TOR 0001 PWS.pdf

DoD HBCU/MI Summer Research Internship Program

Performance Work Statement

A. The Contractor shall perform the following tasks:

Task 1: The Contractor shall develop a Summer Research Internship Program for Historically Black Colleges and Universities and Minority Serving Institutions (HBCU/MI) that leverages Army and Department of Defense (DoD) research investments to support the education and training of the Nation’s future scientific workforce and strengthen the U.S. Army Combat Capabilities Development Command – Army Research Laboratory (DEVCOM-ARL) and overall DoD commitments to Science, Technology, Engineering and Math (STEM) education and research in disciplines important to the defense mission. The program will improve access to scientific and technical information pertaining to the defense mission and encourage stronger participation of HBCU/MI faculty and students in DoD research and education programs and activities.

Task 2: The Contractor shall develop a technical management plan and provide a layout of the organizational structure, reporting chain (internal), and organizational interfaces including technical points of contact (POCs). The management plan shall identify each task and the methodology for execution including a procedure to track personnel and resources used to support each task in the plan. The plan will list all security requirements (access, clearance, etc…) and allow status tracking. The Contractor shall process all required clearances through the Defense Security Service (DSS) Joint Personnel Adjudication System (JPAS). A master schedule will be developed to ensure program continuity and milestone achievement, and resolve competing requirements. All travel will be managed in accordance with the Joint Travel Regulation (JTR) as a reimbursable cost. Controlling and protecting data is a critical element of a successful plan. The Contractor’s management plan shall include: (1) established data access control; (2) separate data platforms for isolated employees to operate; (3) an established monitoring system capability for controlling hardcopy and electronic information; (4) an electronic and oral sensitive system to safe guard personal identifiable information (PII). All contract deliverables will be managed through the master schedule to ensure contract integrity and successful task accomplishment. All program reporting, contract actions and data interchange shall be conducted in a digital environment using electronic and web-based applications.

Task 3: The Contractor shall develop a website that describes the program, provides information about technical areas of interest to participating laboratories, DoD programs and activities, and a portal for submitting applications to the Program. The website shall include an application form, a telephone number, an e-mail address for questions to be answered by the Contractor, as well as opening and closing dates for each respective opportunity. The DoD Program officers shall have access to applications for evaluation and selection processes. The Contractor shall provide the Contracting Officer Representative (COR) briefings prior to website release and prior to any required website updates. The Contractor shall ensure that the website maintains a security certificate (SSL). The website shall initially contain the following information:

1. Program description;

2. List of participating labs;

3. Contact information for the lab coordinators;

4. A link to the DEVCOM-ARL website and participating laboratories and DoD activities;

and

5. An online application process.

The Contractor shall maintain and update the website periodically and ensure that the website can be electronically linked to relevant parts of the ARL website.

Task 4: The Contractor shall compile and maintain a database containing past and present applicants and participants. Past applicant and participant information will be in possession of the government and will be held strictly confidential as required by the DFARS for Personal Identifiable Information (PII).

Task 5: The Contractor shall actively recruit and assist 50 potential applicants to apply to the Internship Program in the first year of the contract. The Contractor shall provide assistance, by phone, email, fax, or regular mail to persons who are interested in the Program. Using an extensive network, the Contractor shall release COR approved program details to HBCU/MI by email blast and through opportunities for engagement through affinity groups.

Task 6: The Contractor shall facilitate the submission of applications by electronic means (e.g., via the website or email); shall receive, log-in, sort, and otherwise process the applications; and shall assure that the applicants are eligible to participate in the Program. Participation in the Program may require a security clearance, and will be limited to United States citizens. Some restrictions may apply to permanent residents regarding eligibility for a DoD security clearance.

Task 7: The Contractor shall coordinate and assist potential applicants to match their research interest to that of the participating laboratories and activities. The Contractor shall send the applications to the program officer(s) or designated lab coordinators for their consideration. The DEVCOM-ARL will inform the Contractor of applicants selected by the DoD Labs and shall provide guidance for execution of their respective appointments.

