PWS.pdf

PERFORMANCE WORK STATEMENT

Contents

1. INTRODUCTION

2. PURPOSE AND BACKGROUND

3. SCOPE

4. PERIOD OF PERFORMANCE

5. WORK SCHEDULE AND LOCATION

6. PERFORMANCE REQUIREMENTS

7. DELIVERABLES

8. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

9. TRANSITION SUPPORT

10. KEY PERSONNEL

11. TRAVEL/TEMPORY DUTY (TDY)

12. GOVERNMENT FURNISHED PROPERTY

13. CONTRACT MANAGEMENT

14. COMPLIANCE DOCUMENTS

15. REFERENCE DOCUMENTS

16. OTHER TERMS, CONDITIONS, AND PROVISIONS

17. ATTACHMENTS

PWS

PERFORMANCE WORK STATEMENT (PWS)

Title: Visual Information Support for the Office of Strategic Communication, Public Affairs & Visual Information

Requiring Activity Name: Walter Reed Army Institute of Research (WRAIR)

1. INTRODUCTION

The WRAIR aims to conduct biomedical research that is responsive to Department of Defense and US Army requirements and delivers life-saving products including knowledge, technology and medical material that sustain the combat effectiveness of the Warfighter.

With our headquarters dedicated to Senator Daniel E. Inouye and located in Silver Spring, Maryland, the Walter Reed Army Institute of Research is the largest biomedical research facility currently serving the Department of Defense.

Established in 1893, our research and development now reaches around the world from Maryland to Germany, Thailand, and Kenya.

Our vision is to be the premier DoD biomedical research organization, constantly relevant, integrating basic research and advanced technology that protects, projects, and sustains the Warfighter today, invents global medical solutions for the future, and keeps the Warfighter on point for the Nation. We host two Centers of Excellence for Military Psychiatry and Neuroscience Research and for Military Infectious Disease Research, each center ranging from blast induced neurotrauma to malaria vaccine development.

2. PURPOSE AND BACKGROUND

The Office of Strategic Communication, Public Affairs & Visual Information is known for providing industry level multimedia products and services to our research teams and strategic leaders. Now, the office of Strategic Communications – Visual Information (STRATCOM-VI) has more advanced audio and visual production capabilities which can be used to produce contemporary communications products such as podcasts, videos, infographics and more. WRAIR now has the potential to leverage contemporary communication mediums to tell our various stories to broader target audiences. This enables the Institute to create and control its messages allowing us to broaden our strategic influence.

3. SCOPE

This requirement will provide visual information support to the WRAIR STRATCOM – VI office. The contractor shall assist with bringing STRATCOM - VI to 100% of its operating capability which will include supporting the Commander’s intent and meeting the needs of WRAIR’s 600+ concurrent customers. The contractor shall provide a variety of graphic design, administrative, photography, audiovisual, and digital content development support services to support these efforts. This will allow the office of STRATCOM - VI to be as efficient and effective as possible, while still continuing to grow and help further the WRAIR’s mission.

4. PERIOD OF PERFORMANCE

The periods of performance for this contract are as follows:

Base period 11 June 2019-31 May 2020 Option period 1 1 June 2020-14 April 2021 Option period 2 1 June 2021-14 April 2022 Option Period 3 1 June 2022-14 April 2023

Option Period 4 1 June 2023-14 April 2024 Transition-Out 1 June 2024-30 June 2024

5. WORK SCHEDULE AND LOCATION

5.1. Work Location

The work location is 503 Robert Grant Avenue, Silver Spring, MD 20910.

5.1.1. Telecommuting

Telecommuting is situational and requires the approval of the contractor who will coordinate the telework schedule with the COR to ensure appropriate contractor coverage. Teleworking may be possible during government announced installation closures and delay.

5.1.2. Working During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR will immediately make contact with the Contractor Managers to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, including base closures, the Contractor Manager shall promptly open an effective means of communication with the COR to verify:

a. Key points of contact (Government and Contractor)

b. Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

c. Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

d. Essential duty personnel for emergency and contingency operations

e. Essential work products expected to continue production by priority

The Contractor Manager, in coordination with the COR, shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. The Contractor shall obtain approval from the COR and Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

Contractor shall not report to work on those days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the Installation Commander for any other reason. During these periods of closure, the contractor employees that are not designated as essential IAW this contract shall not report for work nor will they be compensated for those days. Essential personnel tasks include the following:

5.1.3. Force Protection Condition Info

5.2. Federal Holidays

5.2.1. The contractor shall not perform services on days designated as a Federal Holiday by Federal Status, Executive Order, Presidential Proclamation or Installation Commander

5.2.2. Federal holidays are an exception to the regular duty hours. Any of the holidays listed below falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. The following is a list of legal federal holidays that services shall not be performed

The following are Federal Holidays:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Independence Day

Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

5.3. Post Closure

All non-mission essential contract employees shall not report to work on days the Government or installation is closed due to local determinations relating to safety conditions, inclement weather conditions, national emergencies, energy conservation. During these periods of closure, the mission essential contractor personnel shall report for work.

