Attachment_0004_2017_SSMP_Task_Order_PWS.docx

Performance Work Statement for

2017 SSMP SURVEY OPERATIONS TASK ORDER

U.S. ARMY RESEARCH INSTITUTE FOR THE

BEHAVIORAL AND SOCIAL SCIENCES

PART 1

GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES/INTRODUCTION: The Contractor shall provide all personnel, materials, facilities, and other supplies and non-personal services necessary to conduct the 2017 Sample Survey of Military Personnel (SSMP) as defined in this Performance Work Statement (PWS) for the U.S. Army Research Institute for the Behavioral and Social Sciences (ARI), except as specified in Part 3 as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 BACKGROUND: Managing the Army’s manpower requirements during this evolving global strategic environment requires that the Army’s senior leaders have accurate and up-to-date information on Soldiers’ attitudes and opinions on an array of personnel issues. The accuracy and timeliness of the attitude and opinion information provided to decision makers are of paramount importance in affecting the quality of decisions and personnel policies. As new policies are developed to enhance the Army's ability to staff the force, the Army needs survey research and analysis to gather and analyze data on the implementation and expected or actual effectiveness of those policies.

1.3 OBJECTIVES: The objective of this task order is for the Contractor(s) to conduct the 2017 Sample Survey of Military Personnel in support of ARI’s Scientific and Technology Program.

1.4 SCOPE: The scope of this requirement is for the Contractor to provide ARI with the necessary capabilities to conduct the 2017 Sample Survey of Military Personnel in support of ARI’s Scientific and Technology Program.

1.5 GENERAL INFORMATION

1.5.1 QUALITY CONTROL: The Contractor shall develop and maintain an effective Quality Control (QC) program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The Contractor’s QC program is the means by which the Contractor assures that their work complies with the requirement of the contract. The Contractor shall obtain Contracting Officer (KO) approval in writing for any proposed change to the QC plan submitted with its proposal and incorporated into this contract in Section J.

1.5.2 QUALITY ASSURANCE: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS), Attachment 1. This plan is primarily focused on what the Government must do 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).

1.5.3 RECOGNIZED HOLIDAYS: Contractors are not required to work on the following Federal holidays:

1.5.4 HOURS OF OPERATION: Contractor personnel are expected to provide support during normal operating hours (0800-1630) 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 work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

1.5.5 PLACE OF PERFORMANCE: Performance under this task order (TO) will be at the Contractor's facility.

1.5.6 TRAVEL: Exclusive of a kick off meeting which could be done either in person or telephonically, travel is not anticipated for TO. Travel costs shall be considered reasonable and allowable only to the extent that they do not exceed on a daily basis, the maximum per diem rates in effect at the time of the travel. FAR Part 31 shall provide the basis for the determination as to what is reasonable and allowable. Maximum use is to be made of the lowest available customary standard coach or equivalent airfare accommodations available during normal business hours. All necessary travel meeting the above criteria shall be approved in advance by the Contracting Officer’s Representative (COR). Exceptions to these guidelines shall be approved in advance by the KO.

1.5.7 SECURITY REQUIREMENTS

1.5.7.1 SECURITY CLEARANCE: No security clearance is required.

1.5.7.2 ANTITERRORISM/OPERATIONS SECURITY (OPSEC) CONSIDERATIONS: The scope of work for this TO does not require access to Army installations, facilities and controlled access areas, with the possible exception of one or more in-person meetings. The scope of work does require the gathering and storage of sensitive and personally identifiable information (PII) for Army personnel, and Contractor personnel will be required to comply with the Army requirements for the protection of Army personnel data (see paragraphs 1.5.7.2 and 1.5.12).

1.5.7.2.1 ACCESS AND GENERAL PROTECTION/SECURITY POLICY AND PROCEDURES: Contractor and all associated sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.7.2.2. CONTRACTORS NOT REQUIRING CAC BUT REQUIRE ACCESS TO DOD FACILITY/INSTALLATION: The Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at a CONUS location, in accordance with status of force agreements and other theater regulations.

1.5.7.2.3 iWATCH TRAINING FOR CONTRACTOR EMPLOYEES WITH AN AREA OF PERFORMANCE WITHIN AN ARMY CONTROLLED INSTALLATION, FACILITY, OR AREA: The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the appropriate authorities (e.g., the local military police). This training shall be completed within 30 calendar days after the contract start date and within 30 calendar days of new employees commencing performance.

