Draft PWS - DCFM Financial and Program Management Support.pdf

DHA PWS Template V1 November 16, 2021

Department of Defense Defense Health Agency

Performance Work Statement

Direct Care Financial Management Division (DCFM) Programming, Budget Development/Execution, Accounting, Audit Readiness, Reporting, and Training Support

DHA DAD FO (J8)

Direct Care Financial Management Division (DCFM)

Solicitation Number:

Version:

Date:

November 16, 2021

Summary of Changes Change Date

November 16, 2021

PART 1

1.0 GENERAL INFORMATION

1.1 This is a non-personal services contract to provide financial and program management support to the J8 DHA Direct Care Financial Management (J8/DCFM) Division in areas of Programming, Budget Development/Execution, Accounting, Audit Readiness, Reporting, and Training Support.

1.2 Description of services/introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform J8 Direct Care Financial Management Division (DCFM) Financial and Program Management Support as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this PWS.

1.3 Background:

The Defense Health Agency (DHA) Direct Care Financial Management Division (DCFM) plays a critical role in managing the financial operations that underpin the delivery of high-quality healthcare across the Department of Defense’s (DoD) global network of Military Treatment Facilities (MTFs) and Defense Health Networks (DHNs). With direct oversight of an annual budget exceeding $12 billion, DCFM is responsible for ensuring fiscal discipline, compliance, and the strategic allocation of healthcare resources to support the readiness and well-being of service members, their families, and other beneficiaries.

As part of the ongoing enterprise transformation, DHA has assumed full financial responsibility for MTFs previously managed by the Military Departments. This transition marks a significant milestone in the consolidation of healthcare operations under DHA, requiring the standardization of financial processes, systems, and policies across the Military Health System (MHS). Effective FY24, DCFM expanded its mission to include direct financial support for 72 additional Air Force MTFs, doubling the number of facilities under its purview. This expansion coincided with the deployment of the General Fund Enterprise Business System (GFEBS) to Air Force MTFs, further increasing the complexity of financial operations.

In addition to managing this expanded scope, DCFM is tasked with ensuring audit readiness and compliance with federal financial management standards, including OMB Circular A-123 and the GAO Green Book. The division must address Notices of Findings and Recommendations (NFRs) from external audits, implement corrective action plans (CAPs), and maintain robust internal controls to sustain a clean audit opinion. These efforts are essential to demonstrating fiscal accountability and supporting the DoD’s broader financial improvement and audit readiness (FIAR) goals.

DCFM also serves as the nexus between financial and procurement entities, facilitating contract management and reconciliation to ensure accurate alignment between procurement systems and financial records. This includes identifying and recapturing unused funds through de-obligation actions, which are critical to optimizing resource utilization and supporting mission priorities.

The operational environment within DCFM is dynamic and fast-paced, characterized by frequent changes in funding requirements, evolving policies, and the need for real-time decision-making. To address these challenges, DCFM relies on advanced data analytics, reporting tools, and dashboards to provide actionable insights into financial performance and compliance metrics. These tools enable leadership to make informed decisions and maintain enterprise-wide

November 16, 2021 visibility into fiscal health.

To further enhance its capabilities, DCFM requires the development and implementation of , data visualization platforms, custom applications, and robotic process automation (RPA) solutions to streamline financial data analysis and simplify complex workflows. These technologies will enable DCFM to automate repetitive tasks, improve data accuracy, and reduce processing times, thereby increasing operational efficiency. Additionally, the contractor will be responsible for creating and maintaining databases and analytical tools that facilitate the extraction, transformation, and analysis of financial data. These tools will also support audit readiness by enabling the efficient pulling of audit samples and ensuring compliance with federal standards.

Given the complexity and scale of its mission, DCFM requires specialized contractor support to perform non-government inherent functions, primarily obligation monitoring, contract management, audit readiness, reporting, training, and technology development. This support is essential to ensuring the division’s ability to meet its operational objectives, sustain financial accountability, and deliver transparent, mission-aligned financial management across the MHS.

1.4 Objectives: To provide support across two Divisions within J8. Focused on core mission areas:

• Financial Improvement and Audit Readiness (FIAR) Program Support

• Contract Management Cell (CMC) Operations

• Reporting and Data Visualization

• Programming and Year-End Reporting

• Accounts Payable and Accounts Receivable Support

• Governance, Risk, and Compliance (GRC) Support

• Travel Support

• Civilian Payroll Assistance

• Budget Development and Execution

• Financial Management Education and Training

1.5 Scope: The scope of work will be organized across the following mission areas:

• FIAR Program Support – Ensure audit readiness and sustained compliance with OMB Circular A- 123 and GAO Green Book (GAO-14-704G) requirements through proactive audit engagement, remediation, and internal control implementation.

