Attachment_1_-_Performance_Work_Statement.pdf

Attachment 1

70Z02318QP0000A00

Performance Work Statement

PERFORMANCE WORK STATEMENT (PWS)

FOR

Project Prioritization Tool

1.0 GENERAL

1.1 BACKGROUND

The Research, Development, Test, and Evaluation (RDT&E) Program is comprised of the Office of RDT&E (CG-926) that provides programmatic oversight and direction and is located at Coast Guard Headquarters in Washington, D.C., and the Research and Development Center (RDC) that serves as the execution agent of the program and is located in New London, CT. The primary responsibilities of the program are to conduct research and analyses that maximize the Coast Guard’s mission and operational performance; leverage academic, government, and private partnerships to expand research capabilities and resources; and deliver targeted, transitional, and ready-to-use products that have a clear return on investment to the service. The RDT&E program provides the Coast Guard with knowledge necessary to make and support strategic and operational decisions, and provides the tools and capabilities to address technological challenges.

Aligning resource decisions with strategic priorities within the RDT&E program is a key function of the office’s annual Idea Submission Review (ISR). The ISR is a two day conference that takes place every fall. The ISR provides stakeholders with the opportunity to collaboratively discuss proposed ideas and vote in order to influence the RDT&E Program’s upcoming project portfolio. The program is seeking a service to prioritize proposed investments based on their relative importance towards achieving organizational goals and objectives.

1.2 SCOPE

The contractor shall provide a decision support tool and support team for the entire ISR. The contractor shall participate in planning meetings as necessary leading up to the ISR. The tool shall provide the ability for stakeholders to vote on idea submissions and shall have the ability to develop and prioritize decision criteria, determine prioritization lists based on the criteria, and evaluate investment options in a single collaborative product. The contractor shall provide a demonstration of the voting solution onsite at USCG headquarters prior to the ISR dry-run meeting. The contractor shall support a dry-run meeting during the two days before the ISR for the base year and two weeks in advance of the annual ISR for the option years. The contractor shall provide meeting check-in support to assign hardware and materials during the ISR and shall provide a 1-page training document for meeting participants. The contractor shall provide an overview of voting methods and provide assistance during voting sessions. The voting devices shall have a graphical user interface (e.g., tablet, touchpad, etc.) with 1-10 options, along with a 0 option ability to abstain from voting. The contractor shall provide enough voting devices to support 75 people. Optional quantities, in increments of 10 and up to an additional 40, are included in the option years of the contract in the event more than 75 people will be attending the ISRs. The decision support tool shall quickly and easily integrate qualitative and quantitative information from multiple stakeholders to ensure organizational alignment during strategic trade-off or allocation decisions. The contractor shall provide instantaneous results, including voting progress to determine whether a participant still needs to vote for a particular session. The system shall allow voters to change a previous vote. The contractor shall provide a review of voting results immediately after each voting session. The contractor shall provide data analytics at the end of the ISR. The contractor shall provide results immediately after the ISR to include a rank ordered list of results, a PowerPoint list of results to include bar graphs, and a breakdown of voting results by office by close of business on the final day of the ISR. The contractor shall not require access to the Coast Guard network.

1.3 OBJECTIVE

The objective of this solicitation is to have a user-friendly voting tool for the ISR that will provide instantaneous results that can be used to help the RDT&E program prioritize investment options.

1.4 APPLICABLE DOCUMENTS

1.4.1 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

1) FY2018 RDT&E Project Portfolio

2) United States Coast Guard Research and Development Center 2016 Annual Report

1.5 PERFORMANCE REQUIREMENTS SUMMARY.

This contract includes a Performance Requirements Summary (PRS) at PWS 9.0. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Voting Tool Demonstration

Contractor shall provide a demonstration of the voting tool no later than 5 working days after contract award.

2.1.1 Demonstration shall be via video teleconference..

2.1.2 The demonstration shall show how the voting input devices work.

2.1.3 The demonstration shall show how the voting tool tabulates and presents results.

2.2 TASK TWO. ISR Dry Run

The contractor shall attend an ISR Dry Run during the day before the ISR for the base year and two weeks in advance of the annual ISR for the option years.

2.2.1 The dry run will be on site at Coast Guard Headquarters in Washington, DC.

2.2.2 The contractor shall have actual voting options (provided by the government) loaded into the voting system.

2.2.3 The contractor shall have at a minimum 75 voting input devices operational during the dry run to fully load test the system in the actual ISR environment.

