2024.07.23 Appendix A (Transition, Volume Phase-In, and Volume Phase-Out)_DRAFT.pdf

HTC711-XX-R-R0XX

Appendix A (Transition, Phase-In/Out)

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Transition, Volume Phase-In, and Volume Phase-Out Plan

A.1. Contractor Transition Plan. The NTSC Contractor shall adhere to the Transition Plan. The Contractor shall accommodate Government requested shifts to Volume Phase-In periods such that significant volume phase-in does not occur during peak relocation season (15 May through 30 September).

A.1.1. Transition Period. TBD

A.1.2. Personnel Administration. The Contractor shall be operational in accordance with (IAW) the Phase-In volume for relocation services as outlined in paragraph A.6.

A.2. Systems Integration (PWS 1.19.1. and all sub-paragraphs).

A.2.1. Order Acceptance. The Contractor shall have a secure method of accepting task orders via electronic mail or DoD SAFE from the Government no later than (NLT) contract base period year one (1) start date. Upon notification that the applicable Government-managed Information Technology (IT) system can support Contract requirements, the Contractor’s IT system shall be fully integrated with applicable Government-managed IT system and able to accept task orders within six (6) months of said notification. This requirement is based on successful testing completed NLT 30 days prior to the expiration of the six (6) month timeline referenced above in A.1.1. System testing for this capability will be available within 60 days of said notification.

A.2.2. Invoicing. The Contractor’s invoicing system shall be fully integrated with Government managed invoicing system and able to process invoices for payment NLT contract base period year one (1) start date; this requirement is based on successful testing completed no later than 30 days prior to the contract base period year one (1) start date. System testing for this capability will be available within 60 days of contract award date.

A.2.3. System Development or Reconfiguration of Existing IT System. The Contractor’s IT systems shall be able to meet Government information systems standards and requirements to securely handle processing of required shipments NLT contract base period year one (1) start date.

A.2.4. Government Security Posture Audit (Pre-Launch). The Contractor shall cooperate with Government Engineers as they review the IT system hosting and deployment architecture to ensure commercial best practices are followed to build a secure IT system and mitigate risk where needed.

A.2.5. Independent Security Review (Pre-Launch). The Contractor shall use an independent security firm to review the IT system architecture and operational security practices. The Contractor shall run simulations of nation-state level threats to build-out and exercise the incident response plan as it is developed in compliance with DFARS 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting. The results of these tests and corresponding entries in the

A-2 incident response shall be memorialized in a transition plan checklist.

A.2.6. Government Pen Testing (Pre-Launch). The Contractor shall cooperate with and respond to Government approved/conducted penetration testing. Government hackers will use all methods available, including social engineering, to test IT system and company defenses, as well as the company's incident response processes established for compliance with DFARS 252.204-7012. The results of these efforts will be shared with the Contractor and vulnerabilities shall be remediated prior to launch.

A.2.7. Government System Testing (Pre-Launch). The Contractor shall cooperate with and respond to Government conducted system testing. Government testers, not to exceed 25 testers, will use scenarios to test system capabilities and requirements IAW the PWS. The results of these efforts will be shared with the Contractor and vulnerabilities shall be remediated prior to launch.

A.3. Training of Government Personnel. The Contractor shall complete required training for Government personnel to utilize the Contractor’s IT system NLT 45 days prior to contract base period year one (1) start date.

A.4. Assurance & Process Improvement (PWS 1.17.). The Contractor shall be operational IAW the Phase-In volume for relocation services as outlined in A.6.

A.4.1. HHG Handling-In. (PWS 1.10. and all sub-paragraphs) The Contractor shall be operational IAW the Phase-In volume for HHG Handling-In services as outlined in A.6.

A.4.2. HHG Storage. (PWS 1.11. and all sub-paragraphs) The Contractor shall be operational IAW the Phase-In volume for HHG storage services as outlined in A.6.

A.4.3. HHG Handling-Out. (PWS 1.12. and all sub-paragraphs) The Contractor shall be operational IAW the Phase-In volume for HHG Handling-Out services as outlined in A.6.

