmental, test, and production environment.

4.3.2 Maintain development and production server environments for the portal and make recommendations for needed changes / upgrades including changes in development software.

Assisted Acquisition Services (AAS) Region 9

4.3.3 Finalize business rules for the form submission process and login credentialing for stakeholder feedback (Ex. Credentialing, adding/deleting personnel, etc). Provide information for DODI revisions as needed.

4.4 Refine Form Submission Process and User Interface

4.4.1 Automate training materials for Service personnel on options for data entry, API set ups, etc. Pilot training materials and make necessary changes.

4.4.2 Pilot form submission with representatives from each Service. Collect feedback on user acceptance, and make necessary changes to application based on stakeholder recommendation.

4.4.3 Identify gaps in information needed, streamline data input/collection expanding information contained within Service specific files (i.e.

currently training, active/reserve, requirements for entry, needs and manpower numbers are not contained).

4.4.4 Design a user’s guide and technical manual.

4.5 Troubleshooting and Content Review

4.5.1 Provide troubleshooting support for Service Representatives using

UNIform as needed.

4.5.2 Conduct manual content review, provide information on frequency of errors and types of errors. Provide recommendations and fixes for form submissions to address these errors.

4.5.3 Provide data to interested parties for review. Establish sharing processes with recipients.

4.6 Data Distribution and API

4.6.1 Build Web service to provide real-time updates

4.6.2 Create portal for access to downloadable tables

4.6.3 Establish email subscription to alert stakeholders of updates

4.7 UNIform presentations, studies, and working groups

4.7.1 Contractors shall schedule meeting with DHRA components and AP in order to demo the UNIForm application and make recommendations on implementation. This presentation will need to include costs associated with maintenance and upkeep of the program, training materials, etc. as well as outline benefits of using UNIform vs. current methods.

4.7.2 Plan logistics for cross walk working group to include: facilities, taking notes during meetings, and communication efforts with all stakeholders.

4.7.3 Prepare technical report on application and processes used for the cross walk.

4.7.4 Prepare a cumulative report (meta-analysis) on results from stakeholder crosswalk studies to crosswalks used for ASVAB CEP, report on overlaps, differences in methodology, differences in results, reasons why crosswalk research is being completed, etc. This report should be briefed a the ASVAB CEP meeting referred to in 4.7.1

4.8 States and ASVAB CEP Engagement

4.8.1 Continue to collect information on State legislation and use of ASVAB CEP to report out for program enhancements and marketing purposes.

Provide updates on a monthly basis.

4.8.2 Contact States, accountability offices, institutional research offices, etc.

who are conducting studies with ASVAB CEP and assemble all research reports, technical reports, etc for use in reviewing ASVAB validity arguments. If during this investigation there is old or false information about the ASVAB CEP, engage with entities to correct (books, articles, etc)

4.8.3 Recommend next steps for engaging with States using the ASVAB CEP, and provide recommendations for program improvements.

4.9 ASVAB CEP Information Architecture, OCCU-Find, Content Management, Market Research and Supporting Documentation

4.9.1 Continue update of OCCU-Find Taxonomy

4.9.2 Identify links to external resources, and how data can be included in website (i.e. OOH, career clusters, military careers, job postings on USAjobs, Monster, career one stop etc.); present additional ways this information can be displayed, and create additional activities to encourage users of the program to stay engaged.

4.9.3 Perform analysis of newly added OCCU-Find occupations to determine occupational skill importance ratings. Document process of assigning skill importance ratings and a comprehensive list of all occupations included in the OCCU-Find tool. In coordination with government, present research findings at national conferences. At least 2 conferences should have presentations submitted.

4.9.4 With Government input and oversight, address inconsistencies between

ASVAB program.com and CITM occupation listings and service offerings.

Evaluate the changes to O*NET, determine their impact on the CEP and adjust accordingly. Conduct additional analyses as needed.

4.9.5 Provide a technical report that includes the source of included data points and how these data points are to be programmed on the website (i.e. which are manipulated manually from JAMRS data, automatically from O*NET, and/or other sources). Include steps in analyses and decision points associated with the categorization of occupations.

4.9.6 Conduct an analysis of the field and provide information about other career exploration programs. Program components, percentage of market saturates, costs, etc. Provide recommendations for ASVAB CEP enhancement.

4.9.7 Conduct usability studies around design elements for next generation

ASVAB CEP websites. Summarize findings for briefing of stakeholders.

4.10 CEP Program, Communications, and Marketing Materials.

4.10.1 Evaluate current publications and develop new publications, as needed.

The contractor shall work with Government representatives to establish a schedule for revising all existing program materials. It is expected that

Assisted Acquisition Services (AAS) Region 9 new documents will be required for 25 percent of materials. These materials include tutorials and website materials from asvabprogram.com and CITM.

4.10.2 At the beginning of the task order, the contractor shall work with

Government representatives to establish a schedule for revising current program marketing materials (e.g., FACT sheets, PowerPoint presentations, letters) to reflect the evolving program and changing program-related statistics. The Government will provide input and direction on the changes to be made. After the website redesign template has been established, the following materials may need to be updated: all branded collateral including: 2 brochures, 3 posters, Overview PowerPoint, Counselor Guide, Student Guide, Recruiter Guide, Overview Guide; all PDFS (Technical Summary, all Word Templates, Signup Cards and Checklists, Factsheets, Newsletter, and power point

Templates) to reflect new look and functionality of the program.

4.10.3 Develop Counselor, Student, and parent, electronic communications to be hosted on the new CEP website. Develop layouts with content for students, counselors, and parents; content / topics and distribution would coincide with school year events; create customizable content area for the electronic version. Create new classroom activities and modules for websites.

