06_RFP 16PBGC20Q0020.pdf

RFQ IFB RFP

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODEFACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF.

DATED . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

OFFER

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

17a CONTRACTOR/

OFFEROR.

CODE

8 (A)

SIZE STANDARD:

NAICS:

% FOR:SET ASIDE:UNRESTRICTED OR

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

10. THIS ACQUISITION IS

EDWOSB

SMALL BUSINESS PROGRAM

STANDARD FORM 1449 (REV. 2/2012) BACK

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

40. PAID BY

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELPHONE NUMBER OF AUTHORZED GOVERNMENT REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

PARTIAL FINAL

37. CHECK NUMBER

38. S/R ACCOUNT NO. 39. S/R VOUCHER NUMBER

36. PAYMENT

COMPLETE PARTIAL FINAL

SCHEDULE Continued

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

The item(s) below are used for PBGC internal funding purposes only. The official Contract Line Item Number (CLIN) schedule follows in Pricing Schedule. The contractor shall invoice in accordance with the official CLIN schedule and with clause PBGC 52.232-7000.

0001 The contractor shall provide services in accordance with the attached Performance Work Statement and Pricing Schedule.

Period of Performance: 05/20/2020 to 05/19/2021

12.00 MO

PAGE 3 OF 67 16PBGC20Q0020

Table of Contents

PRICING SCHEDULE

PERFORMANCE WORK STATEMENT (PWS)

52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (OCT 2018)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

ITEMS (OCT 2019)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

PBGC 52.201-7000 CONTRACTING OFFICER'S REPRESENTATIVE (JAN 2012)

PBGC 52.204-7000 RECORDS MANAGEMENT (SEP 2017)

PBGC 52.209-7001 ORGANIZATIONAL CONFLICTS OF INTEREST (AUG 2017)

PBGC 52.209-7002 HANDLING PBGC DATA (MAY 2017)

PBGC 52.231-7000 OTHER DIRECT COSTS (MAY 2012)

PBGC 52.232-7000 SUBMISSION OF INVOICES (FIXED-PRICE) (SEPT 2017)

PBGC 52.237-7000 KEY PERSONNEL (APR 2018)

PBGC 52.237-7002 FITNESS DETERMINATION (APR 2019)

PBGC 52.237-7004 TRAINING (MAR 2016)

PBGC 52.237-7005 INFORMATION SECURITY TRAINING (MAR 2016)

PBGC 52.237-7006 PROFESSIONAL ATTIRE (OCT 2018)

PBGC 52.237-7007 DISPLAY OF PBGC IDENTIFICATION BADGES (FEB 2013)

PBGC 52.237-7008 OBSERVANCE OF LEGAL HOLIDAYS (OCT 2018)

INSTRUCTIONS TO OFFERORS

EVALUATION FACTORS FOR AWARD

ATTACHMENT 1 - SERVICE CATALOG

ATTACHMENT 2 - ACRONYMS AND ABBREVIATIONS

ATTACHMENT 3 - SYSTEMS, APPLICATIONS, AND TOOLS

ATTACHMENT 4 - MINIMUM QUALIFICATIONS

PAGE 4 OF 67 16PBGC20Q0020

CLAUSES

PRICING SCHEDULE

PAGE 5 OF 67 16PBGC20Q0020

SUPPLIES/SERVICES AND PRICE/COSTS

DESCRIPTION OF SERVICES

The Contractor shall provide the personnel and services necessary to perform the effort described in the attached Performance Work Statement (PWS).

CONTRACT TYPE

The Government intends to award a Firm Fixed Price (FFP) contract.

PERIOD OF PERFORMANCE

Base Period: May 20, 2020 – May 19, 2021 Option Period 1: May 20, 2021 – May 19, 2022 Option Period 2: May 20, 2022 – May 19, 2023 Option Period 3: May 20, 2023 – May 19, 2024 Option Period 4: May 20, 2024 – May 19, 2025

PRICING SCHEDULE

The contractor shall provide FFP pricing in accordance with the below Pricing Schedule:

Base Period

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

0001 Data Analysis and Administrative Support Services

12 MO

0002 Other Direct Costs - Travel -- -- Not to Exceed $1,500

Base Period Total $_____________________

Option Period 1

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

1001 Data Analysis and Administrative Support Services

1002 Other Direct Costs - Travel -- -- Not to Exceed $1,200

Option Period 1 Total $_____________________

PAGE 6 OF 67 16PBGC20Q0020

Option Period 2

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

2001 Data Analysis and Administrative Support Services

2002 Other Direct Costs - Travel -- -- Not to Exceed $1,000

Option Period 2 Total $_____________________

Option Period 3

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

3001 Data Analysis and Administrative Support Services

3002 Other Direct Costs - Travel -- -- Not to Exceed $1,000

Option Period 3 Total $_____________________

Option Period 4

CLIN DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL

4001 Data Analysis and Administrative Support Services

4002 Other Direct Costs - Travel -- -- Not to Exceed $1,000

Option Period 4 Total $_____________________

Base + All Option Periods Total $_________________________

PERFORMANCE WORK STATEMENT (PWS)

PAGE 7 OF 67 16PBGC20Q0020

PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Pension Benefit Guaranty Corporation (PBGC) protects the retirement incomes of more than 37 million American workers in private sector defined benefit pension plans. A defined benefit plan provides a specified monthly benefit at retirement, often based on a combination of salary and years of service. PBGC was created by the Employee Retirement Income Security Act of 1974 (ERISA) to encourage the continuation and maintenance of private sector defined benefit pension plans, provide timely and uninterrupted payment of pension benefits, and keep pension insurance premiums at a minimum.

PBGC is not funded by general tax revenues. PBGC collects insurance premiums from employers that sponsor insured pension plans, earns money from investments and receives funds from pension plans it takes over.

In fiscal year 2018, PBGC paid for monthly retirement benefits, up to a guaranteed maximum, for more than 861,000 retirees in 4,919 single-employer plans that cannot pay promised benefits.

Including those who have not yet retired and participants in multiemployer plans receiving financial assistance, PBGC is responsible for the current and future pensions of about 1.5 million people.

The Office of Benefits Administration (OBA) manages the termination process for defined benefit plans, provides participant services (including calculation and payment of benefits) for PBGC-trusteed plans, provides actuarial support for PBGC, and carries out PBGC's responsibilities under settlement agreements. When it is necessary to terminate a defined benefit pension plan, OBA values plan assets and liabilities, and collects, evaluates, and performs participant and plan financial audits, making decisions on participant benefit entitlements and plan worth.

The Actuarial Services and Technology Department (ASTD) provide actuarial expertise and support in the development, operation and evaluation of PBGC insurance programs; develops actuarial principles, policy, and techniques to calculate and value Termination Benefits under Title IV of ERISA and determine post-termination and probable plan reserve calculations of plan liabilities; provide actuarial expertise in training; conduct quarterly valuations for PBGC financial statement purposes, conduct experience studies of the PBGC's actuarial assumptions;

and support other divisions and departments of the PBGC.

The Technology/Risk Management Division (TRMD) provide programmatic management, oversight and quality assurance for the OBA benefit administration and actuarial systems. To provide technical services and support for plan processing. To oversee the planning, organizing and coordinating of OBA's security strategy, risk management plan, and management of security system assets.

The services described in this solicitation will be concentrated in the Technology/Risk Management Division (TRMD) within ASTD. TRMD provides data-related, technical and

PAGE 8 OF 67 16PBGC20Q0020

administrative support to various OBA processing departments and branches which have the primary responsibility for plan processing during the first few years after trusteeship. OBA utilizes the services of the Field Benefits Administration (FBA) offices to provide benefit administration services to customers in trusteed plans. The FBA offices are primarily under the direction of OBA Participant Services Department (PSD).

2.0 PURPOSE

The purpose of this requirement is to provide data-related, technical and administrative support to the Pension Benefit Guaranty Corporation (PBGC) headquarters, Field Benefit Administration (FBA) offices located throughout the United States. These services are in support of the acquisition, evaluation, transfer and merging of data into agency supported applications. In addition, data quality and integrity while loading the electronic data from terminated defined benefit pension plans as well as to continue administration of current pension plans.

The Contractor shall provide the personnel and services necessary to perform this effort as outlined in the Performance Work Statement (PWS). These services are in support of the acquisition, evaluation, merging and filtering of electronic and manual data from automated and manual systems that are associated with newly terminated defined benefit pension plans. The services ensure continuing administration throughout the case processing life cycle of the associated pension benefits. The work described herein are performed by the Data Analysis and Administrative Support (DAAS) Team composed of contract personnel.

The data-related technical services can include transferring data from automated and manual systems used by the prior plan administrator, evaluating the data, and integrating that data with existing PBGC applications. Data-related technical services may also include querying, reconciliation, analysis and reporting on data within the various PBGC actuarial and benefit administration databases. This may involve data merging, script writing and execution, coding and troubleshooting, using tools such as, Structured Query Language (SQL), Microsoft Access and Visual Basic for applications (VBA), Oracle and other Extract Transform Load (ETL) software approved by PBGC.

The data-related processing services can include reformatting and loading data into various PBGC client servers and databases where it is used for calculating, valuing and administering benefits; putting plan specific benefit calculation programs into production; copying files to benefit administration networks; archiving source documents and deliverables from processing divisions; review submitted files/programs against established checklists; running a variety of reports. The data is retained in a variety of platforms from large and complex client server databases to small and simple (Excel spreadsheets or paper). Standard services primarily use Microsoft Access and Excel, and customized programs built using Access to support OBA trusteeship, administration, audit and valuation processes.

The administrative services can include, recommendations on how to improve the data-related services, tracking service requests, tracking changes that are done to the internal tools, providing data and analyses to upper management, provide training to PBGC staff, documenting procedures, assisting or performing OBA tools and PBGC application testing for functionality.

PAGE 9 OF 67 16PBGC20Q0020

3.0 SCOPE OF WORK

All services performed under this contract will be defined, measured and evaluated in accordance with the TRMD Service Catalog, except for the technical and administrative support. Internal training and updates to the TRMD Service catalog and procedures will ensure that all staff members are able to continue providing services. Due to updates in technology, applications and business processes it is necessary for the contractor to modify existing OBA tools and standard services. In addition, the need to create new tools and services can be necessary to stay current with business processing.

Aggressive production goals, complex and changing business processes, and the wide variety of team members with various specialties makes communication especially important. Contractor personnel must be fluent in the English language and able to communicate effectively complex concepts to novice and intermediate audiences both orally and in writing.

3.1 TRMD SERVICE CATALOG

The TRMD Service Catalog lists over thirty (30) standard services with descriptions and set timeframes, which serve as the service level agreement (SLA) for each service that the Contractor will have to meet. Due to updates in business processing, the services offered in the TRMD Services Catalog can be modified in order to support changes in business processing. The TRMD Services Catalog is Attachment 1 of this contract.

3.2 DATA ACQUISITION

The Contractor shall work with federal and other Contractor staff to provide services related to the acquisition of data. The contractor shall ensure the data is secured and provided to authorized contract staff and transferred or shared within PBGC security policy and regulations.

The Contractor shall evaluate and analyze extracted data from systems used by plan administrators, actuaries, insurers, banks and other sources using PBGC applications. This data must be captured and retained indefinitely in the PBGC electronic archive in its original format as a record subject to the agency's record retention schedule. The Contractor shall identify along with various OBA processing divisions staff which records, and data elements are needed for PBGC processes.

The Contractor shall work with OBA and Office of Information Technology (OIT) staff supporting outside systems to develop and implement a strategy to export the needed data into an acceptable format and copy it onto a usable media. The formats can include, but not limited to comma or separated text, fixed width text, Excel, and Access databases. The Contractor shall convert, merge, eliminate, filter and reformat data as needed in order to load the data into the necessary PBGC applications. Due to the wide variation of data formatting, incompleteness of data and other factors it is often necessary to use various desktop tools (e.g. Excel, Access, Oracle, etc.) to manipulate the data before it is ready to be loaded into the standard PBGC applications.

PAGE 10 OF 67 16PBGC20Q0020

The Contractor shall facilitate the transfer of data from banks, insurance companies, plan administrators and other outside entities into various processing and corporate system databases and ensure the consistency of the data between various databases.

3.3 LOADING DATA INTO CORPORATE SYSTEMS

The Contractor shall provide services related to the loading of data into various PBGC applications in accordance with procedures and directions of the federal staff. The Contractor shall reformat and load the data into the appropriate PBGC applications based on the pension plan and the needs of the OBA processing divisions. The applications can include Spectrum, Customer Correspondence System (CCS), Leo, and Benefit Calculation Valuation System (BCVS) which encompass the Actuarial Calculation Toolkit (ACT).

The Contractor shall assist with the construction of participant databases (also called valuation databases) and/or spreadsheets formatted in Excel or comma separated values for individual pension plans that are loaded into Spectrum and BCVS.

The Contractor shall create and load pre-formatted benefit statements using current and future customized OBA software (e.g. Benefit Statement Recalculation System (BSRS) ACT Runtime)), Customer Document Importer (CDI), etc. The Contractor shall compare the populations of the input and output database to ensure that all required records are loaded, that the records are associated with the correct PBGC case number. The Contractor shall in writing inform the requestor of errors and rejected records prior to the load or immediately after the process is completed pending the nature of the request. The work in this section is considered standard.

3.4 RECONCILIATION

The Contractor shall provide services related to the reconciliation of data across a collection of sources. The Contractor shall analyze data for its agreement between the corporate database (i.e.

Genesis) and databases or spreadsheets created by auditors, actuaries; data experts benefit administrators and others. The Contractor shall create, disseminate, analyze and in writing clearly explain discrepancies identified from various application generated reports. The Contractor shall report the results within the timeframes established in the TRMD Service Catalog. The Contractor shall use the approved templates to report discrepancies, if a template does not exist; the Contractor shall create the template, and have it approved by the Contracting Officer Representative (COR) prior to implementing.

3.5 ARCHIVAL AND VERSION CONTROL

The Contractor shall provide services relating to archival and version control. The Contractor shall archive files as required into the PBGC archival application or in a future system in accordance with directions and timeframes established in the TRMD Service Catalog. The Contractor shall use file and folder/directory naming conventions and other techniques to ensure all team members can clearly identify the most recent version of a file.

The Contractor shall recommendations to improve file management. The Contractor shall maintain the current and future TRMD Change Management tool (Access based) for updates to

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all documents, tools, etc. until the Contractor has reviewed and meet with federal personnel to implement possible changes and enhancements. The Contractor shall maintain and publish all documents through SharePoint unless otherwise specified by the document’s originator or the

COR.

3.6 TECHNICAL SUPPORT

The Contractor shall provide technical support related services to PBGC Headquarters and FBA personnel. The Contractor shall provide technical programming support for OBA tools, which include the Plan Closing, Quality Control and TyTrack. OBA tools are primarily Microsoft based tools. The Contractor shall develop and implement test plans for newly developed OBA tools or new releases of existing tools. The Contractor shall recommend system and procedural enhancements in order to reduce processing time, improve services, reduce cost or otherwise enhance PBGC operations. The Contractor shall await approval before implementing any recommendations. The Contractor shall work within the guidelines established by the COR and supervisory staff to implement improvements that have been authorized by the COR. The Contractor shall follow PBGC Information Technology Systems Life Cycle Methodology (ITSLCM) standards.

The Contractor shall develop and deploy scripts that identify and/or modify databases, spreadsheets, configuration files, etc. that are stored within the PBGC Archive application or future system. The Contractor shall assist in the development and review of operating specifications for actuarial, benefits administration or other case processing applications.

The Contractor shall create, update and modify existing OBA tools due to updates in technology, applications and changes in business processes.

The Contractor shall coordinate or perform testing of actuarial, benefits administration or other future case processing and calculation systems. The Contractor shall provide technical support to all OBA staff with problems they incur with running programs that have been added to the Archive.

The Contractor shall provide technical advice on a variety of subject areas including, data acquisition, loading and reconciliation, report development, business process improvements and office automation. The Contractor shall provide recommendations and alternatives to technical issues and prepare briefings. The Contractor shall assess OBA processes (e.g. benefit administration, plan assumption, valuation, benefit determination letters and plan closing) for opportunities to better integrate data, and procedures.

3.7 TROUBLESHOOTING

The Contractor shall troubleshoot and resolve OBA tools and application conflicts that are within scope. The Contractor shall troubleshoot internal software and work with software maintenance and/or development staff to identify the cause of the problem. The Contractor shall clearly communicate in writing the events leading up and the circumstances surrounding the problems within one (1) hour of the problem being identified or resolved during core or after hours.

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3.8 PERFORM TOOL UPGRADES

The Contractor shall recommend and perform upgrades to OBA tools, processes, procedures and associated documentation as necessary to remain in compliance with PBGC IT standards.

The Contractor must receive approval from the COR or federal representative before implementing any recommendations.

3.9 DOCUMENTATION

The Contractor shall document all requirements, designs, user guides, procedures and standard communications as required. The Contractor shall be required to develop documentation and templates that, after proper approval by federal staff, can be used from that time onward.

The Contractor shall draft, review and or edit content to ensure accuracy and quality of content, organization, language, format consistency and conformance with established standards. The Contractor shall submit the documents to the COR for approval two weeks prior to the scheduled release date, unless otherwise specified. The Contractor shall establish or maintain formalized procedures and workflows that define how the government procedures are to be performed. The Contractor shall follow PBGC Information Technology Systems Life Cycle Methodology (ITSLCM) standards.

The Contractor shall assist in maintaining current content by writing new material or modifying existing material. This work will include gathering information though meetings with subject matter experts, reviewing electronic, written material, and any other sources as appropriate, implementing industry best practices, and reviewing drafts. Approval of final content and revisions are reviewed and approved by the COR or appointed federal personnel. The Contractor shall place all documentation on the appropriate SharePoint sites unless otherwise specified. The Contractor shall maintain a 90% accuracy rate.

3.10 TRAINING

The Contractor shall assist a federal representative in developing new content and updating current training materials for customers. The Contractor shall provide limited technical training as needed to OBA staff. The Contractor shall assist in the coordination of providing training via classroom, video conferencing and user workstations.

3.11 PBGC-PROVIDED TRAINING

The Contractor must attend and complete all required training courses, as directed by the Government. During the implementation phase, the Government will provide initial training for Contractor personnel on data and system security, the use of PBGC IT systems, and PBGC policy. The Contractor can attend other courses offered by PBGC that are related to the requirements of the contract.

3.12 CONTINUITY OF OPERATION (COOP)

The Contractor may be required to participate and or assist in the annual Continuity of Operations Planning (COOP) exercise and other unannounced sessions. The Contractor shall be available to test all applications used to complete the loading of data into Genesis creating and

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loading of benefit statements into CCS and archiving. The Contractor shall report the results to the OIT COOP coordinator, the COR and OBA COOP coordinator.

3.13 REPORTING

Reports that are due that falls on a day that the government is closed, will be due the day prior.

For example, the weekly status report is due on Monday. Monday is a holiday; therefore, the report must be sent to the COR on Friday by 5:00pm.

3.14 MEETING MINUTES

The Contractor shall be responsible for taking all meeting minutes and distributing or posting them to the appropriate PBGC SharePoint site unless otherwise stated no later than one (1) days after the meeting. The Contractor shall make changes and re-post within two (2) hours. Any changes to the frequency or the format of report will be communicated by the COR in writing.

3.15 WEEKLY STATUS REPORT

The Contractor shall submit via SharePoint a weekly status report in the approved electronic format (Word) no later than 5:00 pm of the day prior to the scheduled meeting to the COR. The report shall describe, operational and technical activities, display the statistics of processed service requests, all open requests, and issues that occurred that might have delayed productivity from the prior week. The Contractor shall make all changes and re-post within two

(2) hours. Any changes to the frequency or the format of report will be communicated by the COR in writing.

3.16 MONTHLY STATUS REPORT

The Contractor shall submit via SharePoint a monthly status report in the approved electronic format (Word) no later than the (5) fifth working day of each month to the COR. The report shall describe, significant activities performed by the Contractor during the previous month such as, changes in personnel including the labor category, summary of documentation changes, outstanding or completed projects, technical progress, statistics of processed service requests and all issues or events that occurred that might have delayed productivity. The Contractor shall make all changes and re-post the report within two (2) hours after the corrections have been provided. Any changes to the frequency or the format of report will be communicated by the COR in writing.

3.17 MONTHLY SERVICE LEVEL AGREEMENT (SLA) REPORT

The Contractor shall submit via SharePoint a monthly SLA report in the approved electronic format (Excel) no later than the first working day of each month to the COR. The report shall include each service, the pass/fail rate and the percentage and the total number of service requests. Any changes to the frequency or the format of report will be communicated by the COR in writing.

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3.18 QUARTERLY PROGRESS MEETING

The Contractor shall provide in the approved electronic format (PowerPoint) a quarterly report to the COR. The report shall include, contract yearly goals, processing service request and trends, accomplishments, SLAs and financial status of the contract. The Contractor may be requested to orally present the report findings to department and division managers. Any changes to the frequency or the format of report will be communicated by the COR in writing.

3.19 FINANCIAL REPORTING

The Contractor shall provide at the time of the invoice submission a report that captures a) Labor Hours: Labor hours expended during the reporting period, individual and cumulative totals by for the current contract period; (b) ODC: expended during the reporting period and cumulative for the contract period; (c) Request: total number of service requests completed for the period requested.

3.20 OTHER REPORTING

The Contractor may supplement additional reports with advance written approval from the COR at no cost to the Government with any reports, documents and plans which are deemed informative and enlighten to the evaluation of services being provided.

3.21 DELIVERABLES

The Contractor shall align the performance measures to the scope and objectives stated in the PWS. Minimally, the Contractor must include performance measures to evaluate the Contractor’s performance regards to the Schedule and Quality thresholds. PBGC shall utilize the agreed upon performance measures to evaluate the Contractor’s performance in meeting the scope and objectives of the contract. Failure to meet the Deliverable table may result in a Negative Past Performance rating.

The Contractor shall maintain a 90% SLA rate. COR reserves the right to review the activities or list of items completed and deny payment based on the quality of those deliverables. Due to updates in technology, applications and business processes additional deliverables can be requested as determined to be within scope.

The Contractor shall maintain less than a 5% error rate for deliverables outside of the standard services (e.g. documentation updates, reports, etc.). COR reserves the right to review the activities or list of items completed and deny payment based on the quality of those deliverables.

Contract Section

Description Due Date

3.1 Service request within the service catalog

completed

Based on timeframes established in the TRMD Service Catalog

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3.3 Informing requester of errors and advise on

ways to fix the errors

Within one (1) hour after errors are identified

3.4 Report results from reconciling databases Based on timeframes established in the TRMD Service Catalog

3.5 Updating the archival system Based on timeframes

established in the TRMD Service Catalog

3.6 and 3.7 Communicating technical problems and resolutions

Within one (1) hour of the problem being discovered or resolved

3.9 Updates to procedures, standard documents, templates and tools

Ten (10) days prior to the release or as directed by COR

3.14 Meeting minutes, publishing to PBGC

SharePoint site and distribution

No more than one (1) days after the meeting; Re-post 2 hours after corrections are provided

3.15 Weekly Status reports on deliverables, administrative, and future tasks related to the project.

No later than 5:00 pm the day prior to the meeting; Re-post 2 hours after corrections are provided

3.16 Monthly Status Report No later than the fifth of the

month following the covered month

3.17 Monthly Service Level Agreement No later than the first of the month following the covered month

3.18 Quarterly report with yearly goals, number

of processed service request and trends, accomplishments, SLAs and financial status

72-hours prior to the scheduled meeting.

3.19 Invoice: Labor hours expended during the

reporting period and cumulative for the contract period, ODC: attached supporting documentation (e.g., hotel bill); Service requests expended during the reporting period and cumulative for the period reported.

At the time of the invoice submission

3.23 Acknowledgement of all service requests

and special projects

One (1) hour of receipt of request

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3.22 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Objective: The purpose of this plan is to provide a quality assurance surveillance plan for use by the Contracting Officer’s Representative (COR), or designated federal staff in support of the data-related, technical and administrative support of the Office of Benefits Administration designated federal staff for the evaluation of data transfers, loading data in various PBGC systems, archiving, technical support and documentation. The plan provides a basis for the COR or designated federal staff to evaluate the quality of the contractor’s performance. The oversight provided for in the contract and in this plan will help to ensure that service levels reach and maintain the required levels throughout the duration of the contract. Further, the plan provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required performance evaluations.

Performance Standards: The COR or designated federal staff shall perform this surveillance according to the following criteria:

a. Monitor Performance Criteria: By monitoring the contract, the COR or Designated federal staff will determine whether the performance and quality levels set forth in the contract have been attained. The QASP provides a systematic method to evaluate the quality, quantity, and timeliness of services furnished by the Contractor versus the steps taken or procedures used to produce the services.

b. Frequency: During the performance of the contract, the COR or Designated federal staff will make periodic observations of the contractor’s performance.

c. Management Responsiveness: The COR or Designated federal staff will determine whether the contractor has managed the contract effectively, and efficiently, with successful and timely response to user and client needs. The COR or Designated federal staff will confirm whether the contractor has satisfactorily met all reporting requirements, including subcontracting reports when applicable.

Evaluation Methods: The COR or Designated federal staff will conduct performance evaluations based upon Section 2 above and the required performance levels set forth in the contract. The following techniques will be used to perform surveillance:

a. Performance Monitoring: The Contractor is required to provide enough qualified personnel to perform the requirements of the contract. Further, the COR will review measures taken by the contractor to keep all customers informed of situations that may affect performance and schedules.

b. Consultation with the contractor: The COR or Designated federal staff will periodically, but no less than 6 weeks, meet with the contractor’s Supervisor and Operations Manager to discuss any problems, identify circumstances

PAGE 17 OF 67 16PBGC20Q0020

beyond control of the contractor, identify possible remedies, and note positive accomplishments. The COR will document the meeting and provide the feedback to the contractor.

c. Issue Resolution: Any issues not resolved in consultations will be communicated to the Contractor via the Contracting Officer for resolution.

Contract Section

Description Method of Surveillance

3.1 Service request within the service

catalog completed

Monthly perform a random sample of 25% of the service request. Excluding Software Closeouts which are reviewed as they are completed.

3.4 Report results from reconciling

databases

Monthly perform a random sample of 25% of the service request. Excluding Software Closeouts which are reviewed as they are completed.

3.5 Updating the archival system Monthly perform a random sample of 25% of the service request. Excluding Software Closeouts which are reviewed as they are completed.

3.9 Updates to procedures, standard

documents, templates and tools

Quarterly inspect 100% of the posted documents

3.23 Acknowledgement of all service

requests and special projects

Monthly perform a random sample of 25% of the service request.

3.23 PROJECT MANAGEMENT AND SUPPORT SERVICES

The Contractor shall manage the activities, personnel, facilities, and subcontractors involved in the performance of the DAAS contract to mitigate risk, meet requirements, and achieve the Government’s performance targets. The Contractor must monitor and control the effort in accordance with approved work plans and schedules. The Contractor must provide the Government with clear, timely, and proactive communication on the status of planned and completed activities.

The Contractor’s on-site Supervisor shall manage the activities performed under this contract and ensure effective utilization of resources and coordination of projects with PBGC. The contract Supervisor shall acknowledge each service request received in the TRMD Service mailbox within (1) hour. The contract Supervisor is required to perform and control the day-to-day operations of the contract and supervise contract personnel. The Contractor Supervisor is responsible for taking timely corrective action to limit the impact of any problems that may arise.

After an initial orientation period, (no later than fifteen (15) days after award) the Contractor shall coordinate with PBGC a work plan identifying target dates for accomplishing significant milestones and identify the individual team members and work being done. PBGC will maintain the management of the overall program.

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3.24 COMMUNICATION

The Contractor shall report any issues to the federal representative that are likely to cause delays in deliverables as soon as possible but no longer than (1) one hour after discovery. Requests for services and special projects will be acknowledged within (1) one hour of receipt. If it becomes apparent that a service will not be completed within the set SLA, the Contractor shall notify the requester via email and provide a new estimated completion time.

The Contractor shall take the initiative in obtaining any additional information or resources necessary to complete assigned tasks. When phone or email messages requesting this additional information are left unanswered within three (3) business days the contract personnel will promptly request that the Supervisor or COR get involved. In written communications with all customers including TRMD the Contractor shall use clear and concise language. Approved standard pre-written email messages will be used in conjunction with the delivery of services whenever possible.

3.25 CORE HOURS

The Contractor shall be available from 8am to 5pm, Monday through Friday. The Contractor cannot begin work before 7:00am. The Contractor shall provide coverage for the TRMD Service email mailbox from 8:00am until 4:30pm Monday through Friday. Hours of availability may be altered with prior written notification by the COR depending on priority of objectives (this includes working weekends and being available to accomplish tasks that may require coordination with others working in different time zones).

3.26 TRAVEL

All travel must be requested in writing with an agenda and the name of the federal employee who is asking for assistance. The request must be approved by the COR prior to traveling and must be in accordance the Federal Travel Regulation (FTR).

3.27 CONTRACT TRANSITION

3.27.1 Start-Up

The Contractor shall, within seven (7) business days of contract award, provide a draft "Staffing Plan" which describes the Contractor's plan for recruiting and staffing the labor categories required to perform the Scope of Work. Charts or work-flow diagrams may be included to clarify the presentation. This plan shall describe any temporary staff that was acquired to assist in completing tasks and will leave during or shortly after the transition period. The "Staffing Plan" must be maintained throughout the life of the Contract.

Changes in the plan required by the Contractor or PBGC will be subject to the same review and acceptance and schedule.

PBGC will review the plan and provide written comments to the Contractor within three

(3) business days following plan delivery to the COR. The Contractor shall address PBGC's comments and deliver the final "Staffing Plan" within two (2) business days.

This transition period will be included in the contract base year.

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The "Staffing Plan" must ensure continuity of staff and work at an acceptable quality level and meet the service level agreement. An eighty (80) percent acceptable quality level and service level agreement will be effective thirty (30) business days after the transition period is completed. After which, a ninety (90) percent acceptable quality level and service level agreement will be effective until the contract ends.

3.27.2 Phase-Out

The Contractor shall provide for a transition period of up to thirty (30) days at the completion of the final contract option period. The Contractor shall assist the successful Offeror during this transition period, in becoming familiar with the applications, documentation and related work procedures. The CO will notify the current Contractor of the last day of the transition period.

The Contractor shall fulfill the terms of the contract, resolve issues concerning Government property, submit all necessary reports (e.g., technical or progress reports), obtain final technical acceptance, and submit all necessary financial information at the end of the transition period.

