Data_Archive_PWS_050815.doc

National Finance Center Data Archiving and Retrieval Services PWS - 8-May-15

Office of the Chief Financial Officer

National Finance Center

Performance-Based Work Statement

Data Archival and Retrieval Services And Microform Conversion Services April 8, 2015 Table of Contents

31.0

INTRODUCTION

32.0

OBJECTIVES

43.0

SCOPE

44.0

CURRENT ENVIRONMENT

44.1 Business Process

64.2 Retention

64.3 Frequency

74.4 Peak Period

74.5 Estimated Volumes

85.0 TASK DESCRIPTIONS

85.1 DATA ARCHIVAL AND RETRIEVAL SERVICES

85.1.1 Host Site Environment

95.1.2 Advance Technology Substitutions

95.1.3 Site Inspections

95.1.4 Data Archive Storage

105.1.5 Data Retrieval

105.1.6 Data Retention

115.1.7 Data Reporting

115.1.8 Scanning Documents

115.2 DATA ACCESS AND SECURITY

125.3 LEGACY MICROFICHE AND MICROFILM STORAGE

125.3.1 Storage Facility

125.3.2 Storage Space

125.3.3 Location

135.3.4 Building Construction

145.3.5 Environment

145.3.6 Physical Security

155.3.7 Inventory

155.3.8 Insurance Coverage

165.4 ON DEMAND LEGACY MICROFICHE AND MICROFILM

165.5 MAINTENANCE AND SUPPORT

175.6 DISASTER RECOVERY

175.6.2 Business Interruption at the NFC PCF

175.6.3 Business Interruption at the SP’s Primary Host Site

185.7 IMPLEMENTATION

185.8 CONVERSION

185.9 TRAINING

185.9.1 User Training

185.9.2 Administrator Training

195.10 ACCEPTANCE CRITERIA

195.11 PROJECT MANAGEMENT

195.11.1 Reliability and Availability

195.11.2 Weekly Status Reports

205.11.3 Implementation Plan/Kickoff Brief

205.11.4 Detail Design Review

225.11.5 Implement Solution

225.11.6. System Test

235.11.7 System Validation Readiness Review

235.11.8 System Validation

235.11.9 Final Acceptance

245.12 PERSONNEL QUALIFICATIONS

255.13 PROPOSAL

27Evaluation Criteria

27Government Contacts

27Contracting Officer’s Technical Representative (COR)

285.14 SUPPORT LOCATIONS

285.14.1 National Finance Center (NFC), New Orleans, Louisiana

285.14.2 Primary Computing Facility (PCF), Denver, Colorado

285.14.3 Backup Computing Facility (BCF) St Louis, Missouri

295.15 ADDITIONAL INFORMATION

295.15.1 Government Furnished Resources

295.15.2 Place of Performance/Hours of Operation

295.15.3 Period of Performance

305.15.4 Personal Service

305.15.5 Section 508 Compliance Requirements

305.15.6 Physical Security

305.15.7 Nondisclosure Requirements

305.15.8 Support and Installation Availability

315.15.9 Quality Assurance

325.15.11 Proposal Submission

33Attachment a PERFORMANCE-BASED WORKSHEET

1.0 INTRODUCTION

The National Finance Center (NFC), located in New Orleans, Louisiana, provides reliable, cost-effective, employee-centric, systems and services to Federal organizations. NFC's customer base is comprised of more than 140 Federal organizations, representing all three branches of the Government.

The National Finance Center (NFC) is the operations component of the United States Department of Agriculture’s Office of the Chief Financial Officer (OCFO). The NFC provides administrative payments and collection information system services to over 120 Federal Departments, Agencies, Offices, and Bureaus. The NFC provides payroll and personnel services to over 660,000 Federal employees. Services include biweekly payments via EFT or checks, current personnel records, and both system generated and ad-hoc reporting.

The NFC’s Business Operations Center (BOC) is located in New Orleans; Louisiana. The Primary Computing Facility (PCF) is located in Denver, Colorado. The Backup Computing Facility (BCF) is in St Louis, Missouri.

2.0 OBJECTIVES

The objective of this Performance-Based Work Statement (PWS) is to identify a Service Provider (SP) to provide an online web-based archive and retrieval system for line data feeds and legacy microfiche and microfilm.

2.1 The SP shall provide a solution to import legacy line data reports into their system.

2.2 The SP shall provide a solution to import scanned and indexed documents into their system.

2.3 The SP shall provide a solution to receive, index and archive line data feeds into their system.

2.4 The SP shall provide a solution to physically scan, index and archive paper documents into their system.

2.5 The SP shall provide 24x7x365/366 online access to the data via the Internet.

2.6 The SP shall provide the secure, environmentally-controlled storage facility environment, required to establish and maintain a current up-to-date inventory of our legacy microfiche and microfilm stored.

2.7 The SP shall provide the capability to ingest the legacy microfiche and microfilm data for online retrieval on an on demand basis.

3.0 SCOPE

The scope of this contract is to provide full-service data archival storage and retrieval services; including automated receipt and intake of line data feed reports; scanning and indexing of paper documents; and conversion of legacy microfiche and microfilm. All digital images shall be stored in a secure, online repository viewable via a web interface 24x7x365/366 until the prescribed retention period expiration date is reached.

