AFLCMC BES Trusted Advisor Draft PWS.pdf

ORACLE Consulting Support (OCS) Services PWS – Feb 2020 Page 1 of 13

Performance Work Statement (PWS)

Oracle Consulting Support (OCS) Services for

Air Force Enterprise Resource Planning (ERP) Program Management Offices (PMOs)

27 May 2020 Version 1.0

Air Force Life Cycle Management Center

Business and Enterprise Systems Directorate ERP Services

Maxwell AFB-Gunter Annex, AL 36104

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Table of Contents

Contents 1 Overview 3 2 Purpose 3 3 Scope 3 4 Requirements 3 5 Meetings 4 6 Technical Requirements 5 7 General Requirements 6 8 Security Requirements 8 9 Travel 12 10 Performance of Services 12 11 Service Delivery Summary 12

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1 Overview

The current Air Force Enterprise Resource Planning (ERP) software solutions, Air Force Integrated Personnel and Pay System (AFIPPS); Defense Enterprise Accounting and Management System (DEAMS); and Maintenance, Repair, and Overhaul Initiative (MROi), utilize one or more commercial-off-the-shelf (COTS) Oracle Enterprise Business Suite (EBS) products to integrate the functional processes of several independent IT systems in their respective functional areas. All the Air Force ERPs require Original Equipment Manufacturer (OEM) support services to ensure the Oracle EBS products are being developed, integrated, and deployed in the most efficient and effective manner possible.

2 Purpose

The purpose of this Task Order (TO) is to secure Oracle Consulting Support (OCS) services for Oracle EBS subject matter expertise to support the Air Force ERP PMOs. The objective is to leverage OEM knowledge of the EBS COTS product as an independent validation of the implementation plans provided by the ERP System Integrators throughout the development, integration and deployment of the Air Force ERPs. This Performance Work Statement (PWS) defines the objectives of the OCS services.

3 Scope

The scope of this task is to provide Oracle Consulting Support (OCS) services for Oracle EBS subject matter expertise to the Air Force ERP PMOs throughout the duration of their program development, integration and deployment. This task also includes OCS services in support of integration planning and Oracle EBS technology roadmap recommendations for future subsuming of other functionally related IT systems into the AF ERPs.

4 Requirements

4.1 The Contractor shall provide the ERP PMOs uninterrupted OCS services, Oracle EBS subject matter expertise, technical advice, analysis and assistance throughout the duration of the ERP program development, integration and deployment. The OCS Contractor services shall emphasize: (1) satisfying ERP requirements with Oracle EBS capabilities while maximizing EBS configurations, (2) minimizing EBS customizations, (3) identifying business process re-engineering (BPR) opportunities and (4) recommending alternative courses of action to EBS customizations when configuration of the COTS product is determined to be unable to satisfy requirements.

4.2 The team of fully qualified OCS Contractor personnel shall provide demonstrated:

• Knowledge of Oracle EBS past, present, and future (i.e. projected, scheduled and anticipated) EBS capabilities in current and future product releases

• Expertise in identification of business process reengineering opportunities

• Technical expertise in analysis and evaluation of System Integrator proposals for

Oracle EBS configurations and customizations (i.e., fit with Oracle EBS COTS product) to meet business requirements

• Oracle EBS expertise in evaluating and proposing alternative courses of action to System Integrator proposed COTS out-of-the-box customizations

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4.3 The OCS Contractor shall identify and designate a fully qualified Oracle EBS Senior

Consultant for each of the three Air Force ERPs. The Oracle EBS Senior Consultants shall be the primary representative and single point of contact responsible for the work performed under this contract for their assigned ERP. The Oracle EBS Senior Consultants shall participate in Program Management Reviews (PMRs), Technical Interchange Meetings (TIMs), Government and System Integrator Integrated Product Team (IPT) meetings and other program meetings as identified by the ERP Program Manager (PM).

