21R0202 - Attachment A15 Deliverables.pdf

SEA Card® Deliverables

Section Deliverable Frequency Due Date/Instructions Deliver to Refunds Refund Calculation Reports Quarterly 5th calendar day following fiscal reporting period PM and COR

Refunds Refund Remittance for Fuel Quarterly 2 business days following PM approval SEA Card® Fuel Refund Remittance Instruction

Refunds Refund Remittance for Ancillary Quarterly 2 business days following PM approval SEA Card® Ancillary Refunds Remittance Instruction

Refunds Refund Payment Confirmation Quarterly 2 business days following PM approval PM and COR

Transition Account Setup See Due Date/Instructions 2 months prior to start of the Contract period of performance.

PM, KO, and Government Test Group

Transition Account Activation See Due Date/Instructions Not earlier than the contract period of performance.

SEA Card® EAS users

Transition Electronic Access System See Due Date/Instructions 2 months prior to start of the contract period of performance.

PM, KO, and Government Test Group

Transition Data Transmission and Storage See Due Date/Instructions 2 months prior to start of the contract period of performance.

PM, KO, and Government Test Group

Transition Training Materials See Due Date/Instructions 2 months prior to start of the contract period of performance. Obtain PM approval prior to publishing training materials.

PM

Transition Training Sessions EAS training

Deliver training upon PM request Contractor presents training of EAS functionality in person at customer facility, contractor facility or webinar as requested by PM

SEA Card® EAS users

Transition Global fuel supplier support Comprehensive list of fuel supplier coverage

Upon PM request 90 calendar days after contract award the Contractor shall provide a comprehensive list of merchant coverage and (2) business days following PM request during the contract performance period. The PM may revise the list content anytime during the performance period and the Contractor shall deliver the updated list within 3 business days.

PM

Transition Contractor Readiness Self-Assessments

Prior to the start of the Contract performance period.

Prior to start of contract period of performance.

PM

KO approval

Transition Kick-Off Forum Presentation Packages Prior to the Kick-Off Forum Review by PM: 5 business days after notification of contract award.

Distribution: Day of SEA Card® Kick-Off Forum

PM

COR

Transition Post Contract Transition Upon KO written notice 6 months prior to the contract expiration date, Contractor provide phase-out services.

KO

Transition Contract Close-Out Requirements Expiration date of Contract, contractor shall deactivate/close all SEA Card® accounts.

PM

COR

KO

Electronic Access System Fuel Supplier Functionality As requested by PM or KO 3 months prior to start of the contract period of performance.

Updates provided to PM for approval prior to implementation.

PM

COR

KO

Electronic Access System Data Dictionary Upon PM request and See Due Date/Instructions

Due 60 calendar days following the start of contract performance period.

COR

Updates are due within 3 calendar days

Electronic Access System EAS Available 24/7/365 System downtime, routine maintenance, periodic upgrades, post the downtime notice on EAS dashboard

Available 24/7/365 and See Due Date/Instructions

The Contractor shall inform the PM 30 days in advance of system downtime.

Downtime for cases of routine maintenance or periodic upgrades. The Contractor shall post the downtime notice on the EAS dashboard 30 days in advance of downtime.

PM

COR

Electronic Access System Reporting (Standard) See Due Date/Instructions Standard reports due 1 month prior to the start of the contract performance period.

Report corrections due 5 business days following PM notification.

Electronic Access System View Port Fuel Support and DLA Energy Bunker Contract and Retail Fuel Supplier

Accurate and reliable fuel supplier information report. Fuel supplier confirmation method, fuel supplier contacts information and date of confirmation, information accurate (Y/N), if “Y”, provide new information.

Available 24/7/365 and See Due Date/Instructions

Due the first day of every December and June during the contract performance period. Contractor shall provide an email confirming accurate port tool information.

The Contractor shall verify and confirm emails to fuel suppliers are received. The method and fuel supplier contact information and date of confirmation is required.

PM

COR

Electronic Access System View Port Fuel Support

Load bunker contract details to EAS and port tool. Provide email confirming contract was accurately loaded to Government

When email addresses are updated See Due Date/Instructions

Contractor and Government email address exchange due 60 days following contract award. This is the method used to transmit bunker contract documents to the Contractor and the Contractor shall email confirmation to the Government when the contract details are posted. Contractor shall have 24 hours from receipt to post contract details.

