A1-Final PWS.pdf

PERFORMANCE WORK STATEMENT

FACET Scanning Services 3d Marine Aircraft Wing

Aviation Supply Department Marine Aviation Logistics Squadron – 11 Marine Aviation Logistics Squadron – 13 Marine Aviation Logistics Squadron – 16 Marine Aviation Logistics Squadron – 39

1.0 BACKGROUND.

The National Defense Authorization Act (NDAA) for Fiscal Year 2010, Section 1003, Audit Readiness of Financial Statements of the Department of Defense (DoD); shall develop and maintain a plan to be known as the ‘Financial Improvement and Audit Readiness Plan.’ Specific action to be taken includes, but not limited to financial statements of the DoD are validated as ready for audit no later than 30 September 2017.

The NDAA for Fiscal Year 2017, Section 1003, Increased Use of Commercial Data Integration And Analysis Products for the Purpose of Preparing Financial Statement Audits; shall procure or develop, as soon as practicable, technologies or services, including those based on commercially available information technologies and services to improve data collection and analyses to support preparation of auditable financial statements for the DoD.

Subsequently, Department of the Navy (DoN) promulgated the 2017 DoN Summary of Action Memorandum for Secretary of the Navy; requiring ‘effective immediately’ to electronically retain and store Key Supporting Documents (KSD) up to ten years. It furthermore requires sites to implement alternate electronic storage and retrieval capability (such as FACET) no later than 30 September 2021.

FIAR requires designated commands take immediate action to retain all documentation to support financial statement audits ten years. The sheer volume and labor to maintain the amount of paper records required to support the FIAR program negatively impacts supply operations and space requirements needed in support of training and readiness, contingency operations, and combat readiness. To deal with the challenge of retaining paper records for ten years and to improve financial audit readiness, Commander, U.S. Pacific Fleet and Commander, U.S. Fleet Forces adopted the Financial Audit Compliance Enhancement Tool (FACET). FACET allows commands to scan and digitize all key financial documents that are required to be retained for FIAR compliance and automates the process of extracting data from paper documents and transmitting that data to DoD/DoN logistics information systems. FACET is also used to reduce and/or eliminate documents that must be retained in hard copy form and provides visibility of those records ashore so they can be audited by various commands and staffs.

2.0 DESCRIPTION OF SERVICES.

3d Marine Aircraft Wing (MAW), Aviation Supply Departments, Marine Aviation Logistics Squadron-39 (MALS- 39), Marine Aviation Logistics Squadron-11 (MALS-11), Marine Aviation Logistics Squadron-16 (MALS-16), Marine Aviation Logistics Squadron-13 (MALS-13) all require FACET and Common Logistics Information Platform (CLIPBoard) hardware and software, FACET-CLIPBoard system technical services and software maintenance, and off-site document scanning services. The CLIPBoard system will allow MALS members to perform mobile scanning and uploading of FIAR compliant key financial documents directly into the FACET system to be electronically retained as text-searchable Portable Document Format (PDF), extracting key data and exporting it into Document Automation Content Services (DACS), a DoD Records Management system for future access and analysis.

2.1 CONTRACT OVERVIEW.

Contractor shall:

• Install and maintain a FACET and FACET-CLIPBoard system at each MALS locations:

Marine Aviation Logistics Sqdn 16 Bldg 7209 Bay Door 5, MCAS Miramar San Diego CA 92145-5000

Marine Aviation Logistics Sqdn 39 Bldg 23122, MCAS Camp Pendleton Camp Pendleton CA 92055-5761

Marine Aviation Logistics Sqdn 11 Building 7209 Bay Door 19, MCAS Miramar San Diego CA 92145

Marine Aviation Logistics Sqdn 13 328 Spears St, MCAS Yuma Yuma AZ 85365

• provide off-site scanning services,

• provide on-site training, as required for the 3d MAW commands in paragraph 2.1 above,

• assist in the digital archiving of financial records,

• provide each MALS with a digital copy of all their scanned records,

• assist in the transfer of records to an approved DoD digital repository (DACS) for indefinite retention,

• destroy scanned physical documents,

• provide hardware & software maintenance, updates, and technical support for FACET and FACET-CLIPBoard system and processes, The volume of documents to be scanned offsite is estimated at 240,000 pages per year per each MALS. A back file of an estimated 600,000 stored documents (approximately 240 boxes) also requires scanning and retention.

