FY25 ESAMS_SOW v2.pdf

Performance Statement of Work

For FY25 ESAMS Modification and Maintenance

PART 1 GENERAL INFORMATION

1.1. Purpose:

The purpose of this effort is to provide public safety related information technology (IT) support for the Naval Facilities Engineering Systems Command (NAVFAC) and its customers at all locations in Continental United States (CONUS) and Outside of the Continental United States (OCONUS).

1.2. Background:

The NAVFAC facilitates comprehensive data management of employer-required public safety program records and employer-mandated Federal record keeping compliance requirements for itself and its customers. The NAVFAC currently provides access to Government Owned/Government Operated (GOGO) web application and production servers that host Commercial-Off-The-Shelf (COTS) products that are Contractor Owned/Contactor Operated (COCO). These products are functionally equivalent to a suite of integrated, web-enabled, software application modules specifically designed for tracking and management of public safety program responsibilities.

1.3. Scope:

The NAVFAC supports a customer population of ~25,000 system users at 101 Navy shore installations and sites worldwide, including numerous ongoing and revolving Contracted companies with reporting responsibilities.

1.4. Applicable Documents

The contractor shall adhere to the following safety-related documents.

• Occupational Safety and Health Administration Code of Federal Regulations

• Consensus Standards adopted by the Department of the Navy

• Department of Defense Instructions

• Secretary of the Navy Instructions

• Office of the Chief of Naval Operations Instructions

• Unites States Army Corps of Engineers (USACE) EM 385 (Series), Safety and

Health Requirements Manual for Contractors

PART 2 WORK REQUIREMENTS

2.1. Technical Requirements

The Contractor shall provide the following IT application capabilities:

• Provide IT capabilities for identifying hazards (e.g., deficiency notices and deficiency status; hazard surveys; employee report of unsafe/unhealthful conditions; workplace inspections; audits of job hazard analyses (JHA), job safety analyses (JSA) and standard operating procedures (SOP); and job stressors from industrial hygiene surveys).

• Provide IT capabilities for communicating employee involvement including auto-generated email; and web-based surveys of supervisors, employees, customer satisfaction, and command climate; and safety committee outcomes.

• Provide IT capabilities for facility asset management including hazard area tracking, personnel resources, workplace equipment and table of allowances.

• Provide IT capabilities for training including needs assessments; auto-generated scheduler; military and civilian training status; individual training record summaries;

on-the-job training; and classroom course completion/certification status.

• Provide IT capabilities for public safety program management including Personnel Administration, Training Administration, Reports Management System, Mishap Management, Inspections, Deficiency tracking, Abatement and Tracking System, Hazard Abatement Program database and the Licensing and Certification database.

• Provide IT capabilities for shore incident reporting and documentation including OSHA 301 Log and Summary.

• Provide IT capabilities for personnel information including assigned job/duty tasks, assigned organization and supervisor, motorcycle operator status, personally identifiable information (PII), and medical surveillance status.

• Provide IT capabilities for integrated applications including performance metrics, tracking and trending, inspection schedules, Echelon-level safety dashboards, program compliance monitoring, data analysis, and statistical charts and graphs.

• Provides IT capability to extract and provide data from within the COTS system to the program in a manner and format specified by the program.

2.2. Technical Requirements Cross Functionality:

The Contractor shall also provide integrated program cross-functionality support that enables the sharing of information from site to site and organization to organization.

Information sharing provides a higher level of efficiency and the sharing of best business practices throughout the user community. This cross-functionality also enables supervisors to track employee workplaces and work assignments. When personnel transfer anywhere in the system network, all of their data (e.g., mishap data, training information, and medical surveillance data) is made available to the receiving activity supervisor. The Contractor shall provide integrated program cross-functionality for the following areas:

• Training Records Management

• Record Keeping and Reports Management

• Workplace/Building Inspections, Deficiencies, and Abatement Tracking

• Medical Surveillance Tracking

• Injury/Illness Reporting

• Command/Department-level Self-Assessments

• Equipment/Vehicle Inventory and Maintenance Management

• Respirator Fit-Testing

• Unsafe/Unhealthful Reporting

• Job Hazard Analysis

• Web-based External Training Class Enrollment

• Motorcycle Safety Training and Program Management

• Customer Surveys

• Supervisor/Employee Assigned Job/Duty/Tasks and Job-Specific Training

• Human Factors Analysis

• Hot Work Permit Management

• Facility Management (e.g., Pre-Fire Plan)

• Manpower Management

• Risk Management

PART 3 DELIVERABLES:

3.1 Modification and Functionality Support for NAVFAC’s Contractor Incident Reporting System (CIRS) Module:

The Contractor shall provide the necessary employee(s) with the level of expertise appropriate tor the administration, maintenance and support of NAVFAC’s CIRS module.

Support for CIRS includes module modifications, database programming graphic design and contracting SME support for these additional capabilities/modules within ESAMS to increase its functionality and ease of use by NAVFAC’s customers. During this award period, the NAVFAC CIRS module must be updated to:

• Provide for a user interface, ad hoc reporting, and search capabilities similar to the other ESAMS modules.

• Provide a method of for Echelon II ESAMS Program Manager or designee to update/add/modify/remove contracts and generate detailed ad hoc reports as needed without the need for HGW support.

3.2 Modification and Functionality Support for Occupational Medical Surveillance System (OMSS) Module:

The contractor shall provide the necessary employee(s) with the level of expertise appropriate for support of the OMSS module. Support for the OMSS module during this contract period includes module modification, database programming graphic design, and SME support for the additional capabilities requested to increase functionality and ease of use by NAVFAC’s customers. The OMSS module must be able to:

• Cross validate “Good Until” dates with the BUMED Medical Surveillance Manual.

• Provide a warning popup that will not allow users to enter dates beyond the maximum periodicity specified by the BUMED Medical Surveillance Manual.

• Require comments/notes for each entry where an employee is found to be anything other than Medically Qualified. Examples of required information includes the need for any follow-up appointments, etc.

• Prompt the user to indicate if an employee is being medically removed from a stressor due to an occupational injury/illness. An affirmative response will automatically generate a corresponding injury report within the Mishap Module. A negative response will require the employee to complete a termination exam if required by the BUMED Medical Surveillance Manual or concurrence by the next higher Echelon before the employee is removed.

• Prompt the user to initiate a restricted or transferred type injury report any time an entry is made that indicates that a doctor has prescribed a reduction in stressor exposure or a transfer to another job class.

3.3 Applications Support:

Contractor shall provide ongoing, timely, system support in the following areas:

Help desk support SF-91 access and support SOP Library Login assistance Enterprise Safety Applications Management System (ESAMS) user assistance Mass data entry Data change requests Problem troubleshooting Provide ad hoc reports and templates Training course subject matter expert review administration Web-based training additions and updates Regulatory standard validation and administration Technical support Data administration Modify data collection within existing modules, search, and reporting capabilities for

ESAMS as requested by NAVFAC HQ, to include information assurance requirements.

Contractor Incident Reporting System (CIRS) Hazard Abatement Program database (HAP) Navy Licensing Program database Incorporate the NAVFAC safety management system requirements into the compliance assessment module.

Section 508 compliance

3.4. User Training Sessions:

Contractor shall provide webinar and in-person training sessions in the use and operation of Contractor IT application, from contractor facility, as coordinated by NAVFAC HQ. Each webinar session will include up to 15 individual viewing locations.

3.5. Monthly Activity and Status Reports

The contractor shall develop and provide a monthly activity and status report, using MS Office Suite applications, by the 10th of each month via electronic mail to the client representative and technical point of contact (TPOC). The monthly activity and status report shall include the following:

• Data Change Requests (DCRs) received from all NAVFAC Activities during reporting period (Include new DCRs, completed DCRs, on-going DCRs, and progress to date on on-going DCRs). Provide a brief description of each DCR

• Work performed on CIRS

• CIRS problems and corrective actions taken. Also include issues or concerns and proposed resolutions to address them

• Projected cost of requested changes and modifications to CIRS

• Government actions required

• Schedule for completing requested changes and modifications to CIRS

• Other NAVFAC specific work performed such as regular data reports provided, ad-hoc data reports requested, training provided, etc.

• Accumulated invoiced cost including detail such as labor categories, rates and quantities of labor hours per labor category

3.6. Travel:

No contractor travel is expected during this contract period.