Task 8: The Contractor, if required, shall convene a panel of qualified Research & Development (R&D) experts and/or managers to recommend candidates. The Contractor, upon approval of candidates, shall (1) notify the selected applicants of the offer of appointment by email, with an attached response form that can be downloaded, signed, and returned to the Contractor; (2) collect responses from selected applicants; (3) determine program start dates via consultations with laboratory coordinators and participants who submitted acceptance forms; (4) notify the coordinator at the host laboratory of acceptances and declinations; (5) send an email to selected applicant formally offering her/him an internship and detailing the terms and conditions of the appointment; and (6) notify all non-selected applicants by email of their status.

Task 9: The Contractor shall enter selected applicants’ personal information into the Joint Personnel Adjudication System (JPAS). The initiation of appropriate background investigations will be coordinated with the appropriate DEVCOM-ARL security officials.

Task 10: The Contractor shall coordinate the DoD HBCU/MI Program with other DEVCOM- ARL-supported programs that encourage students to participate in research at Army laboratories.

Such coordination may include the referrals of potential applicants and participants to the program.

Task 11: The Contractor shall assist the government in hosting one information webinar for HBCUs/MIs. The assistance will include coordinating with the HBCUs/MIs and the webinar presenters. The Contractor will provide the platform for the webinars and provide the technical and management support necessary to conduct the events.

Task 12: The Contractor shall process stipends for an agreed upon amount bi-weekly through their corporate payroll. The stipend amount would include potential relocation cost and travel in accordance with the Joint Travel Regulation. The Contractor shall process and make stipend payments to the participants and shall make payments for travel and other expenses to the participants, as provided by the terms of the program. The Contractor shall keep accurate accounting of funds received for the contract and shall prepare checks or electronic payments and relevant documents to distribute stipends. The Contractor shall use procedures that provide secure and effective management of financial resources.

The Contractor shall be issued funds for stipends, travel and relocation (housing), and shall maintain detailed financial records and prepare financial reports as requested by ARL that provide comprehensive disposition of all contract funds.

Task 13: The Contractor shall plan, coordinate, and administer all aspects of a Summer Research Internship Program Seminar. The event will allow students to present their summer research projects and to network with each other as well as with DoD scientists and engineers.

Efforts shall include coordination with the COR on location, agenda development, and possible federal government facility/laboratory site visits. The Contractor shall coordinate and provide students’ travel, lodging and per diem reimbursement. Students will be funded to attend and participate in one seminar during their tenure. The Contractor will be responsible for facilities and audio/visual requirements, seminar administration including attendance lists and read-ahead information, programs and name tags, access control, receiving student posters, seminar proceedings, and printing and distribution of seminar materials. The Contractor shall also develop and administer a survey to obtain participant (student and mentor) views and satisfaction with the seminar.

Students shall be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in applicable travel CLIN of the contract.

Task 14: Following the Seminar (Task 13), the Contractor will prepare an After-Action Report detailing all aspects of the Summer Research Internship Program including the results of the surveys and recommendations to improve follow-on programs.

Task 15: The Contractor shall plan, coordinate, and administer two HBCU/MI opportunity events. One event will be conducted as a webinar, the second event will be an in-person workshop. The purpose of the events is to increase awareness of DoD opportunities for HBCU/MI students and faculty, to provide insights into processes, and to provide networking opportunities for government and academia.

Webinar support will include providing a platform and the technical support to conduct the event. The Contractor shall coordinate with the COR on agenda development, attendance lists, and distribution of webinar materials.

For the opportunity workshop, the Contractor will be responsible for facilities and audio/visual requirements, workshop administration including attendance lists and read-ahead information, programs and name tags, access control, and printing and distribution of workshop materials.

For both events, the Contractor shall provide advance marketing and outreach. The Contractor shall also develop and administer a survey to obtain participant views and satisfaction with the webinar and workshop. Following each event, the Contractor will provide an event summary.

B. In addition to the deliverables described above, the Contractor shall provide the following:

1. Financial Status Report (Quarterly) – Financial and administrative information on applications, placements, progress, interactions, and payments of stipends, allowances, tuition and fees, travel, balance or carry-over due to drop-outs will be executed based on the calendar quarterly schedule (January – March, April – June, July – September, and October – December). This report must include a line-item corresponding to each current OSD and CCDC ARL student indicating the amounts paid in tuition and fees, stipends, and any other expenses. The quarterly report shall include a metric for payments that tracks on-time and late payments.