The Contractor shall recognize that the services provided under this contract are considered vital to the Government and that, upon contract expiration or termination, a successor, either the Government or another contractor, may continue them. The Government will coordinate transition activities to ensure the least disruption to PBGC operations, as well as incumbent and successor contractor operations.

3.28 PLACE OF PERFORMANCE

The Contractor shall perform at Pension Benefit Guaranty Corporation (PBGC) Headquarters or at an approved alternate work location. The Contractor work may be accomplished off-site with all being conducted only on and within the PBGC network to ensure that PBGC data and software developed for PBGC will not be exposed to unauthorized alteration, destruction or compromise.

3.28.1 Alternate Work Location (off-site)

The work may be accomplished off-site with all work being conducted only on and within the PBGC network to ensures that PBGC data and software developed for PBGC will not be exposed to unauthorized alteration, destruction or compromise. The off-site location should be no more than six (6) hours from PBGC headquarters. At a minimum one (1) Data Specialist and one (1) Data Analyst must be onsite during the core hours unless the government closes in response to severe weather, special events and other emergency situations. The COR reserves the right to review the activities or list of items completed and deny payment based on the quality of those deliverables.

52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (OCT 2018)

(Reference 52.212-4)

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL

ITEMS (OCT 2019)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2019) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004)(Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

XX (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sep 2006), with Alternate I (Oct 1995)(41 U.S.C. 4704 and 10 U.S.C. 2402).

(2) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (41 U.S.C. 3509).

(3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

XX (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note).

(5) [Reserved] XX (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

(7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

XX (8) 52.209-6, Protecting the Government`s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Oct 2015) (31 U.S.C. 6101 note).

XX (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

(10) [Reserved] (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C.

657a).

(ii) Alternate I (Nov 2011) of 52.219-3.

(12) (i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Oct 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

(ii) Alternate I (Jan 2011) of 52.219-4.

(13) [Reserved] XX (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

(ii) Alternate I (Nov 2011) of 52.219-6.

(iii) Alternate II (Nov 2011) of 52.219-6.

(15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (Jun 2003) (15 U.S.C. 644).

(ii) Alternate I (Oct 1995) of 52.219-7.

(iii) Alternate II (Mar 2004) of 52.219-7.

XX (16) 52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)).

(17)(i) 52.219-9, Small Business Subcontracting Plan (AUG 2018) (15 U.S.C. 637(d)(4)).

(ii) Alternate I (Jan 2017) of 52.219-9.

(iii) Alternate II (Nov 2016) of 52.219-9.

(iv) Alternate III (Nov 2016) of 52.219-9.

(v) Alternate IV (Aug 2018) of 52.219-9.

XX (18) 52.219-13, Notice of Set-Aside of Orders (Nov 2011) (15 U.S.C. 644(r)).

(19) 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)).

(20) 52.219-16, Liquidated Damages-Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

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(21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Oct 2019) (15 U.S.C. 657f).

XX (22) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C.

632(a)(2)).

(23) 52.219-29, Notice of Set-Aside for, or Sole Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (Dec 2015) (15 U.S.C. 637(m)).

(24) 52.219-30, Notice of Set-Aside for, or Sole Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Dec 2015) (15 U.S.C. 637(m)).

XX (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

XX (26) 52.222-19, Child Labor--Cooperation with Authorities and Remedies (Oct 2019) (E.O.

13126).

XX (27) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

XX (28) (i) 52.222-26, Equal Opportunity (SEPT 2016) (E.O. 11246).

(ii) Alternate I (Feb 1999) of 52.222-26.

XX (29) (i) 52.222-35, Equal Opportunity for Veterans (OCT 2015)(38 U.S.C. 4212).

(ii) Alternate I (July 2014) of 52.222-35.

XX (30) (i) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C.

793).

(ii) Alternate I (July 2014) of 52.222-36.

XX (31) 52.222-37, Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212).

XX (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

XX (33)(i) 52.222-50, Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O.

13627).

(ii) Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

XX (34) 52.222-54, Employment Eligibility Verification (Oct 2015). (E. O. 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

(35) (i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Items (May 2008) (42 U.S.C.6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

(ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

(36) 52.223-11, Ozone-Depleting Substances and High Global Warming Potential Hydrofluorocarbons (Jun, 2016) (E.O. 13693).

(37) 52.223-12, Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (Jun, 2016) (E.O. 13693).

(38) (i) 52.223-13, Acquisition of EPEAT(R) -Registered Imaging Equipment(Jun 2014) (E.O.s 13423 and 13514).

(ii) Alternate I (Oct 2015) of 52.223-13.

(39) (i) 52.223-14, Acquisition of…