Attachment 3 - SOW.docx

Attachment 3 Statement of Work Demand Forecasting Software Subscription

70Z03821RS0000001

1.0 GENERAL

1.1 BACKGROUND

The Department of Homeland Security (DHS), United States Coast Guard (USCG) Aviation Logistics Center (ALC) located in Elizabeth City, North Carolina provides logistical support for the aviation fleet for the USCG and other selected government agencies. This support includes depot maintenance, engineering, supply, procurement, information services, and acquisition project execution. The USCG ALC serves as the Aviation Inventory Control Point and Aircraft Depot Maintenance facility for the entire USCG aviation fleet.

The USCG has a fleet of more than 800 operational assets. The USCG ALC Supply Personnel conduct inventory management to support many aircraft, small boats, and cutters. Inventory management includes determining order timing and order quantity of assets for all managed parts. Inventory management determinations have a significant impact on the entire supply chain including a profound impact on supply chain performance, cost of inventory, and aircraft availability.

Data available from the Asset Logistics Management Information System (ALMIS), in conjunction with existing supply chain management services, is used to determine order timing and quantities based upon planned and unplanned maintenance actions, special projects, and variable external events (i.e., catastrophic events which create increased demand on assets). The ALMIS employs Open lngres™ database architecture and consists of several databases. Although the ALMIS modules were created specifically to address federal government accounting standards in tracking inventory and depot maintenance, repair and overhaul costs and history, the current legacy system is transactional in nature and not well suited as a decision analysis suite. As such, the inventory management lacks key functionality for supply chain optimization and demand forecasting.

In 2002, the ALC invested in a SASTM Data Warehouse in order to better organize the ALMIS financial and logistics information to support Supply Chain Management analysis. The current data warehouse consists of demand data, part cost data, stock position data, and supply order due-in data.

Currently, ALC’s solution is a commercial-off-the-shelf tool and is a hosted solution integrated with the ALC's data warehouse providing two-way data exchange at least once per day, seven (7) days per week, 365 days per year. The solution is a demand forecasting tool which provides the ALC's Supply Personnel with a single user interface in which the performance of the majority of the required daily and periodic inventory tasks are conducted.

SCOPE

The USCG, ALC, Business Operations Division has a requirement to procure a Demand Forecasting Software Subscription. The Demand Forecasting Software Subscription will be utilized as a tool for Supply Personnel. The tool will assist with the determination of order timing and quantity of assets for inventory based on forecasting calculated by the Demand Forecasting Software.

The contractor shall provide a Demand Forecasting Software Subscription as described in this Statement of Work (SOW).

1.2 OBJECTIVE

The objective of this requirement is to provide the USCG ALC with a disciplined, robust, repeatable approach to Supply Chain Management decision-making, whereby the organization can:

a) Clearly understand its current supply chain health;

b) Monitor progress of inventory management;

c) Perform predictive analysis; and

d) Identify pertinent inventory management actions (i.e., ordering, rightsizing of inventory, and cradle-to-grave parts management).

This requirement is required to achieve the USCG ALC’s vision of providing USCG customers with optimal parts availability within established cost and timeliness objectives. The requirement is for an existing server-based, commercial-off-the-shelf software subscription, using a pre-defined software platform that describes optimal ordering quantities for selected parts within the USCG inventory.

The host system shall be owned and operated by the contractor and will interface with the existing USCG data warehouse to gather raw inventory data, process historical demand data, part service life limits and provide recommended buy/repair actions and timing information for use by USCG professionals. The software subscription will include both consumable and repairable (rotable) parts (henceforth ‘service parts’) and will be instrumental in maximizing USCG part availability while reducing both inventory costs and depot maintenance, repair, and overhaul costs.

1.3 APPLICABLE DOCUMENTS

1.3.1 Compliance Documents

The following documents provide specifications, standards, or guidelines that shall be complied with in order to meet the requirements of this SOW:

1.4.2 Availability of Documents

The documents listed herein will be available upon written request by the contractor and submitted to the Contracting Officer.

2.0 GENERAL INFORMATION

The contractor shall be responsible for receiving the USCG spare parts data via electronic data interchange for loading into the Demand Forecasting Software.

2.1 INFRASTRUCTURE

The Demand Forecasting Software shall be managed by the contractor off-site, at a non-government site. Contractor-provided client software agents are NOT permitted to be loaded onto USCG workstations.

