Draft_PEBSS_Performance_Work_Statement_1-11-2024_1.docx

Office of Budget

Performance Work Statement (PWS) POB Enterprise Budget Support System (PEBSS) Development, Security, and Operations (DevSecOps) Support

Department of the Interior: Office of Budget PWS PEBSS DevSecOps Support

U.S. Department of the Interior Office of the Secretary, Office of Budget Budget Reporting and Operations Division January 11, 2024

TABLE OF CONTENTS

PERFORMANCE WORK STATEMENT (PWS)

POB Enterprise Budget Support System (PEBSS) DevSecOps Support

General Information This is a non-personnel services contract to provide the Department of the Interior (DOI), Office of Budget (POB) Enterprise Budget Support System (PEBSS) Development, Security, and Operations (DevSecOps) support. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Description of Services/Introduction The contractor must provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform PEBSS Dev/Ops support as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor must perform to the standards in this contract.

Background POB directs and manages formulation, presentation, justification, and execution funds control for the DOI budget. POB’s Information Technology (IT) portfolio includes the internally-managed IT system POB Enterprise Budget Support System (PEBSS) and its associated applications, the Office of the Secretary (OS) Budget Execution and Reporting Tool (BERT), including the Revolving Fund Management System (RFMS) and Manpower.

The OS BERT application was developed within DOI for the purpose of displaying the financial information from the integrated Commercial Off-The-Shelf (COTS) solution Financial and Business Management System (FBMS), an SAP/Compusearch product, and other data sources (i.e. excel, access) in a format geared towards communities without an accounting background (e.g. management, budget and program analysts). OS BERT enables users to easily determine the execution status of programs and accounts on a near real-time basis, access to data at various levels within the accounting structure (e.g., appropriation, fund, fund center, functional area, and funded program/WBS (Work Breakdown Structure)) and download the information to Microsoft Excel for local use and analysis. The RFMS application is an automated workflow tool that supports the preparation of budget estimates for service offerings and programs provided through the Department’s Working Capital Fund (WCF). The Manpower application is an automated tool that supports management of personnel data for the Office of the Secretary. It allows for the addition of new positions, updating of existing positions based upon FPPS actions or changes, and the deletion of positions as necessary to produce ceiling cards and the monthly report to program offices.

In addition, at least two further PEBSS-related applications are planned related to Office of the Secretary (OS) Budget Office efforts around 1) allocation and 2) formulation. Additional applications may become relevant for development during the expected contract lifecycle.

Objectives The overall objective is to have the contractor perform all relevant development, security, and operations and maintenance-related work activities for PEBSS and its related current and future-developed applications. PEBSS is a “living” system, under continuous development following an iterative software development lifecycle (SDLC) management process. Major duties include but are not limited to: operations and maintenance, including reconciliation activities; enhance functionality; develop new reports; integrate and maintain data from multiple sources; maintain system cybersecurity and privacy compliance; develop additional applications in support of budget formulation, execution, and funds control; manage and deliver training; support budget process standardization through documentation; and perform on-going performance optimization initiatives and track system response times ensuring they stay within acceptable measures.

The contractor must provide technical knowledge and expertise in systems development, systems integration, information technology, and financial management (US Standard General Ledger Budgetary Accounts) for all Department of the Interior, most notably OS appropriations and funds.

Scope The contractor must perform, at a minimum, the following services:

Development:

· Perform PEBSS system and application-related development work, including but not limited to the Allocation and Formulation applications.

· Manage development activities using an iterative SDLC process.

· Leverage best practices in code repository management, change control, configuration management, and bug tracking using DOI-provided repository tools.

· Create documentation, as needed, to address any known documentation gaps for the existing system and its applications as well as for any new applications developed by the contractor.

Security:

· Perform all relevant code update/patching, system modernization, and associated development activities necessary to ensure PEBSS maintains full compliance with relevant Government-wide, Departmental, and component-level cybersecurity and privacy requirements.

· Provide system data and access, as needed, in response to requests from DOI cybersecurity and privacy officials.

· Update or create new, as applicable, all system security, compliance, and privacy documentation as required by policy.

Operations:

· Ensure smooth and successful continued PEBSS operations, addressing stakeholder concerns, management concerns, technical challenges, system/application interoperability and dependencies, known risks/issues, and system performance targets as applicable.

· Perform relevant system maintenance, patching, and code updates as needed.

· Review existing system documentation consistently to ensure it is up-to-date and complete.

