Training_Services SOW_C.pdf

UNCLASSIFIED

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(U) Change Log

Date Paragraph Page(s) Author Change

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Table of Contents

(U) Change Log

1. Section I – Introduction

a. Background

b. Scope

1) Inherently Government Functions

2) Key Personnel

c. Place of Performance

d. Period of Performance

e. Business Hours of Coverage

2. Section II – Security Information

a. General

b. Contract Association

c. Facility Accreditation

d. RFP Automated Information System (RFP AIS)

e. AIS Accreditation

f. Compliance

g. Data Rights

h. Personnel Data Restriction

i. Non-Disclosure Agreement

j. Government Furnished Equipment (GFE); Government Furnished Information (GFI); and Government

Furnished Property (GFP)

k. Contractor Furnished Equipment, Property, Facilities and Services

l. Travel Requirements

m. Other Direct Cost Requirements

n. Training Requirements

o. Contract Management

p. Transition

3. Section III – Labor Categories

a. Program Management

b. Program Manager

1) Required Knowledge/Skills/Abilities:

c. Certified Fitness Trainer

1) Required Knowledge/Skills/Abilities:

4. Section IV – Deliverables

a. Contract Data Requirements List (CDRL)

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b. CDRL Templates

c. Program Management Plan

d. Monthly Contract Status Report (MCSR)

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1. Section I – Introduction

a. Background

This Statement of Work (SOW) and its applicable and supporting documents define the objectives and requirements for Contractor support to the Office of the Director of National Intelligence (ODNI)

Facilities and Mission Services (FMS) group. The FMS mission is to promote quality of life by ensuring the ODNI facilities are accessible, well-maintained, healthy, clean, comfortable, safe, and resilient.

Liberty Crossing (LX) and Intelligence Community Campus – Bethesda (ICC-B) offer fitness facilities to support the health and wellness of the IC members (staff, detailees, assignees, contractors and others) in their pursuit of a healthy lifestyle by providing well-maintained, clean, comfortable and safe workout spaces to aid in these pursuits. To deliver exceptional service to the workforce, the ODNI/FMS remains resolute to adapt to workforce and mission needs in a timely and professional manner by offering certified trainers to meet the demands of the workforce. The ODNI FMS seeks to aid the ODNI workforce with qualified and dedicated, personally-tailored solutions for a well-balanced, and agile workforce.

b. Scope In order to accomplish its mission priorities, the ODNI FMS (hereafter referred to as the “Sponsor”) is focused on promote quality of life by ensuring the ODNI facilities are accessible, well-maintained, healthy, clean, comfortable, safe, and resilient. Liberty Crossing (LX) and Intelligence Community

Campus – Bethesda (ICC-B) (hereafter referred to as “Sponsor’s facilities”) offer fitness facilities to support the health and wellness of the IC members (staff, detailees, assignees, contractors and others) in their pursuit of a healthy lifestyle by providing well-maintained, clean, comfortable and safe workout spaces to aid in these pursuits.

1) Inherently Government Functions

The contractor shall not perform, or be tasked to perform, any inherently Governmental function, or volunteer service or task. Thus, the Contractor shall understand that it WILL NOT have decision making authority with respect to the performance of requirements. The Contractor Program Manager (PM) shall seek clarification from the Contracting Officer’s Technical Representative (COTR) when the

Contracting Officer (CO) cannot be reached for clarification concerning functions Contractors are allowed/not allowed to perform.

2) Key Personnel

The Key Personnel considered for the successful performance of the resultant contract are the Certified

Fitness Trainers.

c. Place of Performance The Place of Performance shall be the ODNI facilities located at Liberty Crossing (LX), McLean, Virginia, and the and Intelligence Community Campus – Bethesda (ICC-B), Bethesda, Maryland.

d. Period of Performance The period of performance of the resultant contract shall be for one (1) twelve (12)-month base period with two (2) twelve (12)-month options years. All option periods are exercised at the discretion of the

Government.