PMO

Contractor email address Government email address

Electronic Access System View Port Fuel Support Real time online solution to view global fuel supplier support at ports.

Start and during contract performance period

Contractor shall propose real time method(s) for users to view fuel supplier support at global ports prior to the start of the contract performance period and during the contract performance period.

PM

COR

Electronic Access System Resolve Disputes Credit/Reversal process

See Due Date/Instructions Contractor shall develop a credit/reversal process to implement the KO or warranted OO dispute decision. The credit/reversal process shall be proposed to the PM for acceptance 3 months prior to the start of the contract performance period.

Electronic Access System Reporting (Standard) See Due Date/Instructions Standard reports due 3 months prior to the start of the contract performance period.

Report corrections due 5 business days following PM or KO notification.

Data Management Data Management

Refresh production data to the beta and training environments.

Technical architecture and infrastructure document(s)

Upon PM request and semi-annually Contractor shall propose semi-annual refresh schedule.

Contractor refresh production data to beta and training environment semi-annually.

Contractor shall propose schedule.

Technical architecture and infrastructure document due 30 calendar days following contract performance period and 5 business days following updates.

Data Management Data Management Load DLA Energy standard fuel prices

See Due Date/Instructions Contractor shall update the standard prices as required by the PMO. There is not a set schedule when the standard prices are updated by the Government.

PMO

DLA Energy Bunker Contract and Retail Fuel Supplier

DLA Energy Bunker Contract and Retail Fuel Supplier

Processing fee or costs Contractor shall provide the processing fees and/or costs to process transactions due with proposal. A detailed explanation is due.

PM

KO

DLA Energy Bunker Contract and Retail Fuel Supplier

DLA Energy Bunker Contract and Retail Fuel Supplier Comprehensive list of fuel suppliers participating in the program Highlight new fuel supplier information

See Due Date/Instructions Contractor shall provide a comprehensive list of fuel supplier enrollment and participation details to the PM on April 15, July 15, October 15, and January 15 during the contract performance period.

Contractor shall highlight new fuel supplier information.

PM

COR

DLA Energy Bunker Contract and Retail Fuel Supplier

DLA Energy Bunker Contract and Retail Fuel Supplier Contract or agreements Onboarding packages

See Due Date/Instructions Contractor shall provide onboarding package(s) and contract and/or agreements with fuel suppliers. Copies are due prior to enrolling fuel suppliers to the program and within 1 business day upon request during the contract performance period. Revisions shall be communicated with the PM prior to updates. PM shall approve all revisions and the original documents. Contractor shall incorporate PM revisions within 2 business days and prior to use.

Training EAS – SEA Card® Online Training Conference attendance, training, marketing materials and methods, EAS webinar training schedule, tutorials, user guides, quick helps

See Due Date/Instructions PM shall review/approve all Contractor conference attendance, training, marketing materials and methods 10 business days prior to training, distribution, and presentation. PM revisions to materials shall be made by Contractor within 2 business days and prior to usage.

Contractor shall provide EAS webinar training bi-weekly, 2 sessions a day.

Contractor shall provide the training schedule to PM for approval.

Contractor shall provide EAS tutorials for review/approval prior to usage or posting to the EAS.

Training Training Conference training and presentation materials

See Due Date/Instructions Contractor shall provide conference training only when requested by PM.

Presentation materials submitted to PM for approval 2 weeks prior to training date.

PM

COR

Customer Invoice Customer Invoice Email invoices to the customers that selected this delivery method.

Delivery day and time of weekly billing cycle.

See Due Date/Instructions The Contractor shall email invoices to the customers that have selected this delivery method within 1 calendar day following end of billing cycle.

The Contractor shall provide the day and time the weekly billing cycle occurs.

As specified by the account/customer

Customer Invoice Customer Invoice Application of credits to account.

See Due Date/Instructions The Contractor shall apply all credits to customer account within the same billing cycle the credit is processed

Customer account

Customer Invoice Customer Invoice Draft customer invoice

See Due Date/Instructions The draft customer invoice is due 1 month prior to the start of the contract performance period.

Revisions requested by the PM shall be complete within 5 business days.

