PERFORMANCE WORK STATEMENT (PWS)

For

ACTIONS DIVISION SUPPORT SERVICES

PART 1

GENERAL INFORMATION

Description of Services

Background

The Joint Staff consists of the Nation’s most senior military and civilian staff that is charged with preparing timely and accurate military information to the Chairman of the Joint Chiefs of Staff (CJCS), which enables CJCS to provide the best military advice to the President of the United States, the Secretary of Defense, the National Security Council (NSC), and Homeland Security Council (HSC). To assist the Joint Staff (JS) in accomplishing its mission, the Secretary, Joint Staff (SJS), which is a member of the Directorate of Management (DOM), manages the Joint Staff’s corporate decision-making and information management processes. This is a request for support to the Actions Division (AD), which facilitates the Joint Staff decision-making process through five major programs: the Assignment and Control Branch (ACB), which manages action intakes, customer service, and suspense management; the Editorial and Actions Processing Branch (EAPB), which prepares staff actions/decisions for final action and approval; the Administrative Support Branch (ASB) provides administrative support to the CJCS, Joint Staff Top 5, and coordinates award ceremonies and events; the Chairman’s Public Correspondence Branch (CPC) prepares the CJCS’ and other Top 5 correspondence; and the Joint Staff Training Program (JSTP), which trains newly assigned and existing Joint Staff personnel on the decision-making process as well as Responsive Writing, which complies with the Plain Writing Act of 2010 (Public Law 111-274).

Objective

The Contractor shall provide all staffing, equipment, and materials necessary to perform the tasks as defined in this PWS; except that which is specified in section 3 as Government Furnished Information, Facilities, Property, Equipment and Services at the Joint Training Center, SJS, Actions Division, Pentagon. The Contractor shall perform to the standards in this contract. In this effort, the contractor shall provide strictly non-personal services and shall work as an independent contractor not subject to supervision and control by the Government.

Non-Personal Services Restrictions

The Contractor shall not perform personal services under this contract. Contractor personnel are employees of the Contractor or its subcontractors and are under the administrative control and supervision of the Contractor. A Contractor supervisor must give all individual Contractor employee assignments and daily work direction consistent with the tasks specified in the contract. The Government will not supervise or direct Contractor employees in the performance of their assignments. If at any time the Contractor believes that any Government action or communication has been given that would create a personal service relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer or Alternate Contracting Officer of this communication or action. The Contractor shall not perform any inherently-governmental functions under this contract. No Contractor employee shall represent or give the appearance that he/she is a Government employee, agent

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or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. The Contractor is responsible for ensuring that all employees assigned to this contract understand and are committed to following these requirements.

Restrictions on Disclosure of Information

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The Contractor may be exposed to information that maybe relation to planned or actual procurement activities, which releasing of this information is strictly prohibited.

The Contractor is required to ensure all contract employees performing work in connection with the contract sign non-disclosure agreements (NDAs). The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any 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.

The Contractor agrees not to release or disclose, verbally or in writing, information pertaining to the results or findings of work (including data collection, analyses, draft or final papers and reports) for the period of this contract without first notifying the COR in writing at least 21 days prior to the release or disclosure. At a minimum, the notification shall include: (1) who or what is generating the request for advance information; (2) when and how project results/information would be released; and (3) what information would be released.

Type of Contract

Indefinite Delivery / Indefinite Quantity (IDIQ), Firm Fixed Price contract with not-to-exceed (NTE) Contract Line Item Numbers CLINs.

Period of Performance

The period of performance shall be for one (1) Base Period of 12 months and four (4) 12-month Option Periods. The period of performance reads as follows:

Base Period: 05/05/2019 - 05/04/2020

Option Period I, if exercised, shall commence: 05/05/2020 - 05/04/2021 Option Period II, if exercised, shall commence: 05/05/2021 - 05/04/2022 Option Period III, if exercised, shall commence: 05/05/2022 - 05/04/2023 Option Period IV, if exercised, shall commence: 05/05/2023 - 05/04/2024

Place of Performance

There are two places of performance for this effort:

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Joint Staff-Pentagon, Washington, DC, SJS, AD Joint Staff-Suffolk, 116 Lakeview Parkway, Suffolk, VA

Hours of Operation

The Contractor is responsible for contract performance between the hours of 8:00 a.m. and 5:30 p.m., Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

Recognized Holidays

It is anticipated that the contractor will not be required to perform contract services on these days.

New Year’s Day Labor Day Martin Luther King Jr. Day Columbus Day President’s Day

Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Other Direct Costs (ODCs)/Travel

The Contractor shall perform travel, when necessary, in accordance with Federal Acquisition Regulation (FAR) 31.205-46 “Travel Costs,” and the Joint Travel Regulations (JTR). All travel shall be pre-approved by the Contracting Officer Representative (COR). All travel requirements will be defined at the Order level and will be paid to the Contractor in accordance with FAR 31.205-46 and the limitation of funds specified in this contract. No Contractor travel shall be conducted to support the requirements of Orders without advanced written approval from the Contracting Officer’s Representative designated to the individual order.

The Contractor may be required to travel to provide deliverables at both the Joint Staff—Pentagon and Joint Staff—Hampton Roads. During surge periods, which is typically between the months of June through October, the Contractor may be required to support emergent requirements, which includes but not limited to instructor shortages in Suffolk, Virginia.

The Contractor shall submit a Travel Report to the COR within two (2) weeks of trip completion, in accordance with Contract Data Requirements List (CDRL) A001. Travel report shall minimally include:

Contractor’s name and address Contract number and Contract Line Item Number (CLIN)/SubCLIN number Date of report Period covered by the report

Purpose of travel Description of activities, results, and any problems encountered Number of contractor personnel on travel Total associated costs reported for travel

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Security Requirements

Clearance Level

Top Secret: All Contractors supporting this contract located in the Joint Staff-Pentagon shall possess a current Top Secret (TS) clearance based on a Single Scope Background Investigation (SSBI) completed within the last 5 years.

All contractor personnel working at Joint Staff-Suffolk shall have been granted a Secret security clearance from the Defense Industrial Security Clearance Officer.

Facility Clearance

The Contractor shall possess and maintain a Top Secret level facility clearance from the Defense Security Service at time of award as verified in the Industrial Security Database.

Physical Security

The Contractor shall be responsible for safeguarding all Government information or property provided for Contractor use. At the end of each work period, Government information, facilities, equipment, and materials shall be secured as specified by DoD security policies and regulations. The Contractor will also follow and adhere to Government site specific security policy and directives, which includes the Joint Staff Security Office (JSSO) policies for the Joint Staff. The Government will coordinate with site security offices as required to ensure the Contractor has or can access all applicable security regulations and directives upon award.

Key Control

The Contractor shall establish and implement methods in accordance with the National Industrial Security Program Operating Manual (DoD 5220.22-M) to ensure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. 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, stolen or duplicate keys/key cards to the Security Officer identified on the contract DD Form 254.

The Contractor shall prohibit the use of Government issued keys/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 than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Security Officer.

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Lock Combinations

The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. These procedures shall be included in the Contractor’s Quality Control Plan.

Identification of Contractor Employees

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status may not be obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the audience that they are Government employees. Contractor personnel must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear their Joint Staff-Pentagon or Joint Staff-Suffolk badges in the performance of this task order.

Negligent Discharge of Classified Information (NDCI)

When information is placed on or processed on an information system with insufficient security controls to appropriately protect it (e.g., classified data on an unclassified system) there is a potential for an unauthorized disclosure. Such actions will be classified as a security violation, specifically a negligent discharge of classified information or NDCI. The Contractor that causes NDCIs during the course of the contract shall be held financially liable for all actual accumulated restoration costs incurred, as described below, but not less than $5,000.00 per incident. Such costs will be deducted from the contract price, and are not reimbursable.

