Attachment_A_Rev_1_-_PWS_Final.pdf

Solicitation 2031ZA24Q00040 Attachment A – Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

Quality Management System & Project Management Support Services

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide provide Quality Management

System (QMS) Program & Project Management Support Services. 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. Services procured as part of this requirement shall not be personal services, advisory and assistance, or inherently governmental in nature.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, supervision, management, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to per provide QMS program & project management support services as defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Bureau of Engraving and Printing (BEP) requires support in managing operations, for aspects of the BEP's quality programs and ensuring documented information and decisional data within our ISO 9001:2015 certified QMS is managed in a continually improving manner. The BEP's core mission is to design and manufacture high quality security documents that meet customer's requirements for quality, quantity, and performance as well as counterfeit deterrence. The major customer is the Federal Reserve Board for which BEP produces approximately seven billion notes annually within secure printing facilities located at the District Currency Facility (DCF) in Washington, DC, and the Western Currency Facilty (WCF) in Fort Worth, Texas.

1.3 Objectives: Provide support services to augment the BEP QMS program manager’s quality team efforts.

1.4 Scope: The BEP Quality Policy states: "Everything we do supports producing secure, high-quality banknotes that meet customer requirements. We are committed to continually improving products and processes and investing in our employees and equipment to enable that improvement." Services include, but are not limited to, providing support services for the BEP's QMS in the following areas:

• Update and Create QMS Documents

• Program support for the Change Control Board

• Material Review Board and Administration

• Notice of Defect (NOD) and Corrective and Preventative Action (CAPA) - Data

Analyst/Program Analyst

• Quality Meetings Program Support

• Program Management of the Digital Asset Management System

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

Base Year: April 15, 2024 – April 14, 2025 Option Year One (1): April 15, 2025 – April 14, 2026 Option Year Two (2): April 15, 2026 – April 14, 2027 Option Year Three (3): April 15, 2027 – April 14, 2028 Option Year Four (4): April 15, 2028 – April 15, 2029

1.6 General Information

1.6.1 Quality Control Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government.

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The Contractor shall upon request provide to the Government their quality control documentation. QCP is to be delivered within 30 days after contract award, three (3) copies of a comprehensive written QCP shall be submitted to the Contracting Officer (CO) and Contracting Officer Representative (COR) within five (5) working days when changes are made thereafter. After acceptance of the quality control plan the Contractor shall receive the CO acceptance in writing of any proposed change to their QC system.

After acceptance of the quality control plan the Contractor shall receive the CO acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the Contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays:

New Years Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September

Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 6:00 a.m. to 6:00 p.m. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall coordinate with the Government regarding hours of operation for BEP Year End Shut Down (YES). 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 shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the DCF and WCF. Contractor representatives also shall have the ability to Telework pursuant to Paragraph 1.6.16 below.

1.6.6 Type of Contract: The Government will award a Firm Fixed Price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a Public Trust, except for the Contractors assigned to (5.1.8 Digtial Asset Management which will require a HIGH-RISK level at time of the proposal submission, and must maintain the level of security required for the life of the contract.

1.6.7.1 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use under this Contract. This Contract requires access into the Controlled Industrial Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to BEP’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission, and must maintain the level of security required for the life of the Contract.

1.6.7.2 Key Control. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards.

No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.6.7.2.1 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the CO, re-key or replace the affected lock or locks;

however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.6.7.2.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the Contractor’s Quality Control Plan

1.6.8 Special Qualifications: Upon request by the Government, the Contractor is responsible for ensuring all employees possess and maintain current Information Assurance (IA) Level I certification during contract execution. The Functional Specialist I (ref. section 5.1.8 for Digital Asset Management System) shall have Computer Graphics experience and knowledge of a variety of image management software.

1.6.9 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, Post Award Orientation. 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 CO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter by the CO. 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, and specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies; coordinate availability of government furnished property;

and provide 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.

1.6.11 Key Personnel: The following labor categories shall be identified as Key Personnel:

Project Manager I, Quality Assurance Analyst II and the Functional Specialist I. The labor category descriptions and qualifications for each Key Personnel are listed below:

Project Manager I Labor Category Description: Plans, executes, and manages projects or tasks. Makes non-routie judgements and decisions, addresses Quality Control aspects of their assignments and are internal experts in the procedures associated with their work.