3.0 ACRONYMS.

COR Contracting Officer’s Representative DACS Document Automation Content Services DLA Defense Logistics Agency DoD Department of Defense DoN Department of the Navy FACET Financial Audit Compliance Enhancement Tool FAR Federal Acquisition Regulation FIAR Financial Improvement and Audit Readiness/Remediation IAW In Accordance With KO Contracting Officer MAW Marine Aircraft Wing MALS Marine Aviation Logistics Squadron NDAA National Defense Authorization Act PDF Portable Document Format PII Personally Identifiable Information PWS Performance Work Statement SECNAV Secretary of the Navy USMC United States Marine Corps

4.0 PERFORMANCE REQUIREMENT/TASKING.

Contractor personnel shall meet the following minimum requirements:

Extensive knowledge of scanning hardware, Kofax Capture 10 software, and Microsoft Access application, development, as well as being highly skilled at documentation, desk guide formulation, and video training production, demonstrated working knowledge and proven capability in support of Financial Improvement and Audit

Readiness process improvement and must be able to be productive/proactive/flexible and responsive due to the nature of operational units unique situation to be ready to deploy, Must possess a working knowledge in DoD, Navy/Marine Supply and financial procedures.

4.1 FACET SYSTEM.

The contractor shall install a FACET and FACET-CLIPBoard system consisting of the following or similar functioning component of equal or better quality and performance, at each MALS locations:

FACET System Hardware HP ProBook 650 G2 Notebook PC or equivalent

Operating System: Windows 10 (64bit) // Processor: Intel Core i5-6300U // RAM: 8GB // Storage:

500GB // DVD+/-RW SuperMulti Drive

Fujitsu Document Scanner fi-7160 or equivalent (Part Number: PA03670-B055) // Speed: 60ppm // Capacity: 80 page document feeder

FACET System Software

Kofax VirtualReScan® (VRS) Elite for Fujitsu fi-7160 Scanner Kofax VRS Elite Workgroup License Kofax Software Standard Support & Upgrade Assurance

Microsoft Office Professional Plus 2019 (Includes Microsoft Access and downgrade rights)

Kofax® Capture™ 10 with KTM 5.5 (Light) - 60K License *

Kofax Standalone 60K/YR License Kofax PDF I +Text 60K/YR Module Kofax Software Standard Support & Upgrade Assurance

4.2 FACET SCANNING SERVICES.

Provide new system installation/implementation as required, system training, document scanning services, professional document retention expertise, program updates, software license renewal, system maintenance and sustainment support services for any new installations.

The contractor shall provide the following services:

4.2.1 INITIALLY OUTFITTED MALS WITH THE FACET SYSTEM.

The contractor shall ensure successful system installation and implementation to include the delivery of all hardware, licensed software, system setup and on-site over-the-shoulder training. Additionally, the contractor will perform the scanning and database indexing of all required documents from the prior fiscal years, not including the current fiscal year, into searchable PDFs. Required documents are as follows:

DoD Standard Form 1348-1A (all versions) Non-1348-1A Stock/Direct Turn Over (DTO) receipt documents Fuel receipts (DD Form 1898) Price change reports (Monthly Change Notice/Annual Price Change) Shipping Documents (DD Form 1149) Survey documents (DD Form 200) Difference Listings (DLs) Unfilled Order Listings (UOLs) Purchase Cards - Admin Files

Purchase Cards - Invoice Files Other Financial Records

4.2.2 Provide off-site FACET compliant scanning services and utilize approved, authorized an up-to-date FACET and FACET-CLIPBoard system to perform scanning services. The contractor is responsible for all hardware, licensed software, and system maintenance support for off-site scanning services. Contractor shall provide pre-addressed shipping containers with pre-paid shipping to support the delivery of all hard copy documents to PSHI.

Containers shall be no larger than 15” x 12” x 10” in size (standard banker box). Contractor shall provide packaging and shipping instructions that will include how to correctly prepare documents for submission and shipping.

