A.02 DRAFT PWS CRM Support HT001126RFI0237.docx

Department of Defense Defense Health Agency Performance Work Statement

Contract Resource Management

J-1/8 Resources & Personnel Integration

Contract Resource Management Branch

Solicitation Number: HT001126RE00X Version: 1 Date:

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide Contract Resource Management Support.

1.2 Description of services/introduction: The contractor shall provide all personnel, supervision, and non-personal services necessary to perform Contract Resource Management Support as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property or services. The contractor shall perform to the standards in this PWS

1.3 Background: The Contract Resource Management (CRM) Branch provides superior budgetary, financial accounting, systems support, pharmacy refunds, and improper payment oversight for centrally funded PSC programs in support of the TRICARE Health Plan. PSC controls financial records and payments to Regional Managed Care Support Contractors (MCSC) and the CRM has a resolute mission to provide its services via a small and focused team. The DHA is committed to the delivery of the highest quality health care services to 9.5 million TRICARE beneficiaries (military personnel, their families, and retirees) through the Managed Care network of civilian providers, military hospitals, and clinics in the Military Health System (MHS) for medical, dental, and pharmacy. This goal incorporates the provision of a health care delivery system where quality, access, and cost effectiveness prevail.

The DHA CRM Branch has implemented DHA-ECS which provides an integrated set of financial management, contract management, and acquisition support systems that this contract utilizes in support of achieving its goals. E-Commerce components employ commercial-off-the-shelf (COTS) software and hardware along with custom-built applications in web-based environments to include but not limited to the:

· TRICARE Claims Management (TCM)

· Business Objects / TRICARE Encounter Data System (TEDS) Flash Copy

· Financial Reporting Data Warehouse (FRDW)

· Purchased Care Web Site (PCWS) and Contractor Resource Center (CRC)

· Pharmacy Reporting Data Mart (PRDM)

· Contract Reporting Data Warehouse (CRDM)

· Oracle Federal Financial (OFF)

· Management Tracking and Reporting/Performance Assessment Tracking System (MTR/PAT) and E-Commerce Extranet systems

· PRISM contract management system

· Patient Encounter Processing and Reporting (PEPR) and TED Audit (TA) application

· The configuration management software JIRA

The DHA CRM Branch is also responsible for the management and oversight of an external compliance review contract that is responsible for assisting DHA to identify and report improper payments, discrepancies in TED record coding made by PSC contractors throughout the course of claims processing, and evaluating the accuracy of PSC claims processing procedures.

1.4 Objectives: To implement a comprehensive monitoring and evaluation component that identifies improper payments thereby safeguarding TRICARE’s funding and achieving cost savings to the program. Additionally provides for program management support and administrative services including, studies and analysis, business process improvement and information management/program office support for the DHA/CRM E-Commerce program management office.

1.5 Scope: The contractor shall provide support services to DHA-Aurora CRM in budgeting, accounting, reporting, systems accounting, and improper payment evaluation. The contractor shall also be tasked with monitoring program funds execution, supporting the government, assessing new business requirements, and assisting with the administration of the CRM and the E-Commerce program. Support shall include, but is not limited to, maintenance of contract financial transactions documentation, invoices, receiving reports and expenditures, statistical sampling and extrapolation methods, healthcare data mining, analysis, extraction, healthcare claims processing and auditing techniques, medical record billing and coding expertise, and administrative support. The Contractor shall alert Government officials of overdue deliverables, discrepancies in invoices and any other areas of concern, as identified.

The Contractor shall prepare correspondence, information papers, graphics and briefing on expenditure status, program adjustments, and other factors that affect contractual status. The Performance Requirements Summary Matrix in Part 7, Attachment 1 details those tasks that the COR will monitor to determine the performance levels set forth in the order have been attained. Also identified within the Performance Requirements Summary Matrix are the specified performance standards and Acceptable Quality Level requirements.

