CA_PPM_Statement_of_Work.docx

Social Security Administration

Statement of Work

For

CA Project and Portfolio Management (PPM) Support Services

October 1, 2017

TABLE OF CONTENTS

BACKGROUND

The SSA Office of the Deputy Commissioner for Systems (DCS) is responsible for designing, developing, implementing and maintaining new and efficient information technology to support SSA’s programmatic, administrative and management information systems. These systems are national in scope, affect all SSA components, and are critical to the successful completion of SSA’s priorities. These systems must be available, stable, changeable, and securable.

Proprietary technical support services for CA products will provide support for a wide range of Agency strategic initiatives, projects and functions. SSA currently utilizes approximately 150 CA software products throughout its mainframe and distributed environments. These proprietary software products are an integral part of SSA’s current and future infrastructure and business processes. CA support services are necessary to implement, install, and integrate CA software products to improve our business processes and build a stronger IT foundation.

SSA requires contractors with highly specialized skills and an extensive knowledge base to assist with the smooth transition of CA proprietary software into the Agency’s complex operating environment and communications network.

The primary customers of these services are the Office of Systems, the Office of Information Systems and the Office of IT Financial Management and support.

SCOPE

The Contractor shall provide expert level software engineers, product specialists, and other IT consulting personnel as required, who possess the proprietary engineering skills, software knowledge, and technical expertise necessary to support SSA’s current CA systems environment. Additionally, the contractor shall provide skilled and knowledgeable personnel to support SSA with the integration, customization, implementation and optimization of new technologies for SSA’s operations and applications.

DCS will make use of CA proprietary technical support services only when a task requires:

· Advanced knowledge of strategic CA proprietary products, technology and applications

· Detailed understanding of CA systems design specifications and source code

· Detailed understanding of proprietary features with access to developers

· Advanced knowledge of future plans/direction related to the release of new, or upgrades of, CA software products

TASKS

A. General Requirements

SSA must continue to improve and modernize existing CA software on SSA’s systems for more efficient processing and to take advantage of current and emerging technologies. These systems are national in scope, affect all SSA components, and are critical to the successful completion of SSA’s strategic priorities. These proprietary, specialized technical support services directly support both the mainframe and distributed workloads. CA proprietary support services are required for:

· Software design, development, implementation and integration

· Software engineering and database activities

· Upgrade, maintain and monitor numerous software products

· Support performance and scalability of application suites

· Full software life cycle support

· Perform analytical and research activities

· Analysis and deployment of new technologies to include optimization and customization

· Performance and stability of SSA’s intranet and internet applications

· Product migration including customization and optimization

· Software process improvement and software engineering management activities

· Strategies for disaster recovery

· Support platform interconnections and related dependencies between CA proprietary solutions and external partners, software, and services

B. Contractor Activities

CA Product Support Services

CA Product Support Services provides advanced subject matter expertise in support of SSA’s business, functional, and operational goals. For any SSA-owned CA Software, CA Product Support Services will provide the following:

· Functional, architectural, and business process expertise pertaining to the solution capabilities delivered through CA products

· Product implementation services, including planning, testing, validation, and integration

· Ongoing operational services to configure, update, and maintain the CA product within SSA’s environment

· Develop scripts and policies, adhering to relevant federal regulations and industry best practices

· On-going performance monitoring and onsite product support over and above CA’s standard maintenance programs

· Migration to new releases of CA products

· Application of product fixes for CA products

· Upgrade planning and execution for CA products

· Assessment services of SSA’s technology environment and recommendations for improvement of product usage, configuration, performance, and operational processes

· Knowledge transfer to SSA personnel to cover the scope of all product implementations and configurations

· Report creation / modification for easy information access and collaboration across all collected data as supported by the CA product

CA Systems Services

CA Systems Services provides the necessary systems management support to successfully plan, develop, implement, maintain, and enhance SSA’s processing environment. CA System Services will provide the following:

· Conversion Services

· Datacenter Migrations

· Disaster Recovery

· Implement Product Interfaces

· Operating System Upgrades

· Performance and Tuning

· Policy Development

· Product Consolidations

· Software Installation

· Software Implementation

· z/OS / UNIX / NT Site Reviews

CA Security Services

CA Security Services provides the security expertise to assist with managing and administering an ever changing security environment. CA Security Services provide will the following:

· Disaster Recovery

· Policy Development

· Product Consolidations

· Performance and Tuning

· Security and Audit Readiness Reviews

· Security Administration

· Security Conversion Services

· Security Awareness and Education

· Security Software Installation and Upgrades

· Security Database Design and Customization

· Security Implementations (product and other product interfaces)

· z/OS / UNIX / NT Integrity Reviews

CA Database Services

CA Database Services provides the database management support to assist with developing, managing and administering a variety of Database Management Software products. CA Database Services provide will the following:

· Application Design

· Application Tuning

· Capacity Planning

· Database Design

· Database Tuning

· Distributed/Cooperative Processing

· Education

· Migration Strategies

· Multiplatform Support

· Operational Procedures

· Performance Measurement

· Security

· SQL Issues

CA Clarity Project and Portfolio Management (PPM)

CA Clarity PPM is an automated software solution that offers the capabilities to unify and simplify PPM information and processes into a single system of record. Provides for smarter portfolio decisions, enhances productivity and efficiency, and quicker adaptation to dynamic business conditions.