· Perform project management to ensure effective integration of DevSecOps activities.

· Perform account reconciliation between relevant PEBSS applications and related systems as needed.

· Generate recommendations for continued performance improvement and system optimization.

· Provide regular application-level trainings to system users.

· Collaborate with system hosting provider to support and facilitate any eventual cloud (i.e., SaaS, PaaS, or IaaS) or on-premise migration and ensure an effective, successful system architectural integration between system back-end, middleware, and application components.

Period of Performance The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

General Information Quality Control The contractor must develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor must develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which the contractor assures themselves and the Government that the work complies with the requirements of the contract. The QCP must be submitted to the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) within 5 working days after the contract start date. After receiving Government acceptance of the QCP, the contractor must receive CO acceptance in writing of any proposed change to his QC system.

Quality Assurance The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Recognized Holidays For other than firm fixed price contracts, the contractor must perform no work on Federal holidays unless having received explicit authorization from the CO or COR. Any unauthorized work on Federal holidays will not be compensated by the Government.

Independence Day Hours of Operation The contractor is responsible for conducting business between the hours of 8am – 5pm 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. After hours, including weekend support, may be required. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the contractor must keep in mind that the stability and continuity of the workforce are essential.

Place of Performance The work to be performed under this contract must be performed remotely within the Continental United States and not at Government facilities except for purpose of mandatory in-person security and onboarding/offboarding activities such as badging or picking up/returning Government furnished property.

Type of Contract The Government will issue a contract and will utilize a hybrid of Firm-Fixed Price and Time and Material type line items for the requirement’s deliverables.

Security Requirements Contractor Key Personnel performing work under this contract must have a Public Trust at time of the proposal submission, and must maintain the level of security required for the life of the contract. All personnel must obtain a Public Trust before they can begin work on this contract.

Physical Security The contractor must safeguard all Government equipment, data, information, and property provided for contractor use.

Special Qualifications The contractor must have the following expertise:

The contractor must have an in-depth knowledge, expertise and proven experience in systems development, systems integration, information technology, cloud hosting solutions, and project management.

The contractor must have demonstrated expertise and experience in .NET, Microsoft Internet Information Services (IIS), Microsoft Suite (e.g., Power Apps), and Oracle.

The contractor must have demonstrated expertise and experience in governmental financial management, specifically as it relates to the United States Standard General Ledger (USSGL) accounts and Treasury’s posting models. Tell us which labor category has this experience.

The contractor must have demonstrated expertise and experience in budget execution and budget formulation within the Federal Government.

The contractor must have demonstrated expertise and experience in IT Capital Planning – Investment Control (CPIC)-related artifact development.

Post Award Conference/Periodic Progress Meetings The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Government will apprise the contractor of how the Government views the contractor's performance and the contractor must apprise the Government of problems, if any, being experienced. Appropriate action must be taken to resolve outstanding issues.

Contracting Officer Representative (COR) The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor the contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property and site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Key Personnel The following personnel are considered key personnel by the government: Project Manager/Contract Manager and Senior Software Engineer. The contractor must provide a contract manager who must be responsible for the performance of the work. The name of this person and an alternate who must act for the contractor when the manager is absent must be designated in writing to the contracting officer. The contract manager or alternate must have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate must be available between 8:00 a.m. to 5:00 p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

Project Manager / Contract Manager and Alternate The Project Manager and Alternate must be the primary technical and managerial interfaces between the contractor and CO and COR. The Project Manager must have full authority to act for the contractor on all contract matters relating to daily operations.

The Project Manager is responsible for leading functional aspects of PEBSS and related applications to ensure the technology strategy, architecture, design, implementation, and ongoing operation to fully support POB’s business needs.

The Project Manager must have a Master’s Degree and at least five (5) years of experience in project management; or, Bachelor’s Degree and at least ten (10) years of experience in project management; or, no post-secondary degree and at least fifteen (15) years of experience in project management. In addition, the Project Manager must hold an active and relevant certification in a Project Management Professional (PMP) or equivalent.

Senior Software Engineer The Senior Software Engineer must have a high degree of expertise with the following systems/protocols: SharePoint, Oracle Database, Windows Server 2016 operation and administration, and Network Administration. The Senior Software Engineer should also have proficiency in Microsoft Azure Artificial Intelligence (AI) tools (e.g., Language, Immersive Reader, etc.) and generative AI applications (e.g., Microsoft PowerApps AI Builder, Co-Pilot, etc.).

