Attachment_1_-_Performance_Work_Statement_5_19_2023_A0003_0003.pdf

Office of Information Management Technology

U.S. Department of the Interior

Bureau of Indian Education

Performance Work Statement WebET Student Transportation System

10 February 2023

1. SUMMARY

The Bureau of Indian Education (BIE) is seeking a contractor to provide a FedRAMP authorized cloud hosting environment and develop a low/no code Commercial Off-The-Shelf (COTS) with less than 20% customization Web Education Transportation (WebET) Software as a Service (SaaS) application. The application goal is to create one seamless system that will collect data from Tribal schools, calculate grant amounts using a pre-determined calculation methodology, and then produce transportation funding distributions through reports and exports. The cloud platform shall be categorized at the Federal Information Security Modernization Act (FISMA) Moderate level and the application is categorized at the FISMA Low level. The SaaS application shall have cloud agility, expandability, and availability capabilities.

2. BACKGROUND

The WebET application is a component of the Web Indian Student Equalization Program (ISEP) application which has been in production since 2005. The WebET application is used yearly by the 53 Bureau of Indian Education (BIE) Operated Schools and the 130 Tribally Controlled Schools under 25 CFR § 39.700. The WebET application is used yearly starting September 1 and ending December 1 of each year. The WebET application calculates grant funding allocations using 25 CFR § 39.710. The yearly reporting is a requirement under 25 CFR § 39.700 as yearly grant money for education transportation costs is dispersed based on the individual school reporting.

The current WebET system is an Active Server Pages (ASP) 2.0 web application that leverages the power of an ASP based architecture utilizing the .NET framework and SQL Server. The application is presented to the user using BIE approved browsers (i.e., Internet Explorer, Chrome, and Edge) and utilizes a Microsoft SQL Server 2016 database back-end. There are two separate instances of the WebET webservers. The first WebET server instance (x.x.30.38) is the Federal end user's internal server operating in the BIE Albuquerque Data Center (ADC). The second WebET instance (x.x.127.133) is the external server operating in the BIE Common Protected Zone (CPZ) located in the Sioux Falls Data Center (SDC). The contractor shall replace the on-premise WebET with a new cloud WebET and provide two versions at least 250 miles apart to mimic the Albuquerque/Sioux Falls instances.

This application resides on approved and authorized BIE technology platforms that exist in the Indian Affairs (IA) Data Center located in Albuquerque, New Mexico. The public WebET hosting server is running Internet Information Server (IIS) version 10, with ASP 2.0, operating on a Windows 2019 server. The backend database server is SQL Server 2016 running on a Windows 2019 server. The trust side WebET hosting server is running Internet Information Server (IIS) version 8.5, with ASP 2.0, operating on a Windows 2012R2 server. The backend database server is SQL Server 2016 running on a Windows 2016 server. The WebET application collects education transportation data from Federally Operated Schools and from Tribally Controlled Schools. The end users will need access to the WebET cloud version to manually input data. The WebET external transportation data will be collected once a week from the application using a manual download process and sent via BIE Exchange server to the Internal Federal WebET server for merging into consolidated reports which feeds into an internal BIE business process where the WebET reports drive the individual school transportation grants.

Figure 1: Application Servers

Access controls are provided by the network, the application, and the SQL Server database.

3. OBJECTIVES

• Develop a new WebET system that takes advantage of today’s technology, accessible by all BIE Schools and Bureau of Indian Affairs (BIA)/BIE federal employees, and application code based on the requirements document developed by the previous contractor. The requirements document identifies the specific grant funding calculations.

• Provision and provide a FedRAMP authorized cloud hosting platform for the new WebET to reside.

• Provide side by side testing with the previous WebET system and Excel funding tool to ensure existing functionality has been successfully incorporated in the new system.

• Provide training and technical assistance on incumbent WebET system.

• Develop and provide new WebET Administration and End User Guide and other job aids as appropriate.