4.0 CURRENT ENVIRONMENT

4.1 Business Process

4.1.1 Legacy Line Data Reports

The NFC has approximately 500,000 line data reports stored in the current SP digital repository. These are standard 80 or 132 character line data reports stored at the host site and mirrored to a secure backup site.

All reports are stored in a secure, online repository viewable via a web interface 24x7x365/366 until the appropriate regulatory retention period expiration date is reached. The retention periods can range from six to ninety-nine years.

The solution shall convert and merge the legacy reports with the ongoing day forward reports.

4.1.2 Day Forward Reports

The current line data report archiving business process transfers approximately 1,000 reports per month on a daily, weekly, monthly, quarterly and annual frequency.

The legacy system software executes on an IBM mainframe. The line print data, (computer output line data COLD), is ftp’d to current SP across a virtual private network (VPN). All support staff that have any level of access to the NFC data, including system administrators, help desk personnel and imaging and index staff, shall have full government background clearances.

The files are transmitted immediately after the reports are generated seven days a week, 24 hours a day. The reports are loaded and available for viewing within 24 hours.

Each file is received at current SP and systematically parsed to identify the key index fields and generate the corresponding metadata. Many of the files have extraneous header and trailer data requiring custom scripting to interrogate and determine the correct formatting.

The file is loaded into an online folder-based repository. The file is stored under an assigned folder based on the required user access and file retention rules.

The solution shall provide capability to receive new line data feeds across a virtual private network supported by cleared staff, 24x7x366. The reports shall be ready for view within 24 hours of the successful ftp.

4.1.3 Legacy Scanned Documents

The current repository stores legacy paper documents in pdf files accessed via the prescribed index fields. The document is loaded into an online folder-based repository. The file is stored under an assigned folder based on user access and file retention requirements.

The solution shall provide capability to pick up paper documents from the New Orleans business office via a secure, monitored transport method and have them scanned, indexed and loaded for viewing within 48 hours. The documents shall be in a secure single chain of custody throughout the process.

The solution shall include the disposition options to return of the documents to the New Orleans site; reside in longterm storage; and/or destruction in accordance with NIST procedures.

4.1.4 Legacy Microfiche and Microfilm Storage

The NFC maintains approximately 100 cartons of legacy microfiche and microfilm.

The solution shall provide secure, environmentally acceptable storage for this media.

4.1.5 On Demand Legacy Microfiche and Microfilm Conversion

The NFC currently requests on demand imaging of the stored legacy microfiche and microfilm 24x7x366. The media is retrieved by designated staff with clearance. The media is retrieved from storage, converted to digital image and uploaded for viewing by the close of business the next business day.

The solution shall provide on demand microfiche and microfilm retrieval services 24x7x366.

4.1.6 Description of Data

The data includes administrative, financial and payroll reports. The reports contain Personal Identifiable Information (PII). They shall be processed in accordance with the Privacy Act.

4.2 Retention

The retention rotation is currently a manual record-keeping process. The minimum retention is six months and the maximum is ninety-nine years. The average retention is ten years.

4.3 Frequency

The data is generated on the mainframe daily, weekly, bi-weekly, monthly, quarterly and annually. Approximately 50% of the line data feeds are generated bi-weekly after each payroll cycle.

4.4 Peak Period

The peak volume of data occurs during the processing of the annual retirement job. When the job is executed, over four million lines of data are sent. The data shall be available for viewing within 24 hours.

4.5 Estimated Volumes

Line Data Feeds

Approximately 1000 line data feeds per month.

Current online storage is 150gbs. Approximately 20-25gb additional storage for first year and then little growth as input/deletes should level off.

Scanning

On average 10,000 documents scanned per month, but do not assume this as a guaranteed minimum. (Some months none- some months higher.)

Legacy Microfiche and Microfilm On Demand Conversion

Approximately 100 cartons of physical microfiche/microfilm requiring storage.

Approximately 30 pages of microfilm or microfiche on demand requests monthly. Vendor should be able to convert page by page (not an entire fiche or roll of film.) These can be requested 24x7, singly or in a group, and must be available for viewing by 5PM next business day.

5.0 TASK DESCRIPTIONS

Tasks under this PWS are identified in the following sections:

5.1 Data Archival and Retrieval Services

5.2

Data Access and Security 5.3

Legacy Microfiche and Microfilm Storage

5.4 Recall Legacy Microfiche and Microfilm Data 5.5.

Maintenance and Support

5.6

Disaster Recovery

5.7

Implementation

5.8 Conversion 5.9 Training

5.10 Project Management

5.11 Personnel Qualifications

5.12 Proposal

5.13 Support Locations

5.14 Additional Information

5.1 DATA ARCHIVAL AND RETRIEVAL SERVICES

5.1.1 Host Site Environment

5.1.1.1 The SP shall provide a hosting environment certified for Federal records in accordance with all National Archives and Record Administration policies and regulations including the storage and management of Personal Identifiable Information (PII) data and sensitive data.

5.1.1.2 The SP shall demonstrate adherence to all Federal physical security requirements as well as the OMB Circular A-130 and other regulatory requirements.

5.1.1.3 The SP shall be responsible for all hardware and software required for the proposed solution.

5.1.1.4 The government shall work with the SP to establish a secured virtual private network via the Internet. The SP shall maintain, support and fund all telecommunications and network infrastructure required.

5.1.1.5 The SP shall provide and implement a secured encrypted method of transmission of the data from the NFC servers (at both PCF and BCF) to the SP’s host environment.

5.1.1.6 The SP shall sign an Interoperability Security Agreement (ISA) prior to production commencement.

5.1.1.7 The SP shall ensure continuity and availability of all data in required formats regardless of any technology upgrades for the period of the contract.

5.1.2 Advance Technology Substitutions

5.1.2.1 During the course of this PWS, the Government may elect to acquire advanced technological products or services which meet all the technical specifications of this PWS.

5.1.2.2 During the course of this PWS, the SP may propose advanced technological products, services, or substitutions; but the Government is under no obligation to modify the contract in response to the proposal.

5.1.2.3 During the course of this PWS, the Government may elect to transfer this service. The SP shall be able to export all NFC data to another Service Provider.

5.1.3 Site Inspections

5.1.3.1 The Contracting Officer Representative (COR) or his/her designee may conduct a site visit at the storage facility during the life of this contract without prior notice to the SP. Any security requirements (badges, signatures, ids, etc.) specifically required by the SP as described in its Technical Proposal for entry to areas where the materials under this PWS are stored, shall be provided to the COR or designee(s) at the commencement of this contract. Any new or changed security requirements during the life of this contract shall be added to the specification in the Technical Proposal by submission to and approval of the COR.

5.1.4 Data Archive Storage

5.1.4.1 The current expected volume is 17 million images annually. (This is estimated to require 5-10 gigabytes of space annually.)

5.1.4.2 Data shall be preserved in an unalterable form.

5.1.4.3 Data shall be stored in the most efficient and cost-effective method (i.e. compressed text files).

5.1.4.4 The SP shall offer a storage pricing model which only requires payment for actual storage used.

5.1.5 Data Retrieval

5.1.5.1 The proposal shall provide functionality which organize and index the data for prompt and accurate retrieval.

5.1.5.2 The solution shall provide the ability for NFC customers to access the archived data within 24 hours of transmission.

5.1.5.3 The solution should provide the ability for users to set up filters, custom views, as well as search capability.

5.1.5.4 The SP shall provide 99.99% uptime 24x7x365/366 online access to the data except for negotiated maintenance windows.

5.1.5.5 The SP shall provide access to all data with an average response time < 30 seconds per retrieval.

5.1.5.6 The data reports shall be printable from online system.

5.1.6 Data Retention

5.1.6.1 The proposed solution shall include automated retention rule functionality (i.e., daily, weekly, monthly, yearly retention periods up to and including fifty-six years).

5.1.6.2 The proposed solution shall require final confirmation before any actual deletion of data.

5.1.6.3 The proposed solution shall include automated notification of a pending delete from the system. The SP shall work with NFC personnel to set up the initial notifications.

5.1.7 Data Reporting

5.1.7.1 The proposed solution shall provide basic reporting capabilities, including but not limited to the following:

· Inventory of all reports

· All reports by retention period

· All reports by user access

· Audit logs of all access

5.1.7.2 Capability to export data for use in other software (CRYSTAL, EXCEL) to generate custom reports.

5.1.8 Scanning Documents

5.1.8.1 The proposed solution shall provide the functionality to scan and index documents directly into the system.

5.2 DATA ACCESS AND SECURITY

5.2.1 The SP shall provide and maintain the front-end web portal for access to the application and data from any location via the Internet. The initial implementation is estimated to be 300 concurrent users.

5.2.2 The proposed Web portal shall be able to interface with CITRIX. The SP shall work with NFC personnel to set up the integration with CITRIX.

5.2.3 The proposed solution shall be DOD 5015.2 certified.

5.2.4 The proposed system access shall be controlled with userid/ password constraints which meet all Federal National Institute of Standards and Technology guidelines.

5.2.5 The proposed solution shall provide user access at the record level.

5.2.6 The SP shall have the capability to provide secure restricted external access to the data.

5.2.7 The proposed system shall generate an audit entry to record each retrieval.

5.2.8 Data shall be stored where it is isolated from all other client data and the SP shall demonstrate the ability to block all access to NFC data immediately upon request.

5.2.9 Any physical movement of data shall be pre-approved by the NFC personnel.

5.2.10 any potential exposure or loss of NFC data shall be communicated immediately to the appropriate NFC authorities.

5.2.11 All records, data, or other USDA, National Finance Center information handled by SP personnel or stored at the SP’s facility remain the property of the USDA, National Finance Center. This includes records, data, and other information stored on computer tapes, paper documents in boxes, microfiche, microfilm and/or other electronic information regarding the USDA’s data stored in any database or on any online system operated and maintained by the SP.

