Attachment 1 eMITS Draft Performance Work Statement.pdf

eMITS – Enterprise Multimedia and Integrated Technical Services Table of Contents

1 INTRODUCTION, GOALS, OBJECTIVES

2 ORDERING AND SERVICES DELIVERY

3 CONTRACT MANAGEMENT AND ADMINISTRATION

GENERAL - IN ALL SERVICE AREAS OF THIS CONTRACT, THE CONTRACTOR SHALL:

CONTRACT RISK MANAGEMENT

ENTERPRISE CONTRACT MANAGEMENT SUPPORT

INTEGRATION SUPPORT

OPERATIONS, PROJECT, AND FUNCTION MANAGEMENT

FINANCIAL RESOURCES MANAGEMENT

PROPERTY MANAGEMENT

SAFETY AND HEALTH

WORK AUTHORIZATION

QUALITY MANAGEMENT AND CONTROL

IT SECURITY PROGRAM MANAGEMENT COMPLIANCE

4 IT MANAGEMENT

IT POLICY MANAGEMENT

IT GOVERNANCE AND BOARD MANAGEMENT

IT STRATEGY MANAGEMENT

ENTERPRISE ARCHITECTURE SUPPORT SERVICES

IT SERVICE MANAGEMENT (ITSM)

CUSTOMER RELATIONSHIP MANAGEMENT (CRM)

IT PROGRAM/PROJECT MANAGEMENT (PPM)

PERFORMANCE MANAGEMENT

IT RISK MANAGEMENT

CONFIGURATION MANAGEMENT (CM)

IT BUSINESS AND INVESTMENT MANAGEMENT

IT ACQUISITION MANAGEMENT (ITAM)

SOFTWARE LICENSE MANAGEMENT

5 WORKPLACE AND COLLABORATION SERVICES

HELP DESK SUPPORT

DOCUMENT DIGITIZATION AND DATA CONVERSION

6 INFORMATION MANAGEMENT

FORMS MANAGEMENT

RECORDS MANAGEMENT

DATA QUALITY AND COMPLIANCE

7 RESERVED

8 MULTIMEDIA AND COMMUNICATION SERVICES

8.1 MULTIMEDIA TECHNOLOGY, PROCESSING, AND ENGINEERING

STRATEGIC PUBLIC COMMUNICATIONS TECHNOLOGY SUPPORT

MULTIMEDIA MISSION SERVICES

IMAGERY ACQUISITION, PROCESSING, AND DISTRIBUTION

VIDEO OPERATIONS

CREATIVE DEVELOPMENT (GRAPHICS, WRITING AND EDITING)

DIGITAL MEDIA PRODUCTION AND DISTRIBUTION

FABRICATION, PRINTING AND PHYSICAL PRODUCTION

EXHIBITS PROGRAM

MEETING, EVENTS, AND VIDEO TELECONFERENCING

1 Introduction, Goals, Objectives

TBD

2 Ordering and Services Delivery

TBD

3 Contract Management and Administration General - In all service areas of this contract, the contractor shall:

3.1.1 Continually evaluate and implement fiscally responsible, cost effective, innovative, and efficient processes or disciplines for performing the requirements outlined in this PWS.

3.1.2 Provide the management and administrative functions to satisfy the requirements of this contract (Data Requirements Document [DRD]-X, Contract Management Plan).

3.1.3 Comply with all policies and procedures included in Attachment X, Applicable Documents.

3.1.4 Follow the most current approved version wherever reference is made in this PWS and in task orders to specific policies, procedures, directives, work instructions, and other Government documents.

3.1.5 Maintain the ability to obtain security clearances, up to the Top - Secret level, as appropriate for work on this contract. Where required, specific employee security clearance requirements will be defined along with the technical content in work packages or task orders.

3.1.6 Provide all resources (labor, materials, and property) required to perform this contract. The exceptions to this are the items (materials and property) listed in:

Attachment X, List of Government-Furnished Property (GFP)

Attachment X, Installation-Provided Facilities and Services

Attachment X, Systems Inventory;

3.1.7 Provide to the Government all deliverables listed in the Attachment X, Data Requirements List (DRL) in electronic form as specified in the individual DRD, unless otherwise directed.

Contract Risk Management The contractor shall:

3.2.1 Integrate risk management processes into its contract management approach in order to mitigate impacts to cost, schedule, and performance.

3.2.2 Proactively report any risks to cost, schedule, and performance to the COR and customers of the eMITS contract and work with the Government to mitigate any impacts.

Enterprise Contract Management Support The Government expectation is that the eMITS contractor will be a solutions partner with the Government and continually seek to implement processes and operational methods that will enhance the provision of services for all customers of this contract, including the OCIO, OCOMM, center OCIO and OCOMM organizations, and their customers. The contractor shall:

3.3.1 Be aware of and be flexible to the differences in individual center service delivery that currently exists. Prior to this eMITS contract, many of the services herein have been provided on separate center level service contracts with different service delivery requirements and expectations.

3.3.2 Partner and collaborate with center level organizations and customers to ensure the most satisfactory service delivery for each supported organization as is practical and feasible within the enterprise services delivery framework.

3.3.3 Assist each supported organization in integrating into a uniform enterprise service delivery model for services and facilitate change management on this contract while remaining flexible to individual center schedules and processes until such time a more uniform service delivery model for each service can be approved and implemented.

3.3.4 Recommend integrated solutions that span across business strategies, technologies, architecture, platforms, and, when applicable, across other agency and center contracts.

3.3.5 Have a strong understanding of the business processes supported at both the agency and center level, products and services offered and implemented across this contract and associated NASA contracts, and shall recommend solutions that span across those products and services in meeting customer requirements.

3.3.6 Effectively onboard new customers and requirements as center contracts expire or as services are transitioned to the eMITS contract while continuously seeking cost effective methods of service delivery across the Agency that take advantage of economies of scale and reduce overall costs to the Government.

Integration Support The NASA OCIO and OCOMM are transitioning to an Agency framework for delivery of services, although not all services included in this work statement, or those included in other contracts, will be provided in an enterprise manner, at least initially. Currently there are multiple Agency services contracts managed by the OCIO including the Advanced Enterprise Global Information Systems (AEGIS) contract, the NASA End-user Services & Technologies (NEST) Contract, The Enterprise Applications Service Technologies (EAST) 2 contract, the Cybersecurity and Privacy Enterprise Solutions and Services (CyPrESS) contract, and other Center level contracts. Additionally, OCOMM will also be working towards an enterprise level contract or contracts for delivery of core OCOMM services (NASA Communications Services (NCS) contract). Many organizations across the OCIO and OCOMM as well as their customer organizations across NASA require support that utilizes the services of more than one, if not all, of these contracts, as well as other associated Agency and local center contractor services, in order for the OCIO and OCOMM to provide a comprehensive service delivery package that will meet the mission of these organizations. In providing the services and support required on the eMITS contract, the contractor shall:

3.4.1 Continually develop and enhance its knowledge of the services and delivery methods of these associated contracts (see section H.X, Associated Contractor Agreements for a non-exclusive list of associated contracts) and shall provide services as defined in this work statement that are integrated with those associated contracts to the greatest extent possible in order to minimize the burden of integration of service lines by the customer organizations.

3.4.2 Partner and collaborate with associate contractors and establish associate contractor agreements for the effective integration of services with those contractors identified in Section H, Clause xxx, Associate Contractor Agreements.

3.4.3 Utilize effective Service Integration and Management (SIAM) principles and processes, and facilitate adoption across the customer base of these principles and processes, within the established multi-service vendor environment and act as the primary integrator for the services provided by the OCIO and OCOMM contract portfolio.

3.4.4 Recommend and implement approaches by which groups of services can be bundled to provide a comprehensive service delivery package that incorporate complete service life-cycle delivery and that integrate quality assurance with service delivery.

Operations, Project, and Function Management

In performance of the broad scope and managnitude of the eMITS contract, the contractor must establish effective and efficient internal processes and procedures in order to manage and deliver the required services while meeting cost, schedule, and performance metrics.

(DRD-X, Contract Management Plan). These contractor processes must facilitate service delivery from the contract level, service line level, project level, to the lowest operational support level. In providing the required services of the eMITS contract, the Contractor shall:

3.5.1 Operate and manage designated production systems, ongoing and new projects, and functions and activities required to provide products and services to the customer community in accordance with DRD-X, Contract Management Plan. The Contractor shall:

3.5.2 Create and maintain project plans (DRD-X, Project Plans).

3.5.3 Be knowledgeable of industry standard project management tools and implement those approved tools on this contract. The Contractor management shall demonstrate project management expertise by executing operational and development projects and activities per negotiated schedules and budgets.

3.5.4 Integrate appropriate methodologies and procedures into its Program and Project Management processes and shall document those processes in the Project Plans.

3.5.5 Document and demonstrate effective integration across all applicable services within this contract as well as those required of associate contracts in order to provide comprehensive service delivery to customers.

3.5.6 Include in all plans and responses the labor, materials, travel, training and other direct and indirect costs.

3.5.7 Report project status monthly along with the 533 (or other cost report) (DRD-X, Contract Management Review).

3.5.8 Establish Service Level Agreements with customers and supported organizations.

3.5.9 Create and maintain processes to support the NASA requirements to report IT spend in support of OMB Data Calls (DRD-X, IT CPIC).

3.5.10 Create and report metric performance as directed by contract or work package.

3.5.11 Provide Rough Order of Magnitude (ROM) estimations for anticipated or planned work, in accordance with DRD-X, Rough Order of Magnitude, when requested by the Government.

3.5.12 Document Standard Operating Procedures as defined in DRD-10, Standard Operating Procedures.

3.5.13 Document Lessons Learned and Corrective Action Reports as directed by the CO or COR; or as deemed internally appropriate by Contractor management and deliver the report to the Government in accordance with DRD-25, Lessons Learned and Corrective Action Reports.

3.5.14 Create and maintain the deliverables required to support the NASA Continuous Monitoring process in accordance with NPR 2810.1.

3.5.15 Attend and support key Government-sponsored meetings and forums as required by the government.

3.5.16 Provide and maintain a Continuity of Operations Plan (DRD-X, Continuity of Operations Plan).The COOP shall:

Establish Contractor policy and guidance to ensure the execution of the mission essential functions for this contract as identified by the contractor and approved by the Government.