CA Clarity PPM Support will provide implementation and post-implementation services with the following:

· Portfolio Management to aligns strategic investments with agency goals

· Project Management functionality to align with best practice methodologies

· Resource Management to balance resource capacity and work demand

· Demand Management to provide a holistic view of all demand points to achieve balance across the agencies workloads

· Project Financial Management to capture, cost, and account for all projects

· Reporting for easy access and collaboration across all project data

· Product implementation services including planning, testing, validation and integration.

· Configure CA Clarity PPM to operate in the SSA environment

· Develop scripts and policies, following federal regulations and industry’s best practices

· On-going performance monitoring, and on-site product support, not covered under CA’s standard maintenance programs, for CA Clarity PPM

· Migration to new releases of CA Clarity PPM

· Application of product fixes for CA Clarity PPM

· Upgrade planning and execution for CA Clarity PPM

· Assessment services that include assessments of SSA’s technology environment and recommendations for improvement of product usage, configuration, performance, and operational processes related to CA Clarity PPM

· Knowledge transfer to SSA personnel to cover the scope of all CA Clarity PPM implementations and configurations

CA Services for Application Performance Management (APM)

CA Application Performance Management (CA APM) allows for business services delivery across physical, virtual, cloud and mainframe environments. CA APM Services will provide additional implementation and post-implementation services for the following:

· Deploy and manage APM to gain value quickly

· Proactively manage the user experience to create a competitive advantage

· Utilize system intelligence through advanced analytics and smart instrumentation for rapid triage

· Fuel collaboration across the organization to enable continuous performance and quality improvements

CA Services for Mainframe

CA Mainframe Services provides expertise to assist with managing and administering an evolving mainframe environment. CA Mainframe Services will provide the following:

· Improve mainframe solution value by ensuring continuity of operations

· Enable greater productivity and resource effectiveness

· Product usage reviews to evaluate areas such as alignment to business goals, performance, reliability and maintainability

CA Services for Agile Transformation

CA Services for Agile Transformation provides consulting expertise to assist with the organization-specific design and implementation of Lean Agile management practices at enterprise scale using Scaled Agile Framework (SAFe). CA Services for Agile Transformation will provide the following:

1. Transformation Consulting Services

· Develop a shared view of the current state and see where the existing practices are already producing results

· Build a set of goals and bottom-line metrics and results

· Create a plan to reach those goals, including plans for coaching, training and product support

· Form and coach a transformation team to manage the backlog of organizational change activities, remove roadblocks and guide the transformation efforts

· Adjust the transformation plan regularly, incorporating lessons about how agile methods work in the business and how the business responds to change

· Develop internal coaching capabilities through ongoing mentoring.

2. Agile Consulting Services

· Launch agile delivery groups ("programs" or "release trains")

· Facilitate and coach the program team as they learn to practice agile, including helping the program team manage agile ceremonies, track progress and collaborate on delivery work, define program-level norms, and implement continuous improvement efforts

· Help run the Program Increment planning and execution, including leveraging the platform to achieve transparency to support decision-making

· Align with Transformation Consulting Services in overall transformation.

3. Resident Coaching Services

· Facilitate team ceremonies or guide the facilitator of team ceremonies

· Coach individuals and teams on agile practices, artefacts, and principles

· Coach teams and individuals on how to leverage Agile Central to manage their work while maintaining alignment with other teams and the larger organization

· Align with Transformation Consulting Services in overall transformation.