• Develop and provide WebET Troubleshooting Guide.

• Provide WebET Helpdesk Support.

4. PERIOD OF PERFORMANCE

BIE requires the application to be in Production mode before the 2023 school year that begins in August 2023. The side-by-side operations testing and training sessions should begin 3-4 months prior to August. The contractor shall propose a timeline, milestones, and deliverables that cover discovery, application development, platform provisioning, testing and training, and go-live deadlines.

Table 1: Period of Performance

POP Dates

Base Year Contract start date to September 30, 2023

Option Period 1 Software Maintenance and Service (SMS)

October 1, 2023 to September 30, 2024

Option Period 2 SMS October 1, 2024 to September 30, 2025

Option Period 3 SMS October 1, 2025 to September 30, 2026

Option Period 4 SMS October 1, 2026 to September 30, 2027

Option Period 5 SMS October 1, 2027 to September 30, 2028

Option Period 6 SMS October 1, 2028 to September 30, 2029

Option Period 7 SMS October 1, 2029 to September 30, 2030

Option Period 8 SMS October 1, 2030 to September 30, 2031

Option Period 9 SMS October 1, 2031 to September 30, 2032

5. SCOPE

• Program and Project Management Support – Provide program and project management support services, including the development and tracking of project related documentation in alignment with a standard project management methodology.

• Develop a New WebET Application, preferably with open source low or no code technology – Develop new seamless WebET application based on requirements document which also obtains additional data points and performs additional functions not found in original application as described by BIE staff assigned to WebET/Student Transportation program.

• Side by Side Testing with Original WebET/Student Transportation Funding Tool – Prior to production, provide side by side testing with original WebET application and Excel Student Transportation Funding Tool to ensure consistency in data collection and funding distribution calculations.

• Training and Technical Assistance – Provide virtual training and technical assistance to all levels of BIE/Tribally Controlled School staff working with the WebET application.

• WebET User Guide Development – Develop a user guide documenting best practices and standard operating procedures for all levels of WebET users. The contractor shall validate what they consider all levels such as (1) Federal and contract employees accessing platform to meter cloud health, provision network/operating system/VMS, perform backups, set and monitor triggers and thresholds, etc, (2) Federal employees administering WebET, and (3) Education Users accessing and updating WebET records.

• WebET Trouble Shooting Guide Development – Develop a trouble shooting guide documenting known errors and any work arounds. The contractor shall identify in their proposal key components of a trouble-shooting guide according to their proposed WebET SaaS application, such as monitoring and setting on-demand capabilities, dashboard and/or reporting settings, setting up user roles and groups, access and availability (or lack thereof) issues, managing data integrity, performing backups and/or archive snapshots from year to year, and other application or cloud related troubleshooting guidance.

• WebET Helpdesk Support – Provide 5 days by 12-hour Helpdesk service hours in 3 US time zones for Helpdesk support for WebET application. Mission critical times of support will be during the month leading up to student count week in the second week of September through the date of funding distribution on December 1.

Other times of the year are expected to have minimal need for support as use of the system is expected to be minimal outside of the stated time.

The contractor shall work with the Department of the Interior (DOI)/BIE Contracting Officer’s Representative (COR)/Alternate Contracting Officer’s Representative (ACOR) to provide program services across BIE. The Federal Task Lead will work with the BIE project manager and the Contracting Officer’s Representative (COR) to provide technical oversight for the activities and tasks to be performed by the contractor, and to establish work priorities as set forth in this Performance Work Statement (PWS). DOI/BIE will work with the contractor’s on-site project manager to establish and clarify any questions and technical issues.

The contractor will work with DOI/BIE, which are engaged in providing program services across Bureau of Indian Education. The Office of Information Management (OIMT) lead will work with the BIE project manager and COR to provide technical oversight for the activities and tasking to be performed by the contractor, and to establish work priorities as set forth in this PWS. DOI/BIE will work with the contractor’s on-site project manager to establish and clarify any questions and technical issues.

