PWS_BEP IT GRC-PM RESEARCH AND ADVISORY SUBSCRIPTION SERVICES_01.8.25 (001).docx

Performance Work Statement

IT GRC-PM RESEARCH & ADVISORY SUBSCRIPTION SERVICES

PART 1

GENERAL INFORMATION

1. General:

This is a non-personnel Performance Work Statement to obtain contractor IT research and advisory subscription services to support the development and operational execution of key activities of a new GRC-PM (i.e., IT strategy, governance, risk, compliance, IT financial management, and IT portfolio management) Program at to the Bureau of Engraving and Printing’s (BEP) CIO Directorate.

1.1 Description of Services/Introduction.

The Contractor shall provide IT research and advisory support to the CIO Directorate’s Office of Enterprise Solutions (OES) Leadership Team to enable the development and implementation of effective IT solutions for the business units. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, and supervision necessary to perform the IT GRC-PM research & advisory services as defined in this Performance Work Statement except for those items specified as government furnished property and services.

1.2 Background.

The Bureau of Engraving and Printing (BEP) is the largest producer of security documents in the United States, operating facilities in Washington, D.C., and Fort Worth, Texas. The BEP processes billions of Federal Reserve notes annually, in addition to other security documents. The uninterrupted operation of the BEP's IT systems is critical to continuously producing the Nation’s currency levels essential to maintaining national security and economic stability.

The CIO Directorate oversees the IT infrastructure supporting these critical operations. Within the directorate, OES is responsible for delivering IT products and services to BEP end users. With a complex IT environment encompassing multiple systems and applications, the BEP faces significant challenges in areas such as improving its cybersecurity, data management, and system modernization practices.

To address these challenges and capitalize on emerging opportunities, the BEP requires access to cutting-edge IT insights and expertise. The rapid evolution of digital, analytics, and automation technologies presents both challenges and opportunities for the BEP. By leveraging these technologies, the BEP aims to enhance operational efficiency, improve decision-making, and strengthen its security posture. To achieve these goals, the BEP has developed a formal Integrated Governance, Risk, Compliance, and Performance Management (GRC-PM) program. The GRC-PM Program provides the Bureau with a holistic approach to managing its IT environment.

As a critical first step to standing up the program, OES seeks to develop a robust IT strategy and governance framework to effectively address these challenges and seize emerging opportunities. This comprehensive GRC-PM framework will ensure improved IT alignment with business objectives, effective risk management, and compliance with relevant regulations. Additionally, this formal program will enable the BEP to better leverage emerging technologies such as integrating AI-driven insights, scaling the RPA program, and accelerating implementation of predictive analytics initiatives. Finally, GRC-PM will enhance the collaboration between the CIO’s IT security and IT infrastructure and operations offices, allowing them to work more seamlessly with OES to improve delivery and enhance the end-user experience. Contractor support is needed to assist BEP IT staff in standing up the new GRC-PM program with excellence.

1.3 Objectives.

The objective of this PWS is to obtain contractor support for a best-in-class technology-based research and advisory subscription service with expertise and proprietary research. The requested service will support the BEP in developing and implementing a vigorous enterprise-wide IT strategy, governance framework, and compliance program. By leveraging the Contractor’s expertise and research, the BEP aims to establish a solid foundation for optimizing IT investments, mitigating risks, and driving operational efficiency. This subscription will provide critical insights, best-practice methodologies, and recommendations to guide the BEP in aligning IT with its strategic goals, improving IT service delivery, and enhancing decision-making processes.

The Government seeks products and services commercially available on the open market, predicated on academic and commercially proven best practices and utilized by U.S. Federal government, non-profit, and/or private sector organizations.

1.4 Scope.

The scope of this PWS is to obtain contractor support for providing IT research and advisory subscription services to equip the Bureau with the tools and insights to develop and implement a comprehensive enterprise-wide IT strategy, governance framework, and compliance program. The Contractor shall provide access to their research, analysis, and advisory services to assist the BEP in:

· Developing and executing a comprehensive IT strategy aligned with the BEP’s mission, vision, and goals.

· Establishing and maturing an effective IT governance framework, including policies, procedures, roles, and responsibilities in compliance with the Bureau’s ISO 9001:2015 certification program requirements.