4. Resident ScrumMaster Services

· Facilitate team ceremonies

· Remove or escalate impediments

· Make progress visible for the team and stakeholders

· Facilitate collaboration

· Help the team improve continuously

· Champion agile principles within the team

· Help the team gel as a team

SOFTWARE IMPROVEMENT ACTIVITIES

In addition to technical, programmatic, and administrative processes, SSA requires support in many non-technical areas that will be crucial to meeting Agency goals. Business modeling and systems architecture expertise, as well as thorough knowledge of IT Modernization and Agile methodologies are just a few examples of the advanced skill sets that will be necessary to change the way SSA does business presently and in the future. The contractor shall perform activities to assist SSA with the following:

A. IT Modernization

SSA is looking to modernize several critical applications and the data infrastructure that supports them. IT modernization will provide the foundation for major systems to move into a fully modernized environment while simultaneously improving our business processes. The intent is to develop new digital services utilizing Agile practices and methodologies that will provide a robust environment that is reliable, scalable and available. This will allow SSA to effectively and efficiently improve our commitment to our employees and to the public. The primary focus of this effort will be:

1. Modernizing the infrastructure

· Modernizing the technology stack: computer hardware and software, Mainframe and Open System storage, WAN/MAN/LAN network, telecommunications, IT security, service operations delivery, operating system, middleware, and program development environment

· Analyze and employ commodity-based, open source, distributed, scalable, and cloud-based infrastructure solutions

2. Modernizing the data architecture

· Architect, build and administer a structured data foundation that supports both transactional and analytic uses

· Dimensions include design, access methods, replication and semantics

3. Modernizing code

· Will be the most complex and largest part

· Unravel and streamline business processes embedded in garbled legacy code

· Modernize and structure over 60 million lines of code

· Create a subject related structure (person based, for example)

B. Open Source Software

OMB issued a policy (OMB M-16-21) to improve the way custom-developed code is acquired and shared by Federal Agencies. Using and contributing to open source software stimulates innovation and growth, lower costs, and benefits the public. Additionally, software engineering approaches that leverage open source code speed development timeframes and ease code maintenance. The contractor shall perform activities necessary to assist SSA with the integration and maintenance of open source software with their proprietary software and hardware as required.

C. Agile Software Development

SSA has implemented Agile principles and methodologies for software development. This approach uses an iterative, incremental process that has frequent releases and is developed in close collaboration with the customer. This provides the developer community the ability to quickly respond to changing customer needs and the opportunity to implement improvements reducing the risk of project failure. This approach ensures that the delivered software product performs as intended. The following principles are key to Agile software development at SSA:

· Product Focus

· Transparency

· Fail Fast / Fail Often

· Continuous Improvement

SSA has also established an Agile lifecycle process that defines how Agile teams will work. The Agile lifecycle identifies team member’s roles and defines processes that provide guidance throughout the project lifecycle.

D. Cloud

Cloud implementation is a critical element of our overall business objectives of looking at ways to be more flexible and make changes at a faster pace, incorporating automated processes, and evolving our technologies to make our systems more affordable, reliable, and scalable. SSA intends to engineer, build, and operate a hybrid cloud environment, with a consistent platform across the software lifecycle to provide relevant and modern cloud services.

E. Big Data Analytics

SSA plans to deploy a sustainable, production-grade, enterprise-level Big Data Analytics Platform as a service (PaaS). This is consistent with the agency’s enterprise architecture, our enterprise IT roadmap and our Cloud Computing strategy. The PaaS will deliver on-demand Big Data Analytics capabilities as a service to the SSA user community. The PaaS will comply with SSA’s established policies governing the deployment of a cloud solution. SSA is looking to leverage Analytics for both real time and long running business scenarios, using agency approved security, tools, infrastructure and architecture.

F. Conversational Robot

SSA plans to develop an experimental conversational bot (computer program designed to mimic human communication) with which beneficiaries can chat in a format similar to instant messaging. This program allows for rapid response to beneficiary need, and can be interfaced with secondary tasks (e.g., lexical decisions). It results in a computer-generated virtual assistant who can answer beneficiary questions with 95 percent accuracy, and direct claimants to the right information, at the right time, in the right place.

G. Natural Language Processing

Natural language processing (NLP) provides techniques that aid the conversion of text into a structured representation, and enables computers to derive meaning from human (i.e., natural language) input. Used on medical evidence, NLP techniques enable automatic identification and extraction of information. SSA plans to explore benefits from adopting NLP.

H. Health Information Technology

Health Information Technology will standardize the storage and transmission of medical records in a uniform electronic format. SSA manages the largest repository of imaged medical information in the world. The Agency collects and currently stores more than 250 million medical documents and adds 2 million more weekly. In order to effectively manage the largest social insurance system in the world, the Agency must be at the forefront of the health care industry’s transition to electronic record keeping and data sharing.

I. Service Oriented Architecture (SOA)

SSA is utilizing SOA to realize the Agency’s new initiative for seamless processing. This approach will provide a single view of SSA clients and streamlined processing for external and internal-facing applications.

DCS has established the Center for Services Integration to work with business components and Systems to define and refine SSA business processes, enabling the implementation of a SOA that will address Agency’s growing needs in an effective and efficient manner. These efforts will integrate with SSA’s emerging Application Portfolio Management and Project Portfolio Management capabilities.

The Contractor shall provide support to assist in organizing, planning, quickly integrating, and delivering business-focused automation solutions. This effort will require demonstrated expertise in current analysis, development, and project management techniques of these new-generation software projects across all phases of the Software Development Lifecycle. In addition, while many new customer-facing systems will be developed, many existing back-office systems will remain or be integrated with the new systems. The Contractor shall provide support on legacy systems to assist in integrating these systems with modern new systems, or migrating legacy systems through re-purposing, redesign, or replacement.

The following lists the areas where support is aligned with tooling that implements new methodologies that produce this new generation software by Software Development Lifecycle phase.

1. Component Business Model

2. Business Process Management

3. Project Management

4. Business Process/Requirements Analysis

5. Design, Architecture, and Development

6. Support for Section 508

7. Software Build Management

8. Testing

9. Production Execution Capabilities and Monitoring

J. Application Software

The Contractor shall perform activities related to Agency programmatic and administrative/management information systems. SSA will furnish the software system information necessary for work performance.

K. Computing Environment

The Contractor shall perform activities in a multiple-platform, cooperative processing computing environment as described in SSA’s IRM Strategic Plan.

L. Architectures

The Contractor shall perform activities in accordance with SSA’s current and target software and infrastructure architectures, and SSA’s current and target data administration and database management sub-architectures as described in the Infrastructure Reference Model (IRM) Strategic Plan. SSA will furnish additional information on the architectures as necessary for work performance.

CONTRACTOR STAFFING REQUIREMENTS

SSA seeks to continually improve Agency methodologies, standards, and guidelines; and therefore they are considered, by nature, to be dynamic. The methodologies, standards, and/or guidelines to be used for a given Task order are those that are in effect at the time the request for Task order is issued. The Contractor shall provide personnel with expert level skill sets, knowledge base and experience necessary to support the technical requirements of each Task order.

SSA may make a determination of the skill level required for each call and may ask the Contractor to provide the resume of the individual that they intend to dedicate to the effort. SSA understands that in the event of an emergency or otherwise urgent requirement, the Contractor may not have the appropriate amount of time to acquire the stated skill level. The Contractor may offer, and SSA may accept or reject, any labor category/skill level offered under this contract.

The Contractor shall discuss potential staffing changes with the SSA Contracting Officer as soon as practicable. The Contractor shall give a minimum of 2 weeks’ notice for staffing changes except where another timeframe is mutually agreed.

In order to provide support for the technical area, the Contractor’s aggregate personnel must have diverse knowledge, skills and experience. The following list provides a “baseline” reference for the skills, knowledge and experience necessary to support SSA’s requirements. This list is not all-inclusive. The future marketplace will dictate any additional skills, knowledge, and experience SSA may require. The Agency does not expect that each individual proposed by the Contractor to perform on this contract will be knowledgeable in every item on the list. However, the Contractor must be able to provide personnel to meet these requirements and/or provide personnel highly skilled at quickly learning the essentials of the skills requirements.

The Contractor must provide personnel with experience in requirements, analysis, design, development, testing and implementation of large business oriented data systems. Additionally, experience is needed in developing software for mainframe, client-server, and distributed processing environments. Experience and knowledge of communications integration among PC workstations, LANs and mainframes as it relates to software design and development is required to support SSA’s applications development efforts. Skills are required to provide technical support for software strategies in evaluating SSA’s design alternative.

Systems analysis and design techniques employed must result in the development of modern, structured systems. The Contractor personnel must have working knowledge of structured techniques and methodologies, and create and use test files that simulate production systems. Use of SSA’s various development and production facilities requires knowledge of test and debug facilities, code generators, the awareness and understanding of library functions, and the use of programmer workbenches and system utilities. The Contractor must provide personnel with experience in various software development languages.

Data Administration and Database Administration skills are required to design and develop SSA’s databases for cooperative processing environments in real-time, interactive and off-line modes. Examples of work in the database area include evaluating DBMSs, Master File restructuring, security, integrity, reviewing physical database designs, database software installation and maintenance and data purification and data dictionary management support.

As necessary, the Contractor must be able to obtain personnel with specialized skills in highly technical areas to analyze and evaluate the feasibility of using new technologies in the distributed processing/cooperative processing environment. SSA will evaluate and/or pilot a multitude of emerging technologies, including, but not limited to: Authentication and Authorization Technologies and Gateways, Cloud Computing, Code Generators, Collaboration and Reporting, Content Management, Data Mining, Data Quality and Profiling, Data Sanitization, Data Warehousing, Document Imaging, Electronic Service Delivery, Extraction, Transform and Load (ETL), eTags, Grid Computing, High Speed Networking, Mobile and Portable Office Technologies, PKI, Digital Certificates, eSignatures, Server Virtualization Service Delivery Channel Convergence, Smart Card Technology, and Wikis.

In addition to the technical skills required in the contract, the Contractor’s management team and employees must provide administrative and management skills to plan, organize, lead and provide quality deliverables in a timely manner and within cost estimates. Process and project management must be conducted according to the practices delineated in the Capability Maturity Model/ Capability Maturity Model Integration. Quality of deliverables cannot be sacrificed due to the number of projects underway.

Business and interpersonal skills are required to perform business analysis activities including, but not limited to, data collection, workload performance measurement and resolving issues or selecting strategies via computer-generated tools. Communication skills are essential in developing and reviewing task orders and deliverables as well as working out daily issues and problems. Technical training skills are necessary to transfer technical knowledge and skills to SSA’s staff. Technical writing skills will be required to produce lifecycle deliverables, work plans, and reports. Documentation of procedures/systems must be done to enable ease of technical and operational upgrades.

RESUMES

SSA reserves the right to request the resumes of all proposed personnel. The Contractor shall maintain resume files of all personnel authorized to work on Task orders under the contract.

GOVERNMENT FURNISHED PROPERTY

The Government will furnish all needed property for on-site contractor personnel. This includes Government-furnished space, telephones, equipment, including hardware and software, technical materials, and office supplies. All Government space, materials, and facilities to be used by or provided to the contractor will be employed according to current Government regulations. Consequently, contractor personnel will be required to comply with the appropriate Agency policies and procedures.

PERIOD OF PERFORMANCE

The period of performance for this contract includes a base period of 12 months from date of award, with four 12-month option periods. The period of performance shall end no later than 60 months from date of award.

The period of performance for individual task orders will be identified in the task order award document and/or the statement of work.

PLACE OF PERFORMANCE

The place of performance will be specified at the task order level. The efforts required under this contract shall be performed primarily at the Social Security Administration Headquarters complex located at 6401 Security Boulevard in Woodlawn, Maryland. Contractors may also be required to provide support at any SSA occupied facility located nationwide.

The agency will not pay mileage or work time for Contractor personnel (to include subcontractor personnel) for travel to or from agency headquarters locations for routine meetings and work sessions.

SSA does not intend to restrict Contractor or subcontractor personnel from teleworking; however, telework arrangements must employ appropriate safeguards and comply with all applicable Federal policies, SSA’s Information Security Policies, specifications/requirements, and procedures (e.g., related to Personally Identifiable Information, security, network, data communications, etc.). The Contractor must provide adequate oversight of work products to ensure continued contract adherence. Contractors must have a formal written telework policy in place if telework is employed.

Telework is contingent on the following:

a. All telework requests must have prior approval.

b. Contractor personnel must submit a formal request to the task order manager.

c. Telework can not begin before or without call manager approval.

d. Telework on the part of the Contractor is voluntary.

e. Telework shall not result in an increase in price to SSA.

f. The agency must not be adversely affected.

g. The Contractor shall be responsible for continuity of performance, in accordance with the terms of the contract.

h. Telework for a contractor employee must be approved by the contractor employee’s supervisor.

i. The Contractor understands that any contractor employee authorized for teleworking under these terms will be provided, by SSA, with a laptop, or other device provisioned by SSA, for secure authenticated access, which will be upgraded when needed. Contractor employees who telework must use the SSA-supplied laptop, or other device provisioned by SSA, to telework.

j. The Contractor is prohibited from connecting to SSA systems outside of the CONUS.

k. Contractor personnel (to include subcontractor personnel) response time to requests for virtual meetings, conference calls, and other technical assistance identified in the task order must not exceed 2 hours.

HOURS OF OPERATION

SSA’s headquarters core hours are 9:30 a.m. to 2:30 p.m. Eastern Standard Time (EST). Normal work hours are 8:30 a.m. to 5:00 p.m., with 30 minutes for lunch, which is unpaid. Contractor personnel may be on-site during this time with the approval of the Call Manager.

SSA’s computer operations span three shifts over a 24-hour period. Work within the scope of this contract can span any portion of the 24-hour perion, based on specific task order requirements. Additionally, some task orders can require work to be performed during off-hours, weekends and/or off-site. When the contractor performs work during off-hours, weekends and/or off-site, SSA requires them to provide contact information (e.g., email and/or phone number) during this timeframe

The Government will specify the hours of operation for Contractor performance at the task order level, as coverage varies (e.g., 24x7, 6:00am–6pm EST, weekends). Please refer to Section C clauses for SSA Building Closures, and Observance of Legal Holidays and Administrative Leave.