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e. Business Hours of Coverage “Full-Time Equivalents” (FTEs) are required to work a standard forty (40)-hour work week (8 hours per day), Monday through Friday for core work hours between 0730 to 1430. All other days and holiday work hours are considered to be “non-core” business hours. Any requested exceptions to coverage during core hours shall be agreed upon by the COTR and Contractor PM in writing, in advance.

The Contractor PM shall be aware there may be occasions a flexible work schedule would be required to meet organizational demands. In such instances, a modified, flexible work schedule may be coordinated with the Contractor PM and the COTR.

As a general practice, premium rates for “overtime” (charges above a Contractor’s regular hourly rate) are not authorized under this SOW and resultant contract, unless specified otherwise, in writing by the

CO. If coverage outside of the normal 8-hour days, 40-hour premium rates for overtime shall be authorized by the CO, in coordination with the COTR.

2. Section II – Security Information

a. General

The Contractor’s work in the Sponsor’s facilities shall be performed under strict security conditions. All

Contractor employees assigned to work in the Sponsor’s facilities shall be U.S. Citizens. The Contractor shall ensure all staff are or can be cleared to, at a minimum, an ODNI Industrial Security Staff

Approval//TOP SECRET (ISSA/TS) level clearance. All Contractors shall have their clearance (to include the completion of the crossover of their clearance) by the date the individual is scheduled to begin work on the contract.

The Contractor shall plan for attrition with careful screening of personnel, and advance preparation and submission of clearance requests. The Contract shall have a plan, managed at a low enough level of detail to enable full execution, that provides for a sufficient number of relief personnel, to cover absenteeism and special events, who shall be cleared to meet ODNI security standards to ensure quality customer service. For the purposes of this SOW, relief of absenteeism lasting less than two (2) weeks in duration shall be defined as “short-term coverage”.

Prior to clearance request submission to the Government Security Office, the Contractor shall provide justification for each person submitted for a clearance, to the COTR, for review and approval. The

Contractor shall participate in the ODNI’s polygraph program.

The Contractor shall be solely responsible for ensuring that its personnel, including that of any subcontractor, comply with all security requirements. The Contractor shall ensure that all personnel are cleared at the appropriate level in accordance with Sponsor security policies.

The Contractor shall submit a security incident report to the COTR within one (1) work day if and when it becomes aware of a failure to comply with any applicable security requirement. Failure to comply with these requirements shall be considered a breach of a material performance requirement of the contract.

The contract may be terminated for default and the Contractor and its employees may be subject to both civil and criminal liabilities. Loss of a clearance shall result in immediate removal from performance under the resultant contract.

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b. Contract Association The association between the Contractor and the Sponsor is classified UNCLASSIFIED. The highest clearance required to perform the work specified in this SOW is TOP SECRET. The highest classification for deliverable documentation and reports is UNCLASSIFIED. The hardware is UNCLASSIFIED.

c. Facility Accreditation

There is no requirement for the Contractor to work with or store classified at the Contractor’s facility;

therefore, Contractor storage accreditation is not required. All classified materials used by the

Contractor will be stored at the Sponsor’s facilities in appropriate secure areas, supplied by the

Government.

d. RFP Automated Information System (RFP AIS) There is no requirement for the Contractor to provide a classified response to this RFP or to process or store classified data on an AIS; therefore, AIS accreditation is not required.

e. AIS Accreditation There is no requirement for the Contractor to provide a classified response to an RFP or to process or store classified data on an AIS; therefore, AIS accreditation is not required.

f. Compliance United States Government rules, regulations, direction, and requirements issued by the CO or other authorized personnel for good order, administration, and security shall apply to all Contractor personnel who enter the Sponsor’s facilities. The Sponsor reserves the right to refuse and/or terminate any and all security clearances applied for and/or processed. The Contractor shall not reassign to another Sponsor component, any person who has been cleared specifically for this contract without the expressed, written approval, of the COTR. The Contractor shall cooperate fully in the security matters which may arise relating to the resultant contract.