· Implementing a centralized robust IT compliance program to ensure adherence to applicable laws, regulations, and industry standards.

· Optimizing IT investments and resource allocation to support strategic objectives.

· Enhancing IT service delivery and performance through best practice adoption.

· Mitigating IT risks through proactive identification and response.

To achieve these objectives, the Contractor shall provide comprehensive IT advisory services using COTS products and services based on cross-industry best practices:

· Tailored Advisory Services: Provide personalized GRC-PM guidance from seasoned IT experts with U.S. Federal Government industry specific experience.

· Research and Analysis: Access to a comprehensive IT strategy, governance, and compliance research repository on best practices, case studies, and industry trends.

· Expert Support: Provide access to analysts for inquiries and consultations, as needed to ensure timely and accurate information to address IT challenges.

· Proven Proprietary Document Resources & Frameworks: Supply pre-existing practical resources (e.g., toolkits, templates, practices, etc.) to support IT strategy, governance, and compliance development.

· Skill Acquisition Support Training: Provide access to online knowledge management/training services on GRC-PM topics.

· Workshop Facilitations: Annually design, facilitate, and deliver two collaborative workshops with BEP personnel to support the development and implementation of key IT strategic activities:

1. IT Strategy Implementation Plan: Develop an actionable plan to execute the IT strategic plan that is updated every year.

2. Select IT Initiative Tactical Plan: Develop a detailed plan to complete one of the strategic initiatives on the BEP IT Strategic Plan.

1.5 Period of Performance.

The anticipated period of performance shall be for one (1) Base Year of twelve (12) months and one (1) option year of twelve (12) months.

Base Year: April 1, 2025, to March 31, 2026 Option Year: April 1, 2026, to March 31, 2027

1.6 General Information.

1.6.1 Quality Control.

1.6.1.1 Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government.

1.6.1.2 The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP).

1.6.1.3 The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met.

1.6.1.4 The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government.

1.6.1.5 The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

1.6.1.6 The Contractor shall develop and submit a QCP to the COR for review within ten (10) business days after contract award. Following review, the Contracting Officer will provide the Contractor with written acceptance of the QCP or propose any required modifications, if needed.

1.6.2 Quality Assurance.

1.6.2.1 The government shall evaluate the Contractor’s performance under the contract award in accordance with the Quality Assurance Surveillance Plan.

1.6.2.2 This plan is a government-only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Quarterly Status Review & Report.

1.6.3.1 The Contractor shall conduct a virtual or in-person Quarterly Status Review with the COR within 10 business days of the end of each calendar quarter.

1.6.3.2 During the Quarterly Status Review, the Contractor shall furnish the COR with a Quarterly Status Report in PDF format.

1.6.3.3 The report shall be emailed and include, at a minimum, status updates, progress indicators, significant issues, and findings.

1.6.3.4 The use of graphs, charts, or other visual aids is highly encouraged.

1.6.3.5 The Contractor shall obtain COR approval of the report within 5 business days of submission.

1.6.4 Federal Government Holidays.

1.6.4.1 No work will take place on Federal Holidays, except as approved in advance by the COR. The Bureau of Engraving and Printing observes all Federal Holidays as recognized as follows by the U.S. Office of Personnel Management (OPM):

New Years Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January

1.6.5 Hours of Operation.

1.6.5.1 The Contractor shall be available to provide services and support to the BEP during core business hours of 8:00 AM to 5:30 PM Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays.

1.6.5.2 The Contractor shall ensure adequate staffing levels to support the BEP’s needs, including during periods of peak demand or unexpected requirements.

1.6.6 Place of Performance.

1.6.6.1 The services to be performed is primarily virtual, with no fixed duty station required. However, Contractor personnel may be required to be on-site for specific deliverables, meetings, or consultations at the Bureau of Engraving and Printing’ Washington, DC facility located at:

Bureau of Engraving and Printing Eastern Currency Facility (ECF) 14th and C Streets, SW Washington DC 20228

1.6.6.2 Additional locations for performance of work may be determined as mutually agreed upon by the contractor and the BEP most likely within the Washington D.C., metro area.

