Attachment 26 Transition Plan.pdf

Section J – Attachment 26 Transition Plan

Section J – Attachment 26

Transition Plan

Transition Approach at the IDIQ level

Transition-In Approach

At the IDIQ level the Contractor shall include a detailed breakdown of their transition in approach. This must be included as part of the Contractor’s IDIQ proposal. This should include, but is not limited to:

• Contractor’s operational plan and method statement on how the plan will be achieved.

• Approach for managing the transition from the incumbent Contractor - describe how the Contractor will perform and manage the transition to successfully migrate support from the incumbent Contractor to new CFS provider.

• Contractor strategy for capturing high performing incumbent personnel

• Contractor approach to employee retention

• A detailed strategy on how the Contractor will properly staff resources in accordance with contractual requirements.

• Risk mitigation strategy - How does the contractor manage/monitor risk? How does risk get captured? What type of strategy does the contractor deploy to resolve the risk?

• Communication strategy with COR and Stakeholders.

The transition approach shall provide the government with in-depth understanding of the Contractors ability to quickly transition in and out of large complex contracts.

Transition-Out Approach

The Contractor shall provide a breakdown of their Transition Out approach as part of their IDIQ proposal. The breakdown should detail their phase by phase close out procedures for support and services. The incumbent contractor shall provide sufficient experienced personnel during the phase-out period to ensure A/DOES/FMS continuity of services, transfer of knowledge, and transfer of artifacts. This must include, but is not limited to:

• Develop a transition-out plan with timelines, responsibilities, and key milestones.

• Engage all stakeholders, including CO, COR, budget finance, operations team, and the incoming Contractor

• Prepare detailed documentation on contract obligations, service level agreements, and historical performance.

• Conduct training sessions and/or meetings with the existing incumbent team and new contractors to set expectations for roles and responsibilities.

• Maintain records of contract amendments, performance reports, and issue resolutions logs.

-Issues Resolution logs - Incumbent shall provide the government in-depth understanding what can be achieved on the incumbent contract based on the remaining period of performance and what should be sent to the new contract team for resolution.

• Ensure all relevant data, reports, and systems are handed over securely.

• Transfer physical and digital assets (equipment, intellectual property, licenses, etc.).

• Ensure compliance with data protection and confidentiality agreements.

Transition Plan at the TO level

Transition-In Plan

At the task order level, the Contractor shall submit a draft transition plan as part of their Task Order proposal. This plan shall clearly delineate how the Contractor will manage the transition from the incumbent Contractor while ensuring there are no service disruptions to A/DOES/FMS operations during the transition period.

Within ten (10) calendar days after TO award the Contractor shall submit a final phased transition plan to the CO for approval. The final transition plan shall be in a project management format that is approved by the Department of State. The Contractor shall capture as much organizational history and knowledge from the incumbent Contractor as possible. The final transition plan shall include projected timelines and dates for completing all initial inspections.

Transition timelines shall adhere to any requirements stipulated in TO documents. Where a specific time limit is not stipulated in TO documents the initial transition shall consist of the first set of key personnel arriving on-site within forty-five (45) calendar days after Task Order Award.

The second set of key personnel shall arrive on-site no later than sixty (60) calendar days after Task Order Award. The Contractor shall continually update and revise their initial Phased Transition Plan throughout the transition period. Final hand-off and transitioning of all PgMO and/or CFS functions shall be accomplished within 90 calendar days of the task order award and in full compliance with the approved Staffing Plan.

The Contractor shall work with the current A/DOES/FMS Contractor and/or the COR and FMS stakeholders in transitioning activities related to facilities management support. At the end of the transition period the Contractor shall be capable of providing all services required under this contract. Any optional services not yet activated on the TO will remain with the current incumbent. Optional services may be added at a future date based upon A/DOES/FMS technical requirements and CO approval. At that given time the contractor shall execute their transition approach to ensure no disruption in services to the government.

The transition plan must include, but is not limited to:

• Development of a Contract Kick-Off Presentation elaborating on how the deliverables will be met in alignment with the technical proposal.

• Coordinate with the Contracting Officer (CO) and Contracting Officer’s Representative (COR) to schedule a Kick-Off Meeting.

• A complete list of all tasks/requirements by coordinating with the Government and current Contractor for each process and agreeing on a final date that the new Contractor assumes all responsibility of each process.

• Demonstrate to the USGOV the ability to maintain workload before hand-off.

• Address all contract artifacts (electronic and physical contract files) and processes.

• A list of all Government dependencies and assumptions for Government services to be used during the transition.

• How does the new contractor obtain GFE, passwords to BAS system, etc.?

o Provide the government with transition strategy to obtain GFE, password to BAS system, and how to safeguard the data for usage throughout the life of the contract period of performance.

• A detailed description of facility setup, daily operations and communication to COR and government stakeholders.

• Technology and information transfer processes and procedures among the various organizations.

• Transition risks and risk mitigation recommendations.

• Transition schedule that includes, at a minimum: specific tasks to be performed and the resources assigned to them, task dependencies and relationships, proposed task duration and major milestones, including the deliverable milestones

• Coordination with the current Contractor.

• Have contractor staff complete Government-approved training and certification process. (Example: Department of State (DOS) OpenNet Training)

The Contractor shall provide the COR and Building Managers (BM) with a weekly progress report on the transition status of all activities/tasks identified in the transition plan. The Contractor shall also develop a final transition report that includes a minimum of the following:

• Transition activities conducted.

• Training and knowledge transfer.

• Process list, documentation, assets, and artifacts transitioned.

• List of any services, activities, and assets not transitioned and associated risks.

• Government assets received from the incumbent Contractor.

• Demonstration of Contractor facilities, access, and ability to support task order requirements.

• Lessons learned

• Recommendations for successfully completing any remaining tasks.

Transition-Out Plan The Contractor shall conduct an orderly and efficient transition to the successor Contractor.

(end-of-contract). The Contractor shall cooperate and negotiate with its successor to develop a comprehensive Transition-Out Plan for phase-out services; and provide sufficient experienced personnel during the phase-out period to ensure that the services called for by this Contract are maintained at the required level of proficiency while fully supporting transition, knowledge services, and provide artifacts, such as electronic and physical files, to successor Contractors.

The Transition-Out period will adhere to timelines specified in the TO but will last no more than ninety (90) days and start at the date defined by the COR.

The Contractor shall provide a plan for ninety (90) days of outgoing transition for migrating work from an active task order to a follow-on contract/order or Government entity. This transition may be to a Government entity, another Contractor or to the incumbent Contractor under a new contract/order. In accordance with the Government-approved plan, the Contractor shall assist the Government in planning and implementing a complete transition from the incumbent Contractor to an incoming Contractor or Government Entity. This shall include, but is not limited to:

• Formal coordination with Government staff and successor staff and management.

• Delivery of copies of existing policies and procedures

• Delivery of required metrics and statistics.

• Coordination with Building Manager(s) and COR.

• Review, evaluation and transition of current support services.

• Transition of historic data, documentation (including processes and other necessary artifacts) to new Contractor system.

• Transfer of hardware warranties and software licenses (if applicable).

• Transfer of all necessary business and/or technical documentation.

• Orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

• Disposition of Contractor purchased Government owned assets, including facilities, equipment, furniture, phone lines, computer equipment, etc.

• Return of Government Furnished Equipment (GFE), and Government Furnished

Information (GFI), and GFE inventory management assistance.

• Applicable DoS debriefing and personnel out-processing procedures.

• Roles and responsibilities.

• Current Work Breakdown Structures (WBS).

• Current projects in progress including:

• Project Management Plans

• Risks Mitigation Plan

• Milestone Schedules and government acceptance timeline

• Status of required artifacts

• Turnover of all government keys, ID/access cards, and security codes.