DHA PWS Template V13

November 16, 2021

Department of War

Defense Health Agency

Performance Work Statement

Hospital Communications and Executive Secretariat Support Services

Executive Services, Executive Secretariat

Hospital Communications

Walter Reed National Military Medical Center

Solicitation Number:

Version:

Date:

November 16, 2021

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Hospital Communications and

Executive Secretariat Support Services. The Contractor shall provide 2 full time equivalent

(FTEs) Graphic Designers, 1 FTE Authored Works Review (Editor), 1 FTE Writer and Author

(Print Journalism), 1 FTE Producer and Director (Video Production), 1 FTE Public Relations

Specialist and 1 FTE Executive Secretariat Program Manager - Publications & Issuances in support of the Hospital Communications Department and the Executive Secretariat at Walter

Reed National Military Medical Center (WRNMMC).

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 Hospital Communications and Executive Secretariat

Support Services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. Services include oversight, review, coordination, routing, tracking, and delivery of executive correspondence in accordance with

Department of War (DoW), Defense Health Agency (DHA), and WRNMMC policies. The contractor shall perform to the standards in this PWS.

1.3 Background: The Hospital Communications Support (HCS) is designed to synchronize operations, actions, words, and images. The Public Affairs Office (PAO) thus maximizes the impact of efforts to achieve one or more of the following depending on the circumstances:

improve US credibility and legitimacy, weaken an adversary’s credibility and legitimacy, convince selected audiences to take specific actions that support US or international objectives, and/ or cause a competitor or adversary to take (or refrain from taking) specific actions. The staff element responsible for HCS is to ensure the command communicates its strategic themes and messages to appropriate audiences in order to meet the strategic mission and goals of Walter

Reed National Military Medical Center. HCS is a dynamic endeavor driven by world events and sensitive competing national goals, economic concerns, and diverse cultures. The key responsibilities of this process are understanding selected audiences and relationships, developing communications and engagement strategies, synchronizing supporting activities, and adapting and refining plans and strategies based on assessments.

The Executive Secretariat (ExecSec) at WRNMMC serves as the central control point for all executive correspondence and the management of official publications and issuances. ExecSec ensures all communication and policy products routed to the Hospital Director, Chief of Staff, and Executive Steering Council members are accurate, properly staffed, compliant with applicable guidance, and decision-ready for senior leadership. ExecSec is critical to maintaining executive awareness, ensuring timely decision-making, and enforcing standardized communication practices across WRNMMC directorates. The Executive Secretariat is responsible for standardizing processes across directorates, maintaining visibility of high-level actions, and ensuring alignment with the Department of War (DOW), Defense Health Agency, and WRNMMC requirements.

November 16, 2021

1.4 Objectives: The objective of this contract is to provide Hospital Communications and

Executive Secretariat Support Services. Hospital Communications Support is to help coordinate and synchronize narratives, themes, messages, images, operations, and actions to ensure their integrity and consistency to the lowest tactical level across all relevant communication activities.

Addressing tailored communications strategies and delivery of PAO, Media, and Graphic

Support themes by various means and methods of planning, implementation, and effective messaging and engagements using analytical methodologies, and apply them to problem solving to eliminate gaps in research and analysis supporting the hospital communications strategy.

Executive Secretariat support ensures that:

• Executive correspondence is accurate, properly formatted, fully staffed, and decision ready.

• Publications and issuances are compliant, current, and aligned with higher headquarters guidance.

• Standardized processes are enforces across WRNMMC directorates.

• Senior leadership is provided with timely, complete, and reliable information for decision making.

1.5 Scope: The Contractor shall perform services in a dynamic, event-driven environment that uses multiple venues and media to communicate the director’s objectives and messages to a variety of relevant audiences. The goal is to maintain a comprehensive understanding of the regional pol-mil and information environments to inform the communications strategy and provide the right message, of the right content, at the right time to the right audience. The contractor shall perform services within the Executive Secretariat in a high-tempo, deadline-driven environment supporting WRNMMC leadership and directorates. The contractor shall manage and execute correspondence and publications and issuances functions, including review, coordination, routing, tracking, and lifecycle management. The contractor shall operate independently, enforce established standards, and coordinate across multiple directorates and stakeholders to ensure compliance with DoW, DHA, and WRNMMC policies.

