74330226R0060 PWS.pdf

Statement of Work American Battle Monuments Commission

Financial IT, ERP, and Business Process Support Services 74330226R0060

1.0 Introduction

1.1 Agency mission and structure

1.1.1 The American Battle Monuments Commission (ABMC)—guardian of America’s overseas commemorative cemeteries and memorials—honors the service, achievements and sacrifice of United States Armed Forces. Since 1923, the Commission has executed this mission by (1) commemorating the achievements and sacrifices of United States Armed Forces where they have served overseas since April 6, 1917, through the erection and maintenance of suitable memorial shrines; (2) designing, constructing, operating and maintaining permanent American military burial grounds in foreign countries;

and (3) controlling the design and construction on foreign soil of U.S. military memorials, monuments, and markers by other U.S. citizens and organizations, both public and private, and encouraging their maintenance. ABMC’s fiscal year 2026 appropriation of $110.0 million supports the continued commitment to the worldwide responsibilities that flow from this mission.

1.1.2 In performance of its mission, ABMC administers, operates and maintains 26 permanent American military cemeteries; 31 federal memorials, monuments, and markers; and eight nonfederal memorials. Three memorials are located in the United States; the remaining memorials and all of our cemeteries are located in 17 foreign countries, the U.S. Commonwealth of the Northern Mariana Islands, the Midway Atoll, and the British dependency of Gibraltar. These cemeteries and memorials are among the most beautiful and meticulously maintained shrines in the world.

1.1.3 ABMC also administers trust funds to (1) build memorials authorized by Congress but financed primarily from private contributions, commemorative coin proceeds, and investment earnings; and (2) maintain and repair nonfederal war memorials with private contributions.

1.1.4 ABMC’s policymaking body consists of a Board of Commissioners of up to 11 members appointed by the President of the United States for an indefinite term and whose members serve without pay. The commissioners establish policy for the Commission. ABMC’s daily operations are directed by an Executive Level Secretary, who is appointed by the President and assisted by a Deputy Secretary who is a member of the Senior Executive Service.

1.1.5 ABMC is staffed by approximately 400 full-time civilian employees, around 75 of whom are US citizens. The remaining 325+ civilian employees are foreign nationals employed in the 10 countries where ABMC cemeteries are located – six in Europe (France, Belgium, Italy, Netherlands, United Kingdom and Luxembourg), plus the Philippines, Tunisia, Panama and Mexico.

1.1.6 The Agency is headquartered in Arlington, Virginia, near Washington DC. The headquarters (“HQ”) office houses approximately 30 people, most of whom are full-time civil servants, as well as a few consultants. The focus of the headquarters office is interfacing with the federal government entities in Washington, and conducting the senior executive, managerial, and policy development aspects of the Agency. The Arlington office has a small Information Technology staff.

1.1.7 All but three of the facilities that ABMC manages are located on foreign soil, as described in Section 1.1.2. Because a majority of these locations are in Europe, ABMC has centralized an Overseas Operations (“OO”) office in Paris, France.

This office houses about 40 full-time people, and another half dozen temporary employees, who oversee and administer the operations of all overseas cemeteries, memorials, and markers.

1.1.8 ABMC provides data network and information services to 26 cemetery sites

(“CEM”).

1.1.9 Given the geographical scope of the Agency as described above, conducting business across multiple countries, in various time zones, with several languages, and multiple currencies creates challenges in communication, collaboration, and configuring system functionality to facilitate a diverse user community.

1.2 Information Technology Infrastructure Environment

1.2.1 The Agency has 2 offices and 26 cemeteries (sites) to which data network services and information services are delivered. The sites are located in 11 countries on 4 continents.

1.2.2 The Agency has a relatively stable user population of between 150 to 200 people, with little expected growth. The number of sites where data services are delivered will remain the same, barring Agency charter changes mandated by the US Congress.

1.2.3 The Agency has two small data centers, one located at its Arlington, Virginia headquarters office and the other at OO.

1.2.4 To facilitate meetings, ABMC maintains dedicated video teleconferencing facilities in the HQ and OO conference rooms. In addition, a portable unit is kept in the OO which can be setup in other European sites as necessary, and another unit is maintained at the Normandy American Cemetery.

1.3 Information Services

1.3.1 Interior Business Center (IBC): ABMC utilizes information services hosted by the Interior Business Center (IBC) within the Department of the Interior (DOI).

Current services include:

1.3.1.1 OFF – Oracle Federal Financials: Since 2011, ABMC has utilized the

Oracle Federal Financial Management System (FMS) services, including General Ledger, Purchasing, Procurement, Accounts Payable, Assets, Credit Card management, Discoverer reporting, and other related modules.

1.3.2 activPayroll

1.3.2.1 Foreign Service Nationals (FSN) payroll: Since 2013, ABMC has utilized activPayroll, a Scotland-based payroll and Human Resource services firm, to manage the payroll for the 320+ FSN employees in France, England, Luxembourg, Netherlands, Belgium, Italy, and Tunisia. The payroll system required substantial customization and development to fulfill governmental requirements and to interface with the US Treasury and the Agency’s financial management system.

