Draft PWS - FY26 USACIL Workflow data extraction.docx

PERFORMANCE WORK STATEMENT (PWS)

Workflow Data Extraction Service

1. GENERAL: This is a non-personal services contract to provide data extraction services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 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 data extraction services as defined in this Performance Work Statement (PWS), section 5 except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The United States Criminal Investigation Laboratory (USACIL) requires secure extraction of historical and active data, broken into its constituent parts, and exported into a standardized format compatible with a new QMS application.

1.3 Objectives:

· Analysis: Review of our existing workflow data structures and attachments to map out an extraction strategy.

· Tool Development: Creation of the script or tool designed specifically to break out and extract the workflow data.

· Data Formatting: Parsing and formatting the extracted data for direct ingestion into the new QMS.

· Testing & Support: Sample test runs for data validation, plus a designated number of support hours for the actual import process.

· Deliverables: The final extraction tool/scripts, technical documentation, and a comprehensive breakdown of estimated billable hours, rates, and total costs.

· Provide additional technical specifications you will need from our team regarding the target QMS (such as preferred target data formats like CSV, XML, JSON, or specific data volume estimates).

1.4 Scope: The contractor will provide service and support for a period of one (1) year (12 months) to ensure all data has successfully been removed from their database and ingested into the new database.

1.5 Period of Performance: The period of performance shall be for one (1) base year of 12 months and 2 (two) option years. The period of performance reads as follows:

Base Year 15AUG2026 – 14AUG2027

1.6 General Information

1.6.1 Federal Observed Holidays: The contractor is not required to work on the following days:

Juneteenth

1.6.2 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0800 – 1600 Monday through 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 at all times 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.

1.6.3 Place of Performance: The work to be performed under this contract will be performed at the location of the vendor.

1.6.4 Quality Assurance: The contractor shall comply with the government’s quality assurance program as defined in the Quality Assurance Surveillance Plan. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level(s) (AQL). Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

1.6.5 Type of Contract: The Government will award a Fixed-Price Service contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must have personal security clearance at time of the contract start date and must maintain the level of security required for the life of the contract.

1.6.7.1 Physical Security: The Contractor shall safeguard all government equipment, information and property provided for Contractor use. Contractor shall maintain a physical security checklist/log which will be forwarded to the COR on a monthly or quarterly basis.

1.6.7.2 Key Control: NA.

1.6.8 Special Qualifications: Qualifications should be consistent with the vendors’ requirement(s).

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO and Contracting Officer’s Representative (COR) shall meet periodically with the contractor to review the contractor's performance. At these meetings the KO 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.

1.6.10 Contracting Officer’s Representative (COR): The COR Management System Tool (Virtual Contracting Enterprise (VCE)-Acquisition Resource Center (ARC) https://arc.army.mil/COR) for nomination, tracking, documentation, and management of CORs will be used. The COR will be identified by separate letter. 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 communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notifies both the KO 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 with regard to 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 order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the Government: Systems Engineer. 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 contracting officer. 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 0800 – 1600, Monday through Friday except Federal holidays or when the Government facility is closed for administrative reasons.

1.6.12 Identification of Contractor Employees: NA

1.6.13 Contractor Travel: NA

1.6.14 Contractor Personnel Conduct: Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractor’s employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substance. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove from the job site any employee for reasons of misconduct or security. In accordance with DOD Directive 5500.7-R, “Joint Ethics Regulation”, Contractor employees must avoid improperly influenced in the execution of their duties under the contract. Attention should be paid to acceptance of gifts/gratuities, and on non-disclosure of sensitive or classified information. The Contractor shall ensure employee conduct complies with 41 U.S. C 423 relative to release of acquisition related information or actions or discussions which may prejudice future competitions. The Contractor shall ensure no contractor employees conduct political related activities or events on the USAR Facilities.

1.6.15 Other Direct Costs: NA

1.6.16 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer (KO). All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.17 Antiterrorism (AT) and Operations Security (OPSEC)

1.6.17.1 AT Level I Training: NA

1.6.17.2 Access and General Protection/Security Policy and Procedures: NA

1.6.17.3 AT Awareness Training for Contractor Personnel Traveling Overseas: NA

1.6.17.4 iWatch Training: NA

1.6.17.5 Contractor Employees Who Require Access to Government Information Systems (IS): NA

1.6.17.6 For Contracts that Require an OPSEC Standing Operating Procedure (SOP)/Plan: NA

1.6.17.7 For Contracts that Require OPSEC Training: NA

1.6.17.8 For Information Assurance (IA)/Information Technology (IT) Training: NA

1.6.17.9 For Information Assurance (IA)/Information Technology (IT) Certification: Per DoD 8570.01-M, DFARS 252.239.7001, and AR 25-2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

PART 2

DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2. DEFINITIONS AND ACRONYMS:

2.1 Definitions:

2.1.1 Cannibalize. Remove parts from Government property for use or for installation on other Government property.

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

2.1.3 Contractor Acquired Property. Property acquired, fabricated, or otherwise provided by the contractor for performing a contract and to which the Government has title.

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

2.1.5 Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.8 Equipment. A tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

2.1.9 Government Furnished Property. Property in the possession of, or directly acquired by, the Government and subsequently furnished to the contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is deliverable under a cost contract when accepted by the Government for continued use under the contract.