Delinquency Control Delinquency Control Delinquency balances

See Due Date/Instructions Delinquency balances reported by BOS and account due 2 calendar days upon request from PM

Delinquency Control Reconciliation Assistance Reconciliation assistance procedures

See Due Date/Instructions

Reconciliation Assistance Procedures due 2 months prior to start of contract performance period.

Contractor revisions due 25 calendar days prior to implementation for approval by

PM.

Contractor Personnel Replace Key Personnel Key personnel removed, resign, replaced or reassigned permanently or temporarily

See Due Date/Instructions 10 business days before key personnel are removed, resign, replaced, or reassigned permanently or temporarily.

PM

KO

Contractor Personnel Replace Key Personnel Potential key personnel qualifications

Prior to filling key personnel role and See Due Date/Instructions

Potential key personnel qualifications submitted for PM and KO approval.

KO

Contractor Personnel Additional Contractor Personnel Support personnel resumes Support personnel no longer supports the program or contract.

Support personnel roster

See Due Date/Instructions

Contractor shall inform and provide support personnel resumes within 2 business days.

Contractor shall report when support personnel no longer support the contract within 2 business days.

Contractor shall provide an updated support personnel roster within 5 business days prior to contract performance period and 5 business days when new support personnel are assigned or removed.

KO

Customer Service Customer Service Report Due 4pm ET every Friday Customer Service Report containing customer service inquiries and resolutions.

PM

COR

Customer Service Customer Service Metrics Semi annual Contractor shall develop customer service metrics. Contractor shall implement PM or KO revisions within 30 business days.

Quality and Risk Software Quality Assurance Software quality defect report

Upon PM request and when defects are identified by Contractor and See Due Date/Instructions

Software quality defect report due within 2 business days

PM

COR

Quality and Risk Test and Evaluation Master Plan See Due Date/Instructions Due 90 calendar days after contract award and every FY quarter. FY quarter due dates are the 5th calendar day of January, April, July and October.

PM

COR

Quality and Risk Defect Management Plan See Due Date/instructions Defect Management Plan due 90 calendar days after contract award and then annually on the 15th calendar day of October.

Quality and Risk Web Application Security and Systems Security Vulnerabilities Test Plan

See Due Date/Instructions Test plan is due 90 calendar days after contract award and then annually on the 15th calendar day of October.

PM

COR

Quality and Risk Risk Mitigation Assistance Risk mitigation solution

See Due Date/Instructions Risk mitigation solution due 90 calendar days following contract award and 3 business days following PM request.

PM

KO

Security Requirements Security Requirements Security plan, system security plan, contingency plan, vulnerability scan report, privacy impact assessment, security assessment report, penetration test report/results, vulnerability scan results, security management plan, ROC, AOC

See Due Date/Instructions Security Plan, System Security Plan, Contingency Plan, Vulnerability Scan Report, Privacy Impact assessment due 90 days after contract award. Security Assessment Report and Penetration Test Report due 160 after contract award.

Security Plan due annually by December 15 Risk Assessment report due annually December 15 Security management plan due annually by December 15

Contractor approved usage of service providers shall provide ROC or AOC annually by December 15th.

Security Requirements Personnel Security Governance Training, key and supporting personnel NDAs, data classification and data use policy

See Due Date/Instructions Contractor training due 30 calendar day of contract award. Revisions due within 5 business days.

Contractor key personnel and support personnel NDAs provided to PM prior to access to SEA Card data and systems.

KO

Continuity of Operations Continuity of Operations Contingency plan

Annually June 30 Contingency Plan due with proposal and annually on June 30th.

PM

KO

Continuity of Operations Continuity of Operations Contingency test report

Annually June 30 Annual Contingency Test Report due annually on June 30th.

PM

KO

Marketing Marketing Plan Survey results Contract materials that reference the SEA Card program Document summarizing contractor and industry discussions

See Due Date/Instructions Contractor marketing plan due 60 calendar days following start of contract performance period and 3 days following Contractor updates

Original unaltered survey results due 2 business days after Contractor receipt.

Contractor materials that reference the SEA Card® program shall be approved by PM prior to usage or distribution.

Document providing a detailed summarization of Contractor SEA Card® discussions at bunker industry tradeshows, merchant meetings delivered within 5 business days of event.