A.5. Reports/Notifications.

A.5.1. Transition Reports. Transition Reports shall be submitted to the Contracting Officer (CO) monthly, commencing one month after award for the first six-months of transition, and twice a month for the final three months of transition. All transition reports shall detail the Contractor’s progress toward accomplishing the tasks necessary to begin performance. Transition reports shall specifically address, in detail, progress in the following:

A.5.1.1. Contractor IT system and Government IT system interfaces.

A.5.1.2. Contractor invoicing system and Government invoice system interfaces.

A.5.1.3. Contractor’s IT systems’ ability to securely handle processing of required

A-3 shipments NLT contract base period year one (1) start date.

A.5.1.4. Service areas the Contractor is ready to assume as outlined below in the phase-in plan.

A.5.1.5. Storage services and facilities – Number of storage facilities and available storage volume.

A.5.2. Weekly Transition Tele-Conference. The Contractor shall coordinate and conduct weekly calls with the Government for the duration of the scheduled Transition, Volume Phase-In, and Volume Phase-Out periods or until the CO provides alternate direction. The Contractor shall appoint a primary and secondary point of contact to address questions and issues. The Contractor shall notify the CO within one (1) Government Business Day (GBD) of discovering any issues which would impact Transition, Volume Phase-In, and Volume Phase-Out. To facilitate the connection to the Government IT system, the Contractor shall coordinate and participate in weekly technical exchange meetings with the IT system developer and Government to plan, test, and implement the needed connection and data exchange between their system and the Government IT system to support on-boarding and invoicing capabilities.

A.6. Volume Phase-In Period. The Government intends to transfer responsibility for NTS storage services IAW the phased approach outlined below. The Contractor shall be operational and able to begin performance NLT the specified timelines.

Base Period – Phase In XX Month

Year The Contractor shall handle-in a minimum of 25% of new NTS shipments originating from both CONUS and OCONUS locations.

XX Month Year

The Contractor shall handle-in a minimum of 50% of new NTS shipments originating from both CONUS and OCONUS locations.

XX Month Year

The Contractor shall handle-in a minimum of 75% of new NTS shipments originating from both CONUS and OCONUS locations.

XX Month Year

The Contractor shall handle-in 100% of new NTS shipments originating from both CONUS and OCONUS locations.

A.7. Volume Phase-Out Period (Starting 12 Months Prior to Contract Expiration). As directed by the CO, the Contractor shall cooperate with the Government or any successor Contractor in transition of operational capabilities IAW the phased approach and associated timelines identified below. This information represents an estimate of the contract requirement volume the Government will transition to a successor contractor during the specified phase-out period:

Contract Phase-Out Period (Starting 12 Months Prior to Contract Expiration) Quarter 1 25% of contract requirement volume Quarter 2 50% of contract requirement volume Quarter 3 75% of contract requirement volume

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Quarter 4 100% of contract requirement volume

A.7.1. Phase-Out Procedures. Not less than 90 days before contract expiration, the Contractor shall coordinate the following phase-out procedures with the Contracting Officer Representative and CO.

A.7.1.1. Communications. The incumbent Contractor shall conduct weekly phase-out calls with the successor Contractor and the Government for the duration of the scheduled Volume Phase-Out period or until the CO provides alternate direction.

The Contractor shall appoint a primary and secondary point of contact to address phase-out questions and issues. The Contractor shall notify the CO within one (1) GBD of discovering any issues that would impact Volume Phase-Out.

A.7.1.2. Information Systems. The Contractor shall ensure IT systems remain operational and accessible to the Government until all shipments have reached destination, converted to member’s expense or transferred to another authorized party, all data has been transferred to a successor contractor and final certification of all invoices has occurred.

A.7.1.3. Files. The Contractor shall transfer all files electronic and paper to a successor Contractor as mutually agreed upon between both parties and the CO. The Contractor shall provide electronic data files to a successor Contractor for incorporation into a follow-on system. The Contractor shall transfer all paper and electronic files for the past 10 years to the successor Contractor for incorporation into their database no later than contract commencement.