HT001119R0029 Amendment 0001.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Purpose: Amend Solicitation To 1) Incorporate Q&A Document; 2) Extend Due Date; 3) Amend Pricing Sheet; and 4) Incorporate Other Edits.

There are changes throughout the solicitation. To submit a proposal that is in compliance w ith the Solicitation it is the offerors' responsibility to review the w hole Amendment and attachments as w ell the conformed copy of the Solicitation.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 64

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 05-Mar-2020

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HT001119R0029

X 9B. DATED (SEE ITEM 11)

07-Feb-2020

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

05-Mar-2020

CODE

DHA CONTRACTING OFFICE-(PS-CD) HT0011

7700 ARLINGTON BLVD

FALLS CHURCH VA 22042

HT0011 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HT001119R0029

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 11-Mar-2020 01:00 PM to 23-Mar-2020 01:00 PM.

TABLE OF CONTENTS

The Table of Contents has changed from:

Exhibit/Attachment Table of Contents

DOCUMENT TYPE DESCRIPTION PAGES DATE

Attachment 1 Attachmnt 3 -

MTF_Market_Laydown

6 16-JUL-2019

Attachment 10 Tech Exh 3 - Past Performance Questionnaire

Attachment 11 Tech Exh 4 - Wage Determinations

23-DEC-2019

Attachment 12 Tech Exh 5_ OCI Contract List

Attachment 13 Tech Exh 6 - Pricing Sheet

Attachment 2 Attachmnt 4 - DHA Contractor NDA

2 22-MAR-2019

Attachment 3 Attachmnt 5a -

DHA_CAC

15 02-JAN-2018

Attachment 4 Attachmnt 5b -

DHA_CAC

1 02-JAN-2018

Attachment 5 Attachmnt 6_IT Privileged User Access

Attachment 6 Attachmnt 7_QASP 5 Attachment 7 Attachmnt 8_SOFA

Instructions

Attachment 8 Tech Exh 1 - CDRL A001 Quality Plan

3 28-FEB-2017

Attachment 9 Tech Exh 2 - PHI, PII, and Federal Information Req

8 23-MAY-2017

to:

Exhibit/Attachment Table of Contents

DOCUMENT TYPE DESCRIPTION PAGES DATE

Attachment 01 Attachmnt 3 -

MTF_Market_Laydown

6 16-JUL-2019

Attachment 02 Attachmnt 4 - DHA Contractor NDA

2 22-MAR-2019

Attachment 03 Attachmnt 5a -

DHA_CAC

15 02-JAN-2018

Attachment 04 Attachmnt 5b -

DHA_CAC

1 02-JAN-2018

Attachment 05 Attachmnt 6_IT Privileged User Access

Attachment 06 Attachmnt 7_QASP 5 Attachment 07 Attachmnt 8_SOFA

Instructions

Attachment 08 Tech Exh 1 - CDRL A001 Quality Plan

3 28-FEB-2017

Attachment 09 Tech Exh 2 - PHI, PII, and Federal Information Req

8 23-MAY-2017

Attachment 10 Tech Exh 3 - Past Performance Questionnaire

Attachment 11 Tech Exh 4 - Wage Determinations

23-DEC-2019

Attachment 12 Tech Exh 5_ OCI Contract List

Attachment 13 Tech Exh 6 - Pricing Sheet

2 04-MAR-2020

Attachment 14 Questions & Answers 19 04-MAR-2020

The following have been modified:

PERFORMANCE WORK STATEMENT

Department of Defense Defense Health Agency –

Performance Work Statement – Military Health System (MHS) Strategic

Communications Office Operational Support II

Military Health System (MHS) Strategic Communications Office Defense Health Agency (DHA) Falls Church, Virginia 22042

Solicitation Number: HT0011-19-R-0029 Version: 7.15

Date: March 4, 2020

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide the Military Health System (MHS) Strategic Communications Office strategic, operational and tactical communications support in order to accomplish the strategic communications mission of the enterprise. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1.1 This is a Single Award Competitively Sourced Firmed Fixed Price Indefinite Delivery Indefinite Quantity (FFP-IDIQ) contract subject to task order assignments. Only the Department of Defense (DoD), Defense Health Agency (DHA) is authorized to issue task orders and only FFP task orders may be issued against this contract vehicle. Services will be defined and priced through individual task orders.

