Attch_4-_AQD_Task_Order_Support_Services_PWS.pdf

U.S. Department of the Interior Solicitation No. 140D0418R0001

FBMS Support Services IDIQ Acquisition Services Directorate (AQD) FBMS Support Services Task Order

Performance Work Statement (PWS) October 23, 2017

Table of Contents 1 Background

2 Scope

3 Requirements

3.1 Auditing Support

3.2 Functional Analysis and Support

3.3 General Functional Knowledge and Support

3.4 Support SAP R/3, EMIS, Business Warehouse and Business Objects Reporting

3.5 FBMS Analysis and Support

3.6 Training

4 Staffing Requirements

4.1 Key Personnel Staffing Requirements

4.1.1 Acquisitions Functional 2

4.1.2 Acquisitions Functional 3

5 Transition In and Out

6 Performance Measures

6.1 Customer Support Measurement

6.2 Incentives or Disincentives

7 Deliverables

7.1 Monthly Status Reports by Lead

7.2 Work Step Instructions

8 Delivery Instructions

9 Documentation and Version Control

10 Period of Performance

11 Place of Performance

12 Hours of Operation

13 Conduct and Attire

14 Ethics

15 Contract Phase-In

16 Contract Phase-Out

FBMS Support Services IDIQ / AQD FBMS Support Services Task Order

17 Government Points of Contact

18 General Information

18.1 Notice Regarding Late Delivery/Delayed Performance

18.2 Section 508

18.3 Contractor Interfaces

18.4 Warranty Against Dual Compensation

18.5 Authority to Obligate the Government

18.6 Data Use, Disclosure of Information and Handling of Sensitive Information

18.7 Other Direct Cost (ODCs)

18.8 Travel

18.9 Non-Personal Services

18.10 Government Furnished Equipment

18.11 Contractor Personnel

18.11.1 Contractor Personnel

18.11.2 Employee Termination

18.11.3 Additional Hours

18.11.4 Contractor Staff Training

18.11.5 Contractor Conduct and Attire

18.12 Contractor Personnel Security and Suitability Requirements

18.13 Reference Documents

1 Background The Acquisitions Services Directorate (AQD) is a fee-for-service acquisition line of business within the Interior Business Center (IBC) shared services. AQD provides acquisition services to Department of the Interior program offices as well as other federal agencies and Department of Defense. AQD has offices throughout the country in Herndon, VA; Denver, CO; Sierra Vista, AZ; Boise, ID; and Anchorage, AL. Each of these AQD locations process cradle-to-grave procurements and requirements from a variety of government agencies, including DOI.

AQD utilizes the Department of the Interior’s (DOI’s) Financial and Business Management System (FBMS). FBMS is an Enterprise Resource Planning (ERP) system that replaced the DOI’s many administrative systems to provide a modernized, fully integrated, enterprise-wide solution. FBMS supports the administrative systems requirements of all DOI bureaus for acquisition, budget execution, core finance, financial reporting, fleet management, financial assistance, personal property, real property, business decision reporting and travel management.

FBMS is designed to incorporate the majority of DOI’s financial and business management functions into one system. FBMS is based on commercial off-the-shelf (COTS) software applications that include a variety of SAP solutions (ECC, BI, BOBJ, BPC, PI, GRC, Enterprise Portal, SLD, Solution Manager, MDG), Compusearch PRISM contract and grants writing applications, Tableau Server, and OpenText’s document management application.

2 Scope AQD uses FBMS’s financial component to process its funding received for acquisitions. AQD uses the procurement component, PRISM, and PRISM Grants as the contract writing tool for the awards, grants and financial assistance actions.

The Systems Office, within AQD, serves as the central support system for these activities within AQD.

This office is staffed with government and contractor personnel currently located in Herndon, VA;

Denver, CO and Sierra Vista, AZ.

The Systems Office provides issue resolution at the AQD level for errors involved in FBMS during the cradle-to-grave procurement process. The Systems Office works directly with acquisition, business, and program office staff to resolve FBMS issues that occur when processing actions through FBMS. Due to the nature of the AQD business and the variety of clients, there are many types of FBMS issues that the Systems Office has to resolve on a daily basis with a quick turnaround.

Contractors on this task order will support the AQD activities and become an active contractor member of the AQD Systems Office, residing in an AQD location/office. The contractors will have the appropriate FBMS bureau roles and other related system access to support timely resolution of AQD issues within

FBMS.

