DHS CISA SSN PCCS-24-10001 SOW.pdf

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DEPARTMENT OF HOMELAND SECURITY (DHS)

Cybersecurity and Infrastructure Security Agency

Cybersecurity Division

Mission Engineering

STATEMENT OF WORK

for

PROGRAM SUPPORT SERVICES

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1.0 GENERAL

1.1 Background

The United States faces increasingly skilled cyber threats that seek to penetrate our Government from a number of sources, whether hacktivists, thieves, terrorists, nation-states, or others.

Beyond the potential theft of state secrets and the loss of proprietary intellectual property, these threats pose a national security risk to the United States.

To counter these threats, federal law, and policy1 directed the Department of Homeland Security (DHS) to establish cyber analysis, warning, and mitigation capabilities for our nation to include

(1) monitoring network activity to detect anomalies, (2) analyzing information and investigating anomalies to determine whether they are threats, (3) warning appropriate officials with timely and actionable threat and mitigation information, and (4) responding to the threat. DHS operates as a partner with the private sector, law enforcement, intelligence, and military communities providing critical support as part of a national mission to detect, analyze, pursue, and mitigate cyber threats to the United States.

DHS’s core cyber mission, as it evolves through the refinement of law and presidential directives, does not diminish the responsibilities of the Federal Civilian Departments and Agencies to defend and manage their own network enclaves. Rather, DHS augments those responsibilities with its specialized detection, analysis, mitigation, coordination, sharing and outreach capabilities across strategic partnerships.

Within the Cybersecurity and Infrastructure Security Agency (CISA), the Cybersecurity Division (CSD) is responsible for enhancing the security, resiliency, and reliability of the nation's cyber and communications infrastructure. It does this by supporting a series of continuous efforts designed to further safeguard Federal Government systems by reducing potential vulnerabilities, protecting against cyber intrusions, and anticipating future threats. Congress created the Office of the Assistant Secretary for Cybersecurity and Communications in 2006. CSD carries out its mission through its six sub-divisions:

• Mission Engineering (ME)

• Threat Hunting (TH)

• Joint Cyber Defense Collaborative (JCDC)

• Vulnerability Management (VM)

• Capacity Building (CB)

• Office of the Technical Director (OTD)

1 Homeland Security Act of 2002, the National Strategy to Secure Cyberspace, Homeland Security Presidential Directive 7, the National Response Framework, and President’s Comprehensive National Cybersecurity Initiative (National Security Presidential Directive – 54/Homeland Security Presidential Directive – 23) signed in 2008.

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1.2 Scope

The scope of this SOW covers the necessary programmatic and technical requirements to procure management and analytical services to promote standardized management processes and procedures and the integration of activities across CSD. The contractor shall provide the necessary programmatic and technical requirements in support of CISA CSD to include, but are not limited to:

• Administration and Communication Functions

• Strategic Planning and Analysis

• Program and Project Management

• Budget and Financial Management

• Acquisition and Procurement

• Program Analysis and Controls

• Property Management

• Data Integration

• Information Technology Support

In addition, the scope also includes providing research and technology review, analysis, and assessments of systems required by the Government to support CISA stakeholders in identifying, evaluating, developing, and encouraging the adoption of current, emerging, and developed interoperable cybersecurity products and services by CISA stakeholders.

2.0 TRANSITION- IN

The Contractor shall develop a transition-in plan to support the effective transition of task support and materials from an incumbent Contractor and will work with incumbent Contractor to support a smooth and complete transition. The Contractor shall identify those actions, plans, procedures, and timelines necessary to ensure a smooth transition from the task order award date to full operational status by the Contractor. The Contractor will submit a draft transition-in plan with their proposal for the contract. A formalized transition-in plan shall be delivered within 15 business days of contract award and the final within 15 business days from receiving Government comments. The Contractor shall plan for up to a 60-day transition-in period. The Contractor shall participate in transition meetings with the Program Manager, Project Staff, Contracting Officer and/or their Representative, and representatives of the incumbent Contractor.

The purpose of these meetings is to review project materials and take preparatory steps to ensure an effective transition-in of Contractor support. The following at a minimum shall be required as part of the transition-in plan:

• Introduction - Provide a brief introductory statement defining the purpose of the Transition Plan.

• Constraints and Dependencies - lists the transition assumptions, constraints, and dependencies that can influence the execution of the transition. Transition assumptions are statements that are considered true, real, or certain, without proof or demonstration.

Transition constraints are restrictions or limiting factors that could affect project

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performance such as resources, schedule, scope, or quality. Transition dependencies are activities that can come before (predecessor) or after (successor) activities in the transition schedule.