5.3 LEGACY MICROFICHE AND MICROFILM STORAGE

5.3.1 Storage Facility

The contractor shall provide the storage facility environment, security controls, floor space, labor, and delivery services required to establish and maintain a current up-to-date inventory of the NFC media.

5.3.2 Storage Space

The SP shall provide sufficient space at the storage facility to accommodate the orderly storage of the NFC media. Additionally, the government may store other than the described materials in the space provided.

5.3.3 Location

The storage facility shall be located at least 10 miles from the PCF. The storage facility shall be located in an area with a Flood Insurance Zone Designation of B or higher as depicted in the Flood Insurance Rate Map (FIRM). The SP shall provide evidence of such compliance prior to award of contract, and upon the request of NFC.

If the storage facility is above ground, all NFC material shall be stored at an elevation that is at least 5 feet above the Base Flood Elevation (BFE) identified in the FIRM under the National Flood Insurance Program (NFIP). The SP shall provide proof of their compliance with the above by submission of a map showing the official area flood zone designation for their location.

5.3.4 Building Construction

5.3.4.1 The building used to store NFC’s material shall be constructed as follows, in accordance with National Fire Protection Association (NFPA) classifications and regulations.

5.3.4.2 There shall be a fire resistive separation between the storage area and adjoining areas. This includes those areas located above, below or adjacent, including contiguous or abutting structures, yard storage, and industrial operations.

5.3.4.3 Internal wall, floors, partitions, insulation, ductwork, shelving, and other structuring shall be noncombustible or limited combustible, except for moldings and trim.

5.3.4.4 Fire resistive separations shall be of a noncombustible material having a fire resistance classification not less than 2 hours. The resistive separations shall extend from structural floor to the underside of the structural floor or roof above.

5.3.4.5 Openings in the fire resistive separations shall be protected by fire doors with a minimum fire resistance classification of 1.5 hours.

5.3.4.6 The storage area housing NFC’s materials shall not contain windows.

5.3.5 Environment

5.3.5.1 The storage facility shall be in compliance with the National Fire Protection Association (NFPA) Code No. 75, Standard for the Protection of Electronic Computer / Data Processing Equipment, NFPA No. 70. The protection shall include an automatic fire detection and suppression system, including smoke detectors (in conformance with NFPA No. 72E) and automatic sprinklers (in conformance with NFPA No. 13). The storage area shall have a water flow alarm, which shall sound locally, and is connected to the local fire department or to an approved central station supervisory service.

5.3.5.2 The temperature shall be maintained between 60 and 70 degrees Fahrenheit and humidity between 30 and 40 percent.

5.3.5.3 At its discretion, NFC may request a compliance inspection / test four times per year. The compliance inspections / tests are at the expense of the SP. Costs for additional compliance inspections / tests shall be incurred by NFC at reasonable rates.

5.3.6 Physical Security

5.3.6.1 The stored material shall be secured at all times against intrusion by unauthorized personnel to ensure against accidental or deliberate destruction, damage, alteration or theft. The data shall be protected against damage that could result from fire, heat, smoke, water, vermin, or contamination.

5.3.6.2 Physical access to the storage facility during operational hours shall be controlled by locked doors equipped with electrical / electronic release, receptionist clearance, encoded badges, or closed circuit television surveillance.

5.3.6.3 During non-operational hours, the storage facility shall be protected by electronic alarms and patrol service or a guard on the premises. The facility shall be subject to a comprehensive security survey to assess and correct vulnerabilities in the after-hours environment.

5.3.6.4 The SP shall permit only the Contracting Officer’s Representative (COR) or individuals authorized in writing and signed by the COR to do the following:

5.3.6.4.1 Grant authority to others to perform only the activities they are authorized to do by the COR.

5.3.6.4.2 Request activities / tasks under this PWS.

Authorize individuals to visit and inspect the storage facility.

5.3.6.4.3. Remove or call for delivery or pickup of material under this contract.

5.3.6.4.4 Declare a Disaster Situation.

5.3.6.4.5 Request emergency or disaster recovery tasks as specified under this PWS.

5.3.6.5 NFC data and materials shall not be co-located with other SP customers’ materials, nor shall individuals not authorized to handle NFC materials be allowed physical access to the NFC offsite storage area. This includes SP personnel not directly involved with the handling, transportation or management of NFC’s data, and personnel from other customers (private and governmental) of the SP.

5.3.7 Inventory

5.3.7.1 The SP shall provide the labor to organize and maintain an orderly inventory of the following types and quantities of items:

5.3.7.1.1 Microfiche

5.3.7.1.2 Microfilm

5.3.7.2 SP shall provide processing support for NFC’s annual Microfiche/Microfilm Inventory by providing access and workspace to the designated representative to physically verify the media located at storage facilities. SP shall provide movement of media between vault and workspace.

5.3.8 Insurance Coverage

5.3.8.1 The SP shall provide certification and / or evidence of insurance coverage in the minimum amount of $500,000.00 at time of bid submission to protect the Government against loss and / or destruction of any microfiche, microfilm, or other materials stored at the SP’s facility. This coverage shall extend to storage and transportation and shall reimburse the Government for the following:

(1) Replacement of lost, damaged, or destroyed microfiche, microfilm or other materials while in transit between the NFC, the PCF, the BCF and the SP’s facility or while on the SP’s premises.

(2) Costs associated with recreating the lost data (i.e., computer time, overtime charges, extra shift utility charges, etc.

5.4 ON DEMAND LEGACY MICROFICHE AND MICROFILM

5.4.1 The SP shall provide a process to ingest the legacy microfiche or microfilm data into the system

5.4.1.1 This service should provide the following three tiers:

· Immediate – Data is available in less than two hours

· Critical – Data shall be available by beginning of next business day

· Routine – Data shall be available within three business days

5.5 MAINTENANCE AND SUPPORT

5.5.1 The SP shall provide a 24x7x365/366 Technical Help Desk support.

5.5.2 The SP shall provide application assistance during core business hours between 6:30AM and 5:30 PM Central Time Monday through Friday.

5.5.3 The SP shall provide the NFC with their planned Maintenance Schedule.

5.5.4 The SP shall follow NFC’s procedures for any emergency outage notifications.

5.5.5 All maintenance, upgrades and modifications to any hardware and/or software impacting the NFC data shall be clearly and promptly communicated to the NFC prior to any action.

5.5.6 Any potential exposure or loss of NFC data shall be communicated immediately to the appropriate NFC authorities.

5.6 DISASTER RECOVERY

5.6.1 The SP shall provide a fully redundant hot backup site. The SP shall produce evidence of proven successful failover and recovery drills.

5.6.1.1 The Recovery Time Objective is 24 hours.

5.6.1.2 The Recovery Processing Objective for this service is 24 hours.

5.6.2 Business Interruption at the NFC PCF

5.6.2.1 The SP shall re-direct the data transmissions that originate from the NFC PCF to the BCF in the case of a disaster at the PCF.

5.6.3 Business Interruption at the SP’s Primary Host Site

5.6.3.1 The SP shall re-direct the retrieval requests to the host backup site in case of a disaster at the SP’s primary host site.

5.6.3.2 The SP shall re-direct the data transmissions from the NFC PCF to the host backup site in case of a disaster at the SP’s primary host site.

5.6.4 Contingency Plan

5.6.4.1 The SP shall prepare and maintain a plan describing the procedures to be followed and employee responsibilities in the event of a relocation of all items in inventory to an alternate location if the principle location is within the 100 year flood plain and the Government determines that there is an eminent threat that services shall be disrupted due to rising water.

5.7 IMPLEMENTATION

5.7.1 The SP shall follow the Project Management Life Cycle detailed in Section 16.0 PROJECT MANAGEMENT.

5.8 CONVERSION

5.8.1 The SP shall accept the current data in the legacy record formats without modification.

5.8.2 The SP shall convert the approximate 200 legacy reports into the new solution.

5.8.3 The SP may need to work onsite at the current SP facility to ingest special critical legacy microfiche and microfilm data.

5.8.4 The SP shall work with the NFC to recover any data from old microfiche and/or microfilm with degraded clarity.

5.9 TRAINING

5.9.1 User Training

14.1.1 The SP shall provide forty hours of onsite application user training for up to 150 participants.

5.9.2 Administrator Training

5.9.2.1 The SP shall provide knowledge transfer and training to NFC personnel on user access administration.

5.9.2.2 The SP shall provide knowledge transfer and training to NFC personnel on the setup of new reports as well as ongoing maintenance of all reports.

5.9.2.3 The SP shall provide knowledge transfer and training to NFC personnel on the setup of new retention rules and notifications.

5.9.2.4 The SP shall provide knowledge transfer and training to NFC personnel on the reporting functionality.

5.10 ACCEPTANCE CRITERIA

5.10.1 Performance under this PWS shall be assessed as described in the table contained in Attachment A.

5.10.2 Security and risk assessment shall be certified before system acceptance.

5.10.3 Stress test of 100 concurrent users shall be conducted and verified prior to system acceptance.

5.10.4 Stress test of large payroll report transmission and retrieval shall be conducted and verified prior to system acceptance.

5.10.4 Customer training and report validation shall occur prior to system acceptance.

5.10.5 The proposed solution shall meet or exceed all criteria detailed in the National Institute of Standards and Technology (NIST) SP800-37 guidance.

5.11 PROJECT MANAGEMENT

5.11.1 Reliability and Availability

5.11.1.1 All documentation and deliverables shall be provided to the Contracting Officer’s Representative (COR) in electronic format along with one paper copy. Tables, text and drawings shall be provided in Microsoft Office, Microsoft Project, or Visio readable formats.

5.11.2 Weekly Status Reports

5.11.2.1 By close of business each Friday, the SP shall submit a weekly status report to the COR. This report at a minimum shall cover:

· Overall status

· Major accomplishments for the week as compared to the work plan tasks and milestones

· Outstanding issues

· Outline the major goals for the coming week

· Detail work breakdown for each SP depicting task performed and hours billed.

