ANNEX A PWS.docx

ANNEX A

PERFORMANCE WORK STATEMENT/STATEMENT OF WORK

NCTAMS LANT

N9 BASE COMMUNICATIONS OFFICE EXTERNAL SUPPORT DEPARTMENT

N00FM FINANCIAL MANANGEMENT

BUSINESS INTELLIGENCE MODULE FOR BILLING & ACCOUNTING ANALYTICS

1.0 INTRODUCTION: Naval Computer and Telecommunications Area Master Station Atlantic (NCTAMS LANT) delivers and defends responsive, resilient, and secure computer and telecommunications systems, providing information superiority for global, maritime and joint forces. NCTAMS LANT provides classified and unclassified voice, messaging, data and video to ships, submarines, aircraft and ground forces operating worldwide in support of Naval and Joint missions. NCTAMS LANT’s vision is to be a world-class communications infrastructure that ensures information superiority by providing assured command and control to operational forces globally throughout all dimensions of warfare.

2.0 BACKGROUND: NCTAMS LANT EXTERNAL SUPPORT DEPARTMENT, N9 has a requirement to manage information associated with 26 government owned Private Branch Exchanges (PBX) and site records for leased commercial vendor accounts for approximately 32 CONUS site locations to include both government owned and commercial vendor Call Detail Records (CDR), alarms, lines and circuits inventory, and 911/E911 interface, as well as work order processing, funding management, and technical assistance.

NCTAMS LANT N9 is standing up the CAIRS.NET Telecommunications Management System that is now on the NMCI network connected to a combination of telephony systems of Nortel Meridians and Avaya Definity & Communication Managers.

NCTAMS LANT, N9 is seeking award of this contract action, on behalf of NCTAMS LANT Financial Management Department (N00FM), to procure a Business Intelligence Module for Billing & Accounting Analytics tool within the CAIRS.NET platform to conduct aggregation, analysis, and reporting of telecommunications billing data in order to calculate and report costs from mission and non-mission command activities for telecommunication services provided by NCTAMS LANT.

3.0 SCOPE OF WORK: Implementation of the Configuration Accounting Retrieval System (CAIRS.NET), Cisco Unified Communication Manager, ACM7004 (JITC CAIRS 5.1 Unit), site survey, on site database conversion by software engineer, billing and accounting module integration and the new Call Manger integration into the Regional Telephony Management System (RTMS) in MB-100.

NCTAMS LANT N00FM, BCO Billing Branch, requires an Enhanced Billing Data Analysis and Reporting business intelligence module to conduct aggregation, analysis, and reporting of telecommunications billing data in order to provide on-time command activity usage reports, and calculate and report reimbursement costs from non-mission customers for communication services in order to improve reimbursable customer funding recapture rates, track expenditure rates, maximize buying power, and sustain auditable financial conditions.

This requirement is necessary to ensure NCTAMS LANT N00FM BCO Billing Branch has an automated and systematic method of processing external and internal data related to telecommunications billing for the purpose of reporting and analytical capabilities to aggregate data from disparate data sources to a configurable business intelligence software platform that users interact with via their web browser.

4.0 Location and Space:

NAVSTA NORFOLK, Norfolk VA – NCTAMS LANT, 1518 Piersey Street, Norfolk, VA 23511, Building MB-100

The RTMS central site hosting all system servers is currently located at NAVSTA NORFOLK, 1518 Piersey Street, Bldg. MB-100 Norfolk, VA 23511. Central site servers provide TMS services to 8 remote sites where the supported telephony systems reside. Space at the facility is provided by the government.

5.0 Proposed Period of Performance:

5.1 All work shall be completed within one year from date of award to include the following milestones:

5.1.1 Months 1-6 (or sooner): Module development, data conversion, and testing.

5.1.2 Months 6-9 (or sooner): Training and desk top procedures and guides delivery.

5.1.3 Months 9-12 (or sooner): Transition and data testing.

6.0 Requirements:

6.1 At a minimum, the RTMS Billing & Accounting Module must provide the following functionality:

6.1.1 Drilldowns, and historical and predictive analysis functions and capabilities ensuring all reporting requirements as identified by the agency are met.

6.1.2 The capability to effectively and efficiently merge, process, and manage all necessary and pertinent agency and vendor data sources into one single source.

6.1.3 Ability to compile numerous billing inputs received from various vendors and then sort, categorize, and distribute data as needed by any NCTAMS LANT command. A business process automation and minimal human intervention within the transactional system will ensure audit readiness.

6.2 SYSTEM REQUIREMENT: Configuration and implementation in accordance with the agency’s specifications to include at a minimum:

6.2.1 The system shall allow for the management of and/or access to all data repositories including Lines & Circuits inventory, Job Order Numbers, Bases and Commands supported, and all other supporting data repositories.

6.2.2 The system shall allow for the management of and/or access to all and tracking of Telephone Control Officers (TCOs) and Financial POCs.

6.2.3 The system shall provide the ability to accept/import, manipulate, and track vendor raw data received in various formats, provide status of multiple data sources including commercial services, government owned switch services, and toll usage data via a universal import template or other mechanized process, including reporting of all successfully uploaded and processed files, for the purpose of creating usable data to generate reporting products on a monthly basis.

6.2.4 The system shall provide the ability to create standardized, customizable, and ad-hoc billing and summary reports, year-to-date expense reports, and all other related financial reporting products as necessary on a monthly basis.

6.2.5 The system shall provide the ability to calculate labor and material work order billing and route charges to the appropriate command activity’s job order number on a monthly basis.

6.2.6 The system shall provide the ability to update and edit data in static data sets and tables within the BCO billing module to include data and cost adjustments through an individual or mass update capacity.

6.2.7 The system shall provide the ability to view fallout records of processed data and make corrections to command activity data prior to finalizing monthly billing usage reports.

6.2.8 The system shall provide the ability of making prior month corrections by data type to reflect on current month’s billing.

6.2.9 The system shall provide the means to supply command activities with monthly billing reporting products for all services (i.e. Centrex services, commercial non-government switch services, government switch services, tolls, etc.).

6.2.10 The system shall provide end user’s access to online analytics through a user interface mechanism to review monthly billing reports to include usage/cost validation capabilities.

6.2.11 The system shall provide the ability to print all required documents in both MS Excel and PDF formats as needed.

6.2.12 The system shall provide the capability of mass distributing emails utilizing dynamic variables and with or without attachments to all POC email addresses warehoused within the system.

6.2.13 The system shall provide email notifications to command activity POCs and additional specified personnel of released billing usage reports and mass distribution actions. The system shall also provide reports of undeliverable email notifications.

6.2.14 The system shall provide the ability to record and track command funding amounts, document numbers, as well as provide funds status on demand.

6.2.15 The system shall provide the ability to save and store current and historical data for retrieval as needed, as well as provide access to archived files as necessary.

6.2.16 The system shall have the capability to track multiple additional data fields for current and future use.

6.2.17 The system shall have the capability of assigning multiple levels of user accesses.

6.2.18 The system shall have the capability of allowing remote sites access to the Billing Module to perform billing functions.

6.2.19 The system shall have the capability of parsing information and access levels to be used as assigned by managers.

6.2.20 The system shall have the capacity to back up data to occur on a continuous basis and archive seven (7) years of accessible financial data.

6.2.21 The system shall have the capability to track changes made by users for audit purposes.

6.2.22 The system shall allow command POCs access via a CAC-enabled access web browser process ensuring security access controls are being maintained.

6.3 SYSTEM SUPPORT REQUIREMENTS: Support and maintenance in accordance with the agency’s specifications to include at a minimum:

6.3.1 The vendor shall provide web-based product training to applicable personnel.

6.3.2 The vendor shall provide unlimited access to vendor trouble help desk to include system access issues.

6.3.3 The vendor shall provide user desktop guides and manuals for all processes.

6.4 Training Support:

6.4.1 The Contractor shall develop training support, provide training materials, and conduct training courses at MB-100 and via TEAMS and other means as necessary.

6.4.2 The Contractor shall provide the instructors, training support materials, and administrative support necessary to accomplish the training.

6.4.3 Training support shall not interfere with system operation.

6.4.4 Training shall be conducted on site and via TEAMS. The Contractor-led training support shall detail administration and operation of the Billing & Accounting module.

6.4.5 Training support shall be provided for those personnel assigned to the administration, management, users and maintenance of roles being performed at the BCO and N00FM departments.

6.5 Warranty: At a minimum, the Contractor shall provide a minimum full/unlimited one-year warranty for all Contractor provided hardware/software, and materials. Warranty will not begin until final Government acceptance. The warranty shall include emergency off-site technical assistance as required via a modem connection from the Contractor’s/manufacturer’s facility. The Contractor shall track and resolve the problem(s) in accordance with standard commercial practices.

6.6 WORKING HOURS:

6.6.1 The working hours for each site is from 0700 – 1600 EST, Monday through Friday, except for federal holidays. Overtime hours will not be approved without mitigating circumstances identified and approved by the onsite Navy Representative and site personnel.

6.6.2 The Contractor shall arrange his work so as not to interfere with the normal occurrence of Government business. All work schedules shall be submitted to and approved by the Government Representative. The Contractor shall not change approved work schedules without the prior consent of the Government Representative. Whenever non-essential services have been scheduled on the date a holiday occurs the Contractor shall coordinate with Government Representative for alternate date to perform services. Deviation from the work schedules is permissible only when approved by the Government Representative.

6.6.3 Additionally, the government may pause any PM Service at any site and at any time due to the unique mission requirements that may be presented at any particular site and rescheduled for a later date.

6.7 The Contractor shall not install or connect non-Government-owned computing systems or devices to Government networks without the COR’s coordinating and obtaining proper authorization from the appropriate Information System Security Manager (ISSM), ensuring that all software has a Government Certificate of Net worthiness or has been authorized under the Risk Management Framework (RMF) Access Only process. The non-Government-owned computing systems or devices include, but are not limited to, personal or Contractor owned thumb drives (e.g., memory sticks, flash drives, Universal Serial Bus (USB) drives, and jump drives, pen drives), removable or external hard drives, Personal Digital Assistants (PDA), PC Cards/Express Cards, MP3 players, cell phones, digital media, compact disc (CD)/digital video disk (DVD) burners, optical recordings, laptops, or any devices that can store data.

7.0 Government Furnished Material – None

8.0 Contractor Furnished Material – None

9.0 APPLICABLE DOCUMENTS

9.1 Version 4.0 of the CAIRS.net user guide.

10.0 QUALITY CONTROL SURVEILLANCE PLAN (QASP)

10.1 The government will confirm supplied data matches records provided. This data will come from N00FM and LEC provided billing documents.

10.2 Corrective Actions; The contractor shall correct any and all errors with input discrepancies within the software.

10.3 Conditions Found:

10.3.1 If while performing services there are conditions found that require repair/replacement and directly tie to this scope of work, the contractor shall submit a Condition Found Report to the COR and the Contracting Officer. Condition Found Report shall identify the conditions with a statement identifying the discrepancy and proposed remedy along with a full price quote of required additional service. No additional service shall take place prior to Contracting Officer approval.

10.3.2 If COR or Contracting Officer determines the Condition Found does not warrant additional services, contractor shall continue with original scope of work.

10.4 The contractor will provide physical documentation in the form of manuals and onsite training. Onsite DB Conversion (3 x Conversion, Onsite Labor)

11.0 BASE ACCESS/SECURITY

11.1 The access to the work site and the equipment room is restricted. The on-site Navy representative will provide any required escorts. The contractor shall schedule work with the on-site Navy representative to ensure access.

11.2 The Contractor shall submit, via the Contract Control Authority/ on-site Navy representative, a Visitor Access Request Letter list with the Full Names, Social Security numbers, Date of Birth, Company Name, of all personnel who will be working on the contract job site on company letterhead for access to secure areas. The Contract Control Authority/ on-site Navy representative will forward to Physical Security Officer for processing.

11.3 For base access, the contractor will submit the SECNAV 5512/1 Department of the Navy Population ID Card/ Base Access Pass Registration form to the Navy Representative for processing of base access. Once processed, the contractor will report to the base Pass and ID office and will provide the proper identification and vehicle information to complete the process and receive the Defense Biometric Identification System (DBIDS) identification card from base security for up to three years or the duration of the contract. The Base Pass and ID office is located at 9040 Hampton Blvd, Norfolk, VA 23505.

12.0 POINTS OF CONTACT

12.1 Technical Point of Contacts:

· TBD ARO

12.2 Contracting Officer

· Robert Joas, (757) 400-9433; Robert.p.joas.civ@us.navy.mil