The Senior Software Engineer is responsible for the design, development, maintenance and ongoing support of the PEBSS system and its applications. This position must provide technical guidance to all contract team’s software engineers.

The Senior Software Engineer must have a Bachelor’s Degree in Computer Science or related field and at least ten (10) years of experience in system design, development, and maintenance of which five (5) years are with Federal accounting systems.

Technical Writer The Technical Writer must have an expert skill level in Standard English language grammar as well as technical IT system documentation style, formats, and content layouts. The Technical Writer must have at least a bachelor’s degree and at least five (5) years of experience in developing OMB-required artifacts for Major IT Investments per OMB Circular A-11 as well as the IT system functional, technical, and security and compliance documentation described in Section 5.2.2.

Identification of Contractor Employees All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Contractor Travel Travel expenses are specifically not authorized for this contract.

Other Direct Costs (If applicable) Any other direct costs by the contractor must be specifically authorized by the CO and COR to be eligible for payment/reimbursement. Any unauthorized contractor other direct costs will not receive payment/reimbursement from the Government.

Data Rights The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

Organizational Conflict of Interest Contractor and subcontractor personnel performing work under this contract may not receive, have access to, or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor must notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and must promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan must be determined to be acceptable solely at the discretion of the CO and, in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may effect other remedies as deemed necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

Phase-In / Phase-Out Period To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the incoming contractor must have personnel on board, during the thirty (30) day phase-in/ phase-out periods. During the phase-in period, the incoming contractor must become familiar with performance requirements in order to commence full performance of services on the contract start date.

This section describes minimum requirements to be addressed in the offeror’s proposed transition plan from the incumbent provider to the selected awardee.

Phase-In Within 5 business days following the contract kickoff meeting with the Government, the incoming contractor must 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, including, but not limited to:

How the incoming contractor will work with the incumbent contractor to facilitate the transition of each Contract-related service from the incumbent contractor.

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

Transition risks and risk mitigation recommendations.

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

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.

The incoming contractor must coordinate with incumbent contractors.

The incoming contractor must complete the initial transition within 10 days from the initial transition start date (which covers all activities regardless of the date of the existing contract).

The contractor must deliver a Transition Summary Report and “lessons learned”, 10 business days after the end of the Transition Period.

Phase Out The incoming contractor must 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 or expiration of the contract. This assistance and documentation includes, but is not limited to, the following:

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

· Hand in property held by individuals, such as PIV cards, building passes, and office keys.

· Submit a final invoice.

· Support Government audit.

· Coordinate and cooperate with new contractor to assist in transition.

Definitions and Acronyms Definitions Contractor A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contracting Officer's Representative An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Key Personnel Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Physical Security Actions that prevent the loss or damage of Government property.

Quality Assurance The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control All necessary measures taken by the Contractor to assure that the quality of an end product or service must meet contract requirements.

Subcontractor One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day The number of hours per day the Contractor provides services in accordance with the contract.

Work Week Monday through Friday, unless specified otherwise.

Acronyms

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

Government Furnished Items and Services Services The Government will provide security background investigation and credentialing as well as IT help desk support.

Facilities The Government will not provide facilities through this contract.

Utilities The Government will not provide utilities through this contract.

Equipment The Government will provide laptops for use on contract deliverables.

Materials The Contractor will have access to Government data relevant to performance under this contract but must 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 must 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, must 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.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

Contractor Furnished Items and Responsibilities General The Contractor must furnish all supplies, materials, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

Specific Tasks Basic Services The contractor must provide services for the ongoing development, security, and operations of PEBSS, including creating/maintaining relevant documentation and performing user training upon request. These services include, at a minimum, the following:

Program and Project Management Services

The contractor must review existing change management and track policy and procedures and update them as needed to address change requests and application defects from receipt through review, analysis, development, and deployment.

The contractor must ensure proper staffing and skill set coverage at all times.

The contractor must develop, coordinate, update and maintain, all applicable Standard Operating Procedures (SOPs) – reference section 5.2.2.5.

The contractor must ensure timely creation/maintenance (as determined by the Government) of all system/application documentation throughout the full SDLC.

The contractor must follow a Government-approved iterative SDLC methodology.

The contractor must enforce proper configuration management.

The contractor must ensure all system and applications materials, including but not limited to coding, training, and documentation compliance with all agency 508 compliance regulations.

The contractor must ensure compliance with all agency security, compliance, and privacy regulations.

The contractor must assist (e.g., sharing relevant information, performing required patching, etc.) with regard to security information updates for PEBSS and its applications.