The security requirements set forth in this section represent the minimum acceptable security standard for this contract and are intended to supplement the contract, other specifications, and other security standards applicable to the Contractor including the National Industrial Security Program Operating

Manual (NIPOM).

The Contractor shall adhere to the security requirements set forth in:

• Department of Defense (DOD) 5220.22-M, National Industrial Security Program Operating

Manual (NIPOM), February 28, 2006, incorporating change 2, dated 18 May 2016.

• Intelligence Community Directive (ICD) 503, Intelligence Community Information Technology

Systems Security Risk Management, Certification and Accreditation, 15 September 2008.

• Intelligence Community Directive (ICD) 701, Security Policy Directive for Unauthorized

Disclosure of Classified Information.

• Intelligence Community Directive (ICD) 704, Personnel Security Standards and Procedures

Access Program Information, 1 October 2008 ***NOTE***: Intelligence Community Policy

Guidance (ICPG) 704.1, 704.2, 704.3, 704.4 and 704.5 apply.

• Intelligence Community Directive (ICD) 705, Physical and Technical Security Standards for

Sensitive Compartmented Information Facilities (ICS-705-1) and Standards for Accreditation and

Reciprocal Use of Sensitive Compartmented Information Facilities (ICS-702-2)

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• Executive Order 12958, Classified National Security Information, dated 12 April 1995.

• Executive Order 13292, Further Amendment to EO 12958, As Amended, Classified National

Security Information dated 25 March 2003.

• Executive Order 12968, Access to Classified Information, dated 2 August 2003

g. Data Rights In accordance with FAR 52.227-14 – Rights in Data – General, the Government shall have unlimited rights to all data first produced, developed or delivered in the performance of the resultant contract.

Unless specifically authorized by the CO or the COTR, the Contractor shall not remove any data from any of the United States Government Classified (USGC) facilities and shall not convey ODNI or other USGC data to any individual outside of an authorized USGC facility.

h. Personnel Data Restriction Contractor personnel may have access to, or become knowledgeable of, data of a sensitive or personal nature. For reasons of privacy, ethics, and need-to-know, Contractor personnel shall not access, use or distribute personal data without specific authorization from the CO or COTR, in consultation with the cognizant security official. Failure to comply with this restriction may lead to immediate revocation of security clearance and referral of the case to the Justice Department for prosecution.

Knowledge or information pertaining to any person, procedure or other matter that is gained as a result of performance under the resultant contract is subject to the restrictions noted herein. Contractor personnel shall treat such knowledge as if it were classified. The Contractor shall take action to ensure that all personnel are made aware, upon hire and on an annual basis, of the requirements of the Privacy

Act, shall take reasonable steps to protect against unauthorized disclosure , and shall ensure that

Contractor personnel observe these restrictions.

i. Non-Disclosure Agreement Prior to any prime Contractor or subcontractor personnel having access to any Government and/or other Contractor’s data required for performance of the resultant contract, individuals shall sign a

Government Non-Disclosure Agreement (NDA). Failure to sign such an agreement when access to

Government or any Contractor’s data is required for performance shall be grounds for the Government to immediately request that the individual be replaced at no additional cost to the Government or removal of the Contractor. The Contractor shall submit the originals of these agreements to the CO for signature once executed. Performance of the contract shall not require the prime Contractor and subcontractor staff to have access to the performance, budgetary, cost, pricing, and/or proprietary information of other ODNI Contractors.

j. Government Furnished Equipment (GFE); Government Furnished Information (GFI);

and Government Furnished Property (GFP) When work is performed at a government facility, the Government Sponsor will provide all work spaces and equipment necessary for the performance of this contract. The Government will furnish at least the following services at Government facilities: telephone service; security and building maintenance;

timely access to equipment and documentation subject to security restrictions; adequate utilities such as water, electricity, sanitation, and other municipal-type services; as well as, access to Government-automated systems and databases.