6. QUALIFICATIONS

The contractor must provide a primary point of contact project manager in support of the goals and objectives of the PWS, as required by the COR/ACOR. The contractor oversees and manages compliance activities of program and project development teams, daily operations, and client/customer relationships, and has responsibility for the timeliness and quality of deliverables, and develops, monitors, and reports on project objectives, budget, and schedule status and performance. The contractor project manager is responsible for the technical, contractual, administrative, and financial aspects of the project(s) as assigned by the Federal Task Lead and BIE project manager. The contractor project manager is also responsible for identifying, proposing resolutions for, and resolving project management issues in collaboration with applicable Federal staff.

The contractor shall propose and provide technical staff to establish the FedRAMP authorized cloud platform and controlled and secured access for both Federal employees and Education staff. Federal employees shall access the platform via SAML 2.0 Federation using their Personal Identity Verification (PIV) cards. Education staff shall access the platform and application using a zero-trust, single sign-on, 2-factor authentication methodology such as Login.gov or similar.

The contractor shall meet all FedRAMP requirements.

The contractor shall propose and provide technical staff to develop the WebET application, develop electronic guidance documentation, integrate two peered instances, and migrate any data from older WebET to new. The contractor will not be responsible for decommissioning the old WebET.

In addition to project management, the incumbent contractor shall be FedRamp approved or partner with a FedRamp approved cloud hosting provider. In addition, the hosting platform shall be FedRamp certified. The current Federal Information Processing Standards (FIPS)-199 designates the existing data types as a low for Availability, Integrity, Confidentiality (AIC). The incumbent contractor must provide sufficient expertise in development of similar systems and prove capability of developing a system as outlined in this PWS.

7. SPECIFIC TASKS

The requirements for services include performing specific tasks in the following areas:

• Program and Project Management Support.

• Develop New WebET Application.

• Side by Side Testing with Original WebET/Student Transportation Funding Tool.

• Training and Technical Assistance.

• WebET User Guide Development.

• WebET Troubleshooting Guide Development.

• WebET Helpdesk Support.

The following sub-sections are more specific requirements for the successful execution of these services.

Program and Project Management Support

The contractor shall provide Information Technology (IT) Program/Portfolio Management support including, but not limited to, reviewing, and assessing current IT requirements from a BIE business mission and technology perspective as well as DOI IT perspective. This includes meeting with BIE program representatives and IT staff to review and discuss their program requirements and technical requirements. The objective is to develop, improve and/or enhance the efficiency and effectiveness of our WebET application in meeting business mission needs as well as DOI IT goals and objectives.

Deliverables/work activities include:

• The contractor shall provide experience and support with provisioning the environment and the development of the BIE WebET application, in alignment with the National Institute of Science Technology (NIST) Special Publication SP-800-37 rev 2 Risk Management Framework for Information Systems and Organizations and NIST SP-800-53 rev 5 Security and Privacy Controls for Information Systems and Organizations.

• The contractor shall coordinate and support BIE efforts to manage their Authorization and Accreditation and achieve their IT System Authority to Operate (ATO) prior to going into production at the beginning of the 2023 school year. The ATO shall be at the FIPS (Federal Information Processing Standards) Moderate for the platform and Low for the application.

• Project outline and timeline, and project tracking ensuring that development of WebET system remains on schedule using Microsoft Project 2016 or current version in use at DOI.

• Weekly status reports. The format will be commensurate and appropriate for the audience/recipient of the report.

• Weekly status conference calls with contractor and Federal and invited guests using Microsoft Teams.

Develop New WebET Application

Develop a new WebET system based on the requirements document developed by previous contractor which is to be a COTS system with no more than 20% customizations to the application. In addition, the application must meet current standards for Windows 10 and Windows 11 compatibility with Microsoft Edge and Google Chrome web browsers. The newly designed WebET system must also collect other data points as outlined in the Indian School Equalization Program, CFR 25 Part 39, which is government funded grants for Indian education:

https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-37r2.pdf https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r5.pdf

• Fuel and maintenance runs.