1.6.7 Type of Contract.

1.6.7.1 The government intends to award a Firm Fixed Price type contract.

1.6.8 Security Requirements. Not applicable.

1.6.8.1 Physical Security. Not applicable.

1.6.8.2 Key Control. Not applicable.

1.6.9 Special Qualifications. Not applicable.

1.6.10 Post Award Conference/Periodic Progress Meetings. Not applicable.

1.6.11 Contracting Officer Representative (COR).

1.6.11.1 The COR will be identified by separate letter by the CO. The COR monitors all technical aspects of the contract and assists in contract administration.

1.6.11.2 The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel.

1.6.11.3 A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

1.6.11.4 The COR is not authorized to change any of the terms and conditions of the resulting award order.

1.6.12 Key Personnel. Not applicable.

1.6.13 Identification of Contractor Employees. Not applicable.

1.6.14 Supervision of Contractor Employees. Not applicable.

1.6.15 Contractor Travel.

1.6.15.1 The Contractor will be required to travel Continental United States during the performance of the contract award to attend meetings, counselor visits, and workshop visits.

1.6.15.2 The Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation and the limitation of funds will be specified in the contract award.

1.6.15.3 All travel requires Government approval/authorization and notification to the COR. An optional, not-to-exceed clause will be added to the contract for travel expenses.

1.6.16 Data Rights.

1.6.16.1 The Government will have unlimited rights to all documents/material produced under the contract award.

1.6.16.2 All documents and materials, to include the source codes of any software, produced shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

1.6.16.3 These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer.

1.6.16.4 All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

1.6.16.5 This right does not repeal any other Government rights.

1.6.17 Phase In/Phase Out Period.

1.6.17.1 To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 15-day phase in/phase out periods.

1.6.17.2 During the phase in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions. List of all definitions used in this PWS.

2.1.1 Contract Specialist.

2.1.1.1 The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 Contractor.

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

2.1.3 Contracting Officer.

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

2.1.4 Contracting Officer's Representative (COR).

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

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

2.1.5 Defective Service.

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

2.1.6 Deliverable.

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

2.1.7 Government-Furnished Property (GFP) or Government Property (GP).

2.1.7.1 Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 Key Personnel.

2.1.8.1 Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

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

2.1.9 Physical Security.

2.1.9.1 Actions that prevent the loss or damage of Government property.

2.1.10 Quality Assurance.

2.1.10.1 The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 Quality Assurance Specialist.

2.1.11.1 An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control.

2.1.11.2 Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 Quality Assurance Surveillance Plan (QASP).

2.1.12.1 An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13 Quality Control.

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

2.1.14 Subcontractor.

2.1.14.1 One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15 Workday.

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

2.1.16 Work Week.

2.1.16.1 Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS: List of all acronyms used in this PWS.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services. Not applicable.

3.2 Facilities.

The Government will provide access to onsite meeting space at the Bureau of Engraving and Printing.

3.3 Utilities. Not applicable.

3.4 Equipment. Not applicable.

3.5 Materials. Not applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General. Not applicable.

4.2 Secret Facility Clearance. Not applicable.

4.3 Materials. Not applicable.

4.4 Equipment. Not applicable.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The Contractor shall provide comprehensive GRC-PM (i.e., IT strategy, governance, risk, compliance, IT financial management, and IT portfolio management) research and advisory services, including in-depth research reports, expert analysis, benchmarking data, vendor evaluations, customized consulting, best practice recommendations, problem-solving assistance, knowledge transfer, online portal access, analyst interaction, research database access, toolkits and templates, regular research updates, client support, and customizable service plans.

5.2 User Licenses. The Contractor shall provide the following licenses to its IT research online repository portal:

5.2.1 One (1) IT Executive-Level License

5.2.2 Two (2) IT Senior Professional-Level License

5.2.3 25 General User Licenses for IT GRC-PM Knowledge Management/Learning Portal

5.3 Advisory Support Services. The Contractor shall provide the following research and knowledge support services dependent on licenses held:

5.3.1 Service Delivery.

5.3.1.1 Dedicated Executive Advisor. The Contractor shall provide personalized and confidential one-on-one support to the BEP’s IT Executive User Licensee from a seasoned IT executive to achieve desired strategic outcomes.