1.6 Period of Performance (PoP): The PoP for this contract is one (1) twelve-month base period, plus (4) twelve-month option periods. FAR 52.217-8, Extension of Servics is included allowing for an additional six (6) months. The base year will be broken into two (2) periods of performance:

1.6.1 Transition: Transition-in/transition-out period

1.6.1.1 Transition-in period: The Contractor shall provide a Transition-In Plan (CDRL A002) plan for five (5) calendar days of incoming transition from contract to contract. The Government will designate a transition period for the incoming Contractor to coordinate and work with the current Contractor. The Contractor shall coordinate with the Government in planning and implementing a complete transition to the Contractor's support model. This transition plan should include, but is not limited to the following items as applicable:

· Coordination with Government representatives,

· Review, evaluation and transition of current support services,

· Transition of historic data to new Contractor system,

· Government-approved training and certification process,

· Transfer of hardware warranties and software licenses,

· Transfer of all System/Tool documentation to include, at a minimum: user manuals, system administration manuals, training materials, disaster recovery manual, requirements traceability matrix, configuration control documents and all other documents required to operate, maintain and administer systems and tools,

· Transfer of compiled and un-compiled source code, to include all versions, maintenance updates and patches,

· Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

· Distribution of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.,

· Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance,

· Applicable DHA briefing and personnel in-processing procedures,

· Coordinate with the Government to account for government keys, ID/common access cards, and security codes (if applicable)

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including Department of Defense (DoD) and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period: In accordance with this solicitation, the Contractor shall provide a Transition-Out Plan (CDRL A003) for ten (10) calendar days of outgoing transition for transitioning work from an active task order to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from this Contract and/or orders issued under this Contract to a successful provider. This shall include formal coordination with Government staff and successor staff and management. It shall also include delivery of copies of existing policies and procedures, and delivery of required metrics and statistics. This transition plan should include, but is not limited to:

· Coordination with Government representatives,

· Review, evaluation and transition of current support services,

· Transition of historic data to new Contractor system,

· Government-approved training and certification process,

· Transfer of hardware warranties and software licenses (if applicable),

· Transfer of all necessary business and/or technical documentation,

· Transfer of compiled and un-compiled source code, to include all versions, maintenance updates and patches (if applicable),

· Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes,

· Disposition of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.,

· Transfer of Government Furnished Equipment (GFE) and Government Furnished Information (GFI), and GFE inventory management assistance.

· Applicable DHA debriefing and personnel out-processing procedures.

· Turn-in of all government keys, ID/access cards, and security codes (if applicable).

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoD (records manual), including DoD-directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The Contractor shall perform primary activity at the Government’s facility located Defense Health Agency, 16401 East Centretech Parkway, Aurora, Colorado, 80011 and may be subject to change.

1.7.2 Recognized Federal holidays:

Independence Day

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday. Any holidays that are declared by Presidential Executive Order shall be observed in the same manner as the holidays listed above. If the area in which a contract employee is scheduled to work is closed due to the holiday declared by an Executive Order and the employee is not required to report in, payment will not be made for those hours. Closures of the installation due to inclement weather or other such acts of God shall be handled in the same manner.

1.7.3 Hours of operation: The contractor is responsible for conducting business, between the hours of 6 AM to 6 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Core Hours are from 9 AM through 3 PM (MT). The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Please see the following table for the hours of operation.

Monday – Friday

Coverage Hours as requested by a Government Manager*: 8AM – 4PM (MT)

Normal Operations – To ensure there is coverage in the office, as requested by the Government Manager.

· Fiscal Year-End Activities

· System Application Support

· Audit Support Activities

· System Application UAT

· Monthly/Quarterly/Annual Reporting

1.7.4 Emergency Services:. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

1.8 Contractor travel: Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds specified in this contract. All travel requires Government approval/authorization and notification to the Contracting Officer Representative (COR).