4.10.4 Contractor will assist with at least six (no more than 10) marketing activities associated with Professional Conferences and other meetings as specified by the Government. These marketing events include in-person and virtual information booths, exhibitor product presentations, social media collection (videos/testimonials), product feedback from stakeholders, and military sponsored educator tours.

4.10.5 Contractor will use materials from conferences for at least 20 social media postings, including testimonials for an end of the year promotional and motivational video for the ESS Community, presentations, training videos.

4.10.6 Contractor shall update training repository and use results from the expert panel to refine and create training materials, evaluation metrics, and team building activities for recruiters, ESS, etc.; and conduct virtual or in-person trainings as needed. The contractor, along with government will develop training materials, and evaluation metrics. The contractor will prepare communication materials announcing the training, make arrangements for the logistics of each training session. The contractors will provide facilitators, evaluators and prepare and procure materials needed for the meetings. Communications and Social media specialist will travel for necessary trainings in order to collect social media from participants, and conduct a social media primer. The contractor will collect evaluation data from trainings (virtual and in-person) and conduct out briefs on effectiveness of trainings and next steps.

4.10.7 Media Relations (Public Relations). Article development and media placement for national publications.

4.10.8 Expand ASVAB CEP Social Media. Establish and manage Facebook channel for 65 MEPS. Establish and manage national Snapchat, Linked In, and

Instagram. Manage paid content ads for local MEPS social media channels.

4.10.9 Social Media/ SEO Advertising, including Google AdWords and boosting social media post on National channels

4.10.10 Monitor website analytics and report on new cross-linking opportunities with States, Services, etc. Engage with website owners to execute cross linking.

4.10.11 Contractors will travel to USMEPCOM (up to 2 times) to train identified personnel (HQ, Sector, etc.) in marketing and communication techniques.

4.11 Contractor Manpower Reporting. If required for this task order after resolution of DFARS case 2018-D063, the contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract and associated data via a secure collection method, through www.sam.gov. Reporting inputs will be for the labor executed during

Assisted Acquisition Services (AAS) Region 9 the POP during each Government fiscal year (FY), which runs October 1 through September 30.

5.0 DELIVERABLES AND REPORTS

The contractor shall provide the following deliverables and reports:

Deliverable PWS Task#

Frequency Format

Schedule IPR with AP, USMEPCOM, and OPA 4.1 Within (2) months of contract award Various formats

Information for Presentations, training, DODI revisions

4.1 As needed MS Word

Presentations, Reports 4.1 As specified in PWS Various Platforms

Test Compromise Impact Paper and Report of Remediations/Findings

4.1.1 Within first (6) months of contract year MS Word

Schedule IPR with AP, USMEPCOM, and OPA 4.1, 4.2, Within first (6) months of contract year Various formats

Monthly Reports 4.1.3 Monthly

Web portal Hosting & Sustainment 4.3 As needed MS Word

Programming / Source Code 4.3 Twice or after substantial software changes are made.

Disk

Information for Presentations, training, DODI revisions

4.3 As needed MS Word

Database evaluation and Needs Assessment Report 4.4 Within first two (2) months of contract year

MS Word

Automated training modules for UNIform 4.4 Within first (10) months of contract year MS Word

Data error report 4.5 Within first (8) months of contract year MS Word

Data for review 4.5 As needed Various Platforms

Data Distribution 4.6 As needed Various Platforms

Presentations, Reports, Videos, etc 4.7-4.11 As specified in PWS, as needed Various Platforms

6.0 PLACE OF PERFORMANCE.

The place of performance will be at the contractor’s facilities or at OPA, Monterey, facilities, as required.

7.0 PERIOD OF PERFORMANCE.

The period of performance shall be twelve (12) months from award

8.0 USE OF GOVERNMENT INFORMATION

Contractor shall return all government furnished materials at the conclusion of the contract.

9.0 SECURITY CLEARANCE.

No classified work will be done under this delivery order; however, all items and materials generated under this effort and related to ASVAB test content shall be treated as “Controlled Items-Test Material” and will be safeguarded and controlled under the Standard Operating Procedures of the Defense Manpower Data Center (DMDC), Personnel Testing Division.

10.0 TRAVEL

Local or long-distance travel may be required to various locations, as directed by the Government, in order to perform the tasks delineated in this PWS. All non-local travel must be pre-approved by the government. Contractors shall not start any travel without prior approval by the government. All cost reimbursable travel shall be in accordance with FAR 31.205-46 and applicable travel regulations (Joint, Federal or Standardized).

Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses. The contractor shall notify the COR and obtain

Assisted Acquisition Services (AAS) Region 9 written authorization (by the Contracting Officer) prior to travel. Anticipated travel is as follows:

10.1 Meetings, (2 meetings, locations TBD at kickoff), marketing events (6), various locations across the country, possible international travel required

10.2 Four (4) trips by one (1) Task Leader/Senior Contributor for a period of four (4) days to OPA Seaside, CA or various field sites are estimated.

11.0 OTHER DIRECT COSTS (ODCs)

If applicable, the Contractor shall include Other Direct Charges in their proposal to cover any costs associated with ODCs. After award, all ODCs shall receive government COR approval prior to funds being expended. The COR must approve all requests for final ODCs prior to the contractor incurring costs. The actual pricing of the required ODCs provided by the Contractor will be validated by the COR. The Contractor shall attach back up documentation/receipts to the invoice. Invoices for materials will not be paid until proper verification of backup documentation including purchase approval, competition documentation, and receipts.

11.1 It is anticipated that the contractor will have to procure printing, presentation materials, and sample software.