• Transportation home for medical or other emergencies.

• Transportation from school to treatment or special services programs.

• Transportation to after-school programs.

• Transportation for day and boarding school students to attend instructional programs less than full-time at locations other than the school reporting the mileage.

• Athletics.

• Band.

• Detention.

• Tutoring, study hall and special classes.

• Extra-curricular activities such as arts and crafts.

The contractor shall first ensure the new WebET system incorporates the funding calculations into the system that were previously completed in an external Excel workbook.

The goal is to create one seamless system that will collect data and produce transportation funding distributions. In addition to the calculations, various canned reports, as well as ad-hoc reporting functionality is requested. The additional functionality to export the Funding Distribution Documents used by BIE budget staff when preparing to distribute funding to school transportation programs is a requirement.

Deliverables/work activities include:

• Develop new seamless WebET system.

• Required data points are outlined in CFR 25 Part 39 (listed below).

• Auto-calculation capability of funding distributions based on school data input with funding formula variable input editing capability for budget staff.

• Canned reports/ad-hoc reporting.

• Ability to auto populate and export Funding Distribution Documents plus various other documents as needed.

• Add ability to encode bus data for make, model, year, fuel type in addition to current bus data elements

• Add ability to produce canned bus fleet reports on a bureau, ERC, and school level that includes all bus data elements (school location, ERC location, make, model, year, capacity, fuel type, VIN, odometer) https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707

§ 39.721 What transportation information must off-reservation boarding schools report?

(a) Each off-reservation boarding school that provides transportation must report annually the information required by this section. The report must:

(1) Be submitted to OIEP by August 1 and cover the preceding school year;

(2) Include a Charter/Commercial and Air Transportation Form signed and certified as complete and accurate by the School Principal and the appropriate ELO; and

(3) Include the information required by paragraph (b) of this section.

(b) Each annual transportation report must include the following information:

(1) Fixed vehicle costs, including: the number and type of buses, passenger size, and local GSA rental rate and duration of GSA contract;

(2) Variable vehicle costs;

(3) Mileage traveled to transport students to and from school on school days, to sites of special services, and to extra-curricular activities;

(4) Medical trips;

(5) Maintenance and Service costs; and

(6) Driver costs;

(7) All expenses referred to in § 39.707.

§ 39.722 What transportation information must day schools, on-reservation boarding schools and peripheral dormitory schools report?

(a) By August 1 of each year, all schools and peripheral dorms that provide transportation must submit a report that covers the preceding year. This report must include:

(1) Fixed vehicle costs and other costs, including: the number and type of buses, passenger size, and local GSA rental rate and duration of GSA contract;

(2) Variable vehicle costs;

(3) Mileage traveled to transport students to and from school on school days, to sites of special services, and to extra-curricular activities;

(4) Mileage driven for student medical trips;

(5) Costs of vehicle maintenance and service cost, including cost of miles driven to obtain maintenance and service;

(6) Driver costs; and https://www.ecfr.gov/current/title-25/section-39.721 https://www.ecfr.gov/current/title-25/section-39.721 https://www.ecfr.gov/current/title-25/section-39.721#p-39.721(b) https://www.ecfr.gov/current/title-25/section-39.707 https://www.ecfr.gov/current/title-25/section-39.722 https://www.ecfr.gov/current/title-25/section-39.722

(7) All expenses referred to in § 39.707.

(b) In addition, all day schools and on-reservation boarding schools must include in their report a Day Student Transportation Form signed and certified as complete and accurate by the School Principal and the appropriate ELO.

§ 39.707 Which student transportation expenses are currently not eligible for Student Transportation Funding?