• Contract Management Cell (CMC) Operations – Perform full-spectrum contract reconciliation, coordinate de-obligation actions, and facilitate communication between financial and procurement entities across the enterprise.

• Reporting and Data Visualization – Build and maintain financial dashboards, integrate data platforms, and provide analytical tools that support leadership decision-making, compliance monitoring, and enterprise visibility.

• Programming and Year-End Reporting – Support budget exhibits, year-end reporting, and civilian pay execution.

• Accounts Payable and Accounts Receivable Support – Monitor and resolve open deposits, corrections, and receivables; process invoices and purchase requisitions in accordance with

November 16, 2021 applicable DoD policies.

• Governance, Risk, and Compliance (GRC) Support – Assist with GRC requests, clean-up projects, and annual revalidation activities.

• Travel Support – Provide customer support for standard and patient travel, monitor travel reports, and assist with policy compliance.

• Civilian Payroll Assistance – Support civilian payroll operations, error resolution, and reporting.

• Financial Management Education and Training – Develop training materials and conduct training sessions for MTF and Market resource managers.

This support shall be implemented in a consistent and coordinated manner, leveraging both Government and contractor capabilities to deliver consistent execution, maintain audit standards, and sustain financial accountability across the Military Health System.

1.6 Period of Performance (PoP): The period of performance shall be for one (1) 12-month base period and four (4) 12-month option periods with the potential to extend the contract by an additional six (6) months under FAR 52.217-8 Option to Extend Services of Contract.

1.6.1 Transition: Transition-in/transition-out period.

1.6.1.1 Transition-in period: Full performance start date is, [Insert date]. Transition-in performance shall be accomplished through the contractor’s submission of a transition-in plan (CDRL A000X). This transition plan shall include, but is not limited to:

• Review, evaluation, and transition of current support services.

• Transition of historical data to the new Contractor's systems.

• Government-approved training and certification processes.

• Transfer of all necessary business and/or technical documentation.

• An orientation phase and program to introduce Government personnel, programs, and users to the

Contractor's team, tools, methodologies, and business processes.

• Distribution of Contractor-purchased, Government-owned assets, including facilities, equipment, furniture, phone lines, and computer equipment.

• Applicable DHA briefing and personnel in-processing procedures.

• Coordination with the Government to account for Government keys, ID/access cards, and security codes.

During the transition-in period, the contractor shall prepare to meet all contract requirements and ensure incoming personnel are functionally trained and qualified on the full performance start date except cybersecurity requirements, which must be fully adhered during transition and full performance periods.

The remaining incoming personnel shall be trained and qualified within 30 days after contract award.

1.6.1.1.1 The contractor shall comply with transition-in requirements of the DHA, as listed in paragraph 1.11.1, for contractors needing to be issued Common Access Card (CAC) identification, including Department of Defense (DoD) and DHA-directed training and forms submission, prior to network access.

1.6.1.2 Transition-out period: The contractor shall submit a transition-out plan (CDRL A0002) no later than 60 days prior to the end of the contract or unexercised option period to facilitate the accomplishment of a seamless transition from the incumbent to an incoming contractor/Government personnel at the expiration of the contract. The transition out plan shall include:

November 16, 2021

• Coordination with Government representatives.

• Review, evaluation, and transition of current support services.

• Transition of historical data to the new Contractor's systems.

• Government-approved training and certification processes.

• Transfer of all necessary business and/or technical documentation.

• An orientation phase and program to introduce Government personnel, programs, and users to the Contractor's team, tools, methodologies, and business processes.

• Applicable DHA debriefing and personnel out-processing procedures.

• Turn-in of all Government keys, ID/access cards, and security codes.

1.6.1.2.1 The contractor shall comply with transition-out requirements of the DHA for contractors who have been issued a CAC or who generate “records”, as defined by DoD (records manual), including DoD-directed disposition of records, and others displayed on the In/Out (I/O) Processing Portal.

1.7 Administrative specifications

1.7.1 Place of performance: The work shall be performed at locations in Joint Base San Antonio, TX and the Defense Health Agency Headquarters (DHHQ), Falls Church, VA.

Scheduled remote / offsite telework may be authorized on a situational basis. Additionally, remote / offsite telework may be directed when government facilities are not available due to temporary construction and/or repairs.

1.7.2 Recognized Federal holidays: Contractor is not required to perform services on holidays and will not be paid for these agency closings.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth National Independence Day Christmas Day Independence Day

1.7.3 Hours of operation: The contractor is responsible for conducting business Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.7.4 Emergency Services: Not Applicable

1.8 Contractor Travel: (See CDRL A005). The Contractor shall be required to travel both within the Continental United States (CONUS) and Outside of CONUS (OCONUS) to perform services in their accomplishment of the tasks.