5.4. Work Schedule

The contractor shall provide support from 0745 to 1630 Eastern Time.

6. PERFORMANCE REQUIREMENTS

6.1. Objectives

The Contractor shall provide front line visual information and administrative support to the civilian and military staff members. Visual Information services are currently being provided by civilian staff, however our support requirements are expanding and require additional multimedia specialists. The range of work is included and defined within the Department of the Army Pamphlet 25-91, Visual Information Procedures. This support will include but is not limited to answering phones, responding to work order requests from customers, assessing and ordering supplies, and tracking hours and supplies. It addition to this work, the contractor shall support in operating the baseline functions of the STRATCOM – VI. These functions include but are not limited to providing support to the photography studio, the graphics shop, events, and to ensure operation of digital signage systems.

6.2. Specific Tasks / Requirements

6.2.1. Administration Support

6.2.1.1. Contractor shall answer phones, and return all missed calls within 24 business hours

6.2.1.2. The contractor shall track all correspondence pertaining to tasks in sections 6.2.2, 6.2.3, 6.2.4, and 6.2.5

6.2.1.3. Contractor shall respond to customer inquiries via emails within 24 business hours

6.2.1.4. Contractor shall respond to work order requests from customers within 24 business hours

6.2.1.5. Contractor shall assess orders and supplies in order to complete requirements. Common supply lists shall be provided by the COR.

6.2.1.6. Contractor shall track hours and supplies in order to track and allocate costs to customers. The contractor shall use a work order management system

6.2.2. Photography Support

6.2.2.1. The contractor shall provide photography support to WRAIR events (up to 36 per year) as well as the completion of Civilian and Official photographs for the below purposes. The contractor shall complete up to 2080 photo appointments per year with an average of 30 minutes of processing time for each photograph – approximately 1040 hours per year. The contractor shall assist in photography setup, capture, and distribution. All cameras and equipment will be provided by the government, and all photographs shall be taken at the WRAIR during regular business hours.

6.2.2.1.1. Contractor shall take and complete DA Civilian Photographs as required.

6.2.2.1.2. Contract shall take and complete Official photographs as required.

6.2.2.1.3. Contractor shall take and complete passport photographs as required.

6.2.2.1.4. Contractor shall take and complete WRAIR event photographs as required.

6.2.2.1.5. Contractor shall support in the printing of photographs and other miscellaneous studio support, to include setting up shots and adjusting lighting and backdrops.

6.2.3. Graphics Shop Support

6.2.3.1. The contractor shall support the creation of graphics for the WRAIR by use of printing, cutting, lamination, adhesive, and heat systems by applying the knowledge required below. All associated equipment will supplied and maintained by the government.

6.2.3.1.1. Contractor shall possess the skills and knowledge to operate large format printers (latex and inkjet), and shall print graphics as needed per customer request or direction by the

COR.

6.2.3.1.2. Contractor shall possess the skills and knowledge to operate large cutters and shall operate them as needed per customer request or direction by the COR.

6.2.3.1.3. Contractor shall possess the skills and knowledge to operate laminator, adhesive boards, heat rollers, and other equipment related to graphic design, printing, and fabrication of artwork and shall apply these skills to the completion of customer request or other direction by the COR.

6.2.4. Event Support

6.2.4.1. The Contractor shall provide event support to the WRAIR by applying the skills below to set up live video streams, taking event photos, and providing audio support for up to 36 events annually. The contractor shall use Sony Anycast Touch Live Content Producer, and this system (as well as any necessary audio content) shall be supplied by the government.

6.2.4.1.1. Contractor set up live video streams for events.

6.2.4.1.2. Contractor shall document events with high quality photography.

6.2.4.1.3. Contractor shall provide music and audio support for events held by the WRAIR.

6.2.5. Developing Content Support

6.2.5.1. The contractor shall work with customers to develop high quality multimedia content to support science and research mission sets, to include presentation and communications support.

6.2.5.2. Contractor shall operate SharePoint digital signage systems to include, developing advertisements, graphics, etc to put on the signs, and remotely manage the desktop interfaces controlling up to 20 different IP based digital signage machines SharePoint access shall be supplied by the government.

6.2.5.3. Contract shall create content for the SharePoint signage systems mentioned in 6.2.5.1.

6.2.5.4. Contractor shall possess the skills and knowledge to troubleshoot on issues that arise with the

SharePoint systems mentioned in the section above. This may include troubleshooting local issues with cables, settings, or if needed, contacting and working with technical support staff to remedy the issues. If local support staff are unable to resolve the issue, the contractor shall be responsible for contacting SharePoint administrators to troubleshoot further.