The Contractor shall advise the ERP PM on:

• Technical accuracy of the System Integrator’s development efforts

• Feasibility of the System Integrator’s technical approach

• Probability and impacts (overall risk analysis) of the System Integrator’s proposed courses of action

• Recommendations for fully utilizing “out of the box” capabilities of the COTS product as well as identifying when Business Process Reengineering (BPR) would support configuration as an alternative to customization

4.4 The OCS Contractor shall have the appropriate certifications/permissions and be capable to access development, test, patch, training, pre-production and production environments in various hosting environments including DISA DECCs, Oracle’s FMCS, Oracle Cloud Infrastructure, AWS Cloud One, and/or other government hosting centers, as required.

4.5 The OCS Contractor shall provide an ERP-specific monthly status report to each ERP PM.

The status report shall be delivered within 15 days after the end of the month covered by the status report. Compliant reports shall summarize work completed, report funds and man-hours expended and proposed schedule of work to be completed during the next monthly reporting period. The monthly report shall also identify issues, concerns and risks; either observed or anticipated, as related to program technical, performance, cost or schedule initiatives. Contractor format is acceptable for monthly status reports. All reports shall be electronically submitted using searchable MS Office products or portable data format in a format appropriate for the information presented. (CDRL A001, DI-MGMT-80227, Management Report)

5 Meetings

5.1 The OCS Contractor shall conduct a contract kickoff meeting within fifteen (15) calendar days after contract award to establish Government-Contractor relationships and refine performance expectations.

5.2 The OCS Contractor shall actively participate in and support Technical Interchange

Meetings (TIMs), Government and System Integrator Integrated Product Team (IPT) meetings and other program meetings as identified by the respective ERP PM.

5.3 The OCS Contractor shall support Program Management Reviews (PMRs), technical design reviews and Agile Development sprints, and scrums, as identified by the respective ERP

PM.

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5.4 The OCS Contractor shall conduct PMO TIMs as required by the respective ERP PM. A summary record (minutes) of proceedings, decisions made and the action items assigned and scheduled is required for any PMO TIMs that are conducted. Minutes shall be submitted electronically and within two (2) business days of meeting. (CDRL A002, DI-ADMN- 81505, Report Record of Meeting Minutes)

6 Technical Requirements

6.1 The OCS Contractor shall review and analyze AF requirements explicitly stated or derived from the System Requirements Document (SRD) to include business process models and business rules and communicate findings within two business days of receipt of an SRD to the respective ERP POCs. This review and analysis shall include identification of any requirements that cannot be fully satisfied by configuring the out-of-the-box Oracle EBS COTS product. When configuration capability gap(s) are identified, the Contractor shall provide and advise the Government PM with alternative courses of action to satisfy the requirement. When the ERP System Integrator advocates a customization or configuration course of action, the OCS Contractor shall advise the PM on the impacts (i.e., cost, performance and schedule) of that customization or configuration to future upgrades and patches, and provide supporting analysis for alternative courses of action, as applicable.

(CDRL A003, DI-MISC-80508B, Technical Report, Requirements Analysis)

6.1.1 The OCS Contractor shall review and assess System Integrator Engineering Change

Proposals (ECPs) for technical accuracy and completeness in satisfying ERP business requirements while minimizing customization of the COTS product and communicate their findings within 2 business days of receipt of an ECP back to the Government PM. (CDRL A004, DI-MISC-80508B, Technical Report, Services, ECP Review)

6.2 The OCS Contractor shall review and assess System Integrator proposed mitigation actions that may include changes to business processes or business rules (i.e. BPR recommendations) and report findings to the Gov’t PM within two business days of receipt of any SI-proposed mitigation action. The Contractor shall analyze System Integrator proposed programmatic and technical solutions for reasonableness, executability and compatibility in satisfying ERP business requirements while minimizing customization of the COTS product and report findings back to the Gov’t PM within two business days of receipt of any proposed programmatic and/or technical solutions. (CDRL A005, DI-MISC- 80508B, Technical Report, Business Process Analysis)