• Roles and Responsibilities - Identify the roles and responsibilities of all the individuals required in the planning of the transition of the solution.

• Business planning - Provide an overview of the business planning such as process or policy changes that may occur with the transition of the solution. To be effective, such changes must be identified, documented, and communicated. This section may include a link to the Change Management Plan. In certain projects, this section may be sufficient to document planned business processes that may be changing as a part of the solution transition.

• Documentation - List any documentation needed to support the solution. These documents may include support issues, tracking logs, training plans, deployment schedules, issue escalation plans, SOPs, etc.

• Transition Milestones - List the major milestones which will be monitored, measured, and will indicate a successful solution transition.

• Staffing plan – identify the task, labor category and number of personnel to be on-boarded and the time associated with staffing and transitioning. Provide a bi-weekly update of the status of each position indicating if a person has or has not been identified, the date the paperwork was submitted to Security, the date the COR submitted additional paperwork to Security, the date the individual received the Electronic Questionnaires for Investigations Processing (e-QIP), the date the eQIP was completed, the date on boarding was approved, and comments block to address and issue such as why a person has not been identified, issues with e-QIP, etc.

• Transition Communications - Describe the communication plan for the transition period.

Throughout the project, the project team must communicate with the impacted agencies and/or stakeholders. This section may link to the Project Communication Plan and/or Matrix. In certain projects, this section may be sufficient to document communications planned as a part of the solution transition.

• Transition-in planning meeting minutes to the Government.

3.0 SPECIFIC REQUIREMENTS

3.1 Task 1: Task Order Management

The Contractor shall provide the appropriate resources to effectively administer and manage the task order and achieve the Government's objectives within this SOW.

3.1.1. Kick-off Meeting

The Contractor shall coordinate and host a kickoff meeting within 10 calendar days of award unless directed otherwise. The Contractor shall deliver an electronic copy of their kickoff briefing to the Contracting Officer’s Representative (COR) at least two calendar days before the scheduled kickoff meeting. The Contractor shall record the minutes and action items from the kickoff meeting and deliver to DHS within five calendar days post kickoff meeting. The kickoff

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meeting shall demonstrate to DHS how the Contractor plans to address the associated requirements. The kickoff meeting shall be comprised of topics specific to the requirements including key schedule drivers for delivery of all SOW tasks; risks, issues, and opportunities; and introduction of key personnel.

3.1.2. Quality Control

The Contractor shall develop and maintain an effective Quality Control (QC) program to ensure services are performed in accordance with this SOW. The Contractor's QC program is the means by which it assures itself that its work complies with the requirement of the contract.

3.1.3. Monthly Status Report

The Contractor shall participate in monthly Program Management Review (PMR) meetings. , The Contractor shall prepare and deliver a Monthly Status Report (MSR)which shall contain the following:

• The staffing roster;

• The previous month’s progress;

• Deviation from previous month’s planned progress (either positive or negative);

• The current month’s planned progress;

• Issues and recommendations;

• Schedule performance (schedule variance);

• Program risks, risk mitigation plans, and risk mitigation actions taken; and

• Financial Status Report (FSR, template provided by DHS at contract award).

Additionally, the Contractor shall develop and deliver a schedule of contract activities to be tracked throughout the period of performance. The schedule shall contain all major in-process activities, estimated durations, and dependencies that must occur to complete contract requirements. The Contractor shall submit the initial schedule in its proposal and shall provide monthly updates as events occur. The MSR shall also include a monthly Performance and Cost Report (P&CR). The P&CR shall include all recurring and non-recurring costs, cumulative cost, total labor hours, and cumulative labor hours for each SOW task for the previous month. The Contractor shall report monthly, metrics associated with staffing activities as part of the MSR.

3.1.4. Project Management Plan

The Contractor shall maintain a Project Management Plan (PMP), including an organizational chart identifying relationships, authorities, and responsibilities; a description of the management controls that the Contractor shall employ to meet the performance, cost, and schedule requirements; and other areas the Contractor deems relevant and important to the management of the program.

The Contractor shall submit a draft version of the PMP to the Government 30 calendar days post contract award and will be finalized within 30 calendar days of submittal, pending Government

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review for needed modifications, and will be updated as required throughout the period of performance.

3.1.5 Program Reviews

The Contractor shall provide inputs to program-level management reviews for DHS management. As requested by DHS, the Contractor shall develop PMR briefings for external reviewers.