2.2 USERS

The Demand Forecasting Software will be used by Government employees and designated contractor employees primarily located at USCG Logistics Centers. The Demand Forecasting Software shall be accessible to all USCG personnel via standard internet connectivity. The software shall provide the capability to support a base population of 25 unnamed concurrent users.

2.3 HOSTING

The contractor shall be responsible for all transitional elements of a hosted business solution and industry standard logistics support elements to include:

a) Quality of Service System Security Management (as defined in the National Institute of Standards and Technology Publication NIST 800-37);

b) Risk Management Services;

c) Transport Layer Integrity;

d) Version Control;

e) System Backup and Refresh Activities; and

f) All other infrastructure services.

2.4 COMPATIBILITY

The software shall be compatible with the USCG standard workstation software image Microsoft Windows 10 Enterprise, current OS Version 1909 (10.7), and any future versions deployed by USCG.

2.5 ACCESS

The software shall be accessible via the internet from a CGOne standard workstation using Microsoft Edge browser. It shall support Edge version 91.0.864.48 (Official build) (64-bit)11 or greater via a Uniform Resource Locator (URL) link located on the ALC/ALMIS Portal. Users will access the software from USCG workstations. The USCG will provide the technical work to provide the URL on the USCG Portal. In addition, the software shall be accessible via a secure internet link provided by the contractor.

3.0 SPECIFIC REQUIREMENTS/TASKS

For the entire duration of the contract, the contractor shall be responsible for providing a Demand Forecasting Software Subscription in accordance with this SOW.

3.1 NETWORK INTERFACES

The contractor shall support an Advanced Encryption Standard 256 encryption for all interfaces with the USCG gateways and the USCG virtual private network for the entire duration of the contract. The contractor shall work with the USCG to establish an Interconnect Security Agreement for all network interfaces.

3.2 DATA

The Demand Forecasting Software shall be required to manage at least 50,000 parts.

3.3 SOFTWARE

The Demand Forecasting Software shall provide the capability to optimize Supply Chain Management activities. All upgrades and version changes must be approved by the USCG ALC Business Operations Division and Information Services Division prior to installation.

3.4 DATA INTERCHANGE

The hosted system will provide an electronic data interchange with the USCG’s ALMIS. The contractor shall gather data on a daily basis, 365 days per year, after 0200 EST and before 0600 EST as directed by the USCG. In addition, the contractor shall provide processed parts data back to ALMIS on a daily basis, 365 days per year, before 0600 EST.

3.5 TECHNICAL REQUIREMENTS

The host system shall have the ability to develop data connections/feeds/environments (e.g. 4 Feeds: Development, Quality Assurance/Test and Evaluation, Production, and Training). These feeds shall comply with all Government/General Services Administration/DHS/Department of Defense/USCG Information Technology Certifications and Security Requirements.

The host system shall have the ability to accept very large and complete data sets daily, 365 days per year (e.g. not sending deltas), and process that data in a timely manner so as to meet the timelines stated in the Data Interchange, SOW Section 3.4.

Data formats, as currently formatted, will be sent to the host. The contractor shall complete all data manipulation for compatibility to the host software.

3.6 SECURITY INCIDENTS

Both the contractor and the Contracting Officer’s Representative (COR) shall immediately notify their designated counterparts by telephone or electronic mail (e-mail) when a security incident is detected, so the other party may take steps to determine whether its system has been compromised and to take appropriate security precautions. Formal notification of the incident shall be provided to the counterpart in writing within five (5) business days after detection of the incident.

3.1 3.2 3.3 3.4 3.5 3.6

3.7 DISASTERS AND OTHER CONTIGENCIES

Both the contractor and COR shall immediately notify their designated counterparts by telephone or e-mail in the event of a disaster or other contingency that disrupts the normal operation of one or both of the connected systems.

3.8 MATERIAL CHANGES TO SYSTEM CONFIGURATION

Planned technical changes to the system architecture shall be reported to technical staff before such changes are implemented. The initiating party agrees to conduct a risk assessment based on the new system architecture and to modify and re-sign the industry standard architecture within 30 calendar days of implementation.

3.9 NEW INTERCONNECTIONS

The initiating party shall notify the other party at least 30 calendar days before it connects its information technology system with any other information technology system, including systems that are owned and operated by third parties.

3.10 FORECAST PLANNING

Inventory planning methodologies shall be able to account for random, intermittent, and stochastic historical demand data streams, for both consumable and repairable (rotable) parts. Furthermore, for rotable items, the tool must include the ability to process lead times and yield rates from multiple sources of supply (e.g. repair vendors, overhaul vendors, and similar organic capabilities).

