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. W912JV20P2016 Page 13 of 89 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." W912JV20P2016 Page 14 of 89 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. W912JV20P2016 Page 15 of 89 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 W912JV20P2016 Page 16 of 89 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 W912JV20P2016 Page 17 of 89 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 W912JV20P2016 Page 18 of 89 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 W912JV20P2016 Page 19 of 89 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 W912JV20P2016 Page 20 of 89 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 W912JV20P2016 Page 21 of 89 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. W912JV20P2016 Page 22 of 89 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.