Minimum Education: Bachelor of Arts (BA)/Bachelor of Science (BS) or related Business or relevant field Minimum Experience: Five (5) years of relevant experience

Analyst II Labor Category Description: Performs routine tasks in accordance with the standard operating procedures, develops graphs, charts, and tables. Performs calculations, works on assignments with varying degrees of difficulty, and reports data and operational procedures, accordingly.

Minimum Education: Bachelor Degree Minimum Experience: Five (5) years relevant experience. With one year experience working as a Quality Assurance Specialist, Auditor, or Engineer or related Business or relevant field.

Funtional Specialist I Labor Category Description: Coordinates program requirements and implementation of the Digital Asset Management System Minimum Education: Ten years of relevant experience Minimum Experience: Experience in computer programming and/or computer graphic experience.

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the Manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between 10:00 a.m. to 2:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: All Contractor personnel (to include subcontractors) 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. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture, and shall state the name of the individual and the company they represent. A listing of issued identification cards shall be furnished to the CO prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. Contractor personnel are prohibited from possessing weapons, firearms or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

1.6.13 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.6.14 Contractor Travel: The Contractor may be required to travel CONUS during the performance of this contract to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. The Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.15 Other Direct Costs: This category includes travel (outlined in 1.6.14), reproduction, and shipping expenses associated with training activities and visits to contractor facilities. It could also entail the renting of suitable training venues.

1.6.16 Telework: This effort requires Contractor representatives to possess 100% telework capability. Prior to start of work, all Contractor personnel shall complete all assigned training and receive approvals required for telework. This will be provided to the Contractor by the COR.

1.6.17 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 CO. 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.

1.6.18 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may 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 shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will 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 affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.19 Access to Government Facilities: The BEP is a secure facility and all instruction of the BEP Police must be obeyed. Weapons, cameras, and alcohol or illegal drugs are not allowed on site and are subject to seizure. During the life of the contract, access to the Government facility for the Contractor, its subcontractors, and suppliers shall be made available as required for delivery of items, performance of services and maintenance listed herein. During all operations on Government premises, personnel for whom the Contractor is responsible shall comply with the rules and regulations governing the conduct of personnel and the operation of the facility. The Government reserves the right to require the Contractor's employees to sign in and/or sign out of the Government facility.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1. CONTRACT SPECIALIST. The official Government representative delegated authority by the CO to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 CONTRACTING OFFICER (CO). 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.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the CO 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.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) or GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and shall be used in the performance of the contract, per 1.6.11 of the PWS. When Key Personnel are used as an evaluation factor in a best value procurement, the Offeror can be rejected if it does not have a firm commitment from the proposed Key Personnel are listed in the proposal.

2.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the CO in these areas.

2.1.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.13 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.14 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.15 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative BEP Bureau of Engraving and Printing CCB Change Control Board CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 CAPA Corrective Action and Preventive Action CO Contracting Officer NOD Notice of Defect OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan QMS Quality Management System TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3 GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Training: The Government will be responsible for "On-boarding training which could take up to 30 days and may or may not be provided based upon the discretion of the Subject Matter Expert (SME) per task item."

3.2 Facilities: The Government will provide the necessary on-site workspace for the Contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3 Utilities: The Government will provide all utilities in the facility will be available for the

Contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide scanners fax machines, printers, shipping crates, lighting and sound, etc. at the BEP facilities.

3.5 Materials: The Government will provide computer equipment for in-office and telework capability.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not identified within this PWS.

4.2 Clearance: Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission and must maintain the level of security required for the life of the Contract.

PART 5

SPECIFIC TASKS

5 Specific Tasks:

5.1 Basic Services. The Contractor shall provide support services to augment the Program Manager’s quality team efforts.

5.1.1 The Contractor shall provide non-personal resources with the requisite capabilities to provide Program Management Support services for in conformance to the International ISO 9001:2015. Contractor resources can be used per their skillset to do other work in conjunction with their assigned tasks within the BEP.