Contractor shall be authorized travel expenses consistent with the cost principles and procedures in Federal Acquisition Regulation (FAR) Part 31.2, Travel Costs and the limitations of funds specified in this contract. All travel requires Government approval/authorization and notification

November 16, 2021 to the Contracting Officer Representative (COR). Travel within 50 miles, one-way, of the employee’s daily work location shall not be authorized reimbursement for any travel expenses.

Arrangements for and costs of all travel, transportation, meals, lodging, and incidentals are the responsibility of the Contractor. Travel costs shall be incurred and billed in accordance with FAR Part 31 and Department of Defense Instruction (DoDI) 5154.31, Commercial Travel Management. Costs for these expenses will be reviewed, certified, and approved by the COR.

All travel and transportation shall utilize commercial sources and carriers. The Government will not pay for business class or first-class travel. Lodging and meals shall be reimbursed in accordance with regulations defined in FAR PART 31 and DoDI 5154.31, Commercial Travel Management.

The Government is providing a fixed price not to exceed travel line item in the amount of $250,000.00 for each period of performance. However, actual travel must have been preapproved by the COR and contractor travel must have occurred in order to be billed. All travel will be billed in increments set forth by the quantities outlined in the award. All excess funding not used will be de- obligated from the travel line item.

In accordance with Task(s) 5.X, the contractor estimated travel is provided in the table below:

DCFM Quarterly Contract Sync: San Antonio, TX Monthly DCFM Reporting / Data Visualization Sync: San Antonio, TX Monthly DCFM FIAR Synch DCFM Audit Site Visits – locations vary Training Support – Locations to be identified/approved annually

1.9 Other Direct Costs (ODC): Not Applicable

1.10 Quality

1.10.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The contractor’s QC program is how the work complies with stated requirements. The Quality Control Program is to be submitted to the CO and COR within 30 days after contract award. Any revisions to the QCP shall be submitted to the CO and COR with 5 working days when changes are made thereafter. After acceptance of the Quality Control Plan (QCP) the contractor shall receive the CO’s acceptance in writing of any proposed change to his QC system. See Part 7, Technical Exhibit 1 - CDRL A001.

1.10.2 Quality assurance (QA): The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This

Trip Purpose Destination # of Trips # of People Estimated Cost DCFM Contract Sync San Antionio, TX 4 DCFM Reporting/Data Visualization Sync San Antionio, TX 12 DCFM FIAR Sync DCFM Audit Site Visits Training Support Visits

November 16, 2021 plan provides a systematic method for the Government to evaluate performance and to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.11 Contractor personnel

1.11.1 CAC requirements: For all contractors who will work in Government facilities, the Facilities Security Officer (FSO)/Company's Security point of contact (POC) will provide the Government all the required information per the DHA CAC request process current version 2.1, January 2018, or more recent when updated. See process attached at Part 7 Section 7.1.1 of the PWS. A CAC is the standard identification for eligible DoD contractor personnel.

1.11.1.1 The contractor shall return all CACs to the COR upon the departure of the contractor(s).

1.11.2 Contractor onboarding and training. The contractor shall complete all requirements, training, and forms as prescribed in the following requirements:

1.11.2.1 The DHA’s “Onboarding Checklist for Contractor Employees” is located at the DHA Onboarding and Offboarding Portal at https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx

1.11.2.2 The DHA’s contractor training instructions embedded at Part 7 Section 7.1.2.

(Government (DHA) requirements development staff must cut/paste onboarding checklist at ed most up-to-date form in Part 7, Section 7.1.2.) The contractor shall comply with onboarding requirements of the DHA for contractors needing to be issued CAC identification, including DoD- and DHA-directed training and forms submission, prior to network access, as displayed in the In/Out-Processing Portal at:

https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx (note: Public Key Infrastructure (PKI)-restricted, printed versions available).

1.11.2.3 The DHA’s new employee handbook at Part 7 Section 7.1.4.

1.11.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.11.4 Key control: The contractor shall establish and implement methods of making sure all keys/key cards issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the CO.

1.11.4.1 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the CO, re-key or replace the affected lock or locks; however, the https://info.health.mil/cos/admin/hr/IO/SitePages/Home.aspx https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx https://info.health.mil/cos/admin/hr/IO/SitePages/home.aspx

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Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.11.4.2 The contractor shall prohibit the use of Government issued keys/key cards by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the CO.