A complete description of tasks and contractor personnel required is provided in Part 5.

1.6 Period of Performance (PoP):

Graphic Designer, Producer and Director (Video Production), Public Relations Specialist and

Executive Secretariat Program Manager - Publications & Issuances

Base: 01 September 2026 – 31 August 2027

Option 1: 01 September 2027 – 31 August 2028

Option 2: 01 September 2028 – 31 August 2029

Authored Works Review (Editor), Writer and Author (Print Journalism)

Base: 01 December 2026 – 31 August 2027

Option 1: 01 September 2027 – 31 August 2028

Option 2: 01 September 2028 – 31 August 2029

1.6.1 Transition: Transition-in/transition-out period

1.6.1.1 Transition-in period: The contractor shall comply with transition-in requirements of the

DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card

(CAC) identification, including Department of War (DoW) and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period: The transition-out plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract.

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoW (records manual), including DoW-directed disposition of records, and others displayed on the In/Out (I/O)

Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at Walter Reed National Military

Medical Center (WRNMMC), 8901 Rockville Pike, Bethesda, Maryland 20889.

1.7.2 Recognized Federal holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Memorial Day Thanksgiving Day

Juneteenth Day Christmas Day

Independence Day

November 16, 2021

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru

Friday except 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.

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

1.8 Contractor travel: Reserved.

1.9 Other Direct Costs (ODC): Reserved.

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. A QCP will be provided with the contractor’s proposal as an evaluation factor, and a comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the

Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the

Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the

PWS. A CAC is the standard identification for eligible DoW contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

November 16, 2021

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA

Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoW- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at:

https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure

(PKI)-restricted, printed versions available).

1.11.2.4 The DHA’s new employee handbook at Part 7 Section 7.1.4.

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: Reserved.

1.11.5 Lock combinations: Reserved.

1.12 Key personnel (Contractor): Reserved.

1.13 Data rights: Reserved.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): Reserved.

1.14.2 Non-Disclosure Agreement (NDA): All 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 Government’s COR: 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 https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx

November 16, 2021 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 the resulting 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 FAR 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 will 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.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy

Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel.

Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with

Government and/or other contract representatives to meet the requirements of this order.

Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoW system (If applicable, if not delete 1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or

November 16, 2021 more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's

Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the

DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce

Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated

March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance

Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care

Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA

Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM

5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security

Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

1.17.2 Security Requirements: Reserved.

November 16, 2021

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE

PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

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

Services)

2.1.2 Category R: Support (Professional/Administrative/Management) 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 CO 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 QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the

Government’s plan.

2.2 Acronyms:

AIS Automated Information System

APL Approved Products List APL

AQL Acceptable Quality Level

ARRT Acquisition Requirements Roadmap Tool

ATO Authority to Operate

B2B Business-2-Business

CAC Common Access Card

CAP Cloud Access Point

CCEVS Common Criteria Cybersecurity Evaluation and Validation Scheme

CDI Covered Defense Information

CE Computer Environment

CDRL Contract Data Requirement List

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CIO Chief Information Officer

CJCSM Chairman of the Joint Chiefs of Staff Manual

CMMC Cybersecurity Maturity Model Certification

CMR Contractor Manpower Reporting

CNSSI Committee on National Security Systems Instruction

CO Contracting Officer(s)

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

CSP Cloud Service Provider

CSSP Cyber Security Service Provider

CUI Controlled Unclassified Information

DAD-A Deputy Assistant Director for Acquisition

DC3 DoD Cyber Crime Center

DD Form 254 Department of Defense Contract Security Requirement List (if applicable)