3 Requirements The contractor shall provide resources to the Department of the Interior, Office of the Secretary, National Business Center including Acquisition Services Directorate for FBMS support services in accordance with the requirements listed herein.

3.1 Auditing Support

The contractor shall provide support within those areas for audit preparation, audit activity support, and audit responses when working with the Business Integration Office; the BIO manages the operations and maintenance of FBMS.

3.2 Functional Analysis and Support

The contractor shall provide functional experts, in the various FBMS modules and related applications, in order to assist with analyzing and resolution of issues identified by FBMS end users. This support shall include assisting with the coordination of problem resolution and information to the Help Desk. This shall further include communication with FBMS end users in order to obtain additional information if the information supplied via Help Desk is not sufficient for problem resolution and assist with escalation of unresolved problems. This will require the contractor to be knowledgeable of the Federal business practices being supported by FBMS, including all aspects of Federal finance, acquisition, property and/or travel.

3.3 General Functional Knowledge and Support

The contractor shall support tasks in several areas of SAP including SAP Controlling (CO), Materials Management (MM), Sales and Distribution (SD), Property, and Financial Accounting (FI) module components. The FI module includes the following several sub modules:

• Accounts Receivable (AR)

• Accounts Payable (AP)

• Funds Management (FM)

• General Ledger (GL)

• Special Purpose Ledger

• Travel Management (TM)

3.4 Support SAP R/3, EMIS, Business Warehouse and Business Objects Reporting

The contractor shall provide customer support for standard and ad hoc customer report requests, troubleshoot and resolve reporting issues. The contractor support and guidance shall also include, but not be limited to, the following areas:

• Provide guidance and assistance regarding the creation of Purchase Requisitions (PR);

• Provide guidance and assistance throughout the PR process;

• Provide guidance, assistance, evaluation, and resolution of UPC errors;

• Provide guidance and assistance regarding reports and/or status of PR’s within the approval process;

• Provide guidance and assistance regarding research and resolution pertaining to account assignment errors;

• Provide guidance and assistance regarding analysis and resolution of errors between the PR, SAP and PRISM;

• Provide guidance and assistance regarding adjustments and/or required edits of PR within the approval process; and

• Provide guidance and assistance regarding the research and resolution pertaining to Contract Line Item (CLIN) realignment.

The contractor shall provide support and assistance regarding closing out SAP, provide assistance regarding financial statements and regulatory reports in SAP.

3.5 FBMS Analysis and Support

The contractor shall provide support related to acquisitions and financial assistance within the PRISM system, as needed. The contractor support and guidance shall also include, but not be limited to, the following areas:

• Assistance with assignment of the actions in PRISM

• Provide guidance and assistance regarding the reconstruct, creation, and/or modification of awards in PRISM;

• Provide guidance and assistance regarding research, analysis, and resolution of errors received upon validation and/or release within the system, to include errors pertaining to interface with

FPDS-NG;

• Provide guidance and assistance regarding de-obligations and support regarding research, analysis, and resolution of errors within the system;

• Provide guidance and assistance regarding researching vendors within the system, to include adding vendors, and/or CORs within the system; and

• Provide guidance and assistance regarding checking/updating user profiles to ensure the appropriate access is identified and validated, to include Contracting Officer’s (CO) warrants and/or purchasing group information.

3.6 Training

Provide Instructor-Led training developed by the DOI Business Integration Office (BIO) to AQD personnel as required. AQD anticipates that training will be primarily required to support AQD personnel during time periods that training is not being provided by the BIO.

• Deliver classroom training

• Facilitate scheduled lab sessions to support the classroom training for FBMS, PRISM, or other

FBMS- supported applications

• Manage classroom attendance and administer training course assessments

• Develop and update Work Step Instructions (WSIs) customized to AQD requirements for PRISM and FBMS

4 Staffing Requirements

4.1 Key Personnel Staffing Requirements

Staffing requirements that require a bachelor’s degree may be substituted with a minimum of five (5) years of relevant experience. Note that this substitution requirement does not apply to staffing requirements that state within the position description that less than five years of relevant experience may be substituted for a bachelor’s degree.

4.1.1 Acquisitions Functional 2

Experience working with, configuring, and performing functional setup of Acquisitions Module of SAP within the Federal Government. Experience with SAP’s Public Sector Management (U.S. Federal Government) required. Experience integrating the Acquisitions module of SAP with Compusearch PRISM and integrating PRISM with external systems, including Compusearch FedConnect, FedBizOpps, and SAM and FPDS-NG. Experience working with and configuring PRISM and basic understanding of PRISM Grants.