5.1.2 Update and Create- QMS Documents – Documents and Data Control. The documents in the QMS includes procedures, work instruction, list of ISO Records/Forms, External Documents lists, and high level process flows were written in conformance to 2008 version of ISO 9001. The BEP is certified to the ISO 9001 – 2015 (Ref. A). The BEP estimates that 33% of the existing 200 QMS documents (approximately 10 pages each) currently published on our intranet site require modification each fiscal year. Meetings, workshops and technical writing will be required to capture the issues with the current documents, interfacing with both Quality Directorate personnel and the subject matter experts for the documents and provide required updates. The requirement for new QMS documents needed for gaps and functions new to the QMS will also need to be addressed. It is estimated that there will be ten new documents each year required.

Labor Category & Full Time Equivalent (FTEs) estimated: Project Manager I (0.5 FTE) and Analyst II (2 FTEs).

5.1.2.1 All documented information must comply with ISO 9001:2015 requirements as well as BEP published requirements for creating, maintaining, controlling, and dispositioning. Updates are processed through a document change management system (currently Serena Business Manager (Team track) application) which is likely to change during the period of performance.

All documents delivered for publication to our intranet site must comply with the requirements in Part 6.

5.1.2.2 Tracking Tools to Monitor Progress. Develop tracking tool(s) and monitor progress of completion of the updates.

5.1.2.3 Planning Update Activities. Submit a schedule for the update of activities for completion of documents within 30 business days of start of the update of the specific QMS document.

5.1.2.4 Execute Document Updates. Conduct meetings, workshops with BEP personnel and SMEs to determine the issues with the current documents and the specific updates needed. Prepare updates, gather edits, and send out revisions for internal reviews.

5.1.2.5 Submit revisions using the document change management system application, after consensus has been reached with SMEs on readiness to proceed. Track completion of the reviews.

5.1.2.6 Coordinate Creation of New Documents. Conduct meetings, workshops with BEP personnel and SMEs to create a process map or to use an existing map as a basis to outline the new document. Prepare drafts for review, gather inputs and edits, and send out drafts for internal reviews. Submit new documents using the document change management application, after consensus has been reached with SMEs on readiness to proceed. Track completion of the view.

5.1.3 Change Control Board Program Management Support. The purpose of the Change Control Board (CCB) is to ensure that proposed changes are initiated, reviewed, approved, and documented in a timely and coordinated manner. This includes proposed changes to products, the currency manufacturing process, production equipment configurations, currency manufacturing materials (including the equipment and processes used to manufacture the raw materials) and methodologies (including those used for production, inspection, and testing) that could reasonably be expected to impact the quality of the finished product.

Labor Category & Full Time Equivalent (FTEs) estimated: Analyst II (1 FTEs).

5.1.3.1 Maintain and Monitor the CCB. The Contractor shall review and confirm categorization of submitted change requests against historical references and the CCB matrix on a daily basis.

On a monthly basis, the contactor shall conduct a comprehensive evaluation of the system. This shall entail verifying the progress of submitted changes, contacting BEP personnel on individual change requests to identify stalled activities, and assisting users in the resolution of tasks.

Submit work tasks to maintain the system, send inquiry emails for items that have been determined to be completed.

5.1.3.2 CCB Monthly Meetings. Issue meeting agenda for CCB monthly meetings. Attend meeting, take notes, list action items, and prepare meeting minutes from CCB monthly meetings.

5.1.3.3 Analyze and Assess the CCB. Analyze and identify inconsistencies in submitted CCB plans on a weekly basis. Prepare and update Metrics. Issue requested metrics packages for various meetings throughout the week, month, or year. Develop new metrics based on requests from the Quality Directorate, CCB Administrator, or CCB. Submit procedure revisions to the CCB Chairperson as directed.

5.1.4 Material Review Board (MRB) Administrator. The MRB keeps records of all materials suspected to be nonconforming and the decisions made on disposition. Information is sent to MRB members to review all documentation provided related to suspect materials brought before the MRB and determine the disposition of suspect materials that have not been resolved by the COR.

Labor Category & Full Time Equivalent (FTEs) estimated: Analyst II (0.5 FTEs).

5.1.4.1 Administer the Material Review Board. Serve as the MRB Administrator, supporting the Chair to:

• Keep thorough records of all materials suspected to be nonconforming

• Document material review and all related escalations

• Communicate and coordinate with COR, Supervisors, Managers, MRB Members, and

Office Chiefs regarding suspected materials and their disposition

• Provide all supporting documents to MRB members to support an informed disposition decision

• Convene the MRB as necessary to determine disposition of a suspect material

• Communicate disposition decision to all involved parties (COR, MRB through approved request form & email, OEHS for disposal process, etc.)