3.2. Task 2: Operations and Administrative Support

The Contractor shall assist in the day-to-day coordination of mission support and office operations that support all CISA stakeholders including office management activities, information technology support, training, emergency planning, files management, and administrative support. This support shall include but are not limited to the following:

• Provide support to include develop proposed responses for tasks, coordinate draft responses with subject matter experts (SME) within each division, compile program response, and submit the program response via the Executive Sec process.

• Prepare documents in support of the front office and branches. Support shall include, but is not limited to, scheduling meetings with each program office, capturing meeting minutes and action items, distributing action items to participants, and documenting resolution of action items.

• Assist in the development of standardized office policies, processes, and procedures.

• Assist in the development and implementation of processes that track all correspondence, deliverables, action items, and issues and ensure the timely and accurate execution of all task requests from within and outside the respective divisions. Assist in planning and organizing project-related meetings including scheduling meetings, capturing action items, documenting meeting minutes, and distributing minutes to attendees and/or Integrated Project Team (IPT) members.

• Provide SME support for the development and maintenance of collaboration environments, to include but not limited to the Government’s organization Microsoft SharePoint environment, functionality, content management, and training.

• Provide SME support for the planning and development of senior level presentations and briefings.

• Provide office coordination support including but not limited to office logistics planning, including space/facilities planning for offices and geographically dispersed stakeholder operation centers, emergency preparedness, and new employee orientation.

• Provide support for classified briefings in classified workspaces which include, but are not limited to:

o Tracking minutes and meeting participants

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o Milestone schedule achievements and deliverables o Briefings as requested for new initiatives and projects

• Provide resources and support the management and completion of internal and external taskings and reporting.

• Support Integrated Operations coordination efforts, including deliberate planning analysis, course of action (COA) Development, and essential task management across multiple branches.

• Provide special event SME surge support during agency wide mission execution.

• Provide SME for joint planning support and future initiative requirement gathering and analysis.

• Provide day-to-day operational data support for various projects, functions, and stakeholders through intake triage, assignment and tracking processes.

• Support outreach event coordination, tracking, and execution including sector events and regional listening sessions, for official records.

• Coordinate information tasks flow between internal and external stakeholders.

• Support operational planning through coordination of integrated execution of cyber defense plans to strengthen cyber resiliency.

3.3. Task 3: Executive Services Support

The Contractor shall provide executive administrative support services to CSD and CISA offices.

This support shall include but are not limited to the following:

• Conduct research, prepare reports, handle information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

• Provide internal guidance and coordination regarding administrative functions, management controls, metrics collection, standard operating procedures (SOPs), and general administrative compliance.

• Provide subject matter expertise in office administration, records management, knowledge management, task allotment and tracking, quality control and assurance.

• Facilitate the coordination, response, and monitor of all document requests and correspondence for internal and external requests in accordance with applicable policies and procedures.

• Coordinate and prepare travel arrangements, authorization, and vouchers on behalf of Government staff through the CISA travel system.

• Write and edit memos, develop spreadsheets, file, and copy documents.

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• Prepare correspondence, briefing materials, draft talking points, and reports for review/approval by Government staff.

• Coordinate and schedule internal and external meetings, organizing, and maintaining calendars (to include priority management of request) for CSD staff.

• Coordinate media appearances/interviews and congressional meetings/briefings in accordance with DHS and CISA policies and procedures.

• Review and confirm meeting invitations to include the correct title, purpose, agenda, documents, and appropriate list of attendees.

• Take meeting minutes/notes, providing executive summaries and action items for Government approval, and distributing once approved.

• Comply with administrative policies and task requirements, executive secretariat guidelines, formats, and procedures; drafting responses to written request; correcting and completing clearance documentation.

• Comply with the Plain Writing Act of 2010 for all applicable communications, and ensuring all communication includes the appropriate tone and style for the intended audience.

• Review/analyze the accuracy of grammar, spelling, punctuation, and clarity of writing for internal and external communication.

• Provide logistics support for on-site events such as coordinating teleconferences, video teleconferences, meeting registration, and room reservations.

• Assist in planning and facilitating working sessions and other efforts as requested by Government.

• Organize briefing materials and action items and prepare binders as requested by Government staff.

• Manage records in accordance with the DHS Records Management Policy by reviewing, filing, scheduling, and archiving documents.

• Provide all aspects of meeting and conference planning, coordination, and execution to include identification of stakeholders, provision or advance booking of appropriate meeting space, timely preparation and delivery of meeting invitations and letters of invitation, preparation of agendas, briefing materials, and name tents and name badges, and writing and distributing meeting notes and action items.

3.4. Task 4: Communications and Human Resources Management Support

The Contractor shall provide SME support to assist with stakeholder outreach and internal communications support, as well as human resources and manning support capabilities. This task includes support to ensure the flow of accurate and integrated communications to other DHS organizations, senior managers, stakeholders, and industry.

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3.4.1. Communications Support

The Contractor shall provide support for Communication activities which include, but are not limited to the following:

• Provide support in developing, implementing, and executing a program level Communications Management Plan (CMP). The CMP shall address both formal and informal communications channels; define frequency and types of the communications, and the necessary communications processes and procedures to ensure efficient and effective flow of information.

• Provide facilitation support for all meetings at the program, division, and project level and participate in communication related functions as outlined by stakeholders.

• Provide support t in creating division outreach materials including trifolds and one-page pamphlets.

• Provide SME support for the knowledge management for Government briefings to ensure consistent messaging and to leverage existing communications materials. The Contractor SMEs shall be proficient in Microsoft Office Suite Applications to include PowerPoint, as well as SharePoint and Adobe.

3.4.2. Technical Writer/Editor Support

The Contractor shall provide technical writing and editor support for technical documents such as software and systems engineering, system operations, testing, user documentation, manuals, reports, brochures, graphics, vides, or articles. The technical writing and editor support personnel shall be proficient in Microsoft Office Suite Applications to include PowerPoint and MS Word, as well as SharePoint and Adobe

The Contractor shall provide support for Technical Writing and Editing activities which include, but are not limited to the following:

• Support publications through the life-cycle development as follows:

o prepare, review, revise, and maintain technical documents.

o Assist authors or SMEs to improve written materials and documents focused on consistency, clarity, and succinctness as well as sentence structure, grammar, spelling, and punctuation.

o Analyze and edit both draft and final versions of a variety of acquisition and technical papers.

• Advise authors of options and alternatives on the selection, arrangement, form, and content of the end product.

• Provide recommendations of the type of publication that will best serve the project requirements.

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• Prior to the finalization of the documents the contractor shall present the revisions to the to ensure technical accuracy and that the selection and presentation of information is consistent with the purpose of the publication and its intended audience.

• Provide and assist the graphic designers to create diagrams, charts, and other visual aids that will assist readers in understanding a product or process.

• Gather feedback from customers, designers, and manufacturers to improve technical documents.

• Ensure that the material meets the standards in any official operating manuals or specified procedures required.

• Provide appropriate mechanisms to ensure document quality control, accurate content, and timely submission.

3.4.3. Graphic Design Support

Graphics Support includes producing wall posters, fact sheets, grouping cards, newsletters, video images, slides, briefings. The Contractor shall provide support which include, but are not limited to the following:

• Provide office support services, including graphics and professional-quality document preparation.

• Provide quality assurance of documents and ensure formats comply with the DHS correspondence manual and other applicable standards.

• Support communication activities by producing graphics to visually illustrate capabilities and mission of branches and programs.

• Assist with implementing processes to ensure high quality deliverables.

3.4.4. Human Resources Support

The Contractor shall provide human resources and manning support capabilities. Contractor provided personnel must be familiar with larger DHS and Office of Personnel Management (OPM) regulations regarding the operations of Human Resources and manning for civilian personnel. Also, the Contractor will be required to assist in strategic reviews of organizational capabilities regarding workload analysis and distribution.

The Contractor shall provide support for Human Resource activities which include, but are not limited to the following:

• Assist with the processing of hiring actions.

• Assist in writing and editing position descriptions and associated actions.

• Assist with formulating and tracking database entries for manning, awards/decorations.

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3.5. Task 5: Knowledge Management Support

The Contractor shall provide Knowledge Management development, updates, and administration support for a knowledge management system, to include tools such as SharePoint and Microsoft Office 365, to enhance the organization's ability to capture, organize, share, and leverage its collective knowledge. The knowledge management system will serve as a centralized platform(s) to facilitate seamless knowledge transfer, improve decision-making processes, and foster a culture of continuous learning within the organization.

The Contractor shall assist with knowledge capture and creation, knowledge organization and classification, knowledge storage and accessibility, and knowledge sharing and collaboration.

Assist with knowledge maintenance and updates and training and user adoption.

3.5.1. SharePoint and Office 365

The Contractor shall provide support for Knowledge Management activities which includes, but is not limited to the following:

• Manage program-wide permissions and SharePoint groups.

• Trouble-shoot SharePoint permission issues.

• Manage SharePoint content data and creating new databases as required.

• Provide technical support on SharePoint solutions as required, including creating and manipulating web-parts and creating new SharePoint pages and sites.

• Assist in consolidating information and draft responses to taskers as required.

• Provide a SharePoint SME to maintain documents, calendars, checklists, workflows, and permissions, including to the training staff, Action Officers, and Executive Secretary (Exec-Sec) personnel.