Include in the response a detailed explanation of how the tool models and calculates:

a) the demand,

b) the forecast, and

c) procurement or repair recommendations for both consumable and repairable items, separately.

3.10.1 Demand Planning Forecasting

Demand Planning Forecasting predicts future demand across the enterprise.

Demand Planning Forecasting shall include:

3.10.1.1 Historical usage. Process up to ten (10) years of historical data, as provided.

3.10.1.2 Perform provisioning based on mission and time phased deployment.

3.10.1.3 Unplanned and planned material usage.

3.10.1.4 Multiple demand streams historically.

3.10.1.5 Historical demand.

3.10.1.6 Manual adjustments to demand history and forecast.

3.10.1.7 Method selection

3.10.1.8 Part chains.

Part chains to model replacement and alternate parts to maximize the use of existing inventory. Part chains to allow for planning against part revision and supersessions, with the ability to:

a) Automatically roll up all or a percentage of demand from superseded parts;

b) Manage one and two-way compatibility;

c) Manage inventory burn-off of superseded parts; and

d) Provide planner visibility to part supersession history and structure.

3.10.1.9 Standard kits.

Standard kits (part kitting) is a collection of parts that are packaged together (kitted) for distribution. Kitting functionality plans for the component parts of the kits based on the requirements of the kit.

3.10.1.10 Outlier management.

Outlier management creates adjustments to demand that are outside of control limits, which reduces variability across a demand pattern.

3.10.1.11 Time period options, including number of days, weeks, and calendar months.

3.10.1.12 Save the prior month’s forecast.

3.10.1.13 By location.

3.10.1.14 Analysis and review.

3.10.1.15 Location hierarchies to define multiple material flows.

3.10.1.16 Bill of materials demand explosion.

3.10.1.17 Scheduled event based with Bills of Material.

3.10.1.18 Load and display multiple demand streams historically.

3.10.1.19 Automatic and manual method selection (best fit).

3.10.1.20 Parameters centrally managed.

3.10.1.21 Adjustments at higher level

3.10.2 Inventory Planning Forecasting

Inventory Planning Forecasting sets optimal target level and stock lists.

Inventory Planning Forecasting shall include:

3.10.2.1 Safety stock, Economic Order Quantity, Reorder Point, Minimum/Maximum.

3.10.2.2 Multi-level, multi-tiered parent-child locations.

3.10.2.3 Rotable inventory health/pool planning.

Risk sharing for child locations for rotable and consumable parts.

3.10.2.4 Historical forecasting and recommendations versus actual demand and stocking levels.

3.10.2.5 Customizable business rules for stocking strategy.

3.10.2.6 Inventory level recommendations by location.

3.10.2.7 Costs loaded by part and location.

3.10.2.8 Line item fill rate stocking strategy using order size.

3.10.2.9 Determination of whether a part should be stocked (authorized allowances).

3.10.2.10 Consider backorders from customers, backlog from suppliers (due-ins), and in-transit inventory.

3.10.2.11 Time-phased ordering strategy for all locations for purchases.

Time-phased planning creating order recommendations into the future based on when projected inventory balance falls below safety level using forecasted requirements, sales orders, part kitting requirements, and downstream replenishment requirements.

3.10.2.12 Reorder point order strategy for replenishment orders.

Trigger based planning calculates a reorder point and compares the current inventory balance to this reorder point. The Demand Forecast application will recommend that an order be created today if the balance is at or below the reorder point.

3.10.2.13 Order sizing and frequency.

3.10.2.14 Visibility to existing procurements, repairs, and inventory movements.

3.10.2.15 Recommend procurements.

3.10.2.16 Recommend repairs.

3.10.2.17 Primary replenishment of warehouses.

3.10.2.18 Balancing (transferring) from one location to another.

Balancing allows excess stock at one location to be used to fulfill needs at other locations.

3.10.2.19 Lead times by part and vendor and order type.

3.10.2.20 Review reasons to manage exception workflow.

3.10.2.21 Kit Build Work Orders (Scheduled demand events for fleet assets)

3.10.3 Procurement Planning Forecasting

Procurement Planning Forecasting predicts purchases, repairs, rebalance/move, and excess and shortages.