Ability to develop requirements and specifications for enhancements to SAP and PRISM and interfaces between SAP and PRISM. Experience providing help desk support to acquisitions user, including requisitioners, requisition approvers, receiving officials, buyers, contract specialists, and contracting officers. Understanding of the Federal Acquisition Regulations (FAR) and Government acquisitions procedures preferred. Effective presentation skills – must be comfortable in front of a group. Excellent communications skills – able to express themselves clearly and concisely. Bachelor’s Degree in a related field required. Three years minimum of relevant experience required.

4.1.2 Acquisitions Functional 3

Experience working with, configuring, and performing functional setup of Acquisitions Module of SAP within the Federal Government. Experience with SAP’s Public Sector Management (U.S. Federal Government) required. Experience integrating the Acquisitions module of SAP with Compusearch PRISM and integrating PRISM with external systems, including Compusearch FedConnect, FedBizOpps, and SAM. Experience working with and configuring PRISM. Ability to develop requirements and specifications for enhancements to SAP and PRISM and interfaces between SAP and PRISM. Experience providing help desk support to acquisitions user, including requisitioners, requisition approvers, receiving officials, buyers, contract specialists, and contracting officers. Understanding of the Federal Acquisition Regulations (FAR) and Government acquisitions procedures preferred. Effective presentation skills – must be comfortable in front of a group. Excellent communications skills – able to express themselves clearly and concisely. Bachelor’s Degree in a related field required.

Five years minimum of relevant experience required.

5 Transition In and Out The purpose of the transition in and out plan is to have a seamless transition to new support services with no interruption of services to DOI, AQD and its customers.

Within 5 business days following the task order kickoff meeting with the Government, the Contractor shall finalize the draft Transition Plan provided in its initial proposal that describes how it will perform and manage the transition required to successfully migrate support from the incumbent Contractors to its proposed solution, including, but not limited to:

a. How the Contractor will work with the current Contractors to facilitate the transition of each of the Required Tasks from the current Contractors.

b. A list of all Government dependencies and assumptions for Government services to be used during the transition.

c. Transition risks and risk mitigation recommendations.

d. Schedule risks, if anticipated, and their likely impacts on affected personnel, and transition issues.

e. Transition schedule that includes, at a minimum: specific tasks to be performed and the resources assigned to them; task dependencies and relationships; proposed task duration; and major milestones, including the deliverable milestones.

f. A phase-out plan in accordance with Federal Acquisition Regulation (FAR) 52.237-3, "Continuation of Services."

The Contractor shall coordinate with incumbent Contractors.

The Contractor shall complete the initial transition within 4 weeks from the initial transition start date, which covers all activities regardless of the date of the existing contract.

The Contractor shall deliver a Transition Summary Report, including an inventory of all Government assets received from the incumbent Contractors and “lessons learned,” 10 business days after the end of the Transition Period.

Transition Out: The Contractor shall provide comprehensive assistance and documentation requested by the Government and/or Contractors to facilitate an orderly exit, and possible transition to a new Contractor, upon notice of termination. This assistance and documentation includes, but is not limited to, the following:

a. Return all Government assets, including equipment, software, and documentation.

b. Hand in property held by individuals, such as building passes and office keys.

c. Submit a final invoice.

d. Support Government audit

e. Coordinate/Cooperate with incoming vendor and assist in transition

Transition Performance Metrics

Performance Standard No. Required Service Performance Standard

Acceptable Quality Limit

(AQL)

Monitoring Method

TR-1

Provide Effective Oversight of Transition (Initial Transition).

Adequate and consistent oversight of transition activities, including risk management.

TR-1

Provide Effective Oversight of Transition (Initial Transition).

TR-2

Ensure Timely Completion of Transition (Initial Transition).

Transition from the incumbent Contractors is completed in the specified time period.

No deviation. Weekly Progress Reports to COR.

TR-3

Provide Effective Transition (Initial Transition).

Contractor can perform all services independently to meet task order objectives.

Contractor has accepted and inventoried all Government assets.

No deviation.

TR-4

Effect an Orderly and Efficient Transition to a Successor Contractor (End-of-Contract Transition).

Contractor has provided comprehensive assistance and documentation to the incoming Contractor, including turnover of all Government assets.

