Extension_-_CPIC_SOW-04-09-2014_posted.pdf

Attachment 2

DEPARTMENT OF HOMELAND SECURITY (DHS)

OFFICE OF THE CHIEF INFORMATION OFFICER (OCIO)

ENTERPRISE BUSINESS MANAGEMENT OFFICE (EBMO)

STATEMENT OF WORK (SOW)

FOR

CAPITAL PLANNING & INVESTMENT CONTROL (CPIC) SUPPORT

9 April 2014

1.0 GENERAL

Capital Planning & Investment Control (CPIC) Support for Enterprise Business Management Office, (EBMO).

1.1 BACKGROUND

The Department of Homeland Security (DHS) Office of the Chief Information Officer (OCIO) in collaboration with the DHS OCIO Council is responsible for implementing the necessary programs to align the Information Technology (IT) organization, including all of the systems and infrastructure, to support the missions and activities across the Department.

Under the leadership of the DHS OCIO, IT will speed the transformation of the Department into a high-performance and integrated organization by providing the right technologies and systems.

This transformation will collapse silos of information delivery resources into an enterprise-level delivery capability that meets DHS’ missions, business and IT requirements. To that end, the DHS OCIO and the OCIO Council are committed to providing the following:

• A secure means of sharing appropriate information to all internal and external stakeholders

• A set of advanced tools that enables the DHS workforce to rapidly and efficiently process, retrieve, deliver, and share information

• A single, DHS-wide IT infrastructure environment that is reliable, scalable, flexible, maintainable, and secure

• A clear set of performance metrics and efficient business processes

• IT standards and frameworks that provide for integration

• A single, consistent IT governance model

• An enterprise-wide IT delivery capability

• A mature and fully detailed Enterprise Architecture

The Department continues to overcome challenges related to IT resource allocation and prioritization of supported operational initiatives. To ensure the right people have the right

Capital Planning Investment Control (CPIC) Support Statement of Work (SOW) information at the right time, the DHS OCIO has developed and aligned DHS IT Strategic Goals to DHS Strategic Goals are shown below:

GOALS OBJECTIVES

GOAL 1: Establish secure IT infrastructure capabilities to protect the Homeland and enhance our Nation’s preparedness, mitigation and recovery capabilities

Objective 1.1: Infrastructure optimization

Objective 1.2: Cyber-security

GOAL 2: Strengthen and unify the Department’s ability to share information with federal, state, local and tribal partners

Objective 2:1: Information Sharing

GOAL 3: Improve transparency through effective management of IT capabilities and implement cross-departmental IT portfolios to enhance mission and business performance

Objective 3.1: Governance

GOAL 4: Develop and implement a comprehensive approach to IT employee recruitment, development, retention and recognition to ensure excellence in IT delivery across the Department.

Objective 4:1: IT Human Capital Management

Approximately 90% of all DHS Programs are information technology in nature, whether full systems or components. The Office of Management and Budget (OMB) holds OCIO responsible for robust oversight of those investments, including the promulgation of processes that will support the project and program managers of those investments. In addition, as part of general oversight responsibilities, DHS Office of the OCIO is beginning the use of portfolio management to enable broader view of programs as they affect the mission capability.

1.2 SCOPE

The OCIO has an ongoing need for support services for annual budget reporting to the Office of Management and Budget (OMB), training to support subject areas within the OMB reporting, and the development and maintenance of forms within the Investment Management System (IMS) and the Next Generation Periodic Reporting System (nPRS). These two systems are currently the source systems that will generate Management reports through the Decision Support Tool (DST).

1.3 OBJECTIVE

The objective of this requirement is:

1. Provide day-to-day support services related to CPIC support, to include maintaining the IT systems used for data capture and reporting (IMS, nPRS).

2. Maintain the interfaces from the Trusted Agent (TA)/Federal Information System Management Act (FISMA) and Future Year Homeland Security Program (FYHSP) systems to populate fields in the IMS system.

3. Provide coaching on an as-needed basis.

CPIC is a structured, integrated approach to selecting and managing investments. It supports alignment of investments to the DHS mission and supports business needs while reducing risks and increasing returns throughout the investment’s lifecycle. CPIC relies on well-defined and systematic processes to ensure each investment supports the business and mission needs of the Department.

