Attachment 3 HFAM PWS 7-23-2025.pdf

ENERGY AUTOMATION OPERATIONAL TECHNOLOGY SUSTAINMENT (EAOTS)

HYDRANT FUELING AUTOMATION MAINTENANCE (HFAM) SUPPORT

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

RFP # SP4706-25-R-0006

SECTION C-1: INTRODUCTION

1.0 Introduction

The Defense Logistics Agency (DLA) (i.e. the Government) is the largest logistics support agency in the United States (U.S.) Department of Defense (DoD). The DLA Director reports to the Under Secretary of Defense for Acquisition, Technology and Logistics (USD AT&L) through the Assistant Secretary of Defense for Logistics and Materiel Readiness (ASD L&MR).

DLA provides worldwide logistics support, acquisition, and technical services to the military services, other federal and civilian agencies, and partner nations in peacetime and wartime. DLA Energy is the executive agent for the management of the DoD wholesale and retail fuels operations including accounting operations within the Defense Working Capital Fund (DWCF).

DLA Information Operations (J62BG), Operational Energy Applications (OEA), is a key entity responsible for providing Information Technology (IT) and Operational Technology (OT) support to DLA Energy in its performance of worldwide supply chain management at numerous DoD fuel facilities including (but not limited to) defense fuel supply points (DFSPs).

As part of its mission, DLA OEA manages, installs, and maintains automated fuel systems (AFS) and equipment at DFSPs. DLA activities include standardizing, maintaining, or upgrading AFS, hydrant fueling automation maintenance (HFAM), automatic tank gauge (ATG), automated fuel handling equipment (AFHE), and other fuel related IT or OT solutions at DFSPs to improve fuel inventory accountability, monitoring, and control as well as preventing fuel spills and environmental hazards. Standardized, modernized, and sustainable IT/OT solutions at DFSPs enable DLA to provide real-time data acquisition and automated inventory management for capitalized fuel products. These IT/OT solutions are typically comprised of web-enabled application software and internet of things (IOT) technology stacks that are fully integrated with liquified petroleum fuel storage tanks and Industrial Control Systems (ICS) at the DFSPs. The purpose of these solutions is to provide worldwide access to mission essential commodities such as petroleum and fuel for the U.S. Armed Forces and North American Treaty Organization (NATO) Allies. Each ICS is unique to its deployed location and can consist of Supervisory Control and Data Acquisition (SCADA) computers, Programmable Logic Controllers (PLCs), Remote Terminal Units (RTUs), networked data communications, and graphical user interfaces (GUIs), systems/sub-systems, control modules, and sensors/probes. These ICS are typically fully integrated with liquid petroleum fuel facilities and provide the capabilities of active/passive monitoring and remote access.

The DLA OEA Hydrant Fueling Automation Maintenance (HFAM) program is component of

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

the agency’s mission that provides comprehensive maintenance to sustain, support, modify, and repair the hydrant fueling systems at various DFSPs which use PLC automation and other control interfaces. The PLC automation reads inputs from the field devices, writes outputs for automated control of the hydrant systems, and is a mission critical component of the AFS that must be maintained.

1.1 Purpose / Objectives

The purpose of this Indefinite Delivery Indefinite Quantity (IDIQ) contract and accompanying Task Orders (TOs) is to achieve the following objectives:

a. Acquire support services to successfully administer the HFAM program

b. Acquire a combination of supplies and services to successfully conduct sustainment, support, maintenance, modification, and repair of the HFAM solutions deployed worldwide.

This contracting effort is part of a continuously improving Government approach to providing effective Operations and Support (O&S) of the various DLA OEA programs. The Government recognizes successful contract performance will be performed by an entity that takes responsibility for work performance of the tasks and subtasks identified in this PWS, executes continuous process improvement to increase efficiencies and reduce costs, and establishes a professional rapport with DLA Energy, the DLA program office, and various DoD fuel facility/DFSP representatives.

1.2 Current Incumbent Information

• Contractor: Kellog Brown & Root (KRC) Services, INC (3GJU9)

• Address: 601 Jefferson St., Houston TX 77002

• Contract #: SP4702-21-D-0002

SECTION C-2: SCOPE

2.0 Scope

To ensure the Government’s objectives are met, the contractor will need to provide all necessary supplies and services for administering the HFAM program and supporting, maintaining, modifying, and repairing the HFAM solutions deployed worldwide. Supplies

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

or services that are unrelated to the HFAM program or its solutions as described in this PWS are NOT included within the scope of this contract.

The contractor’s administration of the HFAM program will be comprised of all the necessary support services required to organize, orchestrate, monitor, report, travel, and sustain the program by successfully executing the tasks / subtasks described in this PWS.

The contractor’s support, maintenance, modification, and repairing of the HFAM solutions deployed worldwide (i.e. regardless of geographical location) will include the overall technology stack consisting holistically of all current:

• Capabilities and applications

• Network Environments (NE) /

Computing Environments (CE) (i.e.

Development, Test, Stage, Production, Fail/Cut Over, Recovery, etc.)