2.1.10 Government Property. All property owned or leased by the Government. Government property includes both Government-furnished property and contractor-acquired property. Government property includes material, equipment, special tooling, special test equipment, and real property. Government property does not include intellectual property and software.

2.1.11. Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The prime contractor is responsible for performance of all subcontractors.

2.1.12 Loss of Government Property. Unintended, unforeseen or accidental loss, damage, or destruction of Government property that reduces the Government’s expected economic benefits of the property. Loss of Government property does not include occurrences such as purposeful destructive testing, obsolescence, normal wear and tear, or manufacturing defects. Loss of Government property includes, but is not limited to:

(1) Items that cannot be found after a reasonable search;

(2) Theft:

(3) Damage resulting in unexpected harm to property requiring repair to restore the item to usable condition; or

(4) Destruction resulting from incidents that render the item useless for its intended purpose or beyond economical repair.

2.1.13 Material. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

2.1.14 Non-Personal Services. 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. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

2.1.15. Physical Security. Actions that prevent the loss or damage of Government property.

2.1.16 Property. All tangible property, both real and personal.

2.1.17 Property Administrator. An authorized representative of the KO appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to Government property in the possession of a contractor.

2.1.18 Property Records. Records created and maintained by the contractor in support of its stewardship responsibilities for the management of Government property.

2.1.19 Provide. To furnish, as in Government-furnished property, or to acquire, as in contractor-acquired property.

2.1.20 Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.21 Quality Assurance Surveillance Plan. An organized document written by the government specifying the surveillance methodology used for surveillance of contractor performance.

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

2.1.23 Real Property. See Federal Management Regulation 102-71.20 (41 CFR 102-71.20).

2.1.24 Sensitive Property means property potentially dangerous to the public safety or security if stolen, lost, or misplaced, or that shall be subject to exceptional physical security, protection, control, and accountability. Examples include weapons, ammunition, explosives, controlled substances, radioactive materials, hazardous materials or wastes, or precious metals.

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

2.1.26 Unit Acquisition Cost means—

(1) For Government-furnished property, the dollar value assigned by the Government and identified in the contract; and

(2) For contractor-acquired property, the cost derived from the contractor’s records that reflects consistently applied generally accepted accounting principles.

2.1.27 Wide Area Workflow (WAWF): A secure web-based system for electronic invoicing, receipt, and acceptance. WAWF allows government vendors to submit and track invoices and receipt/acceptance documents over the web and allows government personnel to process those invoices in a real-time, paperless environment.

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

2.1.29 Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

CAP Contractor Acquired Property

GFP Government-Furnished Property

PA Property Administrator

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: The Government will provide subject matter experts to assist with the extraction of data requirements.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The Contractor shall provide services for:

5.1.2 Securely pulling historical and active data, breaking it down into its constituent parts, and exporting it into a standardized format compatible with our new QMS application.

5.1.3 Reviewing the existing workflow data structures and attachments to map out an extraction strategy.

5.1.4 Parsing and formatting the extracted data for direct ingestion into the new QMS.

5.1.5 Testing & Support: Sample test runs for data validation, plus a designated number of support hours for the actual import process.

5.1.6 Conduct final extraction tool/scripts, technical documentation, and a comprehensive breakdown of estimated billable hours, rates, and total costs.

5.1.7 Provide additional technical specifications you will need from our team regarding the target QMS (such as preferred target data formats like CSV, XML, JSON, or specific data volume estimates.

5.1.8 The customer will provide SMEs to assist with the extraction of data requirements.

5.2. Service Contract Reporting: The contractor shall report the contract number and order number, total dollar amount invoiced for services performed during the previous Government fiscal year under the order, the number of Contractor direct labor hours expended on the services performed during the previous Government fiscal year, and data reported by subcontractors when applicable. This information shall be submitted annually by October 31 via the internet at www.sam.gov. Contractors may direct questions to help desk by clicking on “Send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s website at https://SAM.gov. As part of its submission, the contractor will also provide the estimated total (if any) incurred to comply with this reporting requirement.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. Any Contractor provided publications are to be procured and maintained at Contractor’s expense.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHEMENT/TECHNICAL EXHIBIT LIST:

7.1 Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

TECHNICAL EXHIBIT 1

Performance Requirements Summary

Performance Objective

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

PWS 2. The contractor shall create a script or tool designed specifically to break out and extract the workflow data.

Service support will meet standards described in the PWS

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

PWS 3. The contractor shall parse and format the extracted data for direct ingestion into the new QMS.

Service support will meet standards described in the PWS

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

PWS 4. The contractor shall conduct sample test runs for data validation, plus a designated number of support hours for the actual import process.

Service support will meet standards described in the PWS

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

PWS 5. The contractor shall create a final extraction tool/scripts, technical documentation, and a comprehensive breakdown of estimated billable hours.

Service support will meet standards described in the PWS

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

PWS 6. The contractor shall provide additional technical specifications you will need from our team regarding the target QMS (such as preferred target data formats like CSV, XML, JSON, or specific data volume estimates).

Service support will meet standards described in the PWS

Validated Customer Complaint Inspection Contractor’s performance will be documented in CPARS.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE