PWS_IRDB_PM_Support.docx

Project Manager Support COR: Ron Carlile

Project Management Support Performance Work Statement (PWS) 16 November 2018

1. BACKGROUND

The Geospatial Technology and Application Center (GTAC) has a requirement for management and professional support services for a variety of projects across multiple program areas including: Data Development and Cartography, Disturbance Assessments and Service, Enterprise Data Services, Resource Applications and Technology Implementation, Resource Mapping, Inventory and Monitoring, and Training and User Support Programs. GTAC is located in Salt Lake City, Utah and is a detached unit of Washington Office Engineering and a component of the Geospatial Management Office (GMO) of the United States Forest Service (USFS). GTAC provides Geospatial Information System (GIS), Geospatial Positioning System (GPS), remote sensing, and other geospatial support and services to a variety of customers within and outside of USFS. The center is responsible for acquiring services from geospatial professionals that can apply advanced scientific knowledge to areas such as analysis, national service center coordination, technology evaluation, training, help-desk, operational support, and data/product delivery.

The GTAC Program Management Office (PMO) is a unit that utilizes project management practices, provides expertise, practices process discipline and supplies project management documentation for each of its program areas. Based on capacity, the PMO also provides selective project management services to the GMO and other USFS units with geospatial related projects.

A significant proportion of the program of work at GTAC is supported and governed by the USFS Information Resources Direction Board (IRDB). GTAC manages 16 Information Technology (IT) and Information Asset (IA) projects funded by the IRDB at a current annual total of $5.4 million. Geospatial products, applications and services provided by GTAC via IRDB funding provide IT infrastructure, applications/tools and support services to enable a variety of geospatial initiatives that benefit all levels of the Agency, external agency partners and the general public.

2. SCOPE OF WORK

2.1. IRDB PROPOSAL REVISION AND REPORTING

Proposal revision: The contractor shall assist GTAC with gathering information for use in updating annual proposals for multiple business cases and projects in the USFS database of record. Updates include information on business alignment, objectives and milestones, resource optimization, risk identification and mitigation, performance, and delivery of benefits. The contractor shall be able to manage the project from a lifecycle perspective. The contractor shall recommend, and where able implement, process improvement and capture best practices. GTAC historically submits 10-13 project proposal submissions annually but is subject to changes resulting from new business and agency priorities. The contractor shall also participate in relevant IRDB trainings and briefings that provide updated guidance for the current submission cycle. IRDB training via WebEx available in mid-December 2018. See Addendum A for example IRDB Business Cases – Annual Activity Cycle.

Performance Reporting: The contractor shall coordinate with investment managers to ensure quarterly metrics are collected that determine the health and performance of the program and report them in the USDA and USFS database of record currently SharePoint and AGMAX respectively. Metrics are defined by the Government and specific to each segment and the overall GTAC investment (e.g. number of downloads, hits to web, customer satisfaction, availability of services, etc.). The contractor shall ensure that IRDB information is captured and reported in accordance with the government schedule.

2.1.1. Performance Objective: Annual GTAC related IRDB proposals are reported on, updated, maintained, and submitted according to the established schedule.

2.2. AGMAX DOCUMENT UPDATES AND REPORTING

The contractor shall support the investment manager in updating GTAC investment documentation or “artifacts” within AGMAX. Artifacts include: Investment Charter, Operational Analysis, Risk Management Plan, Risk Register, current Acquisition Approval Request (AAR), Artifact Review, and Quarterly Performance Reporting. Project details for activities exceeding $250k or development activities; and updating quarterly performance measures, risks, and metric definitions. See Addendum B, AgMAX New FY Setup and Reporting.

2.2.1. Performance Objective: Annual GTAC related AGMAX documentation, reporting metrics, and contracting information is submitted and maintained according to the established schedule.

2.3. AAR PROCESSING SUPPORT AND FOLLOWUP.

The contractor shall learn and become the subject matter expert for the Acquisition Approval Request (AAR) process. AARs are currently required for acquisitions involving Information Technology (IT) and exceeding $25,000. As GTAC is unable to make necessary IT acquisitions until an AAR is received, the contractor shall take steps to process AARs in the most expeditious manner available. The contractor shall collaborate with key GTAC, USFS CIO representatives, along with supporting Enterprise Architect and Information System Security PM reviews to ensure that all necessary AAR documents are submitted and processed. The contractor shall work with subject matter experts and various vendors on contract to collect and document content for the AAR. (See Addendum C, Acquisition Approval Request Requirements for example.) The contractor shall make modifications and clarifications to AAR documents as questions are submitted through USFS and USDA channels. The contractor shall collect the data, prepare documents, submit, and shepherd AARs from submission through FS and USDA approval (Note: There are as many as 12 levels of approval required at the USDA level for an AAR). The contractor shall assist with determination of the number of AARs to process as multiple acquisitions may be processed on a blanket AAR. Historically, GTAC has processed less than 10 AARs annually. Typical documentation includes but is not limited to: Performance work statements for all tasks included in AAR; Vendor Product Accessibility Template (VPAT) checklist from all vendors used within AAR; IT Technical review requirements; Security operations checklists; Government Product / Service Accessibility Template (GPAT) checklist; Justification for acquisition support; and others as requested through FS and USDA channels. See Addendum D, Acquisition Approval Request Workflow.

2.3.1. Performance Objective: AARs are processed according to established schedules and in collaboration with GTAC and PMO Leadership.

2.4. AUXILLARY PROJECT MANAGEMENT SUPPORT. In cooperation with the PMO and in accordance with the contractor’s available capacity following accomplishment of PWS tasks 2.1 and 2.2, the contractor shall provide technical expertise and engage in managing projects according to project management principles and practices. This may include project initiation, planning, execution, monitoring, administration, risk management, and close-out. Additionally, the contractor may also manage other GTAC or GMO projects according to Agile project management principles and practices. All project management activities will be coordinated with the PMO Program Manager. (Contractor will be privy to GTAC contract sensitive and contractor proprietary information.)

3. DELIVERY/REPORTING REQUIREMENTS

3.1. The contractor shall keep the Contracting Officer Representative (COR) informed of task order status through a written monthly report. Delivery of the monthly report shall correspond with monthly invoice submittal containing the above information. The report shall include project status and identification of any potential delays including impacts and suggested solutions.

3.2. The contractor shall update or document any adjustments to IRDB, and AAR process workflows or AGMAX reporting practices. Documentation or notes collected by the contractor shall be archived in a designated network storage location for the project within ten (10) days of completion of event.

3.3. The contractor shall develop a Standard Operating Procedure (SOP) for the AAR process. A draft copy shall be submitted to the COR for approval by 12 April 2019. The Government shall provide acceptance or recommend changes within 30 days of receipt of the draft SOP. The contractor shall incorporate recommendations and changes and submit a final SOP to the COR within 30 days of completion of the baseline services.

3.4. The contractor shall conduct a kick-off meeting within seven (7) days after award to introduce the contractor project team to the Government. At least three (3) days prior to the meeting, the contractor shall submit a list of proposed agenda items and questions to the Contracting Officer (CO).

3.5. Meetings relating to project planning, collaboration, and status shall be conducted as project work demands. Meeting records/notes collected by the contractor shall be archived in a designated network storage location for the project within ten (10) days of completion of event.

3.6. All deliverables submitted under this task may be subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d). Information about the Section 508 Electronic and Information Technology (EIT) Accessibility Standards may be obtained via the Web at the following URL: www.Section508.gov.

3.7. All deliverables under the task order shall be provided via e-mail with return receipt unless alternate means are specified in writing by COR.

4. PLACE OF PERFORMANCE / HOURS OF OPERATION

All work under this task order shall be performed on-site at the GTAC facility in Salt Lake City, Utah during normal business hours, Monday - Friday. Work schedule will be coordinated with the COR.

In January 2019, GTAC is executing a physical move of operations from its existing facility at 2222 W. 2300 S., Salt Lake City, Utah 84119 to the Bennett Federal Building at 125 S. State Street, Salt Lake City, UT 84138.

5. GOVERNMENT FURNISHED PROPERTY

Contractor-Assigned Government Furnished Property (GFP): The Government will provide GFP to the contractor on a rent-free basis for use of performance on this contract. The contractor shall establish, maintain, and implement a property management and control program in accordance with FAR Part 45 and the GFP clauses in the contract. The contractor shall maintain and update a listing of the GFP in their possession and allow the Government access to any GFP reports during the performance of the contract. GFP used in the conduct of this contract is under the control and accountability of the contractor. Contractor personnel are responsible for protecting, preserving, maintaining, and repairing any GFP in their possession according to the contract and their property control procedure. The contractor shall be liable for any and all loss or damage of GFP until transfer of property back to the Government occurs.

The Government will provide the following GFP, as required per task order:

1. One (1) FS laptop per on-site support personnel.

2. USDA-issued LincPass for access to federal facilities and computer systems.

3. Keycard for authorized building access.

Shared-Use and Incidental GFP: The Government will provide access to shared-use or incidental property for task orders performed at GTAC. Shared-use property may also be utilized by government staff and other contractor support personnel. Incidental property may be for the sole use of the contractor during contract performance. Shared-use property may include:

1. Equipment such as computer printers, multi-media projector, portable computer, and related supplies needed to deliver multimedia-supported training and presentations.

2. Internet and intranet access.

3. Ancillary data and information relevant to performance of project objectives.

Incidental property may include: Cubicle workspace equipped with desks, chairs, filing space, telephones, and FS imaged desk-top computers and monitors.

6. PERIOD OF PERFORMANCE

The period of performance is six (6) months from time of award for the baseline services. The task order will include FAR 52.217-8, Option to Extend Services for a period up to six (6) months.

7. KEY PERSONNEL

Certain experienced, professional personnel are essential for successful accomplishment of the work to be performed under this contract. These are defined as “Key Personnel” and are listed herein. The contractor agrees that such personnel shall not be removed from the contract work or replaced without compliance with the following:

1) If one or more of the key personnel, for any reason, becomes or is expected to become unavailable for work under this contract for a continuous period exceeding 30 work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the contractor shall promptly replace personnel with personnel of equal ability and qualifications.

2) Changes to key personnel assignments must be provided to the CO in writing along with a detailed explanation of the circumstances necessitating the substitution. The request must contain a resume for the substitute evidencing the skill and relevant experience requirements for the position have been met, and any other information requested by the CO.

If the CO determines that suitable and timely replacement of Key Personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair successful completion of the contract, the CO may terminate the contract or task order for default or for the convenience of the Government, as appropriate, or make an equitable adjustment to the contract to compensate the Government for any resultant delay, loss or damage.

The contractor has the right to remove personnel assigned to perform the tasks hereunder and to substitute other qualified personnel provided that the CO is notified of such removal and replacement. The contractor shall notify the CO prior to such change, providing a resume for the substitute evidencing the skill and relevant experience requirements for the position have been met, background check/security clearance information, and any other information requested by the CO.

Any removals or replacements (e.g. due to retirement, voluntary separation, etc.) are at the convenience of the contractor and shall be at no additional cost to the Government. Cost to be borne by the contractor include, but are not limited to: travel time, travel costs, and training costs for replacement personnel.

7.1. Project Manager: The project manager shall have a minimum of five (5) years’ experience in federal government project support. Additionally, the project manager shall have experience in the following areas:

7.1.1. Project or program management over the Agile development of Information Technology or Geospatial software, applications, and support services; and

7.1.2. Federal government acquisition processes including performance-based service contracting, application of federal procurement regulations, policies, and procedures, preparation of requirements documents, and contracts management.

8. SECURITY

The Contractor shall ensure compliance with applicable security regulations and operations requirements for facility access and handling of information and materials. FS data and work environment is considered sensitive but unclassified.

The FS is required under the Homeland Security Presidential Directive (HSPD) 12 “Policy for a Common Identification Standard for Federal Employees and Contractors” to perform a National Agency Check with Inquiries (NACI) for contractor personnel. The NACI is a brief form of background investigation that is conducted through the Office of Personnel Management. This investigation will be conducted for contractor staff assigned to this contract. Contractor staff shall provide two (2) forms of acceptable identification, a current photograph, and be finger-printed. A current and successful clearance is required for a contractor employee to work under this contract.

For tasks dependent on access to the FS Network contract personnel shall be required to have FS network access. Contractors shall follow the “Person Model” process to obtain a Personal Identity Verification (PIV) known as LincPass. Allowance of approximately six (6) weeks should be anticipated for activation of a LincPass.

All contractor personnel shall complete initial and annual security awareness training to maintain their access to FS systems.

Upon termination of employment, the contractor shall take immediate possession of the terminated personnel’s LincPass and close or restrict access to all USDA or FS accounts. The LincPass of terminated or separated personnel shall be returned to the Government within three (3) business days.

The contractor shall bear the cost of hiring qualified employees including labor time to perform interviews, the costs of background checks and security clearances, outside recruitment fees, the cost of job advertising, and initial and recurring training, etc.

9. IDENTIFICATION OF CONTRACTOR EMPLOYEES

All contractor personnel are required to identify themselves as contractors. Whether sending email or other written correspondence, attending meetings, answering government telephones, or working in other situations where their contractor status is not obvious to third parties, they must make their status known to avoid creating an impression that they are government employees.

10. CONFIDENTIALITY AND NON-DISCLOSURE

The contractor will have access to some privileged and confidential materials of the USFS. These printed and electronic documents are for internal use only, are not to be copied or released without permissions, and remain the sole property of the USFS. Contractor personnel shall safeguard such information and use the information exclusively in performance of this contract. The contractor shall follow all USDA/USFS rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. All contractor personnel (to include subcontractors and consultants) who will be personally and substantially involved in the performance of this task order shall execute and submit a Non-Disclosure Agreement (NDA) with the Government.

10. ORGANIZATIONAL CONFLICTS OF INTEREST

The following restrictions and definitions apply to prevent conflicting roles which may bias the contractor's judgment or objectivity, or to preclude the contractor from obtaining an unfair competitive advantage in concurrent or future acquisitions.

(a) Descriptions or definitions:

"Contractor" means the business entity receiving the award of this contract, its parents, affiliates, divisions and subsidiaries.

"Development" means all efforts towards solution of broadly-defined problems. This may encompass research, evaluating technical feasibility, or engineering of programs not yet approved for acquisition.

"Proprietary Information" means all information designated as proprietary in accordance with law and regulation, and held in confidence or disclosed under restriction to prevent uncontrolled distribution. Examples include limited or restricted data, trade secrets, sensitive financial information, and computer software; and may appear in cost and pricing data or involve classified information.

"Technical Direction" means developing work statements, determining parameters, directing other contractors' operations, or resolving technical controversies.

Restrictions: The contractor shall perform project direction and technical evaluation of other contractor’s proposals or products but not have overall contractual responsibility. Work may include the preparation or assistance in preparing work statements. The parties recognize that the contractor shall occupy a highly influential and responsible position in managing the project(s). The contractor's judgment and recommendations must be objective, impartial, and independent. To avoid the prospect of the contractor's judgment or recommendations being influenced by its own products or capabilities, as a condition of this contract award, the contractor’s eligibility for future prime contract or subcontract awards made out of the GTAC office will be restricted for a period of ten (10) years following the date of award. This restriction applies to any product or service that is developed at GTAC but does not include future acquisitions for the primary purpose of program and project management. This restriction is not subject to negotiation.

The contractor may gain access to proprietary information of other companies during contract performance. The contractor agrees to enter into company-to-company agreements to (1) protect another company's information from unauthorized use or disclosure for as long as it is considered proprietary by the other company and (2) to refrain from using the information for any purpose other than that for which it was furnished. For information purposes, the contractor shall furnish copies of these agreements to the Contracting Officer. These agreements are not intended to protect information which is available to the Government or to the contractor from other sources and furnished voluntarily without restriction.

The guidelines and procedures of FAR 9.5, Organizational and Consultant Conflicts of Interest and FAR Part 3, Improper Business Practices and Personal Conflicts of Interest, will be used in identifying and resolving any issues of conflict of interest. The contractor shall be responsible for identifying and preventing personal conflicts of interest of their employees. The contractor shall prohibit employees who have access to non-public information by reason of performance on a government contract from using that information for personal gain. In the event of an actual or perceived conflict of interest, the contractor shall immediately notify the CO of the conflict and submit a mitigation plan. The plan shall include a description of actions the contractor has taken or proposes to take to avoid or mitigate such events in the future.

Addendum A IRDB Business Cases – Annual Activity Cycle

Addendum B AgMAX New FY Setup and Reporting

AgMAX New FY Setup and Quarterly Reporting – FY19/BY20

Table of Contents

New FY Metric Target Setup – Complete Q4 of prior fiscal year During the 4th quarter of each year, the new fiscal year’s performance targets need to be entered. To enter targets:

1. Select the Forms tab of the application

2. Navigate to your investment using the Item: option at the top of Forms screen by selecting the down arrow on the right side of field and clicking on your investment in the pop-up dialog box.

3. Select the pull down arrow on the right of the Form field.

4. Select the CPIC: IT Business Case Details – BY20 form in the pop up dialogue box. (USDA/Investment Domain/BY20 Submission Templates/CPIC: IT Business Case Detail – BY20) v v

5. Select the OPERATIONAL DATA tab.

6. Navigate to the Performance Metrics table

7. Enter your new BY20 target for each of your Segment’s Standard Performance Measures by clicking on the CY Target cell for the measure and entering the target.

8. Save your data once you’ve completed entering ALL your Targets.

New FY Risk Review and Update – Complete Q4 of prior fiscal year

1. Select the Forms tab of the application

2. Navigate to your investment using the Item: option at the top of Forms screen by selecting the down arrow on the right side of field and clicking on your investment in the pop-up dialog box.

3. Select the pull down arrow on the right of the Form field.

4. Select the CPIC: IT Business Case Details – BY20 form in the pop up dialogue box. (USDA/Investment Domain/BY20 Submission Templates/CPIC: IT Business Case Detail – BY20) v v

1. Select the INVESTMENT RISK tab.

2. Review each of your Segment’s Risks and make needed revisions on the table that may include deleting mitigated risks, adding new risks, and updating Risk Probability, Risk Impact and Mitigation plan statement.

3. Save the data after all risk revisions are completed.

New DME Projects or Discrete Projects that are Greater than $200k – Complete Q4 of prior fiscal year Projects that meet the criteria below must be documented on the Project and Activities tab:

· New DME projects

· Projects greater than $200k in funding and taking longer than 6 months to implement To document the new projects:

1. Select the Forms tab of the application

2. Navigate to your investment using the Item: option at the top of Forms screen by selecting the down arrow on the right side of field and clicking on your investment in the pop-up dialog box.

3. Select the pull down arrow on the right of the Form field.

4. Select the CPIC: IT Business Case Details – BY20 form in the pop up dialogue box. (USDA/Investment Domain/BY20 Submission Templates/CPIC: IT Business Case Detail – BY20) v v

1. Select the PROJECT & ACTIVITIES tab.

2. Fill in the project details IN EITHER the Projects and Project Activity Table or Agile Activity Table sections depending on whether the project uses a Legacy (i.e. waterfall) or an Agile development approach.

3. Save the data after documenting DME projects is completed.

New FY Artifact Review and Update – Complete Q1 of new fiscal year All required artifacts must be updated annually during Q1 of each new fiscal year except for the Risk Register which must be updated quarterly. To update:

1. Select the Forms tab of the application

2. Navigate to your investment using the Item: option at the top of Forms screen by selecting the down arrow on the right side of field and clicking on your investment in the pop-up dialog box.

3. Select the pull down arrow on the right of the Form field.

4. Select the CPIC: Major and Non-Major Investments – BY20 form in pop up dialogue box. (USDA/Investment Domain/BY20 Submission Templates/CPIC: Major and Non-Major Investments – BY20)

5. Select the INVESTMENT DOCUMENTATION tab.

6. On the Artifact table, click on the Link for your segment’s zipfile or individual files if a zipfile was not used in uploading the investment documents.

7. Use the Save as option to save your artifact zipfile or individual file to your local hard drive.

8. Open the locally saved zipfile or file to review and update your artifacts.

NOTE: Use the PDF editor to make changes

9. Complete review and update of all artifacts.

10. Create a new zipfile containing all updated .pdf artifacts EXCEPT for THE RISK REGISTER using the filename format: <Segment Name>.<current_date>.zip.

11. Upload new zipfile and the Risk Register to AgMAX using the Upload function in the artifact table.

Quarterly Performance Reporting

1. Select the Forms tab of the application

2. Navigate to your investment using the Item: option at the top of Forms screen by selecting the down arrow on the right side of field and clicking on your investment in the pop-up dialog box.

3. Select the pull down arrow on the right of the Form field.

4. Select the CPIC: IT Business Case Details – BY20 form in the pop up dialogue box. (USDA/Investment Domain/BY20 Submission Templates/CPIC: IT Business Case Detail – BY20) v v

5. Select the OPERATIONAL DATA tab.

Navigate to the Actual Performance Metrics table

1. Enter the performance result on the last line of the table by double clicking on the Performance Metric Agency cell and entering the system generated Metric Id from Performance Metrics table of the metric being reported on.

2. Continue by double clicking and entering data into the Actual Result, Date of Actual Result, and Comment cells.

3. Save the data after all reporting entries are completed.

Addendum C Acquisition Approval Request Requirements

Resulting Name/Subject: AAR_CFO_FMMI_Acquire_Services_for_FY15

3. Complete the Technical Review Requirements. Updated 2017-05-25

Documents pertaining to technical requirements are embedded to the right. Right-click on the document icon and select Document Object Open

4. Complete Agriculture Security Operations Center (ASOC) Requirements Checklist An Information System Security Officer (ISSO) for the program or system must validate the accurate completion of this.

5. Vendor completed VPAT Checklist. (Provide embedded template to vendor. Vendor supplies completed checklist) Voluntary Product Accessibility Template (VPAT) is the document vendors complete to tell the federal government how they believe they meet Section 508 requirements.

6. Complete GPAT Checklist. (Template embedded or use link below to generate) Government Product Accessibility Template (GPAT) tells the vendor the federal government requirements on the parts of Section 508 that apply to their project and standards they must meet. https://app.buyaccessible.gov/baw/Main.jsp (Buy Accessible Web Link)

7. Statement of Work (SOW) or Performance Work Statement (PWS) that includes Period of Performance (POP) for the current year request. This SOW/PWS must include the required Section 508 contract language. The purple text in the document embedded to the right must be edited to match the request and changed back to black text. There are about 6 places where the purple text will need to be edited.

8. Cost / funding. Documentation such as vendor quote, IGCE, etc., to clearly identify the cost of the AAR. Funding and funding category must be consistent with approved Information Resources Direction Board (IRDB) decision and procedures. To verify funding, please visit the Funds Tracking spreadsheet on the SPIMA SharePoint site.

NOTE: AARs can only be for one year’s cost.

9. Cover letter signed by FS-CIO. This letter is prepared by CIO-SPIMA staff in the FS official correspondence system. The RIM/AD/IMD associated with the request is required to concur on the letter in the FS official correspondence system (Mercury) before FS-CIO signature.

10. The RIM/AD/IMD associated with the request must review all documentation and approve the request within the TA-AAR Tool, as well as concurring on the required cover letter within the FS Mercury Correspondence system.

Click here for more AAR information.

Addendum D Acquisition Approval Request Workflow image2.png image3.png image4.png image5.png image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image16.emf

AAR Technical Review Requirements 0817.docx

AAR Technical Review Requirements

(Formerly known as RIM-AD-IMD checklist)

SELECT A DEPUTY AREA / SEGMENT / INVESTMENT

Choose an item.

SELECT A COST CATEGORY (select the cost category that aligns to the funding requested in IRPM)

AVAILABILITY OF FUNDS (confirm availability of funding in the cost category selected above. Please be sure to reduce the IRPM amount by any AARs already submitted for the same cost category)

To check availability of funds or if funds are not available, please visit the Funds Tracking site:

https://ems-team.usda.gov/sites/fs-cio-eirg/portfoliomanagement/technicalapprovals/AAR%20Funds%20Tracking/Forms/AllItems.aspx

Additional questions to be answered from USDA Required SME AREAS

Capital Planning & IT Governance Division (CP&IGD)

6. Is this AAR an amendment to an AAR that was approved earlier in this fiscal year?

|_| Yes, ________

|_| No

7. Does this AAR include one or more contractor services? If yes, provide the period of performance of the service(s).

|_| Yes, ________

8. Does this AAR use one or more Blanket Purchase Agreement (BPA)?

|_| Yes

9. If the answer to #8 is yes, does the BPA have an AAR Number assigned? If yes, provide the AAR Number.

|_| Yes, ________

10. Is this AAR renewing a contract for operations and maintenance only?

|_| Yes, ________

11. If the answer to #10 is yes; was there an approved AAR for the previous period of performance? If yes, provide the AAR Number.

|_| Yes, ________

Enterprise Applications Services (EAS)

1. Does this acquisition include the design, integration and/or deployment of a new application or modifications to an existing application? (Including SharePoint, GIS, Web, database and mobile applications or custom enterprise applications)

A brief description of the acquisition is required in the comment section.

|_| Yes

Explanation:

2. Does this project include maintenance or support for a custom (not COTS) application?

|_| Yes

If the responses to questions 1 and 2 are both No, the remaining questions for EAS are not required.