6.3. Management Reports and Plans

Monthly Report (Deliverable 1). The contractor shall provide a monthly report detailing all work, including the subcontractor’s work, and where there is critical or significant data related to the provided support. The report shall include a detailed list of all hours worked and workload accomplished, to include but not limited to, a list of equipment serviced and writing assignments in support of all tasks.

Quality Control Plan (Deliverable 2). The contractor shall provide a draft Quality Control Plan (QCP) no later than 15 days after contract award. The contractor shall prepare and adhere to a QCP describing how the contractor intends to manage the contract to achieve the established standards set forth in the Performance Standards Summary Matrix and the contractor’s QCP. At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, and customer satisfaction.

Contract Manpower Reporting Application (CMRA) (Deliverable 3). This is a mandatory requirement IAW Army Federal Acquisition Regulation Supplement (AFARS) 5137.91, Accounting for Contract Services.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the WRAIR via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at:

http://www.ecmra.mil/.

Contractor Performance Assessment Reporting System (CPARS) (Deliverable 13): A CPAR assesses a contractor's performance and provides a record, both positive and negative, on a given contractor during a specific period of time. Each assessment is based on objective facts and supported by program and contract management data, such as cost performance reports, customer comments, quality reviews, technical interchange meetings, financial solvency assessments, construction/production management reviews, contractor operations reviews, functional performance evaluations, and earned contract incentives. Performance evaluations are transmitted into the Past Performance Information Retrieval System (PPIRS) which is used by government agencies to assess contractor past performance for future acquisitions.

The contractor shall appoint a Contractor Representative (CR) and provide this information to the Contracting Officer (KO) within 10 calendar days of award. The contractor POC shall have the authority to comment on the CPAR assessment on behalf of their company and within the timeframes established.

A CPARS assessment must be completed within 120 calendar days after the evaluation. Evaluations are sent to PPIRS within 14 calendar days after the government Assessing Official (AO) has submitted the rating. If the CR has not concurred/non- concurred with the rating; PPIRS will show the government evaluation as "Contractor Comment Pending Review". The CR has a total of 60 calendar days to concur/non- concur with the assessment.

After 60 days, the CR can either concur/non-cur. The CR has the authority to: access the Government evaluation;

review/comment/concur or non-concur with the assessment within 60 calendar days after notification of the government's assessment. The CR has the right to request a meeting (in writing) with the government within 7 calendar days of notification of an assessment. Once the government and the CR complete the evaluation; an automatic update will be sent to PPIRS and visible for Source Selection. If the CR fails to respond within 60 days, the assessment will be finalized. Training for CPARS can be found on the CPARS website:

https://www.cpars.gov/index.htm.

To access CPARS, the contractor must have a Public Key Infrastructure (PKI). It is suggested an ECA certificate of Medium Assurance should be purchased. This should be a Department of Defense identity certificate, not an e-mail certificate.

The contractor shall register under the "All Other Defense Components" module. The WRAIR Unit Identification Code (UIC) is W03KAA.

7. DELIVERABLES

The contractor shall complete and submit deliverables in accordance with the “Deliverables Table” below. Unless specified in the PWS within the description of the deliverable, all deliverables will be made to the COR electronically.

http://www.ecmra.mil/

DELIVERABLES TABLE

PWS

Ref. Number Title/Description Due

6.3 Deliverable 1 Monthly Report

The contractor shall provide a monthly report detailing all work, 45 days following contract award and every 30 days thereafter

6.3 Deliverable 2 Quality Control Plan

The contractor shall provide a draft Quality Control Plan (QCP)

No later than 15 days after contract award

6.3 Deliverable 3 Contract Manpower Reporting Application

The contractor shall complete and deliver the

CMRA.

By October 31 or on the last day of contract performance – whichever is first.

9.1 Deliverable 4 Transition-In Plan

The contractor shall provide a Transition-In Plan

Within one week of award

9.2 Deliverable 5

Transition-Out Plan The contractor shall provide a Transition-Out Plan

30 days prior to contract end

14.1.

Deliverable 6 OSHA 300A The contractor shall complete and deliver the

OSHA 300A.

1 February of each year.

16.11 .13

Deliverable 7 Threat Awareness Reporting Program The contractor shall ensure all service providers receive Threat Awareness Reporting Program (TARP) training.

60 days after contractor personnel begin performance under this contract, and annually thereafter.

16.12 Deliverable 8 Sexual Assault or Sexual Harassment Reporting The contractor shall immediately (within 24 hours) report an incident of sexual assault or sexual harassment to the COR.

Conditional Deliverable due only in the event of an incident.

16.12 Deliverable 9 Sexual Assault and Harassment Training

Completion Reporting The contractor shall ensure all service providers receive Sexual Harassment/Assault Response and Prevention (SHARP) training.

60 days after contractor personnel begin performance under this contract, and annually thereafter.

16.13 Deliverable 10 Information Security Program Training

The contractor shall ensure all service providers receive Information Security Program training.