1.4 APPLICABLE DOCUMENTS

The following documents provide specifications, standards, or guidelines that must be complied with in order to meet the requirements of this contract:

Management Directive 0007.1 Information Technology Integration and Management Management Directive 0782 Acquisition Certification Requirements for Program Manager Management Directive 1330 Planning, Programming, Budgeting, and Execution Management Directive 1401 (draft) Implementation of Earned Value Management and Operational Analysis Investment Review Process Handbook Capital Planning and Investment Control (CPIC) Guide Earned Value Management Guidance Operational Analysis Guidance Periodic Reporting Manual Systems Development Lifecycle Guidance Homeland Security Acquisition Regulations 25-Point IT Reform Plan Enterprise Business Management Office Concept of Operations

2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall brief DHS staff in the effective application of the principles and guidance for Capital Planning & Investment Control (CPIC) Support for Enterprise Business management Office, (EBMO).

2.0.1 The Contractor shall submit a formal written request to DHS to obtain access to the above documents. These documents are not needed for task order award. Upon award and after attaining the appropriate clearances, the “selected” Contractor will be provided access to the DHS Intranet where all approved documents are stored.

2.1. TASK ONE (1) – Brief DHS Personnel

2.1.1 The Contractor shall brief DHS staff in the effective application of the principles and guidance for business case development, management, and control.

2.1.2 The Contractor shall be current on the latest OMB A-11 guidance, and changes to the format for the E300 and E53s, and assist the Government to effectively communicate the annual changes to the DHS CPIC Community. This effort shall be designed to produce high-quality, high-scoring Exhibits 300 business cases. Lessons learned from previous budget cycles should result in incremental improvements in each successive budget cycle. All briefing and coaching sessions shall be previously coordinated and approved by the COR prior to their occurrence.

2.1.3 The Contractor shall provide briefing sessions in the following areas:

• General Briefing Sessions: The Contractor shall facilitate Power Point presentations to explain the OMB Business Case and how it is used in the development and scoring of Exhibits 300. A typical audience for a General Session will be 75 to 200 people.

• Component Guidance Sessions: The Contractor shall provide more specific guidance to facilitate Component success in the development and scoring of Exhibits 300. The Contractor shall assist Component Staff in responding to specific DHS procedures and guidance. A typical audience for a Component Guidance Session will be 25 to 100 people.

• One-on-One Coaching Sessions: The Contractor shall provide one-on-one coaching sessions to facilitate Program Management Office (PMO) success in the development and scoring of Exhibits 300. A typical audience for a One-on-One Coaching Session will be 1 to 10 people.

2.2 TASKS TWO (2) – Assist with the Review and Initial Scoring of IT and Non-IT Business Cases.

2.2.1 Working with the COR and Subject Matter Experts, the Contractor shall revise the scoring template each year, then review and recommend an initial score for each business case in accordance with the factors and standards established by OMB and DHS for IT and Non-IT investments. This task shall include a random review of the supporting documentation used to produce the Exhibit 300 including the following:

• Acquisition plans

• Acquisition Program Baselines

• Alternatives Analysis

• Cost Benefit Analysis

• Lifecycle Cost Estimates

• Operational Analysis (investments in steady state)

• Privacy Impact Assessments

• Risk Assessments

• Risk Management Plans

2.2.2 Contractor initial scores and comments shall be entered into IMS along with scores and comments from DHS Subject Matter Experts. This scoring effort shall be designed to assist Program Managers in producing high-quality, high-scoring Exhibits-300 business cases for submission to OMB. All scoring activities shall be approved by the COR prior to their occurrence.

2.3 TASK THREE (3) – Technical Support for Investment Management System (IMS) Development, Implementation, and Maintenance of the Next Generation Periodic Reporting System (nPRS).

2.3.1 The Contractor, in coordination with the DHS OCIO staff, shall assist with all operations and maintenance of the Oracle based IMS and nPRS. All technical support activities for IMS and nPRS shall be approved by the COR.

2.3.2 Contractor responsibilities include the following activities:

• Assisting DHS infrastructure providers with hosting, technical performance, and software upgrades and patches for both IMS and nPRS.