(a) The following transportation expenses are currently not eligible for transportation funding, however the data will be collected under the provisions in this subpart:

(1) Fuel and maintenance runs;

(2) Transportation home for medical or other emergencies;

(3) Transportation from school to treatment or special services programs;

(4) Transportation to after-school programs; and

(5) Transportation for day and boarding school students to attend instructional programs less than full-time at locations other than the school reporting the mileage.

(b) Examples of after-school programs covered by paragraph (a)(4) of this section include:

(1) Athletics;

(2) Band;

(3) Detention;

(4) Tutoring, study hall and special classes; and

(5) Extra-curricular activities such as arts and crafts.

§ 39.708 Are miles generated by non-ISEP eligible students eligible for transportation funding?

No. Only miles generated by ISEP-eligible students enrolled in and attending a school are eligible for student transportation funding.

Side by Side Testing with Original WebET/Student Transportation Funding Tool

The contractor is responsible for side-by-side testing of the newly developed system with the old system to ensure 100% accuracy in data collection and calculation of funding distributions.

Deliverables/work activities include:

• Side-by-side testing period with contractor guarantee of 100% accuracy in data https://www.ecfr.gov/current/title-25/section-39.707 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.707 https://www.law.cornell.edu/cfr/text/25/39.707#a_4 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=80be1930a0a4c4d2b2a4eaa17f9303c5&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.708 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=5336021402d9f0b7092415af1f0e8153&term_occur=999&term_src=Title:25:Chapter:I:Subchapter:E:Part:39:Subpart:G:Subjgrp:69:39.708 collection and funding distribution calculations between old system and new system.

Training and Technical Assistance

Training for all 100% of current BIE and Tribal end users will be expected by the contractor through both live online training and recorded online training to be hosted on an agreed upon hosting site. The WebET training website will be available to all end users, Helpdesk staff, and IA service center staff.

Example: In FY21 187 schools were funded through the Student Transportation Grant Program which had an average of at least one data entry staff and one fund certifier staff.

Deliverables/work activities include:

• Deliver 5 live online trainings within 30 to 60 days leading up to count week the in first year to all 100% BIE and Tribal end users.

• In subsequent years, deliver 3 live online trainings 30-60 days prior to first day of school year.

• Develop recorded training- (MP4 or other common format) that can be put online and accessible from web browser to guide current and future staff after live training is completed.

WebET User Guide Development

The contractor shall compile and provide an online electronic end user guide to assist all end users in usage of the WebET system. The user guide must cover an introduction to the application, preparatory activities for users and their respective roles, and core functionality of the system.

Deliverables/work activities include:

• Develop WebET User Guide.

WebET Trouble Shooting Guide Development

The contractor shall compile and provide an electronic Trouble Shooting Guide for Federal administrators. It must cover all common error messages, identified frequently asked questions, system variables, monitoring, backup, and other activities that periodically require attention, and other common cloud known issues. An appendix and glossary of terms covering definitions and acronyms shall be required and attached or embedded.

Deliverables/work activities include:

• Develop WebET Trouble Shooting Guide.

WebET Helpdesk Support

Provide Helpdesk support for WebET application. Mission critical times of support will be during the month leading up to student count week in the second week of September through the date of funding distribution on December 1. Other times of the year are expected to have minimal need for support as use of the system is expected to be minimal outside of the stated time. Indian Affairs Helpdesk will refer WebET Helpdesk calls to incumbent contractor.

Ticket will be tracked in ServiceNow and forwarded to incumbent contractor for resolution.

Deliverables/work activities include:

• 5 days by 12-hour Helpdesk service hours.

• Next business day ticket resolution.

• Service hours must cover DOI/BIE core hours as defined by policy.

8. STAFFING

The Helpdesk support portion of the contract will require 5 days by 12-hour Helpdesk service hours. It is expected during mileage count week (Second week of September) the traffic for Helpdesk calls will be at its highest as this is the time when each school will be entering required data for distribution of their funds in December. The month leading up to count week will most likely also have higher rates of Helpdesk traffic from new users seeking access to the system. It is expected that during the rest of the year there will be minimal Helpdesk traffic.

