Attachment Y - Performance Work Statement Template.docx

Attachment Y – Performance Work Statement Template

C.5 TASKS

The contractor shall perform the following tasks in accordance with the Functional Requirements Document (FRD) (Section J, Attachment V):

a. Task 1 – Task Order (TO) Management

b. Task 2 – Transition In/Out

c. Task 3-X – [Offeror Fill-In]

C.5.1 TASK 1 – TASK ORDER (TO) MANAGEMENT

The contractor shall provide management, oversight, and reporting of all activities performed by contractor personnel, including subcontractors and teaming partners, to satisfy the requirements identified in this TO.

The contractor’s TO management structure shall be scalable to effectively facilitate a multi-tenant environment (i.e., multiple Government entities that need to separately track line of effort management and TO elements such as requirements, deliverables, costs, and ceiling). The contractor shall utilize a Work Breakdown Structure (WBS), a component of the Project Management Plan (PMP), during the performance of the TO. During the life of the TO, the Government will require tailored management efforts on behalf of the organizations using this TO.

The contractor shall institute and maintain industry best-practice standards, processes, and methodologies. Should the contractor encounter any technical, security, financial, personnel, or general managerial problems throughout the TO period of performance, the contractor shall immediately contact the AAS Contracting Officer Representative (COR) and Office of the Under Secretary of Defense for Acquisition and Sustainment (OUSD A&S)/Innovation Capability and Modernization (ICAM) Office Technical Point(s) of Contact (TPOCs).

C.5.1.1 SUBTASK 1.1 – COORDINATE A TASK ORDER (TO) KICK-OFF MEETING

The contractor shall schedule, coordinate, and host a TO Kick-Off Meeting at a location approved by the Government (Section F, Deliverable 01). The meeting will provide an introduction between the contractor personnel and Government personnel who will be involved with the TO. The meeting will provide the opportunity to discuss technical, management, security issues, travel authorization, invoicing, and reporting procedures. The attendees shall include the AAS Contracting Officer (CO), contractor Key Personnel, representatives from OUSD A&S ICAM Office, its service component commands, and its strategic and operational partners, other key Government personnel, the ICAM TPOC(s), and the AAS COR.

The contractor shall provide a TO Kick-Off Meeting Agenda (Section F, Deliverable 02), Concept of Operations (CONOPS) (Section F, Deliverable 15), and Performance Work Statement (PWS) (Section F, Deliverable 04) prior to the meeting for review and approval by the AAS COR and the ICAM TPOC(s). The agenda shall include the following topics:

a. Introduction of team members and personnel including roles, responsibilities, and lines of communication between the contractor and the Government.

b. Transition discussion.

c. Security discussion and requirements (e.g., clearance transfers, building access, badges, Common Access Cards (CACs)).

d. PMP (Section F, Deliverable 05) discussion, including all PMP requirements (See Section C.5.1.2).

e. DoD Contractor Personnel Office (DOCPERs) status.

f. Project Staffing Plan (Section J, Attachment X) and status.

g. Financial forecasting/tracking and invoicing requirements (Section C.5.1.9 and Section G.3).

h. TO Management Portal strategy (Section C.5.1.8).

The Government will provide the contractor with the contact information of Government participants for scheduling and presenting the TO Kick-Off Meeting.

The contractor shall draft and provide a TO Kick-Off Meeting Minutes Report (Section F, Deliverable 03) documenting the TO Kick-Off Meeting discussion and capturing any action items.

C.5.1.2 SUBTASK 1.2 – PREPARE A PROJECT MANAGEMENT PLAN (PMP)

The contractor shall document all requirements in a PMP and shall provide it to the Government (Section F, Deliverable 05).

The PMP shall:

a. Describe the proposed management approach.

b. Contain detailed Standard Operating Procedures (SOPs) for all tasks.

c. Include milestones, tasks, and subtasks required in this TO.

d. Provide for an overall WBS with a minimum of three levels and associated responsibilities and partnerships between Government organizations.

e. Describe in detail the contractor’s approach to risk management under this TO, including mitigating supply chain risks in the provision of supplies and services to the Government.

f. Describe in detail the contractor’s approach to communications, including processes, procedures, format, and other rules of engagement between the contractor and the Government.

g. Describe in detail the contractor’s approach to management and accountability of Government Furnished Property (GFP).

h. Describe in detail the contractor’s approach to subcontractor management.