6.3 The OCS Contractor shall advise the Government PM on data migration and data management issues, concerns (e.g., applicable lessons learned from other EBS implementations) and risks for meeting SRD business requirements. (CDRL A006, DI- MISC- 80508B, Technical Report, Data Migration and Management Plans Analysis)

6.4 Specific ERP Support Requirements

6.5 AFIPPS – The OCS Contractor shall provide ongoing support for the duration of AFIPPS program development, integration and deployment:

• One Full-Time OCS Senior Consultant (i.e., 1,880 hours per year) will be on site at

JBSA Randolph.

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• The OCS Senior Consultant is responsible for providing appropriate skilled, part-time (PT) OCS SME support, not to exceed 1,880 hours in Functional, Technical, and Architectural support across multiple labor categories, to support Systems Engineering IPTs and other AFIPPS program technical and programmatic reviews.

• Comprehensive understanding of the MilPDS implementation of Oracle EBS Human Capital Module (HCM), and subject matter expertise in the Oracle EBS financials (payroll) module.

6.6 DEAMS – The OCS Contractor shall provide ongoing support for the duration of DEAMS program development, integration and deployment:

• One Full-Time OCS Senior Consultant (i.e., 1,880 hours per year) will be on site at Wright-Patterson AFB, OH. OCS Senior Consultant shall provide Oracle EBS enterprise application and architecture guidance, recommendations, and support during the DEAMS agile development, testing, and deployment. Oracle resources shall work closely with PMO resources, under the PMOs direction, to understand DEAMS requirements, legacy system capabilities, regulations, goals, provide expert advice and guidance, and recommend design approaches and solutions to streamline the implementation, and adhere to schedules and budgets, and maximize the value of the EBS investment.

• The OCS Senior Consultant is responsible for providing appropriate skilled, part-time (PT) OCS SME support, as required in Functional, Technical, and Architectural support across multiple labor categories, to support Systems Engineering IPTs and other DEAMS program technical and programmatic reviews.

6.7 MROi – The OCS Contractor shall provide ongoing support for the duration of MROi program development, integration and deployment:

• One Full-Time OCS Senior Consultant (i.e., 1,880 hours per year) will be on site at Wright-Patterson AFB, OH. OCS Senior Consultant shall provide Oracle EBS enterprise application and architecture guidance, recommendations, and support during the MROi agile development, testing, and deployment. Oracle resources shall work closely with PMO resources, under the PMOs direction, to understand MROi requirements, legacy system capabilities, regulations, goals, and provide expert advice and guidance, and recommend design approaches and solutions to streamline the implementation, and adhere to schedules and budgets, and maximize the value of the EBS investment

• The OCS Senior Consultant is responsible for providing appropriate skilled, part-time (PT) OCS SME support, as required in Functional, Technical, and Architectural support across multiple labor categories, to support Systems Engineering IPTs and other MROi program technical and programmatic reviews.

7 General Requirements

7.1 AFIPPS Place of Performance – The primary place of performance (90%) AFIPPS is JBSA Randolph (Randolph AFB, TX) with no greater than 10% anticipated at the AFIPPS System Integrator facility within 30 miles of JBSA Randolph. If required to support the PM at senior management briefings at Government or Contractor facilities outside the JBSA Randolph 30-mile local area, the Contractor shall comply with the travel paragraph of this

PWS.

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7.2 DEAMS and MROi Place of Performance – The primary place of performance for MROi is Wright-Patterson AFB, OH, Area A, Building 266 with attendance required at meetings in other local buildings both on- and off-base. Alternate worksites, whether permanently or temporarily, may be designated with Contracting Officer (CO) approval. If an alternate worksite is approved, the labor rates for Government facility still apply. If required to support the PM at senior management briefings at Government or Contractor facilities outside the Wright-Patterson AFB 30-mile local area, the Contractor shall comply with the travel paragraph of this PWS.