The contractor must evaluate current languages and tools and recommend to the COR and/or program manager new languages and tools as appropriate (e.g., when there are identified opportunities to achieve cost savings, enhance capabilities, or modernize).

The contractor must provide weekly information, technical, and management briefings and presentations as requested by the COR and/or program manager on all aspects of the work being performed.

The contractor must provide project management plans, services and support for development activities related to system maintenance, sustainment, or enhancements, as applicable.

The contractor must perform project management methods and approaches to manage the full life- cycle development services required to design, build, deploy, and operate the PEBSS system and its applications.

The contractor must identify/anticipate, track, and resolve issues/risks/required actions affecting PEBSS and its applications.

The contractor must provide ongoing evaluation of project work, quality, and timeliness for completion of projects.

The contractor must provide project management (including standalone and integrated project schedules) to ensure cost and schedule milestones and deadlines are met.

The contractor must describe specific recommendations for improving operational efficiency that will yield reductions in effort or time while continuing to meet service levels for quality and timeliness, as necessary. The recommendations may include process changes or new tools or technology and are not limited to DOI approved tools.

The contractor must prioritize work based on value and risk and incorporating stakeholder, COR, and program manager inputs.

The contractor must continuously analyze project schedule(s) to identify dependencies and ensure compliance with the approved implementation methodology.

The contractor must ensure effective collaboration with other DOI and inter-agency teams and contractors at the direction of the COR and/or program manager.

DevSecOps Services

The contractor must monitor, maintain, enhance, and manage all existing PEBSS applications and correct defects as they become known. The same software engineering best practices and techniques must be used for application modifications as are to be used for new application development. Data and programming must be documented by the contractor sufficiently to allow portability beyond the end of this contract. The government will review for acceptance.

The contractor must perform maintenance and sustainment support tasks includes:

Corrective Maintenance – Changes necessitated by actual errors (i.e. ‘bugs’), or design deficiencies. Corrective maintenance consists of activities normally considered to be error correction required to keep the application or functionality operational. Corrective maintenance is usually a reactive process. Corrective maintenance is related to the application not performing as originally intended. The three main causes of corrective maintenance are (1) design errors, (2) logic errors, and (3) coding errors.

Adaptive Maintenance – Changes initiated as a result of changes in the environment in which the system must operate. These environmental changes are normally beyond the control of the maintainer and consist primarily of changes to the: (1) rule, laws and regulations that affect the system; (2) hardware configuration, e.g., new terminals, server/environment changes, etc.; (3) data formats, file structures; and (4) system software, e.g., operating systems, compilers, utilities, etc.

Perfective Maintenance – All changes, insertions, deletions, modifications, extensions, and source code changes made to a system to meet the evolving and/or expanding needs of the user within current specifications. It may be performed as a result of new or changing requirements that arise from regulatory-required change, or in an attempt to augment or fine-tune the existing operations or performance. Activities designed to make the code easier to understand and to work with, such as restructuring or documentation updates and optimization code or to increase performance of the data model are also included in Perfective Maintenance.

The contractor must coordinate with DOI Government and, upon request by the Government, other contract staff to ensure software licensing for versions is current and support under existing maintenance agreements.

The contractor must provide functional security administration for application users, including adding and dropping application user-IDs.

The contractor must define database creation, configuration, and refresh requirements.

The contractor must coordinate application schema changes for all instances.

The contractor must define database data definition requirements for applications (e.g., Media Access Control (MAC) for tables, triggers, attributes, etc.).

The contractor must execute database data definition requirements for applications (MAC for tables, triggers, attributes, etc.).

The contractor must define database definition and manipulation requirements for applications and developer schema.

The contractor must provide data dictionary expertise, end user data assistance, data warehouse metadata definition, data mapping functions and creation of data cubes, if applicable.

The contractor must define database backup schedules, retention periods, and levels (i.e., full, incremental, or differential).

The contractor must utilize an iterative development methodology for all work done under this contract. The methodology must allow users to examine the validity and accuracy of the business requirements and respond to the usability and performance of new developments. User testing and acceptance throughout the development cycle will detect usability issues, missing requirements, and any necessary design changes early in the process, allowing them to be put in place immediately.

The contractor must identify risks associated with the development of new software efforts, including extension systems, the analysis and classification of those risks as to severity and likelihood, and the identification of techniques to mitigate the risks.

The contractor must design Relationships Graph(s) in a manner that employs best practices in each application’s environment.