TRAVEL

Most of the support services required under this contract will be performed onsite at the SSA Headquarters located in Woodlawn, Maryland. However, contractors may also be required to provide support at any SSA occupied facility located nationwide. The location of the work assignment will be specified in each Task order issued.

The Contractor shall propose travel expenses in accordance with the Federal Travel Regulations in effect at the time of travel, and with FAR 31.205-46. The contractor must make every effort to keep travel costs to a minimum and must institute cost effective modes of transportation such as carpooling. Prior approval for travel must be obtained from the Contracting Officer.

SSA will pay travel expenses for contractor resources only if specifically requested and pre-approved by SSA. Travel required outside of headquarters or their assigned regular office will be reimbursed only if authorized by the Contracting Officer. The Contractor will not be reimbursed for travel for its personnel to and from their residence to their assigned regular office as defined by the task order place of performance. The Government will not reimburse any costs associated with the relocation of contractor personnel. No indirect burdens, General & Administrative expense, or profit percentages shall be applied to travel cost.

Travel will be priced on either a cost-reimbursable or a firm-fixed-price (FFP) basis depending on the individual Task order requirements. Travel requirements that are priced on an FFP basis are not subject to the invoicing requirements contained in AS Clause 3203.

CONTRACT MANAGEMENT REPORTING

All deliverables and other written reports are to be submitted to the COR and the Alternate COR (and Task Manager(s) as appropriate) in an electronic format using the medium (e.g., Excel, Word, Power Point, etc.) specified at the contract level or task order level, as applicable, on the date and time specified.

All deliverables and other written reports produced under this contract remain the property of the Government. The Contractor must implement effective document management for all deliverables and other written reports to include version control and comment resolution such that each release has clear inventory of comments that were accepted or rejected as part of the version. All deliverables will be comprehensively maintained for the entire period of performance of the contract.

A. Monthly Invoices

The Contractor will submit a monthly invoice for each active task order due to the COR and the Alternate COR the first calendar day of the month. The invoice will include the following, but is not limited to:

1. Invoice date

2. Invoice number

3. Task order number

4. Period of Performance

5. Description

6. Current Amount

7. Cumulative total

B. Monthly Status Report

The Contractor will submit a narrative assessment on the status of each task order, due to the COR and the Alternate COR on the 10th calendar day of the month. This report will provide a detailed breakdown of contract resource expenditures and workload summarization for each task order. Any issues related to contract management are to be included in this report as well. This report shall include the following information, but is not limited to:

1. Task order number

2. Task order title

3. Reporting period

4. SSA task order manager

5. Contractor task order manager and contact information (email and phone)

6. Task order period of performance

7. Description of status/progress on task order

8. Detailed description of any problems/significant issues encountered that need to be brought to the attention of the Government. This should include:

a. Timeframes (when was contractor first aware of issue, etc.)

b. Name(s) of SSA personnel and contractor personnel who have first-hand knowledge of the issue (if other than, or in addition to, the SSA task order manager)

c. Actions taken to date for resolution

d. Proposed next steps for resolution

9. List all contractor personnel by last name, first name working on task order

10. List personnel changes made during the reporting period

11. List all personnel that are no longer working on the task order

12. Identify task orders that expire during the reporting period

13. Identify task orders that expire during the reporting period for which activities/deliverables have not been completed. This should include:

a. Reason for delay in completing deliverables

b. Timeframe for successful completion of deliverables

c. Actions taken to date for resolution

d. Proposed next steps for resolution

14. Identify all task orders that are due to expire during the next reporting period.

15. Detailed description of contract management related issues. This should include:

a. Timeframes (when was contractor first aware of issue, etc.)

b. Name(s) of SSA personnel and contractor personnel who have first-hand knowledge of the issue (if other than, or in addition to, the SSA task order manager)

c. Actions taken to date for resolution

d. Proposed next steps for resolution

C. Monthly Suitability Report

The Contractor will submit a monthly Suitability Report to the COR, on the 10th calendar day of each month to provide a detailed breakdown of the current suitability status of all contractor personnel that are active or inactive. This report shall include the following, but is not limited to:

1. Report Date

2. Person Name who prepared the report

3. Contact Phone Number for the person who prepared the report

4. Email address for the person who prepared the report

5. Acknowledgement that the contractor maintains a file with signed copies of all Contractor Personnel Security Certification (CPSC) forms (Yes or No).