1.5.7.2.4. AT LEVEL I TRAINING: THIS TRAINING REQUIREMENT IS FOR CONTRACTOR EMPLOYEES WITH AN AREA OF PERFORMANCE WITHIN AN ARMY CONTROLLED INSTALLATION, FACILITY, OR AREA: All Contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, and controlled access areas must complete AT Level I Training within 30 calendar days after reporting for duty. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the Contracting Officer’s Representative (COR). The online training is available at http://jko.jten.mil.

1.5.7.2.5 OPERATIONS SECURITY (OPSEC) PLAN: Within 90 days of contract award, the Contractor shall:

(1) Identify any Government critical information that may be gathered, stored, or processed during contract performance, and

(2) Develop an OPSEC Standing Operating Procedure (SOP) or plan for securing any such critical information. In particular, the Contractor shall consider personally identifying information and information related to military operations (e.g. tactics, techniques, and procedures) that might be gathered during data collections. The Contractor shall implement OPSEC procedures as ordered by the Commander or other authorized official. The Contractor shall have an identified certified Level II OPSEC coordinator per ARI 530-1, Operations Security.

The plan shall be reviewed by the Contracting Officer's Representative (COR) and revised as requested by the COR or by the Government OPSEC officer to ensure adherence to the Army Privacy Program in accordance with the Privacy Act of 1974 (Public Law 93-579) as codified in 5 U.S.C. Section 552a and Department of Defense (DoD) Regulation 5400.11-R, and to ensure adherence to AR 530-1, Operations Security.

1.5.7.2.6 OPSEC TRAINING: Per Army Regulation 530-1, Operations Security, Contractor employees must complete OPSEC Level I training within 30 calendar days of reporting for duty and annually thereafter. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the Contracting Officer’s Representative (COR). The online training is available at http://cdsetrain.dtic.mil/opsec.

1.5.7.3 PHYSICAL SECURITY: The performance of this requirement will require that the Contractor has access to sensitive information. The Contractor shall be responsible for safeguarding all information and Government property provided for contractor use. At the close of each work period, Government materials shall be secured. Controlled Unclassified Information (CUI) is explained in Army Regulation (AR) 380-5, Chapter 5. Examples of CUI include For Official Use Only (FOUO) information that affects individuals’ privacy and survey results which could be viewed as sensitive to Army operations. Failure to safeguard any sensitive/privileged information which may involve the Contractor or the Contractor’s personnel to which they may have access may subject the Contractor and/or the Contractor’s employees to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the Contractor, who must adhere to the installation security requirements.

1.5.8 SPECIAL QUALIFICATIONS: Contractor personnel performing tasks which are listed in Part 5 of this PWS are required to have subject matter expertise and hands-on experience in the following areas:

a. Microsoft Office Software: Word, Excel, PowerPoint, and Access;

b. Software tools to extract and manipulate data fields from Army or DoD personnel databases (i.e., SPSS);

c. Military rank structure and other military personnel structures and policies as they relate to the ability to identify data anomalies.

1.5.9 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the COR or KO 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.

1.5.10 PROGRAM MANAGER: The Contractor shall provide a Program Manager (PM) who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the PM is absent shall be designated in writing to the KO. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.5.11 IDENTIFICATION OF CONTRACTOR EMPLOYEES: All Contractor personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.5.12 USE OF HUMAN SUBJECTS: No research involving human subjects will be conducted until the research protocol has been approved by the ARI Institutional Review Board (IRB) and the Human Research Protection Official (HRPO) and both approvals have been provided to the Contracting Officer.

If the scope of this contract requires the use of human subjects, the Contractor will be required to comply with 48 CFR 252.235-7004. This clause indicates that prior to conducting research, the research protocol must undergo a review by the Human Research Protection Official (HRPO), which the contractor will submit through the COR.

The Contractor also will be required to comply with the applicable provisions of ARI Procedures Memo, “Use of Human Subjects in Research.” If the Contractor has its own human subjects committee, it must be used. In this case, the Contractor may give evidence of compliance by submitting a completed Form HHS-596. The Contractor must submit the complete results of its in-house human use committee findings to the ARI Contracting Officer’s Representative (COR) immediately upon their receipt and before actual research involving use of human subjects begins. If the Contractor does not have its own such committee, it must completely process a protocol, through the COR, to the ARI Committee on the Use of Human Subjects, before any data is collected.

(a) Definitions. As used in 48 CFR 252.235-7004-

(1) “Assurance of compliance” means a written assurance that an institution will comply with requirements of 32 CFR Part 219, as well as the terms of the assurance, which the Human Research Protection Official determines to be appropriate for the research supported by the DoD component (32 CFR 219.103).

(2) “Human Research Protection Official (HRPO)” means the individual designated by the head of the applicable DoD component and identified in the component’s Human Research Protection Management Plan as the official who is responsible for the oversight and execution of the requirements of this clause, although some DoD components may use a different title for this position.