5.3.1.2 Dedicated IT Professional Support Advisor. The Contractor shall provide one personalized and confidential one-on-one support to the two (2) named BEP IT Senior Professional User Licensees from a seasoned IT Strategy, Governance, Compliance, and Cost Optimization SME(s) to assist them in the development and implementation of IT initiatives and projects.

5.3.2 Analytical Support Services.

5.3.2.1 IT Cost Analysis & Optimization. The Contractor shall provide an online service to analyze the BEP’s IT spend and staffing levels for the BEP to identify cost optimization initiatives and develop a twelve (12)-month roadmap.

5.3.2.2 Expanded Industry Advisory Access. The Contractor shall provide unlimited phone access to industry experts for guidance on industry research and trends.

5.3.2.3 Analyst Calls. The Contractor shall provide unlimited phone access to subject matter experts for tactical implementation related guidance on IT strategy, governance, and compliance frameworks.

5.3.3 IT Research Content.

5.3.3.1 Industry Research. The Contractor shall provide in-depth, industry-specific research content including benchmarking reports, trends analysis, and technology evaluations.

5.3.3.2 Technology Research. The Contractor shall provide access to IT domain technologies (e.g., AI, cloud, networking, applications etc.) tools, processes, methodologies, and other best-practice mechanisms to support BEP’s goals and objectives.

5.3.3.3 IT Process Research. The Contractor shall provide access to a comprehensive set of IT strategy, governance, and compliance methodologies and best practices.

5.3.3.4 People & Leadership Research. The Contractor shall provide strategies for effective technology-centric team leadership and management development, as requested.

5.3.3.5 Tools & Templates Library. The Contractor shall provide a library with ample tools and templates for IT document creation specifically related to IT strategy, governance, compliance, and cost optimization knowledge domains.

5.4 Additional Feature Definitions.

5.4.1 Online Research Portal.

5.4.1.1 The Contractor shall provide an extensive library and continually expanding collection of unclassified, downloadable IT document templates, policies, job descriptions, quantitative analysis tools, and business cases to help expedite daily tasks and improve the BEP IT organization’s operational maturity and expanding technology scope. Research can be shared internally without penalty and after contract term expiration.

5.4.2 Premium Industry Coverage.

5.4.2.1 The Contractor shall provide Government-specific industry coverage including reference architectures, industry IT metrics/benchmarking reports, and industry notes covering the latest trends and top-of-mind industry IT challenges.

5.4.3 Guided Implementation Assistance.

5.4.3.1 The Contractor shall provide step-by-step assistance via published research for each critical stage of desired IT projects, including full-service toolkits, process plans, roadmaps, and project milestone check-ins. Advisory calls with a subject matter expert and the interested IT member.

5.4.4 On-Site/Online Workshops.

5.4.4.1 The Contractor shall provide training and knowledge management activities to support the BEP’s development and maturity of its IT Strategy, Governance and Compliance Program.

5.4.4.2 The Contractor shall provide unlimited access for up to 25 concurrent users to a knowledge management portal on IT strategy, governance, compliance, cost optimization, and performance management topics.

5.4.4.3 The Contractor shall conduct an annual workshop, up to three (3) days in duration, to assist the BEP in developing annual actions plans to execute its IT Strategic Plan.

5.4.4.4 The Contractor shall conduct an annual collaborative workshop with the up to twenty-five (25) users to facilitate the development of a detailed tactical plan for one initiative on the BEP IT Strategic Plan. The BEP will select the initiative for which the tactical plan will be developed.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): Not applicable.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each task requirement. These thresholds are critical to mission success.

Disincentive: If contractor does not meet the AQL, unfavorable comments will be documented on contractor’s past performance.

Quarterly Status Report IAW PWS Para.

1.6.3

Disincentive: If contractor does not meet the AQL, unfavorable comments will be documented on contractor’s past performance.

Annual IT Strategy Execution Plan IAW PWS Para. 5.4.4.1

Disincentive: If contractor does not meet the AQL, unfavorable comments will be documented on contractor’s past performance.

IT Initiative Tactical Plan (Annually) IAW PWS Para. 5.4.4.3

Disincentive: If contractor does not meet the AQL, unfavorable comments will be documented on contractor’s past performance.

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