• IT/OT components

• Software, hardware, and firmware

• Coding, configuration, and scripts

• Systems and sub-systems

• Batch programs

• Data and databases

• Servers and machines

• Mechanical Components

• Vacuum Sensors

• Safety devices

• Flow switch monitors

• SCADA computers

• PLCs

• RTUs

• GUIs

• Interfaces and integrations

• Networked data communications

• Reports and reporting documentation

• Technical artifacts/schematics

• Equipment, automation, and modules

• Edge devices (sensors, actuators, etc.)

• Cybersecurity controls

As such, references to “HFAM” within this PWS are to be understood by the contractor as the HFAM program and the deployed HFAM solutions in their entirety unless otherwise explicitly stated.

The contractor must utilize the best available commercial practices (such as Information Technology Infrastructure Library (ITIL), Project Management Institute (PMI), etc.) to influence service delivery supporting HFAM and conform to all Government requirements described in this PWS. The contractor will be responsible for coordinating, managing, assigning resources, processes, and activities to successfully render all deliverables and services described within the PWS. As such, the contractor must provide all labor, management, supervision, Quality Control (QC)/Quality Assurance (QA), transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to perform the work described in this PWS. Successful

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

execution of this contract will necessitate the contractor to work as part of an integrated team with Government personnel and other third-party contractors throughout the period of performance.

The contractor will be expected to provide a wide variety of supplies and services for successful contract performance. These supplies and services will require the contractor to possess expertise in sustaining, supporting, maintaining, modifying, and repairing petroleum facilities and petroleum systems to comply with applicable codes, criteria, and federal, state, local and/or host nation regulations. Contractor services will also include operational, technical, maintenance, network, infrastructure, help/service desk, end user, administrative, field/site, cybersecurity, IT, OT, hardware, and software assistance. The contractor will be expected to sustain interfaces between HFAM solutions and current DLA applications including (but not limited to) ATGs.

The supplies and services rendered by the contractor will need to account for the significant geographical disbursement (i.e. within the continental United States (CONUS) and outside the continental United States (OCONUS)) of the DFSPs due to different military installations/areas of responsibility to perform the work described in this PWS.

2.1 HFAM Sites

The HFAM program is currently spread across 103 sites geographically disbursed between CONUS and OCONUS. A list of HFAM sites where solutions are deployed is identified in Attachment 1 List of HFAM Sites and Systems. The contractor will be expected to render all supplies and services to administer the HFAM program and perform support, maintenance, modification, and repair of the HFAM solutions based upon the sites listed in Attachment 1 - List of HFAM Sites and Systems.

The Government reserves the right to add, remove, update, or realign the HFAM sites identified in Attachment 1 - List of HFAM Sites and Systems as in scope modifications to the contract. If required, these additions, removals, updates, or realignments will be considered in scope and will be performed as a contract modification to be negotiated between the Government and contractor at the time of occurrence. During the life of the contract, the contractor should expect at least eight (8) HFAM sites added and two (2) HFAM sites decommissioned.

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

2.2 Work Breakdown Structure (WBS)

Execution of this contract and breakdown of the HFAM program is comprised of nine (9) distinct parts as depicted in the below graphic and WBS.

Detailed information on each of these parts of the HFAM program are described within this PWS. To achieve the Government’s desired objective for the scoped work effort, the supplies and services provided by the contractor must (at a minimum) be rendered to complete the following:

Figure 1 – Work Breakdown Structure

3.

HFAM Support

3.1 Task 1:

Transition In

3.2 Task 2:

Admin

Support & Program

Management

3.3 Task 3:

Preventative Maintenance

(PM)

3.4 Task 4:

Technical Support

3.5 Task 5:

Corrective Maintenance (CM)/Repair

3.6 Task 6: Site

Support

3.7 Task 7:

Cybersecurity Support

3.8 Task 8:

Commercial Software Licensing

3.9 Task 9:

Transistion Out

INDEFINITE DELIVERY INDEFINITE QUANTITY (IDIQ)

PERFORMANCE WORK STATEMENT (PWS)

Work Breakdown Structure (WBS)

PWS # Description

3.0 HFAM Support Requirements

3.1 Task 1: Transition In

3.2 Task 2: Administrative Support & Program Management

3.2.1 Subtask 2.1: Program Management Plan & Quality Control Plan (QCP)

3.2.2 Subtask 2.2: Post Award Conference

3.2.3 Subtask 2.3: Weekly Updates & Weekly Activity Report (WAR)

3.2.4 Subtask 2.4: Monthly Status Report (MSR)

3.2.5 Subtask 2.5: In Progress Review (IPR)

3.2.6 Subtask 2.6: DoDM 8570.01/DoDD 8140.01 Report

3.2.7 Subtask 2.7: Contractor Personnel Roster, Common Access Card (CAC), &

Alternate Token Report)