5.11.3 Implementation Plan/Kickoff Brief

5.11.3.1 Within 5 days following the contract award, the SP shall conduct a kickoff meeting to discuss plan and confirm assumptions with the NFC staff. The kickoff briefing shall be hosted at the NFC facility in New Orleans, La. The SP presentation and discussions shall contain the following minimum requirements:

· Detailed plan including recommended timelines, deliverables, and milestones necessary to accomplish the objectives of this statement of work

· Implementation plan

· Test strategy and plan

· Define roles and responsibilities of project team members

· Identify what information shall be required from the NFC staff.

· Identification of any major constraints or strategic issues

5.11.3.2 All deliverables shall be provided prior to the Kickoff Briefing.

Deliverables include:

· Presentation and materials

· Implementation plan

· Test Plan

· Project plan/schedule

· System Specification, and

· List of key personal and contact points.

5.11.4 Detail Design Review

5.11.4.1 The SP shall conduct a Detailed Design Review to discuss the system design and confirm assumptions with the NFC staff. The Detailed Design Review briefing shall be hosted at the NFC facility in New Orleans, La. The SP presentation and discussions shall contain the following minimum requirements:

· Project progress to date and any issues.

· The proposed system design discussion shall include a discussion of:

· Proposed System - Detailed description of the architecture system is presented. List of major components, major inputs, processing functionality, and outputs are described without regard to implementation detail required to implement the solution.

· Scalability - Describe how the solution can be scaled to meet the increasing volume of data generated by NFC over time.

· Internal and external interface requirements - identify all interfaces required (or recommended) to implement or facilitate the benefits of the proposed solution. The discussion of the interfaces should include optimizing the solution for cost-efficient operation especially in terms of WAN costs and providing audit trails

· Deployment Issues -

· Describe the factors that impact the rollout of the solution and discuss the implementation timeframe.

· Discuss Training plans for training NFC staff in preparation for deployment.

· Test Strategy - How the solution can be tested without disruption of the NFC operations.

· Security and data vulnerabilities - How the solution shall provide security for NFC’s data.

· Impact on Current Disaster Recovery Solution - The SP shall identify any impacts or required modifications to service provided by that agreement.

5.11.4.2 Deliverables: All deliverables shall be provided prior to the Detailed Design Review. Deliverables include:

· Presentation and materials

· System Design Document - as a minimum the System Design Document shall contain items identified as Detailed Design Review discussion topics

· Finalized System Specification

· Updated implementation plan and

· Preliminary System Test procedures – documents the system test procedures to be used by the SP to ensure systems validation readiness.

5.11.5 Implement Solution

5.11.5.1 Upon approval of the system design and the implementation plan the SP shall proceed with assembling the system components.

5.11.5.2 The SP shall conduct informal training sessions to NFC technical and management personnel. The training session can occur during the installation, setup and configuration or at times as agreed upon by the SP and the COR.

5.11.5.3 Deliverables include:

· Implementation Solution

· System documentation – Document shall as a minimum define:

· System components

· System configuration

· Interfaces

· Controls

· Preliminary User manuals – (disaster recovery procedures, operational manuals and remote monitoring). System Test procedures

· Training materials

5.11.6. System Test

5.11.6.1 The SP shall perform system testing to determine whether the system is ready for System Validation. The SP shall conduct the testing and the NFC shall witness the testing.

5.11.6.2 Deliverables include:

· System Test Report(s)

· Preliminary System Validation procedures

5.11.7 System Validation Readiness Review

5.11.7.1 The SP shall conduct a Validation Readiness Review to discuss the system validation testing with the NFC staff. The Validation Readiness Review briefing shall be hosted at the NFC facility in New Orleans, LA. The SP presentation and discussions shall contain the following minimum requirements:

· Project progress to date and any issues

· Results of the system testing

· System Validation procedures - The system validation should at least include successfully:

· Up time of 99.99% for a continuous 280 hours.

· Validating that equipment is functional and works as designed during the test

· Requirements identified by the Traceability Checklist

· Need to ensure that all files are converted completely and correctly, including retention information

· Testing the currency of the data

· Validation Test Plan

All deliverables shall be provided one week prior to the Validation Readiness Review. Deliverables include:

· Presentation and materials

· Final System Validation procedures

· Revised User manuals

5.11.8 System Validation

5.11.8.1 The NFC employees shall perform the System Validation from the New Orleans site. The SP shall assist NFC personnel during the system validation testing.

5.11.8.2 Deliverables include:

· Validation Test Results

· Requirements Traceability Checklist

5.11.9 Final Acceptance

5.11.9.1 The SP shall schedule a formal presentation to give NFC’s management staff the operational capability of the system.

5.11.9.2 Deliverables:

· Finalized System Specification

· Finalized System Documentation

· Finalized User manuals

5.12 PERSONNEL QUALIFICATIONS

5.12.1 COR. The client shall identify a Contracting Officer’s Representative (COR) under points of contact.

5.12.2 SP Key Personnel

The SP shall identify key personnel in the technical proposal regardless of the type of task. NOTE: Key personnel may not be removed from the task without express approval of the Contracting Officer’s Representative (COR).