No deviation.

COR assessment of performance;

Monthly Progress Reports;

Government inventory reports.

6 Performance Measures

6.1 Customer Support Measurement

The Contractor shall ensure that all work meets or exceeds the performance evaluation criteria below. The Contractor shall meet with the Contracting Officer’s Representatives (COR) and/or Task Order Manager as required to ensure all helpdesk requirements are being met. The Contractor shall perform within the following performance standards:

# Performance

Objective Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method / Frequency

Incentive / Disincentive

A Help Desk Support

Timely resolution of all Remedy tickets in support AQD users

Resolution of tickets within 2 business days 80% of the time

Monthly Review of Remedy Help Desk ticket data

6.2 Incentives or Disincentives

• If performance does not meet the required performance standard, more frequent reporting is required, as directed by the COR.

6.3 Monthly Status Reports by Lead

Each lead identified in the Key Personnel section above will develop and deliver a monthly status report to their Federal lead counterpart with a copy to the COR. The report shall include at a minimum the key risks and issues the team is facing, particularly those which need to be highlighted to AQD management regarding possible missed project deadlines, along with recommendations and/or mitigation plans.

6.4 Work Step Instructions

With enhancements, updates to FBMS and its components or to help explain how to handle certain issues in FBMS or as needed, Work Step Instructions (WSI) will be developed. The audience for the WSI will be the end user to help them effectively process acquisition activities through FBMS. The WSI will include an easy to use step-by-step guide of how to proceed in the System, along with appropriate screen shots of the steps. The WSI will be in a usable format such as Microsoft Word or Microsoft PowerPoint, as agreed upon.

Approval/disapproval will be sent electronically from the Contracting Officer’s Representative within fifteen (1015) calendar days of receipt. If disapproved, contractor shall submit a revision within seven (7) calendar days after receipt of disapproval, unless otherwise directed by the Contracting Officer.

Government approval/disapproval of the re-submittal will be sent electronically within seven (7) calendar days. Upon approval, the typical distribution of the WSI will be from the AQD Systems Office to the intended audience.

7 Delivery Instructions

A. Electronic copies of document deliverables shall be delivered to the Contracting Officer (CO)/COR and Task Order Manager using Microsoft Office (e.g., Microsoft (MS) Word or MS Excel) unless otherwise specified at the task level by the COR. Updates to work plans may be requested by the COR, as deemed appropriate to meet organizational requirements. Electronic submissions shall be made via email, unless otherwise agreed by the CO/COR.

B. The Government will have up to 10 business days, unless specifically denoted or extended by notification, to review work plans and to provide oral or written comments. The contractor shall review and incorporate comments or implement directed changes, after discussion or clarification from the COR and submit a final version of the work plan, as required and specified by the Government, and no later than 10 business days thereafter.

C. Contractor shall ensure communications are open and available to avoid delay in approving deliverables associated with work plans.

8 Documentation and Version Control Contractor staff shall provide documentation to the Government staff on all products, and tasks. The Contractor shall save files electronically in accordance with AQD procedures (shared network drives, Google Drive, SharePoint, etc.) This documentation includes flowcharts, presentations, spreadsheets, reports, performance or metric summaries and reports, and other ad hoc documents. The Contractor shall provide version control for all products prepared in response to services provided to the Government in order to ensure that AQD is provided the most current and correct information. All documentation, programs and development shall remain the sole property of the Government and contractors will not be allowed to share or distribute any pre-decisional, security-sensitive, and/unofficial (not yet published) documents without approval from the COR.

9 Period of Performance The period of performance is expected to include a base year and four (4) option periods. It is expected that each option period, including the base year, will have a duration of 12-months. The base year and each option period is dependent on the availability of funds in the fiscal year. The period of performance for this task order may be:

Period Dates Base September 01, 2018 – August 31, 2019

Option Period 1 September 01, 2019 – August 31, 2020 Option Period 2 September 01, 2020 – August 31, 2021 Option Period 3 September 01, 2021 – August 31, 2022

Period Dates Option Period 4 September 01, 2022 – August 31, 2023

10 Place of Performance Services may be provided off-site, on-site, or a combination thereof, depending on program requirements. The Government requires on-site at the Herndon, VA facility, located at 381 Elden Street, Herndon, VA as mutually agreed upon. Additional support may be needed on-site at the Denver, CO location or any of the AQD locations as mutually agreed upon.