• Provide MRB data and data trends to management along with supporting analysis

• Maintain the Request for Urgent Release in an appropriate tracking system

• Distribute the Request for Urgent Release to MRB members via email

• Provide supporting documentation to MRB members

• Track responses from MRB members

• Convene the MRB if MRB members fail to reach a urgent release consensus

• Communicate MRB response regarding urgent releases to the relevant parties

• Generate a periodic report of all Requests for Urgent Release (at minimum for Monthly

Quality Meetings and QMSR meetings)

• Escalate issues to the Associate Director (Quality) per established procedures

5.1.5 NOD and CAPA - Data Analyst/Program Analyst Support. Defects found in the product are documented as NODs. The NODs are tracked by the BEP: Trends are identified, monitored, and if necessary, entered into the CAPA system for formal investigation. CAPA is the primary method to implement continual improvement in the BEP's QMS through corrective and preventive actions.

Labor Category & Full Time Equivalent (FTEs) estimated: Analyst II (1 FTEs).

5.1.5.1 Backup and Supplementary Support to the NOD (Notice of Defect) and CAPA (Corrective Action and Preventive Action) Programs. The Contractor shall support the analysis and administrative requirements of the NOD and CAPA programs. Analysis and administrative support activities shall include, but are not limited to:

• Support the preparation and update of metrics for the NOD and CAPA programs, and other quality reporting programs.

• Support the preparation of slides for various metrics for inclusion in presentations for various meetings throughout the week, month, or year.

• Support the development of new metrics based on requests from the Quality Directorate, CCB Administrator, or CCB.

• Support the analysis and evaluation (on a quantitative or qualitative basis) of the effectiveness of the NOD and CAPA programs in meeting established goals and objectives.

• Support the review of administrative audit and investigative reports to determine appropriate changes or corrective action required.

5.1.5.2 Meeting Support. Support the preparation of meeting documents, agendas and minutes

5.1.5.3 Deliverables. The following items shall be submitted as deliverable in accordance with the Deliverables Schedule:

• Monthly issuance of NOD and CAPA meeting agendas and minutes

• NOD and CAPA or other Quality Reports

• Metric Development and Issuance (daily, weekly, monthly, or as requested)

• Any other materials related to NOD and CAPA

5.1.6 Quality Meetings Program Support. The purpose of the Quality Meeting agenda and meeting minutes is to ensure that meetings are initiated, reviewed, approved, and documented in a timely and coordinated manner. Administrative topics include interactions with COR's, the currency manufacturing process, production equipment configurations, currency manufacturing materials (including the equipment and processes used to manufacture the raw materials) and methodologies (including those used for production, inspection, and testing) that could reasonably be expected to impact the quality of the finished product.

Labor Category & Full Time Equivalent (FTEs) estimated: Analyst II (0.5 FTEs).

5.1.6.1 Central Contact for Quality Meetings. Serves as the central point-of-contact assigned to Quality Meetings from the Quality Directorate. The Contractor shall provide non-personal resources with the requisite capabilities to provide program anagement support for the BEP's Quality Meeting agenda, preparation, and minutes activities. Activities include, but are not limited to:

• Monitoring

• Administrative duties as assigned

• Assisting users in resolution of tasks

• Compiling the slides to update the content for the planned meetings

• Update procedure as required

• Update matrix as required

• Issuing meeting agenda various meetings

• Documenting meeting minutes meetings

• Develop metrics for the QMS

• Issue requested minutes and approval packages for various meetings throughout the week, month, or year

• Develop new metrics based on requests from the Quality Directorate, meeting attendees.

5.1.6.2 Deliverables. The following items shall be submitted as deliverable in accordance with the Deliverables Schedule:

• Meeting Agenda and Meeting Minute Metric Development and Issuance

5.1.7 CAPA Investigation Support. The contractor shall provide CAPA investigation support by supporting the activities which are typically required to accomplish the work of investigating, analyzing, and closing CAPAs. The nature and variety of the activities shall depend on the priority, severity, and complexity of each CAPA.

Labor Category & Full Time Equivalent (FTEs) estimated: Analyst II (2 FTEs – 1 at DCF, 1 at WCF).