3. Has the program/project team pre-coordinated with EAS regarding the work outlined in AAR? If yes, provide the EAS contact person’s name and date of contact. If no, provide the reason pre-coordination did not take place.

The additional information is required in the comment section.

|_| Yes

4. Did the program/project team agree to allow EAS to perform the work (in alignment with the Shared Services and Administrative Streamlining initiatives)? If yes, provide a brief statement of intent or a copy of the signed Inter-Agency Agreement. If no, provide a brief justification for the decision in the space provided. (For example, exercising an option year on an existing contract, doing the work in-house, etc.) The justification, a statement of intent, or the IAA number is required in the comment section.

|_| Yes

If you have already agreed to work with EAS, there is no need to respond to the remaining questions since SDLC and project management methodologies are part of EAS’ service. If not, the remaining questions are required.

5. Does this acquisition follow your organization’s approved Software Development Life Cycle (SDLC), including maintenance and end-of-life phases? If yes, state the methodology or attach (or provide a link to) the methodology documentation. If no, provide the reason. The additional information is required in the comment section or as an attachment to the AAR item.

|_| Yes

6. Does this acquisition follow an agency approved Project Management methodology? (PMI, Agile, agency-specific, etc.) If yes, state the methodology or attach (or provide a link to) the methodology documentation. If no, provide the reason. The additional information is required in the comment section.

|_| Yes

Enterprise Architecture (EAD)

1. Have you worked with your Agency Architect on this investment, and are the Federal Enterprise Architecture (FEA) v2 codes for this investment captured in the Enterprise Architecture Repository (EAR)?

If yes, provide the name of the architect in the space provided. If no, provide a brief explanation in the space provided.

|_| Yes

2. Have you created the required EA artifacts for this investment as described in the EA DR at your present decision gate based on current IITGF directive?

If yes, provide a link to your Agency repository where the artifacts are available for review. If no, provide an explanation.

EA DR link: http://www.ocio.usda.gov/document/departmental-regulation-3185-001

IITGF link: https://ems-team.usda.gov/sites/OCIO/TPAE/egp/RL/SitePages/Home.aspx

NOTE: If this acquisition is for infrastructure not covered in the Enterprise Architecture such as FSIS lab equipment or CTS/NITC hardware, you do not need to answer the following questions.

|_| Yes

3. Does this investment contribute to or leverage APIs, data assets, or data sets residing in the USDA Enterprise Data Inventory (http://www.usda.gov/data)? When acquiring geospatial data, this includes reviewing the Federal Geospatial Market Place https://marketplace.geoplatform.gov/ prior to purchase of data.

|_| Yes

4. What is the current lifecycle status of this investment and where will it be in 3 to 5 years?

As-Is:

DME (Development / Modernization / Enhancement):

O&M (Operations and Maintenance):

Migration to another system:

Retirement or Decommission:

|_| Yes

|_| Yes

|_| No

|_| Yes

|_| No

|_| Yes

|_| No

To-Be:

DME (Development / Modernization / Enhancement):

O&M (Operations and Maintenance):

Migration to another system:

Retirement or Decommission:

|_| Yes

|_| No

|_| Yes

|_| No

4. (Continued) If multiple systems are included in this investment and they are at different lifecycle stages.

Please provide more information in the space provided.

Explanation:

5. If this AAR includes funding for a new project, were capabilities that are available through shared services considered and included in the required Analysis of Alternatives?

Please explain both Yes and No responses.

|_| Yes eGOV

Please check if this acquisition is related to any of the following systems:

Disaster Assistance Improvement Plan

|_| Yes

Budget Formulation and Execution Line of Business

|_| Yes

Financial Modernization Initiative (FMMI)/ Financial Management LOB

|_| Yes

Training/eTraining/Learning Management (AgLearn)

|_| Yes

Regulations/Rulemaking/Docket Management (FDMS)

|_| Yes

USDA Geospatial Data Mapping/ Geospatial LOB

|_| Yes

Benefits.gov/Citizen Services/Citizen Assistance/Citizen Aid

|_| Yes

Grants Management/Grants Processing (Financial)

|_| Yes

Grants.gov

|_| Yes

Human Resource Management (HR-LOB) LOB

|_| Yes

Integrated Acquisition Environment (IAE)

|_| Yes

DUNS Requirements

|_| Yes

Recreation One Stop

|_| Yes

NFC Payroll System

|_| Yes

OCFO GovTrip Services

|_| Yes

USA Jobs Services

|_| Yes

Telecommunications (ENS)

Select the type of IT acquisition. If Business Support Services or Other is selected, provide a brief description of the acquisition and any new software development or new hardware purchases.

|_| Applications Development

|_| Telecommunications Infrastructure

|_| Business Support Services

|_| Other

What is the acquisition type? If Continuation of implementation/deployment is selected, provide the previously approved AAR number. If Other is selected, provide a description.

|_| Continuation

|_| Other

Have you provided all supporting contract documentation, e.g. SOW, PWS, SOO?

|_| Yes

Have you incorporated IPv6 protocol requirements for all IT acquisitions that use IP (software or hardware), in accordance with the FAR Section 11.002(g) and the USGv6 Profile (Please see USGv6 profile here: https://www-x.antd.nist.gov/usgv6/ )?