30 days after contractor personnel begin performance under this contract, and annually thereafter.

16.15 Deliverable 11 Health Insurance Portability and Accountability Act (HIPAA) Training The contractor and all of its employees working on this contract must complete the annual HIPAA training

Within 30 days after contract award, and then annually thereafter for the remainder of the contract.

12 Deliverable 12 Government Furnished Property Inventory The Contractor shall attach an update inventory report to each Monthly Progress Report.

By the 15th of each month.

6.3 Deliverable 13 Contractor Performance Assessment Reporting System (CPARS)

Within 120 calendar days after the end of the period of performance.

The contractor shall complete all CPARS reporting requirements

7.1. Reports and Documents

Reports and documents delivered by the contractor in the performance of this contract shall be considered Technical Data as defined in the applicable DFAR clause 252.227-7013, Rights in Technical Data- Noncommercial Items. All documentation shall reflect the latest version of the work product or activity, unless specifically directed otherwise by the Government. All documentation shall be prepared in accordance with (IAW) standard industry practices, ensuring electronically produced documents which reflect logical flow of material, tables of contents indexes and page numbering. Where applicable, the contractor’s attention is called to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this PWS and under this contract.

Contractor Performance Assessment Reporting System (CPARS). The Contractor CPARS is the DoD mandatory system to electronically capture assessment data and manage the evaluation process. CPARS is used to assesses a Contractor’s performance and provide a record, both positive and negative, on a given contract during a specific period of time. The CPARS process is designed with a series of checks and balances to facilitate the objective and consistent evaluation of Contractor performance. Both Government and Contractor program management perspectives are captured on the CPAR form and together make a complete CPAR. Once the Assessing Official completes the proposed assessment for the period of performance, the CPARS is released to the appropriate Government Contractor Representative for their review and comments. User ID and password will be provided to the designated Government Contractor Representative upon issuance of a task order. The Contractor has 30 days after the Government's evaluation is completed to comment on the evaluation. The Government Contractor Representative must either concur or non-concur to each CPAR. If the Contractor concurs with the proposed assessment and the Reviewing Official does not wish to see the CPAR, the Assessing Official may close out the CPAR. Otherwise, they must forward the CPAR to the Reviewing Official for them to review, enter comments if appropriate, and close out. The Reviewing Official may at their option direct the Assessing Official to forward every CPAR to them for review.

7.2. Inspection and Acceptance

The COR delegated oversight of specific technical, functional and oversight responsiblities is responsible for inspection and acceptance of all services, incoming shipments, documents, and services.

Certification by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the performance standards contained in the Performance Work Statement and all terms and conditions of this order, including all modifications.

7.3. COR Information

TBD

8. PERFORMANCE REQUIREMENTS SUMMARY MATRIX

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance in relation to performance objectives. The Government will finalize the QASP immediately following award, and the COR will provide a copy of the final QASP to the contractor. The QASP is a living document and may be updated by the Government as necessary.

The Government will use the following performance requirements to measure the performance of the contractor. The contractor shall meet the Performance Objective(s) and Acceptable Quality Level(s) within the “Performance Requirements Summary Matrix” (PRS Matrix).

Performance Requirements Summary Matrix

# PWS

Ref.

Performance Objective

Acceptable Quality Level

Performance Measurement

Method of Surveillance Incentive

1 6.1, 6.2.1.3

The contractor shall provide visual information support to the STRATCOM- VI office

Meets: 99.9 - 99.99%.

The contractor completes work orders and requests as required.

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

2 6.1, 6.2.1.1 6.2.1.2 6.2.1.4 6.2.1.5

The contractor shall provide administrative support to the

STRATCOM-VI

office

The contractor answers phone calls; assesses, orders, and tracks supplies, and keeps records.

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

3 6.2.2 The contractor shall provide photography support.

The contractor operates equipment, completes photographs and provides studio support as requested.

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

4 6.2.3 The contractor shall provide graphics shop support.

Meets: 99.9 - 99.99%.

The contractor completes graphics and printing tasks in a timely manner

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

5 6.2.4 The contractor shall provide graphics shop support.

Meets: 99.9 - 99.99%.

The contractor provides video, photo, and audio support for events held by the WRAIR

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

6 6.2.5 The contractor shall develop content to support science and research missions.

Meets: 99.9 - 99.99%.

The contractor provides digital signage and graphics as needed.

Monthly reports, COR observation

Frequency:

Monthly

Past Performance

7 16.11.

4 iWATCH Training -

Contractor shall provide iWATCH training to all personnel within 30 calendar days of contract award.

Meets: 99.9 - 99.99%.

The contractor completes training within 30 days of award and within 30 days of new employees commencing performance. Results will be reported to COR NLT 45 days following award.

Monthly reports

Frequency:

Monthly

Past Performance

8 16.11 Installation Access - Contractor shall follow installation access procedures.