• Provide support during the preparation and presentation of applicable documentation for modifications to IMS and nPRS to the DHS Configuration Control Board (CCB) and coordinating the implementation of the modifications with the CCB.

• Provide support during the requirements gathering process for the Decision Support Tool

(DST), and suggest which system, IMS or nPRS, the fields should be added. Implications of the location of the new fields shall be clearly communicated to all parties affected.

• Participation in status meetings to coordinate on issues related to hosting, password issuance, security, network availability-service, and system performance.

• Scheduling and creating the methodology for software and data backup and archiving

• Certification & Accreditation (C&A) support; security audit discrepancy resolution and disaster recovery for IMS.

• Participate in monthly/bi-monthly CPIC Administrator Group (CAG), Business Requirements Administrator Group (BRAG), and IT Resource Allocation Plan meetings to gather requirements for suggested changes, and recommend appropriate course of action.

2.4 TASKS FOUR (4) – Assist with Periodic Project, Program and Portfolio Analysis Support.

2.4.1 The Contractor shall assist with and recommend analytical frameworks to support regular analysis of planning, development, and operations and maintenance of DHS capital investments.

All activities shall be approved by the COR prior to their occurrence.

• Analytical Tools: The Contractor shall use currently available tools such as Oracle

Primavera Portfolio Management (PPM to the maximum extent possible to present data in a more usable format. Implement the Investment Health Analysis (methodology for determining CIO Rating on the OMB IT Dashboard), after working with the Program Governance Division for criteria and weighting.

• Metrics and Models: The Contractor, working with the COR, shall recommend and apply metrics, models, and thresholds to assess cost, schedule and performance of DHS capital investments.

• Data Collection: The Contractor shall assist in identifying and collecting the required investment, portfolio, and Component data from DHS data systems and analytical activities or recommend new procedures and processes.

• Presentation of Results: The Contractor shall assist in the design of reports, scorecards, templates, and dashboards that effectively communicate the results of complex analyses to inform DHS decision processes.

2.5 TASKS FIVE (5) – Assist in Developing and Maintaining On-line Help Features

2.5.1 The DHS CPIC Guide is updated each year as OMB makes changes to the Circular A-11 governing the Capital Planning process. The Contractor, working with the COR, shall revise the DHS On-Line CPIC Guide and the Business Case Guidebook that both reside in the IMS under the content sensitive on-line help feature and the “My Portfolios” feature. The Contractor shall also update the nPRS Users’ Guide in nPRS under the content sensitive on-line help feature and the “My Portfolios” feature. All changes to these documents shall be approved by the COR

2.5.2 The DHS CPIC Guide and Investment Lifecycle Handbook shall continue to use dynamic links to source documents. The Contractor shall base revisions on the most current OMB Circulars, DHS Management Directives, and associated instructions, handbooks, and training materials. The Contractor shall complete revisions not less than 30 days prior to Exhibit 300 submission dates.

2.5.3 The Contractor shall assist in making the necessary adjustments to the OMB 300/ 53 forms in IMS each budget cycle to reflect changes in OMB A-11 and DHS-specific requirements, including the changes developed for the prior cycle. All changes shall be approved by the COR prior to inclusion in IMS.

2.6 TASK SIX (6) – Help Desk and Support for IMS and nPRS Users

2.6.1 The Contractor shall provide Help Desk Support for IMS and nPRS users. Help Desk Support shall consist of responding to user questions regarding the use and operation of the Oracle-based IMS and nPRS. Hours of operation shall be Monday through Friday 8:00am to 5:00pm. Response time within 4hrs is expected.

2.6.2 The Contractor shall assist in updating and maintaining access security restricting user access to both IMS and nPRS systems based on direction from the COR regarding read/write authorities and role responsibilities. This includes assigning user rules of behavior and conducting quarterly user surveys and compiling IMS and nPRS performance and customer satisfaction metrics and suggestions for improvement.

3.0 CONTRACTOR PERSONNEL

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

3.1 Personnel Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.2 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 10 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced. The Contractor shall not replace Key Contractor personnel without acknowledgment from the Contracting Officer. The Government may designate additional Contractor personnel as Key at the time of award.

3.2.1 Contractor Key personnel shall not be assigned by the Contractor to more than one key full-time position for this requirement.