DB Design-Build

DBB Design-Bid-Build

DFARS Defense Federal Acquisition Regulation Supplement

DHA Defense Health Agency

DISA Defense Information System Agency

DoD Department of Defense

DoDD Department of Defense Directive

DoDI Department of Defense Instruction

DSAs Data Sharing Agreements

DSAA Data Sharing Agreement Application

DMZ Demilitarized Zone

DoDM Department of Defense Manual

DoW Department of War

DPCLO DHA Privacy and Civil Liberties Office

DUA Data Use Agreement eMSM Enhanced Multi-Service Markets

EULA End User License Agreement

EVM Earned Value Management

ExecSec The Executive Secretariat

FAR Federal Acquisition Regulation

FCI Federal contract information

FE Facilities Enterprise

FedRAMP Federal Risk Authorization and Management Program

FISMA Federal Information Security Modernization Act

FRCS Facility Related Control Systems

FSO Facilities Security Officer

HA Health Affairs

HIPAA Health Insurance Portability and Accountability Act

HCA Head of the Contracting Activity

HCS Hospital Communications Support

HIT Health Information Technology

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IGCE Independent Government Cost Estimate

IA Information Assurance

IO Initial Outfitting

I/O In/Out Processing Portal

IPv Internet Protocol Version

IS Information System

ISP Internet Service Provider

IT Information Technology

ISCM Information Security Continuous Monitoring

IV&V Independent Verification & Validation

MedCOI Medical Community of Interest

MHS Military Health System

MIL-STD Military Standard

MTFs Military Treatment Facilities

NCR National Capitol Region

NDA Non-Disclosure Agreement

NIAP National Information Assurance Partnership

NIST National Institute of Standards and Technology

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

OPM Office of Personal Management

OSD Office of the Secretary of Defense

PAO Public Affairs Office

P-ATO Personal Authorization to Operate

P&R Personnel and Readiness

PGI Procedures, Guidance and Information

PDT Project Delivery Team

PHI Protected Health Information

PII Personally Identifiable Information

PIT Platform Information Technology

PK Public Key

PKI Public Key Infrastructure

POA&M Plan of Action and Milestones

POC Point of Contact

PMO Program Management Office

PoP Period of Performance

PP Personal Property

PPSM Ports, Protocols, and Services Management

PRS Performance Requirements Summary

PSP Personnel Security Program

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Plan

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RFP Request for Proposal

RFQ Request for Quotation

RMF Risk Management Framework

SP Special Publication

SPRS Supplier Performance Risk System

SRM Sustainment, Restoration and Modernization

SRG Security Requirements Guides

STIG Security Technical Implementation Guides

TOS Terms of Service

US United States

UFC Unified Facilities Criteria

VPN Virtual Private Network

XML Extensible Markup Language

2.3 Applicable Publications, DHA Administrative Instructions (AI), etc. Reserved.

November 16, 2021

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☐ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

Staff Orientation - New Employee. Contractor employees shall participate in all staff orientation and/or training. Contractor employees may need to attend a government-sponsored initial orientation to familiarize them with policies and procedures. Orientation attendance will be scheduled by the COR. Such orientation may include instruction on automated processing, standard operating procedures, local in-services, quality improvement policies, communications, and occupational exposure to blood borne pathogens, safety programs, etc.

Annual Training Updates. Contractor employees may be required to complete annual training.

HIPAA Privacy and Security Training (HIPAA 101). Contractor may be required to complete the On-Line Web-based Training Modules within the first 30 days of performance.

In addition to the specified courses listed above, Contractor employees are required to attend or complete on-line any Department of War, Army, or Federal Government directed courses.

Contractor employees are required to participate in all mandatory training.

Government unique training. The government may elect to provide unique government training to contract employees who are performing services under this contract. If the government elects to provide such training, the government will provide such training at no additional expense to the contractor or to the contract employee. When directed by the contracting officer, contract employees shall attend all such training in a paid status as part of the normal services required and billed under the contract. Such training shall require a performance commitment by the contractor and the contractor shall reimburse the government (by means of a reduction in an invoice) if a contract employee fails to satisfy the performance commitment after the contract employee receives the unique government training. The amount of the reimbursement shall be the prorated cost of training, calculated based on the total cost of the training and the number of months by which the contract employee fails to complete the performance commitment. The length of the performance commitment shall be 12 months or until the end of all performance under this contract, whichever occurs first.