Meets: 99.9 - 99.99%.

The contractor completes all Installation Access requirements accurately and within 30 days of award or new employee hire.

Monthly reports

Frequency:

Monthly

Past Performance

9 16.11.

6 OPSEC SOP –

Contractor shall submit OPSEC SOP that meets minimum quality standards.

>90%

(Sum of all contractor personel who have completed iWATCH training within 30 calendar days of contract award) / (total number of contractor personnel supporting the contract)

Review of Training report from the contractor.

Past Performance

10 16.11.

Information Assurance – Contractor information assurance workforce personnel are trained in accordance with DoD and Army policy

< 1 incident per month

Sum of all incidents in which contractor personnel did not follow installation access procedures

Direct observation by COR and installation security.

Past Performance

9. TRANSITION SUPPORT

9.1. Incoming Transition Plan

The Contractor shall provide a plan for 30 days of incoming transition. The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. The Contractor shall develop and deliver a Transition-in Plan (Deliverable 4). This transition plan shall include, but is not limited to the following items as applicable:

a. Coordination with Government representatives,

b. Review, evaluation and transition of current support services,

c. Transition of historic data to new Contractor system,

d. Government-approved training and certification process,

e. Transfer of hardware warranties and software licenses,

f. Transfer of all System/Tool documentation to include, at a minimum: user manuals, system administration manuals, training materials, disaster recovery manual, requirements traceability matrix, configuration control documents and all other documents required to operate, maintain and administer systems and tools,

g. Transfer of compiled and uncompiled source code, to include all versions, maintenance updates and patches,

h. Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

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

j. Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance,

k. Applicable WRAIR briefing and personnel in-processing procedures,

l. Coordinate with the Government to account for government keys, ID/access cards, and security codes.

9.2. Outgoing Transition Plan

The Contractor shall develop and deliver an outgoing transition plan (Deliverable 5) for 15 days of outgoing transition for transitioning work from an active award to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required documents, metrics and statistics. This transition plan shall include, but is not limited to:

a. Coordination with Government representatives,

b. Review, evaluation and transition of current support services,

c. Transition of historic data to new Contractor system,

d. Government-approved training and certification process,

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

f. Transfer of all necessary business and/or technical documentation,

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

h. Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

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

j. Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and

GFE inventory management assistance.

k. Applicable WRAIR debriefing and personnel out-processing procedures.

l. Turn-in of all government keys, ID/access cards, and security codes.

10. KEY PERSONNEL

N/A

11. TRAVEL/TEMPORY DUTY (TDY)

12. GOVERNMENT FURNISHED PROPERTY

Government Furnished Property includes: WRAIR network laptops and docking stations, and mobile devices for support personnel onsite and laptops and mobile devices for support personnel offsite. Government provided Laptops will be profiled for WRAIR network access, will be CAC enabled, and will have VPN access.

Government will also furnish cameras and other equipment as needed for the performance of this requirement.

Equipment issued at time of contract award will be annotated in a separate document.

Government Furnished Information/System Access includes: WRAIR Network access to the shared drives as required; and the SharePoint collaboration site. The Government will provide any and all current local templates, SOPs, and policies.

The Contractor shall maintain a detailed inventory accounting system for Government Furnished Equipment/Material or Contractor-Acquired-Government Owned Property (CAP). The inventory accounting system must specify, as a minimum: product description (make, model), Government tag number, date of receipt, name of recipient, location of receipt, current location, purchase cost (if CAP), and contract/order number under which the equipment is being used. The Contractor shall attach an update inventory report to each Monthly Progress Report (Deliverable 12) by the 15th of each month for the preceding month. The Contractor’s inventory listing must be available for Government review within one business day of COR request.

12.1. Return of Government Furnished Equipment

The contractor shall return CACs, WRAIR Picture ID Card, keys, and key fobs for employees no longer supporting the contract and/or on contract expiration. Specifically, the contractor shall, within two business days of employee no longer supporting the contract and/or on contract expiration, return:

a) CACs to WRAIR Security office;

b) WAIR Picture ID Card to WRAIR Security office;

c) Keys to the WRAIR key custodian; and

d) Key Fobs to the WRAIR key custodian.

If the contractor does not returned items a-d within 2 business days, the COR will provide a Contract Deficiency Report (CDR) to the KO.

13. CONTRACT MANAGEMENT

13.1. Government Management

The Contracting Officer’s Representative (COR) for this contract will be appointed by the Contracting Officer (KO). The COR will serve as the primary point of contact for all activities and issues that occur under this contract.

Only the KO has the authority to enact changes to this award.

13.2. Contractor Management

The contractor shall designate a single Program Manager (PM) to be the contractor’s authorized point of contact (POC) with the COR. The PM will be responsible for formulating and enforcing performance standards, assigning contractor schedules, reviewing performance quality, communicating policies, purposes, and goals to subordinates. This will include coordination with the KO and the COR to resolve any issues that may arise, trends relating to the contract, or proposed changes or modifications to the contract.