The Government may occasionally require Contractor staff to report to alternative locations (e.g. for meetings) in the local commuting area. Local travel is not reimbursable. Local travel is regarded as any commute that occurs within a 50 mile radius from the customary work site. Any telework support must be approved by the Government in advance.

11 Hours of Operation Normal work hours are 8:00 a.m. to 5:00 p.m. Eastern Time, Monday through Friday (excluding Federal Holidays. After hours, including weekend support may be required.

AQD facilities are normally closed on Federal holidays and during times of inclement weather. During these times, Contractors will not be permitted to work at those facilities unless specifically authorized by the Government.

Telework up to two days a week is permitted based on an individual position if agreed to by the COR and contractor management, and a signed telework agreement is in place. Ad hoc telework for off-hours or emergency work would be included in the telework agreement.

The Contractor shall not charge the Government for performance of work on Government Holidays or for any other kind of administrative leave authorized for acts of God (i.e. hurricanes, snow storms, tornadoes, etc.), Presidential funerals, or any other unexpected Government closures, with the exception of work authorized as ad hoc telework, after hours, or weekend support.

The following Government Holidays are normally observed by Government personnel: New Year’s Day, Martin Luther King, Jr.’s Birthday, Presidential Inauguration Day (DC metropolitan area (including Herndon, Reston, and DOI’s Main Interior building (MIB)/headquarters location in downtown Washington, DC only)), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day and any other day designated by Federal Statute, Executive Order and/or Presidential Proclamation.

12 Conduct and Attire Contractor staff shall conduct themselves in a professional, courteous, and respectful manner. This includes communications and interactions with other contractors, Government employees, as well as other personnel they may interact with while supporting business activities on behalf of AQD. All work shall be conducted in a team environment and all contractor staff shall cooperate with team members.

When working on products or tasks, the contractor shall transfer knowledge to the Government staff concerning the details of the activity.

13 Ethics The Contractor shall ensure that their employees comply with Government and DOI ethics standards. If the Contractor becomes aware of any actual or potential conflicts of interest, the Contractor shall report them to the CO.

14 Contract Phase-In The Contractor shall ensure that its employees are able to begin working at the start of the period of performance. Therefore, all applicable training and badging shall be completed prior to the option period of performance start date when practicable.

15 Contract Phase-Out The Contractor shall provide transition phase-out support and services to ensure a smooth and low impact transition of support services to the Federal Government or a third-party service provider at task order end-of-life or at end of year.

16 Government Points of Contact Notwithstanding the Contractor’s responsibility for total management during the performance of this task order, administration of the task order will require maximum coordination between the Government and the Contractor. All task order questions and concerns will be directed to the Contracting Officer identified below. Technical questions will be directed to the Contracting Officer’s Representative (COR) identified below.

Contracting Officer:

Acquisition Services Directorate (AQD) Interior Business Center (IBC) Jarreau Vieira 381 Elden Street, Suite 4000, Herndon, VA 20170 703-964-3603 – Office 703-964-8490 – Fax Email: jarreau_vieira@ibc.doi.gov

Contracting Officer’s Representative:

Acquisition Services Directorate (AQD) Interior Business Center (IBC) Steven Rebholz 381 Elden Street, Suite 4000, Herndon, VA 20170 703-964-4863 – Office Email: steven_rebholz@ibc.doi.gov

17 General Information

17.1 Notice Regarding Late Delivery/Delayed Performance

The contractor will immediately notify the CO in writing in the event the contractor encounters difficulty in performance by giving pertinent details, including the date by which it expects to complete performance or make delivery. However, the notification will be informal only in character and will not be construed as a waiver by the Government of any contractual delivery schedule or date, or any rights or remedies provided by law or under this effort.

17.2 Section 508

Section 508 of the Rehabilitation Act of 1973 (found at 29 USC 794d) requires access use of information by individuals with disabilities. A deliverable such as electronic reports (ex., PDF files) to be placed on the web (either on the agency’s web server or the company’s), video footage, or other electronic data such as CD-ROMs to be distributed, are subject to Section 508 guidelines. Simplified, this means that PDF files need to be formatted so that they are “readable” by assistive technology devices such as screen readers. Video footage must be closed captioned. CD-ROMs that contain HTML, PDF or word processor files must assessable.

Deliverables for this task order, such Computer-Based Training Classes and Materials, and FBMS training materials must adhere to Section 508 guidelines.