3.2 Facilities: The Government:

November 16, 2021

☐ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this contract/task orders. The Government provided

Facilities are described below:

The Government will provide facilities required for contract performance. This encapsulates the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment. Space used by contract employees in performance of services may be used for other purposes during their absence. Items of clothing, personal effects, or equipment cannot be secured during their absence. The Government will not incur any liability for theft, damage to, or loss of such personal items. Contract employees shall keep Government furnished supplies, equipment and work areas in a safe, orderly and clean condition. Contract employees shall notify the Government whenever maintenance of equipment is required. Contract employees shall abide by all MTF and Government requirements for physical security of Government property and equipment.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is

Not Applicable.

☒ WILL provide Utilities in support of this contract/task orders. The Government provided

Utilities are described below:

All utilities in the facility will be available for the contractor’s use in performance of tasks outlined in the PWS. The Contractor shall instruct employees in utilities conservation practices.

The Contractor shall instruct employees in utilities conservation practices.

3.4 Equipment: The Government:

☐ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Equipment in support of this contract/task orders. The Government provided

Equipment is described below:

The Government will provide telephones, computers, and other items necessary to maintain an office environment and enable the contractor to provide the services needed. Items issued will remain the property of the Government and will not be removed from the hospital. They are to be used, turned in, or disposed of as directed. Telephones, facsimile machines, copiers, and computer equipment are authorized for transaction of official Government business only and shall not be used for personal business. Personal long-distance calls are not authorized, and the cost of all personal long-distance calls made may be deducted from the Contractor’s invoice payments.

Telephones, facsimile machines, and computer equipment are subject to communications security

November 16, 2021 monitoring at all times. Items issued will remain the property of the Government and the contractor will maintain proper accountability of issued equipment. Equipment shall not be removed from the facilities shown in paragraph 3.2 above, unless otherwise specified in the PWS. They are to be used, turned in and/or disposed of as directed by the COR or CO.

3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application

The contractor shall be responsible for obtaining and maintaining access, training and successful operation of the PIEE/GFP Module application for the entirety of the contract/task order PoP.

The PIEE GFP Module application is located at the following website: https://wawf.eb.mil/piee-landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the

COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the

PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with contract/task orders awarded through DHA, in accordance with applicable FAR Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the

Contracting Office, and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete and accurate accounting of the GFP applicable to the contract/task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

The contractor shall report semi-annually 100% inventories, reconciliations, and final disposition of GFP provided by the government. Final invoices will not be paid pending GFP reconciliation.

Contractors shall be aware of and ensure compliance with applicable FAR Part 45, DFARS 245 and 252.245, Defense Pricing and Contracting Policies, Procurement Integrated Enterprise

Environment Standards, DHA Administrative Instruction 094 and DHA Guidance.

https://wawf.eb.mil/piee-landing/ https://wawf.eb.mil/piee-landing/ https://dodprocurementtoolbox.com/

3.5 Materials: The Government:

☐ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ IS providing Materials in support of this contract/task orders. The Government-provided

Materials are described below:

The Government will provide Standard Operating Procedures (SOP) and Policies, Publications and all supporting materials to complete tasks in the PWS.

November 16, 2021

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☐ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Contractor Furnished Services required in support of this contract/task orders.

These Services are described below: Reserved.

4.2 General: Reserved.

4.3 Secret Facility Clearance: Reserved.

4.4 Materials: Reserved.

4.5 Equipment: Reserved.

4.6 Facilities: Reserved.

November 16, 2021

PART 5

5.0 SPECIFIC TASKS

5.1 Basic Services: The contractor shall provide the following services:

• Graphic Designer (2 FTEs)

• Authored Works Review (Editor) (1 FTE)

• Writer and Author (Print Journalism) (1 FTE)

• Producer and Director (Video Production) (1 FTE)

• Public Relations Specialist (1 FTE)

• Executive Secretariat Program Manager - Publications & Issuances (1 FTE)

5.2 Special Qualifications:

5.2.1 When using education/certification in conjunction with labor categories, the COR in coordination with the CO must establish a review process of contractor personnel to ensure labor category requirements are met.