1.11.5 Lock combinations: Reserved

1.12 Key personnel (Contractor): The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between [Insert the hours, i.e., 8:00 a.m. to 4:30 p.m.], Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

[Insert the qualifications for all key personnel, i.e., 1.12.1 Contract Manager and Alternate.

1.13 Data rights: Reserved

1.14 Reporting

1.14.1 Contractor Manpower Reporting (CMR): Reserved

1.14.2 Non-Disclosure Agreement (NDA): All contractor personnel who will obtain access to proprietary, classified, or confidential information or any information release of which is protected or governed by law or regulation associated with DHA acquisitions shall be required to complete and sign a DHA contractor NDA (DHA Form 49) prior to beginning work on the subject contract. The contractor shall execute an NDA on behalf of the company and shall ensure that all staff assigned to, including all subcontractors and consultants, or other personnel performing on contract/Task order execute an NDA protecting the procurement sensitive information of the Government and the proprietary information of other contractors. The NDA shall be executed not later than first day of employment and to be renewed upon exercising a contract option period. Assignment of staff who has not executed this statement or failure to adhere to this statement shall constitute default on the part of the contractor. The contractor shall maintain originally signed NDAs of individual employees and provide copy to the COR. (See CDRL A003)

1.14.3 Government’s COR: The COR monitors all technical aspects of the contract and assists in contract administration. 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

November 16, 2021 communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the CO and contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of contractor personnel. 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 about changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.14.4 Post award conference/periodic progress meetings : The contractor agrees to attend any virtual post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. Transition-out conference meeting will be held 60 days prior to the end of the contract or unexercised option period.

The CO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. Contractor will submit a Monthly Status Report describing completed deliverables (CDRL A004).

1.15 Contractor Identification

1.15.1 Contractor personnel performing services in a contractor capacity in a government facility are required to possess and wear an identification badge that displays his or her name and the name of their company. All contractor personnel shall identify themselves as contractor support personnel in all forms of communication with all entities with whom DHA/Deputy

Assistant Director for Acquisition (DAD-A)/Head of the Contracting Activity (HCA) has business dealings. The contractor shall: Answer all telephone calls and have a personalized voice message with an introductory statement that includes the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting the DAD-A understands that the person is contractor support personnel. Include a title block in all emails that states the fact that the person is contractor support personnel. Ensure all those with whom the person interacts in any face-to-face dealings while supporting DHA/DAD-A/HCA understands that the person is contractor support personnel.

1.15.2 Contractor personnel will be required to attend meetings or otherwise communicate with Government and/or other contract representatives to meet the requirements of this order.

Contractor personnel shall make their contractor status known during introductions.

1.15.3 Contractor personnel, while performing in a contractor capacity, are prohibited from using their retired or reserve component military rank or title in any written or verbal communications associated with the contracts in which they provide services.

1.16 Contractor Access to Health Affairs (HA)/DHA Network(s)

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1.16.1 FSO/Company's Security POC shall notify the DHA Personnel Security Office after being awarded a contract that requires access to a DoD system (If applicable, if not delete

1.16.1 and 1.16.2 and replace to 1.16 Reserved). Contractor personnel requiring access to the HA/DHA networks for performance of their tasks require a background investigation and the security awareness training. The contractor shall be prepared for this process as it could take two (2) or more weeks. The FSO/Security POC shall submit a Standard Form (SF) 85/86 to DHA's Personnel Security Office for a background investigation.

1.16.2 Company's FSO/Security POC must notify the Personnel Security Office when the contractor has submitted the SF-85/86. The FSO/Security POC, or the COR must notify the DHA Personnel Security Office in writing of a contractor's termination from the contract, including the termination date.

1.17 Personnel Security

1.17.1 The contractor shall comply with DoD 8570.01-M, “Information Assurance Workforce Improvement Program, CH4” November 10, 2015 as amended; 8500.01, “Cybersecurity”, dated March 14, 2014; DoD Manual (DoDM) 6025.18, “Implementation of the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule Compliance in DoD Health Care Programs” dated March 3, 2019, Department of Defense Instruction (DoDI) 6025.18 “HIPAA Privacy Rule Compliance in DoD Health Care Programs”, dated March 13, 2019; and DoDM 5200.02 “Procedures for the DoD Personnel Security Program (PSP),” incorporation change 3, effective September 24, 2020. Contractor responsibilities for ensuring personnel security include, but are not limited to, meeting the following requirements:

1.17.1.1 Follow the DHA Personnel Security Office guidelines for submittal of security clearances. Contact the DHA Personnel Security Office for guidance on the appropriate background investigation required for personnel on the contract. The DHA Personnel Security Office can be reached at (703) 275-6038.

1.17.1.2 Initiate, maintain, and document personnel security investigations appropriate to the individual’s responsibilities and required access to Controlled Unclassified Information

(CUI).