• Provide strategy and recommendations for improved portal and website communications.

3.6. Task 6: Program Control Support

The Contractor shall provide support in performing integrated program control activities to ensure program and project management status information is effectively and efficiently portrayed in a timely manner through program reviews, performance metrics, and program compliance. The Contractor shall provide support for Program Controls which include, but are not limited to the following:

• Support in executing Program Management Reviews (PMRs)which includes but is not limited to scheduling meetings with each program office; capturing meeting minutes and action items; distributing action items to participants; and documenting resolution of action items.

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• Assist with monitoring Contractor compliance and with Government program control reporting requirements, such as work breakdown structure mappings, integrated master schedule updates, risk registry updates and Earned Value Management (EVM) requirements and analysis.

• Assist with monitoring and tracking program policy and compliance with and responding to Office of Management and Budget (OMB), DHS, Government Accountability Office (GAO), and Office of the Inspector General (OIG) guidance, findings and reports and other Federal policies and regulations.

• Provide support for the Capital Planning and Investment Control (CPIC) process which includes supporting annual OMB Exhibit 300 reporting, monthly IT Dashboard reporting and updating CPIC-related ME standard operating procedures (SOPs).

• Provide support with the implementation and integration of performance metrics across projects and programs including, but not limited to, INVEST and Probability of Project Success Report requirement.

• Assist in defining appropriate schedule activities and integrating the schedule activities for select stakeholders, maintaining and updating the schedules, providing quantitative and qualitative analysis of the schedules, and incorporating findings within status reports and other products as necessary.

• Provide support with monitoring and ensuring all cost, schedule and technical performance measures are integrated, tracked, monitored, and communicated.

• Track project essential data to include key performance metrics and their status; project risks, mitigation plans and their status; project funding, budget, and obligation plans;

project requirements, requirements verification plans and data, and status of achievement;

historical program documents, integrating contractor deliverables, and related materials for a project.

• Provide support for tracking industry requirements towards system accreditation.

3.7. Task 7: Budget and Financial Management Support

The Contractor shall provide SME support and analyses in performing financial management operations consistent with the DHS Planning, Programming, Budgeting, and Execution (PPBE) cycle.

3.7.1. Budget Formulation

The Contractor shall provide support for Budget Formulation which include, but are not limited to the following:

• Provide support with the Planning phase of the preliminary strategic planning and alignment to CISA’s goals and planning guidance.

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• Provide support with the Programming phase and the development of the Capital Investment Plan (CIP) and Program Decision Option (PDO) documents based on prioritization of mission requirements.

• Assist with developing justification material, impact statements and analysis during the Budgeting phase of the PPBE cycle. Support data collection and perform impact analysis in support of the Government’s decision-making processes related to the annual DHS Resource Allocation Decision (RAD), OMB) budget submissions, responses to OMB pass-back levels, Congressional Justification/President’s Budget Request, and development of expenditure plans.

• Provide support with formulating and planning program and project budgets, including assisting with managing the DHS’s Future Year Homeland Security Plan (FYHSP).

• Provide support with developing detailed multi-year financial plans including estimates, justification of assumptions, research, and analysis.

• Provide support with analyzing and reviewing alignment of budgets with strategic and programmatic goals, and adherence to fiscal guidance and DHS budget policy.

• Provide supporting with reviewing and analyzing financial documents and plans for impact on program objectives and requirements.

• Assist with developing financial and budget briefing preparations including spreadsheet and graphic presentations.

• Assist with developing budgetary planning documents and deliverables to external and internal stakeholders.

• Assist with formation and planning of program and project budgets and financial plans and briefings to external offices.

• Provide support with data and analysis for all external requests to include OMB, Congressional, and Chief Financial Officer (CFO) Briefing Reports.

• Provide support with statistical and financial analysis activities.

• Assist with tracking all budget requests, supporting documents, reports, and responses in approved repositories, such as Microsoft SharePoint, internal shared drives, and Microsoft Teams.

• Provide support with creating file folders, directories, and naming structures for retrieval and collaboration across the organization and program.

3.7.2. Budget Execution

The Contractor shall provide support for Budget Execution activities which includes, but is not limited to the following:

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• Provide support with developing, reviewing, and implementing project-level budgets and annual and multi-year spend plans; and conducting regular and recurring reviews of resource utilization to identify issues that might impact the program’s overall objectives.

• Provide support, developing, and preparing routine, periodic reports on the allocation, status, tracking, commitment, obligation, and expenditure of funds as well as providing analysis of variances and recommendations for reconciliation.

• Provide support for the established budget change request process and variance reporting by documenting and tracking emerging, changing or reduction of requirements.

• Provide support for the creating and developing of reporting and analysis of trends, actuals and impacts to existing or future budgets.

• Analyze variances and report the status of funds. Assist with developing and updating financial processes and procedures to adequately account for and safeguard of e funds allotted for program and projects.

• Provide support for the procurement request process, manage, and update the procurement trackers, as well as provide support for reports to organization and program leadership.

• Assist with drafting, identifying, and tracking unfunded requests (UFRs). Provide draft justifications and impacts for ME budget and resource allocation plan (RAP) decision-making process . Provide recommendations of the trade-offs within program budget to support must-pays.

• Assist with developing briefs and reports on corresponding budget execution plans.

• Track all budget requests, supporting documents, reports, and responses in approved repositories, such as Microsoft SharePoint, internal shared drives, and Microsoft Teams.

• Provide support with creating file folders, directories, and naming structures for retrieval and collaboration across the program.

• Assist with preparing and delivering monthly budget execution status of funds reports, provide weekly budget summaries regarding program budget taskers and other budget-related activities and provide weekly summary reports on the status of budget execution activities. These reports shall include budget execution status report narratives, issues, and recommendations as well as schedules.

3.7.3. Financial Management

The Contractor shall provide support for Financial Management activities, which include but are not limited to the following:

• Provide acquisition data for the analytical support for contracts. Provide support and assist in developing financial trend analyses of contracts and task orders which will assist in determining the financial health of the contracts.

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• Provide support to the assist the Government CORs with contract execution activities, such as organizing and tracking contract invoices and deliverables, monitoring burn rates, and analysis of advance liquidations.

• Assist with developing, reviewing and implementing project-level budgets and spend plans; and conduct regular and recurring reviews of resource utilization to identify issues that might impact the program’s overall objectives.

• Assist with identifying, developing, reviewing, and reconciling budget and financial data sets according to the approved timeline established by the Government. Provide updates and maintain data sets as close to real time to assist the Government in making decisions.

• Assist in developing and preparing routine, periodic reports on the allocation, status, tracking, commitment, obligation, and expenditure of funds.

• Assist with preparing and processing funding documents, analyze variances and report the status.

• Provide supporting with developing and updating financial processes and procedures to adequately account for and safeguard the funds allotted for program and projects.

• Assist with open document listing reports to track all funding documents in the accounting system (i.e. Federal Financial Management System (FFMS)) to ensure proper commitments and obligations. Identify any errors and correct those transactions that are in error.

• Assist the Government CORs with contract closeout tasks, including researching and analysis of undelivered obligations (UDOs), final invoicing, and Intra-Governmental Payment and Collection (IPAC) status.

• Assist with developing, implementing, and maintaining tools and databases and reporting systems after Government review and approval that may be necessary for program and project management and tracking. Assist in developing and maintaining other budget and financial management-related databases and participate in IPT meetings.

• Assist with data entry of all accountable property data by project within designated format to ensure additional information can be provided to the Government.

• Assist in tracking all Purchase Card (PCARD), training, and reconciling travel funding against the annual budget and ensure that funding is available before making recommendations on the approval status.

• After Government review and approval, assist in developing, designing, implementing tools, databases, and reporting systems integrate and align cost with the following:

o Technical, schedule, milestones o Financial statuses for contracts o Improved processes and methods for data collection.

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• Participate in IPT meetings, as requested.

• Provide support with the development, design, implementation, preparation, review, maintenance and audit of all required organization and program financial reports and dashboards for budget, procurement, and financial management according to established program timelines and as needed to support leadership decisions, internal and external tasking, and inquiries to the program.

• Provide support with cost estimating to include Independent Government Cost Estimates (IGCEs) & Rough Order of Magnitude estimates (ROMS), proposal cost/price analysis, Unliquidated Obligation (ULO) analyses and reconciliation, and other financial management activities to support acquisition program execution and OCFO requirements.

The contractor shall maintain and improve cost estimating database/files(s) and financial databases, to enhance financial support efficiency.

3.8. Task 8: Acquisition and Contract Support

The Contractor shall provide information that will inform and support organizational and program procurement paths, develop roadmaps for budget execution strategies, support the development of innovative procurement processes and authorities to enhance the organization and program’s ability to receive and execute funds.

3.8.1. Contract Strategy and Planning

The Contractor shall provide support for Contract Strategy and Planning activities which include, but are not limited to the following:

• Provide support with pre-award functions associated with awarding new contracts, recompetes, task orders, agreements, and financial transfers, including procurement planning and weekly updates to the plan, advising, and assist with contract or task order issues involving scope and compliance.

• Assist in managing Procurement Reports and validate/balance against Spend Plan to manage commitments and obligations of funds.

• Assist in developing strategic guidance, repeatable processes, management and facilitation of acquisition procedures and policies that will assist in in providing quality contract management.

• Assist in developing advanced contract management solution(s) that assist the Government with managing contracts effectively and assist with developing seamless processes and workflows to achieve excellence.

• Provide support in developing and providing configuration control and database management for support of contracts management, to include all changes to these contracts such as cost and no-cost modifications, period of performance changes, COR changes, and other contract-related actions. During the performance of this contract, the

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Contractor may be required to develop and maintain other acquisition-related databases and participate in IPT meetings.

• Assist with developing standards and analyzing best practices, and lessons learned. Assist in establishing and updating a repository for contract artifacts, best practices, and SOPs.

• Maintain awareness of and perform analyses of evolving acquisition best practices, acquisition reform efforts, updates to acquisition and procurement policy and legislative changes and provide the government with expertise to further tailor, adapt, improve and implement updated acquisition practices to include development of procedures for the conduct of capabilities-based assessments, the use of rapid acquisition approaches, and other best practices for program and acquisition management in an evolving cyber environment

• Assist in developing and implementing strategies to support the development and build-out acquisition business processes and assist in establishing a Center of Excellence for best practices and processes.

• Assist in establishing and implementing quality and process improvement.

• Assist with establishing and developing standard acquisition templates for all types of contract support activities to allow for streamlined procurement development and planning activities.

• Assist with developing advanced contract management solutions to include the following:

o Developing a process to capture and manage contract-related metrics;

developing contract and portfolio performance metrics as they relate to successful mission objectives.

o Providing enterprise view and reporting on contract execution activities.

• Prepare and develop content for presentations, slide decks, and talking points;

maintaining plan(s), documentation, and files; and assist in the scheduling of events as needed.

• Ensure leadership is aware of timelines and milestones for task completion and is aware of and understands issues that may arise because of suspense changes.

3.8.2. Contract Management Support

The Contractor shall provide support for Contract Management activities which include, but are not limited to:

• Create procedures to identify, prevent, and ensure the non-recurrence of defective services.

• Provide Support for pre-award functions associated with awarding new contracts, task orders, agreements, re-competes and financial transfers, including procurement planning and assisting with contract or task order issues involving scope and compliance.

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UNCLASSIFIED//FOR OFFICIAL USE ONLY

• Provide support and assist with preparing procurement documentation, such as market research, SOWs, Performance Work Statements (PWSs), Procurement Requests (PRs), required justifications, Determinations and Findings, best procurement approach, Justification & Approvals.

• Provide support and assist in preparing IT acquisition review (ITAR) Checklists and briefings and adjudicating program and DHS CIO review comments and tracking approval.

• Analyze acquisition policies, plans and procedures. Provide procurement forecasting, acquisition planning, status updates, and memos for record.

• Assist with drafting schedules using tools such as Microsoft Project for procurements in the pre-award phase and after contracts have been awarded.

• Provide support with contract execution activities such as reviewing, organizing, and tracking contract invoices and deliverables to identify reclassifications, funds redistribution and funds certification requests, monitoring burn rates and analysis of advance liquidations.

• Provide support to the Government CORs for contract closeout tasks including researching and analysis of UDOs, final invoicing and IPAC status.

3.8.3. Procurement Operations Support

The Contractor shall provide support for Procurement Operational activities which include, but are not limited to the following:

• Assist with procuring, tracking, and maintaining the use and location of all tools procured within the organization.

• Maintain a list of approved products that support the organization and program solutions.

• Provide support with the monthly evaluation of new and updated product submissions for consideration and approval. The support shall include collecting, documenting, and managing stakeholder needs and requirements; as well as, preparing requirements packages for various review councils.

• Provide support to facilitate and track lifecycle of procurements and renewals from acquisition, receipt and use, physical inventory, and validation, to its disposition by transfer or other means or accounting for it as lost, damaged, or destroyed.

• Provide support and assist with developing, designing, and implementing a master property and license renewal tracker for all property and licenses procured within the organization.

• Provide support with the technical evaluation team reviews of vendor submissions of products for inclusion in the master tracking list. This support shall include but are not limited to the following: :

o Compliance reviews

PROCUREMENT SENSITIVE

UNCLASSIFIED//FOR OFFICIAL USE ONLY

o Data integrity o Communication of product acceptance, modification, or removal from the tracker o Query metrics

• Assist with preparing and updating forecast reports on organization product spend on a monthly, quarterly, or annual basis.