9. RECOGNIZED HOLIDAYS

The contractor is not required to perform Helpdesk services on the following holidays:

New Year’s Day

Labor Day Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

Juneteenth Day

10. HOURS OF OPERATION

The contractor shall submit a description of all their “Availability Service Level Agreements” capabilities and hours, including their

1) Mean time to hours and identify any variances or alternate considerations. The contractor is responsible for conducting business, typically between the hours of 8:00 am to 5:00 pm, Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor at all times must maintain an adequate workforce for the uninterrupted performance of every task defined within this PWS when the Government facility is not closed for the above reasons. Service must be provided during Federal government core business hours which are 9am-3:30pm in all time zones except Alaska standard time zone.

2) Meet or exceed Continental United States (CONUS) Helpdesk Service Center hours as described above.

3) Identify and provide guidance to obtain additional Service Center assistance, such as online technical support forums, Tier 2-3 troubleshooting teams for SaaS product, etc.

4) Meet and maintain levels to ensure system infrastructure is able to accommodate seasonal fluctuations in demand and minimal impact on system performance and reduce thresholds during off-seasonal demand, if savings are anticipated.

5) Disaster Recovery Service levels, including the Recover Time Objective (RTO) and Recovery Point Objective (RPO). The contractor shall identify and guarantee, following a triggering event, the system will be reverted to a prior state no older that the specified maximum RPO. The contractor shall identify and guarantee, following any outage attributable to failure, systems will be made operational within the specified maximum time of the RTO.

6) Maximum Response Time Observation during seasonal usage at 99.99% or greater and during non-seasonal at 95.99%.

7) Identify and provide a Service Maintenance Plan section within the Troubleshooting Guide that covers and minimizes planned downtime and maintenance windows. To the maximum extent possible the contractor shall schedule maintenance and downtime during the non-seasonal usage of the WebET SaaS application. Service Maintenance Plan shall also streamline Automated Resource Scaling and identify and provision other recommended automated environment settings.

11. PLACE OF PERFORMANCE

Work is to be completed virtually and/or in the contractor facility under direction of the Contracting Officer and the contractor Lead Point of Contact. BIE does not anticipate travel or access to government facilities.

CONUS Clause: Access, transmit, process, house, and store all sensitive agency information, including information subject to the Privacy Act and Personally Identifiable Information (PII), only within the sole jurisdiction of the United States Federal Government (i.e., within the continental United States, Hawaii, Alaska, Puerto Rico, Guam, and the Virgin Islands).

12. TYPE OF CONTRACT

The government will award a Firm Fixed Price contract on all cloud environment licenses including the IaaS/PaaS environment, and SaaS licenses, the contractor project manager, the contractor base cost of application development, end user’s manual, troubleshooting guide, and training forums.

13. INSPECTION AND ACCEPTANCE OF DELIVERABLES

Final inspection and acceptance (as applicable) of all services and deliverables will be performed by the COR and Government Task Lead(s), anticipated to be virtual testing from various school and government locations. Such inspection and acceptance shall be a blanket acceptance criterion for all deliverables identified in this PWS unless otherwise specifically noted.

The BIE will "Accept" or "Reject" each deliverable provided under this PWS by the contractor.

The BIE shall have thirty (30) days after receipt of any deliverable from the contractor to accept or reject deliverable, or any portion thereof, and specify reasonable grounds for rejection with sufficient precision for the contractor to understand what modifications are necessary to make the deliverable acceptable to the BIE. If the BIE provides notice of rejection, the contractor shall have a reasonable length of time (either as agreed or no more than 15 days) from the date of notice of rejection to review and update the deliverable and submit to the BIE a revised deliverable. If the contractor fails to deliver a revised deliverable, then such deliverable shall be "Rejected." If the contractor delivers a revised deliverable, the BIE shall have fifteen (15) days after receipt of such revised deliverable to “Accept” or “Reject.” The BIE shall provide written notice of a final rejection of the revised deliverable and to specify reasonable grounds for such rejection, which cannot be new grounds not previously specified unless such new grounds arise solely because of the revisions made to the original deliverable that the BIE rejected. If the BIE fails to provide written notice of final rejection as provided above, the revised Deliverable shall be "Accepted."