1.17.1.3 DHA Personnel Security Office does not deny any access to any automated information system (AIS), network, or Controlled Unclassified Information (CUI). If a contractor receives an unfavorable background investigation, the request for access will be sent back to the FSO for further action. Any unfavorable adjudication will result in DHA Personnel Security Office not signing off on any access request.

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PART 2

2.0 DEFINITIONS, ACRONYMS, AND APPLICABLE PUBLICATIONS/INSTRUCTIONS

2.1 Definitions:

2.0.1 Category D: Information Technology (IT) and Telecommunications Services (called D- Services)

2.0.2 Category R: Support (Professional/Administrative/Management) Services (called R- Services)

2.0.3 Contracting Officer (CO): A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.0.4 Contracting Officer’s Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated, and authorized in writing by the CO to perform specific technical or administrative functions. This individual does NOT have authority to change the terms and conditions of the contract.

2.0.5 Nonpersonal services contract: a contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

2.0.6 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. The Government may either prepare the QASP or require the offerors to submit a proposed quality assurance surveillance plan for the Government’s consideration in development of the Government’s plan.

2.1 Acronyms:

ABACUS Armed Forces Billing and Collections Utilization Solution ADP/IT Automated Data Processing/Information Technology ADS Automated Disbursing System ADVANA Derived term: “Advancing Analytics” is a DoD enterprise AIS Automated Information System AQL Acceptable Quality Level ARRT Acquisition Requirements Roadmap Tool AO Authorizing Official ATO Authority to Operate AXOL Access On-Line BI Business Integration BUMED Bureau of Medicine and Surgery CAC Common Access Card CAP Cloud Access Point

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CDI Covered Defense Information CDRL Contract Data Requirement List CE Computing Environment CIO Chief Information Officer CJCSM Chairman of the Joint Chiefs of Staff Manual CMR Contractor Manpower Reporting CND SP Computer Network Defense Service Provider CNSS Committee on National Security Systems CNSSI Committee on National Security Systems Instruction CO Contracting Officer(s) CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative CS Contract Specialist CSP Cloud Service Provider CSSP Cyber Security Service Provider CUI Controlled Unclassified Information DAD-A Deputy Assistant Director for Acquisition DAR-Q Dormant Accounts Review - Quarterly DC3 DoD Cyber Crime Center dCAS Defense Cash Accountability System DD 254 Department of Defense Contract Security Requirement List (if applicable) DEAMS Defense Enterprise Accounting and Management System DFARS Defense Federal Acquisition Regulation Supplement DHA Defense Health Agency DISA Defense Information System Agency DoD Department of Defense DoDFMR Department of Defense Financial Management Regulation DoDI Department of Defense Instruction DoDM Department of Defense Manual DPAS Defense Priorities and Allocations System DTS Defense Travel System EDA Electronic Document Access EULA End User License Agreement EVM Earned Value Management FAR Federal Acquisition Regulation FedRAMP Federal Risk Authorization and Management Program FISMA Federal Information Security Management Act FMIS Financial Management Information System DCFM Direct Care Financial Management FSO Facilities Security Officer GFEBS General Fund Enterprise Business System HA Health Affairs HIPAA Health Insurance Portability and Accountability Act HCA Head of the Contracting Activity HIT Health Information Technology

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IGCE Independent Government Cost Estimate IA Information Assurance IAVM Information Assurance Vulnerability Management I/O In/Out Processing Portal IPAC Intra-Governmental Payment and Collection IRIS Integrated Resources & Incentive System IS Information System IT Information Technology ISCM Information Security Continuous Monitoring JTR Joint Travel Regulations KSD Key Supporting Documents MHS Military Health System MIPR Military Interdepartmental Purchase Request NCR National Capitol Region NDA Non-Disclosure Agreement NFR Notifications of Findings and Recommendations NIST National Institute of Standards and Technology NULO Negative Unliquidated Obligations OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OUD Official Undistributed OSD Office of the Secretary of Defense P-ATO Personal Authorization to Operate P&R Personnel and Readiness PBAS Program Budget Accounting System PGI Procedures, Guidance, and Information PHI Protected Health Information PII Personally Identifiable Information PIEE Procurement Integrated Enterprise Environment PIT Platform Information Technology PK Public Key PKI Public Key Infrastructure PMO Program Management Office POC Point of Contact PoP Period of Performance PP&E Property, Plant & Equipment PPSM Ports, Protocols, and Services Management PR Purchase Request PRS Performance Requirements Summary PSP Personnel Security Program PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control