17.3 Contractor Interfaces

The contractor and/or their subcontractors may be required to work with other contractors supporting the Government. The contractor and/or their subcontractors will not direct the work of other contractors.

The Government will establish initial contact between the contractor and other contractors and will participate in any initial meeting at which the conventions for the scheduling and conduct of future meetings/contacts will be established. Any Contracting Officer’s Representatives (CORs), of other efforts, will be included in any establishment of conventions.

17.4 Warranty Against Dual Compensation

The contractor warrants that if a person is involved in two or more projects, at least one of which is supported by Federal funds, this person will not be compensated for more than 100% of their time during any part of the period of dual involvement.

17.5 Authority to Obligate the Government

The CO is the only individual who can legally commit or obligate the Government to the expenditure of public funds. No costs chargeable to this effort can be incurred before receipt of a fully executed task order and/or specific authorization from the CO.

17.6 Data Use, Disclosure of Information and Handling of Sensitive Information

Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor that is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

The contractor will maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of personnel information. The contractor will provide personnel information only to employees, contractors, and subcontractors having a need to know such information in the performance of their duties for this project.

Information made available to the contractor by the Government for the performance or administration of this effort will be used only for those purposes and will not be used in any other way without the written agreement of the CO.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records that are not public information. Each offeror or employee of the contractor to whom information may be made available or disclosed will be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

Contractor personnel will not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the CO. The contractor will not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort.

Nothing herein will preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner that provides for greater rights to the contractor.

All non-proprietary data received, processed, evaluated, loaded, and/or created as a result of this delivery order will remain the sole property of the Government unless specific exception is granted by the CO.

17.7 Other Direct Cost (ODCs)

ODCs and materials in support of the work required under the task order are not anticipated, but may be required. The contractor should include Other Direct Charges in their cost/price proposal to cover any costs associated with other direct costs (ODCs). After award, all ODCs shall receive Government CO approval prior to funds being expended. In addition, at the time of requesting approval, the contractor shall provide current quotes from three vendors or other proof of cost reasonableness to the Contracting Officer.

17.8 Travel

Prior approved travel will be reimbursed in accordance with travel will be reimbursed in accordance with FAR 31.205-46. Travel may be required in the performance of this task order. General and Administrative (G&A) costs will not be authorized on travel. Travel by the contractor in support of the task order will be reimbursed by the DOI provided:

(a) The COR will only authorize travel if there is a funded travel CLIN on each task order. If there is not a funded travel CLIN then only the CO can approve travel. The format and process for receiving travel authorizations will be communicated at the contract kickoff meeting. The Government COR or CO must pre-approve all travel. The contractor shall provide the COR adequate time to review and approve travel plans. A COR/CO approved/signed & dated copy shall be sent to the contracting officer to be placed in the file for invoice verification and approval by the contracting officer. Note that no travel expenses will be reimbursed without prior written approval by the COR.

(b) All travel costs and per diem costs must conform to Federal Travel Regulations (FTR) in effect at the time of travel authorization, including but not limited to daily per diem and lodging rates in effect for the area at the time of the travel. Expenses not in conformity with the FTR will not be reimbursed and should not be submitted.

(c) Receipts and other written evidence to support submitted travel expenses over $25.00 will be retained by the contractor for the duration of the contract plus one year, and made available to the CO or COR on request. Travel not supported by receipts or other evidence will not be reimbursed and should not be submitted.

(d) An approved Travel Authorization Form and travel receipts must be submitted upon invoicing.

Receipts should include:

• Common carrier transportation;

• Lodging, including any associated taxes or fees;

• Rental car;

• Taxi receipts to/from airport;

• Airport parking receipts;

• Meals reimbursed under the Actual Expense method;

• Itemized receipt for every authorized expense of $75.00 or more, excluding Meals and

Incidental Expenses (M&IE) for which a traveler receives Lodgings-Plus per diem reimbursement.

The contractor will state on all invoices that include claims for travel reimbursement that these claims are fully supported by proper documentation, that the documentation is available for audit, and that the claims conform to the FTR.

The Government will not reimburse the contractor for expenses incurred for contractor personnel traveling to and from the place of performance to their residence in another location outside of the place of performance.

Local travel, within a 50-mile radius, shall not be reimbursed by the Government. Local travel may occur within multiple metropolitan locations, for example between the Herndon office and locations in

Washington, DC and Reston, VA. DOI does not provide vehicles for local travel. Contractor employees shall have the capability to travel between sites, as requested by DOI.