6. Acknowledgement that the contractor maintains a file with copies of all suitability determinations (Yes or No).

7. A record for each contractor nominated to perform, or who is performing, or who has performed on the contract. The record, must contain the following information:

a. Contractor Full Name (First, Middle, Last, Suffix)

b. Contractor Contact Number (###-###-####)

c. Contractor eMail Address

d. Task order Number

e. Contractor Position Held or Applying for

f. Acknowledgement that contractor Meets Qualifications Specified in contract (Yes or No)

g. Contractor Security Level Received or Sought

h. Whether the person is carried over from the previous contract (Yes or No)

i. Suitability Determination Cover Letter Provided to COTR (Yes or No)

j. Date Suitability Determination Cover Letter Provided to COTR (mm/dd/yyyy or N/A)

k. COTR approval to pursue suitability (Yes or No)

l. Date COTR provided approval to pursue suitability (mm/dd/yyyy or N/A)

m. Date Contractor submitted suitability determination package (mm/dd/yyyy or N/A)

n. Person or office to whom suitability determination package was addressed (First and Last Name, Office Name, or N/A)

o. Contractor Suitability Determination Findings (Pending, Passed, Failed, N/A)

p. Date Suitability Determination Findings Issued (mm/dd/yyyy or N/A)

q. Acknowledgement that Contractor Signed CPSC form (Yes, No, N/A)

r. Date Contractor Signed CPSC form (mm/dd/yyyy or N/A)

s. Date Contractor received temporary HSPD-12 credentials (mm/dd/yyyy)

t. Contractor received HSPD-12 Credentials (Yes, No, N/A)

u. Date Contractor received HSPD-12 Credentials (mm/dd/yyyy or N/A)

v. Date Contractors HSPD-12 Credential Expire (mm/dd/yyyy or N/A)

w. Is the person currently performing on this contract (Yes, No)

x. SSA Building Location

y. SSA Floor/Other Location Information

z. Contractor Departure or Removal Date (mm/dd/yyyy or N/A)

aa. Date COTR Notified of Contractor Departure or Removal (mm/dd/yyyy or N/A)

ab. Has Contractor HSPD-12 Credentials been returned (Yes, No, N/A)

ac. Date that HSPD-12 Credentials were returned (mm/dd/yyyy or N/A)

ad. To whom were the HSPD-12 Credentials Returned (First, Last Name)

ae. Additional Comments

D. Monthly Financial Report

The Contractor shall submit a Monthly Financial Report to the COR on the 10th calendar day of each month. This report will provide a detailed breakdown of contract resource costs for each task order.

For Firm Fixed Price task orders, the report will have four sections and will include the following information, but is not limited to:

1. Section One:

a. Task order number

b. Task order title

c. Reporting Period

d. Period of Performance

e. SSA task order manager

f. Award amount (fully funded amount)

2. Section Two

a. Invoice Number

b. Invoice Date

c. Invoice Amount

d. Payment Schedule

e. Comments

f. Cumulative Total

g. Remaining Balance

3. Section Three

a. Invoice Issues

b. Resolution

4. Section Four

a. Full funded amount

b. Award type (Base, Modification 1)

c. Date Issued

d. Amount

e. Total Obligated

f. Remaining Balance

E. Ad-Hoc Reports

SSA may occasionally request ad-hoc reports. These ad-hoc reports will ask for information that is already captured by the Contractor and can be reformatted for a new report.

DELIVERABLES

A. Task orders

Each Task order will identify all deliverables and specify the completion date(s). All deliverables must be approved and accepted by the Task Manager to be considered completed. The deliverables may be modified, if both parties mutually agree to the changes, and a modification is executed by the Contracting Officer.

All items produced in the execution of any Task order under this contract becomes the sole property of SSA and can be utilized and distributed in any way the Government sees fit. The contractor will not have any rights to receive, access, retain, or make use of any items produced under this contract.

B. Contract Management Reports

The Contractor will submit the required monthly reports to the COR and the Alternate COR as specified in the table below.

C. Acceptance Criteria for Task order and Contract Level Reporting

The COR, task order manager or designee will have the right to reject or require correction of any deficiencies found in deliverables. In the event of rejection of a deliverable, the task order manager or designee will notify the Contractor in writing as to the specific reason why the deliverable is being rejected. Deficiencies are identified as follows:

· Major revisions include content additions and deletions, substantial reorganization of report contents including moving material into appendices and attachments, adding explanatory charts and figures, replacing several paragraphs that are poorly worded or may be misread, and similar corrections. These major corrections must be made by the Contractor within ten working days of notice by the Government.

· Minor revisions are considered essentially editorial and may be requested orally. They include such items as: typographic errors, formatting (e.g. failure to use an appropriate table of contents, lack of page numbers and dates, graphics too small to be readable), and poor writing style. The Contractor must correct these minor editorial corrections within five working days of notice by the Government.

If the deliverable is a software product, the Contractor shall submit to the Call Manager a form stating that the product has been completed and is ready for evaluation. The form shall include information regarding the location and identification of software being tested. The Call Manager and Contractor shall establish acceptance criteria and procedures for each deliverable as required in the Task order. An action plan for correcting unacceptable deliverables will be established.