Pre-paid labels and containers shall be provided to the following activities:

MALS-11

MALS-13

MALS-16

MALS-39

The contractor shall provide scanning services for the number of containers in the following quantities:

Year Minimum Qty of Boxes

Required Maximum Qty of Boxes

Required Base 20 Boxes per month 24 Boxes per month

Option Period 1 4 boxes per month 10 boxes per month

Option Period 2 4 boxes per month 10 boxes per month

Option Period 3 4 boxes per month 10 boxes per month

Option Period 4 4 boxes per month 10 boxes per month

The annual number of boxes transported and scanned shall not exceed:

288 boxes within the base year 120 boxes for each option period 1-4

Pre-paid shipping labels shall be provided for each shipping container to enable transit to contractor site via traceable means with a delivery date, from the time of receipt by a commercial carrier of no more than five business days. Documents shall be delivered to the contractor’s business address. The contractor shall provide pre-paid shipping labels to support the delivery of all hard copy documents to contractor site.

Containers shall be no larger than 15” x 12” x 10” in size (standard banker box).

4.2.3 The contractor shall provide FACET and FACET-CLIPBoard system scanning and database indexing of the following documents into searchable PDF files in accordance with applicable documents, governing references, and directives in paragraph 4.6.

DoD Standard Form 1348 (all versions) and other financial records per 4.2.1., The contractor shall receive hard-copy documents in boxes for scanning IAW paragraph 4.2.2 The contractor shall scan and index all documents in accordance with manufacturer operations and procedures.

The contractor shall upload the digitally archived records of all scanned images to the DACS website

IAW manufacturer operations and procedures.

Within ninety days of receiving hard-copy documents for scanning, the contractor shall place a digital copy of all indexed data onto a DVD-ROM and hand-deliver or mail that DVD-ROM to the submitting activity via traceable means with a delivery date, from the time of receipt by a commercial carrier of no more than five business days. The contractor will work with the COR to update the local FACET database with all scanned documents and index data.

If requested in writing by the COR, the contractor shall return the hard-copy documents to the submitting activity via trackable means of shipment. The government shall be responsible for shipping fees for any such returned documents. Unless requested otherwise in writing by the COR, once documents are scanned into DACS and a DVD-ROM is created, the contractor shall destroy the documents. The contractor will provide documentation of destruction.

4.3 FACET TECHNICAL SERVICES.

Contractor shall provide up to 24 hours on-site training per site for system setup and initial training. Contractor shall provide up to 80 hours of on-site/phone/email configuration and support services per site over each period of performance to support integration of additional MALS -identified DoD standard document and business processes.

4.3.1 HELP DESK SUPPORT.

The contractor shall provide a help desk (accessible via phone and email) that will be manned from 0800 – 1700 Monday through Friday (except for the 11 federal holidays described in paragraph 10.0). A typical workday includes 8-hour shifts, not to exceed 40 hours per week or involve any work that requires overtime or shift differential pay.

Any deviation from this work schedule requires prior approval of the COR. The help desk phone shall have message capability so that help calls can be recorded when the phone is busy and during non-working hours. The contractor shall maintain a detailed record of help desk calls/emails and report the status of resolving help desk calls/emails within the monthly reports. Based on help desk communications, the contractor shall make recommendations for software or documentation improvements, provide training recommendations to the COR, and make other recommendations for future improvements.

4.3.2 FOLLOW-ON/REFRESHER TRAINING/ASSISTANCE.

The contractor shall provide follow-on/refresher training/assistance to commands previously installed and any new installations via an on-site visit or via phone/email. Before visiting the command, the contractor should discuss training needs with the FACET operator to be trained via phone or email so that training topics and training time can be estimated. On-site training shall primarily be “Over-the-shoulder” type training where the command’s personnel are operating FACET, with the contractor monitoring/guiding/training while standing behind the operator. Training shall also involve using actual documents from the command. The training may involve complete system training, where every function in FACET is covered – for personnel new to FACET – or answering FACET operator questions and repeating part of the training to reinforce prior lessons; however, each on-site training will be tailored to the specific needs of the individual FACET operator and will include referencing the FACET User Guide and FACET Quick Reference Guides to reiterate resources available at the command once training is concluded. On on-site assistance shall correcting any FACET software problem, such as a corrupted database, or assisting with reloading FACET software or loading FACET software patches/upgrades as required.