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No GFE, GFI, or GFP is anticipated for this contract; however, should the need arise no GFE, GFI, or GFP shall be removed from the Sponsor’s facilities without prior written approval of the COTR. The

Contractor shall be responsible for accounting and reporting all GFP in accordance with FAR 52.245-1

Government Property. Upon Contract completion, all GFE/GFI shall be returned to the Government unless otherwise directed by the Government.

k. Contractor Furnished Equipment, Property, Facilities and Services It is not anticipated that the Contractor will be required to acquire or maintain property through the performance of this contract. If Contractor Acquired Property is needed, prior written approval shall come from the COTR, in consultation with the CO. In the event that the Contractor shall be required to purchase any equipment, property, or facilities in support of this contract, expenses will be paid by the

Government based on a cost reimbursement basis (i.e., non-fee bearing). If the Contractor is required to purchase equipment on behalf of the Government, the Contractor shall maintain an updated, detailed, and accurate report reflecting all Government Property assigned to Contractor personnel in accordance with 152.245-716 Quarterly Financial Reporting of Contractor Acquired Property (OCT 2016).

The initial report will be developed and resented to the COTR for approval. The Government will retain all rights to any property purchased via this contract and will take possession of all property at the expiration of the contract.

l. Travel Requirements All positions on the contract may require CONUS travel in support of this effort. Travel may be to

Sponsor locations. All travel costs shall be in accordance with Federal Travel Regulations and FAR

31.205-46 Travel Costs. Travel costs will be reimbursed on a cost basis (without fee). All travel costs shall be charged to the contract, with the exception of “mission sensitive” travel, as determined by the

COTR. All travel shall be approved by the COTR and CO at least five (5) business days prior to commencement of travel.

m. Other Direct Cost Requirements Other direct cost (ODC) requirements, if any, shall be reimbursed on a cost reimbursement basis (i.e., non-fee bearing).

n. Training Requirements The Contractor shall be responsible for maintaining the currency and the level of expertise of the

Contractor staff. In addition, it is the Contractor’s responsibility to vet and ensure their personnel do indeed have the required education and work experience as stated in their resume/work history and that they contain the skills necessary to complete the duties as listed in this SOW. This training may be provided through the Contractor’s internal training programs, other vendor training, or industry-related seminars and conferences. Unless the training is unique to the Sponsor, training (cost and hours) may not be charged directly to the contract. Any Sponsor-unique training to be charged directly to the contract requires COTR concurrence, and written CO approval, prior to initiating training.

In accordance with the training clauses in the contract, non-Sponsor unique training is an unallowable direct cost to the contract.

Contractor participation in training shall not adversely impact the Sponsor’s mission as the benefits gained by the training shall be such that they have an overall positive impact to the Sponsor mission, Page | 9 while considering the absence of the personnel, and how their duties will be fulfilled while they are away.

The Contractor shall ensure that all personnel are cross-trained and will assist with provision of coverage as required by the Sponsor.

o. Contract Management Following the contract award, the Government reserves the right to deny the Key Personnel candidates, based upon review of the qualifications identified in the candidate’s resume. The Contractor shall submit resumes of the Key Personnel candidates to the CO and COTR for review within five (5) days after the requirement has been identified for fulfillment or replacement.

In addition to the CO and COTR relationships, the Contractor shall also take consideration to cultivate professional relationships with the support to Government personnel who utilize the services provided in this SOW (hereafter defined as “operational direction”). Operational direction shall not require or entail any change in scope. Changes in scope are only authorized by the CO.

p. Transition The Contractor shall assume responsibility for all tasks from incumbent Contractors no later than sixty

(60) days from the start of the contract. The Contractor shall plan and conduct the transition so as to cause minimal disruption to customer support. The Contractor shall submit a Transition Plan with their proposal and a final Transition Plan (CDRL #1) shall be submitted at the Contract Initiation Review (CIR).

The Transition Plan shall provide a detailed description of how the Contractor will manage transition from the date of contract award until the date of full performance. All Key Personnel must be cleared or crossover eligible by submission date and be available on Day 1 of contract start date.