14. GENERAL ACCEPTANCE CRITERIA

The specific acceptance criteria for each deliverable are detailed in the table below. In addition, the general criteria set forth below will be applied to each deliverable received from the contractor under this PWS. Any perceived conflict between specific acceptance criteria referenced in this PWS and the general criteria listed below shall be reported to the COR immediately.

• Accuracy - Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity - Work Products shall be clear and concise. All diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements - All work products must satisfy the requirements of this PWS.

• File Editing - All electronic files shall be editable by the Government using standard IA software applications (e.g., Microsoft Word/Excel, MS Project, and Adobe).

• Format - Work Products shall be submitted in a hard copy (when applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow IA specified directives or manuals.

• Timeliness – Deliverables shall be submitted on or before the due date specified or submitted in accordance with a later scheduled date mutually agreed to by the contractor and DOI as provided in the appropriate section herein.

15. QUALITY ASSURANCE

The contractor shall develop and maintain an effective quality assurance plan. The contractor’s QA program assures compliance with the requirements of contracts. The COR will review, for completeness, preliminary or draft products that the contractor submits, and may return them to the contractor for correction. Absence of comments by the COR will not relieve the contractor of the responsibility for complying with the requirements of this work statement. Final approval and acceptance of deliverables/products required herein shall be by letter of approval and acceptance by the COR. The contractor shall not construe any letter of acknowledgment of receipt of products as a waiver of review, or as an acknowledgment that a product is in conformance with this work statement. Any approval given during preparation of a product shall not guarantee the final acceptance of the completed product.

16. TRANSITION AND DECOMMISSIONING

Continuation of the current BIE operations is a critical concern during the transition of activities from an incumbent contractor to the succeeding contractor. The provided Services are in the most cost-effective manner and free of any potential conflicts of interest. The contractor shall recognize services prescribed under any resulting contract are vital to the Government, and must be retained in Federal Archives. Cloud Service Providers shall meet Federal Records Management Requirements, including ability to support record holds, National Archives and Records Administration (NARA) requirements, and Freedom of Information Act (FOIA) requirements;

The cloud environment must be without interruption and upon contract expiration a successor, either the Government or another contractor, may continue to provide these services. The contractor shall provide at the time of initiating this contract the cloud service provider and customer responsibility requirements for when decommissioning occurs (at the end of the period of performance) including timelines and limits of preservation, removal, snapshots, deletion, sanitizing and other associated requirements of government customized application, configured hosting services, compute instances, and government data storage on the last day (and timeline beyond) task order period of performance.

The contractor shall ensure the protection of government intellectual property (IP) and data ownership rights and those of any licensors. They shall identify and provide visibility of IP owned and managed components by them or the cloud service provider. Unless otherwise noted by contractor and government all data is owned by government.

To minimize any decreases in productivity and to prevent possible negative impacts on services, the contractor shall have the contractor PM available during the 30- day phase in and phase out periods. During the phase in period, the contractor PM (and others as needed) shall become familiar with performance requirements in order to commence full performance of services as cloud environment development and initiation begins.

Phase-In Period: The incoming contractor shall be available to meet within 10 business days from contract award to present the contractor PM and other contract technical staff. They should be available to start work as soon as background investigation(s) are approved. In an effort to facilitate a smooth operational information exchange, the incoming contractor is required to:

• Revise/develop and implement a Phase-In Plan approved in advance by the COR.

• Propose a realistic, achievable, and affordable phase-in transition schedule and staffing plan to ensure no interruptions to services being provided to the BIE via this contract and to the BIE operations in general.

