SOW_Technical_Support_Services_-_Final.pdf

STATEMENT OF WORK

R1S ENTERPRISE SUPPORT SERVICES

SOW - R1S Enterprise Support Services

13 August 2015

1.0 PURPOSE

The purpose of this requirement is to provide enterprise process support, acquisition management support, strategic procurement guidance and technical and administrative support services to the Recreation One Stop (R1S) program management office. All work performed by the contractor shall be in strict compliance with all federal and agency-specific acquisition a n d i n f o r m a t i o n t e c h n o l o g y regulations, policies and guidance.

2.0 BACKGROUND

R1S is a federal interagency partnership providing "one-stop" access to outdoor recreation information, automated recreation planning services and reservation, permitting and ticketing services for a wide range of facilities and activities available on federal lands. Agencies currently participating in the R1S program are: US Forest Service (USFS), U.S. Army Corps of Engineers (USACE), National Park Service (NPS), Bureau of Land Management (BLM), US Fish and Wildlife Service (FWS), and Bureau of Reclamation (BOR) and National Archives and Records Administration (NARA).

R1S currently includes over 93,000 individual reservable sites and activities at approximately 3,000 field locations represented by all participating agencies and processes in excess of $115M worth of reservation-related transactions per year. Historically, R1S total transaction has experienced between 3% and 7% year-over-year growth in total transaction revenue during each year of its existence.

The current R1S contract service provider is The Active Network (Active). Active has the ability to earn continued contract performance, under the contract’s award term provisions, through the end of the Government’s fiscal year 2016.

The Government has already initiated the procurement process for the follow-on contract, which has been named the R1S Support Services contract, and currently anticipates award of this follow-on contract during the summer of calendar year 2015.

The source selection for the R1S Support Services contract shall be conducted under FAR 15 utilizing a best-value source selection methodology. The follow-on contract shall be a performance based service contract, shall include award term provisions to incentivize contractor performance and will have an estimated maximum value of $350M.

3.0 OBJECTIVE

The objective of procurement is to obtain professional acquisition support services including, but not limited to the following:

• Assisting the R1S Program Management Office with contract administration activities;

• Drafting and coordinating complex procurement documents for Government approval;

• Advising on unique and creative contracting mechanisms to achieve R1S strategic objectives;

• Providing technical expertise and assistance relating to requirements analysis and definition;

• Providing technical expertise and assistance in the review and analysis of contractor proposals;

• Providing technical expertise in the execution of Agile software development processes and management of complex e-commerce solution development.

• Providing miscellaneous administrative contract management support services

• Provide no-cost access to contractor-owned meeting facilities for up to 30 R1S program personnel in the Washington DC area

4.0 ENTERPRISE REQUIREMENTS

The contractor shall provide all personnel, resources, and facilities as required to provide efficient and cost effective support services for the requirements described below.

4.1 PROVIDE CONTRACT ADMINISTRATION SUPPORT SERVICES

4.1.1 PROCUREMENT RELATED TRAINING

At the direction of the Government, the contractor shall provide training sessions on selected acquisition processes, topics and procedures, including, but not limited to, source selection procedures, contractor performance management and the award term review board process.

4.1.2 MISCELLANEOUS PRE AND POST-AWARD DOCUMENTATION

The contractor shall draft, at the request of the R1S program management office, a wide variety of pre and post-award acquisition documentation including, but not limited to, statements of work, performance work statements, determination and findings (D&Fs), acquisition plans, source selection plans, award term plans, various justifications, memorandums, or other necessary contract file documents.

4.2 ADVISE ON CONTRACT MECHANISMS / STRATEGIES

The contractor shall conduct research and provide guidance on current best practices in federal government contracting and assist the R1S program management office in devising creative procurement solutions to satisfy the unique requirements of the R1S program.

Some areas the contractor may be required to provide guidance on include, but are not limited to, contract type selection, contract incentive models, contractor performance management, market research, etc.

The contractor shall provide this guidance at the Government’s request and may be asked to provide this guidance on any contract in the R1S portfolio whether the contract is pre-award or post-award.

4.3 PROVIDE TECHNICAL EXPERTISE

4.3.1 REQUIREMENTS ANALYSIS AND DEFINITION

The contractor shall provide access to a wide variety of technical skill sets to assist the R1S program management office in the analysis and definition of critical requirements.

Contractor personnel shall have specific knowledge and experience in working with programs funded through the Federal Lands Recreation Enhancement Act (FLREA).

Specific skill sets that may be required under this contract include, but shall not be limited to: expertise in outdoor recreation and hospitality services; Information Technology (IT) expertise in databases, website design, geospatial information services (GIS), e-commerce, system security, risk mitigation, data portability and data sharing, etc.

4.3.2 REVIEW AND ANALYSIS OF CONTRACTOR PROPOSALS

The contractor shall provide access to a wide variety of technical skill sets to assist the R1S program with the critical review and analysis of contractor proposals during source selection activities.

The skill sets shall be in-line with those defined in 4.3.1 above.

These services may be required in support of any source selection performed by the R1S program management office.

4.3.3 R1S Product Manager

The contractor shall provide a dedicated Information Technology expert within daily commuting range of the Denver, Colorado metro area to fulfil the duties of the R1S Product Manager. The contractor shall perform duties on-site at multiple locations in the Denver area including, but not limited to, National Park Service offices in Lakewood, CO and the Contractor’s facility to be located within 40-miles of Lakewood, CO.

The contractor personnel shall act as Government’s lead technical advisor with responsibility to participate in, oversee and advise Government program managers on all technical aspects of the R1S program including the source selection process, the Agile development process, the deployment process and the evolution and sustainment processes.

The contractor personnel shall be certified Program Management Professional (PMP), scrum-master and Agile-Certified Practitioner.

4.4 PROVIDE MISCELLANEOUS CONTRACT ADMINISTRATION SUPPORT

As required, the contractor shall provide a wide variety of administrative support in support of R1S program management office activities which may include the development of communications such as white papers and briefings, managing bidder’s lists and mailing lists, “Scrubbing”, inventorying and marking procurement sensitive information such as vendor proposals, recording and distributing minutes of select formal R1S meetings, producing printed materials such as documents, signs and placards, etc.

4.5 PROVIDE ADMINSTRATIVE SUPPORT

The contractor shall support meetings and conferences as an essential part of effective communication and training. The contractor shall provide administrative services on call to coordinate the necessary arrangements to ensure the PMO communicates accurately.

The contractor shall provide administrative support to ensure all goals are successfully accomplished including but not limited to Recreation Management Committee (RMC) meetings, Award Term Review Boards (ATRB), and Program Management Reviews (PMR).

4.6 PROVIDE RISK MANAGEMENT SUPPORT

The contractor shall provide a variety of risk management services to the R1S program management office. These services include but are not limited to:

• Contract performance risk. The contractor shall identify risks that may impact cost, schedule or performance.

• Enterprise Risk Management (ERM): The contractor shall advise on ERM methodologies and approaches as well as in the assessment of known and emerging risks.

• Compliance and regulatory risk management: The contractor shall advise on anticipating and reacting to compliance and regulatory requirements in order to support performance objectives, and to protect the R1S organization.

• Supply chain resilience: The contractor shall support the assessment and evaluation of supply chain risks.

• Privacy and data protection: The contractor shall support the assessment of the current state of R1S privacy and data protection.

• Governance: The contractor shall advice the R1S PMO on emerging governance issues and leading practices.

5.0 ACCESS TO CONTRACTOR-OWNED MEETING FACILITIES

The contractor shall provide, at no added cost to the Government, access to contractor-owned facilities in, or around, the Washington DC area as required to support recurring R1S meetings.

The meeting space shall be capable of seating up to 30 personnel and include Internet access, projection screen and projector and full-duplex speakerphone with a dedicated phone line.

As a minimum, the contractor shall provide access to contractor-owned meeting facilities for the following known R1S meeting requirements:

5.1 RECREATION MANAGEMENT COMMITTEE (RMC) MEETINGS

The RMC is the interagency body governing R1S activities and is comprised of executive leadership personnel from each R1S participating agency. The R1S program management office meets with the RMC on a quarterly basis in the Washington DC area. Meeting dates are generally selected and scheduled at least 45-days in advance. Participation at quarterly RMC Meetings generally ranges between 15 – 30 total personnel.

5.2 AWARD TERM REVIEW BOARD (ATRB) MEETINGS

ATRB meetings occur twice each year. Under the current contract, one meeting is held in November and one in December, although these general dates may change under the follow-on R1S Support Services Contract. Firm dates for the ATRB are generally scheduled at least 60-days in advance and the November ATRB Meeting is often scheduled to coincide with a quarterly RMC meeting to minimize travel expenses. Participation in the November ATRB Meeting ranges from 15 – 30 total personnel, while participation in the December ATRB Meeting is generally less than 10 total personnel.

6.0 MANAGEMENT

6.1 TECHNICAL DIRECTION

The contractor must perform and manage the activities delineated in the Statement of Work (SOW). Specific work projects to be performed under this task order will be initiated through technical direction from the COTR. If tasked, the tasking will include the specifics of the project, the key deliverables, deliverable schedule, and estimated hours to perform the effort.

6.2 PROGRESS BRIEFINGS

The contractor must provide oral or written progress briefings to the Contracting Officer or COTR as required. Briefings will be provided upon completion of individual tasks or specific project areas as requested by the Contracting Officer or COTR.

6.3 MONTHLY STATUS REPORTS

Monthly status reports in the contractor's format shall accompany the contractor’s monthly invoice and shall be provided to the Contracting Officer and COTR.

6.4 MONTHLY FINANCIAL STATUS

The contractor shall submit a monthly financial status report in conjunction with the monthly invoice and monthly status report. The monthly financial status report shall address the following items as a minimum:

• Labor hours expended (current month and yearly cumulative);

• Amount of funding expended (current month and yearly cumulative); and

• Amount of funding remaining under this task order.

7.0 PERSONNEL

The following categories are recommended for minimum experience qualifications required for successful contract performance:

7.1 EXPERIENCE/EDUCATION QUALIFICATIONS

7.1.1 SENIOR ACQUISITION MANAGER (SAM)/PROJECT MANAGER

The SAM must be the contractor's supervisory manager with responsibility for acceptable performance of work for all contract personnel. The contractor's SAM must be available within a period of 24 hours after receipt of notification by telephone, fax, email, or in writing, or the next working day to discuss any technical or contractual matter(s). At a minimum, the SAM must have 20+ years experience of Federal Government acquisition and program support including extensive experience in:

• Researching and drafting acquisition policy and procedures at agency level or higher;

• All phases of Performance Based Service Contracting;

• Experience supporting acquisitions valued in excess of $300M;

• Managing all aspects of acquisitions funded through the FLREA authorization.

• Experience with USDA and Forest Service procurement regulations, policies and procedures;

• Performing agency-wide acquisition management reviews and analysis;

• Maintaining and supporting automated acquisition systems;

• Preparing requirement documents such as performance based work statements, SOWs, etc.;

• Supporting interdisciplinary functional acquisition teams;

• Preparing pre-award and award documentation for all types of acquisitions with a strong emphasis on service contracting and information technology acquisitions;

• Drafting acquisition plans;

• Supporting source selections and drafting source selection documents;

• Drafting quality assurance surveillance plans; and

• Supporting agency level contract management.