All Transition Plans shall include the following:

• The process and schedule for assuming responsibility for all tasks.

• The ramp up to full staffing by day 60 from date of contract start.

• The process to crossover clearances and establishment of IT accounts.

• Progress reporting to the COTR.

• A risk management plan that addresses, at a minimum, how the Contractor will manage the following risks:

o Lack of cooperation from incumbent Contractors;

o Incomplete processes and procedures to perform SOW tasks; and o Unavailable incumbent Key Personnel.

3. Section III – Labor Categories The Contractor shall provide all the necessary labor, knowledge, material, resources, and administrative support to accomplish tasks associated during the period of performance, within the awarded funds.

The Contractor shall ensure that all requirements described within this SOW are executed in compliance with the relevant Sponsor policies (such as travel, security, and project management).

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a. Program Management The Contractor shall be responsible for the effective communication with the CO and COTR and daily coordination with operation discretion. The Program Manager (PM) shall report directly to the COTR and shall perform all functions necessary to: 1) recruit and retain highly qualified personnel; 2) process required clearance requests in a timely manner; 3) provide qualified backfills to required support, as required; 4) process computer access and badges requested efficiently for all Contractor staff; 5) communicate verbally and in writing to the Sponsor to address contract changes/challenges; and 6) manage all performance aspects of its personnel to provide the trainer support services, as dictated throughout the SOW.

The PM shall ensure that both locations have adequate coverage as designated throughout the performance of the SOW at all times. The Contractor PM shall be accessible to the Government’s CO and COTR during normal “prime time” business hours, on unclassified work systems, telephone or other means. The Contractor shall also ensure that at least one (1) designated person, empowered with full authority to act on program matters, is available and accessible during normal business hours.

b. Program Manager The PM shall serve as the primary program interface for this effort. The Contractor shall provide not more than .25 FTE for this requirement. The PM’s responsibilities include:

• The official interface between the Contractor and the Government;

• Monitoring and controlling the Contractor team across all locations;

• Reporting contract status;

• Accountability for the performance of all Contractors supporting this effort

• Ensure quality of service is provided.

1) Required Knowledge/Skills/Abilities:

• A minimum of six (6) years of experience as a program/project manager.

• Demonstrated experience managing a multi-location team

• Proven ability to effectively coordinate multiple resources, and multi-task in a fast-paced environment.

• Strong communication skills and the ability to problem solve.

c. Certified Fitness Trainer The certified Fitness Trainers shall perform a wide variety of duties for this effort. The Contractor shall provide not more than 2.0 FTE for this requirement. The certified Fitness Trainers’ responsibilities include, but are not limited to:

• Develop and conduct physical fitness programs, individualized and tailorable for fitness goals of employees (staff, detailees and assignees);

• Provide general fitness, machine and free weight instruction for individuals inquiring on proper

(industry standard) utilization; and

• Coordinate personalized fitness regimens for employees who schedule training sessions.

o Track the number of fitness regimens established, continued and concluded each month.

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1) Required Knowledge/Skills/Abilities:

• Bachelor of Science in Exercise Physiology, Exercise Science, Physical Fitness, or a related discipline; and

• A current Cardio-Pulmonary Resuscitation (CPR) Certification.

o In lieu of a Bachelor’s Degree, staff shall have at least five (5) years of experience as a Certified Fitness Trainer.

4. Section IV – Deliverables The following deliverables are requirements according to this SOW.

a. Contract Data Requirements List (CDRL)

All contract related deliverables shall be submitted to the COTR and CO via soft copy using an electronic format. Deliverables shall be available upon request by the COTR and CO. Table 1, CDRLS, below outlines the deliverables for the resultant contract.