3.2.8 Subtask 2.8: Quarterly Inventory Report (QIR)

3.2.9 Subtask 2.9: Commercial Documents

3.3 Task 3: Preventive Maintenance (PM)

3.3.1 Subtask 3.1: PM Planning & Coordination

3.3.2 Subtask 3.2: PM Travel

3.3.3 Subtask 3.3: PM Services

3.3.4 Subtask 3.4: PM Documentation

3.4 Task 4: Technical Support

3.4.1 Subtask 4.1: Technical Support Team Resources & Availability

3.4.2 Subtask 4.2: Technical Support Team Communications

3.4.3 Subtask 4.3: Technical Support Team Services

3.4.4 Subtask 4.4: Technical Support Team CM/Repair Service Planning and

Coordination

3.5 Task 5: Corrective Maintenance (CM)/Repair

3.5.1 Subtask 5.1: CM/Repair SNOW Case Prioritization

3.5.2 Subtask 5.2: CM/Repair Travel

3.5.3 Subtask 5.3: CM/Repair Services

3.5.4 Subtask 5.4: CM/Repair Documentation

3.6 Task 6: Site Support

3.7 Task 7: Cybersecurity Support

3.8 Task 8: Commercial Software Licensing

3.9 Task 9: Transition Out

Table 1 – Work Breakdown Structure

SECTION C-3: HFAM SUPPORT REQUIREMENTS

3 HFAM Support Requirements

The contractor must provide adequate resources (i.e. competent, capable, professional, and qualified personnel with the necessary supplies) to manage, deliver, and ensure timely completion for:

3.1 Task 1: Transition In

If the awardee is NOT the incumbent identified in this PWS, the Government may require transition-in services for the contractor. All transition-in services rendered to complete this task will be performed on a Firm-Fixed-Price (FFP) basis. Contractor rendered services for this task will be documented within the Monthly Status Report (MSR) deliverable as described within this PWS. The Government Contracting Officer’s Representative (COR) will perform evaluation and formal inspection and acceptance of the contractor’s services in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP).

To reduce the risks associated with contract performance, including decrements to productivity and/or possible negative impacts on additional services, the contractor will provide the necessary services to support a 90-calendar day transitional period. These services will ensure uninterrupted operations and successful performance of this contract and the contactor’s key personnel will need to be fully engaged in and ensure the successful transfer of services from third-party contractors. This transition-in period will utilize an iterative approach that will consist of:

a. Knowledge Transfer: During the transitional period the contractor will be expected to participate in knowledge (tacit and explicit) transfer activities working alongside existing third-party contractors. These knowledge transfer activities will include interactive working sessions between the existing and newly incoming contractor to ensure continuity of services and gain familiarity with tools, processes, and organizational assets.

b. Transfer Duties: During the transitional period the contractor will be required to review, understand, and accept the duties for key personnel, services, and all active ServiceNow (SNOW) cases for the program. The transfer of these duties will require the contractor to work alongside existing third-party contractors to fully understand these duties. As the transition-in period progresses, work will continue to be performed by current third-party contractors IAW the terms and conditions of separate Government contractual obligations until confirmation is obtained by the Government that all key personnel responsibilities, services, and SNOW cases have been successfully transferred. If any existing supplies (i.e. bench stock, Government Furnished Equipment (GFE), etc.) are transferred, the contactor will ensure they are accurately inventoried and accounted for. The contractor will promptly notify the COR in writing of any problems/issues preventing their ability to accept responsibilities for key personnel, services, and SNOW cases prior to confirmation of these activities being completed.

c. Confirmation: Once knowledge and duties transfer has been completed, the contractor will provide confirmation to the Government. The target date for the contractor’s acceptance of the responsibilities for key personnel, services, and SNOW cases as described in this PWS is no later than (NLT) 30 calendar days prior to the end of the transition period. This will allow the Government adequate time to address any transition problems/issues between the contractor and any third-party contractors before the end of the transition period. No later than fifteen (15) calendar days before the end of the transition period, the COR will meet with the contractor to ensure all concerns and issues have been addressed. At the contactor’s meeting with the COR, the contractor will submit a Transition-In Report to support Government oversight. The Transition-In Report will be utilized by the Government to confirm the contractor has formally accepted the responsibilities for key personnel, services, and SNOW cases from third party contactors.

The contractor will be expected to have fully accepted responsibility for key personnel roles and successful performance of all work described throughout this PWS at the end of the 90-calendar day transition-out period.

3.1.1 Deliverable: Transition-In Report [CDRL A001]

a. Schedule: No later than (NLT) fifteen (15) days before the end of the transition period.

b. Content: At a minimum, the data product will include:

1. Parts Statuses for HFAM solution sustainment based upon region (i.e. CONUS, Pacific, Europe, etc.).

2. Open/Active Preventative Maintenance (PM), Corrective Maintenance (CM), and site support SNOW cases including the following information (for each case):

i. SNOW case #.

ii. Summary Description of work.

iii. SNOW case priority.

iv. Assigned technician / contractor personnel.

v. Status on work progress.

vi. Region of PM work (i.e. CONUS, Pacific, Europe, etc.).

vii. Site/Location of work.

viii. Latest version(s) of Plan of Actions & Milestones (POAMs) for work completion.

ix. Any POAM extensions/deferments requested with basis of logic/reasoning for Government review and approval.

3. Confirmation all existing services to perform PM, CM, and site support activities have been transitioned from the previous contractor and identification of any outstanding questions or concerns that are risks to successful performance.

c. Format: Electronic copies viewable using the latest version of Microsoft Office or

Adobe PDF

3.2 Task 2: Administrative Support and Program Management

All Administrative Support and Program Management services rendered to complete this task (including subtasks) will be performed on a FFP basis. Contractor services rendered for this task (including all subtasks) will be documented within the MSR deliverable as described within this PWS. The Government COR will perform evaluation and formal inspection and acceptance of the contractor’s services IAW the QASP.

