Performance_Work_Statement_OSBP_Professional_Services_20190222.pdf

PWS v1 2/2019 1

Performance Work Statement (PWS) for

Website, Conference and Administrative Support for the Army Office of Small Business Programs (OSBP)

PART 1

GENERAL INFORMATION

1.1 Background: The Army Office of Small Business Programs (OSBP) is responsible for the planning, implementation, and execution of programs which impact the involvement of Small Business (SB), Small Disadvantaged Business (SOB), Woman- Owned Small Business (WOSB), Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Historically Black Colleges and Universities (HBCU)/Minority Institutions (Ml), and businesses in Historically Underutilized Business Zones (HUBZone). Army OSBP serves as advisor to the Secretary of the Army on small business related matters in support of U.S. Army's mission. The office also spearheads innovative initiatives to maximize business opportunities for small businesses by synchronizing critical resources through extensive marketing, counseling, and training. In order to facilitate the Army OSBP's vision to be the premier advocacy organization committed to maximizing small business utilization in support of rapidly fielding a trained, ready, responsible and capable force that can prevent conflict, shape the environment, and win the Nation's wars, we must utilize multiple communication platforms to reach our small business partners.

1.2 Scope: The purpose of the Army OSBP website is to educate, engage, and execute the Army OSBP mission. The website communicates relevant Army small business information to a variety of audiences. The Contractor must ensure that all web pages are current and that all links are functional; provide and maintain a web analytics capability to monitor the amount of web traffic visiting the Army OSBP site, and update the Army OSBP website with current outreach information, photos from outreach events, and other information, as required. Additionally, the scope of this contract includes statistical analysis and reporting, outreach support, program area support, administrative support and special assignments. Overall, this contract is intended to provide quick-reaction professional, technical, analytical and management resources and support to supplement in-house expertise. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide website and administrative support services in support of the Army OSBP as defined in this Performance Work Statement, except as specified in Part 3 as government furnished property and services. The contractor shall perform to the standards in this contract.

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1.3 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with the accepted PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. The contractor's quality control program is the means by which he assures himself that his work complies with the requirement of the contract. After acceptance of the quality control plan the contractor shall receive the contracting officer's acceptance in writing of any proposed change to his QC system.

1.4 Quality Assurance: The Government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan.

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 Recognized Holidays: The contractor is not required to work on the following days:

New Year's Day Labor Day Martin Luther King Jr's Birthday Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6 Hours of Operation/Place of Performance: The contractor is responsible for performing work eight and a half hours Monday thru Friday with a half hour for lunch 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 shall have employees present between the core hours of 0730 to 1700 hours. The contractor shall submit a work schedule for each employee to the Contracting Officer’s Representative (COR) for approval prior to contract start. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work 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. The contractor shall notify the Government thirty (30) days in advance of any personnel changes.

1.7 Physical Security. The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.8 Safeguard Equipment. The contractor shall safeguard, maintain and account for all government furnished equipment.

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1.9 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart

42.5. These meetings shall be at no additional cost to the government.

1.10 Key Personnel

1.10.1 Contract Manager: The contractor shall identify a contract manager 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 manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.10.2 Executive Assistant/Administrative Specialist Qualifications: The minimum qualifications for this position are five years of experience providing administrative support to senior executives at the General Officer/Senior Executive Service or equivalent level. The resume of this individual shall demonstrate experience scheduling appointments, maintaining and disseminating schedules, coordinating conferences, arranging travel, and other duties of a highly responsible and confidential nature to senior management.

The contractor must provide someone to perform the duties of the Executive Assistant in the absence of the primary employee.

1.10.3 Data Analyst Qualifications: The minimum qualifications for this position is a

Bachelor of Science degree or at least seven to ten years of data analysis experience and familiar with SQL and Relational Database. The Data Analyst shall have the demonstrated ability to comprehend raw data, determine the constraints and controls, and define and implement the appropriate statistical analysis methods. Additionally, the candidate’s resume must demonstrate expertise in data collection methodologies, preparing customized reports, technical documentation, training materials, presentation materials, and process flow charts. The contractor must provide someone to perform the duties of the Data Analyst in the absence of the primary employee.