CDRL # Description of Deliverable Due Frequency

#1 Transition Plan Proposal submission (Initial); At CIR (Final)

#2 Monthly Status Report (MCSR) Monthly

#3 Status of Open Positions/Vacancy Report Weekly (Friday Morning)

#4 Program Management Plan (PMP) Portions of PMP shall be required during proposal submission (sections 3.1 PM, 4.2 Staffing Plan, 4.4.1 Subcontractor Management Plan, and 4.4.5 Quality Control); Final PMP – 45 days after contract award; As otherwise required

Table 1: CDRLs

b. CDRL Templates

The Contractor shall create templates for each type of document that is required on a recurring (more than once) basis unless a standard template is given. Each such template shall be prepared initially in draft format and submitted to the COTR for review and Government approval. The Sponsor reserves the right to modify templates as necessary.

c. Program Management Plan

The Program Management Plan (PMP) (CDRL #4) shall be delivered in the format outlined in Table 2, Program Management Plan Content, below. It shall describe the Contractor’s processes and activities for providing support to the Training Services contract per this SOW. The PMP shall be developed incrementally. This requirement specifies three (3) types of submittals that shall be used during the

Training Services life cycle (Proposal Submittal; forty-five (45) days after award and As Required). “As

Required” shall be submitted as needed by the COTR or CO, but not less frequently than annually, to address changes “in-scope”, performance requirements, personnel requirements, subcontract management (as necessary), quality control or risk management. The annual update shall form the basis for program management for the follow-on period, if exercised.

Section Number Title

1.0 Overview

1.1 Program Summary

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1.1.1 Purpose, Scope and Objectives

1.1.2 Assumption and Constraints

1.1.3 Schedule and Budget Summary

2.0 Key Personnel

2.1 Roles and Responsibilities, Internal Interfaces & Reach-

Back, External Interfaces & Reach-Out

2.1.1 Program Manager

2.1.2 Certified Trainers

3.0 Program Management Plan

3.1 Security Plan

3.2 Program Phase-In Plan

3.3 Staffing Plan

3.3.1 Staff Hiring Plan

3.3.2 Staff Training Plan

3.3.3 Staff Attrition Plan

3.4 Work Plan

3.4.1 Work Activities

3.4.2 Resource Allocation

3.4.3 Budget Allocation

3.5 Control Plan

3.5.1 Subcontract Management Plan

3.5.2 Requirements Control Plan

3.5.3 Schedule Control Plan

3.5.4 Budget Control Plan

3.5.5 Quality Control Plan

3.5.6 Metrics Collection Plan

3.6 Risk Management Plan

3.7 Process Improvement Plan

3.8 Program Phase-Out Plan

Table 2. The Program Management Plan (PMP)

d. Monthly Contract Status Report (MCSR) The purpose of the Monthly Contract Status Report (MCSR) (CDRL #2) is to describe the Contractor’s prior month’s activities. The MCSR shall include an Executive Summary and data including, but not limited to:

• Monthly and cumulative information on hours expended and costs incurred.

• Performance issues and actions.

o Work accomplished reports including a copy of all final submissions.

o Problems/issues during the report period, which were opened, ongoing, or closed.

o Notice, in advance, if possible, of actual or anticipated major performance issues.

o Planned actions for the month following the month in which the report was submitted.

• Projected and Actual cost by WBS.

• Projected and Actual Labor hours by WBS.

• Personnel Security Clearance Status and Processing o All prime and subcontractor personnel o Current clearances and dates o Badge Renewals

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• Detailed invoice information outlining the supporting information, to be submitted at the time of the Internet Payment Platform (IPP) invoice submission.

The MCSR shall be co-termed to the invoicing period and shall exhibit a simple reconciliation to the invoice. This shall explain the difference between the invoice and the MCSR and shall be exhibited in numeric or text format.

The first MCSR shall be submitted to the COTR by the 15th of the month following the end of the previous month and every month thereafter. The Contractor shall provide an electronic copy of the report to both the CO and the COTR not later than the 15th day of the month following the end of the previous month, after the close of the invoice/billing cycle covered by the report with respect to the date of the corresponding invoice submission in IPP. The Sponsor reserves the right to review the MCSR for accuracy, and request additional copies as needed.