The contractor must employ data transport, publishing, and consumption design patterns/approaches, such as publish/subscribe, event-driven data publication and consumption, data services using service-oriented architecture (SOA) and representational state transfer (REST) protocols, etc., as practicable, applicable or required, develop XML schemas, as needed or applicable, and develop/revise data structure for physical flat file formats.

The contractor must collect, develop, and analyze software requirements through the use of facilitated user sessions.

The contractor must formulate a business model before development identifying the proposed (to-be) business processes necessary to improve the efficiency and effectiveness for each application, as necessary.

The contractor must develop “use cases” and determine the prescribed set of “artifacts” for each phase of each development cycle.

The contractor must adhere to 508 compliance regulations for all efforts.

The contractor must utilize available 508 reporting tools to identify and mitigate Section 508 issues.

The contractor must develop, document, and adhere to effective and appropriate configuration management practices.

The contractor must provide progress updates to the Government program manager and COR during a weekly briefing. The progress update must focus on the status of each application under development, estimated time to completion and impediments, if any, to timely completion.

The contractor must engage OS authorized personnel in meetingsIs, as determined by mutual agreement, to discuss changes and address any questions or issues that may arise during the operation and development of PEBSS applications. These meetings will occur as needed and encourage open dialogue and will leverage information to improve and optimize the system.

The contractor must develop applications according to requirements approved by the Government and within the estimated timeframes and schedules as agreed upon with the Government program manager.

The contractor must complete new reporting requirements/functionality as identified by the COR and/or program management.

The contractor must perform quality control checks on all PEBSS applications before, during and after deployments ensuring functionality continues to operate as designed.

The contractor must provide high quality, efficient, and iterative data modeling support services for development initiatives and/or enhancement projects.

The contractor must test updates, new reports, and functionality for accuracy and performance impact, if any, prior to release in the production environment.

The contractor must provide User Acceptance Testing (UAT) support, which includes:

· Creating test plans, business scenarios and other test artifacts.

· Executing designed test cases, relevant random tests and logging results in testing documents.

· Oversee submission of bugs and other findings to the development team in a manner that facilitates understanding so that adjustments to code can be incorporated.

The contractor must support the end users by responding to requests for assistance concerning PEBSS, particularly around navigating/using its applications.

The contractor must monitor the system and resolve technical problems as they are identified (e.g., provide break/fix for applications as applicable).

The contractor must maintain the OS BERT application database (e.g., Master Data and Transactions).

The contractor must work directly with the FBMS Business Integration Office (BIO) as problems/changes/fixes arise in the daily FBMS interface files.

The contractor must update the code as changes are made to the interface files or as requirements are modified.

The contractor must reconcile OS BERT application reports to the trial balance on an ongoing basis and/or upon request.

The contractor must troubleshoot/fix interface file differences found during reconciliation process ensuring the OS BERT application is always in balance with the Department’s Trial Balance report.

The contractor must ensure PEBSS data accuracy, confidentiality, integrity, and reliability, including effective execution and monitoring of annual rollovers.

The contractor must continually monitor system performance and identify a solution(s) if performance is not within an acceptable range (e.g., report generation runtime takes longer than expected).

The contractor must generate and provide monthly audit log reports and other cybersecurity compliance data and documentation upon request by the COR, program management, and/or OS Associate Chief Information Officer (ACIO).

The contractor must regularly research available hosting options (e.g., DOI on-premise, public/private/hybrid IaaS and PaaS, and potential SaaS solutions) and propose recommendations to the COR and/or program manager for cost and functionality optimization.

The contractor must ensure all aspects of the PEBSS system and its existing/future applications remain constantly up-to-date with all relevant DOI cybersecurity, compliance, and privacy functional and technical requirements/policy.

The contractor must prepare ad hoc reports as requested by the COR and/or program management.

Documentation Services

The contractor must thoroughly document all requirements identified by the stakeholder(s) for their review and approval prior to executing. Prior to any new development, the contractor must submit the following package for review/approval by the Government and must include, at a minimum:

Requirements document Wireframe/Mock-up Level of Effort (LOE) Proposed Project Plan The contractor must update PEBSS application user manuals.

The contractor must update and maintain all relevant system functional, technical, and security and compliance documentation.

The contractor must create and maintain system documentation depicting the system requirements, capabilities, limitations, design, operation and maintenance. Specifications are document-based artifacts associated with the information system and may include, but are not limited to, policies, procedures, plans, requirements, system security requirements, functional specifications, and architectural designs.