5.12.3 Security Requirements

The component parts of this effort and reports are expected to contain highly sensitive information that could act as a guide for hostile entities to cause harm to the Department’s critical infrastructure. Any such information made available in any format shall be used only for the purpose of carrying out the provisions of this agreement. Such information shall not be divulged or made known in any manner to any person. The SP shall immediately notify the COR upon discovery of any inadvertent disclosures of information. The SP shall not retain any information regarding vulnerabilities, to include summaries, the actual vulnerability report, etc., at the end of the task order. All information arising from this task, both hard copy and electronic, shall be returned to the government at task conclusion.

All SP personnel working at the NFC shall be subject to the same security clearances as other vendors who supply products and services to the government. Personnel security clearances are required of all support personnel that shall be working at any NFC facility in support of this contract. U.S. citizenship is required for all personnel working on-site. The SP shall be responsible for obtaining the proper security clearances for its employees and/or support personnel. The USDA shall accept personnel with current National Agency Check and Inquiries (NACI) clearances or comparable level clearances. The Government shall not reimburse the SP for the preparation and processing of required security clearances.

The SP shall not disclose sensitive or proprietary information of, or in the possession of, the United States Department of Agriculture or any of its operating units, SPs or business partners to unauthorized persons. The SP shall be subject to any and all penalties imposed by law for unlawful disclosure of Department information.

5.12.4 Privacy Act

Work on this contract shall require that SP personnel have access to PII and sensitive Information. SP Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.

5.13 PROPOSAL

The proposal shall contain the following information:

a. Proposed System description identifying the major components including:

· A detailed description of the architecture of the system including related diagrams and description of all proposed versions/releases of the hardware and software to be used

· Discussion of what components of the current architecture shall be leveraged as part of the proposed solution

· Discussion of the systems scalability, capabilities, and performance bounds

· A description of the SP’s approach for ensuring data security and integrity in the storage.

b. Implementation strategy and draft plan with proposed timeline including tasks to be performed by the SP, by NFC personnel

c. Examples of work plans, deliverables, and templates to be used by the project management function. These examples should be from a comparably-sized project and should be based on a standard methodology to ensure consistency in delivery.

d. Description of the maintenance and operations of the proposed solution

· Describe the process for transition from the old system to the new system.

· Describe how your solution shall provide security for NFC’s data.

e. Risks associated with the technical solution and the implementation strategy

f. Solution Pricing Model

· Describe pricing estimate.

· Calculate the cost to NFC for your proposed solution for:

· System cost estimate (Hardware and software), and separately include optional components (e.g., Government owned or leased equipment) and services.

· Labor categories and cost,

· Estimated labor hours by category (by task),

· Travel estimate

· Training

· Ongoing services cost

· Storage fees

· Additional cost

· Describe any implementation support services that you offer, including consulting, training, customization and etc. Identify specifically the duration of services (e.g., the length of training) and any additional expense associated with these services.

· Identify maintenance or other recurring costs to NFC after it has implemented your solution.

· Identify and describe major technical and operational “trade-offs” which could effect the cost or performance of your proposed solution.

g. Benefits

· Describe how solution shall be beneficial to NFC.

· Overall solution cost

· Approach for data protection. Explain how your solution addresses these concerns.

The proposal shall include references and information documenting the required experience and qualifications.

Travel expenses shall be billed to and reimbursed by the Government for travel and per diem expenses in accordance with Federal Travel Regulations for New Orleans, La., Denver, CO. and St. Louis, MO. sites.

Evaluation Criteria The proposal shall be evaluated based on the following review criteria order of precedence:

· Maintenance and Operations (weight 40)

· Technical (weight 20)

· Cost (weight 20)

· Implementation (weight 20)

Government Contacts The Contracting Officer (CO) is the point of contact for clarifying contract issues or changes. This person’s name and phone number shall be provided at the time of award.

The Contracting Officer’s Representative (COR) is the point of contact for administrative issues and for formal problem notification.

The COR is the point of contact for technical matters. The COR is responsible for technical monitoring and accepting or recommending rejection of services and deliverables. The COR shall provide guidance and direction to the SP’s program manager and staff as it applies to this program.

Contracting Officer’s Technical Representative (COR)

Maria Jolley

USDA, NFC, Information Technology Services Division

13800 Old Gentilly Rd Bldg 350

New Orleans, LA 70129

504-426-2170

303-205-3267 (fax) maria.jolley@usda.gov Alternative Contracting Officer’s Representative (COR):

Pat Bloom USDA, NFC, Information Technology Services Division

13800 Old Gentilly Rd

Bldg 350

New Orleans, LA 70129

504-426-2083 Patricia.bloom@usda.gov

5.14 SUPPORT LOCATIONS

5.14.1 National Finance Center (NFC), New Orleans, Louisiana

NFC’s business offices are located at the Michoud Assembly Facility in New Orleans, Louisiana.

National Finance Center 13800 Old Gentilly Road Bldg 350 New Orleans, LA. 70129

5.14.2 Primary Computing Facility (PCF), Denver, Colorado

This location is where the primary data center resides. (The systems are managed and maintained remotely from the NFC site in New Orleans.)

USDA PCF

Denver Federal Center

Building 810 / E9

Denver Co. 80225

5.14.3 Backup Computing Facility (BCF) St Louis, Missouri

This is where the backup data center resides.

USDA BCF

OFFICE OF THE CHIEF FINANCIAL OFFICER

USDA NFC Backup Computing Facility

4300 Goodfellow Blvd

Building 104

St. Louis MO 63101

5.15 ADDITIONAL INFORMATION

5.15.1 Government Furnished Resources

Facilities, Supplies, and Services: NFC shall provide the physical space and electrical power connections necessary to operate the equipment. NFC shall provide a workstation and connectivity for SP personnel working onsite. Any specialized software that may be required to meet the requirements set forth in this statement of work shall be pre-approved by NFC's management.

5.15.2 Place of Performance/Hours of Operation

5.15.2.1 The SP shall provide 24x7x365/366 access to our data via the Internet from any site.

5.15.2.2 The SP shall receive data transmissions 24x7x365/366 from our Primary Computing Data Center located in Denver, Colorado to their primary host site.

5.15.2.3 In the event of a disaster at our Primary Computing Center in Denver, Colorado, the SP shall be able to receive data 24x7x365/366 from our Backup Computing Center in St. Louis, Missouri.

5.15.2.4 In the event of a disaster at the SP’s host site, the SP shall failover to their Backup host site and provides 24x7x365/366 access to our data via the Internet.

5.15.3 Period of Performance

5.15.3.1 The duration of this task is from 06/01/15 through 05/31/16 or from date of award for one year. The contract may be extended an additional 12 months up to 4 times.

5.15.4 Personal Service

5.15.4.1 It has been determined that use of a GSA contract to satisfy this PWS is in the best interest of the government, economic and other factors considered, and this task order is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled “Personal services contract”.

5.15.5 Section 508 Compliance Requirements

Section 508 requires that Federal agencies’ electronic and information technology (E & I T) be accessible to people with disabilities. Unless it is an “undue burden” or compliant products or services do not exist, solutions shall comply with Section 508.

Officers shall demonstrate compliance with Accessibility Standards under Section 508 in the form of a Voluntary Accessibility Product Template (VPAT).

Failure to provide this certification/supporting documentation shall eliminate the offeror from further consideration for this award.

5.15.6 Physical Security

The SP shall be responsible for safeguarding all government property provided for the SP use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

5.15.7 Nondisclosure Requirements

The SP personnel assisting NFC with the activities described above may be exposed to business sensitive information regarding NFC system development efforts or data. The SP agrees in performing work under this order not to disclose any data or information related to this effort outside official NFC channels without prior written approval of the Contracting Officer.

5.15.8 Support and Installation Availability

During the of installation performance period the SP shall provide on site support until successful completion. This includes support during normal business hours, after business hours, weekends, and holiday’s as necessary. Respondents shall work alternative core working hours (outside of 8am to 5pm).

Travel & Expenses

Travel & Expenses Price per day. Hotel, Airfare and daily expenses. Final pricing to be determined at date of service in according with GSA guidelines.

During normal operations, all work shall be performed from NFC New Orleans, Building 350, 13800 Old Gentilly Road and access to systems in the NFC Denver, Colorado facility is performed remotely.

United States Department of Agriculture

Office of the Chief Financial Officer

USDA NFC Primary Computing Facility

13800 Old Gentilly Road

Building 350

New Orleans, LA 17029

5.15.9 Quality Assurance

The SP shall be solely responsible for the supervision, management, and inspection of its employees under this Work Statement. The SP shall monitor and ensure its employees meet the requirements of this Work Statement. The SP shall provide and maintain an inspection system acceptable to the Government covering services provided under this Work Statement.

Any incidents that cannot be resolved by the SP in a timely manner shall be identified and referred to the COR.

The COR shall provide for technical monitoring on an on-going basis to ensure that services and deliverables meet levels of acceptability.

The SP shall be evaluated on the quality, timeliness, and dependability of service as defined by the performance measurements defined in Attachment A of this PWS. The SP shall provide timely evidence of compliance with the performance measurements upon request of the client. Upon request, the SP shall provide a description of their Quality Control plan to the client.

5.15.10 Invoices

All invoices must be entered in the Invoice Processing Platform (IPP) system. Information can be located at www.ipp.gov .

5.15.11 Proposal Submission

The SP shall submit a written cost and technical proposal for consideration before the due date and time for this PWS. At the completion of negotiations, the SP shall ensure the Cost and Technical proposal reflects agreements and, if appropriate, submit revised proposals to NFC contracting officer.

Attachment a PERFORMANCE-BASED WORKSHEET Requirement

(1) Indicators

(2) Standards—

Criteria for Acceptance

(3) Acceptable Quality Level

(4) Method of Surveillance

(5) “Incentives” Positive or Negative

(6)

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days Second negative occurrence would result in 10% reduction in monthly payment.

Timeliness of Service

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days

Second negative occurrence may result in termination of contract.

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days Second negative occurrence would result in 10% reduction in monthly payment.

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days

Plans to correct deficiencies shall be submitted to the COR within 24 hrs of request with completion within 7 days