13.3. Contractor Organization

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor shall ensure that all contractor personnel are advised of their chain of command and who they should contact if they have questions.

13.4. Contractor Vacant Positions

The contractor shall fill vacant positions within thirty (30) business days. If contractor positions are vacant for more than thirty (30) days, the COR will provide a Contract Deficiency Report (CDR) to the KO.

13.5. Subcontract management

13.5.1. The contractor is responsible for any subcontract management necessary to integrate services performed on this contract.

13.5.2. The contractor is responsible and accountable for subcontractor performance on this contract

13.5.3. The contractor is responsible to manage task distribution to ensure there are no OCI considerations

13.5.4. Contractor my add subcontractors to their team after notification and written approval from the

KO.

13.5.5. Privy of contract is with the contractor and the subcontractor…..

13.6. Foreign Nationals

A foreign national can only be hired if they have a special skill that a US Citizen cannot be found to perform.

A background investigation must be completed in its entirety before unescorted access to the facility is granted. Government computer access will not be approved until a background check is done in accordance with para 18.9. Typically, a background check cannot be performed on a foreign national unless the individual has lived in the United States for three (3) of the last five (5) years.

14. COMPLIANCE DOCUMENTS

14.1. General Compliance

14.1.1. Federal Law

The services provided under this contract must be conducted in accordance with all Federal law, Department of Defense (DOD), Department of the Army (DA) and Medical Research and Material Command (USAMRMC) laws and command laws, regulations, policies, and procedures that govern the conduct of regulated research.

Federal regulations governing regulations for human subject’s protection are found in 45 CFR 46. The International Convention on Harmonization Guidelines for Good Clinical Practice is the standard governing the conduct of research trials. References for military regulations and policies governing regulated research may be found at https://mrmc.amedd.army.mil/rodorphrpo.asp.

14.1.2. Occupational Safety and Health Administration

The contractor shall comply with Occupational Safety and health Administration Standard Number

1904.32. The contractor shall deliver the 300A by February 1 of each year (Deliverable 6).

14.1.3. DoD Compliance Documents

A complete list of Department of Defense compliance documents providing specifications, standards, or guidelines can be found at http://www.dtic.mil/whs/directives/corres/dir.html

A complete list of Department of Defense compliance documents providing specifications, standards, or guidelines can be found at http://www.dtic.mil/whs/directives/corres/dir.html

a) Army Regulation 340-21, Army Privacy Program.

http://www.army.mil/usapa/epubs/340_Series_Collection_1.html

b) Army Regulation 25-1, Information Technology.

http://armyhpubs.army.mil/epubs/25_Series_Collection_1.html

c) Army Regulation 25-2, Information Assurance.

d) Department of Defense (DoD) Instruction 3216.02, Protection of Human Subjects and Adherence to Ethical Standards in DoD-Supported Research, dated November 2011.

http://www.dtic.mil/whs/directives/corres/pdf/321602p.pdf

e) Department of Defense (DOD) 6025.18 Regulation, DOD Health Information Privacy Regulation, 24 January 2003.

f) DOD Instruction 3210.7, Research Integrity and Misconduct, 14 May 2004.

g) Department of Defense (DOD) Instruction 8500.01 Cybersecurity

h) Department of Defense (DOD) Instruction 8510.01 Risk Management Framework (RMF) For DOD Information Technology (IT Department of Defense (DoD) Instructions 5400.11-R, Privacy Program http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf

i) Army Regulation (AR) 70-25: Use of Volunteers as Subjects of Research, Headquarters, Department of the Army, dated 25 January 1990 – currently under revision

j) Clinical Laboratory Improvement Amendments, 2013. https://www.cms.gov/Regulations-and- Guidance/Legislation/CLIA/CLIA_Regulations_and_Federal_Register_Documents.html. Specific guidance: http://www.ecfr.gov/cgi-bin/text-idx?SID=1248e3189da5e5f936e55315402bc38b&node=pt42.5.493&rgn=div5

k) Clinical Laboratory Improvement Program (CLIP) Manual, May 29, 2014.

http://www.dtic.mil/whs/directives/corres/pdf/64402m.pdf (this document is codified Title 42 Part 493 under Memorandum of Agreement between the US Department of Defense and Health and Human Services.

l) College of American Pathologists Inspection Checklists. http://www.cap.org

m) Clinical Laboratory Standards Institute. Standards and Guides for Laboratories:

http://clsi.org/standards

n) Title 42 Part 493 Laboratory Requirements, 1 October 2011 https://www.gpo.gov/fdsys/granule/CFR-2011-title42-vol5/CFR-2011-title42-vol5-part493/content-detail.html

o) National Institutes of Allergy and Infectious Diseases, DAIDS Guidelines for Good Clinical