2.2.4 The demonstration shall show how the voting tool works without connection to the Coast Guard internal network.

2.2.5 The demonstration shall include a presentation from the contractor on an overview of the use of the input device for users.

2.2.6. The demonstration shall show the ability to determine whether a participant still needs to vote for a particular session.

2.2.7 The demonstration shall show the ability for a participant to change a previous vote and also demonstrate the ability to abstain from voting option on the tool.

2.2.8 The demonstration shall show how the voting tool tabulates and presents results from input entered on the voting input devices.

2.2.9 The demonstration shall include presentation of analytics collected from the dry run and show how they can be viewed in charts and graphs that show voting results.

2.3 TASK THREE. ISR Support

The contractor shall attend the full two days of the annual ISR and provide oversight, management, and support of the voting solution previously shown at the dry run (Task 2.2).

2.3.1 The ISR for the base year will be on site at Coast Guard Headquarters in Washington, DC, November 8-9, 2017. The dates for the annual ISR in the option years will be provided if and when the option year is exercised.

2.3.2 The contractor shall provide enough personnel to support efficient check-in, monitoring, and technical support for up to 75 users of the voting equipment.

2.3.2 The contractor shall have all data (provided by the government) necessary loaded into the voting system prior to the start of the ISR.

2.3.3 The contractor shall have at a minimum 75 voting input devices ready, tested and operational for the ISR.

2.3.4 The voting tool shall work without connection to the Coast Guard internal network.

2.3.5 The contractor shall support ISR participant check-in and distribution of voting equipment.

2.3.6 The contractor shall present to the ISR participants an overview of the use of the input device for users.

2.3.7 The contractor shall provide a one-page document explaining to participants how the voting tool works.

2.3.8 The voting tool shall have the ability to determine whether a participant still needs to vote for a particular session.

2.3.9 The voting tool shall have the ability for a participant to change a previous vote.

2.3.10 The contractor shall provide assistance during the voting sessions for up to 75 users.

2.3.11 The contractor shall use voting input to show results immediately after each voting session.

2.3.12 The contractor shall provide data analytics at the end of each day of the 2-day session.

2.3.13 The contractor shall provide results in meaningful charts and/or graphs. At the end of day one, the contractor shall display a rank ordered list of results (with graphs) and a final rank ordered list of results at the end of day two (with graphs).

2.3.14 The contractor shall provide all data to the government at the conclusion of the ISR to include a rank ordered list of results (in Microsoft Excel 2007), a PowerPoint list of results to include bar graphs, and a breakdown of voting results by office (in Microsoft Excel 2007.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall only provide qualified personnel to perform all requirements specified in this PWS. Characteristics of qualified personnel shall include: At least three years experience in meeting management, in-depth knowledge of the voting tool, and experience in using the voting tool in a live meeting environment.

3.2 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.2.1 The Project Manager shall be available to the COR via telephone between the hours of 0800 and 1700 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.3 Employee Identification

3.3.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.3.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.4 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.5 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to unclassified, but Security Sensitive Information may be required under this PWS, such as Research and Development budget priorities. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a 10 month base period with four one-year option periods as follows:

Base Period November 1, 2017- August 31, 2018 Option Period One September 1, 2018- August 31, 2019 Option Period Two September 1, 2019- August 31, 2020 Option Period Three September 1, 2020- August 31, 2021 Option Period Four September 1, 2021- August 31, 2022

4.3 PLACE OF PERFORMANCE

The primary place of performance will be a combination of the Contractor’s facilities and the Department of Homeland Security at US Coast Guard, 2703 Martin Luther King Jr. Ave, SE, Washington, DC 20593.

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0800 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

4.5 TRAVEL

Contractor travel may be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with the Federal Travel Regulations. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR in conjunction with the Voting Tool Demonstration (Task 2.1). The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract . The Post Award Conference will be held at the Government’s facility, located at US Coast Guard Headquarters, 2703 Martin Luther King Jr.

Ave, SE, Washington, DC or via teleconference. At the time of the meeting, the contractor shall provide a detailed project plan showing project schedule and milestones.

4.7 PROGRESS REPORTS

The Project Manager shall provide a progress report to the Contracting Officer and COR via electronic mail one week after the ISR. This report shall include a summary of all Contractor work performed, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.8 PROGRESS MEETINGS

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.9 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

4.10 PROTECTION OF INFORMATION

Contractor access to proprietary information is required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive But Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.11 SECTION 508 COMPLIANCE

Accessibility Requirements (Section 508) Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal access to and use of information and data that is comparable to that enjoyed by non-disabled Federal employees and members of the public.