7.1.2 PROCUREMENT SPECIALIST

The Procurement Specialist must have two years of experience in supporting procurement related functions including but not limited to:

• Preparing requirement documents such as performance based work statements, SOWs, etc.;

• Supporting interdisciplinary functional acquisition teams;

• Preparing pre-award and award documentation for all types of acquisitions with a strong emphasis on service contracting and information technology acquisitions;

• Drafting acquisition plans

Additionally, the Procurement Specialist must have at least one year experience supporting interagency procurement actions.

7.1.3 IT PRODUCT MANAGER

The IT Product Manager shall have 15-years experience managing development of complex IT solutions and shall possess a Program Management Professional (PMP) certification, SCRUM-master certification and be a Certified Agile Practitioner. The IT Product Manager shall be responsible for the following tasks in support of the R1S program office:

• Participate in all appropriate pre-award procurement activities, including but not limited to the development of technical requirements, providing detailed, critical review and analysis of Offeror technical proposals, actively participating in Offeror technology demonstrations and one-on-one technical capability discussions with Offerors, and drafting official procurement documentation with detailed analyses of Offeror technical strengths and weaknesses.

• Participate in all appropriate post-award procurement activities, including but not limited to, acting as the Government’s technical lead with full ownership and responsibility for all technical aspects of the program. The IT Manager shall act as the primary technical interface between the Government and the contractor during system development, deployment and sustainment phases.

• Participate in the Agile software development process and shall work collaboratively with the Contractor to ensure all schedule, technical and operational requirements are satisfied. Personnel shall coordinate and oversee the Agile process and shall work in short, regular intervals (“Sprints”) to achieve all objectives. The IT Manager and requesting agency will use the results of these Sprints to establish the goals of subsequent Sprints.

• Act as a fully integrated member of the Government’s R1S Program Office, headquartered in Lakewood, Colorado and must reside within daily commuting distance to the R1S headquarters office. As the Government’s technical lead with responsibility to participate in and oversee the Agile development process, the IT Manager may also be required to work on-site at the Contractor’s Denver-area offices on a routine basis.

• Act as a liaison between the Contractor’s technical lead and the other members of the Government’s R1S program management team to ensure clarity and understanding of all technical issues and to ensure all Government business and operational requirements are being translated to, and understood by, the Contractor’s technical team.

7.2 KEY PERSONNEL

The Senior Acquisition Manager, Product Manager and Procurement Specialist positions are considered key personnel. A detailed resume must be submitted for approval prior to assignment of individuals to any positions identified as a key position in accordance with the "Key Personnel” provision in the terms and conditions.

8.0 GOVERNMENT FURNISHED MATERIAL (GFM)

The Government shall make available, on an as needed basis, all information required to perform the tasks assigned. All GFM provided to the contractor under this contractor shall be strictly controlled by the contractor and shall not be released by the contractor to any parties without the specific written approval of the Contracting Officer. All GFM provided under this contract shall remain the property of the government and shall be returned to the Government upon successful completion of the contract requirements.

9.0 GOVERNMENT FURNISHED FACILITIES

The primary place of performance shall be the contractor's place of business.

Contractor access to Government facilities shall be provided on an as needed basis to permit contractor participation in Government meetings and events on Government property.

10.0 TRAVEL COSTS

10.1 LOCAL TRAVEL

Local travel is defined as contractor travel within a 50-mile radius of the contract employee’s primary duty location. Costs for local travel performed under this contract shall not be considered allowable. All local travel shall be performed at the contractor’s expense.

10.2 NON-LOCAL TRAVEL

The contractor shall be required to travel to various locations within the United States at the direction of the Government.

• The Government shall reimburse the contractor for allowable travel costs provided:

• The Contractor obtains prior approval from the Government;

• Travel is performed in accordance with the Federal Travel Regulations (FTR);

• Daily meal, lodging, and incidental expenses do not exceed the GSA per diem rates in effect for the area at the time of travel.

Allowable travel costs shall include airfare, per diem, car rental, and local ground transportation.

All contractor claims and invoices containing travel expenses shall be accompanied by receipts documenting the travel expenses claimed.