Laboratory Practice Standards, https://www.niaid.nih.gov/LabsAndResources/resources/DAIDSClinRsrch/Documents/gclp.pdf

p) ICH Guideline for Good Clinical Practice, Consolidated Practice (E6) http://www.ich.org/products/guidelines/efficacy/efficacy-single/article/good-clinical-practice.html

q) Title 21, CFR Part 11 Electronic Records: Electronic Signature.

https://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfcfr/CFRSearch.cfm?CFRPart=11

r) Title 21, CFR Part 50 Protection of Human Subjects https://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfCFR/CFRSearch.cfm?CFRPart=50&showF R=1

s) Title 21 CFR Part 54 Financial Disclosure by Clinical Investigators https://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfcfr/CFRSearch.cfm?CFRPart=54

t) Title 21 CFR Part 56, Institutional Review Boards https://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfcfr/CFRSearch.cfm?CFRPart=56

u) Title 21 CFR Part 812, Investigational Device Exemptions, April 1, 2014 http://www.accessdata.fda.gov/scripts/cdrh/cfdocs/cfcfr/CFRsearch.cfm?CFRPart=812

v) Title 45 CFR 46, Protection of Human Subjects, April 1, 2014, http://www.hhs.gov/ohrp/humansubjects/guidance/45cfr46.html#

w) Title 29 Part 1910.1030 Bloodborne Pathogens; 1910.1200, Hazard Communication; 1910.132

Personal Protective Equipment https://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_nu mber=1910

x) Title 42 CFR 72.3 Transportation of Materials Containing Certain Etiologic Agents; Minimum

Packaging Requirements. https://www.gpo.gov/fdsys/granule/CFR-2007-title42-vol1/CFR-2007-title42-vol1-sec72-3

y) Title 49 CFR Part 173.199 Category B Infectious Substances https://www.gpo.gov/fdsys/pkg/CFR-2015-title49-vol2/pdf/CFR-2015-title49-vol2-sec173- 199.pdf

z) Dangerous Goods Regulations of the International Air Transport Association.

http://www.iata.org/Pages/default.aspx

aa) Title 5, U.S.C section 5A, Records Maintained on Individuals https://www.gpo.gov/fdsys/granule/USCODE-2010-title5/USCODE-2010-title5-partI-chap5-subchapII-sec552a/content-detail.html

14.2. Human Research Protections

14.3. Medical Malpractice and Indemnification

14.4. Research Involving Animals

14.5. Information Technology Compliance

14.5.1. Army Regulation 25-1, Information Technology

Compliance information regarding Army Information Technology may be found at:

http://armyhpubs.army.mil/epubs/25_Series_Collection_1.html

14.5.2. Army Regulation 25-2, Information Assurance

Compliance information regarding Army Information Assurance may be found at:

https://ia.signal.army.mil/docs/AR25-2.pdf

14.5.3. Cyber-security

Department of Defense (DOD) Instruction 8500.01 Cybersecurity

14.5.4. Risk Management Framework

Department of Defense (DOD) Instruction 8510.01 Risk Management Framework (RMF) For DOD Information Technology (IT Department of Defense (DoD) Instructions 5400.11-R, Privacy Program http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf

14.6. Medical and Laboratory Compliance

15. REFERENCE DOCUMENTS

a) Department of Defense Directive 6485.01, Human Immunodeficiency Virus, June 7, 2013.

http://www.dtic.mil/whs/directives/corres/pdf/648501p.pdf

b) Department of Defense Instruction 6440.02, Clinical Laboratory Improvement Program (CLIP) Manual, May 29, 2014. http://www.dtic.mil/whs/directives/corres/pdf/644002p.pdf

c) Department of Defense Instruction 3216.02, Protection of Human Subjects and Adherence to Ethical Standard in D00D-Supported Research. http://www.dtic.mil/whs/directives/corres/pdf/321602p.pdf

d) Army Regulation 600-110, Identification, Surveillance, and Administration of Personnel Infected with Human Immunodeficiency Virus, 22 April 2014. http://www.apd.army.mil/pdffiles/r600_110.pdf

e) Army Regulation 40-501, Standards of Medical Fitness

f) US Medical Entrance Processing Command Regulation 40-1, Medical Processing and Examinations http://www.mepcom.army.mil/ASP/pubnform.asp?topic=Regulations&sort=pubNo

g) US Medical Entrance Processing Command Regulation 40-8, Department of Defense (DOD) Human Immunodeficiency Virus (HIV) Testing Program and Drug and Alcohol Testing (DAT) Program http://www.mepcom.army.mil/ASP/pubnform.asp?topic=Regulations&sort=pubNo

16. OTHER TERMS, CONDITIONS, AND PROVISIONS

16.1. Non-Personal Services

This PWS identifies services that are strictly non-personal in nature, as defined by Federal Acquisition Regulation (FAR) Part 37, Service Contracting. To ensure there is no appearance of any personal services, the Government shall neither supervise contractor personnel nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks or prepare work schedules for individual contractor personnel. It shall be the responsibility of the contractor to manage its personnel and to guard against any actions that 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 Contractor Officer (KO) immediately.