5.1.7.1 Investigator Support Activities. The contractor shall provide personnel resources with the requisite capabilities to provide investigator support. Investigator support activities shall include, but are not limited to:

• Assisting with root cause analysis

• Support the maintaining records and assisting with the development of reports

• Requisitioning office supplies, repairs on office equipment, and printing services

• Reserving rooms for meetings and inviting attendees

• Locating and assembling information for various reports, briefings, conferences, etc.

• Following up with staff members to ensure that various commitments made at conferences and meetings are met

• Planning and arranging the maintenance and preparation of information needed for reports

• Supporting the development of corrective actions and effectiveness checks

• Monitoring the implementation of corrective actions

• Assisting with the tracking and closing of corrective actions and effectiveness checks

• Conduct statistical analysis and prepare PowerPoint summary / graphics as required.

5.1.8 Program Management of the Digital Asset Management System. The contractor shall provide personnel resources with the requisite capabilities to support the Digital Asset Management System and associated image libraries and software interfaces.

Labor Category & Full Time Equivalent (FTEs) estimated: Functional Specialist I (1 FTEs).

5.1.8.1 Digital Asset Management System Support. Digital Asset Management System support activities shall include, but are not limited to:

• Coordinating Program requirements and implementation,

• Analyzing and refining systems requirements,

• Translating systems requirements into applications prototypes;

• Planning and designing systems architecture;

• Coordinating sub-contractors' work,

• Writing, debugging, and maintaining code;

• Determining and designing applications architecture;

• Determining output media/formats;

• Designing user interfaces;

• Working with customers to test applications;

• Assuring software and systems quality and functionality;

• Integrating hardware and software components;

• Writing and maintaining program documentation;

• Evaluating new applications software technologies; and/or

• Ensuring the rigorous application of information security/information assurance policies, principles, and practices to the delivery of application software services.

5.1.8.2 Image Management Support Activities. The contractor shall provide personnel resources with the requisite capabilities to provide image management support. Image management support activities shall include, but are not limited to:

• Support digital graphic reproduction and the addition and extraction of images to databases.

• Support digital media cataloging standards and practices.

• Support the maintenance of digital graphic collections.

• Support the addition of engineering specifications, dimensional requirements and adhere to visual aesthetic guidelines to digital images

• Support image management using the following software:

o Adobe Photoshop, Illustrator and InDesign o Flash, fireworks, macromedia director or other similar interactive/animation generation software o HTML o CorelDraw o Acrobat for both file distribution and creation of presentations o Interactive presentation creation o AutoCAD (desired, not required)

• Support large format printing, color correction and exact image replication.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 The Contractor (to include subcontractors) must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each requirement. These thresholds are critical to mission success.

Performance Objective Performance Standard Performance Threshold

Incentives (Positive or Negative)

5.1.2 Develop Tracking Tools to Monitor Progress Tracking tools – template and/or table to track progress on individual.

Review tools developed and monthly review of updates

Positive or negative performance in CPARS

57.1.2 Planning Update Activities -

Develop a project plan

QMS procedure updates Project plan – 30 business days of start

Positive or negative performance in CPARS

5.1.2 Determine the issues with the current

documents and the specific updates needed.

Prepare updates, gather edits, and send out revisions for internal reviews.

Project Plan developed for QMS procedure updates.

Document results of meetings and workshops summarizing updates needed.

100% completion Positive or negative performance in CPARS

5.1.2 Conduct meetings, workshops with BEP

personnel and SMEs to create a process map or to use an existing map as a basis to outline the new document.

Prepare drafts for review, gather inputs and edits, and send out drafts for internal reviews.

Submit new documents on the Business Manager (Team track) application, after consensus has been reached with SMEs on readiness to proceed. Track completion.

Word files transmitted with edits – additions and deletions for reviews

Meeting summaries and process map drafts and final

Word files drafts transmitted for reviews

Final consensus version submitted in the process for addition to the QMS. Tracking tool used to track status.

Zero % deviation Positive or negative performance in CPARS

5.1.3 Review and confirm categorization of

submitted change requests.

Conduct a comprehensive evaluation of the system: verify progress, contact personnel on individual change requests to identify stalled activities and assisting users in the resolution of tasks.