(3) “Human subject” means a living individual about whom an investigator (whether professional or student) conducting research obtains data through intervention or interaction with the individual, or identifiable private information (32 CFR 219.102(f)). For example, this could include the use of human organs, tissue, and body fluids from individually identifiable living human subjects as well as graphic, written, or recorded information derived from individually identifiable living human subjects.

(4) “Institution” means any public or private entity or agency (32 CFR 219.102(b)).

(5) “Institutional Review Board (IRB)” means a board established for the purposes expressed in 32 CFR Part 219 (32 CFR 219.102(g)).

(6) “IRB approval” means the determination of the IRB that the research has been reviewed and may be conducted at an institution within the constraints set forth by the IRB and by other institutional and Federal requirements (32 CFR 219.102(h)).

(7) “Research” means a systematic investigation, including research, development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. Activities that meet this definition constitute research for purposes of 32 CFR Part 219, whether or not they are conducted or supported under a program that is considered research for other purposes. For example, some demonstration and service programs may include research activities (32 CFR 219.102(d)).

(b) The Contractor shall oversee the execution of the research to ensure compliance with this clause. The Contractor shall comply fully with 32 CFR Part 219 and DoD Instruction 3216.02, applicable DoD component policies, 10 U.S.C. 980, and, when applicable, Food and Drug Administration policies and regulations.

(c) The Contractor shall not commence performance of research involving human subjects that is covered under 32 CFR Part 219 or that meets exemption criteria under 32 CFR 219.101(b), or expend funding on such effort, until and unless the conditions of either the following paragraph (c)(1) or (c)(2) have been met:

(1) The Contractor furnishes to the HRPO, with a copy to the KO, an assurance of compliance and IRB approval and receives notification from the KO that the HRPO has approved the assurance as appropriate for the research under the PWS and also that the HRPO has reviewed the protocol and accepted the IRB approval for compliance with the DoD component policies. The Contractor may furnish evidence of an existing assurance of compliance for acceptance by the HRPO, if an appropriate assurance has been approved in connection with previous research. The Contractor shall notify the KO immediately of any suspensions or terminations of the assurance.

(2) The Contractor furnishes to the HRPO, with a copy to the KO, a determination that the human research proposed meets exemption criteria in 32 CFR 219.101(b) and receives written notification from the KO that the exemption is determined acceptable. The determination shall include citation of the exemption category under 32 CFR 219.101(b) and a rationale statement. In the event of a disagreement regarding the Contractor’s furnished exemption determination, the HRPO retains final judgment on what research activities or classes of research are covered or are exempt under the contract.

(d) DoD staff, consultants, and advisory groups may independently review and inspect the Contractor’s research and research procedures involving human subjects and, based on such findings, DoD may prohibit research that presents unacceptable hazards or otherwise fails to comply with DoD procedures.

(e) Failure of the Contractor to comply with the requirements of this clause will result in the issuance of a stop-work order under FAR clause 52.242-15 to immediately suspend, in whole or in part, work and further payment under this contract, or will result in other issuance of suspension of work and further payment for as long as determined necessary at the discretion of the KO.

(f) The Contractor shall include the substance of this clause, including this paragraph (f), in all subcontracts that may include research involving human subjects in accordance with 32 CFR Part 219, DoD Instruction 3216.02, and 10 U.S.C. 980, including research that meets exemption criteria under 32 CFR 219.101(b). This clause does not apply to subcontracts that involve only the use of cadaver materials.

1.5.13 CITI Training: For personnel conducting research involving human subjects, the Contractor shall provide the COR certification that those personnel have successfully completed within the preceding 36 months training in protection of human subjects used in research.

1.5.14 PRIVACY ACT: The scope of work will require the gathering and/or storage of data covered by the Privacy Act (PL 93-579, 31 Aug 74). In the performance of this task order, the Contractor shall comply with the requirements for systems security stated in the Privacy Act Statement used in the data or information collection. The Contractor shall adhere to the Army Privacy Program in accordance with the Privacy Act of 1974 (Public Law 93-579) as codified in 5 U.S.C. §552a and Department of Defense (DoD) Regulation 5400.11-R.

1.5.15 PRIVACY IMPACT ASSESSMENT: IAW DoDI 5400.16 a Privacy Impact Assessment (PIA) is required for all systems that contain PII on Federal personnel, DoD contractors and, in some cases, Foreign Nationals. The PIA is required to ensure that PII in electronic form is collected, stored, protected, used, shared, and managed in a manner that protects privacy.

1.5.16 INFORMATION ASSURANCE COMPLIANCE: Contractor and all contractor personnel with access to or responsibility for nonpublic government data under this contract shall comply with DoD Directive 8500.1 Information Assurance (IA), DoD Instruction 8500.2 Information Assurance (IA) Implementation, DoD Directive 5400.11 H98210-15-R-0036 DoD Privacy Program, DoD 6025.18-R DoD Health Information Privacy Regulation, DoD 5200.2-R Personnel Security Program, Homeland Security Presidential Directive (HSPD) 12, Army Regulation 25-1 (Army Knowledge Management and Information Technology) and AR 25-2 (Information Assurance).

Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic government data to ensure the confidentiality, integrity, and availability of government data.

1.5.16.1 RISK MANAGEMENT FRAMEWORK COMPLIANCE:

Contractor systems and information networks that receive, transmit, store, or process nonpublic government data must be accredited according to DoDI 8510.01 "Risk Management Framework for DoD IT” (RMF) (formerly DIACAP) and comply with annual Federal Information Security Management Act (FISMA) security control testing. The contractor will be responsible for the cost of RMF processes and FISMA testing required for any contractor owned and operated network, facility and/or application processing DoD information. The contractor must perform offsite work with Personally Identifiable Information (PII) only on systems and platform information technology systems (PIT) that meet Risk Management Framework (RMF for DoD Information Technology (IT) requirements. Systems previously certified under DIACAP must be current but cannot exceed an authority to operate (ATO) date later than October 2016. Such information systems and PIT systems will be updated on an on-going basis to continue to meet applicable RMF requirements. Systems must have and maintain an Authority to Operate (ATO) or if acceptable to the Government, if under DIACAP an Interim Authority to Operate (IATO) not to exceed the October 2016 time frame.

Contractor PIT systems unable to provide proof of an existing ATO shall provide a System Security Plan and the supporting documentation for Steps 1,2, 3, 4 of the Risk Management Framework (RMF) DoDI 8510.01 pages 28-34 to obtain an Interim Authorization To Operate (IATO) or ATO within 6 months of contract award.

Contractor PIT systems must also meet the minimum required security controls for unclassified controlled technical information requiring safeguarding in accordance with the System Security Plan and the RMF documents. See table one for minimum security control. (A description of the security controls is in the NIST SP 800-53, ``Security and Privacy Controls for Federal Information Systems and Organizations'' (http://csrc.nist.gov/publications/PubsSPs.html).)

Table 1--Minimum Security Controls for Safeguarding

Access Control

AC-2

AC-3(4)

AC-4

AC-6

AC-7

AC-11(1)

AC-17(2)

AC-18(1)

AC-19

AC-20(1)

AC-20(2)

AC-22

Audit & Accountability

AU-2

AU-3

AU-6(1)

AU-7

AU-8

AU-9

Identification and Authentication

IA-2

IA-4

IA-5(1)

Media Protection

MP-4

MP-6

System & Comm Protection

SC-2

SC-4

SC-7

SC-8(1)

SC-13

SC-15

SC-28

Configuration Management

CM-2

CM-6

CM-7

CM-8

Incident Response

IR-2

IR-4

IR-5

IR-6

Physical and Environmental Protection

PE-2

PE-3

PE-5

Awareness & Training

AT-2

Contingency Planning

CP-9

Maintenance

MA-4(6)

MA-5

MA-6

Program Management

PM-10

System & Information Integrity

SI-2

SI-3

SI-4

Risk Assessment

RA-5

Legend:

AC: Access Control AT: Awareness and Training MP:

AU: Auditing and Accountability CM: Configuration Management CP: Contingency Planning IA: Identification and Authentication IR: Incident Response MA: Maintenance MP: Media Protection PE: Physical & Environmental Protection PM: Program Management RA: Risk Assessment SC: System & Communications Protection SI: System & Information Integrity

1.5.17 PROPERTY RIGHTS: All Software, scripts, plans, procedures and documents produced under this contract become the property of the U.S. Government and may not be altered, modified or shared with other public and private activities without prior approval from the Government.

1.5.18 CONTRACTOR MANPOWER REPORTING REQUIREMENT: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address: https://contractormanpower.army.pentagon.mil. The required information includes:

1. Contracting Office, KO, COR;

1. Contract number, including task and delivery order number;

1. Beginning and ending dates covered by reporting period;

1. Contractor name, address, phone number, e-mail address, identity of contractor employee entering data;

1. Actual direct labor hours (including sub-contractors);

1. Actual direct labor dollars paid this reporting period (including sub-contractors);

1. Total payments (including sub-contractors);

1. Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different);

1. Estimated data collection cost;

1. Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information);

1. Locations where the contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

1. Presence of deployment or contingency contract language; and

1. Number of contractor and sub-contractor employees deployed in theater this reporting period (by country).

As part of its submission, the Contractor will provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the Period of Performance (POP) not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site listed above.