The PMP shall be updated annually and as changes occur. The contractor shall work from the latest Government-approved version of the PMP.

C.5.1.3 SUBTASK 1.3 – PROVIDE QUALITY MANAGEMENT

The contractor shall identify and implement its approach for providing and ensuring quality throughout its solution to meet the requirements of the TO. The contractor shall provide a Quality Management Plan (QMP) and maintain and update it as changes in the program processes are identified (Section F, Deliverable 06). The contractor’s QMP shall describe the application of the appropriate methodology (e.g., quality control and/or quality assurance) for accomplishing TO performance requirements, objectives, and implementing safety into operations. The QMP shall describe how the appropriate methodology integrates with the Service Level Agreements (SLAs) and Government’s requirements.

C.5.1.4 SUBTASK 1.4 – PREPARE A MONTHLY STATUS REPORT (MSR) AND MONTHLY PERFORMANCE REPORT (MPR) The contractor shall provide an MSR (Section F, Deliverable 07) tailored to the information below. The MSR shall include the following:

a. Activities during the reporting period, by line of effort (include ongoing activities, new activities, completed activities, and progress to date on all activities). Each section shall start with a brief description of the task. This shall also include a list of all deliverables delivered during the reporting period and a status of Government approval.

b. Site status, issues, and corrective actions taken. Also include risks, impacts, and proposed resolutions to address them.

c. Personnel gains, losses, and status (e.g., security clearance, leave).

d. Government actions required.

e. Schedule (show major tasks, milestones, and deliverables, including planned and actual start and completion dates for each).

f. Extended work period/pay period hours in excess of the contractor work period/pay period.

g. Summary of trips taken for Key Personnel.

h. Recommendations for changes, modifications, or improvements to tasks or processes.

i. Changes to the PMP.

Additionally, the contractor shall provide MPRs (Section J, Attachment AE). The contractor shall prepare MPRs that contain data that can be used to compare against the Performance Standards. (Section J, Attachment F). All MPRs, including the raw data, shall be provided digitally to the designated Performance Monitors, COR, and TPOC.

C.5.1.5 SUBTASK 1.5 – CONVENE WEEKLY STATUS MEETINGS (WSM)

The contract Program Manager shall convene WSMs – one for each identified Line of Effort – with the ICAM TPOC(s), AAS COR, and other Government stakeholders. The purpose of this meeting is to ensure the contractor and all Government stakeholders are tracking all action items, provide opportunities to identify other activities and establish priorities, and coordinate resolution of identified problems or opportunities. The PM shall provide minutes of these meetings, in accordance with C.5.1.7 Subtask 1.7, including attendance, issues discussed, decisions made, and action items assigned, to the AAS COR and ICAM TPOC(s).

C.5.1.6 SUBTASK 1.6 – PROVIDE TRIP REPORTS

The contractor shall provide Trip Reports (Section F, Deliverable 08) on an “as-needed” basis, as directed by the Government. Trip Reports will be required for “non-standard” travel (e.g., Pre-deployment Site Surveys (PDSS), and Continental United States (CONUS) travel for meetings or conferences) and will exclude rotational deployments. The contractor shall keep a summary of all long-distance travel including the name of the employee, position, and location of travel, duration of trip, and Point of Contact (POC) at travel location. Trip reports shall also reference the Government approver and contain the final cost of the trip, a detailed description of the purpose of the trip, and any knowledge gained. Trip Reports shall be prepared with the information provided in Section J, Attachment H.

C.5.1.7 SUBTASK 1.7 – PROVIDE MEETING REPORTS

The contractor shall provide Meeting Reports (Section F, Deliverable 09), as requested by the Government. The Meeting Reports shall include the following information:

a. Meeting attendees and their contact information and organization.

b. Meeting date and location.

c. Meeting agenda.

d. Purpose of meeting.

e. Summary of what transpired (issues and risks discussed, decisions made, and action items assigned).

f. Conclusion.

g. Recommendation(s).

h. Next scheduled event(s) impacting or impacted by the meeting.

i. Suspense dates for all actions to be completed.

C.5.1.9 SUBTASK 1.9 – FINANCIAL FORECASTING AND TRACKING

The contractor shall create a Financial Forecast (Section F, Deliverable 11) for each TO period of performance that details the anticipated monthly costs. The Government anticipates receiving funding from multiple sources, requiring financial data to be tracked at the Military Interdepartmental Purchase Request (MIPR), line of effort, CLIN, and funding source levels. The contractor shall work with the AAS COR and ICAM TPOC(s) to determine, for each task or line of effort, the level of financial tracking required. The contractor shall set the baseline at the start of each TO period of performance and update the forecasts monthly as costs are incurred, or as operational needs change.

The contractor shall present a draft proposed format for the financial forecast at the Project Kick-Off Meeting for AAS COR and ICAM TPOC(s) approval and shall utilize the Government-approved format.

The contractor shall deliver a monthly Cost Accrual and Estimates at Completion (EACs) (Section F, Deliverable 12). The Cost Accrual and EACs shall track the updated monthly estimated and actual costs by CLIN and line of effort to provide the Government with clear visibility into remaining funds, comparison of actual burn rate to initial estimates, lagging costs and proactive recommendations on the realignment of available funds to other CLINs within the same period of performance or, if possible, to a future period of performance. The contractor shall coordinate and lead a monthly financial update meeting with the AAS COR, the ICAM TPOC(s), and all relevant client program and financial personnel to brief the updated Cost Accrual and EACs.

C.5.1.X SUBTASK 1.X – [Offeror Fill-In]

C.5.2 TASK 2 – TRANSITION

The contractor shall provide a complete transition-in from the previous contractor that ensures no degradation of service to USAFRICOM, its service component commands, and its strategic and operational partners, or any of the ongoing efforts during or after the transition has been completed. Additionally, the contractor shall ensure that the transition-out requirements are performed to ensure the smoothest possible transition to the follow-on contractor.

C.5.2.2 SUBTASK 2.2 – TRANSITION-OUT

The contractor shall provide transition-out when required by the Government. The Transition-Out Plan shall facilitate a complete and seamless transition from the incumbent to incoming contractor/Government personnel at the expiration of the TO. The contractor shall provide a Transition-Out Plan (Section F, Deliverable 14). The contractor shall review and update the Transition-Out Plan in accordance with the specifications in Sections E and F.

In the Transition-Out Plan, the contractor shall identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

a. Project management processes.

b. POCs.

c. Location of technical and project management documentation.

d. Status of ongoing technical initiatives.

e. Appropriate contractor-to-contractor coordination to ensure a seamless transition.

f. Transition of Key Personnel roles and responsibilities.

g. Schedules and milestones.

h. Actions required of the Government.

The contractor shall also establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via WSMs or as often as necessary to ensure a seamless transition-out.

The contractor shall implement its Transition-Out Plan NLT six months prior to expiration of the TO or when notified by the Government.

C.5.2.X SUBTASK 2.X – [Offeror Fill-In] C.5.3 [Offeror to fill-in with its solution]

F.3 CONTRACT SCHEDULE AND MILESTONE DATES

The contractor shall develop the deliverables and the deliverables table for each column listed below. The contractor deliverable table shall be organized in the same format as the sample. The contractor shall provide the applicable data rights clause for each deliverable submitted.

The following schedule of milestones will be used by the AAS COR to monitor timely progress under this contract.

The following abbreviations are used in this schedule:

CLIN: Contract Line Item Number DEL: Deliverable IAW: In Accordance With NLT: No Later Than TOA: Time of Award Days: Unless otherwise specified, references to days are calendar days Deliverables are due the next Government workday if the due date falls on a holiday or weekend.

Data Rights Clause – Abbreviations in the Gov’t Rights column of the table below shall be interpreted as follows:

N/A: Not Applicable UR: Unlimited Rights, per Defense Federal Acquisition Regulation Supplement (DFARS) 252.227-7013 RS: Restricted Software, per DFARS 252.227-7014 LD: Limited Rights Data, per DFARS 252.227-7013 SW: Special Works, per DFARS 252.227-7020

See sample deliverable table below:

DELIVERABLE

Project Start (PS)

The contractor shall mark all deliverables listed in the above table to indicate authorship by contractor (i.e., non-Government) personnel; provided, however, that no deliverable shall contain any proprietary markings inconsistent with the Government’s data rights set forth in this contract. The Government reserves the right to treat non-conforming markings in accordance with DFARS 252.227-7013 and 252.227-7014.