7.3 Normal Hours of Operation - The average workweek is 40 hours per week. The average workday is eight (8) hours per day, and the window in which those eight (8) hours may be scheduled is between 7:00 AM and 6:00 PM, Monday through Friday. Billable hours are limited to the performance of services as defined in this TO. Government surveillance of contractor performance is required to give reasonable assurance that efficient methods and effective cost controls are being used. The contractor shall have the ability to accommodate surges in work requirements (i.e., occasional need for extra hours beyond the typical 40 hours per week or 80 hours per two-week pay period). Work in excess of the standard 40-hour workweek requires prior written approval by the Contracting Officer (CO). Overtime hours are not allowed under this TO.

7.4 Contractor Identification - When working at the Government facility, all Contractor employees shall wear AF-approved or provided picture identification badges to distinguish themselves from Government employees. Electronic mail signature blocks on Government email shall identify the Contractor employee’s company affiliation. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/Subcontractor employees shall identify themselves as such.

Contractors shall identify themselves on any attendance sheet or any coordination documents they may review. Contractors working in Government facilities shall identify their workspace area with their name and company affiliation.

7.4.1 Contractor employees working at a Government facility shall be required to sign Non-

Disclosure Agreements (NDAs).

7.5 Records, Files and Documents - All electronic and physical records, files, documents, and work papers provided and/or generated by the Government, and/or generated for the Government in performance of this PWS that are maintained by the Contractor and are to be transferred or released to the Government or successor Contractor, shall become and remain Government property. Said records, files, documents, and work papers shall be maintained and disposed of IAW AFMAN 33-363, Management of Records, AFI 33-364, Records Disposition Procedures and Responsibilities, Federal Acquisition Regulations (FAR) and/or the Defense Federal Acquisition Regulations Supplement (DFARS), as applicable.

7.6 Government Furnished Property and Services - The Government will provide:

(a) Network access and equipment including computer (configured with Windows operating system and Microsoft Office Suite), Telephone, Networked Printer and Copier access

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(b) Facilities as required: Working space, telephones, desks, and filing cabinets comparable to that provided to Government personnel.

a.

(c) Access to all Government facilities, as required, to perform IAW this PWS. Contractor personnel shall be subject to all Military Rules and Regulations while working on a military installation.

(d) Access to an AF Data Environment for the contractor’s use.

b.

(e) Access to required Air Force directives, publications, and documentation.

(f) Additional resources may be included if required by specific job/task.

8 Security Requirements

Obtaining and Retrieving Identification Media - As prescribed by the AFFARS 5352.242-9000, Contractor Access to Air Force Installations, the contractor shall comply with the following requirements:

(a) The contractor shall obtain base identification and vehicle passes for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. The Government will provide the necessary assistance/approvals for the contractor to secure the required access.

(b) No later than three days (3) prior to start of contract work, the contractor shall submit a written request on company letterhead (or e-mail correspondence) to the project manager (with copy to contract administrator) listing the following: project title, project number, contract number, location of work site, contract start and stop dates, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, sex, race, SSN, state issued I.D. Card/Driver’s License #, and name of sub-contractor if not employed directly by contractor (Government will provide template to be used in submitting visitor pass request). The authorized program manager will endorse the request and forward it to the issuing base pass and registration office or security forces for processing.

Contractors will present government (state or federal) issued ID, and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles at the installation Visitor Reception Center, with proof of following:

• Liability Insurance

• Current License Plates

• Current State Inspection Sticker (If Required)

• Valid State Driver License

• A phone number for sponsor on base

(c) Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as a current work order is presented at the time of entry.

However, current liability insurance, state inspection sticker, and registration is required.

The person driving the vehicle must have a valid operator license for the type of vehicle.

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(d) The contractor is responsible for ensuring employees report to the Installation Visitor Reception Center, to present their Form I-9 (Employment Eligibility Verification).

