AG32KWS140156Property_and_Asset_Tracking_(PAST)_Database_SOW.docx

AG-32KW-S-14-0156

PERFORMANCE BASED STATEMENT OF WORK

1.0 BACKGROUND:

The U. S. Department of Agriculture (USDA), Animal and Plant Health Inspection Services (APHIS), Investigative and Enforcement Services (IES) has developed a property and asset tracking database (PAST Database) using the 2010 Microsoft Access platform. IES is seeking to refine and further develop the capabilities of the PAST Database using intermediate and advanced techniques and tools provided by Access.

2.0 OBJECTIVE:

The contractor shall furnish all labor, material, and hardware to further develop the PAST Database. Flexibility will be provided to contractor for input of efficiencies and improvements in design and functionality. Once completed, the contractor shall then provide webinar training to IES employees in the basic use of Access and in the operation and maintenance of the PAST Database.

3.0 SCOPE OF WORK:

1. TABLE

a. Create and/or refine a TABLE for the following major items to include but not limited to:

i. Refine CardT;

ii. Refine ComputerT;

iii. Refine EmployeeT;

iv. Refine FMMIRosterT;

v. Refine MobilePhoneT;

1. add column for “Last Date Upgraded”;

vi. Refine OfficeEquipmentT;

vii. Refine VehicleMaintMileageT;

viii. Refine VehicleT;

ix. Create NEW Table “InternetAccountT”;

1. to include all DSL, cable, air cards, data cards, hotspots;

2. Service providers; and

3. Account numbers

b. All TABLES containing the raw data shall be password protected to prevent the accidental deletion of entries and/or information (encouraging the addition/revision of data to be done through FORMS).

2. QUERY

a. Create and/or refine a QUERY for the following major items to include but not limited to:

i. Refine AllCardQ;

ii. Refine ComputerQ;

iii. Refine EmployeeEquipmentQ;

iv. Refine EmployeeRosterQ;

v. Refine FleetCardExpQ;

vi. Refine FMMIRosterQ;

1. Refine to only include “active” employees

vii. Refine InvestigatorAddressQ;

viii. Refine MobilePhoneQ;

1. Mobile phone – add QUERY for last date upgraded;

ix. Refine PassportsQ;

x. Refine StorageRoomInventoryQ;

xi. Refine VehicleAccidentQ;

xii. Refine VehicleAcquisitionCostQ;

xiii. Refine VehicleMileageQ;

xiv. Refine VehicleQ;

xv. Refine VehicleTagExpirationQ;

1. Add information for Federal Tags

xvi. Create NEW Query “InternetAccountQ”;

1. To include all DSL, cable, air cards, data cards, hotspots;

2. Service providers; and

3. Account numbers

3. FORM

a. Create and/or refine a FORM for the following major items to include but not limited to:

i. Refine CardF;

ii. Refine ComputerF;

iii. Refine EmployeeF;

1. Add additional drop-down choices for “Title” to include Senior Investigative Analyst and Case Examiner; remove Senior Investigator.

iv. Refine FMMIF;

v. Refine MobilePhoneF;

1. add “Last Date Upgraded” field

vi. Refine OfficeEquipmentF;

vii. Refine VehicleF;

1. Add State Tag field, including expiration date;

2. Add Federal Tag field, including expiration date;

viii. Refine VehicleMainMileageF;

4. REPORT

a. Create REPORTS for the following areas:

i. Employee property and asset tracking;

1. This report needs to pull from several tables to ensure a complete inventory for each employees, including:

a. Office equipment

b. Computer

c. Vehicle

d. Cards (travel card, purchase card, calling card, etc.)

e. Mobile Phone

f. Passport information

ii. Area property and asset tracking;

1. This report will include all property/assets by Area

iii. Regional property and asset tracking.

1. This report will include all property/assets by Region

iv. Storage Room property and asset tracking.

v. Individual item type(s):

1. Vehicle Inventory

2. Computers Inventory

3. GOV License plates/Registration tags expiration or renewal dates

4. STATE License plates/Registration tags expiration or renewal dates

5. OVERALL

a. Create a more user-friendly look and feel throughout the entire database, customized with the IES logo. REPORTS should be formatted with IES logo and formatted to print with correct margins, etc. All FORMS should also be refined to include the IES logo and also be more user-friendly.

b. Add the ability to upload and attach documents, forms, pictures for items and attach/connect these attachments to employees and items.

i. To include property destruction forms, property reassignment forms, vehicle accident forms and photos, etc.

c. Within FORMS, add an automatic logging feature to record last update made (name and date).

d. Add functionality to ensure retired/separated employees’ property items are accounted for.

e. Add functionality to archive and retrieve retired/separated employees’ personal and property information.

f. Create system to prevent duplicate entries (or at least a pop-up warning before proceeding).

g. Add functionality to share PAST Database with other areas within IES (Eastern Region, Headquarters).

i. Possible use of drop down menu to notate area; or

ii. 3 identical “shells”/templates of the PAST Database to share across regions

h. Provide training in webinar format to IES employees:

i. In the basic use of Microsoft Access in order to operate and maintain the PAST Database;

ii. Train the trainer.

i. If possible, create user friendly pop-up window at initial opening of database offering shortcuts to most widely used functions of the PAST Database (shortcut to respective FORM):

i. Property Data Entry;

ii. Employee Data Entry;

iii. Employee Property Report;

iv. Update State Tags;

v. Update GOV Tags

j. Functionality to enter and display data in consistent formats throughout all TABLE, QUERY, FORM, and REPORT.

Contractor shall perform testing on the PAST Database and provide a Testing results report to the IES Western Regional Office (WRO) Resource Management Specialist (RMS) validating the function of the database against the requirements and original Scope of Work.

Contractor shall provide a functional PAST Database as defined within the original Scope of Work within the performance requirements, allowing flexibility for additional input of efficiencies and improvements in design and functionality (not already outlined in the original Scope of Work).

Contractor shall, upon completion of PAST Database, provide webinar training to IES employees for Microsoft Access and the operation and maintenance of the PAST Database.

5.0 TYPE OF CONTRACT:

This government will issue a firm-fixed price contract.

6.0 ACCEPTANCE CRITERIA:

Due to the sensitive nature of the information contained in the PAST Database, the Contractor will sign a non-disclosure statement prior to commencing any work on the PAST Database.

The Government will have ten working days after completion of the PAST Database to provide written comments on the service provided. The contractor will have five working days to provide and correct any deficiencies based upon the Governments’ comments.

a. IES WRO RMS provided 10 working days following delivery to review;

b. IES WRO RMS give accept or reject notification;

c. Contractor corrects, as needed at own expense and resubmits within 5 working days;

d. IES WRO RMS provided 10 working days following delivery of revisions to review.

e. IES WRO RMS give accept or reject notification;

f. Contractor corrects, as needed at own expense and resubmits within 5 working days the completed PAST Database.

The entire period of performance (including webinar training) is 120 days from date of award.

7.0 PERFORMANCE REQUIREMENTS (DELIVERABLES)

The contractor shall meet propose performance criteria outlined in the Statement of Work. General measures of contract performance are:

DELIVERABLE ELEMENT

8.0 INVOICE REQUIREMENTS

The Contractor shall submit invoices to the IES WRO RMO after the deliverables have been accepted by the government. The contractor shall be paid after meeting the performance standards of the deliverables. If the IES WRO RMO determines that the contractor does not meet the performance standards, the Contractor will be notified by the IES WRO RMO for resolution. In the event of a dispute on meeting the performance standards, the Head Contracting Officer will intervene.

The Contractor shall ensure invoices are submitted in accordance with FAR 52.212-4.

9.0 GOVERNMENT CONTACTS

Contracting Officer: for contracting related issues:

Bonnie Simpson (970) 494-7179, bonnie.k.simpson@aphis.usda.gov

Point of Contact (POC) – for technical related issues:

Becky Gomez, IES WRO RMS (970) 494-7459