1.2 Description of services/introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform MHS Strategic Communications Office Operational Support as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract. Note: Contractors supporting this contract will not be assigned in part or whole to other similar communications requirements that may exist within the Defense Health Agency (DHA).

1.3 Background: The Communications Division of the MHS is the single source of all strategic communications activities within the entire MHS enterprise. In December 2017, the President of the United States signed the National Defense Authorization Act placing all Military Treatment Facilities (MTF’s) under the administration and management of the DHA. In that light, the Communications Division will be responsible for all communications support worldwide.

1.4 Objectives: The MHS Strategic Communications Office requires innovative, creative, strategic and professional Contractor support to successfully perform its mission as the focal point for all MHS internal and external enterprise level communications. The MHS Strategic Communications Office supports the central coordination of strategic communications for the various offices of senior MHS leadership to ensure that there is "one message with many voices." This leadership consists of the Assistant Secretary of Defense for Health Affairs, the Director of the DHA, the three military medical service Surgeons General and the Joint Staff Surgeon and their senior leadership teams. It also supports the leadership of the MHS enterprise to provide integrated strategic, operational and tactical communications research, planning, defined analysis and analytics, execution and evaluation across the MHS. The MHS Partnership for Health requires service members and their families, military leaders of all types, and medical providers and planners to all focus on patient-centered health care. The role of the MHS Strategic Communications Office is instrumental in accomplishing this responsibility and to inform senior leaders, the public, the media, various internal and external stakeholders, numerous audiences and the Congress about these programs. The Contractor shall facilitate accomplishment of this mission by providing personnel who are skilled and capable communicators to strategically plan and prepare content; support digital communications; support planning and performing outreach events, including conferences; support strategic communications planning; facilitate communications coordination across multiple organizations; and measure the impact of communications activities.

Considerable latitude in this task statement is needed in order to be responsive to new initiatives and new requirements for communications products and activities to respond to new demands. The contract team must be multi-talented and must possess multiple level, multi-tier communications and public affairs skills. Contractors will be expected to perform a wide variety of communications missions and have the flexibility and adaptability to transition to areas that need targeted expertise. The contractor must be able to manage the flow of communications missions and adapt to frequent changing scenarios to meet these mission accomplishments.

1.5 Scope: The award provides for strategic, operational and tactical communications support to the MHS Strategic Communications Office, Defense Health Agency, the Office of the Assistant Secretary of Defense for Health Affairs (HA), and their leadership teams. Services include strategic, operational and tactical communications support to meet the challenging communications mission of this dynamic enterprise. The MHS (is committed to providing outstanding quality health services for military personnel, retirees and families to conduct proficiency and excellence in medical research and in providing world class medical education and training. The goals of the MHS are to increase military medical readiness, improve population health, enhance the individual's health care experience and manage the cost of care. The goals of MHS Strategic Communications are to educate and inform the various audiences, and to personalize the MHS for its users. Excellence in communications is key to enabling central strategic coordination and congruence of tactical execution across the MHS.

1.6 Period of Performance (PoP): The period of performance shall be for sixty (60) months as follows:

Base Period Effective Date plus 12 Months Option Period One End of Base Period plus 12 Months Option Period Two End of Option Period One plus 12 Months Option Period Three End of Option Period Two plus 12 Months Option Period Four End of Option Period Three plus 12 Months

1.6.1 Transition: Transition: Transition-in/transition-out period. Transition-in: 30 Business days. Transition out 30 Business days.

1.6.1.1 Transition-in period. The Government has scheduled a 30-day transition-in period. This 30-day period is concurrent to full performance of all PWS tasks and run with the initial days of the Period of Performance. However, to minimize any decrease in productivity and prevent any negative impacts, the contractor shall have all identified key personnel in accordance with PWS 1.12, as well as all non-key personnel, onboard day 1 of the period of performance start date.