3.3 Program/Project Manager

The Contractor shall provide a Project/Program Manager who shall be responsible for all Contractor work performed under this SOW. The Program/Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR).

It is anticipated that the Project/Program Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Project/Program Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Program/Project Manager, shall be provided to the Government as part of the Contractor's proposal.

3.3.1 The Project/Program Manager is further designated as Key by the Government. During any absence of the Project/Program Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract.

3.3.2 The Project/Program Manager shall be available to the COR and shall respond to a request for discussion or resolution of technical problems within a sufficient amount of time.

3.4 Employee Identification

3.4.1 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date.

3.4.2 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements.

3.4.3 All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project/Program Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

The Contractor shall manage the level of effort to meet the requirements and may substitute hours amongst all labor categories authorized under the GSA MOBIS Schedule provided written notification is submitted to the COR for approval and acceptance. At no time shall the Contractor exceed the ceiling of the Task Order without a written modification signed by the Contracting Officer.

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

4.2 PERIOD OF PERFORMANCE

The period of performance for this task order is one month (up to six months) while the re-compete actions are progressing.

4.3 PLACE OF PERFORMANCE

The primary place of performance shall be the contractor site.

4.4 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 8AM and 5PM EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. Any work that is to be performed outside of normal business hours, on weekends, or on Federal holidays, must be approved by the CO prior to any work being performed.

Federal holidays include the following:

New Year's Day - 1 January Martin Luther King's Birthday - Third Monday in January President's Day - Third Monday in February Memorial Day - Last Monday in May Independence Day - 4 July Labor Day - First Monday in September Columbus Day - Second Monday in October Veterans Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December Any other day specifically declared by the President of the United States of America as a national holiday.

If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S.

Government agencies.

No work shall be performed by Contractor personnel on Government facilities or offsite via telework on Federal holidays, other non-work days, or in the case of a pandemic or other emergency/unforeseen situation, such as an epidemic, natural disaster, early closing or delayed opening of the government, as well as a government shutdown without prior written approval of the CO. In the event that work is approved given one of the aforementioned situations, costs incurred shall be in accordance with the rates agreed to in the approved business continuity plan (see Section 4.8) submitted ten days after contract award.

4.5 TRAVEL

Contractor travel shall not be required for this requirement.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 5 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at:

650 Massachusetts Avenue NW, Suite 300 Washington, D. C. 20001

(or) via teleconference: Call-In Number(s) [TBD].

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 30 business days after the Post Award Conference.

4.8 BUSINESS CONTINUITY PLAN

4.8.1 The Contractor shall provide continuous operations to the Government during emergencies, including natural disasters and acts of terrorism.

4.8.2 The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan has already been submitted so this requirement is waived. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

• A description of the Contractor’s emergency management procedures and policy

• A description of how the Contractor will account for their employees during an emergency

• How the Contractor will communicate with the Government during emergencies

• A list of primary and alternate Contractor points of contact, each with primary and alternate:

• Telephone numbers

• E-mail addresses

4.8.3 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 3 hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with the Contractor Project/Program Manager to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occurs, the Contractor Project/Program Manager and the COR shall promptly open an effective means of communication and verify:

• Key points of contact (Government and contractor)

• Temporary work locations (alternate office spaces, tele-work, virtual offices, etc.)

• Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

• Essential Contractor work products expected to be continued, by priority

4.8.4 The Government and Contractor Project/Program Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 PROGRESS REPORTS

4.9.1. The Project/Program Manager shall provide a monthly status progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Project/Program Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at:

650 Massachusetts Avenue NW, Suite 300 Washington, D. C. 20001

(or) via teleconference: Call-In Number(s) [TBD].

4.11 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in Hard-copy and in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows – [latest version] and Microsoft Office Applications -- [latest version]).

4.12 INTELLECTUAL PROPERTY

4.12.1 The Contractor may assert copyright in any data first produced in the performance of this contract. When asserting copyright, the Contractor shall affix the applicable copyright notice of 17 U.S.C. 401 or 402, and an acknowledgment of Government sponsorship (including contract number), to the data when such data are delivered to the Government, as well as when the data are published or deposited for registration as a published work in the U.S. Copyright Office. For data other than computer software, the Contractor grants to the Government, and others acting on its behalf, a paid-up, nonexclusive, irrevocable, worldwide license for all such data to reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, by or on behalf of the Government.