• Prepare and update forecast reports that pertain to license procurements and cost savings.

• Assist with developing SOPs and process improvement documentation.

• Assist with the development and provide recommendations for processes and database improvements for data management and for automated solutions.

• Assist in developing, drafting, and responding to data calls.

• Assist with the procurement and tracking of various Other Direct Cost contract elements.

3.9. Task 9: Property Management, Lifecycle Management and Sustainability Planning Support

The Contractor shall track all accountable property issued to the organization and supported entities (e.g., Integration Contractors, other Government entities.). The support shall include but are not limited to the following:

• Provide support for accountable property lifecycle from property acquisition, receipt and use, physical inventory, and validation, to its disposition by transfer or other means or accounting for it as lost, damaged, or destroyed.

• Provide reviews to ensure entities have implemented appropriate inventory management and accountability mechanisms, are providing accurate property reports, and comply with internal local policies as well as higher level Government property management guidance.

• Provide support with the tracking and review of data and accountable property inventory in the asset management software system of record in the Sunflower Asset Management System (SAMS). The contractor shall perform assessments, analyses, project reviews, inventory checks and related activities required to support this activity.

• Maintain documentation on all property management transactions, including receipts, transfers, lifecycle events, and terminations per document retention requirements.

• Assist with developing and maintaining the annual property plan.

• Provide regular training, information papers, SOP updates, and similar products on evolving or new property management requirements. Assist with developing and recommending process and database improvements for data management and automated solutions.

PROCUREMENT SENSITIVE

UNCLASSIFIED//FOR OFFICIAL USE ONLY

• Assist with developing, drafting, and responding to data calls.

3.10. Task 10: Data Integration and Administration Support

The Contractor shall provide data integration and administration support.

3.10.1. Business Process Development and Data Analysis

The Contractor shall provide Business Process Development and Data Analysis support that include but are not limited to the following:

• Assist in identifying, documenting, and analyzing current business objectives, operational requirements, and technical business processes for the following:

o recommended areas for improvement or efficiencies.

o translate business processes into proposed solutions.

o evaluate effectiveness of active process improvement initiatives and make recommendations.

• Conduct “As-Is” analyses to document process pain points and identify root cause of data inefficiencies or delays.

• Propose future process solutions to integrate data points and strategically align workflows to mission priorities.

• Support business modeling, business process design and facilitation, analysis, and evaluation techniques for implementing organizational processes for a highly technical organization and program.

• Collaborate with administrators and clients to provide technical support and identify new requirements.

• Provide recommendations on proposals on how to implement and review current and new business processes in order to help optimize the data repository and work with the SMEs, and the development and implementation team.

• Support the prioritization of initiatives based on business needs and requirements and provide recommendations on way forward based on cost benefit analysis and return on investment.

• Draft and recommend a communication strategy to communicate with cross-functional team members and management. The Contractor may also be required to attend IPT meetings when necessary.

• Identify and recommend efficiencies in tracking and consolidating data. Recommend areas that can assist with consolidating data and improve data collection methods. Assist with reviewing data sets and dashboards for consistency with other processes.

PROCUREMENT SENSITIVE

UNCLASSIFIED//FOR OFFICIAL USE ONLY

• Assist with developing data mapping strategies to identify and correlate existing data fields and translate data requirements to developer and administrator. Coordinate with Business Process and Developers to provide a comprehensive solution and recommend ways forward.

• Provide support with visualizing data through the graphical representation of information and data. Recommend tools, such as Microsoft Power BI and Tableau for translating data into visual elements like charts, graphs, and maps. These data visualization tools will provide an accessible way to see and understand trends, outliers, and patterns in data.

• Provide support with using data analyses systematic methods to look for trends, groupings, or other relationships between different types of data.

3.10.2. Database Development and Data Implementation

The Contractor shall provide Database Development and Data Implementation support that includes, but are not limited to the following:

• Assist with developing and implementing initiatives for the purpose of streamlining internal organization and program processes and implement initiatives after approval from the Government. This includes business process reengineering and/or applying lessons learned by previous reports/studies. Tasks also include, but are not limited to:

o Reducing multiple redundant/inefficient entries and internal processes o Eliminating processes that reduce cross-functional awareness o Developing and maintaining budget crosswalks o Centralizing data sources o Increasing automation o Reducing inefficiencies in existing technologies o Improving document metadata o Instituting a governance process

• Provide support with efforts in developing, testing, improving and maintaining new and existing databases to help users retrieve data effectively and retrieve consistent and high-fidelity data.

• Provide support with integrating budget,…