(e) Within seven days of completion or termination of the contract or expiration of the identification passes, the contractor shall ensure that all base identification passes issued to contractor employees are returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces (SF) so that employee does not have base access. If the pass is not retrieved then SF will need to be notified so base access is not allowed. Upon completion of the contract, return all issued installation access passes to the issuing authority.

(f) Failure to comply with these requirements may result in withholding of final payment.

8.1 Pass and Identification Items - The Host Unit shall ensure the DOD Common Access Card (CAC) and identification items required for contract performance are obtained for contractor employees. CAC applications are accomplished by Trusted Agents via the Trusted Agent Sponsorship System (TASS).

8.2 Suitability Investigations

8.2.1 The following reflects the PWS tasks and associated IT positions. Individual assignments will be maintained on the Contractor Personnel List, which will be updated as required and provided to the respective ERP security managers.

(a) IT-Level I – There are no IT-Level I taskings or positions required under this PWS.

(b) IT-Level II – The areas requiring IT-Level II access are:

• Development (access to Production environment)

• Cybersecurity (formerly Information Assurance)

• Configuration Management (CM)

• Database Applications (DB)

(c) IT-Level III – The areas requiring IT-Level III access are:

• Program Management (PM) and Financial Management (FM)

• Quality Control/Assurance (QC/QA)

• System Engineer (SE)

• Requirements Analysis (RA)

• Software Development (no access to production environment)

• Testing

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8.2.2 For contracts requiring IT-Level I or II access with no access to classified material, the Contractor shall submit a completed single scope background investigation (SSBI) or Tier 3 investigation. All Contractor employees who access DISA enclaves, the OCS Senior Consultants, and the Oracle SME technical and engineering support shall be required to have Tier 3 with adjudicated Secret clearances. All Contractor employees who access the AF Network shall have a Tier 1 adjudicated favorably. Requests for these investigations are submitted using form SF 86, and are submitted to the Information Protection Office through the Unit Security Manager of the using agency within five (5) days of contract start.

8.2.3 For contracts requiring IT-Level III computer access, Contractor employees shall submit a completed, as a minimum, Tier 1 background investigation (formerly known as a NACI), before being issued a CAC and operating Government-furnished workstations. The Contractor shall comply with the DoD 5200.2-R, Personnel Security Program, AFMAN 33-152, User Responsibilities and Guidance for Information Systems, and AFI 17-130, Cybersecurity Program Management, requirements. Tier 1 investigation requests are initiated using the Standard Form (SF) 85, and are submitted to the installation Information Protection Office through the using agency’s Unit Security Manager within five (5) days of contract start.

8.2.4 For contracts requiring routine access to the installation in excess of 180 days, the Contractor shall complete a Tier 1 investigation. Requests for these investigations are submitted using form SF 85, and are submitted to the Information Protection Office through the Unit Security Manager of the using agency within five (5) days of contract start.

8.3 Listing of Employees - The contractor shall maintain a current listing of employees. The list shall include employee's name, social security number and date of investigation if service work involves unescorted entry to Air Force restricted or other sensitive areas designated by the installation commander. The list shall be validated and signed by the company supervisor, and provided to the contracting officer prior to the contract start date.

Updated listings shall be provided when an employee's status or information changes.

8.4 Freedom Of Information Act Program (FOIA) - The contractor shall comply with DoD

Regulation 5400.7-R/Air Force Supplement, DoD Freedom of Information Act Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding For Official Use Only (FOUO) material. The contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, Section 8013. The contractor shall remove or destroy official records only in accordance with AFMAN 33- 363, Management of Records, or other directives authorized in AFI 33-364, Records Disposition—Procedures and Responsibilities.

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8.5 Reporting Requirements - The contractor shall comply with AFI 71-101, Volume- 1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements.