Keep CCB Chair and Administrator informed on a daily basis

Report on evaluation and status of active requests – monthly and emails sent as necessary

Zero % deviation Positive or negative performance in CPARS

5.1.3 Submit work tasks to maintain the system, send inquiry emails for items that have been determined to be completed.

Work tasks and Emails

Agenda, meeting minutes prepared – monthly.

5.1.3 Issue meeting agenda from CCB monthly

meetings. Attend meeting, take notes, list action items, and prepare meeting minutes.

Submit report of inconsistencies on a weekly basis to CCB Chair.

Zero % deviation Positive or negative performance in CPARS

5.1.3 Analyze and identify inconsistencies in

submitted CCB plans.

Prepare and update Metrics. Issue requested metrics packages for various meetings

Develop new metrics based on requests Submit procedure revisions to the CCB Chairperson as directed.

Issue metrics packages as required for various meetings throughout the week, month, or year CCB Database analyzed and metrics developed, as requested by Quality Directorate, CCB Administrator, or CCB.

Produce updated Word documents, as required.

Zero % deviation Positive or negative performance in CPARS

5.1.4 Serve as the Material Review Board

Administrator – maintain records and tracking system. Communicate with COR, Supervisors, Managers, MRB

Members, and Office Chiefs regarding suspected materials.

Generate a periodic report of all Requests for Urgent Release.

Record files, documents, emails generated and maintained on an ongoing basis.

Report of all Urgent Releases – monthly.

Zero % deviation Positive or negative performance in CPARS

5.1.5 Support the analysis and administrative

requirements of the NOD and CAPA programs:

* preparation and update of metrics

* Prepare slides for various metrics for presentations,

* analysis /evaluation of the effectiveness of NOD and CAPA programs

NOD and CAPA or other quality reports, PowerPoint slides issuance by requested deadlines Monthly issuance of NOD and CAPA meeting agendas and minutes by requested deadlines.

Zerio % deviation Positive or negative performance in CPARS

5.1.5 Support the preparation of meeting

documents, agendas and minutes

Monthly issuance of meeting agenda and minutes.

Zero % deviation Positive or negative performance in CPARS

5.1.6 Serves as the central point-of-contact

assigned to Quality Meeting preparing the slide deck, prepare minutes and the agenda

Report issuance, develop Metrics and issuance, compile slides and other materials related to Quality Meetings.

Zero % deviation Positive or negative performance in CPARS

5.1.7 Investigator support: assist with root cause

analysis, assist w/ development of reports, development of corrective actions and effectiveness checks. Statistical analysis and prepare PowerPoint slides

Satisfactory completion of assigned support duties, Updates to CAPA Documents, PowerPoint slides.

Zero % deviation Positive or negative performance in CPARS

5.1.8 Digital Asset Management System support

Coordinate requirements and implementation, Analyze/refine systems requirements Plan and design systems architecture;

Coordinating sub-contractors' work

Implemented elements of the Digital Asset Management System.

Zero % deviation Positive or negative performance in CPARS

5.1.8 Provide image management Implemented elements Zero % deviation Positive or negative support:

Support digital graphic reproduction, add to image database, Support the maintenance of digital graphic collections, and add engineering specifications, dimensional requirement to digital images.

associated Image libraries. performance in CPARS

TECHNICAL EXHIBIT 2 – DELIVERABLES SCHEDULE

This Technical exhibit lists any reports or documentation that is required as deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.

Deliverable Frequency # of Copies

Format Submit to

Quality Control Plan (Section 1.6.1)

Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

CO, COR

QMS Documents (Section 5.1.2) New QMS Documents

Monthly 3 PDF/ MS Word/Email Microsoft Word 2003 (or higher) format

CO, COR

Project Plan (Section 5.1.2) Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

CO, COR

Tracking Tool (Section 5.1.2) Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

CO, COR

CCB Report (Section 5.1.3) Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

CO, COR

Metric Development and Issuance (Section 5.1.3)

Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher) format

CO, COR

Periodic Reports of all Requests for Urgent Release (Section 5.1.4)

Within 30 days after contract award

3 PDF/ MS

Word/Email Microsoft Word 2003 (or higher)

Deliverable Frequency # of Copies

Format Submit to

NOD and CAPA Meeting Agenda and Minutes (Section 5.1.5)

Monthly 3 PDF/ MS Word/Email Microsoft Word 2003 (or higher)

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY