Attachment 1 PWS SMS QA 21 JUN 2023.pdf

Performance Work Statement DHA Facility Enterprise (FE)

Contract Number Page 1 of 27 5 September

PERFORMANCE WORK STATEMENT

DEFENSE HEALTH AGENCY

SUSTAINMENT MANAGEMENT SYSTEM (SMS)

DATA ANALYSIS AND FIELD VERIFICATION

DHA Facilities Enterprise/Facilities Operations Branch

Contract Number Page 2 of 27 5 September

Table Of Contents

Section 1 General requirements

Section 2 Requirement Details

Section 3 Government Furnished Items and Services

Section 4 Contractor Furnished Items and Services

Section 5 Definitions and Acronyms

Section 6 Specific Tasks

Section 7 Technical Exhibits List

Contract Number Page 3 of 27 5 September

Section 1

General Information

1.0 GENERAL INFORMATION: This is a non-personal services contract to provide data analysis and field verification services to the Defense Health Agency (DHA)

Sustainment Management System (SMS) Program. The Government shall not execute any supervision or control over the contract service providers performing the services herein. Such contract providers shall be accountable solely to the Contractor, who in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform data analysis and field verification services to the DHA SMS Program as defined in this Performance Work Statement except for those items specified as government furnished property and services. The

Contractor shall perform to the standards in this contract.

1.2 Background: The DHA SMS Program fills an efficiency gap for the DHA in planning, programming, and budgeting real property maintenance and repair decisions.

A large percentage of DHA installation real property maintenance funds are spent on maintenance and repair (M&R) of their buildings. There are tighter resource constraints on funding and personnel, inspection and preventative maintenance programs for critical building systems and components at many installations. This has forced building managers into a largely reactionary mode, responding to unexpected component breakdowns and system failures at the most inopportune and expensive time. In addition, many buildings currently serve some function to the mission that is much different than the originally intended purpose when designed. The total result is that work cannot be planned, programmed, and budgeted efficiently. SMS addresses these issues by providing managers responsible for the building assets with a support tool for sustainment, restoration, and modernization (SRM) decisions.

1.3 Systems: Building systems are inventoried using the Uniformat II hierarchy (ASTM-

E1557-09). All systems that the building uses to perform its function (e.g., foundation, roof, heating, cooling, plumbing) are broken down to the smallest component-section

(Level 5) and assessed at this smallest component-section.

1.4 Non-Personal Services: This contract is a non-personal services contract as defined by FAR Subpart 37.101. Contractor personnel rendering services under this contract are not subject to supervision or control by Government personnel. The Contractor shall be responsible for the supervision of the Contractor employees. The Contractor shall generate reports and other deliverables as specified by the PWS.

Contract Number Page 4 of 27 5 September

Section 2

Requirement Details

2.0 REQUIREMENT DETAILS:

2.1 Objectives: The overarching objectives of the support to the DHA SMS program as described in this PWS are to:

• Provide data analysis and field verification services to the DHA SMS Program

• Provide data analysis/reports on data residing in the DHA SMS database

• Provide field verification of data gathered on DHA assets

• Provide reports/analysis as required to all levels of the DHA

2.2 Scope: Services include program QA services, data analysis, reporting, and field verification to ensure the DHA SMS database is always kept complete and usable. Work will be for facilities that include but may not be limited to medical facilities ranging from clinics to medical centers with Trauma Level I, II, II, and IV care, active and on-going healthcare operations, Central Utility Plants and Central Energy Plants that often operate on a 24/7 basis. Facility types include but may not be limited to medical, dental, veterinary, warehouses, administrative, medical research, biological safety level (BSL) 1-

4 laboratories, etc.

2.3 Specific Tasks: The Government requires tasks to be completed in accordance with

Section 6 of this PWS.

2.4 Deliverables: Deliverables will be specified by the Government. Format and delivery schedule will be outlined in the Deliverable Schedule (Attachment 7.2/Technical Exhibit

2 – Deliverables Schedule). All deliverables shall be timely, accurate, legible, and complete. When a deliverable is scheduled on a Federal Holiday, the deliverable will become due the next working day following the holiday. The Contractor shall submit all draft and final deliverables on the Government network as outlined in the PWS. The

Contractor shall include each deliverable number in the title. If the Contractor is not able to perform this function, the Contractor shall notify the Government PM or COR no less than three (3) business days prior to the due date.

2.5 Period of Performance: The period of performance shall be for one (1) Base Year of

12 months and two (4) 12-month option years. The Period of Performance is projected as follows:

Base Year

Option Year I

Option Year II

Option Year III

Option Year IV

Contract Number Page 5 of 27 5 September

2.6 Place of Performance: The work to be performed under this contract will be performed at DHA Facility Enterprise (FE) sites. If mission allows, the Contractor may be able to telework with the approval of the Contracting Officer’s Representative (COR).

2.6.1 Telework: To meet the requirements in this PWS and at the government’s discretion, the Contractor may authorize employees to telework. Telework may be authorized; however, the official place of performance remains at the place of performance as stated above. The Contractor shall define all company policies and procedures for implementing and managing the telework program. The Contractor shall include a plan to monitor telework employees and the tasks performed in the submitted

Quality Control Program (QCP). The QCP along with any changes/updates must be pre-approved by the COR and Government Project Manager (PM) prior to implementation.

2.7 Quality Control (QC): The Contractor shall develop and maintain an effective quality control plan (QCP) to ensure services are performed in accordance with this PWS. The

Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services in accordance with FAR52.246-1, Contractor Inspection

Requirements and 52.246-4, Inspection of Services – Fixed Price. The Contractor’s QCP shall ensure all work complies with the requirement of the contract. The QCP shall address continuous process improvement, procedures for scheduling, conducting and documentation of inspections; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered nonconformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedure for trend analysis; procedures for collecting and addressing customer feedback/complaints. The

Contractor shall upon request provide to the Government their quality control documentation. As a minimum, the Contractor shall develop quality control procedures that address the areas identified in 7.1 Attachment 1/Technical Exhibit 1 – Performance

Requirements Summary. After acceptance of the QCP, the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to the quality control plan. The QCP shall be delivered 30 days after contract award. After acceptance of the

QCP the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system The QCP will no longer be considered proprietary and will be considered releasable under the Freedom of Information Act.

2.8 Quality Assurance (QA): The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance

Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

2.9 Federal Holidays: Below are the Federal Governments recognized holidays. The contractor may be required to perform services on the holidays listed below.

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day Veteran’s Day

Juneteenth Thanksgiving Day

Contract Number Page 6 of 27 5 September

Memorial Day Christmas Day

Independence Day

2.10 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7:30 am to 4:30 pm (Central Time Zone) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, unscheduled Federal holidays, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall consider the stability and continuity of the workforce as essential.

2.11 Type of Contract: The Government intends to award a Firm-Fixed Price (FFP) contract.

2.12 Security Requirements: The security requirements are in accordance with the attached DD254.

2.12.1 Required Security Reporting: The Contractor shall notify the COR of all terminations/resignations, etc., within five days of occurrence. The Contractor will return any expired government issued identification cards/credentials and building passes, or those of terminated employees to the COR. If an identification card or building pass is not available to be returned, a report must be submitted to the COR, referencing the pass or card number, name of individual to whom issued, the last known location and disposition of the pass or card. The COR will return the identification cards and building passes in accordance with facility policies. The Contractor shall provide a written detailed report of any adverse information related to Contractor personnel to the Contracting Officer, as soon as possible. The report shall contain detailed and relevant information. The subsequent termination of employment of an employee does not obviate the requirement to submit this report. The Contractor shall provide, through the COR, an annual report or as changes occur containing the names of personnel who are active, pending hire, have departed within the quarter, or have had a legal name change (submitted with documentation). The

Contractor is required to report certain events that have an impact on the status of the facility clearance (FCL) and/or the status of the contract employee’s personnel security clearance as outlined by National Industrial Security Program Operating Manual (DOD

5220.22-M) Chapter1-3, Reporting Requirements. Contractors shall establish internal procedures as are necessary to ensure that cleared personnel are aware of their responsibilities for reporting pertinent information to the Facility Security Officer and other federal authorities as required. CORs will ensure reports are included in COR files.

2.12.2 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

2.12.3 Regulations: All Contractor employees shall read all applicable security regulations, to be provided by the Government. Contractor personnel shall familiarize themselves with the Government’s regulations and policies and site-specific regulations regarding access to

Contract Number Page 7 of 27 5 September sensitive materials, computer facility/IT network access, issue of access credentials which shall be provided as required by the Government.

2.12.4 Physical Security. Most of the work will be performed on the Government worksite.

If the Contractor employee is required to work on the Government site, the Contractor employee shall be responsible for safeguarding all Government property provided for

Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured. Contractor and all associated sub-contractor’s employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative).

The Contractor shall also provide all information required for 8 background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce shall comply with all personal identity verification requirements as directed by DoD, DHA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

2.12.5 Access Credentials. The Contractor shall establish and implement methods of making sure all access credentials (Common Access Card (CAC) issued to the Contractor employees by the Government are not lost or misplaced and are not used by unauthorized persons. No access credentials issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering access credentials that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued access credentials by Contractor personnel who no longer require access to Government information systems or Government facilities. In the event access credentials are lost or damaged, the Contractor employee shall immediately notify the COR who will notify DHA

J6 Information Operations of the loss or damage and request re-issue of the credential. The

Contractor shall prohibit the use of Government issued access credentials by any persons other than the Contractor employee to whom the credential is issued. The Contractor shall prohibit the opening of secure or locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the DHA J6 Information Operations.

2.12.6 Identification of Contractor Employees: All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their

Contractor status is not obvious to third parties shall identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. Contractor personnel shall also ensure that all documents or reports produced are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Contractor employees with assigned duties requiring on-site performance shall meet the requirements to obtain a Department of Defense building access. Contractor employees requiring use of Government information systems or facilities shall meet the criteria required to obtain a Common Access Card and building specific identification badge requirements/specifications.

Contract Number Page 8 of 27 5 September

2.12.7 Anti-Terrorism (AT), iWATCH, Operations Security, Information Assurance (IA), Information Technology (IT), and Threat Awareness Reporting Program (TARP) Training

Requirements:

2.12.7.1 AT Level I Training: All Contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date, and annually after. The Contractor shall submit certificates of completion for each affected

Contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training by all employees and subcontractor personnel. https://jkodirect.jten.mil Course # JS-US007-14

2.12.7.2 iWATCH Training: The Contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the

COR No Later Than (NLT) 45 calendar days after contract award. COR will provide training slide deck.

2.12.7.3 Contractor Employees Who Require Access to Government Information Systems

(IS). All Contractor employees with access to a Government shall be registered in the

ATCTS (Army Training Certification Tracking System) at commencement of services and shall successfully complete the DoD Information Assurance Awareness prior to access to the IS and then annually thereafter.

2.12.7.4 Operations Security Training: Per AR 530-1, Operations Security, new Contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty. All Contractor employees shall complete annual OPSEC awareness training and adhere to organization’s security program. https://www.lms.army.mil

2.12.7.5 Information assurance (IA)/information technology (IT) training. All Contractor employees and associated sub-contractor employees shall complete the DoD IA awareness training before issuance of network access and annually thereafter. All Contractor employees working in IA/IT functions shall comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment. For information assurance (IA)/information technology (IT) certification. Per

DoD 8570.01-M, DFARS 252.239.7001 and AR 25-2, the Contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M shall be completed upon contract award.

2.12.7.6 Threat Awareness Reporting Program (TARP). For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer within 30 calendar days of their reporting for duty. (https://www.lms.army.mil).

https://www.lms.army.mil/ https://www.lms.army.mil/

Contract Number Page 9 of 27 5 September

2.12.8 Common Access Card (CAC) For contractors requiring Common Access Card

(CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries Tier 1 (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3)

Physical access to multiple DoD facilities or multiple non DOD- federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based 9 on a favorable review of the FBI fingerprint check and a successfully scheduled at the Office of

Personnel Management.

2.9 SPECIAL QUALIFICATIONS.

2.9.1 Work Experience: See section 6 for minimum qualifications.

2.9.2 Software Proficiencies: All Contractor employees shall be functionally proficient in

Microsoft Word, Microsoft Excel, Microsoft Power BI, Microsoft PowerPoint, Microsoft

Visio, Microsoft Outlook, Microsoft Access, Adobe Acrobat and Internet Explorer (or a comparable internet browser application).

2.9.3 System Operational Proficiencies: See section 6 for specific system proficiency requirements.

2.10 Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting officer, Contracting Officer's Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the

Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

2.11 Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR will be identified by separate letter. The COR is authorized to perform the following functions: assure that the

Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the Contracting

Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or

Contract Number Page 10 of 27 5 September price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

2.12 Key Personnel: The data analyst and the field verification tech position are considered key personnel by the Government. These positions must be able to attend in-person meetings when remote participation is not possible. In some instances, meetings will occur on short notice (within one to two hours). Typically, the contractor is required to attend one meeting per week, and up to three meetings per week, onsite at government facilities. The individual(s) required to attend are determined by the Government PM, subject area of the meeting, and varies by week. The contract manager or alternate shall be available between 0700 and 1700 CST, Monday thru Friday except Federal holidays.

2.12.1 Key Personnel Replacement: In the event of the replacement of any key personnel, the Contractor shall notify the KO and PM in writing of such replacement and provide the resume for a replacement candidate for approval at least 14 calendar days before proposed replacement. Replacement candidates for key personnel must be at least as qualified as the candidate originally proposed, and the government reserves the right to reject key personnel replacements that are deemed unsatisfactory. Substitute personnel qualifications shall be equal to, or greater than, those of the personnel being substituted.

If the CO and the COR determine that the proposed substitute personnel are unacceptable, or that the reduction of effort would be so substantial as to impair the successful performance of the work under the contract, the Contractor may be subject to default action as prescribed by FAR 52.249-6, Termination (Cost Reimbursement). All substitute personnel must be oriented and trained for contract performance at the

Contractor’s expense. All key personnel will have at least 10 years work experience in installation management (including but not limited to Department of Public Works or

Network Enterprise Technology Command as detailed more particularly below). Of those

10 years, all key personnel shall have at least five (5) years of specialized work experience in applicable areas as detailed more particularly below (e.g., Federal Real

Property, DoD Business Systems). Due to the nature of the work, higher education (i.e., a master's degree) is not a substitute for work experience - actual experience in the specified areas is critical to success.

2.13 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as Contractors.

They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

The contractor personnel will be required to obtain and display badges to gain access to the primary work areas in the performance of this service.

2.14 Contractor Travel: Contractor personnel may be required to travel during the performance of this PWS to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation

(JTR) and the limitation of funds specified in this contract. All travel requires

Government approval/authorization and notification to the COR.

Contract Number Page 11 of 27 5 September

2.14.1 Approval for Travel: Emergency requirements shall be defined and approved by the COR. The Contractor shall make every effort to locate the airport that will provide the lowest cost of air travel possible. The COR may require a cost benefit analysis to support any travel, as deemed necessary. The contractor shall document all travel plans to include departure and arrival location, duration, arrangements, purpose, and estimated costs. The

Contractor shall submit requests at least two weeks in advance of travel for approval. All travel shall be in accordance with the JTR and shall be at or below the applicable per diem rate, unless approved via Consent to Purchase (CTP). On the first and last day of travel, the Meals, and Incidental Expenses (M&IE) rate is 75 percent of the authorized rate. The CTP shall be approved by the COR and CO in advance. Travel charges over and above per diem without proper approval, shall be at the expense of the Contractor. Any travel taken without the appropriate documentation and prior authorization by the COR, may be subject to non-reimbursement. After travel is incurred, documentation/receipts shall be sent to the COR (with the invoice submittals). NO PAYMENT WILL BE MADE

WITHOUT DOCUMENTATION/RECEIPTS. NOTE: The Government reserves the right to audit, thus; the Contractor shall keep on file all backup support documentation for travel, materials, and other direct costs (ODC) procurements (travel) made on behalf of the Government under the terms of the contract.

2.15 Other Direct Costs: ODCs are defined as items/services that are not on contract, pre-priced, and proven fair and reasonable at time of award. ODCs are fully incorporated into the contract through the CTP form (see Attachment 5). Due to the rapid changes in the technology, the contract will allow flexibility to add emerging technology and other materials and services to the contract, as the need becomes known. The cognizant CO will make a determination that the items/services are within scope and will take the necessary steps to negotiate and add materials and/or services that are within the scope of the contract, as needed throughout the life of the contract. If the Contractor needs to purchase materials, supplies, or equipment, the equipment type and quantity will be described and accounted for on the CTP request form and the Contractor will assume management and accountability of the items for the duration of the contract. For reimbursement, the Contractor shall submit a copy of the receipt for the purchase and will be reimbursed for any pre-approved costs associated with the procurement of required materials, supplies, equipment.

2.16 Intellectual Property Rights: The existence of any patent, patent application or other intellectual property right that encumbers any deliverable must be disclosed in writing on the cover letter that accompanies the delivery. If no such disclosures are provided, the data rights provisions in FAR 52.227-14 apply.

2.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational

Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the

Contract Number Page 12 of 27 5 September

Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the

OCI. The Contractor is also required to complete and sign an Organizational Conflict of

Interest Statement in which the Contractor (and any subcontractors, consultants, or teaming partners) agrees to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in the contract.

2.18 Transition In /Transition Out: The Government will provide a list of phase-in tasks, aligned with existing contract task numbers, to minimize any decreases in productivity and to prevent possible negative impacts on additional services. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the sixty (60) day transition in/transition out periods. During the transition in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date.

2.18.1 Transition-In Tasks: The Contractor shall accomplish all required phase-in tasks associated with maintaining, supporting, and updating. The Government will assist with obtaining access to required facilities and systems. The Contractor shall provide a final phase-in report, covering all phase-in tasks, no less than five days prior to the conclusion of the phase-in period. If phase-in tasks are not accomplished, the COR will notify the

KO in writing and the KO will require the Contractor to remedy or cure performance. If the Contractor fails to remedy performance issues the KO will take the appropriate action

2.18.2 Transition-Out Tasks: No earlier than 70 days, but NLT 60 days prior to the end of the period of performance, the Contractor shall conduct inventory, inspection, and assessment of all equipment, property, systems, reports, and outstanding deliverables that are to be completed and provided to the Government prior to the end of the period of performance.

2.18.2.1 NLT 45 Days from POP: NLT 45 days prior to the end of the period of performance (POP) the Contractor shall provide a written report that provides details of the inspection, assessment, and outstanding deliverables to the Government. The written report shall also contain a detailed plan with a schedule to complete all outstanding items from the inspection and assessment.

2.18.2.1.1 Contents of the 45 day Written Report

The 45-day written report shall include the following:

a. Inspect the condition of all equipment, systems, including GFE and GFP for which the Contractor will assume responsibility.

b. Review work order history and equipment inventory information.

c. Status of all open work orders.

d. Status and update of any preventive maintenance schedules. The new periodic maintenance schedules shall be based off of the last time PMs were performed if applicable.

Contract Number Page 13 of 27 5 September

e. Updated deficiency list report including an itemized plan for correcting each deficiency.

f. Plan for transition of software and licenses.

g. Plan for preservation and transition of all records, reports, and documents (both hard copy and electronic) that were drafted or used in the performance of this contract.

h. Plan for coordination and complete disposal, cleanup, and transfer of all materials according to applicable laws.

i. Plan to show awardee where all archived programs and systems literature are maintained and how they are used.

2.18.2.2 NLT 25 Days POP: NLT 25 days prior to the Contract end date, the Contractor shall provide a transition plan that will facilitate the transitioning between Contractors without interruption in services. The plan shall identify any unresolved deficiencies, outstanding deliverables, and details on how the unresolved items will be completed prior to the end of the period of performance.

2.19 Deficiency List Completion and Withholding of Final Payment: The Government may create a deficiency list of unmet Contractual requirements at or near the time of termination of the contract. The Government may employ the services of another

Contractor in the development of the list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item. The Government retains sole discretion over whether to charge the Contractor for the monetary value of the list in whole or in part or to request corrections by the Contractor. If the Government elects to request corrections by the

Contractor, the Contractor shall have until the end of the contract period to perform such corrections and may invoice for funds withheld on acceptance of the corrections by the

Government. Nothing in this Section shall be construed to limit the Contractor’s liability or restrict the Government from reporting unsatisfactory or problematic performance by the Contactor.

Contract Number Page 14 of 27 5 September

Section 3.

Government Furnished Items and Services

3.0 General. The Government will provide the following services:

3.1 CAC Cards: The Government will provide CAC cards. The contractor shall submit a consolidated package with all completed paperwork required for all contractors requiring

CAC cards, network access and/or server access within five (5) business days of contract award.

3.2 Facilities: The Government will provide workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, software systems, and other necessary items to maintain an office environment, which includes badges to enter the restricted areas required to perform the services in this PWS.

3.3 Utilities: The Government will provide access to all utilities in the government facility and will be available for the contractor to use in performance of tasks outlines in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment. 3.4. Equipment: The

Government will provide the production web hosting equipment necessary to support the system requirements under this contract.

3.4 Network Access: The Government will provide the appropriate network

(Headquarters Enterprise Network (HEN) and/or Microsoft Azure Cloud) access to

Contractors who require access to the servers.

3.5 Other GFE: The Government will provide Government Furnished Equipment (GFE), such as at Surface tablet or Laptop, that allows the Contractor to connect remotely to the government network. GFEs will be provided, at a minimum, to key personnel and additional Contractor support as determined by the Government Program Manager. The

GFE will have a current HQDA network operating system image including the Microsoft

Office suite installed and a CAC reader to allow for VPN access to the HEN and/or

Microsoft Azure Cloud. Within five (5) business days of contract award, the contractor shall provide a list of all personnel on the contract that will:

(1) require a GFE

(2) require access to the network

(3) who will require server access (requires a separate token)

3.5.1 Safekeeping: The Contractor shall be responsible for the safekeeping of all GFE.

The Contractor shall reimburse the Government for any loss or damage of GFE.

3.5.2 Updates: The Contractor shall be responsible for ensuring updates occur on the

Government furnished equipment to keep the laptops current on the HQDA enterprise

Contract Number Page 15 of 27 5 September network. Updates will be obtained via VPN connection to the HQDA Network for a minimum of 4-6 hours per connection to ensure updates are completed.

3.5.3 Return of GFE: The Contractor shall return GFE upon termination / expiration of the contract.

3.5.4 Issuance / Inventory / Inspections: The COR will be responsible for tracking the

Government Furnished Equipment and ensuring a Unique Identifier (UID) is documented for identification on a hand receipt. A Government Furnished Property Requisition form

(which will document the issuance of all furnished property) will be provided at the time of award. The COR will hand receipt all GFE to Contractor. The COR will monitor and control all GFE tracking by conducting a semi-annual inventory and periodic visual inspections.

3.6 Materials: Not Applicable.

3.7 Government Property:

3.7.1 Production Work: All products, source code and scripts produced, and their associated work papers shall be considered the property of the Government. The

Contractor shall provide all products, source code, software and documentation developed in accordance with this contract and integral to the continued operation and full-functionality of any program or system to the DHA J6 Information Operations upon request. All hardware and software purchased under this contract is the property of the

Government and shall be turned over to the Government NLT the end date of this contract. All licenses shall be in the Government’s name and the licenses’ terms cannot violate federal law or regulation.

3.7.2 Database and Software Development: Any database and software developed as part of this contract becomes the property of the Government, and the Government retains the rights to all intellectual property (e.g., Patentable items and copyrighted materials) purchased or developed through this effort. The Contractor shall make available to the

Government draft and final copies of all publications based on the work performed under this contract in hard and electronic format as defined by the Government.

3.7.3 Government Furnished Property (GFP): The Government will present an approved list of GFP for the performance of this contract. The Contractor shall not acquire additional non-expendable GFP for use on this contract without prior written approval.

Requests for additional GFP shall include justification and will be routed through the appropriate COR for review and endorsement prior to sending to the Contracting Officer for approval and contract modification. The Contractor shall maintain a Property

Management System (PMS) for GFP IAW FAR 52.245-1. This Property Management

System will be approved by Contractor’s management and reviewed by the KO and

Property Administrator prior to and during the life of this contract. All changes to the

PMS must be approved by the KO in writing, prior to implementation. If applicable, the overall PMS must incorporate all ten sub-divided functions of acquisition, receiving, identification, records, reports, storage, movement, audits, physical inventories, consumption, utilization, maintenance, subcontractor control, disposition, and contract close-out.

Contract Number Page 16 of 27 5 September

3.7.4 Government Furnished Information (GFI): The Government will provide GFI (e.g., technical data, applicable documents, plans, regulations, specifications, etc.) in support of this task. The Government expressly reserves the right to add, delete, or modify at its exclusive discretion any access rights at any time during contract performance, based upon what in the government’s judgment is necessary to perform the mission most effectively and efficiently. The Government will provide the Contractor with access to all computer and network hardware and software necessary to fulfill the requirements of this task. The Contractors shall ensure that all GFI provided for their use shall be secured.

All training materials, policies, procedures, timelines, electronic work products and/or other documentation, created in support of this task and/or provided by the Government are the property of the Government.

Contract Number Page 17 of 27 5 September

Section 4

Contractor Furnished Items and Services

4.0 Contractor Furnished Items and Services:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 3 of this PWS.

During the duration of this contract the contactor will be immediately contactable during normal business hours.

4.2 Materials: Not Applicable.

4.3 Equipment: The contractor shall ensure all transportation methods to and from the work locations, required by its employees in the performance of this contract, are made available. Parking permits, passes, tolls and fees for privately owned vehicles are the responsibility of the contractor. The contractor shall provide computer (laptop) and cell phone. The contractor shall maintain sufficient data upload capacity such that all of the data uploaded or downloaded is not significantly hampered by provider throttling or bandwidth availability.

4.4 Contractor Furnished Vehicles and Equipment: Any Contractor furnished vehicles shall have the company name prominently displayed on both sides of the vehicle, and present a neat, professional appearance. All Contractor furnished vehicles and equipment used in the performance in this PWS shall meet all Local, State, and Federal safety and environmental requirements. Contractor furnished vehicles and equipment found to be unsafe shall be removed from the Installation and replaced at the Contractor’s expense.

The Contractor shall not use any Government-owned tools, materials, or parts to maintain

Contractor furnished vehicles and equipment without prior written approval of the COR and CO. The COR may inspect the Contractor furnished vehicles and equipment at any time and direct the removal of any unsafe or objectionable vehicle and equipment from the Installation.

Contract Number Page 18 of 27 5 September

Section 5

Definitions and Acronyms

5.0 DEFINITIONS AND ACRONYMS:

5.1 DEFINITIONS:

5.1.1 SMS- is a web-based asset lifecycle management software application developed by the USACE – Engineer Research Development Center – Construction Engineering

Research Laboratory (USACE-ERDC-CERL). stores real property facility information which identifies building components and their key life-cycle attributes such as the age, material, and capacity. Inspections are performed on the various components to determine engineering based objective and repeatable Condition Index (CI) measures to provide a comprehensive picture of the overall performance of building assets and their components. With information about condition and remaining service life, guides the development of short and long-range work plans based on sound investment strategies, prioritization criteria, and budget constraints.

5.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

5.1.3 CONTRACTING OFFICER (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

5.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the

U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

5.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

5.1.6 DEFENSE HEALTH AGENCY - The Department of Defense Agency responsible for managing Healthcare Operations across the Department of Defense.

5.1.7 DHA E SMS Reference Guide (ERG). A comprehensive guide that provides the guidance, best practices, and business rules for capturing and maintaining all aspects of the SMS database.

5.1.8 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Contract Number Page 19 of 27 5 September

5.1.9 INVENTORY AND ASSESSMENT (I&A). The Inventorying and Assessment of all the Component Sections associated with an Asset. The process is completed before a new Asset is added to the SMS database.

5.1.10 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key

Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

5.1.11 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

5.1.12 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

5.1.13 QUALITY ASSURANCE SURVEILLANCE PLAN. An organized written document specifying the surveillance methodology to be used for surveillance of

Contractor performance.

5.1.14 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

5.1.15 STRUCTURED QUERY LANGUAGE (SQL). A standardized programming language that is used to manage relational databases and perform various operations on the data in them.

5.1.16 SUBCONTRACTOR. One that enters into a contract with a prime Contractor.

The Government does not have privity of contract with the subcontractor.

5.1.17 SUSTAINMENT MANAGEMENT SYSTEM ( SMS). The Dept of Defense mandated program for Facility & Building, Condition Index(s) reporting, and for all derivative reporting requirements.

5.1.18 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

5.1.19 WORK WEEK. Monday through Friday, unless specified otherwise.

5.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative

CFR Code of Federal Regulations

CO Contracting Officer

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

Contract Number Page 20 of 27 5 September

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DHA Defense Health Agency

DFARS Defense Federal Acquisition Regulation Supplement

DOD Department of Defense

FAR Federal Acquisition Regulation

GFE Government Furnished Equipment

GFP Government Furnished Property

HIPAA Health Insurance Portability and Accountability Act of 1996

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

SMS Sustainment Management System

SQL Structured Query Language

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TITO Transition In/Transition Out

TE Technical Exhibit

Contract Number Page 21 of 27 5 September

Section 6

Specific Tasks

6.0 SPECIFIC TASKS:

6.1 General Summary of Services. The Contractor shall provide data analysis and field verification services to the DHA SMS Program.

6.2 Real Property Analysis Data Lead :

6.2.1 Interpret data from the DHA SMS database, analyze…