1.6.1.2 Transition-out period. The Government has scheduled a 30-day Transition-out period. This 30-day period is concurrent to full performance of all PWS tasks. The outgoing contractor will provide the government with a plan to transition out six months prior to the end of the contract (Deliverable 2). In accordance with the solicitation, the Contractor shall provide a plan for 30 business days outgoing transition for transitioning work from an active task order to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor, or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall provide support to the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It also shall include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics. This transition-out plan shall include, but is not limited to:

• Review, evaluation and transition of current support services,

• Transition of historic data to new Contractor system,

• Government-approved training and certification process,

• Transfer of hardware warranties and software licenses (if applicable),

• Transfer of all necessary business and technical documentation,

• Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches (if applicable),

• Orientation phase and program to introduce Government personnel, programs, and users to the

Contractor's team, tools, methodologies, and business processes,

• Disposition of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

• Transfer of Government Furnished Information (GFI). In addition, all Government owned equipment must be fully operational upon return.

• Applicable DHA debriefing and personnel out-processing procedures.

• Turn-in of all Government keys, ID/access cards, and security codes.

• Transition of all graphic files, photography, video (including B Roll), working documents and files in a format that is editable and actionable by Government personnel or incoming contract team.

• In addition, all contractor personnel performing work under this contract shall have a full continuity file to be transferred clearly outlying the job description, the products completed and every detail of the position for ease of both clarification and transfer of duties and responsibilities.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed primarily at Defense Health Headquarters (DHHQ), 7700 Arlington Blvd., Falls Church, VA, 20042. In addition, based on availability of space, an alternative space at the contractor’s office facility shall be authorized to perform some of the tasks in coordination with the Government’s COR approval. Telework may be an option at the convenience of the Government such as during inclement weather or to support possible evening or weekend work requirements. All other telework must be expressly approved by the Contracting Officer’s Representative (COR). When the Government facility is closed, Contractor staff shall follow the company’s policies and procedures regarding telework and administrative closings.

1.7.2 Recognized Federal holidays: The Contractor is not required to perform services for the Government on the following recognized holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day George Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.7.3 Hours of operation: The Contractor is responsible for conducting business between the core hours of 7:30 a.m. to 5:00 p.m. Eastern Monday thru Friday. However, due to the nature of the requirement, actual hours of operation may require conducting business as early as 6:00 a.m. and as late 6:00 p.m. with an occasional requirement for weekend and night, limited Contractor support. The exception to the core hours are for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Any Contractor required meetings not initiated by the Government will occur outside of the core hours or when the Government is closed. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Full operational services must be maintained until the contract expires (including the transition out period, see 1.6.1.2).

1.7.4 Emergency Services: On occasion, services may be required to support an activation or exercise of contingency plans outside other normal duty hours.

1.7.5 Conduct: Contractor personnel shall adhere to standards of conduct as established by the Director.

1.8 Contractor travel: Contractor will be required to travel within and outside of the Continental United States (CONUS) and within the National Capital Region (NCR) to attend meetings, conferences, and training. The contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of the PWS. Local travel will not be reimbursed. Local travel is defined as travel within the NCR plus a radius of 50 miles. Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. All travel and transportation shall utilize commercial sources and carriers. The Government shall not pay for business class or first-class travel. Contractors shall utilize FAR 31.205-46 Travel Costs for adherence to allowable and allocable travel costs. The Government will not allow any burden rates applied to travel costs. No burdens, indirect rates, or G&A may be charged to travel. Only direct travel costs that the COR has preapproved and that the COR finds allowable and allocable may be charged to the contract. All travel (other than local travel) requires Government preapproval/authorization and notification to the Contracting Officer Representative (COR). The Government is providing a fixed price not-to-exceed travel line item. However, actual travel must have been preapproved by the COR and contractor travel must have occurred in order to be billed. All excess funding not used will be deobligated from the travel line item. It is the responsibility of the contractor to manage the travel line item not-to-exceed amount through the duration of the contract, as no additional funding will be provided.

1.8.1 Foreign Travel. This contract includes activity that may require Contractor travel to destinations outside of the United States. The Contractor shall ensure that assigned participants allow sufficient lead-time to obtain valid passports, country clearances, and immunizations to support project activities. The contractor must complete the required training for overseas travel and provide certification of completed training to the COR or government task manager prior to beginning the travel. The contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the contractor shall use the tourist class/economy class. First class/business class tickets are not authorized. All foreign travel required under this contract shall be laid out in the travel matrix below. In addition, the Status of Force Agreements (SOFAs) for the identified foreign countries listed in the travel matrix below are enclosed as Part 7, Attachment 7.

1.8.2 Travel Reporting (Deliverable 18). All Contractor travel (foreign and domestic) shall be reported to the Government, to include destination(s), name and position of traveler, length of trip, a brief explanation of the reason(s) for the trip.

1.9 Other Direct Costs (ODC): No ODCs will be reimbursed on this contract.

1.10 Quality

1.10.1 Quality Control (QC): The Contractor shall prepare and adhere to a Quality Control Plan (QCP) (Deliverable 3, CDRL A001). The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify and prevent recurrence of defective services. The contractor’s quality control program is the means by which the work complies with stated requirements. A preliminary draft QCP is due at time of offer submission.

The final QCP shall be submitted 10 days after contract award. The QCP shall document how the Contractor shall meet and comply with the quality standards established in this Performance Work Statement. The QCP must include a self-inspection plan and an outline of the procedures that the Contractor shall use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation. In addition, the Contractor shall document those findings in a Monthly Progress Report (MPR) (Deliverable 4). The Government will review Monthly Progress Reports and Staffing Plan (Deliverable 17) and will attend regular task performance review meetings with the Contractor to survey quality of products and services each month. The Monthly Progress Reports will be discussed at the contract kick off and are intended to reflect impact and accomplishment of goals as well a discussion of problems encountered and how these were or will be resolved. Specifically, the monthly report will not be just a series of products completed. In addition, as additional Task Orders are awarded for PWS Tasks 5.12 and 5.13, information on status of these should be summarized in the Monthly Progress Report. The Program Manager will need to tie the products and the work to the strategic goals and objectives of the organization, document the impact with support from analytics and tie the information to the contract tasks and deliverables. After acceptance of the Quality Control Plan (QCP) the Contractor shall receive the contracting officer’s (CO) acceptance in writing of any proposed change to its QC system.

1.10.2 Quality assurance: The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). See Part 7, Attachment 6. This plan provides a systematic method for the Government to evaluate performance and to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality levels.

1.11 Contractor personnel

1.11.1 Common Access Card (CAC) requirements: The Contractor shall complete or provide to the Government all information required per the DHA CAC request process, current version 2.1, January 2018, or more recent when updated. See process attached in Section Part 7, Attachment 4 of the PWS. A CAC is the standard identification for eligible DoD Contractor personnel.

1.11.2 Contractor training. The Contractor shall complete all requirements, training, and forms per the DHA’s Onboarding Checklist for Contractor Employees, current edition February 2018 or more recent when updated.

See the form at https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf.

1.11.3 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

No keys/key cards issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys/key cards by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP.

Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.11.4.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: Reserved.

1.12 Key personnel (Contractor): The Contractor shall provide key personnel as described below. Key personnel will be onsite at the Government facility, full time and ensure coverage during the core hours of operation, refer to 1.7.3.

There are four positions identified to be named as key personnel for this strategic communications contract. These positions are:

• Program Manager

• Senior Strategic Communications Advisor

• Senior Communications Plans and Operations Leader

• Senior Leadership Support Writer and Team Lead

1.12.1 Key Personnel Limitation. Key Personnel proposed pre-award, or replacement Key Personnel (authorized in writing by the CO), shall not be replaced for a period of twelve (12) months after award, except for: serious, prolonged illness (that onset after the Contractor's submission of that Key Person's resume to the https://info.health.mil/sites/DOP/OnboardingCtr/Contractor_OnBoarding_Checklist.pdf

Government); death; and in the case of a Key Person who was a Contractor employee when the Contractor submitted his or her resume to the Government, the Key Person leaves the Contractor's employer for reasons other than retirement, and does not commence work for a subcontractor working on this contract, or commence work for the Contractor after a hiatus.