PART 4 SUPPORTING INFORMATION

4.1. Security:

• The Contractor shall utilize standard software tools to conduct vulnerability scans of all equipment on the network for vulnerabilities to ensure sound security configurations

• Contractor personnel who are granted access to Government and/or federally controlled information systems shall observe all local automated information system (AIS) security policies and procedures. Violations of local AIS security policy, such as password sharing, performing personal work, file access violations, or browsing files outside the scope of the contract, will result in removal of the Contractor employee from Government property and referral to the Contractor for appropriate disciplinary action. Actions taken by the Contractor in response to a violation will be evaluated and will be reflected in the Contractor’s performance assessment for use in making future source selection decisions. In addition, based on the nature and extent of any violations of AIS security policy, the Government will consider whether it needs to pursue any other actions under the contract such as a possible termination.

• Security Eligibility Requirement

This effort will involve the Contractor to access and potentially populate information/material at the Controlled Unclassified Information (CUI) level. All Contractor and Subcontractor employees gaining access to CUI must have a current (within the past 10 years) favorable Tier 1 or equivalent investigation or higher investigation prior to starting work on the contract. All service and support on this contract are required to be U.S. citizens and must be able to obtain and maintain favorable suitability of the aforementioned Personnel Security Investigation (PSI). Personnel not engaging with CUI are exempt from the aforementioned Personnel Security Investigation (PSI) requirement. As this is an unclassified contract, NAVFAC EXWC Security will be responsible for ensuring contractors meet the PSI requirements. Some restricted areas may require higher PSI, contractor will comply with local site requirements as needed.

• Contractor and Subcontractor personnel cannot begin work on the contract until written concurrence from the government security management office is obtained, stating that the employee has met the criteria to support this contract. In support of this requirement, the contractor shall submit a list reflecting all personnel working on the contract 14 days after the contract has been awarded. This list shall be updated as needed due to personnel changes.

• The government retains the right to request removal of Contractor/Subcontractor personnel, who regardless of prior clearance or adjudication status whose actions, while assigned to this contract, are determined by the COR or government security management office to conflict with the interest of the government. If such a removal occurs, the Contractor shall assign qualified personnel, who is able to meet the criteria of this contract, to any vacancy.

• The Contractor/Subcontractor shall report any personnel who are no longer working under this contract effort within 48 business hours to the Contracting Officers Representative (COR).

• Safeguarding Controlled Unclassified Information

The Contractor shall protect all CUI information per DoD 5200.01 volumes 1-3, DoD 5200.48, 32 CFR Part 117, and Navy Information Security Program manuals.

Contractor/Subcontractor personnel shall not disclose and must safeguard procurement sensitive information, computer systems and data, privacy act data, and government personnel work products, which are obtained or generated in the performance under this contract. This includes but is not limited to electronic transmission of material.

• Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code (USC), section 552a and applicable agency rules and regulations.

• Contract and Subcontractor shall be held liable for all PII and CUI data breaches where it is culpable (e.g., unauthorized disclosure, contract proprietary information, social security numbers, etc.).

• All contractors shall take the DoD Mandatory Controlled Unclassified Information (CUI) Training every year and submit training certificate to the CORs. Link provided is: https://securityawareness.usalearning.gov/cui/index.html

• Upon completion of this contract, all CUI documentation (reports, working papers, photographs, drawings, government furnished equipment or information, etc.) shall be turned over to: NAVFAC EXWC, 1000 23rd Avenue, Building 1100, Port Hueneme, CA 93043-4370.

4.2. Place of Performance:

Contract performance may take place at the contractor’s facility (via virtual communication), a government facility or a third-party facility.

4.3. Government-Furnished Property

The Government shall provide adequate multimedia equipment and workspace to afford on government-site training events.

4.4. Period of Performance:

The period of performance for this contract award is one (1) year base period and two (2), one (1) year options for a total Period of Performance of three (3) years (if all optional periods are exercised).

4.5. Client Representative and Technical Point of Contact (TPOC):

Alicia Harkins Deputy Director, Occupational Safety & Health 1322 Patterson Avenue SE Suite 1000 Bldg. 33, Floor 3 Washington, DC 20374-5140 Email: alicia.a.harkins.civ@us.navy.mil Office Phone: 202-685-9227

Elexia Hertel ESAMS Administration and Training Navy Facilities and Engineering Command (NAVFAC) 1322 Patterson Avenue SE Suite 1000 Bldg. 33, Floor 3 Washington, DC 20374-5140 Email: elexia.e.hertel.civ@us.navy.mil Office Phone: 202-685-6120

4.6. Contracting Office

NAVFAC EXWC, ACQ

Dyanne Van Der Kamp Contracting Officer Email: dyanne.vanderkamp.civ@us.navy.mil Office Phone Number: (805) 982-2515