Address the situation/event when an emergency in a facility threatens or incapacitates operations and address the relocation of selected personnel and functions of any service provided by this contract.

Document the emergency response and recovery process Document potential impacts and mitigations thereto, including contract status of threatened, diminished, or incapacitated, as well as an associated timeline.

Address the items in this section at each location in which services are provided and continuity of identified operations must be maintained.

Financial Resources Management

3.6.1 The Contractor shall provide accurate and timely financial reports in accordance with NASA Policy Directive (NPD) 9501.1, NASA Contractor Financial Management Reporting System, NASA Program Requirement (NPR) 9501.2, NASA Contractor Financial Management Reporting, and NPR 9060.1, Cost Accruals. The Contractor shall deliver:

DRD-x, Financial Management Report;

DRD-x, Resource Management Supplemental Report;

3.6.2 The Contractor shall provide ongoing business analysis and respond to Government requests for financial information. In performing these functions, the Contractor shall:

Maintain detail order and invoice records that support Government-performed invoicing (to customer organizations) and allow Government-performed invoice reconciliation.

Provide financial information maintained by the Contractor for use by the Government for budgeting purposes and business case analyses.

3.6.3 The Contractor shall provide financial planning data to support the Government budget process including but not limited to: Planning, Programming, Budgeting, and Execution [PPBE] budget calls, Operating plan budget calls, and special requests for budget impacts.

3.6.4 The Contractor’s internal accounting system shall fully accommodate Government reporting requirements as defined in the DRD-4, Financial Management Report and DRD-5, Resource Management Supplemental Report.

3.6.5 The Contractor shall conduct quarterly accounting reconciliations (planned expenditures versus actual expenditures).

3.6.6 The Contractor shall support a contract-wide requirements/budget review meeting with the Government as defined in DRD-6, Contract Management Review. This internal review shall be completed prior to the annual Capital Planning and Investment Control Process (CPIC) (DRD-7, IT CPIC) and the annual program planning and budget execution (PPBE) cycle.

Property Management

3.7.1 The contractor shall submit for approval a property management plan in accordance with DRD X – Property Management Plan. The contractor shall coordinate with each Center or locations’ Property Management Officer to ensure local policies and processes are followed as applicable.

3.7.2 The contractor shall analyze available property at each location and provide planning and advice to maximize use of available property to support work package and task order requirements.

Safety and Health

3.8.1 The Contractor shall perform work in accordance with DRD-X, Safety and Health

Plan, and will submit and maintain the plan per the Data Requirements List (DRL).

3.8.2 The Contractor shall complete Government provided Safety and Health training, including but not limited to, general online safety training and hazardous materials training, according to agency and individual center policy and depending on the work performed at designated locations.

3.8.3 The Contractor shall establish guidelines for contract personnel regarding emergency medical services and evaluation while they are on international travel in accordance with NASA FAR Supplement 1852.242-78.

Work Authorization

3.9.1 Work Authorization System. Work will be authorized per this contract via work packages as well as through the issuance of Indefinite Delivery/Indefinite Quantity task orders.

3.9.2 Standard/Non-Standard Business Hours – The contractor shall operate at standard business hours where work is performed on this contract according to agency and local policies and customer standard operational business hours. Where non-standard hours are required for evening, weekend, or 24 hour support, the contractor shall ensure coverage of necessary services per requirements.

Quality Management and Control

3.10.1 The Contractor shall submit a Quality Assurance Management Plan (QAMP) in accordance with DRD XX that specifies the Contractor’s approach to assuring delivery of quality products, material and services. The Contractor shall also submit a QAMP Quarterly Summary Report in accordance with DR XX.

3.10.2 The Contractor shall ensure all personnel performing work are properly trained, certified, and qualified for assigned work requirements, to include recognition of job hazards for any equipment used. The Contractor shall be responsible for obtaining and maintaining the skills and certifications required on this contract.

3.10.3 Contractor shall be ISO 9001 20xx compliant.

3.10.4 The contractor shall complete requirements in this work statement that meet any and all quality metrics as defined in this work statement, in work packages, or in task orders.

3.10.5 The contractor shall, as directed by the Government, provide a plan for metrics development and propose metrics for any area of this contract for approval by the

CO/COR.

3.10.6 The Government will standardize requirements metrics for services performed by the contractor at all locations where services are required to be performed, however, the contractor shall be flexible and perform requirements according to each location’s specific requirements and needs.

3.10.7 Corrective Actions – Contractor shall develop and implement a Corrective Action Plan to address and remedy issues identified by either the Contractor or the Government. [Corrective Action Plan DRD?]

IT Security Program Management Compliance

3.11.1 IT Security Management Program Compliance - Contractors who purchase, lease, network to, or otherwise utilize Government-funded IT (Clinger-Cohen Act of 1996 and referenced by Office of Management and Budget (OMB) Circular A-130) shall comply with NPR 2810.1, Security of Information Technology and the Federal Information Technology Acquisition Reform Act (FITARA).