To meet the Government’s objective of sustaining, maintaining, and administering the HFAM solution the contractor will be required to provide a wide variety of administrative support and program management services. These services will need to ensure all work performance is coordinated successfully, supplies and services rendered are delivered at an acceptable level of quality and grade IAW the contractor’s Quality Control Plan (QCP), and records are well kept/maintained. The contractor will be responsible for the planning, orchestrating, executing, and monitoring the movement/travel of resources (supplies and personnel) to the various geographical disbursed locations (CONUS and OCONUS) where the HFAM solutions exist to perform the services described in this PWS. The contractor’s administrative support and program management services will be expected to include all necessary activities to support Government oversight, evaluation, inspection, and acceptance of supplies and services rendered. This includes (but is not limited to) all necessary services required to ensure contractor conformance with all of the requirements described in this PWS.

To successfully render these services, the contractor will be required to assign a single point of contact (POC), also known as the Maintenance Program Manager (MPM), who will serve as the primary resource for coordination with the Government. The MPM will work closely with the Government Contracting Officer (KO), COR and (if designated) Technical Point of Contact (TPOC) to ensure all supplies and services are rendered at an acceptable level of quality and grade. The MPM will be key personnel on this contract as described in this PWS. The contractor’s MPM will have the requisite authority for full control over company resources necessary for contract performance. As part of the contractor’s administrative support and program management services, the contractor will perform the following:

3.2.1 Subtask 2.1: Program Management Plan (PMP) and Quality Control Plan (QCP)

The contractor must provide complete and appropriate plans that establish a creditable management approach and understanding of the methods necessary to successfully complete the tasks, subtasks, etc. identified within this PWS. As such, the Contractor must submit a Project Management Plan (PMP) and Quality Control Plan (QCP) demonstrating a comprehensive understanding of the PWS requirements and a robust management approach for successful work completion. While the QCP can be a subset artifact within the PMP, the combined documents must detail the Offeror’s administrative oversight, including resources, processes, and controls to ensure adherence to the Government's Quality Assurance Surveillance Plan (QASP). Controls identified within the combined PMP and QCP must include the Offeror’s quality control (QC) / quality assurance (QA) actions. These documents must also identify key personnel and demonstrate sufficient administrative risk mitigation strategies to render the supplies and services to successfully administer the HFAM program.

Initial versions of the PMP and QCP will be submitted to the Government at the time of proposal to support technical evaluation and determination of acceptability of the contractor’s management approach. At the time of the award, the initial versions of the PMP and QCP will be considered accepted by the Government. The final versions of the contractor’s PMP and QCP will be submitted to the Government within ten (10) business days after completion of the post award conference for inspection and acceptance. After the PMP and QCP are finalized, the contractor will be required to maintain these documents and ensure services rendered are compliant with them throughout the duration of the contract. These documents will be updated by the contractor as necessary, but any proposed changes to these documents must be approved in writing by the Government post-award. The contractor must ensure the PMP and QCP do not contain Controlled Unclassified Information (CUI) including (but not limited to) Personally Identifiable Information (PII).

3.2.1.1 Deliverable: Program Management Plan (PMP) and Quality Control Plan (QCP) –

[CDRL A002]

a. Schedule: Initial version submitted at time of contractor proposal to support evaluations for acceptability. Final versions submitted to the Government within ten (10) business days after completion of the post award conference.

b. Content: The contractor’s PMP and QCP in combination must clearly contain (at a minimum):

1. Organization: A logical method for organizing all content such as a table of contents, page numbers, etc.

2. Work Plan: A narrative description with sufficient details to provide a complete understanding of the contractor’s management approach for rendering the necessary supplies and services to meet the Government’s desired outcomes. The work plan must account for all requirements, tasks, subtasks, etc. contained within the PWS.

Additionally, the work plan must (at a minimum) also identify:

i. All labor categories/labor types (i.e. both essential/key personnel and non-essential/non-key personnel) the contractor intends to use for successful work performance.

ii. The total number proposed contractor staff/personnel per labor category/labor type.

iii. All subcontractors, vendors, suppliers, etc.

iv. Which tasks, subtasks, etc. described in the PWS will be performed by the prime contractor, subcontractors, vendors, suppliers, etc.

v. Which labor categories/labor types will be on-site vs. virtual/remote throughout contract performance.

vi. For each essential/key personnel labor category or position, identification of which individual(s) are anticipated to be a full-time, part-time, matrixed, or a split resource (i.e. not a full-time equivalent (FTE)/dedicated to the performance of work described in the PWS).

vii. The methods the contractor will use to supplement resourcing if staff/personnel changes occur to ensure continuity of operations and successful work

viii. The methods the contractor will use to maintain training and applicable certifications for staff/personnel.

3. Organizational Structure: A summary description with applicable figures or charts demonstrating an acceptable organizational structure that logically provides adequate resource planning with qualified personnel to perform all the tasks, subtasks, etc. in this PWS. This description with applicable figures or charts must (at a minimum) also clearly identify:

i. The logical hierarchy (including roles/responsibilities) proposed by the contractor to conduct oversight of their personnel in alignment to the PWS tasks, subtasks, etc. for all proposed labor categories/labor types (i.e. both essential/key personnel and non-essential/non-key personnel).

ii. Clear identification of the organizational structure and incorporation of essential/key personnel identified in the PWS.

iii. Identification of all labor categories/labor types by prime contractor, subcontractor, vendor, or supplier.

4. Key Personnel: The resumes and applicable supporting documentation (including but not limited to certifications) for all contractor proposed Key Personnel identified in the PWS to clearly demonstrate their capabilities and qualifications for Government determination of acceptability. The contractor will ensure all Key Personnel resumes and applicable supporting documentation does not contain any CUI including (but not limited to) PII.

i. The resumes of Key Personnel must provide a clear demonstration that the proposed resources meet or exceed the education, qualification, and experience requirements described in the PWS.

ii. The Government reserves the right to use any available information to evaluate

Key Personnel, including (but not limited to) verification of proposed Key Personnel performance on other Government contracts. The Government may contact references identified in Key Personnel resumes, query databases for certification validity, and inquire with end user representatives regarding the quality of Key Personnel experience and performance. The Offeror must provide, along with resumes, Letters of Intent (LOI)/Letters of Commitment (LOC) confirming Key Personnel selection and availability immediately on contract award. The Offeror must ensure that all Key Personnel possess eligibility for applicable personnel security clearance investigations and can obtain a Common Access Card (CAC).

5. Risk/Issue Management: A narrative description with applicable figures or charts on how the contractor will identify, control, manage, and elevate to the Government risks or issues encountered during contract performance. This description must (at a minimum) also include:

i. Methods to address any known constraints to contractor performance identified in the PWS

ii. Identification (including if/then statements with likelihood and consequences) of any critical risks known to the contractor at the time of proposal that could significantly impact successful contract performance.

iii. The methods the contractor will use to control cost, prevent scope creep during contract performance, and minimize requests for equitable adjustment (REAs).

6. Stakeholder Communications: A narrative description with applicable figures or charts of the methods the contractor will use for stakeholder identification, engagement, and communications. This description should include information on how communications will be disseminated between the contractor and the Government such as communication matrixes, integrated project teams (IPTs), group mailbox(es), etc.

7. Quality Control/Quality Assurance (QC/QA): A narrative description with applicable figures or charts of the plans, processes, and methods the contractor will use to meet the performance standards identified in the PWS. Additionally, this description needs provide details on how the contractor will support Government oversight and implement QC/QA processes to successfully complete the tasks, subtasks, etc. to deliver the Government’s desired outcomes including (but not limited to):

i. Any contractor key framing assumptions associated with contract performance.

ii. The contractor’s methods of compliance with the Government QASP such as performance monitoring, Acceptable Quality Levels (AQLs), etc.

A. This information must include specific details on how the contractor will adhere to the performance standards, Key Performance Indicators (KPI), Key Performance Parameters (KPPs), etc.

iii. The contractor’s approach to QC/QA that will identify, prevent, and ensure non-recurrence of defective supplies or services including (but not limited to):

A. Methods, tools, and techniques for QC/QA activities such as 100% inspection, random/periodic sampling, peer reviews, independent verification and validation (IV&V), auditing, management/second level reviews, etc.

B. Methods for addressing non-conformity of supplies or services identified by the Government.

8. Additional Information: Any additional relevant information associated with the contractor’s management approach for the performance of the contract including (but not limited to) appendices, glossaries, definitions, enclosures, or attachments as applicable.

Adobe PDF.

3.2.2 Subtask 2.2: Post Award Conference

The contractor will be required to participate in a single and/or multi-day post award conference that is intended to serve as orientation for contract execution compliant with FAR 42.5. At a minimum, all key personnel identified in this PWS must attend the post award conference. The post award conference may be held virtually (i.e. video teleconference) or face-to-face or at a specific location designated by the Government. The post award conference will aid both Government and contractor to achieve a clear and mutual understanding of all contractual requirements as well as identify and resolve any potential problems before they arise during contract performance. The post award conference is not a substitute for the contractor full understanding of the work requirements at the time their proposal was submitted, nor is it to be used to alter the final agreement arrived at in any negotiations leading to contract award. As part of the contractor’s participation in the post award conference, the contractor will be expected to prepare and present an executive overview of their plan to manage the scope, schedule, and resources for the contract. An agenda for the post award conference will be provided to the contractor by the KO, COR, and/or TPOC before the conference date. The contractor will support the Government oversight of the post award conference by recording meeting minutes summarizing the events that transpired during the post award conference. All documentation generated by the contractor for the post award conference will be submitted to the COR/TPOC NLT ten (10) business days after the conclusion of the conference.

3.2.2.1 Deliverable: Post Award Conference Presentation & Meeting Minutes [CDRL A003]

a. Schedule: Within ten (10) business upon conclusion of the post award conference.

b. Content: As determined by COR/TPOC in collaboration with the contractor based upon the requirement.

3.2.3 Subtask 2.3: Weekly Updates and Weekly Activity Report (WAR)

To support Government oversight and monitoring of the contractor’s performance, the contractor will provide reoccurring weekly updates to the COR/TPOC. The purpose of the weekly update is to provide a means for an informal interchange between the Government and contractor during the execution of the contract. The weekly updates will occur on a continuous basis throughout the duration of the contract on a business day (i.e. Monday, Tuesday, Wednesday, Thursday, or Friday) that is mutually agreed upon by the contractor and the COR/TPOC. Weekly updates that are scheduled to occur on Federal Holidays as identified in this PWS will be rescheduled at the discretion of the COR/TPOC. The weekly update should be intentionally designed so that it is short in duration (no longer than one (1) hour) and will consist of the following elements:

a. Weekly Virtual Teleconference – The weekly teleconference will be scheduled by the contractor with the COR/TPOC and consist of a well-organized agenda to discuss topic(s) that will assist the Government with oversight and monitoring of the contractor’s performance. The contractor will develop the agenda for the weekly virtual teleconference in collaboration with the COR/TPOC and include all areas of Government concern as needed.

For example, the weekly virtual teleconference agenda should contain a summary review of all open/active SNOW cases within the ITSM solution assigned to the contractor. The weekly virtual teleconference should also review travel authorizations for upcoming services and SNOW cases to ensure smooth operations. During the weekly virtual teleconference, the Government will review work progress for the services rendered as described in this PWS as well as any major risks / issues identified that could be (or already is) an impediment or roadblock to successful contract performance. Additionally, during the weekly teleconference the contractor will be expected to identify SNOW cases in which services may exceed the Performance Standards identified in Section 7.2 of this PWS and request extension or deferment. Any requests for extension or deferment of SNOW cases must include justification stating the reasoning, basis, and logic for not achieving timely completion of the work. The Government will review the justification provided and decide if an extension/deferment is warranted. Extensions/deferments for the timely completion of services is NOT automatic and will be reviewed and authorized by the Government on a case-by-case basis. The contractor will take meeting minutes of the weekly virtual teleconference summarizing attendees, the discussions/conversations held, action items, assigned action officers, corrective actions, and associated due dates. The contractor’s meeting minutes from the weekly virtual teleconference will be provided to the COR/TPOC as part of the Weekly Activity Report (WAR).

b. Weekly Activity Report (WAR) – NLT two (2) business days after completion of the weekly virtual teleconference (preferably within the same Monday through Friday week of occurrence), the contractor will provide to the COR/TPOC a WAR. The WAR will be logically organized to support expeditious Government review (i.e. it should not be excessive in page count or information) and contain the contractor’s meeting minutes with any relevant data presented during the weekly virtual teleconference to support Government oversight of performance monitoring. This deliverable is expected to contain CUI data that is controlled technical information and must be marked and handled appropriately.

3.2.3.1 Deliverable: Weekly Activity Report (WAR) – CUI – [CDRL A004]

a. Schedule: NLT two (2) business days after completion of the weekly virtual teleconference.

b. Content: At a minimum, the following must be provided by the contractor in each WAR submission:

1. Executive summary of upcoming weekly activities, milestones, and achievements.

2. Meeting minutes of weekly virtual teleconference and action items, assigned action officers, and associated due dates.

3. A summary list of deliverables (i.e. tasks, subtasks, work packages, action items, etc.) that are:

i. Past due / behind schedule

ii. Recently completed (within the past week)

iii. Upcoming (planned to be completed in the next week)

4. Reports on all open/active SNOW cases assigned to the contractor:

i. The report’s data will contain (at a minimum) the following information:

A. SNOW case # B. Summary Description of work C. Priority of SNOW case D. Region (i.e. CONUS, Pacific, Europe, etc.)

E. Specific site/location of work F. Assigned contractor technician / personnel G. SNOW Case age (based upon Performance Standards described in Section

7.2 of this PWS) H. Brief summation of work progress status I. Projected work finish/completion date

1. At each WAR submittal, the contractor will clearly identify any changes to projected work finish/completion dates. Changes to the projected work finish/completion dates must include justification stating the reasoning, basis, and logic for the untimely rendering of services. The Government will review the contractor’s justification during the weekly teleconference and decide if an extension/deferment is warranted. Extensions/deferments for services rendered is NOT automatic and will be reviewed and authorized by the Government on a case-by-case basis.

J. For site support SNOW cases the following additional information is required:

1. Month and year the site support TO was awarded

2. Month and year site support services started

3. Last PM date for specific site

ii. The data will be grouped by SNOW case types (i.e. PM, CM, Technical

Support, site support, etc.) and then by the following criteria:

A. All cases that are “Emergency” and “High” in Priority B. All newly assigned cases and cases aged between 0 and 29 calendar days C. All cases aged between 30 and 59 calendar days D. All cases aged between 60 and 89 calendar days E. All cases aged 90 calendar days or greater

5. Reports on all closed/completed SNOW cases since the last WAR submission:

i. The report’s data will contain (at a minimum) the following information:

A. SNOW case # B. Summary Description of work C. Priority of SNOW case D. Region (i.e. CONUS, Pacific, Europe, etc.)

E. Specific site/location of work F. Total case age / duration (based upon assignment to contractor)

ii. The data will be grouped by SNOW case types (i.e. PM, CM, Technical

Support, site support, etc.).

6. A summary list of contractor travel organized by SNOW case types (i.e. PM, CM, site support, etc.) identifying:

i. SNOW Case #

ii. Travel location

iii. Travel dates (start and end)

iv. Name of contractor personnel assigned

7. Additional data identified in writing by the COR as necessary to support

Government oversight of contractor performance.

3.2.4 Subtask 2.4: Monthly Status Report (MSR)

To provide adequate documentation and support Government oversight, inspection, and acceptance of the supplies and services rendered, the contractor will provide reoccurring a Monthly Status Reports (MSR). The MSR will serve as formal documentation throughout the performance of the contract for Government inspection and acceptance on most supplies and services rendered by the contractor to meet the requirements identified in this PWS. The primary purpose of the MSR is to support Government surveillance, review, and evaluation of contractor work performance by providing status, update, and formal record on task, subtask, work effort, activity, and required data products/deliverables completion. The MSR intended to be summation of the contractor’s preceding month’s supplies and services rendered and will need to contain information on contractor travel, financial expenditures, data/metrics on contract performance, action items, staff changes, and any significant risks or issues encountered during work performance.

The contractor will submit the first MSR to the Government within thirty (30) calendar days after contract award. Follow on MSRs will be provided by the contractor to the Government by no later than (NLT) the fifth (5th) business day of each month for the duration of the contract.

Upon Government review of the MSR, the document will be formalized via signature of the contractor and Government to establish an auditable record of the supplies and services rendered for each month of contract performance. Finalized copies of each MSR must be distributed to the contractor and the COR/TPOC for retention.

The MSR must be submitted in the contractor’s design unless otherwise agreed upon between the contractor and the Government. The documentation must be provided in a digital format, viewable using the latest version of Microsoft Office or Adobe PDF. The contractor must ensure the MSR does not contain CUI.

3.2.4.1 Deliverable: Monthly Status Report (MSR) – [CDRL A005]

a. Schedule: Within thirty (30) calendar days after contract award and NLT the fifth (5th) business day of each month thereafter for the duration of contract performance.

b. Content: Each MSR submitted will contain the following:

1. Logical and methodical organization of all content such as a table of contents, page numbers, etc.

2. Clear and concise identification of the supplies and services rendered to the Government for the preceding calendar month including tasks, subtasks, Government reviews, milestones, action items, or required data deliverables completed compliant to this PWS.

3. Figures, graphics, and/or tables of current data/metrics (i.e. no older than two (2) business days from contractor MSR submission) identifying SNOW cases assigned to the contractor to perform the services described in this PWS. This data is intended to be a monthly roll up of the contractor WARs as described in this PWS to support Government oversight on the quality and timeliness of services rendered. The COR/TPOC may perform inspection (random or specific/targeted) on any SNOW case identified in the MSR to evaluate quality and timeliness of the contractor’s rendered services. SNOW cases determined by the COR/TPOC to be in non-conformance to quality and/or timeliness (for example, excessive in age and/or insufficiently supported by the contractor) may result in a performance evaluation below “Satisfactory” compliant to the Performance Standards described in this PWS.

The contractor’s data/metrics is expected to include a monthly summation of all SNOW case data reported in the WARs as well as the following additional information:

i. Open Active SNOW cases:

A. Total # of new SNOW cases assigned to the contractor for the month grouped by type (i.e. PMs, CMs, Technical Support, and site support).

B. Total # of active SNOW cases assigned to the contractor at the time of MSR submission.

C. Total # of SNOW cases for PMs currently behind schedule at the time of MSR submission.

D. Total # of SNOW cases for CM/Repairs aged 31 calendar days or greater from approval to execute CM/Repair services.

E. Average cumulative age of SNOW cases grouped by type (i.e. rolling average age of open/active PMs, CMs, Technical Support and site support SNOW cases).

ii. Completed SNOW cases:

A. SNOW cases completed for the month by type (i.e. the total # of PMs, CMs, Technical Support and site support completed since last MSR submission).

B. Total # of SNOW cases completed during the PoP by type.

C. Total # of SNOW cases for PMs completed on time or ahead of schedule for the month.

D. Cumulative total # of SNOW cases completed during the PoP based upon region (i.e. CONUS, Europe, Pacific, etc.).

E. Average cumulative age during the PoP of SNOW cases completed (i.e.

rolling average # of days to successfully complete PM, CM, Technical Support, and site support SNOW cases).

F. Monthly total # of SNOW cases resolved by Technical Support Team (i.e.

problem resolved remotely).

G. Cumulative % of SNOW cases resolved during the PoP by Technical Support Team (i.e. problem resolved remotely).

iii. Completed Site Support Projects SNOW cases: The contractor will provide a summary of all completed Site Support Project SNOW cases with the following information:

A. Total # of Site Support SNOW cases completed for the month/since last

MSR submission.

B. Cumulative list of Site Support SNOW cases completed during the PoP based upon region (i.e. CONUS, Europe, Pacific, etc.).

C. Cumulative average age of Site Support SNOW cases.

iv. Relevant contractor information justifying deferment/delay on the progress of

SNOW cases (regardless of status) to support Government analysis on the quality or timeliness of contractor performance.

v. Any additional SNOW case data identified by the COR as necessary to assist in Government oversight or contractor performance monitoring.

4. Description and supporting documentation (if necessary) of contractor travel completed in the preceding month and upcoming contractor travel.

5. Summary of all active risks or issues to contractor performance complaint with the

Government’s risk, issue, and opportunity management processes including:

i. All risks categorized by likelihood and consequence (i.e. High, Medium, Low)

ii. All issues categorized by impact (i.e. High, Medium, Low)

iii. Mitigation / resolution strategies for each risk / issue with status of implementation.

6. Contract financial information (such as documentation identifying by funds expended and amounts remaining) for all CLINs.

i. Included in this financial information, the contractor must include summary cost expenditure data associated with CM/Repair services rendered including:

A. Monthly total labor costs incurred B. Monthly total supplies costs incurred C. Monthly total travel costs incurred D. Cumulative total labor costs E. Cumulative total supplies costs F. Cumulative total travel costs G. Funds remaining for CM/Repair services CLIN(s)

7. Any additional information or documentation necessary to support successful

Government surveillance (including identifying problem areas/issues requiring attention) and/or oversight.

8. A section reserved for the Government to provide input / feedback.

i. The COR will utilize this area/section in the MSR to provide formal comments to the contractor, document performance concerns, and identify the assigned monthly performance ratings for the contractor IAW the Performance Standards described in this PWS.

9. A signature page containing lines for:

i. Contractor Representative

A. The contractor will sign the MSR prior to its submission for Government review.

ii. Government Representative

A. The COR will review the MSR and if the deliverable is acceptable, provide input / feedback with assignment of monthly performance ratings.

The COR will sign the MSR deliverable and provide a copy of the document to the contractor. The contractor will provide a response to the

Government within five (5) business days if they do not agree with the COR’s ratings as assigned. In the event of the contactor not agreeing with the COR’s ratings, the KO will review the contractor’s response and make the final rating determination

3.2.5 Subtask 2.5: In Progress Reviews (IPRs)

To meet the requirements described in this PWS, the contractor will need to participate in and provide administrative support services for IPRs on an as needed basis to assist with Government coordination, oversight, and surveillance of contractor work performance. Documentation generated for IPRs will be identified by the contractor and the Government as to its content and format at the time of IPR. All documentation generated to support IPRs will be submitted to the Government COR for inspection, acceptance, and retention on an as needed basis.

The purpose of the IPR is to provide a means for a formal exchange between the Government and contractor during the execution of the contract. IPRs will be conducted as required and during the IPR the KO and COR will appraise the contractor of how the Government views the contractor's performance. In exchange, the contractor will be expected to identify to the Government any issues, problems, roadblocks, impediments, etc. that are preventing successful performance. Topics best suited for IPRs include formal discussion on risks or issues discovered;

reoccurring updates on progress towards completing specific tasks, subtasks, work efforts, activities of Government or contractor concern; or other collaborative efforts that necessitate formal coordination. For example, if there is a specific contractor task requiring formal oversight or the Government has concerns regarding contractor performance, the IPR should be utilized to rapidly and effectively address those concerns. The Government or contractor may request to conduct an IPR at any point during contract performance but must do so in writing. IPRs should be infrequent and contain a pre-arranged, well-organized agenda to maximize their effectiveness.

IPRs may be conducted virtually or in person as appropriate. Documentation generated for IPRs will be identified by the contractor and the Government as to its content and format at the time of IPR. All documentation generated to support IPRs will be submitted to the Government COR for inspection, acceptance, and retention NLT five (5) business days after completion of each IPR.

3.2.5.1 Deliverable: IPR Documentation [CDRL A006]

a. Schedule: NLT five (5) business days after completion of each IPR.

b. Content: As determined by COR/TPOC in collaboration with the contractor based upon the requirement.

3.2.6 Subtask 2.6: DoDM 8570.01/DoDD 8140.01 Report

The contractor will provide documentation supporting the information assurance certification status of personnel performing information assurance functions compliant with DoDM 8570.01/DoDD 8140.01 - Information Assurance Workforce Improvement Program. The contractor must provide reoccurring monthly reporting confirming adherence to the cybersecurity requirements associated with personnel who require “privileged access” as described within this PWS. The purpose of the report is to identify all contractor personnel requiring “privileged access” to the Government NE or CE, verify certification(s) are not expired, and validate security clearance eligibilities.

The first Monthly DoDM 8570.01-M/DoDD 8140.01 Report will be a comprehensive document covering all contractor provided (i.e. prime or subcontractor, key or non-key) personnel. The contractor will then be required to report updates monthly thereafter (or report no changes). The contractor must submit the first DoDM 8570.01-M/DoDD 8140.01 Report to the within thirty

(30) calendar days after contract award for inspection and acceptance.

Follow on DoDM 8570.01-M/DoDD 8140.01 Reports will be provided by the contractor NLT the fifth (5th) business day of each month for the duration of the contract.