1.12.2 The Contractor agrees that it has a contractual obligation to mitigate the consequences of the loss of Key Personnel and shall promptly secure any necessary replacements in accordance with this PWS section. Failure to replace a Key Person pursuant to this clause and without a break in performance of the labor category at issue shall be considered a condition endangering contract performance and may provide grounds for default termination.

1.12.3 Substitutions of Key Personnel proposed to the COR shall have qualifications equal to or superior than the Key Personnel being replaced. The Contractor shall submit those qualifications to the COR in writing (e.g., résumés, curriculum vitae) at least two (2) weeks (or as the COR otherwise agrees in writing) before Key Personnel may be replaced. The CO will approve based on recommendation from the COR.

1.12.4 No Key Personnel can be replaced without written approval from CO and COR review/recommendation.

Substitute Key Personnel must submit necessary clearance information before commencing performance and with sufficient lead-time to avoid a break in performance of the subject labor category.

1.13 Data rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government. This right does not abrogate any other Government rights.

The Government has unlimited rights to all documents/material produced under this contract IAW 252.227-7015 Technical Data-Commercial Items (Feb 2014).

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): (Deliverable 5) RESERVED

1.14.2 Non-Disclosure Agreement (NDA): (Deliverable 1, Attachment 4) All DHA Government Contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA Contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The Contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor. The Contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of Government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of this contract.

1.14.4 Post award conference/periodic progress meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.14.5 Program Management Plan: The Contractor shall develop a Program Management Plan (Deliverable 6) that shall require Government approval. This plan shall consist of control policies and procedures in accordance with standard industry practices for project administration, execution and tracking. The plan will initially be submitted 10 days after contract award. It will be used to manage, track and evaluate the Contractor’s performance.

The Program Management Plan shall include the following:

• Identification of milestones where Government information/activity is required and timeline dependencies for subsequent Contractor activities;

• An Integrated Master Management Plan (IMMP) describing the Contractor’s overall management approaches, policies and procedures including suggested project metrics;

• A graphical depiction of the contract organization chart;

• A listing of Holidays identified and work schedule for all Federal Holidays to include how the direction will provided to the personnel assigned on the contract;

• Policy for telecommuting and inclement weather schedule;

• Details description of how employee time is tracked; and

• A telephone and email list of Contractor points of Contact for: Program Manager, Project Manager, CPARs

Representative, Facility Security Manager, and WAWF (Billing) Processing Officer.

• Contingency Operations plan for continuous operations during unforeseen occurrences, such as natural distastes. This may include planned temporary work locations; list of primary and alternate Contractor points of contacts and information; procedure for protecting Government property, such as laptops, and safeguarding sensitive information (if any).

• Information on company procedures for requesting “duty time” for organizational meetings.

• A plan on how the contractor will mitigate business when team members are on leave or away from a normal duty day.

1.14.6 Dissemination of Information/Publishing: There shall be no dissemination or publication, except within and between the Contractor and any subcontractors or specified Integrated Product/Process Team (IPT) members who have a need to know, of information developed under this order or contained in the reports to be furnished pursuant to this order without prior written approval of the COR or the CO. DHA approval for publication will require provisions which protect the intellectual property and patent rights of both DHA and the Contractor.

1.14.7 Section 508 Requirement: The Contractor shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d). Specifically, the procurement, development, maintenance, or integration of electronic and information technology (EIT) under this contract must comply with the applicable accessibility standards issued by the Architectural and Transportation Barriers Compliance Board at 36 CFR part 1194. For more information see http://www.section508.gov.

1.14.8 Plain Language: The Contractor is required to comply with statutory requirements to produce content that is writing with Plain Language standards. A Government provided training is mandated for all personnel within the Communications Division. The class is provided by DHA staff that have expertise in Plain Language.

http://www.section508.gov/

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS

2.1 Definitions:

2.1.1 Category D: Information Technology and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Managements) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: A contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance. The Government may either prepare the quality assurance surveillance plan or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.1.7 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government.

The term used in this contract refers to the prime.

2.1.8 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.9 Deliverable: Anything that can be physically or electronically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.10 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.11 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.12 Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.13 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.14 Work Day: The number of hours per day the Contractor provides services in accordance with the contract.

This is typically eight (8) hours not including lunch break.