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QCP Quality Control Plan RFP Request for Proposal RMIC Risk Management Internal Control Program RFQ Request for Quotation RMF Risk Management Framework SAP System Applications and Products SAR Security Assessment Report SOO Statement of Operation SP Special Publication SRG Security Requirements Guides STIG Security Technical Implementation Guides TAC Transportation Accounting Codes TE Technical Exhibit TOS Terms of Service ULO Unliquidated Obligations UMD Unmatched Disbursements US United States USUHS Uniformed Services University of the Health Sciences WAWF Wide Area Workflow XML Extensible Markup Language

2.2 Applicable Publications, DHA Administrative Instructions (AI), etc. Reserved

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PART 3

3.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

The Requiring Activity Authority has assessed the need for Government Furnished Property, Equipment, and Services and determined:

3.1 Services: The Government:

☒ Will NOT provide Government Furnished Services in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ WILL provide Government Furnished Services required in support of this contract/task orders. These Services are described below:

3.2 Facilities: The Government:

☐ Will NOT provide Facilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Facilities in support of this contract/task orders. The Government provided Facilities are described below:

The necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment will be provided at government facilities at Joint Base San Antonio, TX, and the Defense Health Agency Headquarters (DHHQ), Falls Church, VA. These itemsare authorized for transaction of official Government business only and shall not be used for personal business.

Personal long-distance calls are not authorized, and the cost of all personal long-distance calls made by contractor or subcontractor employees may be deducted from the contractor/s invoice payments. Telephones, facsimile machines, and computer equipment to include laptops are always subject to communications security monitoring. Contractor and subcontract employees may be issued keys signed for at scheduled and unscheduled key control inspections. The contractor shall be required to reimburse the Government for lost keys, or lockset (if lockset is required to be replaced) because of lost keys. The cost of replacement of keys/locksets may be deducted from payments to the contractor., They are to be used, turned in and/or disposed of as directed by the COR or CO.

3.3 Utilities: The Government:

☐ Will NOT provide Utilities in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Utilities in support of this contract/task orders. The Government provided Utilities are described below: all utilities in the facility will be available for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices The Contractor shall instruct employees in utilities conservation practices.

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3.4 Equipment: The Government:

☐ Will NOT provide Equipment in support of this contract/task order. As a result, this paragraph is Not Applicable.

☒ WILL provide Equipment in support of this contract/task orders. The Government provided Equipment is described below:

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3.4.1 Procurement Integrated Enterprise (PIEE), GFP Module Application The contractor shall be responsible for obtaining and maintaining access, training, and successful operation of the PIEE/GFP Module application for the entirety of the contract/task order PoP. The PIEE GFP Module application is located at the following website:

https://wawf.eb.mil/piee- landing/. Access to PIEE/GFP Module application training materials and in-depth information applicable to the contractor’s responsibilities regarding GFP can be found at the following website: https://dodprocurementtoolbox.com/.

Contracting Office Responsibilities:

The Contracting Office shall ensure close coordination and validation of the GFP items with the COR and DHA Accountable Property Officer prior to uploading the GFP Attachment into the PIEE/GFP Module. At the time GFP is anticipated and identified, the Government will upload the GFP Attachment into the PIEE/GFP Module. It is the Contracting Office’s responsibility to prepare, upload and maintain the GFP Attachment in the PIEE/GFP Module in accordance with the GFP Attachment instructions provided at the DoD Procurement Toolbox. The CO and COR shall manage and keep an inventory of any GFP associated with contract/task orders awarded through DHA, in accordance with applicable FAR Part 45, DoD FAR Supplement (DFARS) 245 with respective clauses, DHA AI 095 and PD 45-01 following the change in disposition of items listed on that PIEE/GFP Module Attachment.

The contracting office will also review, acknowledge, reject and/or approve shipment orders provided by the contractor as appropriate. Functional roles can be determined within the Contracting Office and requested within the PIEE/GFP Module system.

Contractor Responsibilities:

A key contractor responsibility is to work with the CO and COR to ensure the PIEE/GFP Module data, to include the PIEE/GFP Attachment, provides a timely, complete, and accurate accounting of the GFP applicable to the contract/task order. Contractors are required to report the receipt of any GFP shipped to them, regardless of whether it is listed on the GFP Attachment for their contract. Similarly, contractors are required to utilize the GFP Module application in conjunction with the shipment of GFP to the Government, or in reporting Property Loss of GFP https://wawf.eb.mil/piee-landing/ https://wawf.eb.mil/piee-landing/ https://dodprocurementtoolbox.com/

November 16, 2021 issued (such as destruction or loss). Discrepancies or disputes regarding property shipped to or shipped from the contractor must be reported via the GFP Module application, with the CO having authority over final designation of status.