Software (source code, JCL, etc.) and data (test, master files, etc.) products shall be delivered and evaluated according to the technical specifications provided in each Task order. Such technical specifications shall include, but not be limited to:

· source code language

· data descriptions/format

· levels of testing

· structured methodology requirements

· location of development

· testing

· evaluation

Adherence to SSA standards, ESEF/MISF requirements and use of SSA’s tools and technical capabilities shall also be part of the acceptance criteria. When specifically addressed in a Task order, the Contractor will be required to provide, install, and demonstrate successful installation of software deliverables on SSA’s specified IWS/LAN. For example, if the use of an XML tool “XYZ” was specified in a Task order, the Contractor may be required to transfer the “XYZ” XML files to a workstation specified by SSA and successfully demonstrate the use of this file with the “XYZ” on SSA’s machine. The media for this data transfer shall be specified in the Task order.

The Task order Manager shall have access to all software products stored on the Contractor’s IWS/LAN and SSA’s ESEF/MISF throughout the period of performance of any Task order in order that ongoing progress may be evaluated. If software/data products are developed at a Contractor site (using equipment other than the Contractor’s IWS/LAN or SSA’s ESEF/MISF), SSA must have access to that software/data during the development period. Transfer of software/data products to the ESEF/MISF or to SSA’s designated IWS/LAN will be accomplished at the time designated by, and following requirements/restrictions defined in, the individual Task order(s).

When software/data products are completed and ready for final acceptance, access to these products shall be restricted to SSA’s designated individuals until the formal acceptance has been completed. If the product is unacceptable, the Contractor shall have the number of days specified in the individual Task order to incorporate the required changes.

If the software/data products are still unacceptable after a second formal acceptance review or period, SSA reserves the right to request the Contractor to rework the deliverable or to cease further work; whichever is deemed by SSA to be more advantageous in its best interests.

The Contractor shall ensure the protection of computer storage materials, software, and data that are intended for use with SSA’s computers against acts of vandalism, including personal computer viruses.

SECTION 508

Installation, Configuration and Integration Services

When the contractor provides installation, configuration or integration services for equipment and software pursuant to this contract, the contractor shall not install, configure or integrate the equipment and software in a way that reduces the level of conformance with the applicable Section 508 standards. SSA reserves the right to perform testing on a contractor’s EIT solution in order to validate the contractor has installed, configured or integrated the EIT solution in a way that does not reduce the level of conformance with the applicable Section 508 standards.

Maintenance Upgrades and Replacements

The contractor shall ensure maintenance upgrades, substitutions, and replacements to equipment and software pursuant to this contract do not reduce the original level of conformance with the applicable Section 508 standards at the time of contract award. The Agency reserves the right to evaluate upgrades, replacements, and substitutions using a Voluntary Product Accessibility Template or requiring test units to perform hands-on Section 508 and accessibility testing before final acceptance.

Service Personnel

The contractor shall ensure the personnel providing the labor hours have the knowledge, skills and ability necessary to address the applicable Section 508 standards defined in the contract.

Support Services and Accessibility

The contractor shall comply with the Section 508 Standards 36 CFR Subpart D -1194.41 for electronic and information technology (EIT) deliverables and services in this contract. The contractor’s support services shall accommodate the communication needs of end-users with disabilities based on the following minimal criteria:

· Where the contractor provides telephone support services, the contractor shall also provide TTY access for help desk personnel who may require assistance for the hearing-impaired.

· If the contractor provides support services through an internet-based website, the contractor shall ensure the site is compliant with the Section 508 Standards 36 CFR Subpart B 1194.21 and 1194.22 and Subpart C 1194.31.

Accessible User Interface and Electronic Content Requirements

The contractor shall ensure the following deliverables conform to the following content and user interface requirements:

Electronic documentation designed and executed by the Contractor such as, but not limited to:

· Email templates

· Plans

· Training materials

· Reports

· Procedural documents All electronic documents shall be accessible to people with disabilities.

· Electronic documents shall be in accessible file formats, keyboard navigable (i.e. usable without the use of a mouse);

· All non-decorative images shall have textual descriptions that sufficiently describe the image for users with disabilities;

· Tables shall have programmatically associated row and column headers;

Multi-media content shall be audio described and closed captioned, and audio only content shall be delivered with an associated written transcript.

SSA reserves the right to perform testing on a contractor’s electronic and information technology (EIT) deliverables as described in the table above in order to validate conformance with the applicable Section 508 requirements. The contractor shall remediate all issues identified by the COR before the EIT deliverables receive final acceptance.

image1.png