Restoration costs above $5,000.00 will be itemized. Defense Information Systems Agency (DISA) has developed a Classified Message Incident Standard Operating Procedures (SOP) that will be followed in the event of an NDCI by the Contractor. Personally Identifiable Information (PII) incidents fall under this category. This is not an exclusive remedy (e.g., in the case of PII spillage, identity theft or other insurance may be needed to protect the individuals).

NDCI Cleanup actions may include the following actions: Server destruction Hard drive wipe and destruction Containment actions

o All data (including but not limited to Planning, Programming, Budgeting, and Execution (PPBE) documents and data as described in DoD Directive 7045.14, “The Planning, Programming, and Budgeting System,” May 22, 1984, Change 1, July 28, 1990, and Deputy Secretary of Defense Memorandum, “Control of Planning, Programming, Budgeting, and Execution (PPBE) Documents and Information,” March 27, 2004), obtained, received or learned by the Contractor and/or its personnel and/or its subcontractors as a result of performance of this contract shall be deemed to be “sensitive” and/or “proprietary” whether or not such data is so designated or marked. Before any Contractor personnel or subcontractor becomes involved in performance of this contract, the Contractor shall

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provide to the Contracting Officer a non-disclosure/non-use agreement signed by that person.

Contracting Officer’s Representative (COR): TBD

Primary and Alternate Points of Contact (POCs): TBD

Labor Categories, Qualifications and Skills Requirements

Labor Categories and Quantities

The Government estimates the following labor categories will be required for the tasks contained herein. A description of each personnel requirement is contained in each task of the contract. If the Contractor determines that an alternative labor mix is more advantageous, an extensive justification is required. The Contractor shall provide the deliverables specified in the contract consistent with the quality standards agreed to by the Government.

Project Manager: The Project Manager (PM) is responsible for the overall planning, execution and management of the contract. The PM shall minimally provide program management functions including but not limited to: program control, planning at the task and subtask level, program performance, resource management, reporting and reviews, and serve as the primary interface with the Government. The PM shall ensure deliverables are provided to the Government within the required timeframes and at the approved quality.

Education and experience: Candidate shall minimally possess a 4-year degree in a business-related field with 8 years of professional experience managing projects of a similar size and complexity. A certified Project Management Professional (PMP) is required. A PM with a graduate degree and is a certified PMP is highly desired. The PM shall have documented experience planning and managing resources, on time and within scope, to execute projects or project components from beginning got end. The PM must have extensive experience with the Government to ensure deliverables are provided within the established parameters of a contract. The PM must have extensive experience leading a diverse team, developing and reporting metrics to measure and monitor performance against an established plan. The PM must be especially adept at planning for contingencies, to include but not limited to, personnel and budgetary shortfalls. The PM must be experienced using a variety of software and information technology tools, to include but is not limited to Microsoft Project, PowerPoint, Word as well as collaboration tools, such as Skype. An understanding of the Department of Defense and the Joint Staff is required in this position.

Communications Specialists: Support the development of written material in support of a variety of program and performance management initiatives. Provide editorial and written support for the development of issuances, e.g., directives, manuals, guides, memorandums, e.g., information memorandums, action memorandums, memorandums for the record, and executive—CJCS, VCJCS, DJS, VDJS, Senior Enlisted Advisor to the Chairman—correspondence. Edit incoming and outgoing Joint Staff information to ensure strict conformance to DoD, Joint Staff, and U.S. Government formatting, grammatical construction, punctuation, capitalization, and

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spelling rules. Analyze and evaluate the documents as to intended purposes, style, manner of presentation, organization, and proposed implementation and distribution, and relevant DoD, CJCS, Joint Staff directives and instructions.

Education and Experience: Candidate shall minimally possess a 4-year degree in English, Communications or a related field with 7 years of experience providing communications support to sensitive and high-profile programs and topics, preferably with DoD. Must have expert knowledge and abilities to write, edit, and revise documents that are tailored for the highest levels of the U.S. Government, to include the President, Secretary and Deputy Secretary of Defense, the National Security Council, the Homeland Security Council, and Congress. Excellent command of spelling, grammar, and punctuation with strong attention to detail and an eye for consistency. Extensive experience using a variety of Microsoft Office programs and services, such as PowerPoint, Word, and Excel. Demonstrated success working in fast-paced and challenging environments.

Instructor. Lead instructional and training sessions and workshops to enable Joint Staff personnel understand the Joint Staff decision-making process and its associated tools. Work closely with Joint Staff program leaders to understand and deliver training offerings, identify any gaps in learning, and share internal best practices. Create and deliver training dashboards and reports to evaluate the effectiveness of the programs and understand ROI. Understand company-wide development needs through partnership with data from performance reviews and engagement surveys. Develop and nurture relationships and work closely with Joint Staff personnel and subject matter experts to develop and implement learning strategies, programs, and processes. Use in-depth training experience to identify quality and select training techniques that will enrich the learning experience for more than 600 personnel, annually.

Education and Experience: Candidate shall minimally possess a 4-year college degree or equivalent experience is required with at least 8 years of experience with designing, developing, and implementing instructor led and Web-based instruction. A certified Professional in Leaning and Performance (CPLP) and Instructional Design/Developer is required. Experience with designing and implementing learning solutions using simulations, social, mobile, video, and micro-learning tools. Knowledge of Microsoft Office Word, Excel, and PowerPoint to translate complex concepts and data into graphically appealing and easy-to-understand presentations for student consumption. Ability to analyze and de-conflict information from a variety of sources to form instructionally sound course content. Ability to create supporting course documentation, including handbooks, instructional guides, pamphlets, and other learning material critical to improving a student’s learning of complex topics. Demonstrated knowledge of adult learning theory, classroom and Web-based instruction. Expert experience required on designing and developing a technical, on-the-job training critical to developing students’ competence on the Joint Staff’s decision-making process. Demonstrated project management and facilitation skills. Ability to develop and launch training information in a fast-paced environment. Demonstrated experience in curriculum design and development expertise; proficiency in eLearning, in-depth knowledge of various learning management systems (LMS) and training software.

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Program and Management Analyst (PMA): Supports a variety of program and performance management initiatives, such as program planning, execution, task management, strategic planning, and business process improvement efforts. PMAs participate in meetings, discussions, and projects that are designed to improve processes such as task management, develop strategies, and execute improvements to the Joint Staff decision-making process. PMAs support the development of project plans that include measures for success and similar metrics. PMAs are expected to edit all incoming and outgoing publications, data calls, recurring reports, presentations, etc., to check for proper formatting, writing, grammar, and punctuation to critical to conforming to Department of Defense Correspondence written material policies. PMAs support the development of well-written responses to tasks and requests for information using DoD or Joint Staff-approved templates when appropriate and adhere to style guides. PMAs support the preparation of accurate responses to high-priority requests for information originating from a wide-variety of entities, to include the Secretary and Deputy Secretary of Defense, DoD Components and field agencies, White House, Executive Office of the President, the Government Accountability Office, Congress, and other Federal agencies.

Education and Experience: Candidate shall minimally possess a 4-year degree in a business-related field with 8 years of professional experience supporting program and performance management efforts. A graduate degree is highly desired. Extensive experience supporting a variety of programs, performance and administrative functions, to include task management. Superb attention to detail, critical thinking and analysis skills, and excellent oral and written communication. Extensive experience in supporting the development of strategic planning document, policy guidance, implementation guidelines, memorandums, reports, and other information that may be presented to the most senior leaders of the U.S. Government. Expert knowledge of a variety of technologies, to include Microsoft Office programs and services, such as PowerPoint, Word, and Excel, is required.