4.4 FACET SOFTWARE MAINTENANCE.

Contractor shall provide FACET-CLIPBoard Annual Maintenance with phone support and shall provide FACET low volume capture (KOFAX) bundle annual renewal. Core hours are between the hours of 0800-1600 Monday through Friday excluding federal holidays. A typical workday includes 8-hour shifts, not to exceed 40 hours per week or involve any work that requires overtime or shift differential pay. Any deviation from this work schedule requires prior approval of the COR.

4.5 REPORTS.

Contractor shall provide a Monthly Status Report and Business Volume Report to the COR within ten (10) business days after the end of the month during which services were performed. This informational report shall be provided to the COR via email in Adobe PDF. The report shall address the metrics listed in paragraph 7.0 and below (use graphs where trends can be shown):

A list to include date, quantity of boxes, and any associated tracking number, of financial records received, The number of digital records created, The date digitally created data was uploaded to the DLA DACS website, The date and records of documents destroyed after scanning and uploading to DLA DACS, The date digital content via DVD-ROM was mailed and/or delivered to specified MALS, The date, quantity, and tracking information, of any physical records returned to the government.

Number of Help Desk Calls for the Month/number resolved/number outstanding, with the total being broken down into sub-categories to indicate type of call/assistance required, By month, number of commands Maintenance Release/software release validated as installed and number not installed.

4.6 APPLICABLE DOCUMENTS / GOVERNING REFERENCES.

ln addition, requirements of regulations and policies applicable to this contract/order by virtue of clauses contained herein, the contractor shall, in the performance of this contract/order, also comply with all references applicable to the specific tasks of this PWS, as listed below, including any amendments or subsequent issuance.

NAVMC 4400.177B_ Aviation Supply Desktop Procedures COMNAVAIRFORINST 4440.2E Supply Operations Manual Naval Supply System Command Task Force 66.53 Audit Campaign Policies o Required Key Supporting Document Matrix and Model Key Supporting Document, Version 3 dtd 31 March 2022.

o Management Review Controls Guidebook, Version 6 dtd. 30 September 2022 o Internal Control Aids, Version 4 dtd. 30 September 2022

Department of the Navy Audit Document Retention Guidance for Inventory and Related Property, dtd 20210331.

5.0 CONTRACTOR IDENTIFICATION.

Contracting personnel shall identify themselves as "contractors" when attending meetings, answering Government telephones, or working in situations where their actions could be construed as official government acts. The Contractor shall ensure that their employee(s) display(s) his or her name and the name of the company while in the work area and include the company's name in his or her email display.

6.0 NON-PERSONAL SERVICE STATEMENT.

Contractor employees performing services under this order will be controlled, directed, and always supervised by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the performance work statement. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other Defense Contractor.

The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the FAR. The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

7.0 PERFORMANCE PARAMETERS:

Task Acceptable

Quality Level Surveillance

Method Performance Measurement

Contractor shall scan and index all required documents for any new FACET System installations IAW the PWS Paragraph 4.2

98% delivery and compliance

Delivery Inspection

Compliance in meeting PWS paragraph 4.2

Contractor shall provide pre-paid labels to the government IAW the PWS Paragraph 4.2.2

8% delivery and compliance.

Total Inspection

Compliance in meeting PWS paragraph 4.2.2

Contractor shall provide off-site scanning services IAW the PWS Paragraph 4.2.2

98% delivery and

Total Inspection

Compliance in meeting PWS paragraph 4.2.2

Contractor shall provide Technical Services and sustainment services IAW the PWS Paragraph

4.3

98% delivery and compliance.

Random

Compliance in meeting PWS paragraph 4.3

Contractor shall provide Software Maintenance IAW the PWS Paragraph 4.4

Annual

Compliance in meeting PWS paragraph 4.4

Contractor shall provide reports IAW the PWS Paragraph 4.5

Monthly

Compliance in meeting PWS paragraph 4.5

8.0 PERIOD OF PERFORMANCE.

See Schedule

9.0 PLACE OF PERFORMANCE.

See Schedule

10.0 HOLIDAYS.

For purposes of scheduling personnel, the Contractor is hereby advised that the government installation will observe the following holidays. The Contractor is further advised that access to the government installation may be restricted on these holidays.

Holiday Observance New Year’s Day 1st of January Martin Luther King Jr. Birthday 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth 19th of June Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran’s Day 11th of November Thanksgiving Day 4th Thursday in November Christmas Day 25th of December

If the federal holiday falls on a Saturday, the holiday is observed on the preceding Friday. If the federal holiday is on a Sunday, the holiday is observed on the following Monday.