For computer software, the Contractor grants to the Government and others acting on its behalf, a paid-up, nonexclusive, irrevocable, worldwide license for all such computer software to reproduce, prepare derivative works, and perform publicly and display publicly (but not to distribute copies to the public), by or on behalf of the Government.

4.13 PROTECTION OF INFORMATION

Contractor access to proprietary information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

4.14 SECTION 508 COMPLIANCE

Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by P.L.

105-220 under Title IV (Rehabilitation Act Amendments of 1998) all Electronic and Information Technology (EIT) developed, procured, maintained and/or used under this contract shall be in compliance with the “Electronic and Information Technology Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR Part 1194. The complete text of Section 508 Standards can be accessed at http://www.access-board.gov/ or at http://www.section508.gov.

Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998, requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to and use of information and services that is comparable to the access and use available to non-disabled Federal employees and members of the public.

All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable standards have been identified:

http://www.access-board.gov/ http://www.section508.gov/

36 CFR 11941.21 – Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under this work statement including but not limited to GOTS and COTS software.

36 CFR 1194.22 – Wed-based Internet and intranet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds customs user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous JavaScript and SML (AJAX) then “1194.21 Software” standards also apply to fulfill functional performance criteria.

36 CFR 1194.31 – Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method, All EIT deliverables shall use technical standards, regardless of technology, required to fulfill the functional performance criteria.

36 CFR 1194.41 – Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required “1194.31 Functional Performance Criteria”, they shall comply with the technical standard associated with Web-based Internet and Intranet Information and Applications at a minimum.

Any help or support system that is provided under this work statement where telephone communications is offered, then a Teletypewriter (TTY) feature is required.

Exceptions for this work statement have been determined by DHS and only the exceptions described herein shall be applied. Any request for additional exceptions shall be sent to the COR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may be applied:

36 CFR 1194.3(b) – Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal Employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

Additional guidance can be found by contacting the DHS Accessibility Help Desk at 202-447- 0440 or by email at accessibility@dhs.gov.”

5.0 GOVERNMENT TERMS & DEFINITIONS

5.1 COR Contracting Officer’s Representative

5.2 DHS Department of Homeland Security

5.3 EBMO Enterprise Business Management Office

5.4 OCIO Office of the Chief Information Officer

mailto:accessibility@dhs.gov

6.0 GOVERNMENT FURNISHED RESOURCES

6.1 The Government will provide the workspace, equipment and supplies necessary to perform the on-site portion of Contractor services required in this contract, unless specifically stated otherwise in this work statement.

6.2 The Contractor shall use Government furnished facilities, property, equipment and supplies only for the performance of work under this contract, and shall be responsible for returning all Government furnished facilities, property, and equipment in good working condition, subject to normal wear and tear.

6.3 The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

6.4 The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

7.0 CONTRACTOR FURNISHED PROPERTY

N/A

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor shall have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have 5 business days to review deliverables and make comments. The Contractor shall have 5 business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 DELIVERABLES

Items below are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW REFERENCE DELIVERABLE / EVENT DUE BY DISTRIBUTION

1 2.2.2 Scores Recorded and maintained in the Investment Management System (IMS)

After submission from

Components (June/July)

COR

2 2.5.2 Documents posted to the DHS Sharepoint and in IMS and nPRS.

When updated COR

3 4.6 Post Award Conference; Draft Project Plan (Present Transition Plan Methodology)

Waived/already received

COR, PM

Contracting

Officer, 4 4.7 Final Project Plan Waived/already received

COR, Contracting Officer

5 4.9.1, 9.1.2 Progress Reports/Monthly Reports

Monthly/10th of each Month

COR, Contracting Officer

6 9.2 Quality Assurance Plan Waived/already received

COR, Contracting Officer

7 10.0 Monthly Invoice 10th of each Month

COR, Contracting Officer

8 11.0 Transition Plan, including a schedule and planned transition activities

Waived/already received

COR, Contracting Officer

9 4.8 Business Continuity of Plan Waived/already received

COR, Contracting Officer

9.1 WORK PRODUCTS AND DELIVERABLES ACCEPTANCE CRITERIA

The Contractor shall provide work products and deliverables acceptance criteria support services in all areas of the acquisition process including the following:

• Quality Measures - Quality measures, as set forth below, will be applied to each Work Product and Deliverable.