PART 2

DEFINITIONS & ACRONYMS

AR – Army Regulation ARI – U.S. Army Research Institute for the Behavioral and Social Sciences ATO – Authority to Operate CFR – Code of Federal Regulations COR – Contracting Officer’s Representative - A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor.

CUI – Controlled Unclassified Information DIACAP – DoD Information Assurance Certification and Accreditation Process DMDC – Defense Manpower Data Center DoD – Department of Defense - The federal department responsible for safeguarding national security of the United States; created in 1947 (since 1789 as the War Department).

DODD – Department of Defense Direction DODI – Department of Defense Instruction FAR – Federal Acquisition Regulation FOUO – For Official Use Only FSC – Federal Service Code HQDA – Headquarters, Department of the Army HRPO – Human Research Protection Official IAW – In Accordance With IRB – Institutional Review Board KO – Contracting Officer – The Government representative with the authority to enter into, administer, and terminate contracts and task orders/modifications on behalf of the Government and to make related determinations and findings.

OPSEC – Operations Security POP – Period of Performance PII – Personally Identifiable Information PM – Program Manager PRS – Performance Requirements Summary - Attachment to the PWS, which identifies the key performance indicators of the contract that will be evaluated by the Government to assure contract performance standards are met by the Contractor.

PWS – Performance Work Statement -The work the Government expects the Contractor to perform.

QC – Quality Control - Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS.

RMF – Risk Management Framework SSMP – Sample Survey of Military Personnel TO – Task Order UIC – Unit Identification Code

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: Performance under this task order will be at the Contractor’s facility.

3.2 EQUIPMENT: N/A

3.3 SERVICES: N/A

3.4 FACILITIES: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 GENERAL: The Contractor will furnish everything required to perform the work in accordance with the PWS.

4.2 FACILITY CLEARANCE: N/A

PART 5

SPECIFIC TASKS

5.0 BASIC SERVICES: Contractor shall conduct data collection for the 2017 Sample Survey of Military Personnel.

5.1 TASK ORDER ADMINISTRATION

5.1.1 KICKOFF MEETING: The Contractor will, with the assistance of the COR, conduct a kickoff meeting within 10 working days of task order award to clarify any technical or administrative issues and resolutions such as access to databases. Documentation of the kickoff meeting should be incorporated in the first monthly report.

5.1.2 MONTHLY REPORT: The Contractor will prepare a monthly report and prepare/present additional updates to the COR, as required. The monthly report will contain the following information: key activities engaged in during the month, deliverables provided, obstacles encountered (if any), obstacles anticipated (if any), the number of hours expended by personnel in each labor category during the month and cumulative to date, and the amount invoiced for the month and cumulative to date. The contractor shall submit the monthly report with each invoice to the Government. (CDRL A, Authority DI-ADMN-81313A, Monthly Status Report)

5.2 DATASET DEVELOPMENT, MAINTENANCE, AND DOCUMENTATION: Develop, update, maintain and document databases (sampling frame database, quantitative survey response/analytic datafiles and qualitative comment datafiles) in accordance with the below specifications.

5.2.1 SAMPLING FRAME DATABASE DEVELOPMENT, UPDATES, AND DOCUMENTATION:

5.2.1.1 Size of sample frame: The sampling frame database will contain up to 70,000 Active Army, 30,000 USAR, and 40,000 ARNG Soldiers.

5.2.1.2 Composition of sample frame: The sampling frame database will contain the following for Active Army members: first and last names, rank, official e-mail address, unique identification number, and up to 10 additional variables from the Army’s administrative files. The sample frame database for Reserve Component members will contain the above data elements plus the postal address and component for each record.

5.2.1.3 Sample mailing addresses: The Contractor shall match the Government-provided sample dataset against the National Change of Address (NCOA) dataset to obtain updated postal addresses for sample members who will receive postal mailings. The Contractor shall update e-mail and postal mailing addresses (with information received from sample members’ telephone calls and e-mails or from bounce backs and postal non-deliverables) and use the updated address(es) in the remaining communications.

5.2.1.4 Report on sample dataset: Contractor shall use the sample dataset provided by the Government to provide a diagnostic report containing the frequency of demographic variables within 1 (one) week after receipt of the sample database. The Contractor shall also perform a quality check on all sample records (e.g., ensure that no duplicate records are present).