• Ensure sufficient resources are on hand and available to begin work on the effort, as approved in advance by the COR (and GTLs).

• Offer an approach to ensure the availability of trained and qualified personnel.

• Identify risks and propose appropriate mitigation strategies.

• Document and develop a baseline noting current Customer Satisfaction levels.

• Request and receive a complete list of Government Standards, Guidelines and Standard Operating Procedures, Service Level Agreements and Operating Level

Agreements.

Phase-Out Period: The contractor shall revise and/or develop and implement a Phase-out Plan and decommissioning plan, to be included as an addendum to the Troubleshooting guide. It shall be approved by the COR before entering the production stage of the system life-cycle, which enables a smooth transition to replace services when the task order ends. The Phase-out transition plan must:

• Propose a realistic, achievable and affordable phase-out transition schedule and staffing plan to ensure no interruptions to services being provided to the BIE via specific task order and to the BIE operations in general,

• Ensure sufficient resources are on hand and available to implement the transition plan and perform any phase-out work as approved in advance by the

COR.

• Offer an approach to ensure the availability of trained and qualified personnel.

• Identify risks and propose appropriate mitigation strategies.

17. GOVERNMENT FURNISHED EQUIPMENT

As needed, government furnished equipment will be provided to the contractor for testing purposes on Government computers and access to IT infrastructure. The contractor must be capable of obtaining necessary security access to use Government networks.

Table 2: PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective Standard Performance Threshold Method of Surveillance

The contractor shall provide project management for entirety of project

All project planning, tracking, updates, institution of required IT guidelines and standards, and delivery of final project is required to be managed by contractor

100% of deliverables must be on time according to agreed upon schedule created by contractor and agreed to by BIE. Any deviation from agreed upon schedule must be agreed to by both parties.

Weekly reporting by contractor project manager to COR, OMIT ISSO, and BIE Federal PM.

Table 3: DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Project Tracking Report

Weekly As determined by the COR and/or the Government

POC

MS Project and File Sharing via Microsoft Teams

COR, OMIT ISSO,

and BIE Federal

PM

Transition Plan Once, then updated as required

As determined by the COR

As determined by the

COR

COR

Project Timeline Once, then updated as required

As determined by the COR and/or the Government

POC

MS Project and File Sharing via Microsoft Teams

COR, OMIT

ISSO, and BIE Federal PM

Project Plan Once, then updated as required

As determined by the COR and/or the Government

POC

MS Project and File Sharing via Microsoft Teams

COR, OMIT

ISSO, and BIE Federal PM

Final WebET Application

Upon Conclusion of Development

N/A As determined by the contractor and agreed upon by COR, OMIT ISSO, and BIE Federal PM

COR, OMIT

ISSO, and BIE Federal PM

Online Training

Upon Conclusion of Development

N/A Live online training, recorded online training, and slideshow presentation/Job Aid

COR, OMIT

ISSO, and BIE Federal PM

Helpdesk Support

Mon-Fri except exempt Holidays. Same workday response during high traffic times, 24 hour response during low traffic times

N/A Email, call, and virtual IT support

N/A

Deliverable Frequency # of Copies Medium/Format Submit To

WebET User Guide

Upon Conclusion of Development

As determined by the COR and/or Government POC

As determined by the COR and/or Government POC

(e.g., Soft Copy, PDF, SharePoint)

COR, OMIT

ISSO, and BIE Federal PM

WebET Trouble Shooting Guide

Upon Conclusion of Development

As determined by the COR and/or Government POC

As determined by the COR and/or Government POC

(e.g., Soft Copy, PDF, SharePoint)

COR, OMIT

ISSO, and BIE Federal PM

Certification of Completion of Development

Upon Conclusion of Development

As determined by the COR and/or the Government POC

As determined by the COR and/or the Government POC

(e.g., Soft Copy, PDF, SharePoint)

COR, OMIT ISSO,

and BIE Federal

PM