1.3.3 Intranet and Internet

1.3.3.1 ABMC has maintained an internal Intranet for over 10 years, primarily supporting Overseas Operations.

1.3.3.2 The Agency recently completed an extensive redevelopment of its public web site.

1.3.4 Other

1.3.4.1 ABMC utilizes other miscellaneous information technology tools in the execution of its business mission.

2.0 Tasks

2.1 FMS related: complete updates to the library of required Quick Reference procedural documents and training modules; ensure the credit card reconciliation process is working properly and is fully documented.

2.2 FSN payroll: assist with the conversion project, including ensuring stability of the overall process, defining and documenting validation and balancing processes, completing all outstanding development projects with the vendor (e.g., accrual support in the GL interface, paying external vendors via the ITS file), completing the transition from the new payroll provider implementation team to the operational team, completing the library of Quick Reference guides and training materials.

2.3 eTravel/GO.gov: ABMC has an initiative to replace its eTravel services currently provided by IBC. GSA is mandating all federal agencies transition to a new, unified travel system called GO.gov. It is anticipated that the GO.gov system will provide better service to ABMC travelers, with less manual effort, at a lower cost, with better visibility and control, while fulfilling federal travel regulations.

2.4 Creation of forms and procedures to maintain the Agency’s fixed assets on the FMS system.

2.5 Design and development of an automated credit card reconciliation mechanism. This project required collaborative development with IBC to implement new functionality within FMS. Quick Reference guides, PowerPoint training sessions, and the current program components are maintained on the FMS Wiki site. The feature is used monthly in both the Headquarters office and the Overseas Operations office, saving substantial amounts of manual work.

2.6 G-Invoicing and other Treasury mandates: In order to comply with mandated Treasury initiatives, ABMC intends to evaluate and implement Treasury’s long-term solution for Federal Program Agencies (FPAs) to manage their intragovernmental Buy/Sell transactions.

2.7 ERM – Enterprise Risk Management: OMB has emphasized the importance of having appropriate risk management processes and systems to identify challenges early, to bring them to the attention of Agency leadership, and to develop solutions. As part of the agency-wide information technology modernization process, the current ERM database must be transitioned to be supported on a new cloud based platform.

3.0 Integrated Facilities Management System: The agency is in the final stages of implementing IFMS which continue to require data gathering, data entry, process redesign, and customer buy-in.

3.0 Objectives

3.1 The contractor shall provide expert Information Technology, Enterprise Resource

Planning (ERP), and Business Process services to ABMC.

3.1.1 The contractor shall provide all types of Information Technology, Enterprise Resource Planning (ERP), and Business Process services as assigned on an as needed basis throughout the life of the BPA. As stated above, specific tasks will be acquired via the issuance of specific Delivery Orders against the BPA.

3.1.2 The Agency intends to launch additional projects that will require senior level expertise in Information Technology, project leadership, and ERP systems.

These planned initiatives will likely require at least 1 to 2 years of work by a senior level IT, ERP, and project leadership resource. Once these projects are complete, it is almost certain that similar new projects will be needed. ABMC must continue to meet its anticipated project requirements, as well as those ad hoc needs that arise during normal business operation. Continuity of uninterrupted support in these highly technical and business process areas is critical.

3.2 Current and future projects include:

3.2.1 Enterprise Risk Management: Completion of the project. The current ERM database needs to be converted to a cloud based environment. Additional reporting functionality as well as process flow enhancements need to be completed.

3.2.2 eTravel/GO.gov: Refine the existing eTravel system within the Agency and transition to the GO.gov system. IBC continues to be an authorized provider.

3.2.4 IFMS: Implementation of a fully integrated facilities management system with additional reporting functionality as well as process flow enhancements need to be developed and completed.

4.0 Scope of Work

4.1 The scope of work for this position includes, but is not limited to:

4.1.1 Analysis of requirements and feasibility studies.

4.1.2 Exploration of alternatives, cost analysis, and reporting to management.

4.1.3 Creation of conceptual and detail design.

4.1.4 Project management and/or oversight of development and implementation activities.

4.1.5 Collaboration with ABMC staff and other contracted resources leading to successful completion of the project requirements.

4.1.6 Development of procedures, documentation, training resources, and internal controls, as needed and as assigned.

4.1.7 Conduct user acceptance testing and training.

4.1.8 Oversee go-live migration and transition to operations.

4.1.9 Deliver periodic project status updates to applicable Agency management.

5.0 Tasks

5.1 The Contractor shall conduct all tasks needed to accomplish the assigned project goals.

5.2 The Contractor shall be directly responsible for ensuring the quality, timeliness, and completion of all tasks under this effort.

6.0 Key Personnel Requirements

6.1 Key personnel shall not be reassigned without notification.

7.0 Place of Performance and Hours of Operation

7.1 The place of performance for this contract is typically the ABMC Headquarters. The contractor may be required to travel to ABMC locations to perform work activities, in which case the contractor will be reimbursed for expenses in accordance with the travel provisions of Section 8 are applicable.