Contractor personnel shall report to an appropriate authority, any information or circumstances of which they are aware may pose a threat to the security of DOD personnel, contractor personnel, resources and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

8.6 Entry Procedures to Controlled/Restricted Areas - Contractor personnel requiring unescorted entry to areas designated as controlled or restricted areas by the installation commander shall comply with installation’s access requirements and will possess, as a minimum, a favorable suitability determination. These requirements are contained in AFI 31-101, Integrated Defense, for installation’s access procedures and AFI 31-501, Personnel Security Program Management, for suitability determinations. The contractor shall comply and implement local base procedures for entry to Air Force controlled areas.

8.7 Additional Security Requirements - In accordance with DoDM 5200.01 and AFI 16-1404, Air Force Information Security Program, the contractor shall comply with AFMAN 33-152, User Responsibilities and Guidance for Information Systems ; AFI 33-200, Cybersecurity Program Management; applicable AFKAGs, AFIs, and AFSSIs for Communication Security (COMSEC); and AFI 10-701, Operations Security (OPSEC). The contractor will comply with DOD Standard 22/Force Protection Condition Measures, DOD Standard 25/Level I-AT Awareness Training, and associated taskings contained in AFI 10-245, Antiterrorism (AT) standards. Level I AT Awareness training is available for contractor personnel and can be requested by calling installation Antiterrorism Office.

8.8 Physical Security - Areas controlled by contractor employees shall comply with base

Operations Plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured. During increased FPCONs, contractors may have limited access to the installation and should expect entrance delays.

8.9 Key Control - The contractor shall establish and implement key control procedures in the

Quality Control Plan to ensure keys issued to the contractor by the government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the government. Lost keys shall be reported immediately to the contracting officer. The government replaces lost keys or performs re-keying. The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due the contractor. The contractor shall ensure its employees do not allow government issued keys to be used by personnel other than current authorized contractor employees. Contractor employees shall not use keys to open work areas for personnel other than contractor employees engaged in performance of their duties, unless authorized by the government functional area chief.

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8.10 Lock Combinations - The contractor shall establish procedures in local OIs ensuring lock combinations are not revealed to unauthorized persons and ensuring the procedures are implemented.

8.11 Traffic Laws - The contractor and their employees shall comply with base traffic regulations.

9 Travel

9.1 The Contractor shall coordinate official travel arrangements with the CO or COR to obtain prior written approval for the travel about to be conducted. The Contractor’s request for travel shall be in writing and contain the dates, locations and estimated costs of the travel.

9.2 Costs associated with Contractor travel shall be in accordance with Joint Federal Travel

Regulations and FAR Part 31.205-46, Travel Costs. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use economy class or similar accommodations to the extent they are available and commensurate with the mission requirements. Travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid. If any travel arrangements cause additional costs to the TO that exceed those previously negotiated, prior written approval of the CO is required before undertaking such travel.

10 Performance of Services

During a crisis declared by the President of the United States, the Secretary of Defense or Overseas Combatant Commander, the performance of services related to this TO may be considered mission-essential functions. Should such a crisis be declared, the Contracting Officer or an appropriate representative will verbally advise the Contractor of the revised requirements and written direction will be provided at a later time.

11 Service Delivery Summary

The OCS Contractor’s performance at the contract level will be assessed quarterly by a process that measures success towards achieving defined performance objectives (Table 1). The Contractor’s performance will be monitored by the Government and reported annually in a Contractor Performance Assessment Report (CPAR).

Table 1. Performance Objectives

Performance

Objective Performance Standard Acceptable Quality

Level Surveillance

Method The OCS team is available on-site during core business hours

Meets contract requirements (PWS, Section 7)

99% availability except for PM coordinated exceptions (PTO, TDY, etc.)

Customer Complaint and Observation

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All reports, analyses and minutes are delivered on time

Meets contract requirements for deliverables (IAW Contract CDRLS)

99% except with CO & PM coordinated extension

100% Tracking of deliverable

OCS recommendations and PMO advisory support actions are timely and accurate

Meets expectations of subject matter expert consulting support (PWS, Sections 1 through 6)

99% (Threshold = Objective)

100 % Direct Observation