The contractor must document requirements to ensure traceability for all system components. Traceability shall provide backwards and forward accountability, meaning there is documentation for each requirement from source through definition, analysis, design, testing, acceptance, and deployment.

The contractor must develop and maintain documentation related to design, development testing and implementation of the PEBSS system, including details on customization and/or configuration, programming, codes, scripts, job run times (as applicable), and access controls.

The contractor must capture and document business rules and data quality rules based on data analysis or elicitation of requirements with business or technical Subject Matter Experts (SMEs).

The contractor must utilize and update a shared, web-based document repository (e.g., SharePoint) for posting and sharing documents or other key artifacts.

The contractor must update PEBSS application user manuals to be used as a reference guide for new and existing PEBSS application users.

The contractor must produce/maintain IT Capital Planning – Investment Control (CPIC)/IT Portfolio Management documentation upon request by the COR and/or program manager.

The contractor must create training documentation for each PEBSS release when new application functionality is introduced and/or when updates to the system result in documentation becoming obsolete. At a minimum, training documentation must consist of a process overview, business process descriptions and diagrams, navigation tips/descriptions, graphics/illustrations (as appropriate), worksheets, and applicable references.

Training Services

The Contractor must provide the Government with end user training for each system release when new functionality is introduced, ensuring that all training materials remain up-to-date. The training must take place remotely. Remote training sessions must utilize DOI-provided and adopted collaboration technology and conform to agency security and privacy compliance requirements.

In addition to demonstrating functionality during trainings, the contractor must provide written training materials (including screen prints) to all participants and must make the material available electronically in a Government hosted document repository (e.g., SharePoint).

Specifically:

The contractor must offer PEBSS application training on a monthly basis, or as requested, to new users.

The contractor must offer separate PEBSS application trainings as new functionality and/or reports are deployed upon release, or as requested, to all users.

The contractor must create training materials to be used for initial training of new users and refresher training for other staff. The training materials must be made available electronically to all users.

The contractor must submit an agenda explaining what will be covered in the training sessions. The agenda must be approved by the COR and/or program manager before each training session is scheduled.

The contractor must take notes and document new ideas that arise during training sessions.

Training session lengths must be appropriate to relevant topics.

The contractor must schedule remote training sessions and notify/invite users at least one week before each scheduled session.

The contractor must provide the training materials (or updates to the materials) and receive approval from the COR and/or program manager not less than two weeks before any scheduled session.

If the training materials need to be modified, the COR and/or program manager must notify the contractor of corrections that need to be made; the contractor must then adjust the training session schedule and agenda as applicable.

The contractor must take notes and document any new ideas/improvements that arise in the training sessions and provide that documentation to the COR and Government manager.

The contractor must participate in ad hoc training sessions given by a Federal employee as needed. Participation includes taking notes, including any questions asked by participants, answering technical questions asked by participants, and providing follow-up information to participants as requested.

Deliverables The contractor must provide the following deliverables to the COR who will accept or reject them on the basis of quality, completeness, timeliness, and accuracy. Contract deliverables, including legacy documentation predating this contract, will not be considered complete by the Government unless explicitly approved by the COR. Any legacy documentation the contractor chooses to leverage in fulfilling the requirements of this contract must be reviewed and updated or replaced by the contractor, as applicable, to ensure accuracy and usability by PEBSS management and/or application users. All documentation must be regularly kept up-to-date and reflect newly deployed functionality upon release. All deliverables prepared by the Contractor during this contract are the property of the Government. The contractor must ensure all documentation is in a format editable by the Government and maintained in the appropriate provided tool (e.g., SharePoint) and furnish hard copies to the Government upon request.

Program and Project Management Deliverables The following documents may be required during the contract at the POB-level. Should that need occur, the contractor must provide to the Government PM and COR PEBSS-relevant information in support of developing the following documents. Required PEBSS-related information from the contractor must support development of the following types of documents at the POB-wide office level.

Program Charter Upon request, the Contractor must provide information regarding relevant stakeholders, scope, business case, significant projects, known risks/issues, and performance measurement criteria.

Project Management Plan Upon request, the Contractor must provide a description of how the contractor will manage all project management areas in an integrated fashion.

Stakeholder Management Plan Upon request, the Contractor must provide a list of known stakeholders and descriptions of relevant engagement and communication strategies.

Risk Management Plan Upon request, the Contractor must provide Risk Management Plan details.

Risk Register Upon request, the Contractor must provide a living log of all active and past program risks…