17.9 Non-Personal Services

The Contractor agrees that this is a non-personal services contract. Therefore, no Contractor employee will be directly supervised by any Government personnel. All individual Contractor employee assignments, and daily work direction, shall be given by the applicable Contractor supervisor. If the Contractor believes that any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

The Contractor shall not perform any inherently governmental functions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government contractors in connection with this contract, the Contractor employee shall state that they have no authority to in any way change the contract and that if the other contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

The Contractor shall insure that all of its employees working on this contract are informed of the substance of this clause. Nothing in this clause shall limit the Government’s rights in any way under any other provision of the contract, including those related to the Government’s right to inspect and accept the services to be performed under this Contract. The substance of this clause shall be included in all subcontracts at any tier.

17.10 Government Furnished Equipment

The Contractor will have access to Government data relevant to performance under this contract but shall not use or distribute materials or any other product arising from performance of this contract other than as stated in the Performance Work Statement. All equipment, program codes and materials furnished (including contractor acquired property paid for by the Government) and approved equipment, software and materials purchased by the Contractor which are reimbursable under this contract, are Government property, whether expressly under signed custody of the Contractor or not, and shall be returned to the Government. Any software purchased in performance of this contract must be licensed to the DOI. Any information, not previously published, received from the Government in connection with this contract, or furnished to the Contractor from other sources in response to the Government’s requirements under this contract, will be restricted to this project, and may not be disclosed or used for any other purpose, without the prior written approval from the Contracting Officer. These restrictions do not apply to information which:

(1) Currently or subsequently enters the public domain;

(2) Has been released to any third party, without restrictions; or

(3) Is obtained by the Contractor independent of the Government.

Facilities, Items, and Services – The Government will furnish facilities, items, or services for the following: Office space, phone, and Government issued laptop and related peripheral equipment at the place of performance.

17.11 Contractor Personnel

17.11.1 Contractor Personnel

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this task order. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the Performance Work Statement. Resumes submitted for employees assigned to perform under this performance work statement shall contain documented experience directly applicable to the functions to be performed. Further, these prior work experiences shall be specific and of sufficient variety and duration that the employee is able to effectively and efficiently perform the functions assigned

17.11.2 Employee Termination

The Contractor shall notify the COR within 24 hours whenever an employee performing work under this Contract terminates employment. The Contractor will be responsible for returning all Government-issued contractor/employee identification and all other Government-furnished property to the COR or designated individual.

17.11.3 Additional Hours

There is no overtime-premium provision under this task order. If additional hours are needed for any individual that is over their projected total hours, this needs to be approved in advance by the COR and cannot result in a net increase to the overall task order funding level.

17.11.4 Contractor Staff Training

The Contractor shall provide fully trained and experienced personnel (including replacement personnel) required for performance of this task order. This includes training necessary for keeping personnel abreast of industry advances and for maintaining proficiency within an employee’s labor category.

Training of personnel shall be performed by the Contractor at its own expense except for the following upon COR approval:

(1) When the Government has given prior approval for training to meet special requirements that are peculiar to a particular task assignment.

(2) Limited training of Contractor employee(s) may be authorized when the Government changes software during performance of this task order and it is determined to be in the best interest of the Government.

(3) Training for Contractor employees to attend seminars, symposia, or user group conferences when certified by the Contractor, COR, and CO that attendance is mandatory for the performance of task assignment.

When training is authorized by the Government under the conditions set forth above, the Government may reimburse the Contractor for labor, tuition, and travel. However, each occurrence will be handled and negotiated on a case-by-case basis.

17.11.5 Contractor Conduct and Attire

Contractor personnel shall present a neat appearance and be easily recognized as contractor employees by wearing a Security Identification Badge at all times while on Government premises. When Contractor personnel attend meetings, answer phones, and work in other situations where their status in not obvious to third parties they must identify themselves as such to avoid creating the impression that they are government employees.

17.12 Contractor Personnel Security and Suitability Requirements

Performance of this of effort requires contractor personnel to have Federal government-issued personal identification card before being allowed unsupervised access to a DOI (facility and/or information system). The Contracting Officer’s Representative (COR) will be the sponsoring official, and will make the arrangements for personal identification verification and card issuance.