2.1.15 Work Week: Monday through Friday, unless specified otherwise.

2.2 Acronyms:

ATO Authority to Operate CDRL Contract Data Requirement List CFR Code of Federal Regulations CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CND SP Computer Network Defense Service Provider CNSS Committee on National Security Systems CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial Off-the-Shelf CS Contract Specialist CSP Cloud Service Provider CUI Controlled Unclassified Information DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DISA Defense Information Systems Agency DOD Department of Defense DoDI Department of Defense Instruction EULA End User License Agreements.

FAR Federal Acquisition Regulation FedRAMP Federal Risk Authorization and Management Program HCO Healthcare Operations HIPAA Health Insurance Portability and Accountability Act of 1996 HIT Health Information Technology iRAPT Invoicing, Receipt, Acceptance, and Property Transfer (formerly Wide Area Work Flow) IA Information Assurance IS Information System IAVM Information Assurance Vulnerability Management NDA Non-Disclosure Agreement NDAA National Defense Authorization Act NIST National Institute of Standards and Technology MSM Multi-Service Market OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs P-ATO Provisional Authorization to Operate PA Provisional Authorization PHI Protected Health Information PII Personally Identifiable Information PIPO Phase In/Phase Out PK Public Key PKI Public Key Infrastructure PMO Program Management Office POC Point of Contact PoP Period of Performance PPSM Ports, Protocols, and Services Management PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan

QC Quality Control QCP Quality Control Plan RMF Risk Management Framework SAR Security Assessment Report SP Special Publication SRG Security Requirements Guide(s) STIG Security Technical Implementation Guide(s) TE Technical Exhibit TOS Terms of Service

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Services: The Government will provide orientation to the Military Health Systems (MHS) Strategic Communications Office and its mission, orientation to the organizational chain within DHA, and personnel to assist with obtaining the training needed to obtain access to systems required to perform the tasks outlined in this PWS.

3.2 Facilities: The Government will provide the necessary workspace for the Contractor staff to provide the support outlined in the PWS to include desk space, telephone, computer, access to fax machine/scanner/printer and other items necessary to maintain an office environment for those personnel housed onsite at the Government facility.

3.3 Utilities: The Government will provide all utilities in the Government facility for the contractor’s use in performance of the tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices.

3.4 Equipment: Not Applicable.

3.5 Materials: The Government will provide, continuity documents outlining preceding contractor’s work. The Government will provide Laptop computers with DHA network access. Laptop computers will be provided to each Contractor staff member when and as needed from a common Agency IT equipment pool. Laptops will remain on the Government’s inventory for tracking purposes.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work listed under PART 5, Specific Tasks, of this PWS.

4.2 Secret Facility Clearance: Not Applicable

4.3 Materials, Equipment & Facilities: The Contractor shall furnish all materials, Equipment & Facilities required to perform work listed under PART 5, Specific Tasks, of this PWS.

PART 5

5.0 SPECIFIC TASKS

The Contractor shall provide the following services:

TASK ORDER NUMBER ONE (Recurring Tasks)

TASK 5.1. Strategic Communications Planning and Operations Management. (Deliverable 7) The Contractor shall effectively integrate the research, planning, execution and evaluation of all Military Health System (MHS) public affairs and communications programs across multiple communications channels and disciplines to a wide variety of key audiences. This includes all communications planning and operational support to the Military Treatment Facilities (MTFs), the transitional management office and the market communications offices under the structure of the DHA, to include support to the National Capital Region (NCR). The communications planning team serves as the nerve center for the communications mission. The Contractor shall provide program-level communications expertise and support to develop strategic communications plans that include analyzing the information environment; describing current and upcoming phases of communications initiatives; identifying and developing goals and measureable objectives, creating strategies, tactics and communications measurements; and defining analytics and metrics in order to measure performance and communication effectiveness and outcomes. The Contractor shall coordinate and conduct all public affairs review, security review and compliance with section 508 of the Individuals with Disabilities Act requirements as appropriate (See Section 1.14.7 of this PWS).