5.2.1.5 Development and implementation of eligibility and disposition variables: The Contractor will use information from email bounce-backs and postal non-deliverables to track/update eligibility of individual sample members in the sample frame database. The Government will provide guidance on the development of survey eligibility and disposition variables. The Contractor shall develop and implement up to fifteen (15) disposition, paradata and other Government-requested variables as directed by the COR. The disposition, paradata, and other survey variables to be developed include but are not limited to the following: eligibility, disposition, date and time of initial survey access, date/time survey completed and submitted, and collapsed/recoded variables. The Contractor shall regularly update during data collection a dataset which tracks response (partial response, complete response, non-response, refusals), eligibility, and disposition (if known).

5.2.2 QUANTITATIVE PRELIMINARY AND FINAL SURVEY RESPONSE DATASET DEVELOPMENT, UPDATES, AND DOCUMENTATION:

5.2.2.1 Survey Coding Scheme: The Contractor shall work with the Government to develop a survey coding scheme (and annotated questionnaire) to guide development of the survey response dataset. The coding scheme will include variable names, codes for the survey responses and specific instructions on how skip patterns and narrative information should be entered into the dataset. The Contractor shall work with the Government to develop the coding scheme so that it applies to all versions of the survey and accounts for differences due to survey mode and branching. The Contractor shall use the coding scheme to develop scan, edit, and conversion programs. The Contractor shall ensure that quality control measures are performed (e.g., skip patterns are correct and spell check is performed). The Government expects that no more than two (2) iterations of revisions will be required, and that most revisions will involve minor fixes/improvements.

5.2.2.2 Quality check – 20 record mock data check: The Contractor shall fully test all data capture programs before survey distribution. The Contractor shall complete 20 (or more, if necessary) surveys using mock data to simulate and check data capture and coding schemes for both the web and paper surveys. The Contractor will provide the Government with a dataset for review. The Government will review the data and variable coding and may request revisions.

5.2.2.2.1 Web survey – 20 record check: After fully testing the Web survey, the Contractor shall enter mock data on their Web test server to ensure proper functioning and accurate data capture. The Government will also perform functionality and capture testing of the Web version posted on the Contractor’s test server and may request revisions.

5.2.2.2.2 Paper survey – 20 record check: The Contractor shall test the paper version to ensure accurate scanning and data capture. The Government will review the mock data capture and the variable coding and may request revisions.

5.2.2.3 Quality check – live 50 record check: The Contractor shall deliver “live” data from 50 or more surveys to the Government approximately three (3) workdays after the receipt of 50 surveys from respondents to the web or paper surveys. The Contractor will provide the dataset and a list of variables based on the coding scheme and containing variable names. The Government will review the data and variable coding, and may request revisions to coding procedures.

5.2.2.3.1 Web survey - 50 record check: The Contractor shall download the “live” 50 Web records, validate, apply the coding scheme and deliver the corresponding SPSS dataset(s) to the Government.

5.2.2.3.2 Paper survey - 50 record check: The Contractor shall scan the “live” scanned records, validate, apply the coding scheme and deliver the corresponding SPSS dataset(s) to the Government.

5.2.2.4 Produce preliminary and final quantitative datasets and codebooks: The Contractor shall deliver to the Government one preliminary and one final SPSS dataset, each containing:

(1) Survey responses

(2) Variable and value labels (consistent with Government specifications)

(3) Variables coded according to Government specifications

(4) Variables with special missing values coded according to Government specifications

(5) Re-coded variables, as requested by the Government

(6) Paradata (e.g., length of time spent taking the survey; number of hits on survey home page; item drop-off rate), as requested by the Government

(7) Status indicators such as eligibility and disposition

(8) Administrative data (i.e., sampling frame data) obtained from Army records.

5.2.2.4.1 The Contractor shall provide a copy of the coding program (e.g., SPSS, SAS) used to recode variables and prepare the SPSS dataset.

5.2.2.4.2 The Contractor shall develop codebooks for the preliminary and final datasets.

5.2.2.4.3 Prior to delivery of the preliminary and final SPSS datasets to the Government, the Contractor shall clean the data files and conduct quality checks to ensure there are no coding or labeling errors.