The Government is providing a Firm Fixed Price (FFP) Travel Contract Line Item Number (CLIN) for the base and subsequent option years. The Travel CLIN will not exceed $10,000.00 annually.

Estimated travel is as follows:

Arrangements for all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. All travel and transportation shall utilize commercial sources and carriers provided the method used for appropriate geographical area results in reasonable charges to the Government. The Government shall not pay for business class or first-class travel.

1.9 Other Direct Costs (ODC): N/A

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is the means by which the work complies with stated requirements. A draft QCP shall be submitted with the offeror’s proposal, be updated upon award, and be due ten (10) calendar days after award of the task order. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at Part 7 Section 7.1.3

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

1.11.2.3 The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as stated in the “Onboarding Checklist for Contractor Employees.”

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.12 Key personnel (Contractor): The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 9:00 am and 3:00 pm, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

Qualifications for all key personnel are listed below:

Senior Program Manager:

· 10 or more years of program management experience

· 5 or more years of acquisition process experience.

· 5 years or more years of experience with budgeting and accounting, auditing, and configuration management.

· Familiarity with:

· SFIS (Standard Financial Information Systems)

· FAR (Federal Acquisition Regulations)

· SLAs (Service Level Agreements)

· IPV6

· IA (Information Assurance)

· NIST (National Institute of Standards and Technology)

· RMF (Risk Management Framework)

· Continuing of Operations Planning (COOP)

· Software Development Lifecycle (SDLC).

Key Personnel are experienced, professional and/or technical personnel and are essential for successful accomplishment of the work to be performed under this contract. The contractor agrees that such personnel shall not be removed from the contract work or replaced without compliance of the following:

1.12.1 If Key Personnel, for any reason, becomes or is expected to become unavailable for work under this contract for a continuous period or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the contractor shall develop and present to CRM’s Management Team (CDRL A008) a formal written plan ensuring adequate support to CRM’s contractual requirements within one week. The contractor-developed plan is subject to approval by CRM. The contractor’s plan is contingent with CRM’s approval and the expectation may be to promptly replace Key Personnel with personnel of equal ability and qualifications at no additional cost to the Government. Replacements cannot be appointed without first having submitted resumes to the CRM Department Managers for review and approval of the contractor identified candidate.

1.12.2 All requests for approval of replacements/substitutions hereunder must be in the plan and provides a detailed explanation of the circumstances necessitating the proposed replacement and/or substitutions. The request must contain a resume(s) for the proposed replacement/substitute and any other information requested by CRM regarding the proposed candidate. The CRM Department Manager shall notify the contractor and COR of approval or disapproval.

1.12.3 If CRM’s Division Director determines that suitable and timely replacement of Key Personnel who have been reassigned, terminated, or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair successful completion of the contract and its requirements, CRM’s Department Chief may request from the Contracting Officer either termination of the contract for default or for the convenience of the Government, as appropriate, or make an equitable adjustment to the contract to compensate the Government for any resultant delay, loss, or damage.

1.13 Data rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software and any modifications of software that is produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): RESERVED.

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract (CDRL A004). The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR.

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a Government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order. Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete 1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information (CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.1.1 Category D: Information Technology (IT) and Telecommunications Services (called D-Services)

2.1.2 Category R: Support (Professional/Administrative/Management) Services (called R-Services)

2.1.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.1.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.2 Acronyms:

PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☐ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

The Government will provide scanners, fax machines, and desk space lighting for the contractor’s use in performance of the tasks outlined in this PWS. The Government will provide laptops for use in performance under this contract/task order. This equipment is authorized for transaction of official Government business only and shall not be used for personal business Computer equipment to include laptops are subject to communications security monitoring at all times. They are to be used, turned in and/or disposed of as directed by the COR or CO.” Help desk type services to assist in the proper network and email setup of contractors that utilize government furnished laptops will be provided.

3.2 Facilities: The Government:

☐ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this contract/task orders. The Government will provide necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, and computers. As necessary, the place of performance may be subject to change.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Utilities in the facility and is available for the contractor’s use in performance of the tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices.