5.3 Summary of Qualifications and Duties

5.3.1 Graphic Designer (2 FTEs)

Walter Reed National Military Medical Center is seeking two highly creative and strategically-minded Graphic Designers to serve as a primary visual storyteller for the nation's premier military medical center. This role is responsible for translating complex medical, military, and command information into compelling, high-impact visual communications. The ideal candidate will manage the entire lifecycle of design projects, from conceptualization to final production, ensuring that all visual materials advance the mission and maintain the prestigious brand of

Walter Reed.

Qualifications:

• Bachelor’s degree in Graphic Design, Visual Arts, Communications, or a related field.

• 5+ years of professional experience in graphic design, supported by a compelling portfolio that showcases expertise in branding, layout for print and digital, and data visualization (infographics).

• Demonstrated mastery of Adobe Creative Suite (InDesign, Illustrator, Photoshop) and familiarity with pre-press and digital file preparation.

• Proven experience in healthcare communications, Military public affairs, or a similar regulated, high-visibility environment.

• A thorough understanding of and ability to rigorously apply the principles of safeguarding the Health Insurance Portability and Accountability Act (HIPAA) and

Protected Health Information (PHI) in all visual products.

• Demonstrated project management skills, with the ability to manage a high volume of concurrent projects, set priorities, and meet firm deadlines in a fast-paced environment.

• Experience with video editing and motion graphics software (e.g., Adobe Premiere

Pro/After Effects) is a significant advantage.

Key Responsibilities:

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• Strategic Design & Brand Management: Lead the design and production of a wide array of visual materials, including command-level publications, public health campaigns, patient education materials, environmental graphics, digital signage, and social media content, ensuring strict adherence to brand standards.

• Project Management & Workflow Coordination: Act as the project lead for all graphic design requests, developing project timelines, managing a production calendar, and coordinating with stakeholders across the medical center to define requirements, manage feedback, and ensure timely delivery.

• Visual Storytelling: Translate complex medical and scientific concepts into clear, accessible, and engaging infographics and visual aids that resonate with diverse audiences, from patients and families to senior military leadership.

• Multimedia Integration: Create and edit photographic and video assets, integrating them into comprehensive visual communication products that enhance storytelling and engagement across all platforms.

• Leadership & Collaboration: Collaborate with the entire public affairs and communications team to brainstorm creative concepts and develop cohesive visual strategies for major hospital events, initiatives, and crisis communications scenarios.

• Reporting & Approvals: Manage the approval workflow for all visual materials, presenting concepts and final products to senior graphic designers and leadership for review and final sign-off.

5.3.2 Authored Works Review (Editor) (1 FTE)

Walter Reed National Military Medical Center is seeking a meticulous and analytically sharp

Authored Works Review (Editor) to serve as the guardian of the command's voice, credibility, and accuracy across all written platforms. This critical role involves the comprehensive review, editing, and project management of all written materials destined for public release. The ideal candidate will possess an expert command of language and style, a deep understanding of medical and military contexts, and the ability to manage a complex clearance and approval process.

• Bachelor’s degree in Communications, Journalism, English, or a related field.

• 5+ years of demonstrable experience in professional editing, copyediting, or technical writing, preferably with direct experience reviewing medical research, public policy, or military doctrine.

• An exceptional and demonstrable command of English grammar, punctuation, and

Associated Press (AP) Style.

• Proven experience in healthcare communications, Military public affairs, or a similar regulated, high-visibility environment.

• A thorough understanding of and ability to rigorously apply the principles of safeguarding the Health Insurance Portability and Accountability Act (HIPAA) and

Protected Health Information (PHI).

• Project management experience, specifically in managing an editorial calendar and multi-author publications.

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• Meticulous attention to detail and an unwavering ethical commitment to accuracy and source verification.