5.2.2.4.4 The Contractor shall deliver the preliminary dataset and codebook to the Government no later than one (1) week after the official close of data collection. The Government will review the preliminary file and provide feedback to the Contractor. The Contractor shall have two (2) weeks from the date the Government provides feedback to deliver the final dataset and codebook. (CDRL B, Authority DI-MGMT-81453A, Data Accession List, Database Development; CDRL C, Authority DI-MISC-80711A, Scientific and Technical Reports, Database Development Documentation/Codebook)

5.2.3 QUALITATIVE SURVEY RESPONSE DATASET DEVELOPMENT AND DOCUMENTATION:

5.2.3.1 Web survey open-ended questions: Write-in text from open-ended questions, “Please specify” comment boxes, and from comment boxes located at the conclusion of a survey section or the survey itself will be captured and downloaded to a Microsoft Excel, Access, or text file/database (file/database type will be directed by the Government). Each comment should be accompanied by the respondent’s unique identification number, the survey question number which the comment addresses, and up to three demographic variables, as required by the Government. Files will be provided within three (3) weeks after close of the data collection. (CDRL B, Authority DI-MGMT-81453A, Data Accession List, Database Development)

5.2.3.2 Paper survey open-ended questions: The Contractor will provide electronic files of the scanned “Additional Comments” pages no more than four (4) weeks after the closing of the paper survey. The Government may ask the Contractor to provide electronic (scanned) files of up to three (3) “Other (Please specify)” type open-ended comments. (CDRL B, Authority DI-MGMT-81453A, Data Accession List, Database Development)

5.2.4. LINKING FILE: The Contractor shall provide the Government with a password-protected, encrypted file that links the survey ID number with the sample member’s unique personal identifier. The Contractor shall provide the final linking file two (2) weeks after the Government has reviewed and approved the preliminary dataset. . (CDRL B, Authority DI-MGMT-81453A, Data Accession List, Database Development)

5.2.5 DATABASE AND METHODOLOGICAL DOCUMENTATION: Provide additional methodological and database documentation, including but not limited to documentation about fielding methods, coding, and editing/scanning upon Government request. CDRL C, Authority DI-MISC-80711A, Scientific and Technical Reports, Database Development Documentation/Codebook)

5.3. CASUALTY SCREENING: Prior to each postal or electronic communication to more than 20 Soldiers, the Government will provide the Contractor with a list of individuals on the sample file who also appear on any of the following: (a) the most recent Defense Manpower Data Center (DMDC) death file, (b) the most recent list of deceased individuals produced by the Army’s Casualty and Mortuary Affairs Operations Center, (c) or other casualty/death datasets as specified by the Government. The Contractor will remove from all survey datasets sample members found on any of the aforementioned casualty datasets or otherwise designated by the Government as a casualty. The Contractor will ensure that Soldiers identified as deceased are not sent postal or e-mail communications.

5.4 PRODUCE PRINTED AND ON-LINE SURVEY QUESTIONNAIRES AND COMMUNICATIONS: Produce and distribute printed (paper) and on-line survey questionnaires, business return envelopes, postcards, and sample communications, as instructed by the Government.

5.4.1 QUESTIONNAIRE SPECIFICATIONS:

5.4.1.1 Questionnaire length: The Government expects that the survey questionnaire will contain no more than 215 decision points. Most items will be identical for all three (3) components.

5.4.1.2 Questionnaire item types: The survey will contain the following types of close- and open-ended questions: “Mark One,” “Mark all that apply,” ranking questions (e.g., select 1st, 2nd, or 3rd choices from a list), questions containing an “Other (Please specify)” response option in which respondent writes/types up to about 100 characters, open-ended short answer questions (e.g., number of years of service), and an open-ended comment box at the conclusion of the survey, usually about a page or up to 1000 characters in length. The survey will contain no more than 5 open-ended response fields and comment boxes. If requested by the Government, the Contractor shall provide custom coding (e.g., customized error messages, non-standard item formatting) to reproduce specific visual displays for up to 25 questions.

5.4.2 DEVELOP PRINTED SURVEYS AND SAMPLE COMMUNICATIONS: Produce paper survey questionnaires and sample communications.

5.4.2.1 Prepare printed survey questionnaire: The Contractor shall prepare a printed questionnaire from the Government-provided questionnaire. Survey booklets will be up to 16 printed pages with a 2 column format on most interior pages. Booklets will be printed using 2 ink colors (black plus another color, to be determined). The Contractor shall design the printed version so that all data (except, possibly, written comments) can be electronically captured/scanned. The Contractor will ensure that the electronic data capture/scanning technology can read either penciled or inked response marks (i.e., questionnaire can be completed using either pencil or pen).

5.4.2.2 Prepare printed sample member communications:

5.4.2.2.1 Prepare and produce the following printed sample communications from Government-provided text for distribution to sample members:

(1) Pre-notification letter with personalization (sample member’s name, rank, address) which is printed on Army letterhead and contains the signature of an Army official

(2) Survey availability letter

(3) Survey booklets,

(4) 9x12, self-addressed, business return envelopes,

(5) 1st reminder/thank you letters personalized with unique survey access code (i.e., USERID/ticket number),

(6) 2nd reminder/thank you letters personalized with USERID, and

(7) Final reminder/thank you postcards.

