Attachment 1 - PWS CCaR updated 19 July 2023.pdf

Solicitation # FA805223R0021 / Contract # TBD 19 July 2023

PERFORMANCE WORK STATEMENT

for

Air Force Medical Readiness Agency

(AFMRA)

Comprehensive Cost and Requirements

(CCaR)

Solicitation FA805223R0021

Date (19 July 2023)

(Version Control Date: 22 Jun 22)

Table of Contents Section Page Number

1. DESCRIPTION OF SERVICES

1.1. Background

1.2. Scope

2. GENERAL INFORMATION

2.1. Contractor Identification

2.2. Contractor Training

2.3. Contractor/Government Communication

2.4. Monthly Status/Financial Report

2.5. Place of Performance

2.6. Travel Requirements

2.7. Mission/Emergency Essential

2.8. Duty Hours

2.9. Telecommuting

2.10. Federal Holidays

2.11. Facility Closures

2.12. Conduct of Contractor Personnel

2.13. Controlled Unclassified Information (CUI)

2.14. Personnel Staffing

3. CONTRACT REQUIREMENTS

3.1. Support Services

3.2. Minimum Qualification/Experience……..……………………………………………..10

3.3. Security Requirements. (For Unclassified Contracts)

3.4. Post-Award and Initial Contract

4. PERFORMANCE OBJECTIVES

4.1. Services Summary (SS)

5. GOVERNMENT FURNISHED PROPERTY (GFP)

6. DELIVERABLES

Appendix A - ACRONYMS

Appendix B - CDRLs and DIDs

PERFORMANCE WORK STATEMENT (PWS)

Comprehensive Cost and Requirements (CCaR)

1. DESCRIPTION OF SERVICES

1.1. Background.

The Air Force Medical Readiness Agency Capability Development Division (AFMRA/SG5) requires the Comprehensive Cost and Requirements (CCaR) System Sustainment and Support Services in support of general functional and technical support of other applications housed within the Project Management Resource Tool (PMRT) enclave. The CCaR System is a customizable automated requirement management system which assists program and financial managers in planning, budgeting and execution of those requirements. CCaR interfaces with a variety of Department of Defense financial software tools including FMSuite, the General Accounting and Finance System (GAFS/BQ/G2), Defense Accounting and Management System (DEAMS), General Fund Enterprise Business System (GFEBS), and the local contract writings, creating a central repository of requirement, cost and budget information and reducing the time required to review, manage and execute program and financial resources as well as standardizing the formats used across multiple organizations for these efforts. Additionally, the system will be used by AFMRA/SG5 for all financial information and is used to review execution and other related subjects versus tasking calls to users locally. Due to the complexity of the application, experienced CCaR Database Administrator(s) (DBA) are required on-site to support and train AFMRA/SG5 users. The purpose of this contract is to provide CCaR sustainment and support for the above named organization by providing the functional and technical expertise to adapt and maintain support for the organization’s business processes.

1.2. Scope.

This is a performance based non-personal services contract to provide on-site CCaR System Sustainment and Support Services to AFMRA/SG5, located at the Defense Health Headquarters (DHHQ), Falls Church, VA. In rendering these services, outputs may take the form of information, perspective and opinions, alternatives courses of action(s), analyses, evaluations, recommendations, reports, training and related support services to complement the Government in accomplishing its mission. The Contractor shall configure and sustain PMRT applications to include but not limited to CCaR, the Data Access Program Reporting (DAPR) tool, the Management Acquisition Reporting (MAR) application and the Enterprise Analytics (EA) tool.

The Contractor shall provide personnel, supervision, annual user licensing, training, and other items and non-personal services necessary to perform CCaR Sustainment and Support Services as defined in this PWS except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

2. GENERAL INFORMATION

2.1. Contractor Identification.

All Contractor/Subcontractor personnel shall identify themselves as Government Contractor personnel during all forms of communications such as business meetings, telephone conversations, electronic mail, attendance sheets, coordination documentations, reports, and the signature blocks utilized in all correspondence. If a contract requires Government workspace, the Contractor/Subcontractor personnel shall wear a picture identification badge and identify their workspace area with their name and company affiliation.

2.2. Contractor Training. The following courses, available through computer-based modules, or in-residence are required annually or on a one-time basis unless otherwise noted:

Training Delivery Frequency HIPAA & Privacy Act Training Web-based Annual DoD Cyber Awareness Challenge Web-based Annual Environmental Management Systems (EMS) General Awareness Training Web-based One-time

Derivative Classification Web-based Annual Operations Security (OPSEC) Awareness Training Web-based One-time Security Administration Web-based One-time DoD Controlled Unclassified Information Web-based Annual

2.3. Contractor/Government Communication.

2.3.1.1. The Contractor shall designate a Focal Point to be the single point of contact (POC) for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 24 hours of Government initiated communication (e.g., return phone calls, emails or other communication).

2.3.1.2. The Contractor’s Focal Point shall meet with the Government team at least quarterly.

Additional meetings may be requested by the Government or the Contractor as necessary. The Contracting Officer (CO), Contractor Focal Point, CORs and other designated representative will provide monthly performance feedback to the Contractor. The Contractor shall provide an agenda and minutes IAW Contract Data Requirements List (CDRL) A001 and CDRL A002 associated Data Item Description (DID)s.

2.4. Monthly Status/Financial Report. The Contractor shall prepare and submit a monthly status/financial report identifying all tasks performed, status, issues, and anticipated actions consistent with the PWS. The Contractor shall provide the Performance and Cost Report IAW CDRL A003 and associated DID.

2.5. Place of Performance. The work to be performed under this contract will be accomplished at the Defense Health Headquarters, 7700 Arlington Blvd, Falls Church, VA 22042.

2.6. Travel Requirements. Travel may be required during the performance period of this contract at the request of the Government and within the Continental United States (CONUS). In the event that notification occurs, within 10 days of travel, the Contractor shall obtain authorization for travel from the COR. The Contractor shall be responsible for obtaining all passenger transportation, lodging, and subsistence.

2.6.1. Prior to travel, the Contractor shall coordinate with and receive authorization from the COR. The Contractor shall be responsible for obtaining all passenger transportation, lodging, and subsistence at the best value for the Government. Reimbursement of travel costs shall be IAW FAR 31.205-46, Travel Costs.

2.6.2 The Contractor shall submit a travel report to the COR five (5) business days after each trip completion. Travel report format shall include a minimum of the following: dates of travel, destination, purpose, individual(s) contacted, brief synopsis, issues and challenges, recommendations, and the traveler’s signature. The Contractor shall provide the Travel Report IAW CDRL A004 and associated DID.

Travel Table – Projected Travel

Trip Purpose

Projected Dates of Travel

Travel Location From/To

No. of Trip Days.

No. of Travelers.

Project Management

TBD (2-3 per CY) CONUS 2-3 days 1

Military Health System Research Symposium

Aug-Sep 20XX Kissimmee, FL 5 1

Capability Development Oversight Group

Nov 20XX Wright Patterson AFB, OH

3 1

2.7. Mission/Emergency Essential. None of the services listed in this PWS are mission/emergency essential.

2.8. Duty Hours. Normal duty hours are 7:30 a.m. to 4:30 p.m., Monday through Friday (excluding Federal Holidays) and Family/Down Days when published. Due to mission need or due to unforeseen acts of nature or emergency, the Government and the Contractor personnel may agree to different duty hours and workdays. Overtime is not authorized.

2.9. Telecommuting.

2.9.1. Telecommuting is authorized on an ad-hoc or situational basis for this contract. Routine (3 or less days per week) or full-time (5 days per week) telecommuting may be authorized upon the written approval of the COR. The COR shall have final approval of telecommuting schedules. In the event telecommuting is authorized, a laptop with a Virtual Private Network account and Common Access Card (CAC) accessibility shall also be provided and supported by the government in locations referenced in Section 2.5. In the event of unplanned closure of the facility due to natural disasters, military emergency or severe weather, the contractor may propose an alternate work location subject to the prior coordination of the contractor’s focal point and COR.

Contractors shall complete the telework training course, and a signed agreement shall be in place and provided to the COR/PM prior to telecommute. The contract personnel telecommuting will ensure continuity and timeliness in completing tasks.

2.9.2. While telecommuting, contractor personnel must respond to any inquiries from the COR or designated government official within 1 hours. In the event the contractor personnel are unable to log onto their laptop due to VPN or CAC issues, the contractor employee shall either take leave following company policies, or report to an alternate location where meaningful work can be accomplished. The contractor may not charge the Government for work not performed or travel time a contractor employee may require locating a suitable alternative location. Teleworking arrangements may be revoked by the COR through written correspondence; contract personnel will be required to return to work on the next business day.

2.10. Federal Holidays. Federal offices are closed on federal holidays as established by Federal law (5 U.S.C. 6103) and any other holidays declared by executive order. Holidays are documented by year on the Office of Personnel Management website for Federal employees located at:

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview.

2.11. Facility Closures. The Government will notify the Contractor of anticipated closure of the facility, (i.e., training, holidays, administrative leave granted to the entire staff, or other closure including down days) five business days in advance or as soon as possible. A down day is a day that the United States Air Force (USAF) leadership designates as a minimal manning/liberal leave day. The employee may take leave following their company’s policies or work from an alternate location with coordination from the COR. In the event of unplanned closure of the facility due to natural disasters, military emergency or severe weather, the Government will notify the Contractor in the same manner as the Government notifies Washington D.C. area civilian personnel.

2.12. Conduct of Contractor Personnel.

2.12.1. Reference FAR 3.1002(a) The CO or designated Government representative may require Contractor personnel working under this contract be removed from the job site. Removal from the job site or dismissal from the premises shall not relieve the Contractor of the contract requirements.

2.12.2. Contractor personnel shall observe Government facility parking, safety and traffic regulations that apply to all facility employees.

2.12.3. Alcoholic beverages on the job are prohibited.

2.12.4. There shall be no loud, profane or abusive language used on the job.

2.12.5. Contractor personnel shall present a neat well-groomed appearance. Neat, clean, business casual or business attire clothing shall be worn.

2.13. Controlled Unclassified Information (CUI).

2.13.1. CUI is Government created or owned UNCLASSIFIED information that must be safeguarded from unauthorized disclosure.

2.13.2. Information requiring specific security measures indexed under one system across the Federal Government DoD Instruction 5200.48, “Controlled Unclassified Information,” established DoD CUI policy on March 6, 2020.

2.13.3. All information produced as a result of contract performance shall be reviewed prior to dissemination to determine if CUI is identified, and if so refer to DoDI 5200.48 for additional instructions regarding designation, handling, and decontrolling of CUI (including CUI https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview identification, sharing, marking, safeguarding, storage, dissemination, destruction, and records management).

2.14. Personnel Staffing.

2.14.1. The Contractor shall accomplish, at a minimum, the following personnel staffing performance management outcomes:

2.14.1.1. Ensure the position is filled 100% and are present for duty within 15 business days after the start of the period of performance (POP) in the contract.

2.14.1.2. Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal and position vacancies do not exceed 10 calendar days. In the event of exceeding 10 calendar days, Contractor must notify the COR of 'get well date' or plan." or equivalent. The Contractors shall maintain an overall filled rate of 95%.

2.14.1.3. The substitute/replacement personnel shall begin work no later than 10 calendar days after notification or immediately after departure of the incumbent personnel, whichever is earlier.

2.14.1.4. The Contractors shall promptly notify the contracting officer and COR within five calendar days of a projected vacancy exceeding 10 calendar days.

2.14.1.5. Provide a stable workforce with less than 30% turnover across all contracted positions. A turnover is recorded when a worker leaves a position for any reason and the Government still has a requirement for that position.

3. CONTRACT REQUIREMENTS

3.1. Support Services. The Contractor shall provide the following services.

3.1.1. Operational Support. Provide expertise relative to the functionality and operation of the CCaR application and shall be well-versed in Air Force financial and requirement management processes in order to ensure maximum use of CCaR capabilities to manage programs.

3.1.2. The CCaR support shall also be experienced in the various funding processes related to the research, development and acquisition of Defense Health Program (DHP) programs.

3.1.3. Provide program support and system integration, CCaR base source code changes, testing and installation, end-user training, data migration, and support of the overall CCaR system.

3.1.4. Provide consulting services to facilitate, compile, recommend and prepare guidance regarding system workflows as they pertain to organizational business processes (including budget definition, business rules, user privileges and definable general data fields) and to prepare implementation guidance.

3.1.5. Provide on-site support to program personnel who require CCaR technical and subject matter assistance.

3.1.6. Install Oracle database

3.1.7. Install CCaR and Looking Glass baseline data schema

3.1.8. Perform PMRT database backup and recovery of CCaR and Looking Glass

3.1.9. Monitor/tune the application performance, troubleshoot any problem, and optimize the PMRT database

3.1.10. Perform PMRT database migration

3.1.11. Perform PMRT database upgrades

3.1.12. Create and maintain PMRT database interfaces between multiple applications

3.1.13. Set up Web server and application server for Web programming

3.1.14. Install software patches for Oracle or CCaR application

3.1.15. Monitor PMRT storage requirements, utilization, and performance optimization options

3.1.16. On-site Help Desk Function. Provide support to customers in the usage and operation of the CCaR System.

3.1.17. Must be available during customer’s duty hours to answer functional/technical questions, as well as correct identified data anomalies or database issues. Issues typically will take anywhere from 5 minutes to several hours to resolve with the customer.

3.1.18. Provide PMRT support to an on-system population of approximately 25 users at any given time across a full range of functional experts using the various modules of the system to manage programs and projects.

3.1.19. Data Entry and Data Validation. Assist the customer in properly entering and structuring their financial data for optimal use of the CCaR application.

3.1.20. Data Reconciliation and Interface Support. Provide reconciliation module connectivity to Defense Finance and Accounting System (DFAS) records, and to GAFS/BQ/DEAMS for commitment, obligations, and expenditures resulting in the ability to track the entire life of any managed appropriation.

3.1.21. Ensure that data automatically downloaded through the reconciliation module and contracts module into the CCaR application is complete and accurate.

3.1.22. Ensure pertinent DFAS data warehouse files are delivered on a daily (workday) basis and that the financial data within the system has the ability to automatically generate custom charts and reports to include, but not limited to, the following:

3.1.22.1. Budget Execution Review (BER)/Business Management Review (BMR)

3.1.22.2. Organizational “Snake Charts” and Detailed Program/Project Forecasts

3.1.22.3. Financial Management Spend Plans

3.1.23. Training and Instruction. At the request of the Government/customer organizations supported, provide on-going Contractor-developed/government approved training materials and provide customers with training on the usage of all CCaR features and functions to approved licensed users

3.1.24. Provide written documentation of CCaR changes on which users will need to be trained.

Coordination will be made with the CCaR POC at each supported organization to ensure an adequate number of training sessions are offered within timeframes necessary to support those personnel. The content and frequency of the training sessions shall be coordinated with the COR.

Training will be conducted in classroom, deskside, or remotely based on customer requirements.

Common training curriculum includes, but is not limited to:

3.1.24.1. Basic CCaR usage for financial managers

3.1.24.2. Advanced CCaR usage and Reconciliation Module Training for financial managers

3.1.24.3. CCaR Reporting and Oversight Training for senior managers

3.1.24.4. CCaR Program Management Module Training for program managers

3.1.24.5. CCaR Execution Forecast Training for financial and program managers

3.1.25. Software Sustainment and Administration. Coordinate through the project management office the customization of the base source code as needed to meet the unique Web CCaR database requirements for AFMRA/SG5.

3.1.26. Interface with the developer of CCaR, Integrated Data Services (IDS) technical department in the identification and correction of technical issues.

3.1.27. Investigate any identified data or software related issues and relay their findings to the appropriate IDS technical focal point.

3.1.28. Ensure that the data/technical issues are corrected and implemented and shall interface with the customer on the progress and schedule of identified issues.

3.1.29. Perform all administrative functions for the CCaR database including, but not limited to:

3.1.29.1. Addition/Deletion/Modification of system users, authorities, and privileges

3.1.29.2. Addition/Deletion/Modification of budget information

3.1.29.3. Addition/Deletion/Modification of customizable data fields

3.1.29.4. Addition/Deletion/Modification of customizable workflows

3.1.29.5. Configuration of global database settings and features

3.1.29.6. Resetting of System user passwords

3.1.30. Attend/facilitate meetings and working groups related to CCaR and its usage as requested by the customer as well as attend all IDS held meetings to discuss the system.

3.1.31. Systems Security. Provide systems security engineering in accordance with the most current Air Force Instruction (AFI) 33-200, including preparation of Designated Approval Authority (DAA) interim and final packages.

3.1.32. Limit database visibility and access to different users at the discretion of the Government

3.2. Minimum Qualification/Experience. Provide the necessary on-site personnel with the skills and qualifications to fully complete the required activities contained in this PWS.

3.2.1. Two years’ experience and demonstrate proficiency with the CCaR system, Oracle, and the Microsoft suite of software to include Excel, PowerPoint, Word, Internet Explorer, and Outlook.

3.2.2. The DBA shall be versed in the functionality and operation of the CCaR applications, and as well as in Air Force financial and requirement management processes to ensure maximum use of CCaR capabilities to manage programs.

3.3. Security Requirements. (For Unclassified Contracts)

3.3.1. Personnel Clearance: The Contractor personnel shall have a Tier 1 (T1) investigative clearance/background investigation prior to performing work on this contract. The Contractor shall request personnel security clearances to include fingerprinting, and all associated clearance tasks, at the company’s expense. The Contractor shall provide documentation received from the appropriate Government agency as to the verification of contract personnel’s T1 certification. Due to costs involved with security investigations, requests for personnel security clearances shall be kept to the minimum required to perform contract requirements.

3.3.2. Facility Clearance: N/A

3.3.3. Local Area Network (LAN). All Contractor employees requiring access to the Government unclassified computer network shall have a valid T1 investigation verified through DISS. No Contractor employee will be provided access to unclassified computer network or its inherent capabilities (i.e., internet access, electronic mail, file and print services) without a valid Tier 1 investigation. The Contractor shall be aware of and abide by all Government regulations concerning the authorized use of the Government’s computer network including the restriction against using the network to recruit Government personnel or advertise job openings.

3.3.4. Disclosure of Information. In the performance of this contract, the Contractor may have access to data and information proprietary to a Government agency or to another Government Contractor, or of such nature that its dissemination or use, other than as specified in this contract, would be illegal or otherwise adverse to the interests of the Government or others. The Contractor and its personnel shall not divulge, or release data or information developed or obtained under performance of this contract, except to authorized Government personnel or upon written approval of the CO. The Contractor and its Contractor personnel shall not use, disclose, keep for personal use or reproduce proprietary information bearing a restrictive legend, other than as specified in the contract.

3.3.5. Non-Disclosure Agreement (NDA). All Contractor employees shall sign the non-disclosure statement provided and submit to the CO prior to beginning performance on this contract.

3.4. Post-Award and Initial Contract Performance Meeting. The Government will host a post-award meeting with the Contractor within 10 business days after contract award. The CO shall contact the PM/COR and the Contractor to schedule this meeting. Telecom teleconference is permissible for the post- award meeting. The purpose of the post-award meeting is to introduce the Contractor to the Government representatives (PM/COR) the Contractor will support; provide the Contractor the opportunity to explain in more detail their proposal’s technical approach; and entertain questions from either party. Meeting objectives should be an exchange of contact information; a timeline of when direct support will start, if not yet started; and an understanding by all parties of all the requirements to be performed by the Contractor and the support the Government will provide the Contractor to perform the requirements, safely and efficiently. The Contractor shall also attend an Initial Contract Performance Review 30 calendar days after the Contractor assumes full performance responsibilities (after completion of transition mobilization) to ensure that the Contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule and performance parameters of the contract.

The Contractor shall also attend a follow-up meeting 90 calendar days after contract award to assess status of performance.

4. PERFORMANCE OBJECTIVES

4.1. Services Summary (SS).

The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

Table SS

PERFORMANCE

OBJECTIVES

PWS

PARA

PERFORMANCE

THRESHOLD

Provide expertise and guidance, as well as analyze problems that arise in the execution of the program and suggest solutions that can be derived through the use of the CCaR system

3.1.1 95% of problems identified shall be closed within five business days

Provide comprehensive CCaR System applications training to include: Basic & Advanced CCaR usage, CCaR Reporting & Oversight for Sr. Managers, Execution Forecasting and Reconciliation Module Training

3.1.24 – 3.1.24.5

95% training accomplished/created within 30 days of Government request

Follow all security guidance provided by the installation 3.1.31

100% of all security (e.g., Force Protection Condition) requirements shall be adhered to without deviations. The Contractor must meet these requirements at all times during this contract

5. GOVERNMENT FURNISHED PROPERTY (GFP)

The Government will provide access to facilities, equipment, and technical information necessary for the performance of this effort. Items will include office space, desk with chair, telephone, Automated Data Processing Equipment, office automation software used the program office, and access to electronic mail. In addition, the Government will provide access to appropriate databases, to include passwords and account names as required for contractor personnel to perform the required tasks. If the Contractor verifies additional equipment is required, the Contractor shall notify the Government, in writing, of the applicable information/equipment required to accomplish the mission.

The Contractor shall assume responsibility for all Government Furnished Equipment/Property in their possession. Government-issued badges, identification cards, passes, and vehicle registration media are accountable forms and, as such, are U.S. Government property to be accounted for, protected, and returned to the Government.

6. DELIVERABLES

6.1. The Contractor shall submit all deliverables as specified in this PWS and CDRLs

6.2. All deliverables shall be submitted electronically to the COR(s) unless otherwise directed.

6.3. The Contractor shall provide informal reports by e-mail as requested by the COR.

Appendix A

ACRONYMS

ACRONYM DEFINITIONS

AF Air Force

AFI Air Force Instruction

AFMRA Air Force Medical Readiness Agency

BER Budget Execution Review

BMR Business Management Review

CAC Common Access Card

CCaR Comprehensive Cost and Requirements

CDRL Contract Data Requirements List

CO Contracting Officer

CONUS Continental United States

COR Contracting Officer Representative

CUI Controlled Unclassified Information

DAA Designated Approval Authority

DAPR Data Access Program Reporting

DBA Database Administrator

DEAMS Defense Enterprise Accounting Management System

DFAS Defense Finance and Accounting System

DHHQ Defense Health Headquarters

DID Data Item Description

DoD Department of Defense

DoDI Department of Defense Instructions

EA Enterprise Analytics

FAR Federal Acquisition Regulation

FMSuite Financial Management Suite

GAFS General Accounting and Finance System

GFEBS General Fund Enterprise Business System

GFP Government Furnished Property

HIPAA Health Insurance Portability and Accountability Act of 1996

IAW In Accordance With

IDS Integrated Data Services

LAN Local Area Network

MAR Management Acquisition Reporting

NDA Non-Disclosure Agreement

OPSEC Operations Security

PM Program Manager

PMRT Project Management Resource Tool

POC Point of Contact

POP Period of Performance

PWS Performance Work Statement

SG Surgeon General

SS Services Summary

USAF United States Air Force

Appendix B

CDRLs and DIDs

CDRL and DID A001 Meeting Agenda CDRL and DID A002 Meeting Minutes CDRL and DID A003 Performance and Cost Report CDRL and DID A004 Travel Report