3.5 Materials: The Government:

☒ Will NOT provide Materials in support of this contract/task order. As a result, this paragraph is Not Applicable.

☐ IS providing Materials in support of this contract/task orders. The Government-provided Materials are described below:

November 16, 2021

PART 4

4.0 CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Reserved

4.2 Secret Facility Clearance: Reserved

4.3 Materials: Reserved

4.4 Equipment: Reserved

4.5 Facilities: Reserved

November 16, 2021

PART 5

5.0 SPECIFIC TASKS

5.1 Financial Support Desk (FSD)

5.1.1 Financial Analysis

5.1.2.1 The Contractor shall process and reconcile funding documents within Service-specific and internal financial systems to support the delivery of healthcare in MTFs in accordance with (IAW) fiscal law and DHA policies and business rules, to support future programming and audit.

5.1.2.2 The Contractor shall provide administrative support in the development of fiscal guidance and policy for financial management at the MTF level.

5.1.2.3 The Contractor shall perform budget execution review work during the execution phase, involving the monitoring of incurred and actual expenditures of a budget with different sources of funding, such as direct annual, multi-year, and no-year appropriations, apportionments, allotments, and transfers of funds from other DoD organizations.

5.1.2.4 The Contractor shall monitor spend plans and the use and rate of expenditures of budgeted funds through continuing dialogue with program officials and their staff, review of written documents, and examination of accounting records.

5.1.2.5 The Contractor shall prepare and analyze a variety of reports covering the status of funds, expenses, and obligations as required by higher headquarters.

5.1.2.6 The Contractor shall compare obligations and expenditures and identify conditions of over- or under-obligation of funds; analyze unfunded requirements to ensure accurate projections of financial posture; and develop recommendations for budgetary adjustments to support unanticipated changes in program operations and/or funding.

5.1.2.7 The Contractor shall maintain and review a comprehensive funds control system for appropriated funds to assure the accurate accounting and reporting of commitments and obligations, availability of funds, validity of documents within the official accounting system, and determination of the appropriateness of funds utilization for requested materials and services.

5.1.2.8 The Contractor shall participate in formulating budget estimates and program justifications to include all funding requirements, and shall evaluate spend plans and unfunded requirements to ensure accurate projections of financial posture.

5.1.2.9 The Contractor shall monitor year-end closing to ensure proper and full use of funds.

5.1.2.10 The Contractor shall make sound recommendations for adjustments in program spending.

5.1.2.11 The Contractor shall identify and research anomalies in financial data.

5.1.2.12 The Contractor shall generate reports to enable data-driven decisions by leaders at all levels within the Military Health System.

5.1.2.13 The Contractor shall be proficient in Microsoft Office applications and shall be skilled in oral and written communications.

5.1.3 Programming and Budget Execution Reporting Support

5.1.3.1 The Contractor shall support DCFM Government employees in the compilation of various programming cycle documents, primarily concerning Direct Care.

5.1.3.2 The Contractor shall assist Government employees in activities and processes required for programmatic actions, including development and staffing of issue papers, Budget Change Proposals, Programming Change Proposals, Memoranda of Agreement (MOAs), various DoD budget exhibits (e.g., PB-15, PB-18, OP-26, PB-28, OP-53), and other agency-level coordination; analysis of programming actions or legislative decisions; and reconciliation of actual execution and programmed controls.

5.1.3.3 The Contractor shall maintain historical records to document programmatic decisions and shall prepare routine and ad hoc reports.

5.1.3.4 The Contractor shall provide support for monthly, quarterly, year-end, and ad hoc execution reporting to other DHA J8 Divisions, to include compilation of year-end actuals at the Budget Activity Group (BAG), Program Element

November 16, 2021

(PE), and OP-32-line levels from data extracted from GFEBS and DEAMS.

5.1.3.5 The Contractor shall provide support for the compilation of quarterly, year-end, and ad hoc civilian pay execution data, to include Full-Time Equivalent (FTE) execution computation at BAG and PE levels from data extracted from GFEBS and DEAMS.

5.1.3.6 The Contractor shall be proficient in Microsoft Office applications and the preparation of executive-level presentations, and shall be skilled in oral and written communications.

5.1.3.7 The Contractor shall provide Key Personnel IAW Section 1.13 of this PWS.

5.2 Accounting Support

5.2.1 Program Management

5.2.1.1 The Contractor shall provide senior-level analysis, reports, and recommendations on MTF and Market resource allocation and utilization.

5.2.1.2 The Contractor shall complete special projects, including business case analysis and research, to address anomalies in financial data and performance.

5.2.1.3 The Contractor shall demonstrate competencies consistent with a Senior Financial Analyst role and shall facilitate training for resource management staff and leadership at the Market and MTF level.

