Oregon National Guard SMFS - Employment and Education SVCs

Oregon Service Member & Family Support

Employment and Education Program FY20 Services

1.0 General:

1.1 Scope: The Oregon Employment and Education Outreach Program functions to

assist Reserve Component Service Members, Veterans, and their Families with

employment and educational needs.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and

quality control necessary, except as specified in Paragraph 3.0 as Government

Furnished, to perform Employment and Education Services, as defined in this PWS.

Assistance in the development and implementation of outreach services for military

personnel entering/re-entering the civilian community with concentration on education

and employment opportunities. Network with the local government and other agencies

and disseminate this information to the appropriate Veterans and/or Service Members.

Provide career support to include career assessment, resume writing, interview skills

coaching, and identification of employment barriers. Participate in Yellow Ribbon

events for the Oregon National Guard; identify educational and employment needs of

Service Members and their Families within each geographic area. Provide reports back

to the Oregon National Guard to include but not limited to pre-employment and

educational progress, special focus is on the status of unemployed Service Members

deployed since 2003 to capture information on their progress regarding employment

and education.

1.2 Background: The Oregon National Guard Service Member and Family Support

(SMFS) Directorate has a requirement for contractor support to manage all aspects of a

Reserve Component Employment and Education Outreach program designed to identify

Service Members, Veterans, and their Families eligible for support and provide them

with information on available benefits and connect them with sources of

support/services. The Contractor shall perform all functions necessary to develop and

implement programs to identify and support the employment and educational needs of

Service Members and Family Members. Contractor shall also inform and educate them

on improving program effectiveness and offerings. Special emphasis is on gathering

information on effectiveness of the program to include: trend analysis, needs

assessment surveys, and summary reports.

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1.3 Period of Performance (PoP): The Period of Performance shall be 1 Base Year of

12 months beginning on 25 September 2020 to 24 September 2021, and two (2) 12-

month Option Years.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC

Plan (QCP) to ensure services are performed in accordance with this PWS. The

contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence

of defective services. The contractor’s QCP is the means by which it assures

itself that its work complies with the requirements of the contract. As a minimum, the

contractor shall develop QC procedures that address the areas identified in Technical

Exhibit 1, Performance Requirements Summary (PRS). The QCP will be submitted with

the offeror’s proposal and will be part of the Technical Subfactors of the evaluation

process. If needed, a revised QCP will be accepted by the Government at the time of

the award of the contract. The KO may notify the Contractor of required modifications

to the plan during the period of performance. The Contractor then shall coordinate

suggested modifications and obtain acceptance of the plan by the KO. Any

modifications to the program during the period of performance shall be provided to the

KO for review no later than 10 working days prior to effective date of the change. The

QCP shall be subject to the Governments review and approval. The Government may

find the QCP "unacceptable" whenever the Contractors procedures do not accomplish

quality control objective(s). The Contractor shall revise the QCP within 10 working days

from receipt of notice that QCP is found "unacceptable."

1.4.2 Staffing Plan: The contractor shall develop and maintain an effective Staffing Plan

to ensure key personnel are identified by role and are in accordance with this PWS.

The contractor’s Staffing Plan is the means by which it assures itself that its key

personnel comply with the requirements of the contract. As a minimum, the contractor

shall develop staffing procedures that address the areas identified in Section 1.4.7,

Special Qualifications, of this PWS to include names, education, relevant work history,

training of new hires and transitioning of personnel. The Staffing Plan will be submitted

with the offeror’s proposal and will be part of the Technical Subfactors of the evaluation

process. If needed, a revised Staffing Plan will be accepted by the Government at the

time of the award of the contract. The KO may notify the Contractor of required

modifications to the plan during the period of performance. The Contractor then shall

coordinate suggested modifications and obtain acceptance of the plan by the KO. Any

modifications to the program during the period of performance shall be provided to the

KO for review no later than 10 working days prior to effective date of the change. The

Staffing Plan shall be subject to the Governments review and approval. The

Government may find the Staffing Plan "unacceptable" whenever there is a new hire not

approved by the KO or when immediate notification is not given to the government in

the event of a key personnel vacating their duties. The Contractor shall revise the

Staffing Plan within 10 working days from receipt of notice that Staffing Plan is found

"unacceptable."

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1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s

performance under this contract in accordance with a Quality Assurance Surveillance

Plan (QASP). This plan is primarily focused on what the Government will 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 acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall generally be available for

services during regular duty hours of the Oregon Army National Guard, which are

historically between the hours of 8:00 a.m. – 5:00 p.m., Monday through Friday, except

on recognized US holidays. The service personnel shall be available during SMFS

events to include but not limited to SRP’s and Yellow Ribbon Events.

The contractor shall provide a plan to ensure coverage of the following five regions

defined as; Region 1 = Linn, Benton, Lincoln, Polk, Marion, Lane, and Douglas

Counties, Region 2 = Clatsop, Columbia, Washington, Tillamook, Yamhill, Clackamas,

Multnomah, Hood River, and Wasco Counties, Region 3 = Sherman, Gilliam, Wheeler,

Morrow, Umatilla, Union, Wallowa, Baker, Grant, and Malheur Counties, Region 4 =

Coos, Curry, Josephine, Jackson, and Klamath Counties, and Region 5 = Lake,

Harney, Crook, Deschutes, and Jefferson Counties. The contractor shall at all times

maintain an adequate work force for the uninterrupted performance of all tasks defined

within this PWS. When hiring personnel, the contractor shall keep in mind that the

stability and continuity of the work force are essential.

1.4.4.1 Unscheduled gate closures by the Security Police may occur at any time

causing all personnel entering or exiting a closed installation to experience a delay. This

cannot be predicted or prevented. Contractors are not compensated for unexpected

closures or delays. Vehicles operated by contractor personnel are subject to search

pursuant to applicable regulations. Any moving violation of any applicable motor vehicle

regulation may result in the termination of the contractor employee’s installation driving

privileges.

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1.4.4.2 The contractor’s employees shall become familiar with and obey the regulations

of the installation; including fire, traffic, safety and security regulations while on the

installation. Contractor employees should only enter restricted areas when required to

do so and only upon prior approval. All contractor employees shall carry proper

identification with them at all times, and shall be subject to such checks as may be

deemed necessary. The contractor shall ensure compliance with all regulations and

orders of the installation which may affect performance. The Government reserves the

right to direct the removal of an employee for misconduct, security reasons, or any overt

evidence of communicable disease. Removal of contractor employees for reasons

stated above does not relieve the Contractor from responsibility for total performance of

this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable

installation/facility access and local security policies and procedures, which may be

obtained from the COR. The contractor and all associated subcontractor 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. The contractor shall ensure compliance with all

personal identity verification requirements as directed by Department of Defense (DoD),

Headquarters Department of Army (HQDA) and/or local policy. Should the Force

Protection Condition (FPCON) change, the Government may require changes in

contractor security matters or processes.

1.4.5.1 Reserved

1.4.5.1.1 HSPD-12 Background Investigation Requirements: The contractor shall

ensure that all contractor and subcontractor personnel whose duties require CAC card

issuance obtain them, and shall process all CAC card applications. The contractor shall

ensure that all employees requiring an initial background investigation complete a

Personnel Security Investigation Portal (PSIP) form at Attachment “TBD” at the earliest

possible date and that this form is forwarded to the COR immediately. The COR will

review the form for completeness and accuracy and forward it to the National Guard

Bureau (NGB) Personnel Security manager who will initiate the investigation process

via the PSIP. Contractor personnel will then receive two e-mail messages; the first will

confirm that the investigative service provider has received the request, and the second

will provide instructions for the completion of the appropriate form via the Electronic

Questionnaires for Investigations Processing (e-QIP) system. Upon completion of the e-

QIP questionnaire and submittal of all required documents, including fingerprint card to

the security manager, the background investigation (BI) will be initiated. The contractor

shall ensure immediate compliance with all instructions regarding background

investigation processing, including those provided verbally, by e-mail or via a

Government system. The contractor is cautioned that the entire process from submittal

of the PSIP form to return of the FBI fingerprint check may routinely take from two to six

weeks and shall factor this lead time into its hiring/placement process. The contractor

shall make all reasonable efforts to ensure that contractor employees meet CAC

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eligibility standards upon assignment to the contract and shall be held responsible for

delays, failure to meet performance requirements or decreases in efficiency in

accordance with the applicable inspection clause.

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or

installation: Contractor and all associated sub-contractors employees shall comply with

adjudication standards and procedures using the National Crime Information Center

Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army

Directive 2014-05/AR 190-13), and applicable installation, facility and area commander

installation/facility access, and local security policies and procedures (provided by a

government representative).

1.4.5.3 Communications Security/Information Technology (COMSEC/IT) Security. All

communications with DoD organizations are subject to COMSEC review. All telephone

communications networks are continually subject to intercept by unfriendly intelligence

organizations. DoD has authorized the military departments to conduct COMSEC

monitoring and recording of telephone calls originating from, or terminating at, DoD

organizations. Therefore, the contractor is advised that any time contractor personnel

place or receive a call they are subject to COMSEC procedures. The contractor shall

ensure wide and frequent dissemination of the above information to all employees

dealing with DoD information. The contractor shall abide by all Government regulations

concerning the authorized use of the Government's computer network, including the

restriction against using the network to recruit Government personnel or advertise job

openings.

1.4.5.4 Reserved

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall

protect all PII encountered in the performance of services in accordance with Defense

Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable

Information and Department of Defense Directive (DoDD) 5400.11, Department of

Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the

contractor’s violation of the aforementioned policies, the contractor shall bear all

notification costs, call-center support costs, and credit monitoring service costs for all

individuals whose PII has been compromised.

1.4.5.6 AT Level 1 Awareness Training (AT): All contractor employees, including

subcontractor employees, requiring access to Army installations, facilities, and

controlled access areas shall complete Level 1 AT within 30 calendar days after

contract start date and within 30 calendar days of new employees commencing

performance. The contractor shall submit certificates of completion for each affected

contractor and subcontractor employee to the COR within 15 calendar days after

completion of training. Level 1 AT is available at

http://jko.jten.mil/courses/atl1/launch.html .

1.4.5.7 Reserved

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1.4.5.8 Reserved

1.4.5.9 iWATCH Training: The contractor and all associated subcontractors with an area

of performance within an Army-controlled installation, facilities or area shall brief all

employees on the local iWATCH program. This local developed training shall be used to

inform employees of the types of behavior to watch for and instruct employees to report

suspicious activity to the COR or the KO. This training shall be completed within 30

calendar days of contract award and within 30 calendar days of new employees

commencing performance. The contractor shall report completion for each contractor

employee and subcontractor employee to the COR, within 15 calendar days after

completion of training.

1.4.5.10 OPSEC Training: In accordance with AR 530-1, Operations Security, new

contractor employees shall complete Level I OPSEC training within 30 calendar days of

their reporting for duty and annually thereafter. The contractor shall submit certificates

of completion for each contractor employee to the COR within 15 calendar days after

completion of training. Level 1 OPSEC training is available at

http://cdsetrain.dtic.mil/opsec/.

1.4.5.12 Reserved

1.4.5.13 Threat Awareness and Reporting Program (TARP). Per AR 381-12, Threat

Awareness and Reporting Program (TARP), contractor employees with security

clearances must receive annual TARP training by a counterintelligence (CI) agent or

other trainer as specified in Chapter 2 Threat Awareness and Education, Section II,

paragraph 2-4b. The contractor shall identify annual TARP training, personnel trained

and date of training with the Monthly Progress Report.

1.4.6 Physical Security. The contractor shall safeguard all Government property

provided for contractor use. At the close of each work period, Government facilities,

equipment and materials shall be secured.

1.4.6.1 Key Control. NOTE: All references to keys include key cards. The contractor

shall establish and implement methods of ensuring that no keys/key cards issued by the

Government are lost or misplaced or are used by unauthorized persons. No keys issued

by the Government shall be duplicated. The contractor shall include procedures

covering key control in the QCP. Such procedures shall include turn-in of any issued

keys by personnel who no longer require access to locked areas. The contractor shall

immediately report any occurrences of lost or duplicated keys/key cards to the COR.

1.4.6.1.1 The contactor shall prohibit the use of the Government issued key cards by

any persons other than the contractor’s employees. The contractor shall prohibit the

opening of locked areas by contractor employees to permit entrance of persons other

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than contactor employees engaged in the performance of services in those areas, or

personnel authorized entrance by the KO.

1.4.7 Special Qualifications: Employment and staffing difficulties shall not be justification

for the contractor’s failure to meet established requirements. If such difficulties impair

performance, the contractor may be subject to termination for cause.

1.4.7.1 Contractor Employee Qualifications: The contractor is responsible for providing

a fully qualified work force. The contractor shall employ and utilize only experienced,

responsible, and capable persons in the performance of work under this contract. All

employees must be citizens of the United States.

1.4.7.2 Education, Experience, and Special Qualification Requirements: The contractor

shall provide personnel who meet the minimum standards described within this section.

1.4.7.3 Project Manager: A Bachelor’s degree in Business Management or Business

Administration or demonstrated practical experience supervising the support staff of a

Family Program or well-being program in the military is required. Strongly preferred

experience includes all of the following: demonstrated experience working with or for a

Military organization (i.e.: Service Member, Family Member, Volunteer, Retiree, Civilian

Employee, Government Contractor), the supervision of a geographically dispersed

workforce, a strong understanding of the ARNG and its deployment support cycle

requirements, analysis of statistical data and ability to brief trend analysis based on

compiled data, and possess the ability to make oral presentations to various size

groups. The Contractor shall be computer literate and proficient in preparing Microsoft

Word, Excel, and PowerPoint documents; have the ability to gather information, create

and maintain PowerPoint briefings, make recommendations for program improvement,

synthesize information, and provide communication (orally and written) to disseminate

information throughout the organization. Must be a self-starter, require minimum

oversight, and demonstrate good interpersonal communication skills; possess a current

and valid driver’s license. Any replacement to the Project Manager must be approved by

the KO. The Program Manager will be included in the Staffing Plan. New Hires are

required to provide copies of a valid driving license and resume.

1.4.7.4 Employment and Education Counselors: An Associate’s degree or one year of

experience serving as support staff for an Employment and Education program in the

military is required. Strongly preferred experience includes all of the following:

demonstrated experience working with or for a Military organization (i.e.: Service

Member, Family Member, Volunteer, Retiree, Civilian Employee, Government

Contractor), a strong understanding of the Army National Guard and its deployment

support cycle requirements, and possess the ability to make oral presentation to various

size groups. The Contractor shall be computer literate and proficient in preparing

Microsoft Word, Excel, and PowerPoint documents; have the ability to gather

information, create and maintain PowerPoint briefings, make recommendations for

program improvement, and provide communication (orally and written) to disseminate

information throughout the organization. Must be a self-starter, require minimum

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oversight, and demonstrate good interpersonal communication skills; possess a current

and valid driver’s license. Counselors will be included in the Staffing Plan. New Hires

are required to provide copies of a valid driving license and resume.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to

attend any post award conference convened by the KO in accordance with FAR

Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may

meet periodically with the contractor to review the contactor’s performance. At these

meetings, the KO will apprise the contractor of how the Government views the

contractor’s performance and the contractor shall apprise the Government of problems,

if any, being experienced. The contractor shall resolve outstanding issues raised by the

Government. Contractor attendance at these meetings shall be at no additional cost to

the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure

performance under this contract. The name of this person, and an alternate who shall

act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract

matters relating to daily operation of this contract. The CM shall work through the COR

to resolve issues, receive technical instructions, and ensure adequate performance of

services. The CM shall ensure that contractor employees do not perform any services

outside the scope of the contract without an official modification issued by the KO. The

CM shall ensure contractor employees understand that services performed outside the

scope of the contract are performed wholly at the expense of the contractor. The

Contract Manager, if different from the Program Manager, will be included in the Staffing

Plan. New Hires are required to provide copies of a valid driving license and resume.

1.4.10 Identification of Contractor Employees: All contractor 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 that they are Government employees. The

contractor shall ensure that all documents or reports produced by contractor personnel

are suitably marked as contractor products or that contractor participation is

appropriately disclosed. The contractor’s status as a “contractor” shall be

predominantly displayed in all correspondence types (to include signature blocks on email)

and dealings with Government or non-Government entities. Contractor personnel

shall wear identification badges distinguishing themselves as such. The badges shall

have the company name, employee name and the word “contractor” displayed. The

contractor shall retrieve all identification media (including vehicle passes) from its

employees who depart employment for any reason. The contractor shall return all

identification media (i.e., badges and vehicles passes) to the KO within 14 days of an

employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted

a zero tolerance policy regarding trafficking in persons. Contractors and contractor

employees shall not engage in severe forms of trafficking in persons during the period

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of performance of the contract; procure commercial sex acts during the period of

performance of the contract; or use forced labor in the performance of the contract. The

Contractor shall notify its employees of the United States Government’s zero tolerance

policy, the actions that will be taken against employees for violations of this policy. The

contractor shall take appropriate action, up to and including termination, against

employees or subcontractors that violate the US Government policy as described at

FAR 22.17.

1.4.12 Contractor Travel: The contractor shall travel to other government facilities and

to client meetings at a variety of locations, to include travel to outlying areas in the state,

during the performance of this contract.

The contractor will be authorized travel expenses consistent with the substantive

provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in

this contract. All travel requires COR recommendation for approval and/or authorization

by the KO prior to travel arrangements being made.

The

contractor may be required to travel to off-site training locations and to ship training aids

to these locations in the performance of this contract. The cost of shipping training aids

shall be borne by the contractor.

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials

produced under this contract. All documents and materials, to include the source codes

of any software, produced under this contract shall be Government owned and are the

property of the Government with all rights and privileges of ownership/copyright

belonging exclusively to the Government. These documents and materials may not be

used or sold by the contractor without written permission from the KO. All materials

supplied to the Government shall be the sole property of the Government and may not

be used for any other purpose. This right does not abrogate any other Government

rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor

personnel performing services under this contract may receive, have access to or

Estimated Travel Mileage/Events Per Year

Region Total Mileage

Estimate per Region

Estimated # of

nights of lodging

Region 1 7,000 20

Region 2 15,000 30

Region 3 6,000 20

Region 4 8,000 20

Region 5 6,000 20

Program Manager 5,400 10

TOTALS 47,400 120

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participate in the development of proprietary or source selection information (e.g., cost

or pricing information, budget information or analyses, specifications or work

statements, etc.) or perform evaluation services which may create a current or

subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO

immediately whenever it becomes aware that such access or participation may result in

any actual or potential OCI and shall promptly submit a plan to the KO to avoid or

mitigate any such OCI. The contractor’s mitigation plan will be determined to be

acceptable solely at the discretion of the KO. In the event the KO unilaterally determines

that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose

other remedies as he or she deems necessary, including prohibiting the contractor from

participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or

service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or

terminate contracts, and make related determinations and findings on behalf of the

government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government

designated by the KO to monitor contractor performance. Such appointment will be in

writing and will state the scope of authority and limitations. This individual has authority

to provide technical direction to the Contractor as long as that direction is within the

scope of the contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the

contract.

2.1.4 Defective Service: A service output that does not meet the standard of

performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes nonmanufactured

things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection

process and that may be required to be used in the performance of a contract by the

PWS. When key personnel are used as an evaluation factor in best value procurement,

an offer can be rejected if it does not have a firm commitment from the persons that are

listed in the proposal.

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2.1.7 Physical Security: Actions that prevent the loss or damage of Government

property.

2.1.8 Quality Assurance: The government procedures to verify that services being

performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document

specifying the surveillance methodology to be used for surveillance of contractor

performance.

2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that

the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

Awarded contract W912JV-20-P-2016 to JOINT TECHNOLOGY SOLUTION, INC. for 1609900.31 on 2020-09-22.