At least two weeks before start of task order performance, the Contractor shall identify all contractor and subcontractor personnel who will require (physical and/or logical) access for performance of work under this task order. The Contractor must make their personnel available at the place and time specified by the COR in order to initiate screening and background investigations. The following forms, or their equivalent, will be used to initiate the credentialing process:

• OPM Standard Form 85 or 85P

• OF 306

• Fingerprint card (local procedures may require the fingerprinting to done at a police station; in this case, any charges are to be borne by the contractor)

• Release to Obtain Credit Information

• PIV card application (web-based)

Contractor employees are required to give, and to authorize others to give, full, frank, and truthful answers to relevant and material questions needed to reach a suitability determination. Refusal or failure to furnish or authorize provision of information may constitute grounds for denial or revocation of credentials. Government personnel may contact the contractor personnel being screened or investigated in person, by telephone or in writing, and the Contractor agrees to make available for such contact.

Alternatively, if an individual has already been credentialed by another agency through OPM, and that credential has not yet expired, further investigation may not be necessary. Provide the COR with documentation that support the individual’s status.

During performance of the task order, the Contractor shall keep the COR apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes. Cards that have been lost, damaged, or stolen must be reported to the COR and Issuing Office within 24 hours.

Replacement shall be at the contractor’s expense. If reissuance of expired credentials is needed, it shall be coordinated through the COR. At the end of performance, or when a contractor employee is no longer working under this task order, the Contractor shall ensure that all identification cards are returned to the COR.

Before starting work, a National Agency Check (NAC) will be conducted to verify the identity of the individual applying for clearance. Upon successful completion of the NAC process, an identification card will be issued and access granted.

Simultaneously, a NAC with Inquiries (NACI) will be initiated to determine the individual’s suitability for the position. If the NACI adjudication is favorable, nothing more needs to be done. If the adjudication is unfavorable, the credentials will be revoked. In the event of a disagreement between the Contractor and the Government concerning the suitability of an individual to perform work under this task order, DOI shall have the right of final determination.

This requirement must be incorporated into any subcontracts that require subcontractor personnel to have regular and routine unsupervised access to a federally controlled facility for more than 180 calendar days or any unsupervised access to a federally controlled Level 3 or 4 information system.

17.13 Reference Documents

All documents and publications of the Department of the Interior such as standards, regulations, directives, operating instructions, or executive orders relating to the software development cycle will be adhered to by the contractor and will include, as a minimum, the following documents:

a. NISTIR-6462: CSPP – Guidance for COTS Security Protection Profile, 1999;

b. P.L. 93-579, The Privacy Act of 1974;

c. P.L. 100-235, Computer Security Act of 1987;

d. P.L. 104-106, Information Technology Act (Clinger/Cohen Act) of 1996;

e. P.L. 107-347, E-Government Act of 21002, Title III Information Security – Federal Information

Security Management Act” (FISMA), December 17, 2002;

f. Federal Information System Controls Audit Manual (FISCAM), January 1999;

g. Office of Management and Budget (OMB) Circular A-130, Appendix III Security of Federal

Automated Information Resources;

h. Comply with OMB memorandum M-06-15, Safeguarding Personally Identifiable Information, May 22, 2006;

i. NIST Special Publication (SP) 800-12, An Introduction to Computer Security: The NIST Handbook, October 1995;

j. NIST SP 800-18, Rev. 1, Guide for Developing Security Plans for Information Technology Systems, February 2006;

k. NIST SP 800-26, Self-Assessment Guide for Information Technology Systems, March 9, 2001;

l. NIST SP 800-30, Risk Management Guide for Information Technology Systems, July 2002;

m. NIST SP 800-37, Guide for the Security Certification and Accreditation of Federal Information

Systems, May 2004;

n. NIST SP 800-53, Rev. 2, Recommended Security Controls for Federal Information Systems, December 2007;

o. NIST SP 800-64, Rev. 2, Security Considerations in the Information System Development

Lifecycle, October 2008;

p. FIPS 199, Standards for Security Categorization of Federal Information and Information Systems, February 2004;

q. DOI Certification and Accreditation (C&A) Guide, July 2003;

r. DOI Risk Assessment Guide;

s. DOI System Testing and Evaluation (ST&E) Guide, September 2, 2003;

t. DOI Contingency Planning Guide, August 2002;

u. DOI IT Asset Valuation Guide, March 4, 2002;

v. DOI Major Application (MA) Security Planning Guide;

w. DOI Privacy Impact Assessment and Guide; and

x. DOI Risk Assessment Guide, April 30, 2002.