• Accuracy - Work products and deliverables shall be accurate in presentation and technical content and be developed in accordance with applicable laws, regulations, policies, and procedures.

• Completeness – Work products and deliverables shall be comprehensive and entirely developed.

• Clarity - Work products and deliverables shall be clear and concise.

• Timeliness - Work products and deliverables shall be generated on or before specified and mutually agreed to due dates or in accordance with a later scheduled date, should a later scheduled date be mutually agreed to by the Contractor and the

COR.

• Format - Work products and deliverables shall be submitted in hard and/or soft copy, as appropriate. Both hard and soft copy formats shall follow specified guidance, directives, and/or policies.

• Inspection and Acceptance – Final inspection and acceptance of all work products will be performed on-site by the COR.

• Quality Assurance/Acceptance – The COR will review, for completeness, draft and final work products and deliverables that the Contractor submits, and may return them to the Contractor for correction. Absence of any comments by the COR will not relieve the Contractor of the responsibility for complying with the requirements of the task order. Final approval and acceptance of deliverables will be provided in writing by the COR.

9.1.1 Reporting Requirements

The Contractor shall provide reports and or briefings including the following:

9.1.2 Monthly Reports - The monthly activity report shall include a summary of the Contractor’s performance during the preceding month. The summary shall address daily operations and progress and include, at a minimum, the following information:

The monthly report shall also include information detailing the monthly financial status of the task order. The Contractor shall provide the following financial information:

Item Description Project Identification Project or Requirement Description Status Current Status Of The Project Time Labor Hours Required Accomplishments Major Actions Completed Planned Accomplishments Major Actions Planned for Next Period Problems/Issues of Concern Problem, Source and Recommendation or Corrective

Action Taken Signature Project Manager

Item Description

The first report is to be submitted to the COR with the first invoice submission. The COR will notify the Contractor of any changes needed after delivery of the first report and issue approval of the report format. Once approved, this format shall be followed monthly. Any deviations/changes must be approved by the COR prior to implementation.

9.1.3 Monthly Status Report

The Contractor shall submit a Monthly Status Report to the COR on or before the 10th calendar day of each month for the preceding month’s activity. This report shall be submitted with the copy of the Contractor’s invoice that is submitted to the COR (see section on special invoice reporting).

For each Contractor person providing support, identify the labor category, name and hourly labor rate. In addition, for each Contractor person providing support, provide the following:

• Total hours and the amount billed for the invoice period.

• Cumulative hours and the cumulative amount billed for the period of performance.

The Monthly Status Report shall address the functional accomplishments of each individual assigned to a particular work effort, challenges, issues, unresolved problems and a plan of action for resolving any problems identified.

9.1.4 Briefing/Meeting/Presentation Materials

The Contractor may be required to prepare presentation materials. All presentation materials shall be appropriately tailored to the activity/event intended for their use (e.g., briefings, meetings, presentations, etc., excluding routine meetings with program office representatives and weekly staff meetings with the Chief of the Capital Planning & Investment Control (CPIC) Branch). The Contractor and COR shall mutually agree to the content, format, and due date of any briefing, meeting or presentation materials. The release of any documentation or information must be authorized in writing by the Government.

9.2 QUALITY ASSURANCE PLAN

The Contractor’s proposal shall include a Draft Quality Assurance Plan (QAP) that provides a strategy for implementing performance based service contracting. A final plan is due fifteen days after award and shall be updated, at a minimum, each option year. At a minimum, the QAP shall

Monthly Labor Hours Labor Hours Expended (Current Month) Annual Labor Hours Labor Hours Expended (Cumulative) Dollars Expended Monthly and Cumulative Totals Signature Project Manager recognize the limitations of Government resources and include a self-inspection plan and an outline of the procedures that the Contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this solicitation, with minimal oversight.