1.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, 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. Contractors will also wear an identification badge displaying the company name when attending meetings, conferences and other events.

1.12 Contractor Travel: If the Contractor is required to travel during the performance of this contract to attend meetings, training and other events as required, the Contractor will be authorized travel expenses consistent with the substantive

2/2019 4 provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government prior approval/authorization by the COR. The Contractor shall only be reimbursed for travel outside the National Capital Region. The Government is not responsible for Contractor's travel costs within the NCR. The term "NCR" is defined as the geographic area located within the boundaries of the District of Columbia;

Montgomery and Prince Georges counties in Maryland; and Arlington and Fairfax counties, plus the cities of Alexandria, Fairfax, and Falls Church in Virginia plus Loudoun and Prince William counties in Virginia.

1.13 Other Direct Costs (ODC's): The contractor may be required to obtain licenses and equipment as required by the Army OSBP. Prior approval by the KO or the COR must be provided before licenses or equipment are purchased. All other direct cost shall have prior approval of the KO or the COR. All software and materials paid for by the Government becomes the property of the government.

Prior approval by the KO or the COR must be provided before supplies and materials are purchased. ODC’s may consist of travel, system enhancements and printing.

1.14 Contractor Manpower Reporting: 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.

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 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.

1.15 Organizational Conflicts of Interest: The contractor warrants that to the best of its knowledge and belief and except as otherwise disclosed, he or she does not have any organizational conflicts of interest, which is defined as a situation in which the nature of work under a Government contract and a Contractor's organizational, financial, contractual or other interests are such that: award of the contract may result in an unfair competitive advantage; or the Contractor's objectivity in performing the contract work may be impaired. The Contractor is required to advise the Contracting Officer whether it considers that an actual or potential conflict of interest exists.

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1.16 Disclosure of Information: Information made available to the Contractor by the Government for the performance of work under this contract shall be used only for those purposes and shall not be used in any other way without the written consent of the KO or COR. Contractor and Contractor personnel will not divulge or release data or information developed or obtained in performance of this contract, until made public by the Government, except to authorized Government personnel or upon written approval of the KO or COR. The Contractor will not use, disclose, or reproduce proprietary data other than as required in the performance of this contract. Nothing herein will preclude the use of any raw data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner which provides for greater rights to the Contractor.

1.17 Non-Disclosure Agreement: In the event this type of information is accessed, the

Contractor shall agree that it will not use or disclose any such information unless authorized by the KO or COR. The Contractor shall further agree that it will use its best efforts to ensure that its employees and others performing services under this contract will not use or disclose any such information unless authorized by the COR or KO. The Contractor shall protect information in accordance with the Privacy Act of 1974 (5 U.S.C. 552a) and the Freedom of Information Act (5 U.S.C. 552, as amended).

1.18 Continuity of Services. The incumbent contractor shall participate in all phase-out and transition activities as directed by the contracting officer. Phase out activities shall include but not be limited to close-out, final reports, transfer of signed third party agreements for conference events, etc.

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PART 2

DEFINITIONS & ACRONYMS

Contracting Officer (KO)

Contracting Officer's Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 General: The contractor shall furnish everything required to perform the Performance Work Statement(PWS).

3.1.1 Services: The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.1.2 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers and other items necessary to maintain an office environment.

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PART4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

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PART 5

SPECIFIC TASKS

5.1 Website Support and Maintenance.

5.2 The contractor shall provide QA/QC services to ensure that all the web pages are up to date and all links are functional.

5.3 The contractor shall provide professional services and systems to support ongoing support and maintenance of the Army OSBP website.

5.3.1 The contractor shall update the Army OSBP website with current outreach information, photos from outreach events, and other information, as required. The content for the knowledge library, vendor directory, acquisition forecasts etc. shall be provided by the OSBP.

5.3.2 The support change requests will likely average one or two per month.

5.3.3 The contractor shall ensure that the website content remains current and dynamic.

5.4 The contractor shall conduct an annual gap analysis based on the performance and stakeholder requirements to propose modernization and development of new capabilities of the Website. The Contractor shall recommend modernization options including:

5.4.1 Reporting tools/widgets for better visualization of data.

5.4.2 Web analytics capability to monitor the amount of web traffic visiting the Army OSBP site.

5.4.3 Develop a subscriber-based online research tool of vendors.

5.4.4 Develop an online, searchable directory of vendor information and small business professionals.

5.4.5 Develop functionality to build a knowledge library.

5.4.6 Develop functionality to access and search acquisition forecasts.

5.4.7 The contractor shall develop capability to download and/or submit forms, and send automated emails.

5.5 Required Reports

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5.5.1 The contractor shall provide a bug report at least once per month as part of the monthly reporting.

5.5.2 The contractor shall submit a monthly report to the COR on the statistical and performance analysis conducted on the Army OSBP website. The report shall include at a minimum but not limited to the number and duration of website visits, program areas and other pages viewed and total visitors to the website each month.

5.6 Statistical Analysis and Reporting

5.6.1 The contractor shall develop data collection processes/procedures and formats for information for utilization by the Government. The primary sources for data collection include websites (such as the Federal Procurement Data System – Next Generation (FPDS-NG), the electronic Subcontracting Reporting System (eSRS)), and hard copy data sources.

5.6.2 The contractor shall perform statistical and performance analysis of data compiled from various sources for the Army OSBP program areas for approval by the Army OSBP Director, or designee.

5.6.3 The contractor shall assist in the development of responses to inquiries for data from Congress, General Accounting Office (GAO), internal investigative services, or for public relations purposes. Contractor shall develop reports in any format requested.

5.6.4 The contractor shall recommend appropriate techniques and methods within the general scope of statistical analysis to support quantitative studies, recommendations, and management decisions.

5.6.5 The contractor shall prepare and furnish all requested reports and analysis for program activities.

5.6.6 The contractor shall assist in providing statistical analysis and other support on the overall Army OSBP mission. This will include trend analysis, quantitative/qualitative studies, risk analysis, model building, and recommendation to assist in management decisions.

5.6.7 The contractor shall provide technical, managerial and administrative services, execute technical analysis, reports documentation, graphics and publication services in support of program activities.

5.7 Outreach

5.7.1 The contractor shall develop and maintain a marketing and branding strategy for the Army OSBP Office. The brand shall be represented in prepared templates, handouts, flyers, fact sheets, and promotional items.

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5.7.2 The contractor shall support outreach events with banners, printed media, and promotional items as requested. The contractor is responsible for transport of handouts, banners, table coverings, set-up, breakdown of outreach paraphernalia materials for assigned outreach events. The contractor is also responsible for photographing and memorializing the event for the OSBP website, newsletter, and social media outlets.

5.7.3 The contractor shall also provide outreach support by answering phone calls, responding to email inquiries and providing recommended resource information as required.

5.7.4 The contractor shall create and maintain electronic mailing lists targeting specific outreach groups.

5.7.5 The contractor shall design and create brochures, newsletters, fact sheets, flyers, and other materials focused on outreach efforts and program exposure.

5.7.6 The contractor shall prepare briefings, talking points and other presentation materials for outreach efforts.

5.7.7 The contractor shall develop and produce digital camera-ready copies of specialty publications and other information media to support program activities.

5.7.8 The contractor shall provide technical and administrative support for technical writing, documentation, and publications services.

5.7.9 The contractor shall provide audio, video, production, and teleconferencing support.

5.7.10 The contractor shall coordinate with Small Business Offices from other Federal Agencies to leverage resources and seek joint outreach events.

5.8 Conference/Symposia

5.8.1 As directed, the contractor shall provide resources or materials necessary to support regional conferences hosted by DoD or other Federal agencies.

5.8.2 The contractor shall provide support for DoD and Army Small Business Training Conferences, and regional small business conferences, if required.

5.8.3 Support may comprise development of conference materials, manning of conference booths and other administrative support.

5.8.4 After Action Report. The contractor shall submit an After Action Report thirty (30) days after each conference or related event.