• Editorial Project Management: Manage the end-to-end editorial lifecycle for all public-facing written materials, including articles, reports, web content, and leadership messaging. This includes developing and managing a comprehensive editorial calendar, tracking documents through multiple stages of review, and ensuring all deadlines are met.

• Quality & Compliance Assurance: Perform detailed reviews, edits, and proofreading of all content for clarity, accuracy, grammar, and strict compliance with AP Style, command style guides, and DoW regulations.

• Fact-Checking & Research Verification: Conduct rigorous fact-checking and source verification for all claims, statistics, and medical information, working closely with subject matter experts (SMEs) across clinical and administrative departments to ensure unimpeachable accuracy.

• Stakeholder Coordination: Serve as the central point of contact for the written review process, coordinating feedback and revisions between authors, SMEs, legal counsel, and public affairs leadership to achieve consensus and final approval.

• Style Guide Management: Lead the development, maintenance, and enforcement of a comprehensive organizational style guide that ensures a consistent and professional voice across all communications.

• Reporting & Approvals: Manage the final clearance process, packaging and presenting finalized documents to the senior Public Affairs Officer for final approval before public release.

5.3.3 Writer and Author (Print Journalism) (1 FTE)

Walter Reed National Military Medical Center is seeking a dynamic and compelling Writer and

Author (Print Journalism) to capture and share the powerful stories of innovation, compassion, and service that define the institution. This role requires an inquisitive and skilled journalist who can manage editorial projects from concept to publication, creating rich, long-form content for our print and digital platforms. The ideal candidate is a master storyteller with the project management acumen to drive a proactive news-gathering operation.

• Bachelor’s degree in Journalism, Communications, English, or a related field.

• 5+ years of proven experience in journalism or professional writing, supported by a strong portfolio of published articles that demonstrate exceptional skills in interviewing, narrative storytelling, and long-form writing.

• Proven experience in healthcare communications, Military public affairs, or a similar regulated, high-visibility environment.

• A thorough understanding of and ability to rigorously apply the principles of safeguarding the Health Insurance Portability and Accountability Act (HIPAA) and

Protected Health Information (PHI), especially when interviewing patients.

• Excellent project management skills, with proven ability to manage an editorial calendar, develop content strategies, and see multiple stories through to completion simultaneously.

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• Strong interpersonal skills, with a demonstrated ability to build rapport and trust with interview subjects from all walks of life, including patients, families, senior leaders, and world-renowned medical experts.

• Content Strategy & Project Management: Develop and manage a strategic editorial calendar for all print and long-form digital publications. Act as the project lead for all feature stories, from initial pitch and research through interviews, writing, photo/video coordination, layout, and final publication.

• Investigative Storytelling: Proactively identify and develop story ideas that align with strategic communication objectives, focusing on clinical advancements, groundbreaking research, patient success stories, and staff achievements.

• In-Depth Reporting: Conduct thorough, sensitive, and insightful interviews with medical staff, patients, families, and subject matter experts to gather the information and emotional depth required for compelling narratives.

• Multimedia Collaboration: Work in tandem with photographers, videographers, and graphic designers to produce visually stunning, cohesive, and impactful multimedia story packages.

• Craft messaging for internal and external stakeholders, ensuring consistency with organizational goals.

• Monitor media coverage and provide analysis on the effectiveness of public affairs campaigns.

• Plan and execute events, such as press conferences, media briefings, and community engagement activities.

• Support leadership with crisis communication strategies and plans.

• Stakeholder & Media Relations: Cultivate and maintain strong relationships with internal

SMEs to ensure a steady flow of story leads, and with external media contacts to pitch and place stories when appropriate.

• Compile weekly external communication reports. Submit products to the PAO for review prior to posting on the website and/or intranet.

• Generate editorial ideas for articles and discuss/refine ideas with lead PAO.

• Meet daily and weekly deadlines and ADHOC suspense to support the mission.

• Develop news-pegs, angles, and balanced articles from multiple-sources including interviews with market staff members, military and civilian, patients, and visitors for news releases, feature stories and special publications.