9.2.1 The Contractor’s success is directly attributable to the extent the Contractor’s collaborative contributions in providing support and documentation results in:

a) successful planning and execution of the responsibilities;

b) successful oversight and stakeholder response to the Requirements; and

c) appropriate accurate and complete documentation. In addition, the general quality measures, as set forth below shall be applied to each deliverable or work product received from the Contractor:

GENERAL QUALITY MEASURES

Accuracy – All deliverables shall conform to the FAR, HSAR, PL 109-295, MD 0007.1, and other DHS Directives and policies.

Clarity – Deliverables shall be clear and concise; engineering terms shall be used as appropriate.

All diagrams shall be easy to understand and relevant to the supporting narrative.

Specifications Validity – All deliverables shall satisfy the requirements of the Government as specified herein.

File Editing – All text and diagrammatic files shall be editable by the Government using the Microsoft Office Suite of Products.

Timeliness – Deliverables shall be submitted on or before the due date specified and/or agreed to.

Quality Assurance/Acceptance – The COR shall review, for completeness, draft and final work products and deliverables that the Contractor submits, and may return them to the Contractor for correction. Absence of any comments by the COR shall not relieve the Contractor of the responsibility for complying with the requirements of the task order.

10.0INVOICING INSTRUCTIONS

10.1 Contractor Payment.

The Contractor shall submit invoices electronically to dfcops@fins3.dhs.gov with a copy to the COR and the Contracting Officer. The subject line of the electronic mail message shall contain:

DHS Task Order Number; Contractor’s Invoice Number; and Month and Year of Invoice Billing.

Invoices shall be for services incurred against the work performed during the previous month’s period of performance which shall begin on the first of the month and end on the last day of the month.

mailto:dfcops@fins3.dhs.gov

Invoices shall be received by the tenth calendar day of each month and include billable items for the previous month’s period of performance. The Contractor shall include with the invoice all supporting documents (e.g., travel reports/receipts) and the associated Monthly Status Report.

10.1.1 Invoice Reporting.

The Contractor shall prepare and submit invoices electronically as stated in 10.1 above. A proper invoice shall contain the items in (b) below.

(a) Payment will be based on receipt of a proper invoice and satisfactory contract performance.

(b) Content of invoice. A proper invoice must include the following items (except for interim payments on cost reimbursement contract for services):

i. Name and address of the contractor.

ii. Invoice date and invoice number (Contractors should date invoices as close as possible to the date of the mailing or transmission).

iii. Contract number of other authorization for supplies delivered or services performed (including order number and contract line item number).

iv. Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

v. Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading.

vi. Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment).

vii. Name, title, phone number and mailing address of person to notify in the event of a defective invoice.

viii. Electronic funds transfer (EFT) banking information if required by agency procedures.

11.0 TRANSITION SUPPORT

11.1 Outgoing Transition

Sixty days (60) prior to the Task Order expiration or the Subtask Order expiration date, the Contractor shall provide a Transition Plan for transitioning work from the active Task Order to a newly competed Task Order or Government entity. The Contractor shall participate in “transfer of knowledge” activities to facilitate a smooth transition of the work performed under the Task Order resulting from this SOW, in a manner which will ensure minimal disruption of ongoing EBMO activities and continuity of service to EBMO Stakeholders.

12.0 CONTRACT ADMINISTRATION

The following describe the roles and responsibility of individuals who will be the primary points of contact for the Government on matters regarding task Order administration as well as other administrative information. The Government reserves the right to unilaterally change any of these individual assignments at anytime.

The CO within its authority may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this task order. Each designee shall be identified as a Contracting Officer Representative (COR).

The CO is: Maria Tran, maria.tran@dhs.gov, 202-447-5738 Address: U.S. Department of Homeland Security 245 Murray Lane, SW Stop 0115 Washington DC 20528

The COR will represent the CO in the administration of technical details within the scope of the task order. The COR is also responsible for the final inspection and acceptance of all task order deliverables and reports, and such other responsibilities as may be specified in the task order. The COTR is not otherwise authorized to make any representations or commitments of any kind on behalf of the CO or the Government. The COR does not have authority to alter the Contractor’s obligations or to change the task order specifications, price, terms, or conditions. If, as a result of technical discussions, it is desirable to modify task order obligations or the specification, changes will be issued in writing and signed by the CO.

The COR is: TBD (Populate at time of award) Address: TBD (Populate at time of award) mailto:maria.tran@dhs.gov