If additional information is required, contact the USDA IPv6 Program Office at ens.policy@ocio.usda.gov.

|_| Yes

Will the implementation of this acquisition directly or indirectly impose any change of traffic across the USDA Backbone Network (UTN-NG)? If the answer is no, the survey is finished. Skip the remaining questions in this section.

|_| Yes

What is the implementation (activation) date for the acquisition? If available, upload the project schedule as part of AAR package.

A network impact assessment of the acquisition is required prior to the activation date. Does the agency plan to conduct the assessment or is ENS Engineering assistance needed?

When will the ENS staff be contacted to assist in the assessment? If the Agency is conducting the assessment, leave the date blank.

Is the acquisition associated with a client-server application?

Identify the hosting location. If Agency-Centric or External, provide the city/state location in the space provided.

Identify the user demographics.

Number of External (Internet, etc.) Users:

Number of Internal (Agency, USDA, etc.) Users:

Identify the application clientele. If Other is selected, identify application clientele in the space provided.

Identify the application profile. (Check all that apply). If Other is selected, provide a brief description in the space provided below.

Alpha-Numeric Text:

Still Images:

Animation Images:

Video:

Audio:

Other:

Please identify the application presentation method and provide a brief description if warranted in the space provided below. (Check all that apply)

Web-Based:

Thin Client-Based:

Thick Client-Based:

Interactive:

Streaming:

Multi-Media:

Other:

Does the acquisition require a specific Class of Service (COS) to ensure proper end-to-end performance? If so, what type of COS?

Indicate the number of concurrent users and how frequently will the application be executed by its user base

When will diagrams of the network topology of the acquisition deployment be provided to the ENS staff? Please show the locations of the server(s), system(s), application(s), and user base with respect to the access points across the UTN-NG. (Submit diagrams to ENS_AAR_Review@ocio.usda.gov) If diagrams are not available, provide a description of the application location in the space provided.

Computer Technology Services (CTS)

Section 1: Compliance with CTS Requirements

1. Department BPA’s have been used, when applicable for hardware and software purchases. Please note the BPA and product. Example: CTS BPA – HP-840G1

Notebooks If no BPA was used please provide details.

|_| Yes

Details:

2. Are the products being procured PIV compatible?

|_| Yes

National Information Technology Center (NITC)

Section 1: Compliance with USDA Cloud Computing Policy

1. Is this acquisition for Information Technology (IT) hardware, software, or services that may be acquired from a commercial or USDA cloud provider?

If your answer is NO, provide an explanation in the Comments section and then skip answering the remaining NITC checklist questions.

|_| Yes

2.

Explanation:

3. Will the acquisition obtain services from a commercial or federal cloud services provider (CSP)?

If the answer is NO, skip to Requirement 4.

|_| Yes

4. If your answer to Requirement 2 is YES, have you emailed the acquisition strategy document to the NITC Technical Review Board (nitcarchbrd@ocio.usda.gov) and uploaded it to the Supporting Documentation section of the AAR General Info tab?

Note: this is for cloud brokering notification and compliance verification relating to the USDA Cloud Computing Policy (DR 3650-001).

If your answer is NO, provide an explanation in the Comments section.

|_| Yes

|_| No

|_| N/A

5. If the acquisition is for development, modernization, or enhancement of business applications, will it adhere to “Cloud” coding industry best practices (e.g. API driven application automation, auto-scaling, proactive scaling etc.)?

If your answer is NO or NA, provide an explanation in the Comments section.

|_| Yes

|_| No

Section 2: Compliance with the Federal Data Center Consolidation Initiative (FDCCI) under FITARA Law

1. Does this acquisition support your agency's plan to migrate to a commercial or Federal CSP as mandated by FITARA Law “Sec. 834”? This initiative is within Public Law 113-291 (www.gpo.gov/fdsys/pkg/PLAW-113publ291/html/PLAW-113publ291.htm).

If your answer is NO or NA, provide an explanation in the comments section.

|_| Yes

|_| No

2. If the response to requirement 1 is YES, have you provided a high-level migration plan to the NITC Technical Review Board (nitcarchbrd@ocio.usda.gov) and described the assistance required to support your planned migration schedule?

|_| Yes

3. Does this acquisition pertain to a system or application that is hosted by a USDA Enterprise Data Center (EDC) or Federal Inter-agency Shared Services Provider (ISSP)?

|_| Yes

4. Will this acquisition utilize the infrastructure of a Federal Inter-agency Shared Services Provider (ISSP) to reduce the need for dedicated local infrastructure growth?

|_| Yes

|_| No

Section 3: Compliance with the System Development Lifecycle

1. If this acquisition involves USDA EDC hosted application development or enhancement, have the system requirements been provided to the NITC Architectural Review Board (ARB)?