3.11.2 IT Security Program Management Plan - The Contractor shall submit an IT Security Management Program Plan (per DRD-16, IT Security Plan) for its unclassified IT resources. This program plan shall describe the policy, processes, and procedures that will be followed to ensure appropriate security of IT resources that are developed, processed, or used under this contract. The Contractor’s IT Security Management Program Plan shall be compliant with Federal and NASA policies as referenced in OMB Circular A-130 and NPR 2810.1.

3.11.3 Employee IT Security Awareness Training - Contractor employees performing work under this contract shall complete the NASA-provided IT Security Awareness Training annually. The Contractor shall provide evidence that periodic IT security awareness training has been met for all employees subject to this contract. The Contractor shall submit periodic reports (as required by CO) detailing the overall status of the annual training program. The annual training program is defined as the period from October 1 through September 30. The IT Security Awareness Training is delivered via web-based application (SATERN) and takes approximately 1 hour to complete.

3.11.4 Information on Employees in Sensitive Positions/Assignments - Employee information is sensitive. IT security positions/assignments shall provide information reporting annually for personnel screening as required by NPR 2810.1 and NPR

1600.1 on position risk.

3.11.5 Requirements for Contractor Systems Holding Government Information – Will contractor systems house any Government information? Include requirements for Security Plans and processes.

4 IT Management

The NASA OCIO is fundamentally changing the way IT services are delivered across the Agency and the eMITS contractor will be an integral partner in this transformation. It is the intent of the NASA OCIO for the eMITS contractor to not only provide the services contained in this work statement, but to also gain and maintain knowledge necessary to integrate the services of the eMITS contract with those of the entire portfolio of OCIO contracts in order to provide the OCIO and its customer organizations with integrated, cost-effective, cutting-edge, and comprehensive service solutions that will facilitate and effect the NASA mission. The contractor shall note that not all services for the Agency will begin at contract start. Many centers have on-going center IT contracts on which many of the services in this work statement are being performed. Requirements for centers will be transitioned to this contract in accordance with the Attachment J-XX, Center Transition Schedule, as individual center contracts expire.

Establishment of policies, continuous monitoring, implementation of controls, establishment of appropriate vetting mechanisms, change management, configuration management, risk management, service management and integration, communication mechanisms, portfolio management, and investment management are some of the key processes, activities, and tools that support IT Management

IT Policy Management The Contractor shall:

4.1.1 Support the development, implementation, maintenance, and management of the OCIO policy repository (NODIS).

4.1.2 Support Agency Policy Oversight Working Group activities and deliverables.

4.1.3 Support the Agency IT Policy Lead, as point-of-contact, for Master List matters, administer the Master List, and support training classes for Master List custodians

4.1.4 Serve as primary point-of-contact for quality systems master list matters, administer the Master List, and conduct training classes for ISO master list custodians.

4.1.5 Ensure that requested policy information or reviews are provided within schedule guidelines and establish, document, and maintain a process to control the Master List.

4.1.6 Coordinate periodic document reviews as requested.

4.1.7 Review new or revised NASA policy, Center policy, OMB policy, and other policies as appropriate.

4.1.8 Facilitate the drafting of revisions to existing policy and the creation of new policies.

4.1.9 Provide technical assistance in the development of the policy/documentation waivers.

4.1.10 Provide assistance in processing policy and waivers through the Agency and Center processes.

4.1.11 Review, evaluate, and recommend the disposition of Policy/Documentation change requests (CRs).

4.1.12 Facilitate the development and revision of the policy waiver forms and policy waiver requirements.

4.1.13 Provide weekly management reports of policies and associated actions and CRs.

4.1.14 Maintain a log that includes the status of IT waivers.

4.1.15 Support the development, implementation, and maintenance of a streamlined

Agency and Center IT policy review process that will facilitate the implementation of and compliance with IT policy across the Agency. The contractor shall assist the OCIO with the development of IT policy and procedures in compliance with Government, NASA, OCIO, and center policy laws, regulations, and directives.

4.1.16 Support center CIOs and their organizations and customers with the development, implementation, and dissemination of IT policy and procedures in accordance with NASA OCIO policy directives where controlling. The contractor shall assist Center CIOs with review, development, and implementation of center IT policy and compliance therewith.

4.1.17 Support all elements of the IT Policies and Procedures waiver process including the review/revision of waiver process forms and documents, processing and management of waiver documentation, and facilitating OCIO and center board approval of waivers.

IT Governance and Board Management The Contractor shall:

4.2.1 Assist in the management, maintenance, and execution of IT governance according to NASA IT governance model and framework. The contractor shall provide the required documentation, data, and other related artifacts through the contractor’s execution of and compliance with governance, standards, and processes.

4.2.2 Assist the Enterprise Business Management Office with continuous maturity of the IT Governance framework and its role in meeting the needs of the Agency and key IT stakeholders and customers, including, but not limited to, aligning with NASA’s Governance Framework, NASA’s IT Strategy, Portfolio Management, and IT Investment Planning.

4.2.3 Develop and maintain the IT board management processes and templates needed to execute IT governance.

4.2.4 Provide governance deliverables and artifacts as directed by the Government.

IT Strategy Management

4.3.1 The contractor shall assist the OCIO and its customer organizations with IT strategy and strategy development, in accordance with OCIO and customer objectives.

Strategy development, proposals, and implementations shall be in line with OCIO objectives and integrate with agency and center EA framework goals, governance processes, and integration efforts across the portfolio of OCIO contracts. Strategy development shall support Government and Agency IT modernization efforts to the greatest extent possible.

4.3.2 The contractor shall integrate Strategy Management Support with Customer Relationship Management efforts to be able to provide proactive planning to the OCIO and supported organizations across NASA

Enterprise Architecture Support Services Through the OCIO Strategy and Architecture Office (SAO), the OCIO will support digital business transformation, enable Mission outcomes, and modernize NASA’s technology core in alignement with EA processes.

In support of the SAO, the contractor shall:

4.4.1 Assist the SAO with strategic planning that includes maintaining and updating the

IT Stragic Plan, roadmap development and integration, and target state planning.

4.4.2 Assist the SAO to facilitate Agency digital transformation outcomes, in alignment with the NASA Digital Transformation office, to ensure integration of transformational efforts necessary to achieve success.

4.4.3 Facilitate modernization of mission support ecosystem to align future state capabilities NASA strategic plan goals and priorities, and with external drivers.

4.4.4 Identify links between digital innovation and the NASA technology base to inform Mission customers of cutting-edge and/or developing capabilities that could support Mission objectives.

4.4.5 Assist CEO and SAO staff with identification of mission requirements to translate into an understandable, enabling, and achievable to-be state.

4.4.6 Assist with defining future state IT capabilities that will support mission requirements and provide a gap assessment of what changes will be needed to achieve the desired to-be state.

4.4.7 Support the creation of execution roadmaps that lay out the guardrails, investments, and milestones necessary to support an integrated future state of IT.

4.4.8 Support articulation of the target IT service model that will support customer requirements by coordinating directly with business relationship and customer relationship managers.

4.4.9 Developing agility through model-based processes that can be repeatable, effective, and easily deployed.

4.4.10 Support Center EA efforts through coordination with center EA representatives to identify and define center to-be states that align with the Agency EA framework.

IT Service Management (ITSM) In support of IT Service Delivery, the Contractor shall:

4.5.1 Align and coordinate service delivery with the NASA OCIO IT Service Management Office.

4.5.2 Implement a framework for service delivery that meets ITIL v4 standards and metrics.

4.5.3 The Contractor shall review existing NASA IT services catalogs and assist the government in the development and maintenance of an agency integrated IT Services Catalog that incorporates standard IT service items and service packages from across the Agency IT contract portfolio leveraging NASA approved platforms, tools, and processes. The intent of this catalog is to provide the OCIO and its customers with a comprehensive list of standard services and the standard price thereof.

4.5.4 The contractor shall assist with the development of standard costs of services that incorporate rates and delivery terms from applicable agency contracts as necessary to provide fixed, accurate costs for each catalog service listing.

4.5.5 The contractor shall continually revise, maintain, and add services to the catalog as standard services and delivery methods are developed

4.5.6 The contractor shall provide strategic communications regarding changes in services and use standard communication tools such as Microsoft teams to maintain a central communication service (LaRC input).

Customer Relationship Management (CRM) CRM will involve dedicated customer engagement and support services that integrate into the customer business model and organizational framework. CRM will provide business management and technical expertise that will facilitate achievement of customer objectives. In support of CRM the Contractor shall:

4.6.1 Coordinate, integrate, and align with Customer Engagement Office staff and Agency and Center Business Relationship Managers/Customer Relationship Managers to Provide Customer Relationship Management support to the OCIO and its customer organizations..

4.6.2 Identify and understand the customer base for IT services

4.6.3 Manage and develop customer relationships on behalf of the OCIO through customer liaisons, customer meetings, and a comprehensive understanding of customer issues and service requirements, which include the ongoing operation of IT services;

4.6.4 Understand the interests and requirements of customers relative to IT services, and translate these into relevant and actionable requirements from which to build new or modify existing IT services;

4.6.5 Assist in the creation and delivery of Memorandums of Understanding (MOUs) and when needed, Service Level Agreements (SLAs), and Operating Level Agreements (OLAs), including assistance in securing needed OCIO and customer signatures;

4.6.6 Act as a broker assisting in managing the relationships between the customers and IT service owners, including associate contractors, to ensure a transaction is completed with both parties satisfied with the result.

4.6.7 Possess broad knowledge of NASA IT functions, processes, contracts, and services, and develop expertise in supported organizations’ functions, processes, and IT needs in order to proactively provide effective recommendations and solutions that are integrated across the portfolio of OCIO service providers.

4.6.8 Serve as tactical interface to the customer.

4.6.9 Integrate service lines/support structures and end users for existing services.

4.6.10 Identify trending issues, escalate issues to management, and track customer experience and satisfaction.

IT Program/Project Management (PPM) In support of the OCIO Enterprise Project Management Office (EPMO) and customers, the contractor shall:

4.7.1 Develop and maintain IT PPM policy, processes, and templates.

4.7.2 Plan, coordinate, execute, monitor, and manage work, work requests, service lines and projects utilizing program/project management expertise. The contractor shall incorporate methodologies as appropriate into the program/project management processes in coordination and alignment with NASA’s IT PPM policy and processes.

4.7.3 Provide PPM services in accordance with the contractors overall Contract Management Plan, DRD-XX and shall incorporate Program/Project Management processes that are in alignment with the Enterprise Project Management Plan.

4.7.4 Provide PPM support, expertise, and assistance to the OCIO and customer organizations as directed and develop quality assurance standards and quality control (validation) checklists

4.7.5 Manage/lead projects including large cross-cutting (across Service Lines and Centers), complex enterprise projects.

4.7.6 Utilize existing tools and techniques for work required on this contract. If existing tools and techniques do not exist, the contractor shall support the identification, development, implementation, and utilization of needed tools and techniques

4.7.7 Provides expertise in stakeholder communication and quality assurance.

Performance Management

4.8.1 Set and prioritize meaningful performance goals and success criteria for NASA IT that reflect stakeholder perspectives. Support includes researching and identifying performance goals and ensuring performance information is valid and accessible.

4.8.2 The contractor shall assist with the establishment of Performance Management policy and processes for reporting performance status.

4.8.3 The contractor shall gather requirements for an integrated performance management tool.

4.8.4 The contractor shall advise OCIO business units on effective implementation of performance management. Create insights by gathering data, making sense of data, and applying insights to communicate performance progress, questions, trends, risks/issues, and opportunities. Support includes gathering and aggregating the relevant benefits realization/outcomes data, tactical execution data, operations data and risks to support progress evaluation.

4.8.5 Develop/maintain performance management process effectiveness metrics.

4.8.6 The contractor shall develop a plan to continuously monitor and report on the status of services provided on this contract.

IT Risk Management

4.9.1 Provide IT Risk Management services and support to the NASA OCIO Enterprise Project Management Office (EPMO), and customers as directed.

4.9.2 Maintain, and manage the IT Risk Management Plan in accordance with NASA risk management policy and processes. The IT Risk Management processes will encompass all areas of IT Services provided for on this contract.

4.9.3 Develop/maintain user training on risk management policy, processes, and tools.

4.9.4 Manage requirements for an integrated risk management tool within OCIO project/service management tools.

4.9.5 Standardize reporting requirements for all business units to normalize analysis.

Aggregate risk management data into portfolio snapshots for analysis.

4.9.6 Advise OCIO business units on effective implementation of risk management within their teams.

Configuration Management (CM)

4.10.1 Assist with the development and maintenance of CM policy and processes and provide configuration management services and support in accordance with NASA policies.

4.10.2 Provide CM support to the OCIO and customers as ordered to ensure effective management, control, performance/relevancy, and integrity of configuration items.

4.10.3 Utilize electronic data management tools and processes to provide CM status accounting for control and tracking of processes, requirements, assets, and hardware and software design products.

4.10.4 Operate the Change Request (CR), Change Evaluation (CE), Directive, and Action processes. This includes a closed-loop process for electronic distribution, logging, tracking, and archiving for those products.

4.10.5 Assign document numbers, distribute published documents, ensure compliance to document control procedures and standards, and maintain objective evidence of document approval by proper authority

4.10.6 Assist the Government by consolidating organizational change evaluations.

4.10.7 The Contractor shall prepare/distribute meeting agendas electronically, schedule meeting rooms and related facilities including video and telecommunications services, security processing of meeting visitors, and provide electronic minutes and related meeting materials, provide real time meeting support, and tracking of action items for meetings defined by work package or by task order.

IT Business and Investment Management

4.11.1 Assist with the ongoing management, maintenance, and execution of IT Investment Management.

4.11.2 Maintain up to date knowledge in the field of IT Portfolio Management (PfM). The contractor shall determine training gaps that shall be addressed for government staff, develop training content and related materials, and deliver training to government and contractor staff.

4.11.3 Provide CPIC Support in accordance with Government schedules, to include a comprehensive and detailed report of all Contractor-planned and actual contract IT expenditures (labor and materials) in support of an annual OMB data call. Details of reporting requirements for this task may be found in DRD-X, IT CPIC. The Contractor shall provide CPIC data which is consistent with the Financial Reporting as defined in Section X.X.

4.11.4 In support of the Agency Portfolio Manager the contractor shall support the IT Portfolio Management process.

4.11.5 Review the current IT Portfolio Framework and make recommendations to support the continuous development and maturity of the OCIO Portfolio Plan

4.11.6 Provide IT Business Management support as required by customers.

IT Acquisition Management (ITAM) The OCIO is responsible for ensuring compliance with the Federal Information Technology Acquisition Reform Act (FITARA), to include meeting Section 508, IPv6, IT Security, and Supply Chain Risk Management requirements. In support of the OCIO, the Contractor shall:

4.12.1 Provide operational support for the Supply Chain Risk Management (SCRM) process in support of NASA’s Supply Chain Risk Management program. The Contractor shall research hardware and software country of origin, and company affiliations, and complete Covered Article and Technology Supply Chain Assessment needed (CATSCAN) forms. The CATSCAN RITM# shall be maintained in the appropriate systems of record.

4.12.2 Review for accuracy all IT PRs to ensure the PRs are completed properly, verifying proper IT material groups are used, appropriate waivers and ITAM authorization numbers are included in the PR header as applicable.

4.12.3 Ensure OCIO leadership reviews all IT PRs for new hardware, software, or IT services as needed.

4.12.4 Provide guidance and review of PRs to team members regarding the appropriate completion of IT PRs, including Section 2 of the accompanying NF1707, and advise team members of any corrections that may be required prior to civil servant review/approval.

4.12.5 Support new and current Center and Agency procurement consolidation efforts in accordance with NFS 1807.70, requiring the mandatory use of the Enterprise License Management Team (ELMT) at the NSSC.

4.12.6 Assist in gathering data as needed to respond to ELMT data calls and software manufacturer license audits.

4.12.7 Support the annual verification of product requirements and coordinate the collection of customer funding as needed.

4.12.8 Request vendor quotes as needed and prepare or update procurement documentation for PR submission.

4.12.9 Submit PRs for consolidated requirements and coordinate with the IT Procurement Office and/or NSSC Procurement (ELMT/SAT) to ensure timely completion of all consolidated procurements.

4.12.10 Track changes in software requirements that may become known throughout the year (e.g., new licenses purchased, or license transferred).

4.12.11 Assist customers in the purchase of new licenses or transfer of existing licenses as required.

4.12.12 Provide guidance to customers about the status of consolidated procurements, requirements of NFS 1807.70, and provide other assistance as requested. All procurement consolidation information shall be posted to the ITAM Team workspace and made accessible to others requiring access.

4.12.13 Provide support to process all OCIO commercial procurements and IT procurement requests submitted in the IT Acquisition and IT Authorization Applications.

4.12.14 Coordinate and track the procurements using the methodology (System, Spreadsheet, etc) to be provided the Government. Any tracker maintained outside the applications shall be posted to the ITAM Team workspace and made accessible by other persons with a need to know.

4.12.15 Respond to vendor and Office of Procurement (OP) inquiries regarding IT procurements.

4.12.16 Provide post-award support to customers as needed and coordinate confirmation of goods receipt as needed.

4.12.17 Support the development and content management of additional websites or applications as requested by the ITAM Lead.

Software License Management The Agency Software Manager (ASM) is charged with ensuring software is being procured, deployed, and managed in compliance with all license agreements. In support of the ASM and Center Software Managers, the contractor shall:

4.13.1 Maintain knowledge and understanding of industry Software Asset Management (SAM) best practices, providing input and recommendations for tools, processes, and governance to be implemented at NASA through all lifecycle phases: 1) Planning and Strategic Sourcing, 2) Request & Requisition, 3) Procurement, 4) Reception and Deployment, 5) Management and Maintenance, 6) Retirement and Re-use and 7) Disposal.

4.13.2 Help collect and maintain software license inventory and license contractual information in collaboration with the Agency IT Acquisition Management (ITAM) team, IT Procurement Office, Agency Software Manager (ASM), Enterprise License Management Team (ELMT).

4.13.3 Interface with the OCIO Workspace and Collaboration Service Line as needed to coordinate the deployment or removal of software.

4.13.4 Assess current software usage and provide recommendations for optimization and cost reduction where possible.

4.13.5 Provide support for gathering and analyzing historical data for internal or external audits.

5 Workplace and Collaboration Services Help Desk Support

The Contractor shall:

5.1.1 Provide help desk services to customers as ordered

5.1.2 Integrate help desk services with the Agency Help Desk.

5.1.3 Initiate and track tickets and provide metrics.

Document Digitization and Data Conversion The Contractor shall perform the preparation and Scanning/Digitizing of documents, i.e.

paper, reports, books, fiche, aperture cards, and engineering drawings, to digitize and save to searchable portable document format (PDF) files or bitmap formats such as TIFF or JPEG for storage on networked repositories and distribution online or via portable media as specified by the Government. The Contractor Shall:

5.2.1 Develop and maintain document handling and scanning processes in accordance with applicable Document Control Procedures per Agency Records Management guidelines and Center policies.

5.2.2 Prepare the documents for scanning, and ensure that documents are in SBU CUI compliance, and to ensure a quality scan while maintaining the integrity of the print items. Screen documents for access restrictions, mark appropriate unique identifiers, trim documents, de-bind, remove staples, photocopy fragile or marred pages so the copies are usable for scanning and follow guidelines for and post-scanning disposition. All digitization functions shall be in accordance to Records Management and NARA standards, including those of 36 CFR 1236 requirements for digitizing temporary records (https://www.ecfr.gov/cgi-bin/text-idx?SID=2cb32d56fb6af59e4b4ee022f092b321&mc=true&node=pt36.3.1236&rgn= div5#sp36.3.1236.d ) and for digitizing permanent records, when published as 36 CFR 1236, Subpart E. (Currently proposed digitization regulation is available at https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules ). Digitization response and turnaround times shall be dictated by the individual NASA locations specified in the Work Packages.

5.2.3 Scan and size to a resolution no less than 300dpi at letter size, and manipulate electronic PDF files as needed and perform optical character recognition (OCR) conversion or layer processing for each scanned page.

5.2.4 Follow specified naming conventions and create metadata tags in accordance with Government Records Management guidelines, including 36 CFR 1236.54 (when published). The Contractor shall create the specified minimum metadata tags per Agency Records Management guidelines and Center policies.

5.2.5 Perform file format conversion of electronic originals for storage on designated repositories. i.e. Word documents converted to PDF.

5.2.6 Manage the workflow of documents from receipt of the documents, throughout the digitization process, and to final disposition, and conduct quality control checks of scanned images utilizing standard industry practices to ensure that scanned images are complete representations of the original ( https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules#sectno-citation-1236.58 ) The Contractor shall perform corrective actions to remedy incomplete scanned items and processes.

5.2.7 Develop and maintain document handling and scanning processes in accordance with applicable Document Control Procedures, provide originals and digital copies to the customer organization, or retain/dispose of documents as requested by the government in accordance with NRRS 1441.1.

5.2.8 Maintain expertise in operation of high speed scanning systems and maintain an ongoing knowledge of scanning software and hardware and make recommendations to the government for upgrades based on industry innovations.

https://www.ecfr.gov/cgi-bin/text-idx?SID=2cb32d56fb6af59e4b4ee022f092b321&mc=true&node=pt36.3.1236&rgn=div5#sp36.3.1236.d https://www.ecfr.gov/cgi-bin/text-idx?SID=2cb32d56fb6af59e4b4ee022f092b321&mc=true&node=pt36.3.1236&rgn=div5#sp36.3.1236.d https://www.ecfr.gov/cgi-bin/text-idx?SID=2cb32d56fb6af59e4b4ee022f092b321&mc=true&node=pt36.3.1236&rgn=div5#sp36.3.1236.d https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules#sectno-citation-1236.58 https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules#sectno-citation-1236.58 https://www.federalregister.gov/documents/2020/12/01/2020-26239/federal-records-management-digitizing-permanent-records-and-reviewing-records-schedules#sectno-citation-1236.58

6 Information Management

Forms Management The Agency Forms Officer is responsible for providing electronic and paper Forms services to the Agency and ensure compliance with NASA policies and standards. In support of the Agency Forms Officer, the contractor shall:

6.1.1 Develop form(s) to the owner/author’s needs using Agency enterprise software and tools. Develop all forms according to Agency required data schemas. Build or reuse form workflows and approval routing based on individual form requirements.

6.1.2 Update the forms database with required form metadata.

6.1.3 Convert existing forms into the latest Agency standard.

6.1.4 Participate in the development of Agency and Center level documentation that includes pulling reports and statistics and working group support.

6.1.5 Ensure all forms are Section 508 compliant and advise owners when their forms trigger other NASA and Government policies related to forms (i.e., PRA, PII, etc.)

6.1.6 Developers should adhere to NPD 1420.1A, NASA Forms Management/NID

1420.123, NASA Interim Directive NASA Forms and the Information Management Handbook for NASA Electronic Forms. Coordinate periodic revalidation reviews of all Forms.

6.1.7 Respond to requests for form cancelations, revision, development, and publishing.

6.1.8 Establish and maintain routine communications with stakeholders for Forms

Management at NASA Centers and at the Agency Level. Participate in Agency and Center meetings regarding Forms Management.

6.1.9 Maintain accurate electronic files of ‘hard copy format’ only forms in the Agency provided repository. Facilitate hard copy forms reordering, restocking, and inventory maintenance.

6.1.10 Coordinate graphics creation and hard copy form printing with Center Graphics offices and Printing Officers as applicable

6.1.11 Interface with OCIO Service Lines to ensure access to form data, metadata, and analytics.

Records Management

The NASA Office of the Chief Information Officer (OCIO) is responsible for ensuring proper management of the records created in the conduct of the business and missions of the Agency. A community of records management professionals in the Agency provide policy and leadership for Records Management (RM). This service is broken into records policy/governance and records disposition.

6.2.1 Records policy and governance

Service includes provision or support of governance, education/awareness, consultation, and tools for NASA employees and contractors to ensure their management successful management of NASA records throughout their lifecycle. The contractor shall:

Provide support in development of and implementation of policy, records retention schedules, training, and procedures that promote effective NASA records management.

Provide records management educational briefings, communications, or outreach initiatives, as required, for NASA civil service or contractor employees.

Update or support development of records management forms.

Coordinate with NASA records liaisons to ensure proper update of information in Government records management applications, e.g., the NASA Organizational Records Inventory (ORI).

Respond to and track employee requests for records management services or guidance in records management.

Provide regular or ad-hoc reports as required to satisfy Agency records management program execution.

Provide special collection archival support by managing specific archives, repositories or databases of records specified by NASA Center work plans, according to records management specifications and guidelines, including proper environmental conditions and maintenance of a comprehensive inventory of records within each.

Support preparation for records management audits and resolution of audit findings.

Improve and provide dashboards for key RM processes (e.g., employee training, RM requirements compliance, employee checkout, records inventories).

Support and participate in regular meetings of the NASA records management community.

6.2.2 Records Storage Areas and Federal Records Center Processing

The…