5.2.1.4 The Contractor shall synchronize reporting and training efforts between DCFM and the Business Integration Division related to web-based tools, reports, and data management.

5.2.2 Financial Application Reporting, Database Development and Maintenance, and Data Visualization

5.2.2.1 The Contractor shall operate in a support capacity with DHA DCFM Accounting personnel to assist in the compilation of various reports from data extracted from DoD financial systems, to include PIEE, GFEBS, and DEAMS.

The Contractor shall create work products that support the visualization of data (e.g., graphs, bar charts, pie charts) as directed by the DCFM Accounting Branch Chief.

5.2.2.2 The Contractor shall develop and maintain various databases based on requirements established by DCFM POCs.

5.2.2.3 The Contractor shall prepare GFEBS Financial and Accounting System Reports for managerial decision-making.

5.2.3 Contract Management Support

5.2.3.1 The Contractor shall identify and prioritize de-obligations.

5.2.3.2 The Contractor shall have access to GFEBS, DEAMS, Wide Area Workflow (WAWF), and ADVANA.

5.2.3.3 The Contractor shall analyze contract data, perform reconciliations, and provide feedback for requirements identified as priority reviews (e.g., JFARM, consolidation plans, requests from Networks and activities), Quarterly Contract Reviews, and RPT/SOO.

5.2.3.4 The Contractor shall work with the requiring activity to gain concurrence for de-obligations.

5.2.3.5 The Contractor shall monitor all contract-related reports and shall work with Accounts Payable (AP) and activities to correct data quality issues.

5.2.3.6 The Contractor shall assist with and document Quarterly Contract Reviews and Contract Execution Review Board (CERB) requirements.

5.2.3.7 The Contractor shall work with the DCFM Reporting Section to validate reports.

5.2.4 Audit Support

5.2.4.1 The Contractor shall operate in a support capacity with the DHA DCFM Accounting Branch to assist in tracking progress for audit responses.

5.2.4.2 The Contractor shall review submissions from the field to ensure all Key Supporting Documents (KSDs) are provided as required.

5.2.4.3 The Contractor shall validate that DCFM Central Repositories contain all required documents.

5.2.4.4 The Contractor shall spot-check assigned processes to validate that proper procedures are being followed and

November 16, 2021 that no Personally Identifiable Information (PII) spillage has occurred.

5.2.4.5 The Contractor shall research, coordinate, and submit responses to satisfy Provided by Customer (PBC) requests.

5.2.4.6 The Contractor shall identify trends and develop recommended resolutions to audit issues and training requirements.

5.2.4.7 The Contractor shall support the DCFM Risk Management and Internal Controls (RMIC) Program and Quarterly Dormant Accounts Review (DAR-Q) reconciliations.

5.2.4.8 The Contractor shall compile a draft Annual OMB Circular A-123, Appendix A Assessment Plan to summarize how testing activities outlined in the plan will meet the overall requirements of OMB Circular A-123, Appendix A.

5.2.4.9 The Contractor shall assist with compiling the DCFM Annual Statement of Assurance (SoA).

5.2.4.10 The Contractor shall conduct a quality review of each Notice of Finding and Recommendation (NFR) and, in coordination with DCFM Subject Matter Experts (SMEs), shall support the development and implementation of Corrective Action Plans (CAPs).

5.2.4.11 The Contractor shall support the identification, review, and revision of applicable Information Technology General Controls (ITGCs) and Application-Level Controls (ALCs) related to material financial systems, and shall assess, document, and test their compliance with the Federal Information System Controls Audit Manual (FISCAM).

5.2.4.12 The Contractor shall perform testing of general or application controls IAW FISCAM, where applicable.

5.2.4.13 The Contractor shall coordinate with external system owners and other external stakeholders to obtain documentation of the effectiveness of system controls and to assess deficiencies identified by system owners.

5.2.4.14 The Contractor shall monitor system changes for impact on controls.

5.2.4.15 The Contractor shall develop and implement corrective action plans, as necessary.

5.2.4.16 The Contractor may be directed by the COR to perform backup functions for other branches or sections within J8/DCFM, as workload permits and within the scope of this contract.

5.2.4.17 The Contractor shall be proficient in Microsoft Office applications and shall be skilled in oral and written communications.

5.2.4.18 The Contractor shall provide Key Personnel IAW Section 1.13 of this PWS.

5.2.5 Governance, Risk, and Compliance (GRC) Support

5.2.5.1 The Contractor shall operate in a support capacity with the DHA DCFM GRC staff.

5.2.5.2 The Contractor shall create GRC requests, provide reports, track progress on…