16.2. Severable / Non-Severable Services

This award identifies services that are severable in nature.

16.3. Inherently Governmental Functions

This requirement has been reviewed and contains no services that are inherently governmental functions.

16.4. Acquisition Functions Closely Associated with Inherently Governmental Functions

16.5. Organizational Conflict of Interest

Walter Reed Army Institute of Research (WRAIR) has categorized its requirements into two broad categories, as defined below, for purposes of identifying, avoiding or mitigating against OCIs in accordance with FAR Subpart 9.5. These categories apply to all enterprise laboratories AFRIMS, USAMRD-A, and USAMRD-G.

These categories are defined as follows:

Global Support: Where services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other contractors’ proprietary information, or put the contractor in a position to influence the award decision on a contract in which they are participating.

These services are identified as those having a direct impact to the operations of the greater WRAIR enterprise.

Services would be characterized as having access to Command Wide procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts within subordinate directorates/Commands.

Mitigation strategies may include: avoidance (non-participation), firewalls between existing personnel and new requirement.

Isolated Support: Services which have focused impact on a specific Branch/ Department/ Program of WRAIR rather than the WRAIR enterprise.

Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

Mitigation Strategies: Contractor can provide a mitigation plan or acceptable self-certification that no OCI exists.

Contractor participation in more than one of these areas may give rise to an unfair competitive advantage resulting from access to advance acquisition planning, source selection sensitive or proprietary information.

Furthermore, Contractor participation in more than one area may give rise to a real or apparent loss of Contractor impartiality and objectivity where its advisory or planning assistance in one area potentially affects its present or future participation in another area.

The purpose of this categorization is to accomplish the following three objectives: (1) to inform prospective Offerors that WRAIR presumes that award of a contract or order in the subject category will give rise to real or apparent OCI’s with respect to requirements in the other category and or may give rise to an OCI in the same category; (2) to assist current Contractors and prospective Offerors in developing their own business strategies regarding participation in WRAIR requirements and in identifying and, where possible, avoiding or mitigating against OCIs; and (3) to ensure that all current Contractors and prospective Offerors are afforded the maximum practicable opportunity to compete for all WRAIR requirements consistent with the restrictions required under FAR Subpart 9.5 and sound business practices.

For purposes of identifying and/or mitigating against OCIs, WRAIR will examine all its services requirements and acquisitions regardless of the cognizant contracting activity (e.g., USAMRAA, GSA, other agency Multiple Award Schedules, etc.) or the type of contract vehicle used (e.g., FSS order, Fair Opportunity competitive order under Multiple Award ID/IQ Contracts, competitively negotiated awards under FAR Part 15, etc.).

Each WRAIR services solicitation will therefore be designated as falling within one of the above defined categories. The applicable OCI category will be set forth in each award.

This requirement is categorized as ISOLATED SUPPORT.

Organizational and consulting conflicts of interest may arise by performing advisory or consulting support services. Organizational conflicts of interest include providing services or performing advisory or consulting work for private companies that participate or will participate in future services or contract activities (solicitations and award). See FAR subpart 9.5.

The Contractor shall ensure that the Participation Agreement, either A and / or B as identified on each award, is signed by all staff assigned to or performing on each award before performing any work, including all subcontractors and consultants. The Participation Agreement shall be cosigned by a corporate official (contractor Task Manager or higher). The Contractor shall also ensure that all staff understand and adhere to the terms of the non-disclosure statement, protecting the procurement sensitive information of the Government and the proprietary information of other contractors. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the Contractor and the COR will immediately initiate a CDR.

16.6. Invoices

The contractor shall submit invoices monthly to Wide Area Work Flow (WAWF) with sufficient documentation to provide certification of invoice.

The contractor is responsible for properly preparing and forwarding to the appropriate Government official, the invoice and receiving report for payment. The contractor shall attach back up information to receiving reports for direct labor and Other Direct Costs (ODCs). Direct labor backup information shall reflect the person’s name, job title and quantity of hours worked for each pay period at a minimum. Backup information for ODCs shall list all elements of costs, such as travel breakout backup, including itinerary, dates of travel, name of employees traveling plus per diem costs shall accompany the receiving report. All ODCs exceeding $3,000 requires that the contractor conduct appropriate competition and obtain approval from the COR prior to purchase. Equipment purchases are not authorized under this contract. The Wide Area Workflow – Receipt and Acceptance application is the required method of submission.

Where applicable, contractor will include additional ODC invoice details as required per protocol for any volunteer payments in support of this PWS.

16.7. Dissemination of Information/Publishing

There shall be no dissemination or publication, except within and…