8.0 Deliverables / Reporting Requirements

8.1 Monthly Progress Reports shall be submitted to the Contracting Officer’s

Representative (COR) listed in paragraph 9.0 on third business day of each month.

Content of said Reports shall be determined by the COR.

9.0 Contracting Officers Representative (COR)

9.1 Chris Philpot

American Battle Monuments Commission (ABMC) Courthouse Plaza II, Suite 500 2300 Clarendon Boulevard Arlington, Virginia 22201 philpotc@ABMC.gov

10.0 Billing

10.1 The contractor shall submit invoices electronically to the COR for reimbursement of expenses from the previous month to the Headquarters address, including any supporting documentation. Payment is due 30 days net.

10.2 Any requested travel incurred shall be placed in the invoice noting all expenses covered under Section 11.0.

11.0 Travel

11.1 In the event that the contractor is required to travel at the request of the Government, the contractor will be reimbursed for travel expenses incurred in accordance with Government Travel Regulations (41 CFR 300-10, 300-11 and 300-12). Travel must be approved in advance.

12.0 Confidentiality of Information

12.1 The contractor shall not reproduce in any way, divulge, or remove from the premises of

ABMC, at any time during or after providing services in performance of this contract, any tangible or intangible property whatsoever (except contractor’s personal effects and except as necessary to perform services under this contract) which could reasonably be construed as constituting Confidential Information of ABMC, or customers of ABMC. Contractor acknowledges that Trade Secrets, Confidential Information, and materials regarding ABMC and its customers have been or may be disclosed to the contractor or its employees solely for the purpose of assisting them in performing their duties under this Contract. Contractor agrees to take any and all reasonable actions, including those requested by ABMC, to prevent such disclosure and preserve the security of Confidential Information and materials.

12.2 Confidential Information shall mean all information regarding ABMC, ABMC’s activities, ABMC’s business or ABMC’s customers that is not generally known to persons not employed by ABMC and that is not generally disclosed by ABMC practice mailto:philpotc@ABMC.gov of authority to persons not employees by ABMC and is the subject of reasonable efforts to keep it confidential. Confidential Information shall include, but not be limited to product code, product concepts, production techniques, technical information regarding ABMC products and services, production processes and product development, operations techniques, product formulas, information concerning ABMC techniques for use and integration of its products and/or services, current and future development and expansion or contracting plans of ABMC, sale/acquisition plans and contacts, information concerning the legal affairs of ABMC and certain information concerning the financial affairs of ABMC. Confidential Information shall not include information that has become generally available to the public by the act of one who has the right to disclose such information without violating any right or privilege on ABMC. This definition shall not limit any definition of Confidential Information or any equivalent term under any applicable law protecting trade secrets or other Confidential Information or any other state, local or federal law.

12.3 The contractor agrees to not directly or indirectly transmit or disclose any Trade Secrets or Confidential Information to any person, concern or entity, or make use of any such Confidential Information, directly or indirectly, for himself/herself or for others, without the prior express written approval by the Contracting Officer other than disclosures warranted in the course of providing services to ABMC. Contractor warrants that he/she had not disclosed or used for his/her own benefit or the benefit of anyone other than ABMC, any Confidential Information or Trade Secrets prior to execution of this contract.

12.4 A failure or alleged failure of ABMC to perform obligations under this contract shall not relieve that contactor’s obligations under these nondisclosure provisions of the contract.

13.0 Ownership of Intellectual Property

13.1 The contractor agrees that all documents, deliverables, software, systems design, disks, tapes and any other materials created in whole or part by the contractor in performance of this contract shall be the property of the ABMC. The contractor shall immediately disclose to the ABMC Contracting Officer all discoveries, inventions, enhancements, improvements and any similar creations made in whole or in part, by the contractor in performance of this contract.

13.2 Ownership and control of the above materials and creations, including any copyright, patent rights and other Intellectual Property rights therein, shall vest exclusively with ABMC, and the contractor hereby assigns all rights, title and interest that the contractor may have in such materials and creations to ABMC, without additional cost.

Contractor warrants that the cost/price incorporated into the contract includes payment for such rights to ABMC. Contractor agrees to execute any documents required by ABMC to register these rights and to implement the provisions herein.

14.0 Federal Holidays / Weekends

14.1 The premises of the Agency will be unavailable to the Contractor on weekends and

Federal holidays. In the event that the Contractor is required to visit Agency premises on a weekend or a Federal Holiday, access is only allowed with the prior approval of the COR. Below is a list of federal holidays:

(1) January 1 - New Year's Day

(2) Third Monday in January - Martin Luther King Jr. Day

(3) Third Monday in February - Washington's Birthday

(4) Last Monday in May - Memorial Day

(5) June 19 - Juneteenth

(6) July 4 - Independence Day

(7) First Monday in September - Labor Day

(8) Second Monday in October - Columbus Day

(9) November 11 - Veterans Day

(10) Fourth Thursday in November - Thanksgiving Day

(11) December 25 - Christmas Day