Program Analyst: Provide support to technical staff, performing a variety of both complex and routine administrative and analytical duties. The candidate uses approved prioritization schemas to determine order of importance and impending deadlines, and handles several tasks simultaneously. Assist with and conduct a technical review of Joint Staff correspondence prepared for signature of organization executives to assure consistency with DoD written requirements and procedures, ensuring information is complete, timely and within the prescribed format. Ensure that background and supporting information are provided in correspondence packages. Provide assistance to staff to ensure that the tailored responses to inquiries from a variety of sources and interests groups on special matters are appropriate and in compliance with executive preferences and policies.

Education and Experience: Candidate shall minimally possess a 4-year degree in a business-related field with 6 years of professional experience supporting program and performance management efforts. A graduate degree is highly desired. Extensive experience supporting a variety of program, performance and administrative functions, to include task management. Superb attention to detail, critical thinking and analysis skills, and excellent oral and written communication. Expert knowledge of a variety of technologies, to include Microsoft Office programs and services, such as PowerPoint, Word, and Excel, is required.

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Qualifications and Skills Requirements

The Contractor shall ensure all personnel assigned to tasks in the contract possess, obtain and maintain the necessary skills, qualifications, and training necessary to deliver Government-approved products. All personnel shall minimally have an advanced understanding of Microsoft Office and other tools, to include but not limited to Word, PowerPoint and Skype. Contract personnel must have excellent written and oral communication skills and possess the minimum college education specified in the contract. Additionally, Contractor shall ensure personnel performing tasks that require a technical application and understanding possess, obtain and maintain industry-approved certifications and qualifications. The Government will provide or coordinate training on any new Government-provided equipment, Government processes, or Government-directed training (e.g., Information Assurance) to the Contractor. Proof of all personnel’s qualifications, skills, and training shall be provided to the Government in the proposal as well as upon demand.

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PART 2DEFINITIONS & ACRONYMS

Definitions and Acronyms AD – Actions Division CCMS – Controlled Correspondence

Management System CDRL – Contract Data

Requirements List CJCS – Chairman of the Joint Chiefs

of Staff CJCSI – Chairman of the Joint

Chiefs of Staff Instruction CJCSM – Chairman of the Joint

Chiefs of Staff Manual COR – Contracting Officer

Representative Delivery Date – The specific time of

delivery and/or performance. DISA – Defense Information

Systems Agency DoD – Department of Defense DoDI – Department of Defense

Instruction DOM – Directorate of Management ECMRA - Enterprise-wide

Contractor Manpower Reporting Application

FFP – Firm Fixed Price IMD – Information Management

Division IPT – Integrated Product Team JKO – Joint Knowledge Online JS – Joint Staff

JSAP- Joint Staff Action Processing JSAP-N – Joint Staff Action

Processing-Next JSI – Joint Staff Instruction JSM – Joint Staff Manual JSSO – Joint Staff Security Office JSTP – Joint Staff Training Program JTC – Joint Training Center JTR – Joint Travel Regulation Metrics – A system of parameters or

means of quantitative and periodic assessment of a process that is to be measured, along with the procedures to carry out and interpret such measurement and assessment.

OSD – Office of the Secretary of Defense

Performance Objective – The service and/or activity required.

Performance Requirement – The outcomes, or results, that lead to satisfaction of the objective(s).

Performance Standard – Establishes the performance level that the Government requires for the accomplishment of contract requirements. The standards shall be measurable and structured to permit an assessment of the Contractor’s performance.

Performance Threshold – Minimum acceptable level, error rate and/or deviation from standard.

POC – Point of Contact PWS – Performance Work Statement Quality Assurance (QA) – Those actions taken by the Government to assure services

meet the requirements of the PWS. Quality Assurance Surveillance Plan (QASP) – A document organizing how the

Government will apply performance standards, the frequency of surveillance and the minimum acceptable defect rate(s).

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

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Quality Control Plan (QCP) – A Contractor generated document outlining and describing the performance control processes to be applied in delivering the level of service required by the PWS.

S – Secret SJS – Secretary, Joint Staff SSBI – Single Scope Background Investigation Task – How the contracting effort fits within the existing or intended customer

environment both technically and organizationally; a specific piece of work to be completed within a certain time period.

TS – Top Secret Top 5 – Five most senior military officers of the Joint Staff, e.g., Chairman of the Joint

Chiefs of Staff, Vice Chairman of the Joint Chiefs of Staff, Assistant to the Chairman of the Joint Chiefs of Staff, Director, Joint Staff, and Vice Director, Joint Staff

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PART 3

GOVERNMENT FURNISHED INFORMATION, FACILITIES, PROPERTY, EQUIPMENT, AND SERVICES

Government Furnished Information, Facilities, Property, Equipment, and Services

General

The Government will provide the information, facilities, property, equipment, and services listed below. The Government-furnished property and services provided as part of this contract shall be used by the Contractor only to perform under the terms of this contract.

Information

The Government will provide controlled, not publicly available, classified information necessary to provide the contracted services to Contractor personnel such as DoD, OSD, and Joint Staff regulations, manuals, instructions, and guidance as well as most required data and software to accomplish the task.

Facilities

The Government will provide the necessary workspace for the Contractor staff to provide the support outlined in this PWS. Facilities include desk space and standard Government office furniture for storage of documents and other items. The Government will provide the janitorial service and facility maintenance.

Equipment

The Government will provide the telephones and computers with access to printers, photocopier, scanner, and other related essential items required to accomplish the task. The Government will provide access to appropriate host network applications as required in the performance of the contract. The Government will also provide the necessary software applications to support development of training materials.

Services

The Government will provide printing and graphic services for all training material developed in support of the JSTP. The Government will provide Contractor personnel with the required orientation training for new systems, upgrades, and applicable information sharing resources.

Utilities

All utilities in Government facilities will be available for the Contractor’s use in performance of duties outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities.

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PART 4

REQUIREMENTS, DELIVERABLES, AND SCOPE

Contract Requirements, Deliverables, Scope, and Tasks

Task—Contract Meetings, Phase in and Phase Out, Transition Activities

Subtask—Contract Kick-Off Meeting

The Contractor shall schedule and conduct a joint Government and Contractor kick-off meeting to review contract PWS requirements within 5 days from date of award. The Contractor shall also schedule and conduct monthly and quarterly meeting with the COR to review the program and address any issues and discuss resolution. The kick-off and quarterly meetings may be conducted via several methods. The method of the meetings shall be determined by the Government.

Subtask—Post Award Conference/Periodic Progress Meetings

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The Contracting Officer, Contracting Officer Representative (COR), or other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor’s performance. At these progress meetings the Contracting Officer, COR or other government personnel may provide feedback to the Contractor of how the Government views the Contractor’s performance and the Contractor will apprise the Government of problems, if any, being experienced. Government and Contractors shall take appropriate action to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

Subtask—Contract Phase in and Phase Out

This contract will have a transition period of seven (7) calendar days. This transition will include a phase-in period for the new contract, and a ramp-down or phase-out of this existing task order. Once the Contractor is in place, the Government will provide written directions to start the transition of in-process efforts to the follow-on team. This will represent a challenge to both teams, to conduct the transition with the minimum duplication of effort. During the phase-in and the phase-out of the existing contract, both will operate in accordance with the transition plan generated by the existing Contractors and approved by the Government. The transition from the existing contractors to the follow-on Contractor will be performed without a delay in the execution of the planned tasks. The plan consists of the following parts:

Phase-In: The phase-in will address the ramp up of personnel, personnel badging (JS badge as well as CACs), security clearances in accordance with the DD254, Information Assurance 8570 certification compliance, system training certifications. The plan will identify risks and propose risk mitigation with the transition plan.

Phase-Out: The phase-out phase of the contract will address the transition to the next Contractor at the end of this contract. The Phase-In and Phase-Out periods each will be seven (7) calendar days. The level of detail for the plan must be sufficient for the Government, the current Contractor, and next Contractor.