3.4 Equipment: The Government:

☒ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Equipment in support of this contract/task orders.

3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application The contractor shall be responsible for obtaining and maintaining access, training and successful operation of the PIEE/GFP Module application for the entirety of the contract/task order PoP. The PIEE GFP Module application is located at the following website: https://wawf.eb.mil/piee-landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with contract/task orders awarded through DHA, in accordance with applicable FAR Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the Contracting Office, and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete and accurate accounting of the GFP applicable to the contract/task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

The contractor shall report semi-annually 100% inventories, reconciliations, and final disposition of GFP provided by the government. Final invoices will not be paid pending GFP reconciliation. Contractors shall be aware of and ensure compliance with applicable FAR Part 45, DFARS 245 and 252.245, Defense Pricing and Contracting Policies, Procurement Integrated Enterprise Environment Standards, DHA Administrative Instruction 094 and DHA Guidance. (If this option is used, a semi-annual GFP inventory CDRL will need to be added to the PWS Technical Exhibit 1.)

3.5 Materials: The Government:

☐ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ IS providing Materials in support of this contract/task orders. The Government will provide CRM specific Standard Operating Procedures to the contractor staff in the performance of their specific duties and DHA-respective Policies.

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 Services: The Contractor:

☒ Will NOT provide Contractor Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Contractor Furnished Services required in support of this contract/task orders. These Services are described below:

4.2 General: Not applicable.

4.3 Secret Facility Clearance: Not applicable.

4.4 Materials: Not applicable.

4.5 Equipment: Not applicable.

4.6 Facilities: Not applicable.

PART 5

5.0 SPECIFIC TASKS

5.1 Monthly Progress Report (MPR) – CDRL A005

The Contractor shall develop and ensure that a Monthly Progress Report (CDRL A005) is submitted outlining the expenditures, billings, progress, status of each department within CRM (Budget, Finance and Accounting, System Accounting, Improper Payment Evaluation, PMO, and Health Care Data Analysis (HCDA) and any problems or issues encountered in the performance of this task. The contractor shall follow the requests and guidance of the COR on an acceptable MPR format. The MPR shall include the labor hours expended, by labor category, for each task and sub-task and include a monthly staffing map and spend plan.

Where applicable, the Contractor shall require all subcontractors to provide input in preparing the MPR where there are critical or significant tasks related to the performance of thecontract. Critical or significant tasks shall be defined by mutual agreement between the Government and Contractor.

5.2 Program Management Plan – CDRL A006

The Contractor shall develop a Program Management Plan (CDRL A006). It will be used to manage, track and evaluate the Contractor’s performance. The Program Management Plan shall consist of control policies and procedures in accordance with standard industry practices for project administration, execution and tracking.

The Program Management Plan shall include the following:

· Identification of milestones where Government information/activity is required and timeline dependencies for subsequent Contractor activities;

· An Integrated Master Management Plan (IMMP) describing the Contractor’s overall management approaches, policies and procedures including suggested project metrics; and,

· A detailed staffing plan.

The final Program Management Plan shall be due ten (10) calendar days after the award of the task order.

5.3 Contingency Operations Plan – CDRL A007

The Contractor shall prepare and submit a Contingency Operations Plan (CDRL A007) to the Government. The Contingency Operations Plan shall be due ten (10) calendar days after the award of the order and shall be updated on a quarterly basis. The Contingency Operations Plan shall document Contractor plans and procedures to maintain DHA/CRM support during an emergency. The Contingency Operations Plan shall include the following:

· A description of the Contractor’s emergency management procedures and policy

· A description of how the Contractor will account for their employees during an emergency

· Planned temporary work locations or alternate facilities

· How the Contractor will communicate with DHA during emergencies

· A list of primary and alternate Contractor points of contact, each with primary and alternate:

· Telephone numbers

· E-mail addresses

· Procedures for protecting Government issued laptops

· Procedures for safeguarding sensitive and/or classified Government information (if applicable)

5.3.1 Operations During Emergency Situations

Individual contingency operation plans shall be activated immediately after determining that an emergency has occurred, shall be operational within twelve (12) hours of activation and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with their contractor’s designated Manager (per the contractor’s emergency plan) to ascertain the status of any contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the contractor’s designated manager and Contracting Officer Representatives (CORs) shall promptly open an effective means of communication and verify:

· Key points of contact (Government and contractor)

· Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

· Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

· Essential work products expected to continue production by priority

The Government and contractor’s manager must make use of the resources and tools available to continue DHA contracted functions to the maximum extent possible under emergency circumstances. T h e Contractor must obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type and work location, a contractor performing work within the scope of their contract shall charge those hours accurately in accordance with the terms of the awarded contract plus any modifications awarded at that time.

5.4 Program Management Support Services Review:

The Contractor will develop, maintain, monitor and evaluate the execution of the E-Commerce program, projects, and systems budgets. The contractor will plan, design, prepare, make recommendations based on extensive and detailed analyses, estimates, and justifications of annual funding requirements that are short range (i.e., one future year) and long range (i.e., five future years). The Contractor will monitor and evaluate budget execution and the efficiency of resource allocation and utilization. The Contractor will document and report all budget (Monthly Budget Report) related activities at the Monthly Program Management Office Review Meeting or more often as required by the E-Commerce Program Manager. (Deliverable CDRL A014)

5.5 Case Studies and Analysis:

The Contractor will determine and prioritize E-Commerce program and systems requirements through liaison with the E-Commerce user community. The Contractor will develop tools for documenting and reporting formal needs assessments. The Contractor will conduct needs assessments based on inputs from the E-Commerce user community, DHA working groups and the E-Commerce Operations and Support Services (EOSS) Contractor. The Contractor, as subject matter expert, will analyze the costs and interpret the impacts of the identified requirements and provide recommendations for prioritization that are consistent with E-Commerce Program Manager’s guidance and goals. Provide verbal and written recommendations to E-Commerce Program Manager or Project Manager when requested.

5.6 Business Process Improvement:

The Contractor will coordinate the development, integration, implementation and evaluation of E-Commerce program, systems and business processes. In support of E-Commerce program, systems and business processes, the Contractor will develop and apply project management processes, tools, and techniques to achieve specific outcomes, within an established budget and a set time frame. The Contractor will monitor, evaluate and document the progress of all coordinated efforts with the E-Commerce user community, DHA working groups and the EOSS Contractor. The Contractor will report E-Commerce program and systems technical performance to DHA leadership in terms of measurable outcomes that incorporate reference criteria (i.e., benchmarks, thresholds, standard deviations) (Deliverable CDRL A015). The Contractor will develop and implement a framework for tracking E-Commerce program, systems and business process issues and resolving problems. The Contractor will provide real time assistance to E-Commerce customer operational requirements.

5.7 Information Management/Program Management Office Support:

5.7.1 The Contractor shall support CRM/E-Commerce system resource management. The Contractor shall provide management support and develop management reports to exploit E-Commerce System data for DHA management (CDRL A016Deliverable 9).

5.7.2 The Contractor shall serve as a user advocate for the CRM/E-Commerce system.

5.7.3 The Contractor shall oversee CRM/E-Commerce system user access/deactivation requests, maintain user access documentation (e,g., User Access Form Template, Completed User Access Forms, etc.) and coordinate access requests with system administrators and /or developers.

5.7.4 The Contractor shall coordinate CRM/E-Commerce application user training if/when requested by each group.

5.7.5 The contractor shall support the CRM/E-Commerce Project Management Office to include scheduling and facilitating the E-Commerce Working Group meetings (e.g., MPSWG, CMWG, AWG, CWG, PWG, PMO Review and EOSS Program Management Review) and prepare meeting materials and…