All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

Section 508 Applicable EIT Accessibility Standards

36 CFR 1194.21 Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under this SOW including but not limited to GOTS and COTS software. In addition, this standard is to be applied to Web-based applications when needed to fulfill the functional performance criteria. This standard also applies to some Web based applications as described within 36 CFR 1194.22.

36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous JavaScript and XML (AJAX) then 1194.21 Software standards also apply to fulfill functional performance criteria.

36 CFR 1194.24 Video and Multimedia Products, applies to all video and multimedia products that are procured or developed under this SOW. Any video or multimedia presentation shall also comply with the software standards (1194.21) when the presentation is through the use of a Web or Software application interface having user controls available.

36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

36 CFR 1194.41 Information Documentation and Support applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required

1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this SOW that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

Section 508 Applicable Exceptions

Exceptions for this SOW have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply: 36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the Contractor to fulfill this SOW does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those Contractors assigned to fulfill the obligations of this SOW and for the purposes of this requirement, are not considered members of the public.

Section 508 Compliance Requirements

36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meet some but not all of the standards, the agency must procure the product that best meets the standards. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the workspace necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

The Government will provide copies of the references cited in PWS 1.4 at the Post Award Conference.

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in PWS 2.0 and PWS 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail notification that the deliverables have been accepted, or provide documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions. The COR will send an email notification to the Contractor when the deliverable has been accepted.

7.2 The COR will have 10 business days to review deliverables and make comments. The Contractor shall have 3 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS.

ITEM

PWS

REFERENCE

DELIVERABLE /

EVENT

DUE BY

DISTRIBUTION

1 4.6 Post Award Conference Within five business days of award

N/A

2 4.6 Draft Contractor Project Plan

At Post Award Conference (Item 1)

COR, Contracting Officer

3 4.6 Final Contractor Project Plan

Three business days after receiving government’s comments on Draft Contractor Project Plan

COR, Contracting Officer

6 4.7 Progress Reports Five business days after ISR

COR, Contracting Officer

7 2.3.7 Voting Tool Usage Guide

At the Dry Run (2.2)

Officer, 75 stakeholders

8 2.3.14 Data Package One business day after end of ISR

Officer

9.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS).

The PRS establishes key elements of Contractor performance that represent “mission essential” service requirements, which are identified in the table below in the “Service Output” column.

The “Performance Objective” column represents the standard against which Contractor performance will be measured in relation to accomplishment of the corresponding service output.

The performance objective or “standard” describes the minimum acceptable level of service by the Contractor for satisfactory performance. The “Acceptable Quality Level (AQL)” column displays the maximum allowable deviation from the performance objective, which, if exceeded, evokes the negative incentive specified in the table below.

Service Output Performance Objective Acceptable Quality Level

(AQL)

Incentive/Disincentive

1. ISR Dry Run Support

(PWS 2.2)

All user input devices easily connect to the contractor provided base system and meet all the requirements specified in

PWS 2.2

100% of user input devices are operational

Results will be reflected in the Contractor’s past performance evaluation for the contract. In addition, positive work shall also be reflected in contract evaluations.

2. ISR Support (PWS 2.3) All user input devices easily connect to the contractor provided base system and meet all the requirements specified in

PWS 2.2

100% of user input devices are operational

Results will be reflected in the Contractor’s past performance evaluation for the contract. In addition, positive work shall also be reflected in contract evaluations.

3. ISR Support (PWS 2.3) On-time start of the ISR. The start of the ISR shall not be delayed due to contractor provided equipment malfunctions or backlog of meeting attendees checking out user input devices.

No more than five minute delay due to equipment malfunction or check-in backlog

Results will be reflected in the Contractor’s past performance evaluation for the contract. In addition, positive work shall also be reflected in contract evaluations.

4. Comprehensive and detailed documentation

(PWS 2.3.7, 2.3.13,

2.3.14)

The contractor shall provide comprehensive and detailed documentation support services to fulfill the requirements under this contract.

Meets the requirements of PWS

Organized in logical manner

Free of grammatical errors.

When the report is found to be unacceptable to the Contracting Officer, and remains unacceptable after re-performance of the work, the results will be reflected in the Contractor’s past performance evaluation for the contract. In addition, positive work shall also be reflected in contract evaluations.