Subtask—Program Management

The contractor shall plan, direct, coordinate, and control all work requirements contained herein. The contractor shall determine the project organization and overall management of the work, personnel, and

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physical resources, and determine mechanisms for cost and schedule control. Designate a single program manager who is responsible for the cost, schedule, and technical performance of the contract and who will serve as the central point of contact for both management and technical matters. Maintain a program management liaison within a reasonable radius of the Pentagon (Arlington, Virginia) to liaise on both technical and contractual matters.

Subtask—Management Control

Provide the necessary technical and management activities to support execution of all tasks contained within the contract.

Subtask—Project Management Plan

Provide a Project Management Plan describing the technical approach, organizational resources, and management controls that will be used to meet the cost, performance and schedule requirements.

Subtask—Monthly Status Reports (MSRs)

Document support provided and progress made in electronically-provided MSRs. In addition to the technical and financial progress/status reporting, MSRs will describe the results of quality assurance monitoring.

Subtask—Quarterly Program Status Reviews (QPSRs)

Monitor and evaluate program activities, and conduct and host QPSRs to provide visibility of contract activities and obtain guidance from the Government. Coordinate QPSR meetings and delivery dates with the COR/ACOR prior to each QPSR. QPSRs must minimally include the following information:

A summary of resource expenditures. An overview of work completed, in-progress, and planned for each task. Identification of problems areas encountered by task with recommended remedial actions, to include addressing any personnel shortfalls, as well as planned and unplanned absences. Status of all issues identified during the course of the last review. Location of information, documentation and other information contained in the Documentation Repository.

Subtask—Enterprise-wide Contractor Manpower Reporting Application (ECMRA)

The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following Web address https://doncmra.nmci.navy.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. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

Subtask—Individual Task Order Small Business Subcontracting Plan Reporting

The Contractor shall submit its subcontracting report in accordance with CDRL A003. Reports

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are required when due, regardless of whether there has been any subcontracting activity since the inception of the task order or the previous reporting period.

Subtask—Quality Control Program

The Contractor shall implement a Quality Control Program (QCP) for this effort. To implement this QCP, the Contractor shall prepare and provide a quality control plan to detail and describe the Contractor’s framework and processes within the QCP for delivering quality products and services required by this PWS. The Contractor shall provide a briefing to the Government outlining the plan for implementation of the QCP for the contract tasks during the kick-off meeting. The Contractor shall ensure all work will be performed in accordance with the contract requirements and the quality control plan. The Contractor shall provide the requisite staffing and procedures to meet the quality, quantity, timeliness, responsiveness, customer satisfaction, and service delivery and performance requirements of this effort. The Contractor shall identify in the Quality Control Plan the applicable processes and metrics used to self-assess performance, in addition to the resources to be applied to this effort. The Contractor shall submit a quality control report in accordance with CDRL A004.

Enterprise Architecture

All solutions and services shall meet DoD and Joint Staff Enterprise Architecture (EA) policies, standards and procedures. Specifically, the Contractor shall comply with the following requirements:

All developed solutions and requirements shall be compliant with the DoD and Joint Staff EA. All IT hardware and/or software shall be compliant with the DoD and Joint Staff EA rules and requirements; A description of all data assets, information exchanges and data standards provided by the Contractor, whether adopted or developed, shall be submitted by the Contractor to the Joint Staff J-6 Directorate for review and insertion into the Joint Staff policies, procedures and rules.

Task—Actions Division Program Planning, Management and Execution Support

Provide programmatic support through preparation for and participation in staff meetings, telephone calls, and QPSRs. Participate with the Secretary, Joint Staff and Actions Division in relevant meetings and discussions pertaining to information management, decision-making processes, Plain Writing Act compliance matters, and other events identified by the Government and positioned to benefit the Actions Division mission.

Subtask—Program Planning and Execution Support

The Contractor shall provide program planning and execution support across all Actions Division programs. This support shall come in a variety of formats and assistance, to include but not limited to participation in working groups, meetings, discussions and other forums that are designed to improve the timeliness, accuracy and relevance of the Joint Staff decision making; and supporting day-to-day program activities. The Government anticipates the following support will be required by the Contractor.

Supporting a variety of the activities carried out by the Administrative Support Branch (ASB) activities, to include but not limited to Security Management of Sensitive Compartmented Information Facility (SCIF), in/out-processing for new personnel, transition of senior Joint Staff leaders, e.g., CJCS, VCJS, DJS, VDJS; execution of quarter and annual awards programs, ceremonies and events.

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Supporting the SJS, Chief, Actions Division, Deputy Chief, Actions Division, and Branch Chiefs with task management and correspondence support. Gathering relevant material, to include technical documents, to inform the Government’s decision-making process, documentation, to include directives, issuances and other publications. Preparing provide written reports, notes and summaries that capture comments, concerns, discussions and other pertain information specified by the Government. Supporting meetings, briefings, discussions, to include development of agendas, topic papers and other essential material Preparing, drafting, reviewing and editing talking points, presentations, information and white papers, etc. Preparing technical papers, analyses and assessments that evaluate a variety of decision-making topics. These deliverables shall minimally include but is not limited to: Research and analysis of issues, questions, and other information, and propose alternatives and recommended solutions. Identify and resolve Division-level issues through participation in, and possible facilitation of, meetings governing decision-making processes and support. Anticipate at least ten (10) issues papers per year on a variety of topics, to include but not limited to, decision-making support.

Subtask—Program Documentation Repository

For all tasks contained herein, maintain an electronically accessible compendium of program documentation. Receive, catalogue, and assist the Government with drafting documents and abstracts and maintaining them to provide easy access/reference. Documentation may include but is not limited to: deliverables for the Government contracting activities that relate to the Actions Division and selected task management system; historical information on Joint Staff actions processing, Actions Division developments and changes, as well as other changes made throughout the Actions Division and SJS.

The Contractor shall implement, upon the Government’s approval, improvements to the search techniques, reports, and presentation of the data housed in the Repository. Prepare and maintain electronic database indexes and document finding aids, consistent with relevant laws, rules and regulations. Provide the master database electronically, upon the Government’s request.

The Contractor shall catalog and file contract deliverables and all other pertinent documents in a secured location at the Government’s designated facilities (Pentagon and Hampton Roads), to protect sensitive, proprietary, procurement-sensitive nature of some of the data. Acquire and maintain, as a part of the Program Documentation Repository, propriety agreements statements for both the prime Contractor and their subcontractors. The Contractor shall maintain a Document Review Log in the Repository to track deliverables, proposals, or other acquisitions document reviewed in the tasks throughout this performance work statement.

Upon completion or termination of the contract, transition the entire Program Documentation Repository to the Government, ensuring that all activities under this subtask are in full compliance with Department of Defense, the Joint Staff and the U.S. Government laws, rules and regulations.

Subtask—Documentation Assessment and Updates

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For all tasks contained herein the contract, the Contractor shall inventory artifacts to assist the Government with the conduct of a semi-annual “Documentation Deep Dive” in which each program’s documents and artifacts are assessed for relevance, consistency and up-to-date language.

Subtask—Program Governance Documentation

For all tasks contained herein, the Contractor shall assist the Government in updating current documents, issuances, publications and other governance material, to include but is not limited to those listed below:

Assist the Government with preparing and maintaining a “Fact Book,” Instructional guides, consisting of approved language, assumptions, statistics, financials, and other information as required to ensure consistency across documents and briefings. Document support provided and progress made in the MSRs. Assist program personnel in updating appropriate Program Plans to reflect changes in personnel, budgets, and other requirements. The Contractor shall not perform any inherently-governmental functions.

Subtask—Actions Division Knowledge Retention and Management Development Support

Under the general guidance of the Government and in coordination with the J-6 Directorate and Information Management Division (IMD), the Contractor shall support the development of a portal, wiki, SharePoint or other knowledge retention and management sites to gather, catalog and share AD-specific information, such as best practices, lessons learned, and issuances that are routinely used. This site shall minimally:

Contain best practices, lesson learned, web-based, searchable AD-specific issuances and publications; Contain minimal instructions and education for Joint Staff personnel

Task—Joint Staff Actions Processing Training Support

Background

The work will consist of delivering a suite of on-the-job, hands-on, technical training to Joint Staff personnel who will participate in the Joint Staff’s decision-making process, also known as the Joint Staff Actions Process (JSAP). Training courses shall be conducted at two separate facilities—the Pentagon in Arlington, Virginia and Joint Staff – South in Suffolk, Virginia.

The contractor will provide training through a variety of methods, which include but is not limited to instructor-led, web-based instruction, desk side assistance and other instructional methods.

Training objectives

The goal of this training program is to provide students with an understanding of the Joint Staff decision-making process, tools available to Joint Staff personnel throughout the decision-making process, and responsive and effective writing, which complies with the Plain Writing Act of 2010. The expected outcomes for this training include students gaining and improving knowledge of the skills, tips, strategies and techniques essential to:

Navigating quickly, through the Joint Staff decision-making process (JSAP); Utilizing the Joint Staff’s decision support tools, which includes the JSAP-Next Task Management System;

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Fostering critical relationships with over 20 Department of Defense Components, Agencies and Field Activities, which are essential to accurate and timely processing of actions; Preparing executive-level correspondence that maybe destined for the President of the United States, Secretary and Deputy Secretary of Defense, the National Security Council and the Homeland Security Council.

Training Requirements and Special Features

Training shall be provided to up to 32 students at a given course and no more than 15 for workshops, brown-bags, refresher courses and other targeted sessions Core, mandatory courses shall be no longer than 5 days in length, but not shorter than one day and a half (1 ½); and targeted sessions, e.g., workshops, brown-bags, refresher courses, etc., shall be no longer than 4 hours in length Courses shall be taught in all applicable formats, to include but not limited to web-based, instructor led, prerequisite reading and classroom Courses shall consider levels of learning, e.g., Beginner, Intermediate, and Advanced. Courses shall be hands-on and interactive in nature, which make use of case studies, focus groups, group sessions, and based on real-world scenarios Topics shall minimally include: Overview of the Joint Staff Actions Process Overview of Department of Defense organizations, to include the Joint Staff Joint Staff Decision Support tools, to include JSAP-Next and collaborative tools Plain Writing Act: Responsive & Effective Writing Tips, Strategies and Techniques DoD and Joint Staff templates and standard forms

Subtask—Joint Staff Training Program

Under the general guidance of the Government, the Contractor delivers a suite of on-the-job (OJT) and hands-on training to Joint Staff personnel on the Joint Staff decision-making process—also known as Joint Staff Actions Process—through the Joint Staff Training Program. Training is offered in a multitude of formats at two separate facilities—the Pentagon in Arlington, Virginia and Joint Staff – South in Suffolk, Virginia. Classes will take place on a weekly, monthly, quarterly and as-needed basis during core business hours 8:00 am – 4:30 pm. Class participants shall not exceed 32 at a given time. In partnership with SMEs, the Contractor develops and submits for approval to the Chief, JSTP, a training schedule which includes weekly, monthly, quarterly and annual training schedule and plan, which minimally includes the courses in the below table.

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List of Joint Staff Actions Processing Training Courses

Course Name Course Description Target Audience

Frequency Method of delivery

Action Officer’s Training

This course introduces personnel to the business processes, tools and responsive writing techniques critical to the facilitation of an accurate and timely decision-making process.

Personnel in grades: E1-O-5 and GS 11-14

Weekly, Monthly,

Quarterly, as needed by the Government

All methods described in the contract

Military Secretariat (MILSEC) Training

This course provides an overview of the MILSEC’s role within JSAP. Students are introduced to Joint Staff and DoD forms, templates and other useful information that will provide support to the Joint Staff Action Officer.

Personnel in grades: E1-O6 and grades: GS 11-14

Weekly, Monthly,

Quarterly, as needed by the Government

Web-based, Instructor-led, Webinar

Senior Leader Training

This course introduces senior leaders to Joint Staff decision-making process. Personnel in

grades: O6/GS-15

Monthly, Quarterly,

On-demand, as needed by

the Government

Instructor-led, Webinar

Plain Writing: Responsive

Writing Course

This course complies with the Plain Writing Act of 2010 and introduces students to tips, techniques and strategies to develop clear, concise and responsive written material.

Personnel in all grades

Weekly, Monthly,

Quarterly, on-demand, as

needed by the Government

Web-based, Instructor-led, Webinar

Collaborative Tools Training

These courses consist of a suite of interactive courses to collaboration and productivity tools used on the Joint Staff to include messaging & communication capabilities, information portals, web conferencing and common desktop applications. SharePoint overview included. Course shall minimally address the functions, policies, processes and procedures associated with collaborative tools, which includes but is not limited to Skype and SharePoint. Courses may be taught by Contractor or a SME.

Personnel in all grades

Weekly, Monthly,

Quarterly, on-demand, as

needed by the Government

Web-based, Instructor-led, Webinar

Workshops, These courses offer a range of Personnel in Weekly, Web-based, Instructor-led,

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Refresher, Brown Bag Courses

instructional material for students at various learning stages, e.g., beginners, intermediate and advanced. Topics for each course varies, and reflect the priorities of the Joint Staff senior leadership. Courses may be taught by Contractor or a SME.

all grades

Monthly, Quarterly, on-

demand, as needed by the Government

Webinar

Subtask—Joint Staff Training Program Course Planning and Implementation

The Contractor shall support the planning and execution of JSTP courses. The Contractor shall develop a JSTP Course Strategy, which includes but is not limited to:

Objectives Approach Assumptions Phases of training Course Design Framework Course Outline Audience Assessment / Targeting Joint Staff-wide Training requirements Resources and Materials Logistics, Facilities and Information Technology requirements Documentation and instructional material

Strategies to gather information on course effectiveness Training guidance and success factors Training implementation strategies Training course alignment with DoD, Joint Staff and Actions Division priorities and objectives Methods for evaluations, to include the identification of surveys, student assessment and other feedback mechanisms Scheduled courses based on a weekly, monthly, quarterly and annual frequency

Within 90 days of the contract award, the Contractor shall provide to the Government Task Lead, carbon copying the COR/ACOR, a draft of the strategy to assess the quality and compliance with this requirement. Within 180 days of the contract award, the Contractor shall provide to the Government Task Lead, carbon copying the COR/ACOR, the final strategy, which shall be implemented immediately upon acceptance by the Government.

Subtask—Joint Staff Training Program Administration

The Contractor, in coordination with Joint Staff organizations and subject matter experts, shall use a learning management system (LMS) to assist the Government with the administration, documentation, tracking, reporting and delivery of JSTP training courses. The activities include but are not limited to:

Maintaining a schedule for the Joint Training Center (JTC), which is a facility managed by the JSTP on behalf of the Actions Division.

o Ensuring access to the JTC is provided to all Joint Staff Directorates and organizations, when routine and scheduled JSTP courses are not underway.

o Providing the schedule in a calendar format and make it available to Joint Staff personnel through the specified format, which may include Microsoft Outlook, wikis or SharePoint portals.

o Updating the schedule weekly with the title of subject course or event and the point of contact (POC) name and phone numbers.

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Registering, in partnership with relevant Joint Staff organizations, students using either the Joint Knowledge Online (JKO) or other specified formats, for all courses, to include those provided by SMEs.

o The Contractor will provide course rosters, to include identifying the student’s name, contact information and parent organization; a list of absences and other data requested by the government, to include class demographics, to include length of time onboard.

Performing major and minor updates to the course curriculum, approach and instructional material.

o The Contractor shall implement major and minor course revisions, which may include the deployment of a new application, a Joint Staff tailored-configuration of a follow on SharePoint version or a follow on JSAP-N action processing system.

o The Contractor shall revise training materials and implement major updates within 60 days of Government tasking.

o The Contractor shall be provided with government furnished or other system vendor produced material, such as a user’s guide, quick reference guides, trifolds, etc., to assist them in preparing updates to the JSTP Introductory material. The Government anticipates no more than four updates per year.

Developing, maintaining and utilizing surveys, feedback mechanisms and other evaluation methods to update course content, methods and strategies for facilitation. These tools shall minimally gather and consider:

o Date-driven post-course feedbacks and reviews, e.g., 30, 60, 90, 120, etc.

o During-course student feedback and observations.

o Post-course, Directive-review of student’s performance and understanding of course principles.

Providing instructional and presentation support to SMEs.

o Assist instructors, presenters and SMEs with the development of course material based on the Contractor’s experience providing an effective learning experience for students.

o Assist with course set up, to include but not limited to arranging audio and video (A/V) capabilities for students; staging presentations, etc.

o Recommend, based on Contractor’s experience and student feedback, on strategies, methods and techniques to improve content delivery.

o Recommend, based on the Contractor’s experience, a format, outline and other standard materials to improve the student’s learning experience.

o Create “How-Tos” to assist instructors, presenters and SMEs with delivering effective, yet cogent information.

Developing course and instructional material.

o Provide pre-course study materials to students no later than seven calendar days prior to course during non-Surge periods and 48 hours during Surge period.

o Develop a course curriculum and when needed, a syllabus. These documents must minimally include training or learning objectives, date, time and location of training as presenter’s

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information. This material must also be made available electronically, with hyperlinked reference information for relevant topics.

o In partnership with relevant Joint Staff organizations, develop a variety of instructional material that provide quick, effective and succinct tips, techniques and strategies for all Joint Staff personnel.

o Develop case studies that simulate real-world examples that Joint Staff personnel will encounter.

o Develop, under the guidance of the Government, job aids, handbooks, checklists, templates and other useful information that improve student’s learning experience and the overall effectiveness of training.

Subtask—Joint Staff Training Program Governance

Provide Governance support to the Joint Staff Training Program and document the support provided/progress made in the MSRs.

Subtask—Program Documentation Repository

The Contractor shall maintain an electronically accessible compendium of JSTP program documentation. NOTE: The Contractor shall perform this task as part of all tasks which may not be individually billed against each task. Receive, catalogue, and assist the Government with drafting documents and abstracts and maintaining them to provide easy access/reference. Documentation may include, but is not limited to:

Historical information on Joint Staff Training Program, course and instructional material, Actions Division developments and changes, as well as other changes made throughout the Actions Division and SJS. Implement, upon the Government’s approval, improvements to the search techniques, reports, and presentation of the data housed in the Repository. Prepare and maintain electronic database indexes and document finding aids, consistent with relevant laws, rules and regulations. Provide the master database electronically, upon the Government’s request. The Contractor shall catalog and file contract deliverables and all other pertinent documents in a secured location at the Government’s designated facilities (Pentagon and Hampton Roads), to protect sensitive, proprietary, procurement-sensitive nature of some of the data. Acquire and maintain, as a part of the Program Documentation Repository, propriety agreements statements for both the prime Contractor and their subcontractors. Maintain a Document Review Log in the Repository to track deliverables, proposals, or other acquisitions document reviewed in the tasks throughout this performance work statement. Upon completion or termination of the contract, transition the entire Program Documentation Repository to the Government, ensuring that all activities under this subtask are in full compliance with Department of Defense, the Joint Staff and the U.S. Government laws, rules and regulations.

Subtask—Documentation Assessment and Updates

Inventory artifacts to assist the Government with the conduct of a semi-annual “Documentation Deep Dive” in which JSTP documents and artifacts are assessed for relevance, consistency and up-to-date language. The Contractor shall support the decision-making process, to ensure updates are captured and made to JSTP documentation.

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Subtask—Program Governance Documentation

Assist the Government in updating current documents, issuances, publications and other governance material, to include but is not limited to those listed below:

Assist the Government with preparing and maintaining a “Fact Book,” Instructional guides, consisting of approved language, assumptions, statistics, financials, and other information as required to ensure consistency across documents and briefings. Document support provided and progress made in the MSRs.

Assist program personnel in updating appropriate Program Plans to reflect changes in personnel, budgets, and other requirements. The Contract shall not perform any inherently-governmental functions.

Task—Consolidated Customer Service Help Desk

Subtask—Develop the Consolidated Customer Service Help Desk Concept of Operations (CONOPS)

Under the guidance of the Government and within 120 days of the contract award, the Contractor shall develop a Consolidated Customer Service Help Desk CONOPS, which will provide technical assistance and customer service to action officers, military secretariats, General Officer, Flag Officers, Senior Executive Services, other Joint Staff personnel, representatives from the Office of Secretary of Defense, Combatant Commands, the Executive Office of the President and representatives from departments and agencies. The Help Desk shall feature an organizational electronic mailing address (E-mail) and an up-to-date distribution list, which shall be made accessible to all Actions Division personnel; standard operating procedures (SOPs); an electronic roster of contacts made through the Help Desk; checklists and other instructional material.

The Help Desk shall provide operational and administrative support to the various Actions Division’s programs and activities that fall under the Actions Division’s purview. In addition to the above, the CONOPS shall identify program components and their commonalities, and defines the methodology for consolidated operational and help-desk services under the Consolidated Help Desk. The CONOPS shall consider the following Actions Division programs, which may be expanded based upon mission needs:

Joint Staff Training Program Administrative Support Program Chairman’s Public Correspondence Program Customer Service Program Assignments Control Program

The Government anticipates at least 90% of support provided by the Help Desk will be divided between Customer Service Program, Assignments Control Program and the Joint Staff Training Program; and the remaining 10% will support the Division’s other programs. The Government shall make the final determination for the amount of support that shall be offered to any Actions Division program.

Subtask—Support the Customer Support Help Desk Operations

At the Government’s Pentagon location, the Contractor shall support the Help Desk operations as outlined in the Government-approved CONOPS. These activities may include but are not limited to:

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Follow and support the Government when it expands the Customer Help Desk CONOPS; submit proposed updates to the CONOPS as required; Assist with receiving, analyzing, controlling, assigning, editing Joint Staff actions. Assist with resolving customer complaints and concerns with regards to meeting due dates, suspense and other time-driven requirements. At the request of the Government, furnish data that inform the nature of a request for assistance and support. This data shall minimally include: Nature of the request for assistance; Trends analyses of the nature of assistance offered, support requested by organization, personnel, etc.; Frequency of request for assistance Maintain and expand the Help Desk functionality when the Actions Divisions expands service offerings. Assist in updating web site, intranet and portals development, and maintenance; database development and maintenance. Provide support for the Customer Support Help Desk concept implementation as requested. Document support provided and progress made in the MSRs. Assist the Government with maintaining the architecture and consolidating technical/information processes of all designated services/programs using web-based technologies and a web-based delivery service. Implement and maintain a Virtual Call Center to provide help-desk support using the DoD and Joint Staff-approved collaboration tools and technologies, to include but not limited to Skype Business and chatrooms. Assist in identifying communities of users for the Help Desk and the processes and procedures necessary to accomplish valued customer service; work includes briefing and meeting preparation. Maintain a Help Desk contact tracking information base. Provide briefing and other preparation assistance for various program oriented meetings, e.g., Integrated Project Teams. Provide assistance to service and agency POCs to ensure regular review/updated of actions processing, cancelling accounts for those who have left the organization or no longer qualify for the programs; this includes conducting validations at least annual, to ensure those with licenses and subscriptions are accurate.

Subtask—Customer Service Help Desk Governance Support

Provide Governance support to the Joint Staff Training Program and document the support provided/progress made in the MSRs.