If your answer is NA, provide an explanation in the comments section and skip to Requirement 3.

|_| Yes

|_| No

2. If your answer to Requirement 1 is NO, have you submitted all requirements and a high-level project plan to the NITC TRB (nitcarchbrd@ocio.usda.gov) or provided a justification why this is not necessary?

Explanation:

3. If operations and maintenance support is applied to the legacy system or application, will the acquisition leverage lower cost service offerings from a CSP?

If your answer is NO, provide a justification in the Comments section for why lower cost service alternatives were not considered during system analysis and design phases of the agency’s application system lifecycle?

If your answer is NA, provide an explanation in the Comments section.

|_| Yes

|_| No

Section 4: Compliance with the USDA's Cyber-Security Policy & EDC Standards

1. Does this acquisition relate to a new or existing cloud services implementation within a USDA EDC?

If your answer is NO or NA, skip all other questions in this Section.

|_| Yes

2. If the acquisition is for a system or application, will it provide Data as a Service (DaaS) or Software as a Service (SaaS) to other systems or applications within USDA, external to USDA, or to the public?

If your answer is YES, provide any additional security precautions that must be implemented to support this system in the comments section.

If your answer is NA, provide an explanation in the comments section.

|_| Yes

3. Has your agency briefed the USDA EDC on application support, patching schedules, backup schedules, and continuity of operations requirements?

If your answer is NO, contact your account manager (nitcbdapmbext@ocio.usda.gov) to schedule this briefing, as soon as possible.

|_| Yes

Category Management (CM)

1. Is this acquisition for an option year of a contract? If “Yes”, do not complete the remaining questions.

|_| Yes

2. Have you explored the use of existing inventories of USDA hardware, software, or services to meet this requirement (see FAR 8.002*)?

|_| Yes

3. Consistent with USDA’s Shared First policy (Proc. Adv. 101A *), was this acquisition evaluated for placement against existing shared contracts, BPAs, or other agreements? If “Yes”, list a sampling of existing sources (i.e. shared contracts, BPAs, or other agreements) checked in the comments section.

NOTE: New contracts are prohibited if one already exists for the same service or product.

|_| Yes

4. Consistent with USDA’s Shared First policy (Proc. Adv. 101A *), if creating a new contract, is it open to orders by other USDA agencies?

|_| Yes

5. Is the acquisition ordering off a Federal Strategic Sourcing Initiative (FSSI*)?

If “No”, complete an FSSI analysis* and attach it to the AAR supporting documentation section. Note: The AAR will not be approved if the FSSI analysis is not provided

|_| Yes

6. The acquisition plan(s), acquisition strategy document(s), or contract actions (contract, delivery, or task order) that support this AAR have been uploaded?

If “Yes”, provide the name of the document and the page number(s) where the information is found for the following mandatory areas:

|_| Yes

a. Appropriateness of contract type [FAR 7.102 (a)(3)*] :

b. Appropriateness of IT related portions of statement of needs or statement of work:

c. Appropriateness of above with respect to the mission and business objectives supported by the IT strategic plan:

d. Alignment with mission and program objectives in consultation with program leadership :

Revised 06-2017 (12) image17.emf

9.AAR Agriculture Security Operations Center (ASOC) Requirements Checklist 20140801.docx Instructions for Completing the Departmental Agriculture Security Operations Center (ASOC) AAR Checklist

Last Updated 8/1/2014

This Departmental Agriculture Security Operations Center (ASOC) checklist for AARs consists of two sections. One section is focused on computer information security and reviewed by the Security Engineering Division. The second section is focused on the Technical Requirements and reviewed by the Oversight and Compliance Division. This checklist should be completed and approved by the Agency ISSPM. All questions in both sections must be addressed per the instructions for each section.

Section 1. The questions in this section should be answered in relation to the computer system(s) for which approval is sought or underlying computer system(s) if the AAR is not for a system. For example, if approval is sought for contractor services, the questions should be answered in relation to the underlying computer system(s) for which the contractors will be working on. All questions in this section must be answered unless otherwised stated. Attach any supporting documentation if necessary. Responses may afford your Agency or Office the opportunity to leverage computer information security resources currently available through ASOC. For questions or guidance, please contact Michaell Miller at michaell.miller@asoc.usda.gov.

ASOC Requirements

Yes / No / NA

Response

1. Is this acquisition or the underlying computer system to which the acquisition relates to part of a Federal Information Security Act (FISMA) covered or a FISMA regulated system? If the answer is yes, answer the following questions as they relate to the FISMA system(s). If not, explain in the response box to the right and skip the rest of the questions in this section.

2. Did the agency ISSPM review and approve the security component(s) of this acquisition? If the answer is yes, provide the ISSPM name and date of approval. If not, this AAR checklist will be disapproved.

3. Is this acquisition intended to fulfill a primarily (greater than 50%) security-based role? If yes, please describe the role and the outcome.

4. Is this acquisition incorporated into the Agency/Office CPIC process to plan costs for both the Overall Security Program and all major Information Technology (IT) investments?