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5.9 Administrative Support

5.9.1 The contractor shall provide expert level administrative support for the Director and Deputy Director, Army OSBP and must be highly proficient with Microsoft Office Suite applications, the Defense Travel System (DTS), and Tasker Management Tool (TMT). The contractor should have general knowledge and experience in management and the ability to effectively interact with staff at all levels of the Army.

5.9.2 The contractor shall maintain and synchronize the Director and Deputy Director Army OSBP calendars for daily activities, engagements and travel schedules to resolve conflicting priorities and requirements and ensure support for attendance at high profile meetings.

5.9.3 The contractor shall prepare formal, official correspondence based on drafts from Army OSBP Senior Leaders and Program Managers. The memos and other documents shall follow the Army guide for correspondence and other standards established for the office and shall be appropriate for senior level Government officials. The contractor shall assist in preparing required reports and presentations.

5.9.4 The contractor shall answer the telephone and refer the calls to other responsible individuals within the office. The contractor will also interface with the public whenever there are inquiries concerning the office, including the greeting of high-level officials as required.

5.9.5 The contractor shall be responsible for coordination of office administrative functions and processing requests for travel arrangements, accommodations and reimbursement of expenses, both manually and through the Defense Travel System

(DTS).

5.9.6 The contractor shall maintain accountability of files and correspondence in the office, both in electronic and in paper form IAW the Army Records and Information Management System, AR 25-400-2. The files should be readily accessible whenever the need arises to find historical documents.

5.9.7 The contractor shall provide general administrative support for OSBP to include formatting correspondence, reports, briefings and other content drafted by Program Managers and staff personnel; transmit documents and data files; provide general support for business meetings and other events, support travel planning and ensure contractor personnel data accuracy. Manage and track data call requests. Assist in providing illustration/graphics support that requires visual display/presentations/aids, including videos, beyond the normal capabilities of office personnel.

5.9.8 The contractor shall perform other appropriate duties as assigned in an office environment.

5.10 Association of the United States Army (AUSA) Seminar Support

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5.10.1 The contractor is required to provide support to AUSA Small Business Seminar, typically held annually in October at the Walter Washington Convention Center in Washington, D.C with approximately 300 participants.

5.10.2 The contractor will participate in the Department of Army/AUSA planning sessions held up to 12 months prior to the AUSA event. The contractor will work with the AUSA Team to ensure proper audiovisual equipment, tables, chairs, microphones, and the like are provided for the Small Business Seminar.

5.10.3 The contractor will provide outreach efforts, to include: designing and branding the AUSA Small Business Seminar, developing and placing social media/print advertisements, preparing news articles, press releases, emails, invitations, program books, and other materials. All items require final approval by the OSBP Director, or designee.

5.10.4 The contractor shall provide specific marketing support for AUSA, to include designing and ordering professional banners, printed media, and promotional items as requested and approved by the Director, OSBP.

5.10.5 The contractor is required to provide photography services during the AUSA Small Business Seminar. The resulting photography is for utilization in marketing/promotional materials, social media outlets, and via the OSBP website. All images produced pursuant to this PWS remain the property of the U.S. Government and all images shall be public domain once published in accordance with applicable DoD photo archival policies.

5.10.6 The contractor shall provide a functionality on the Army Office of Small Business Programs website that will allow participants to register for and select one-on-one meeting sessions with Government and Industry representatives (matchmaking) in real time six weeks prior to and during the AUSA Small Business Seminar. The registration capability shall also allow participants to electronically upload capability statements for download by OSBP staff.

5.10.7 The Contractor shall provide an online or electronic mechanism for registrants to sign-in at the Seminar. This capability shall allow registrants to print individual one-on-one meeting session schedules as well as opt in to receive slide presentations at the conclusion of the conference. The reporting available to OSBP staff shall include the ability to obtain rosters of attendees and send after event surveys to participants.

5.10.8 The contractor is responsible for transport and set-up of all outreach paraphernalia and materials to AUSA, to include registration equipment (laptops, printers, wireless internet capability, etc.), as well as dismantling, and transport of materials/equipment back to the OSBP offices after the event.