Subtask—Program Documentation Repository

The Contractor shall maintain an electronically accessible compendium of JSTP program documentation. NOTE: The Contractor shall perform this task as part of all tasks, which may not be individually billed against each task. Receive, catalogue, and assist the Government with drafting documents and abstracts and maintaining them to provide easy access/reference. Documentation may include, but is not limited to:

Historical information on Joint Staff Training Program, course and instructional material, Actions Division developments and changes, as well as other changes made throughout the Actions Division and SJS.

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Implement, upon the Government’s approval, improvements to the search techniques, reports, and presentation of the data housed in the Repository. Prepare and maintain electronic database indexes and document finding aids, consistent with relevant laws, rules and regulations. Provide the master database electronically, upon the Government’s request. The Contractor shall catalog and file contract deliverables and all other pertinent documents in a secured location at the Government’s designated facilities (Pentagon and Hampton Roads), to protect sensitive, proprietary, procurement-sensitive nature of some of the data. Acquire and maintain, as a part of the Program Documentation Repository, propriety agreements statements for both the prime Contractor and their subcontractors. Maintain a Document Review Log in the Repository to track deliverables, proposals, or other acquisitions document reviewed in the tasks throughout this performance work statement. Upon completion or termination of the contract, transition the entire Program Documentation Repository to the Government, ensuring that all activities under this subtask are in full compliance with Department of Defense, the Joint Staff, and the U.S. Government laws, rules, and regulations.

Subtask—Documentation Assessment and Updates

Inventory artifacts to assist the Government with the conduct of a semi-annual “Documentation Deep Dive” in which JSTP documents and artifacts are assessed for relevance, consistency and up-to-date language. The Contractor shall partner with relevant partners, to include SMEs and vendors supporting the decision-making process, to ensure updates are captured and made to JSTP documentation.

Subtask: Program Governance Documentation

Assist the Government in updating current documents, issuances, publications and other governance material, to include but is not limited to those listed below:

Assist the Government with preparing and maintaining a “Fact Book,” Instructional guides, consisting of approved language, assumptions, statistics, financials, and other information as required to ensure consistency across documents and briefings. Document support provided and progress made in the MSRs.

Assist program personnel in updating appropriate Program Plans to reflect changes in personnel, budgets, and other requirements. The Contract shall not perform any inherently-governmental functions.

Task—Strategic Planning, Organizational Improvement and Program Analysis Support

The Contractor shall provide broad technical and analytical services to support and improve policy development, decision making, and management and administration. Requirements take the form of information, advice, alternatives, analyses, evaluations, recommendations, training, and the day-to-day aid of support personnel needed to complement the Government’s technical expertise.

To support the Chairman of the Joint Chiefs of Staff’s role as the principal military advisor, AD must undergo a transformation that will enable it to facilitate a decision-making process that is timely, accurate, and responsive to the needs of a Joint Force that is charged with addressing an unpredictable, and ever-change security landscape.

The Chief, AD is the principal staff assistant to the CJCS, VCJS, DJS, and VDJS for correspondence matters. The matters for which AD provides advice, at times will influence the formulation and interpretation of national security and defense policy; shape the integration of Joint Force policies into the broader defense policy apparatus and may come with little-to-no clarifying guidance. Because of the many dynamics AD faces, AD requires an on-call analytic capability to provide accurate, concise, quick-

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turn, actionable, comprehensive, and independent analysis of a variety of issues that shape an accurate and timely decision-making process.

Subtask—Strategic Planning and Analysis Support

The Contractor shall conduct comprehensive analysis on decision-making support matters to include national security policy, decision-making analyses, business process mapping, information and knowledge management, operations processes, management, organizational structure analysis, acquisition and budget planning resulting in solution based, complete decision-ready products. Those products include thoroughly researched issue papers, presentations, process flow charts and diagrams, communications documents such as speeches and briefings, and implementation plans developed and completed within days, weeks or months, as determined by the Government.

The Government estimates it will require support on at least 12 products, which include but is not limited to the below tasks:

Subtask—Decision-Making Policy Papers and Assessments

The Contractor shall provide policy papers and assessment regarding decision-making processes and/or support. These papers and assessments shall minimally include (1) recommendations and opportunities; (2) Joint Staff compliance with existing policies; and (3) decision-making processes, flow charts and diagrams, which shall be supported by irrefutable evidence, statistics and data. These papers and assessments shall include best practices and lessons learned from organizations in the public and private sectors, to include industry or private sector companies, not-for-profit or non-governmental organizations; and federal, state, local and territorial governments. The Contractor may also be required to perform assessments and evaluations on topics that are related to or complimentary to these papers and assessments. The time for completion of these papers and assessments shall be determined by the Government, but minimally, within a month or shorter.

Subtask—Internal Management Analysis, Assessment and Organizational Improvement

The Contractor shall conduct analyses and assessments of specific management issues to include topics such as AD’s missions, priorities, governance, organization, strategy, and processes. As part of the assessments the Contractor shall provide actionable solutions and implementation options. Time for completion is between 1-week and 1-month.

Subtask—Integrated Project Team (IPT)

In addition to developing papers and assessments, the Contractor shall also participate in integrated project planning and execution efforts. The Contractor shall serve as an IPT participant; facilitate meetings, discussions and working sessions on behalf of the Government; or develop charters for IPTs. Under the guidance of the Government, to include an IPT Lead, provide support to IPTs, which may cover a variety of topics, to include but not limited to: business process mapping, decision-making process, Joint Staff Actions Processing, information management processes, etc. An IPT participant must be able to participate in a cross-Division and Joint Staff activities through, but not limited to:

Mission Analysis: Participants will review and analyze missions, orders, guidance, and other information in order for the IPT to gain an understanding of the situation and to produce, if needed, an updated, refined or new mission statement, which aligns with the Joint Staff’s priorities and missions. Course of Action (COA) Development: Participants will examine and evaluate mission statement, priorities, guidance, orders and intent to develop relevant COAs. IPTs will examine each

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COA to determine the validity by ensuring adequacy, feasibility, acceptability, distinguishability, and completeness with respect to the current and anticipated situation, the mission, and the intent. COA Analysis, Comparison and Decision: Participants will conduct thorough analyses, which involves a detailed assessment of each COA as it pertains to the enemy and the operational environment. All retained COAs are evaluated against established criteria and against each other, ultimately leading to recommendations that inform the decisions. Plans and Implementation Development: Participants will use the selected COA along with supplemental and complimentary information to lead efforts to implementing guidance to Division or Joint Staff personnel.

Transition and Document Retention: Consistent with the requirements in the contract, participants will ensure that there’s an orderly handover of all information associated with the IPTs. When necessary, the Contractor shall ensure that all information is reflected in the Repository established in this contract.

Task—Correspondence Management

AD is the focal point for timely and accurate information flow throughout the U.S. Government, Department of Defense and Joint Staff. Effective communications skills, both oral and in writing, are foundational to achieving this objective. The Contractor shall organize material and complete writing assignments according to set standards regarding order, clarity, conciseness, style, and terminology. As the Joint Staff Plain Writing Office, all AD personnel, to include contractors, are expected to understand and apply the tenants of Plain Writing and Language, in accordance with the Plain Writing Act of 2010. The Contractor shall demonstrate knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Subtask—Task and Suspense Management

In accordance with the Joint Staff policies, rules and regulations governing Joint Staff Actions Processing, the Contractor shall accurately distribute incoming and outgoing unclassified and classified documents; determine the type of action required by Joint Staff organizations, to include Chairman Controlled Activities, Defense Combat Support Agencies, Combatant Commanders and other Defense organizations. Under the general guidance of the Government, the Contractor shall receive and assign actions for all incoming documents, including identifying the responsible organization for action, coordination, or assistance; and identify which Joint Staff organizations have a collateral interest. Key tasks include but are not limited to:

Manages distribution and suspense dates for the Joint Staff Actions Processing, which includes all taskers, request for information (RFIs) from throughout Department of Defense, Congress, and the Federal Executive Branch. Manages workflow of staff actions assigned to the SJS, Joint Staff, and DoD using the Joint Staff Actions Process-Next Decision Support Tool / Task Management System. Applies critical thinking and analysis to accurately and within a timely fashion, generally within minutes or hours, assign staff actions throughout the Joint Staff and DoD organizations. Generates, tracks, and reports status of actions, packages, and actions to senior defense leaders. Serves as a cross-functional, matrix or organizational team with responsibility for Joint Staff-wide coordination, collaboration and partnership. Participates in weekly, daily, or monthly team meetings, including divisional and branch-level meetings.