Procurement Planning Forecasting shall include:

3.10.3.1 Configurable review “thresholds”.

3.10.3.2 Multi-level repair and rebalance.

3.10.3.3 Automatically monitor material orders.

3.10.3.4 Backorders.

3.10.3.5 Time phased ordering.

3.10.3.6 Re-order point order strategy for replenishment orders.

3.10.3.7 Order sizing, batching, and frequency.

3.10.3.8 Visibility to existing procurements, repairs, and inventory movements.

3.10.3.9 Recommend procurements.

3.10.3.10 Recommend repairs.

3.10.3.11 Primary replenishment of warehouses.

3.10.3.12 Balancing from one location to another.

3.10.3.13 Lead-times by part, vendor, and order type.

3.10.3.14 Review reasons to manage exception workflow.

3.10.3.15 Work with exceptions predicated upon limitations of vendor quantity, ship quantities, warehouse space limitations, etc.

3.10.4 Exception and Performance Management Forecasting

Exception and Performance Management Forecasting analyzes exceptions and monitors performance.

Exception and Performance Management Forecasting shall include:

3.10.4.1 Visibility across internal communications platform warehouses, depot level product lines, and field units.

3.10.4.2 Target verse actual performance metrics (e.g. achieved service level, fill rate, etc.)

3.10.4.3 Exception management.

3.10.4.4 Interactive work queue for analysts, item managers and procurement staff.

3.10.4.5 Segmentation.

3.10.4.6 User management.

3.10.4.7 Alerts.

3.10.4.8 Common Access Card security integration.

3.10.4.9 Reporting and data visualization.

3.10.4.10 Key performance indicator dashboards/measures.

3.10.4.11 Data visualization built-in.

3.10.4.12 Export of raw data, reports, and metrics from tool in common formats (.csv, excel, PDF, and MS Word, etc.).

3.10.5 Enhanced Forecasting Capabilities

The following enhanced forecasting capabilities are not required, however they are highly desired:

Tier 1 (Most Highly Desired)

3.10.5.1 Budget-based Constraints on Forecasting in sustainment environment for repairable and consumable items.

3.10.5.2 Multi-level organizational optimization.

Tier 2 (Highly Desired)

3.10.5.3 Shortage and Excess Analysis.

3.10.5.4 What-if evaluations of scenarios through modeling or simulation.

3.10.5.5 Causal Based Forecasting using availability or system-wide demand assumptions (e.g. flight hours).

3.10.5.6 Composite Forecasting (e.g. blending causal and statistical forecasts together).

3.10.5.7 Availability Based Optimization Using Fleet Asset Readiness Targets/Measures.

Tier 3 (Desired)

3.10.5.8 Machine Learning or Other Learning Capability to Improve Forecasting (aircraft usage, aircraft locations, weather/seasonality, assets deployed, etc).

3.10.5.9 Location and network service targets.

3.10.5.10 Budget constrained service level forecasting.

3.10.5.11 Calendars to define shutdown periods at vendor level.

3.10.5.12 Predictive machine learning and/or regression based probability analysis of fleet availability, not mission capable, inventory fill rates, or other inventory control point health metric.

3.10.5.13 Scenario Modeling of a Causal Forecast.

3.10.5.14 Automated service life limited parts (overhaul and scrap).

3.10.5.15 Last time buy / Obsolescence planning.

3.10.5.16 Budget consumption management (ledger/checkbook) for purchasing action by item managers.

3.11 IMPLEMENTATION PHASE

The implementation phase is for the integration and integrity analysis of the proposed application to meet the requirements/tasks of this SOW. The implementation phase concludes when the requirements/tasks of this SOW are complete, available for use, and fully operational.

The implementation phase will not be considered complete until the USCG ALC is fully satisfied with the data integrity and accuracy of forecasts and recommendations. Once this is agreed upon by the COR and Contractor, the requirement/task will be considered operational and the contracted software subscription service will be operational “go live”.

The contracted software subscription service can “go live” once the following conditions are met:

a) Contracted software subscription accurately reflects the same stock position as ALMIS (data integrity);

b) Demand forecasts reflect the best forecast based on historical demand; and

c) Order recommendations accurately reflect correct quantities and timelines to maintain the supply chain to meet the USCG’s needs (data accuracy).

At this point, the requirement transitions from Implementation Phase to the Operational/Sustainment Phase (SOW Section 3.12).

3.11.1 Implementation Phase Plan

The Implementation Phase Plan is a detailed plan of how the Contractor will meet the requirements/tasks of this SOW in a satisfactory and timely manner.

3.11.1.1 A detailed Implementation Phase Plan shall be submitted with the Offeror’s proposal.

3.11.1.2 The Implementation Phase Plan shall consists of, at a minimum, milestones and pricing for each of the following:

a) Application accurately reflects back ALMIS stock positions for all National Item Identification Numbers;

b) Demand forecasts reflect the best forecast based on historical demand; and

c) Order recommendations accurately reflect correct quantities and timelines to maintain the supply chain to meet the USCG’s needs (data accuracy).