• Schedule interviews with Subject-Matter Experts, working closing with other PAO offices with the approval from the Government Lead.

• Write, rewrite, and edit copy based on AP Style, using active sentences, traditional leads, bridges, transitions, and news format.

• Assist Visitors and numerous callers, Take Media Queries, Coordinate/Moderate Press

Interviews, Arrange Media Visits Moderate Press Interviews, generate 2-3 editorial ideas a month, deliver social media post week or as needed based upon the mission. Assist an average of 10 callers per day, Assist with 4 DV visits per month: Updated Website and

Social Media sites several times a day. Distribute and average of 2 communications reports weekly.

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• Formulates strategies for major issues, management and coordinates messages and theme development for the Market office that are executed through the MTFs. Provides strategic counsel to the senior leaders of and the Market MTFs.

• Develop speeches and briefings to effectively communicate key themes and messages to a wide range of audiences. Coordinates on public website content to support the

MHS/DHA communication objectives.

5.3.4 Producer and Director (Video Production) (1 FTE)

Walter Reed National Military Medical Center is seeking an innovative and technically proficient Producer and Director (Video Production) to lead our cinematic storytelling efforts.

This role is responsible for managing the entire video production lifecycle, transforming command messages, patient journeys, and medical breakthroughs into powerful and engaging video content. The ideal candidate will combine artistic vision with rigorous project management skills to deliver high-quality video products that support the strategic goals of the medical center.

• Bachelor’s degree in Film, Video Production, Communications, or a related field.

• 5+ years of hands-on experience in professional video production, supported by a strong portfolio or showreel that demonstrates expertise in all phases of production, from cinematography to post-production.

• Advanced proficiency with professional video editing software (e.g., Adobe Premiere

Pro, Final Cut Pro), motion graphics software (e.g., Adobe After Effects), and color grading tools.

• Proven experience in healthcare communications, Military public affairs, or a similar regulated, high-visibility environment, including experience conducting sensitive interviews in a hospital setting.

• A thorough understanding of and ability to rigorously apply the principles of safeguarding the Health Insurance Portability and Accountability Act (HIPAA) and

Protected Health Information (PHI) in all visual products.

• Strong project management skills, with demonstrated experience managing video projects from concept to final delivery, including developing schedules, coordinating logistics, and managing resources.

• Expertise in operating a range of professional video cameras, audio recording equipment, and lighting setups.

• Key Responsibilities:

• Video Project Management: Serve as the lead project manager for all video productions.

Develop and manage a strategic video content calendar, create detailed production schedules, handle logistics (location scouting, talent coordination), and ensure all projects are delivered on time and on message.

• End-to-End Production: Manage the full production lifecycle for a diverse range of video products, including command messages, promotional videos, patient testimonials, educational content, event coverage, and social media shorts.

• Creative & Technical Execution: Lead all phases of production, including pre-production

(storyboarding, scripting), production (directing, filming, lighting, audio capture), and post-production (editing, motion graphics, color grading, sound mixing).

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• Strategic Storytelling: Collaborate closely with the communications team to develop compelling video concepts and narratives that effectively communicate key public affairs messages and strategic command goals to both internal and external audiences.

• Resource Management: Oversee the maintenance, inventory, and lifecycle management of all video and audio equipment, making recommendations for new technology and acquisitions to keep production capabilities current.

• Reporting & Approvals: Manage the review and approval process for all video content, ensuring all stakeholders have provided input before final sign-off from the senior videographer and leadership.

5.3.5 Public Relations Specialist (1 FTE)

Walter Reed is seeking a highly skilled Public Relations Specialist to lead strategic communication initiatives and manage high-impact projects. This hybrid role requires a professional who excels in crafting compelling messages, engaging diverse audiences, and ensuring communication projects are planned, executed, and delivered on time. The ideal candidate will have a strong background in public relations, project management with PMP certification, and a deep understanding of healthcare or public sector communications.

• Bachelor’s degree in communications, Public Relations, Project…