The Contractor shall provide strategic communications plans which include all coordination requirements. Upon Government approval of the draft plan, the Contractor shall deliver the final plan to the Government for approval, execution and evaluation. The Contractor shall adjust plans progressing from development through execution and evaluation based on the Government’s direction. Plans shall follow the MHS communications planning model and all approved business processes. The Contractor shall coordinate actions within the MHS and provide guidance and counsel support to all communications planners within the division. Contractor shall also provide meeting summaries after meeting engagements as assigned.

The Contractor shall develop, organize and coordinate all communications plans within the MHS Strategic Communications office in collaboration and coordination with the Government lead. All products and drafts will be reviewed and approved by the Government. The Contractor shall:

a. Provide support for the day-to-day planning, management and oversight of the monthly military medical theme plans which incorporate all aspects of the MHS. Sample themes include Warrior Care Month, Heart Health Month and Women’s Health Awareness Month. Contractor shall develop a proposed list of primary and secondary themes annually and provide these to the Government Lead for Plans and Operations for approval.

Plans shall follow a process timeline determined by the Government, which includes leading coordination meetings. This support includes actively monitoring execution of tactics. The task of day-to-day management support and coordination/collaboration shall be accomplished by the Contractor’s Senior Communications Plans and Operations Leader and shall not be delegated to a junior planner.

b. Provide a 12-month calendar/ matrix focused on National Themes with a focus on health information and education. The calendar/matrix shall identify the National Theme, the DoD monthly theme, the military service monthly themes and focused MHS themes to cover a wide range of stories and ideas. Contractor shall actively participate in the integration and synchronization of all elements of the strategic communications team to brainstorm the plan and develop concepts for execution. The plans must cross-level with activities and events throughout the enterprise. Key tactics include internal, media, social media, articles, outreach, video, web, senior leader messaging in print or video, customer service, and others. The calendar/matrix shall be submitted no later than (NLT) 1 September annually for vetting with multiple sources and approval by senior leaders. The monthly plans must be presented in final approved form NLT 60 days prior to execution.

c. Provide weekly written updates on execution efforts of all active plans, and planning efforts for all future plans for the following three months, to be submitted by 4:00 PM every Thursday from the Contractor’s Senior Communications Plans and Operations Leader to the Government Lead for Communications Plans and Operations. In addition, maintain the plans and operations leadership chart and project matrix.

d. Provide communications planning support for special-interest areas such as MHS Transformation, MHS GENESIS and the Joint Electronic Health Record with the Department of Veterans Affairs, the annual National Defense Authorization Act, the Presidential Executive Order for Mental Health the DoD level Suicide Prevention campaign, and the DoD/VA interface to include the Health Executive Council, the Benefits Executive Council and the Joint Executive Council as these impact the MHS.

e. Maintain, Sustain and Update a Resource Library that includes the following products: (1) the strategic communications plan, (2) public affairs guidance (3) list of questions and answers on specific focus areas (4) copies of all media related to that specific subject (5) photos, video, audio releases or other supporting media,

(6) other information as appropriate. SharePoint is the current tool used for the resource library. In addition, the communications division maintains a production schedule that projects and curates communications tactics tied to all plans. The Senior Communications Plans and Operations Leader shall ensure that plans are uploaded/updated to the Production Schedule as per Division SOP. This resource library shall include a master weekly/monthly/annual planning/event calendar (see Section 5.6). This library shall be updated daily.

f. Provide planning level support to the assets across the Office of the Assistant Secretary of Defense (Health Affairs) and their subordinate leaders. The Contractor must support the Global Health Engagement Strategies, Policy Communications, and planning for topics that are sensitive in nature and of interest to the Department of Defense (DoD). This planning effort shall be included with the MHS Communications Strategy Cell and plan for both current and future communications engagements.

g. Provide planning coverage of all major areas within HA and the DHA. Areas include but are not limited to:

healthcare operations, medical affairs, the health markets, research and development, health information technology to include the MHS GENESIS, DHA’s role as a Combat Support Agency and global health engagement, medical logistics, training and education, and other high visibility programs. In addition, administrative areas include HR, EEO, IG and other special staff elements.

h. Identify communications targets of opportunity for media engagement, internal communications, strategic outreach and social media, in coordination with the Government leads for those areas.