3.11.1.3 The Contractor’s Implementation Phase Plan will be incorporated as an attachment to the contract upon time of award.

3.12 OPERATIONAL/SUSTAINMENT PHASE

The contracted software subscription shall provide service availability in accordance with SOW Sections 1.2, 1.3, and the applicable Forecasting Section in SOW Section 3.0 (and sub-sections).

3.13 CUSTOMER SUPPORT

The contractor shall provide customer support services for the software Monday through Friday (except Federal holidays), 0645 EST through 1615 EST.

The customer support services shall include, but not limited to the following:

a) Technical issues regarding the electronic data interchange, quality of service, and network interface;

b) Technical issues regarding the data quality; and

c) Technical issues regarding functionality of the software.

4.0 CONTRACTOR PRIMARY POINT OF CONTACT

The contractor shall provide a primary Point of Contact who shall be responsible for all requirements/tasks, and compliance with the terms and conditions of the contract. The primary Point of Contact shall be a single Point of Contact for the Contracting Officer and the COR. The name and contact information of the primary Point of Contact, and the name(s) and contact information of any alternate(s) who shall act for the contractor in the absence of the primary Point of Contact, shall be provided to the Government as part of the contractor's proposal. During any absence of the primary Point of Contact, only one alternate shall have full authority to act for the contractor on all matters relating to the contract. The primary Point of Contact and all designated alternates shall be able to read, write, speak, and comprehend English fluently.

4.1 CONTRACTOR PRIMARY POINT OF CONTACT AVAILABILITY

The primary Point of Contact shall be available to the Contracting Officer and the COR via telephone between the hours of 0800 EST and 1700 EST, Monday through Friday (except Federal holidays), and shall respond to a request for discussion or resolution of technical problems within two (2) hours of notification.

5.0 GOVERNMENT REPRESENTATIVES INCLUDING AUTHORITIES, ROLES, AND RESPONSIBILITIES

5.1 CONTRACTING OFFICER

The Contracting Officer is the only person who can legally commit or obligate the Government for the expenditure of public funds.

5.1.1 Contracting Officer’s Authorities

The Contracting Officer has full authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government.

No oral or written statement of any person other than the Contracting Officer will in any manner or degree modify or otherwise affect the terms and conditions of the contract. The Contracting Officer is the only person authorized to approve changes to any of the requirements under the contract and any such revision will be authorized in writing.

Notwithstanding any provisions contained elsewhere in the contract, said authority remains solely with the Contracting Officer. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof. The contractor shall promptly notify the Contracting Officer, in writing, of any direction considered to be outside the scope of this requirement.

5.1.2 Contracting Officer’s Roles

The Contracting Officer ensures performance of all necessary actions for effective contracting as well as ensures compliance with the terms and conditions of the contract and safeguards the interests of the Government in the contractual relationship. The Contracting Officer assures the Contractor receives impartial, fair, and equitable treatment under the contract. The Contracting Officer is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

5.1.3 Contracting Officer’s Responsibilities

Upon contract award, the Contracting Officer will designate, in writing, Government personnel to act as the COR. The Contracting Officer will provide written notice of such designation to the contractor. The designation letter will set forth the authorities and limitations of the COR appointed under the contract. It is emphasized that only the Contracting Officer has the authority to issue any direction under the contract, either technical or otherwise, which constitutes a change or modification of the terms, conditions, price, or schedule. Only the Contracting Officer is authorized to alter the contract in any manner.

5.2 CONTRACT SPECIALIST

The Contract Specialist will be the contractor’s primary Point of Contact for all contract related matters.

5.2.1 Contract Specialist Roles

The Contract Specialist administers all aspects of the contract.

5.2.2 Contract Specialist Responsibilities

The Contract Specialist will be responsible for contract compliance, contract administration, and reviewing the COR’s assessment of the Contractor’s performance.

5.3 CONTRACTING OFFICER’S REPRESENTATIVE

The COR is a Government person designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

The primary COR, and alternate COR if required, will be appointed by the Contracting Officer at the time of contract award.

In the absence of the primary COR, all roles and responsibilities assigned to the primary COR will be the responsibility of the alternate COR.

5.3.1 Contracting Officer’s Representative Authorities

The COR’s authorities will be identified in the COR Appointment Letter and enclosures. The contractor will receive an executed copy of the COR Appointment Letter and enclosures upon COR designation by the Contracting Officer.

The COR IS NOT authorized to:

a) Make or give the appearance of being able to make commitments, modifications, or other actions, which would commit the Government to a change in price, performance, quality, quantity, or the delivery schedule;

b) Provide guidance to the contractor (oral or written), which might be interpreted as a change in the scope or terms and conditions of the contract;

c) Change or modify any of the terms and conditions or statement of work of a contract, business agreement, or transaction;

d) Approve items of cost not specifically authorized or increase dollar limits for the contract or business agreement;

e) Take any action with respect to termination, except to notify the Contracting Officer that action may be necessary and to assist with the process as requested;

f) Engage in conduct prejudicial to the Government;

g) Sign contracts or contract modifications;

h) Solicit proposals;

i) Direct a contractor (oral or written) to begin work prior to contract award, notice to proceed, or to stop work;

j) Participate in negotiations with a contractor outside the presence of a Contracting Officer.

k) Render a decision on any dispute or question of fact under the Federal Acquisition Regulation Disputes Clause of the contract;

l) Interfere with the contractor’s management by supervising contractor employees or otherwise directing their work efforts;

m) Specify limitations and include the admonition that the COR may be personally liable for unauthorized commitments; and

n) Make any agreement with the contractor relating to the expenditure of Government funds.

Technical administration functions in support of the contract shall not be construed as authorization to revise the terms and conditions of the contract.

5.3.2 Contracting Officer’s Representative Roles

The COR is the contractor’s primary Point of Contact for all technical items related to the contract. The COR is the technical expert to provide, to the Contracting Officer, advice regarding the quality and timeliness of the work performed. The COR primary duties include assisting with monitoring the prime Contractor’s performance, ensuring that all technical requirements under the contract are met, timely delivery of services within the period of performance, and at the price or within the estimated cost stipulated in the contract.

5.3.3 Contracting Officer’s Representative Responsibilities

The COR is responsible for the technical and administrative functions of the contract by:

a) Performing surveillance/inspections/acceptance;

b) Monitoring activities, cost, providing input to contractor performance evaluations, and notifications to the Contracting Officer;

c) Making recommendations for invoices and payments;

d) Managing Government furnished property (when Government property is specified in the contract);

e) Managing contractor employee access and security through established application process for cards, badges, or credentials (when security requirements are specified in the contract);

f) Performing oversight of inherently Governmental and critical functions;

g) Approving, returning, or rejecting Common Access Card applications (as applicable); and

h) Approving, re-verifying assigned contractors, revoking contractor and employee eligibility for a Common Access Card, and confiscating a Common Access Card when the contract expires or when a contractor or subcontractor employee stops working under the contract.

6.0 OTHER APPLICABLE CONDITIONS

This area addresses other information the contractor will need and/or requirements the contractor will need to accomplish in the performance of this SOW.

6.1 CONTRACTOR PROPOSED CYBER/IT-RELATED SOLUTIONS

The offeror shall identify all cyber/IT-related hardware, software and/or services that are included as part of its solution to the government’s requirement to store or process USCG data or connect to USCG networks or other assets. The offeror shall provide this information in an electronic delimited file format (for example, csv file, docx table, xlsx table, rtf table or HTML file) as follows in its government response to the solicitation.

Contractor Proposed Cyber/IT Related Solutions for CG-6 Review

Or Company

Description

6.2 PERIOD OF PERFORMANCE

The anticipated period of performance for this contract is a 12-month Base Period and, if exercised, four (4) 12-month option periods as follows:

6.3 EXERCISE OF OPTIONS

As prescribed in the Federal Acquisition Regulation Clause 52.217-9, Option to Extend the Term of the Contract, the Government may require the supplies provided by this contract during the period(s) identified as “Period of Performance” in SOW Section 6.2.

6.4 ANNUAL CONTRACT REVIEW

The USCG ALC Contracting Division prefers to address all issues via telephone and email.

The USCG ALC Contracting Division will ensure all contractors are given the opportunity to come on-site annually for a contract review. Contractors have the option of having the annual contract review conducted on-site or via teleconference. The annual contract review is an opportunity to discuss any issues, concerns, and/or provide feedback regarding the contract.

The annual contract review opportunity will take place at the USCG ALC located in Elizabeth City, North Carolina, prior to exercising an option period. Participants may include the Contracting Officer, Contract Specialist, COR, and contractor.

6.5 PLACE OF PERFORMANCE

The place of performance will be the contractor’s facility.

6.6 ADDRESS OF CORRESPONDENCE

Unless specified otherwise, all correspondence shall be directed to the Contracting Officer at the following address:

USCG ALC

ALD Procurement 1060 Consolidated Road, HMF 1 Elizabeth City, NC 27909 Attention: (insert Contracting Officer’s name)

6.7 INSPECTION AND ACCEPTANCE

Inspection and acceptance of supplies to be furnished hereunder will be performed by the COR as designated by the Contracting Officer.

Inspection and acceptance of the supplies to be furnished hereunder will be made at destination:

USCG, ALC

1060 Consolidated Road, HMF 1 Elizabeth City, NC 27909 Attention: (insert CORs’ name)

6.8 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an email that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an email to the contractor notifying it that the deliverable has been accepted.

6.8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the contractor’s accepted proposal.

In the event of a rejected deliverable, the contractor will be notified in writing by the COR of the specific reasons for rejection. The contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

6.8.2 The COR will have ten (10) business days to review deliverables and make comments. The contractor shall have ten (10) business days to make corrections and redeliver.

6.8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Deliverables in accordance with SOW Section 19.0. The contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

6.9 INVOICING INSTRUCTIONS

Each invoice shall contain all the information specified in the Federal Acquisition Regulation Clause 52.212-4(g).

6.9.1 Remittance Address

The contractor’s remittance address as shown in Block No. 17 of Page 1 of the contract.

6.9.2 Invoice Submittal

The original invoice shall be submitted electronically to the following address:

ALC-FISCAL@USCG.MIL.

The contractor shall email a copy of the original invoice to the Contract Specialist and COR at the time of invoice submittal.

6.9.3 Invoice Payments

In accordance with the Federal Acquisition Regulation Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award Management, the Government will make payment to the contractor using the electronic funds transfer information contained in the System for Award Management.

7.0 POST AWARD CONFERENCE

The contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than ten (10) business days after the date of contract award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of the contract. The Post Award Conference will be held at the Government’s facility, located at 1060 Consolidated Road, Elizabeth City, NC 27909 or via teleconference.

8.0 REPORTS

8.1 GENERAL REPORT REQUIREMENTS

The contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with the DHS workstations, current operating systems, and Microsoft Office Applications.

8.2 DISCREPANCY REPORT

The contractor shall immediately report inadequacies or defective Government furnished property and equipment on a Discrepancy Report. The contractor shall notify the COR upon loss, destruction of, or damage to, Government furnished property and equipment provided under the contract. The contractor shall take all reasonable action to protect Government furnished property and equipment from further damage by separating the damaged and undamaged Government furnished property and equipment, and furnish to the Contracting Officer and the COR a statement identifying:

a) The lost, destroyed, or damaged Government property;

b) The time and origin of the loss, destruction, or damage;

c) All known items in commingled property of which the Government is a part;

d) An estimate for the replacement value; and

e) The insurance if any, covering any part of such commingled property.

8.2.1 The contractor shall provide a report summarizing all Discrepancy Reports for the previous month by the 10th calendar day of each month.

8.2.2 The Discrepancy Report shall be submitted electronically to the COR and Contract Specialist.

8.2.3 The Government will provide the format for the Discrepancy Report (SOW Attachment 1). The contractor shall submit the Discrepancy Report using the format provided.

9.0 PROGRESS MEETINGS

Upon request, the contractor primary Point of Contact shall be available to meet with the COR to discuss deliverables, technical problems, exchange information, and resolve technical problems and issues. These meetings shall take place via teleconference and the COR will provide a time at the time of request.

10.0 PROTECTION OF INFORMATION

Contractor access to information protected under the Privacy Act is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the law and Government policy and regulation.

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with the DHS Management Directive, DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information.

11.0 RECORDS MANAGEMENT

Records management obligations for contractors and/or subcontractors must be in compliance with all Federal laws and regulations; USCG, DHS, General Records Schedules and all other applicable Records Schedules. Protection and safeguards must be in place to ensure compliant recordkeeping practices and to avoid inadvertent or unauthorized disposition of Federal records. All electronic information systems should be compliant with regulatory requirements derived from OMB Circular A-130, the Universal Records Management Requirements (August 2017), and other Federal records regulations and guidance issued by the National Archives and Records Administration (NARA).

11.1 APPLICABILITY

Records management applies to all contractors whose employees create, work with, or otherwise handle Federal records, as defined in SOW Section 11.2, regardless of the medium in which the record exists.

11.2 DEFINITIONS

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

a) Includes USCG records.

b) Does not include personal materials.

c) Applies to records created, received, or maintained by contractors pursuant to their USCG contract.

d) May include deliverables and documentation associated with deliverables.

11.3 REQUIREMENTS

11.3.1 The contractor shall comply with all applicable records management laws and regulations, as well as NARA records policies, including but not limited to the Federal Records Act (44 U.S.C. chapters 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

11.3.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

11.3.3 In accordance with 36 CFR 1222.32, the contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

11.3.4 The USCG and its contractors are responsible for preventing the alienation or

with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C.

2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the contractor must report to the USCG. The agency must report promptly to NARA in accordance with 36 CFR 1230.

11.3.5 The contractor shall immediately notify the appropriate Contracting Officer upon

physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected.

The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the USCG control or the contractor must hold it until otherwise directed.

Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract.

Destruction of records is EXPRESSLY PROHIBITED unless in accordance with SOW Section 11.3.4.

11.3.6 The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The contractor (and any sub-contractor) is required to abide by Government and USCG guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

11.3.7 The contractor shall only use Government information technology equipment for purposes specifically tied to or authorized by the contract and in accordance with USCG policy.

11.3.8 The contractor shall not create or maintain any records containing any non-public USCG information that are not specifically tied to or authorized by the contract.

11.3.9 The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11.3.10 The USCG owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the USCG shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any contractor rights in the data or deliverables must be identified as required by Federal Acquisition Regulations 52.227-11 through FAR 52.227-20.

11.4 FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS

11.4.1 The contractor shall incorporate the substance of SOW Section 11.0 through 11.4, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

11.4.2 Violation by a subcontractor of any provision set forth in SOW Section 11.0 through 11.4 will be attributed to the contractor.

12.0 SECTION 508 COMPLIANCE

12.1 SECTION 508 REQUIREMENTS

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) (codified at 29 U.S.C. § 794d) requires that when Federal agencies develop, procure, maintain, or use information and communications technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public with disabilities must be afforded access to and use of information and data comparable to that of Federal employees and members of the public without disabilities.

All products, platforms and services delivered as part of this SOW that, by definition, are deemed ICT shall conform to the revised regulatory implementation of Section 508 Standards, which are located at 36 C.F.R. § 1194.1 & Appendix A, C & D, and available at https://www.gpo.gov/fdsys/pkg/CFR-2017-title36-vol3/pdf/CFR-2017-title36-vol3-part1194.pdf. In the revised regulation, ICT replaced the term electronic and information technology (EIT) used in the original 508 standards. ICT includes information technology and other equipment.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the Contracting Officer and a determination will be made according to DHS Directive 139-05, Office of Accessible Systems and Technology, dated November 12, 2018 and DHS Instruction 139-05-001, Managing the Accessible Systems and Technology Program, dated November 20, 2018, or any successor publication.

12.1.1 Section 508 Requirements for Technology

12.1.1.1 Section 508 Applicability to Information and Communications Technology: Demand forecasting

12.2 SECTION 508 REQUIREMENTS FOR TECHNOLOGY SERVICES

12.2.1 When providing Platform as a Service (PaaS) or Software as a Service (SaaS), the contractor shall ensure services conform to the applicable Section 508 standards (including the requirements in Chapter 5 for software and WCAG Level A and AA Level

2.0 success criteria for web and software. When the requirements in Chapter 5 do not address one or more software functions, the contractor shall ensure conformance to the Functional Performance Criteria specified in Chapter 3). The agency reserves the right to request an Accessibility Conformance Report (ACR) for PaaS and SaaS offerings. The ACR should be created using the Voluntary Product Accessibility Template Version 2.2 508 (or later). The template can be located at https://www.itic.org/policy/accessibility/vpat.

12.2.2 When providing cloud hosting services (Infrastructure as a Service, Platform as a Service, Software as a Service, etc.) the contractor shall ensure user administrative screens, dashboards and portals used to configure, and monitor cloud services conform to the Section 508 standards.

12.2.3 The contractor shall ensure cloud hosting services shall not reduce the level of Section 508 conformance for ICT migrated by DHS to the cloud hosting environment.

12.2.4 Contractor personnel shall possess the knowledge, skills and abilities necessary to address the accessibility requirements in this SOW.

12.3 SECTION 508 DELIVERABLES

12.3.1 Section 508 Accessibility Conformance Reports

For each ICT item offered through this contract (including…