5.4.2.2.2 The Contractor shall produce a sample of each postal communication (letters, postcards and envelopes) for approval by the Government before distribution to sample members. The Government will provide guidance on the formatting for each communication. The Government expects that no more than two (2) reviews will be required. The Contractor will personalize letters to include such information as names and addresses, personalized salutations, and ticket numbers/unique identifiers. The Contractor will send all letters using United States Postal Service (USPS) first-class mail. The Contractor shall conduct a quality check on 50 postal communications (to include names, addresses, and salutations) and provide the Government with documentation of performance. The Contractor shall track and provide the Government with the number of sample members sent each postal communication. After each postal mailing, the Contractor shall track and provide the Government with the number of letters that were returned as undeliverable by the USPS.

5.4.3 DEVELOP WEB SURVEY AND SAMPLE COMMUNICATIONS: Produce on-line survey and sample communications.

5.4.3.1 Prepare web survey: The Contractor will design one integrated web survey that branches into similar surveys for each component (Active, USAR, and ARNG). It is anticipated that approximately 80% of the questions will be identical across components. The Contractor will ensure that all data capture programming (e.g., branching, skip patterns, error messages variable ranges, question type (mark all that apply vs. mark one)) is comprehensive and accurate.

5.4.3.2 Prepare web sample member communications:

5.4.3.2.1 Using Government-provided text, prepare the following communications to be e-mailed to the sample frame:

(1) Pre-notification e-mail message,

(2) Survey invitation e-mail message containing a link to the survey and USERID/ticket number,

(3) 1st reminder/thank you e-mail (containing a link to the survey and USERID/ticket number),

(4) 2nd reminder/thank you e-mail (containing a link to the survey and USERID/ticket number),

(5) 3rd reminder/thank you e-mail (containing a link to the survey and USERID/ticket number), and

(6) Final reminder/thank you e-mail (containing a link to the survey and USERID/ticket number).

5.4.3.2.2 The Contractor shall produce a sample of each electronic communication for approval by the Government before distribution to sample members. The Government will provide guidance on the formatting for each communication. The Government expects that no more than two (2) reviews will be required. For e-mailed communications, the Contractor may be required to customize the Subject line to include information specified by the Government, such as sample member’s component and/or USERID/ticket number. The Contractor shall track and provide the Government with the number of sample members sent each e-mailed communication. After an e-mailed communication, the Contractor shall provide the Government with the number of returned e-mail messages or “bounce-backs” broken down by reason for return (e.g., “hard” bounces due to permanent reasons such as invalid email address, “soft bounces” due to temporary issues such as full inbox or server unavailability).

5.4.3.3 Web survey registration and availability: The Contractor shall administer the survey on a secure web site which complies with Army and DoD guidance on Information Assurance and Information Technology (see paragraph 1.5.14.1.).

5.4.3.3.1 Before the start of data collection, the Contractor shall provide the Government with the information required to register the ‘system’ into the Army Portfolio Management System (APMS).

5.4.3.3.2 The Contractor shall have the survey available on the web site from 12:00 AM of the date specified in the survey availability notification through the closing date. After the closing date, the Contractor shall provide notice on the web site that the survey is closed. The Contractor shall field the web survey for up to sixteen (16) weeks.

5.5 DATA COLLECTION SCHEDULE

5.5.1 ACTIVE ARMY WEB SURVEY SCHEDULE: Distribute survey and communications via the web to Active Army sample members in accordance with the following schedule.

Distribution of Web Questionnaire and Communications to Active Army Sample Members

Communication

Recipients

(~70,000)

Active sample members who have not submitted estimated at ~ 98% of Active subsample (~68,600)

5.5.2 DISTRIBUTE RESERVE COMPONENT MIXED MODE SURVEY SCHEDULE. Distribute survey and communications via the USPS and the web to RC sample members in accordance with the following schedule.

Mixed Mode Distribution of Questionnaires and Communications to Reserve Component Sample Members

Communication

Recipients

· Mailing envelope Entire RC sample (~70,000)

· Mailing envelope Entire RC sample (~70,000)

· Printed letter with USERID

· Mailing envelope RC non- respondents who have not submitted, estimated at ~99% of RC subsample (69,300)

· Mailing envelope RC non- respondents who have not submitted, estimated at ~98% of RC subsample (~68,600)

· Survey booklet

· 9x12 mailing envelope

· Postage paid, self-addressed bus. rtn.