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Scans, logs, routes, tracks, and stores correspondence into the system to ensure a necessary repository, consistent with the Federal Records Act and the DoD Records Management Program, exists. Uses Plain Language, consistent with DoD Plain Language Program, to prepare summaries and instructions using a standard form, e.g., SJS Actions Directive, to ensure instructions clearly and accurately state the desired outcome, e.g., Action or Information Memorandum. Works with action officers, Joint Staff directorates and other stakeholders to ensure the Joint Staff, within a timely fashion (generally within the predetermined timeframes), responds to the initiator or requestor. Prepares an extension request using the determined standard form, e.g., Form 391 and submits the request to the granting office. Ensures actions are appropriately logged, consistent with DoD policies, into the SJS’ CCMS and contains clear, concise and actionable summary or instructions for action officers and JS offices to follow. Provides support to the AD Consolidated Customer Support Help Desk. Coordinates with editors, action officers and action assigners to ensure all actions minimally contain templates, standard forms, form letters, and other correspondence-relevant templates. Creates electronic folders and files to create historical records for all JS actions, including those JSAPs created at the Joint Staff directorate level. Employs standard nomenclature, which enables the prompt location of requested information. Consistent with the Federal Records Act and DoD Records Management Program, Works with SJS officials to avoid duplication and redundancy of files. Performs database searches as requested by defense officials, action officers or individuals outside DoD to determine the status of an action. Conducts searches using standard search techniques, established nomenclature and information provided by the requestor. Refers requestors to SJS’ IMD for further research and knowledge management efforts.

Subtask—Report Generation

The Contractor shall generate summary and individual component overdue reports from the tracking system as the result of systems controls such as correspondence that is not answered in a timely manner. The Contractor shall generate a weekly, daily, monthly, and as specified by the Government, a summary that minimally details (1) tasking origination; (2) date requests for actions were received; and (3) number of extensions received. Using the designated system, the Contract shall generate reports from the OSD Exec Sec system, the Joint Staff system and analyzes this data against internal records.

Subtask—Template and Standard Form Management Support

The Contractor shall support the development of standard forms, form letters, templates and other correspondence-relevant templates. The Contractor shall develop and maintain form letters, standard forms and other templates critical to Joint Staff’s corporate decision process in a restricted format, e.g., PDF fillable, etc. The Contractor ensures standard forms and templates are standard, consistent and restricted, consistent with federal laws, rules and regulations.

Subtask—Joint Staff Issuance Program Support

AD is responsible for developing, reviewing, updating and reissuing Joint Staff issuances that guide the Division’s activities. These issuances shall take form in many formats to include but not limited to directives, guides, publications and other policies that it manages on behalf of the Joint Staff. Under the

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general guidance of the Government, the Contractor support the initiation, review, analysis, editing, writing or make changes to Joint Staff issuances that are under the Division’s purview, to include but not limited to:

Chairman of the Joint Chiefs of Staff Instruction (CJCSI) 5711.01 Series, “Policy on Action Processing” CJCSI 6005.01 Series, Management of No Distribution (NODIS) and Exclusive Distribution (EXDIS) Messages Joint Staff Instruction (JSI) 1120.01 Series, Chairman of the Joint Chiefs of Staff Action Officer of the Year (AOOY) Recognition Program CJCSI 5711.02 Series, Delegation of Approval Authority JSI 5711.01 Series, Action Processing JS Guide 5711, Editorial Guidance and Accepted Usage for Joint Staff Correspondence JS Notice 5714, Administrative Support Functions of Actions Division JSI 1200.01 Series, Joint Staff Training Program JSI 1205.01 Series, Joint Staff Professional Development Training JSI 5600.01 Series, Dual Absences CJCSN 1350, Senior Enlisted Advisor to the Chairman Functions and Responsibilities

Task—Communications and Editorial Support

Subtask—Process and prepare executive level correspondence

The Contractor shall receive, review, prepare, edit and clear for approval, executive-level correspondence destined to the President of the United States, Secretary and Deputy Secretary of Defense, the CJCS and other senior government officials. The Contractor shall perform a variety of tasks, to include but not limited to:

Process all incoming Executive-level correspondence, including letters from Congress, the White House, the Office of the Vice President, Secretary and Deputy Secretary of Defense, Federal, State/District, and Local Governments, DoD Executive Secretary (Exec Sec), Under Secretaries of Defense, Assistant Secretaries of Defense, Combatant Commanders, and other Executive-level defense officials. Function as the coordinator for all executive-level controlled and uncontrolled correspondence. Contact Joint Staff personnel to make recommendations for improvements to correspondence, to include tone, clarity, brevity and factuality. Notify personnel of missing data, due dates, delays in responding, special instructions, and processing issues. Maintain, in partnership with relevant Joint Staff organizations, a roster containing proper spelling, names, enunciations, time onboard for ministers of defense, chiefs of defense, U.S. senior defense and government officials. Ensure interim responses, when necessary, are prepared in accordance with DoD and Joint Staff guidance, rules and regulations. Oversee, guide, edit, and manage, in partnership with the Joint Staff editors, content to ensure tone and a consistent voice is prepared on behalf of the CJCS, VCJCS, DJS, VDJS and Joint Staff senior leaders.

Collaborate across the Joint Staff to ensure content adheres to best practices, enhances the user experience, and is presented in a consistent manner.

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Subtask—Writing and Editing Executive Correspondence

Writing and editing are foundational to the accurate and timely flow of information. The Contractor shall provide editorial and written communications support with includes but is not limited to:

Writing, reviewing, and editing Joint Staff information to ensure material adheres to the principles of plain writing. Writing and editing summaries of complex and highly classified documents to ensure they are easily understood, but within the classifications and handling instructions of the DoD and Joint Staff

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DELIVERABLES

PART 5APPLICABLE DOCUMENTS

Applicable Documents

Reference to Detailed Specifications

All relevant and applicable guides, instructions and handbooks are available via the Joint Staff SharePoint portal and other controlled sites, including those courses listed below. Hardcopies are available in both Joint Staff-Pentagon and Joint Staff-Suffolk classroom locations.

JSAP-N Training Guide Responsive Writing Training Guide SharePoint 2013 Training Guide

Specific Regulation or Guidance

Mandatory and advisory publications applicable to this PWS are listed below. Most publications listed are available via the Internet at the specified address. Publications with Restricted Distribution can be made available in hardcopy as they are Unclassified publications.

CJCSI 5711.01 Series, Policy on Action Processing - http://www.dtic.mil/cjcs_directives

DoD 5110.4-M, Manual for Written Material – http://www.dtic.mil/whs/directives

DoDI 5025.13, DoD Plain Language Program - http://www.esd.whs.mil/DD/plainlanguage/

JS Guide 5711, Editorial Guidance and Accepted Usage for Joint Staff Correspondence: http://www.dtic.mil/cjcs_directives

JSI 1200.01 Series, Joint Staff Training Program: http://www.dtic.mil/cjcs_directives

JSI 5711.01 Series, Action Processing: http://www.dtic.mil/cjcs_directives

JSI 5761.01 Series, Joint Staff Content Management Policy: http://www.dtic.mil/cjcs_directives

JSM 5100.01 Series, Organization and Functions of the Joint Staff: Restricted Distribution – available in hardcopy

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