2. Stipend Status Report (Monthly) – Financial information on payment of stipends, allowances, tuition and fees, and travel for OSD and CCDC ARL students. This report must be submitted in MS excel spreadsheet format to the COR on or before the fifth day of the month with full accounting for expenditures for the previous month.

3. The Contractor shall participate in meetings with the COR, and other government personnel at the discretion of the COR.

4. Applicant Analysis Report – This report shall include the following information on applicants: undergraduate school; (2) GRE scores; (3) grade point average (GPA); (4) discipline; (5) gender; and (6) matriculating institution state distribution. The information shall be analyzed and evaluated to the extent that the outreach effort can be judged for effectiveness. Include information on minority recruiting that includes a description of the effort(s) conducted to attract qualified minority applicants, and an assessment of the results.

5. Selectee Analysis Report – This report shall include the following information on selectees: (1) undergraduate school; (2) intended graduate school; (3) GRE scores; (4) GPAs; (5) discipline; (6) general evaluation of recommendations; (7) gender; (8) matriculating state distribution. Include a list of selectees who declined the OSD and CCDC ARL Internship Program award and their reasons why. The information shall include an analysis so that trends can be inferred and critiqued, and the outreach efforts can be evaluated for effectiveness.

C. AT/OPSEC Required PWS Paragraphs:

Question 2a: For Contractors requiring Common Access Card (CAC). Before CAC issuance, the Contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The Contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

Question 11: For Contract Requiring Performance or Delivery in a Foreign Country, DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense Contractors outside the US.

The clause shall be used in solicitations and contracts that require performance or delivery in a foreign country. This clause applies to both contingencies and non-contingency support. The key AT requirement is for non-local national Contractor personnel to comply with theater clearance requirements and allows the combatant commander to exercise oversight to ensure the Contractor’s compliance with combatant commander and subordinate task force commander policies and directives

Question 12: For contracts that require handling or access to classified information. Contractor shall comply with FAR 52.204-2, Security Requirements. This clause involves access to information classified “Confidential,” “Secret,” or “Top Secret” and requires Contractors to comply with— (1) The Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22-M); (2) any revisions to DoD 5220.22-M, notice of which has been furnished to the Contractor.

D. Inherently Governmental Functions: The Contractor shall not provide inherently governmental functions as defined in FAR 2.101.

E. Non-Personal Services: Except for students participating in the Program, the Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Such Contractor employees shall be accountable solely to the

Contractor who, in turn, is responsible to the Government. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

F. Contractor Furnished Items and Responsibilities: The Contractor shall furnish all personnel, facilities, equipment and supplies unless otherwise provided by the Government.

Contractor shall propose resources to address requirements for this task order.

G. Quality Assurance Surveillance Plan (QASP): The Government will monitor the Contractor’s performance under this plan in accordance with the Governments QASP.

H. Government Furnished Property and Services: The Government customer will sponsor the appropriate security clearances, Badging, Common Access Cards (CAC), Theater Business Clearance (TBC), Letter of Authorization (LOA), and access to government/military facilities for Contractor to perform appropriate tasks.

I. Data Rights: At the task order level, the Contractor and its subcontractors shall provide a detailed Data Rights Assertion table (Contractor format acceptable) that identifies and provides information pertaining to technical data (including computer software documentation) and computer software that the Contractor and subcontractors claim to qualify for delivery with less than Unlimited Rights. The Contractor shall agree not to withhold delivery of the technical data or software based on its claims. The Government shall investigate the validity of the Contractor’s claims, and therefore, reserves all its rights regarding the technical data/software in question.

J. Place of Performance: Students participating in the Program will be working in government facilities. Contractor personnel executing the program will be located at the Contractor’s facility.

K. Period of Performance: The period of performance is twelve months with four 12-month options.

L. Points of Contract:

Contracting Officer’s Representative (COR): Dr. Patrice Collins Contracting Officer (KO): Mr. William Creech Contract Specialist (CSPEC): Ms. Mia Steele