11.0 SECURITY REQUIREMENTS.

Only citizens of the United States and Permanent Resident Aliens of the United States with a verified United States Permanent Resident Card (USCIS Form I-551) are eligible to perform work on this contract. All other Foreign Nationals are not eligible to perform work on this contract.

12.0 GOVERNMENT TECHNICAL POINT OF CONTACT.

The Contracting Officer shall designate the COR during the term of this contract. The COR will help in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems within the scope of this PWS. The COR will provide technical clarification and assistance in support of the contract requirements. The COR DOES NOT have the authority to make changes and/or give direction under this contract. The only authority under this contract authorized to make changes, give direction, and/or provide monetary adjustments is the Contracting Officer from the Regional Contracting Office MCI-WEST, Camp Pendleton CA.

12.1 COR Contact Information: Provided at time of award.

13.0 CONTRACTING OFFICER AUTHORITY.

The Contracting Officer is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the Contracting Officer (Reference Block 31 on the SF1449). In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and solely at the risk of the contractor.

14.0 SPECIAL INSTRUCTIONS AND ADMINISTRATIVE INFORMATION.

14.1 Travel costs are NOT reimbursable unless specifically provided for in this order/contract through an enumerated cost reimbursable Contract Line-Item Number (CLIN) entitled Travel.

14.1.1 TRAVEL PRE-AUTHORIZATION.

All travel shall be pre-approved, in writing, by the Contract Officer or COR. The request shall include total cost, and itemized airfare, rental vehicle, per diem, mileage, parking, fuel, and toll charges. Travel requests will include the purpose of the trip and why Video Teleconference (VTC) or phone conversations would not meet the business requirement. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs

14.1.2 AUTHORIZED TRAVEL.

Authorized travel costs will only be reimbursed for:

Contractor employees who otherwise perform direct day-to-day services at the designated place of performance under the requirements of this order/contract, Who have a need to travel to fulfill the performance of those duties, and Upon the direct request and written pre-approval of the Contracting Officer (KO) or appointed COR

14.1.3 UNAUTHORIZED TRAVEL.

Travel costs are explicitly not reimbursable for the following:

Relocation or initial mobilization costs, or any other travel not pre-approved by the KO or COR, Contractor personnel who indirectly support this order/contract (such as visiting management or supervisory personnel not otherwise providing on-site day-to-day support),

14.2 USER GUIDE/QUICK REFERENCE GUIDES.

The contractor shall maintain the FACET User Guide and FACET Quick Reference Guides.

14.2.1 FACET USER GUIDE.

For each functional area (i.e., Stores, Purchase Card, etc.) the FACET User Guide shall provide step-by-step procedures, including pictures/diagrams/sample documents to show the user how to use FACET and upload files to the FACET ashore document repository. The User Guide shall also have a section on the ashore repository showing step-by-step procedures for requesting access and logging onto the ashore repository. In addition, the User Guide shall detail how to use all functions available in the ashore repository, including how to upload FACET files, perform queries, review upload history, update FACET records in the ashore repository, and delete aged data. The User Guide shall also contain sections on scanner technical/maintenance information and troubleshooting FACET/KOFAX/laptop/scanner/file upload problems. The user guide shall be updated and released in pdf format at the same time as a new FACET version is released. The contractor shall report the status during update meetings and in monthly reports.

14.2.2 FACET QUICK REFERENCE GUIDES.

For each batch scanning job (i.e., 1348-1A, Price Change Reports, Dummy Receipts, etc.), the FACET Quick Reference Guides shall provide condensed step-by-step procedures for completing the scan job (1-3 pages in length). The quick reference guides shall be updated and released in pdf format at the same time as a new FACET version is released. The contractor shall report the status during update meetings and in monthly reports.

14.2.3 AUTHORITY TO OPERATE (ATO) MAINTENANCE RELEASES.

Monthly, the contractor shall release the latest security patches to the Microsoft, KOFAX, and/or scanner software to maintain the FACET ATO. The contractor shall contact each installed unit/ship and confirm that the monthly security update was downloaded and installed. The contractor shall continue to track maintenance releases until 100% of commands have reported installation of the release. The contractor shall report the status during update meetings and in monthly reports.