FA4890-12-R-0006-Draft PWS.docx

Solicitation No. FA4890-10-R-0001 AF FIAR Support PWS

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE

FINANCIAL IMPROVEMENT & AUDIT READINESS (FIAR)

SUPPORT

Solicitation No. FA4890-12-R-0006

TABLE OF CONTENTS

TABLES

SECTION A DESCRIPTION OF SERVICES

1.0 BACKGROUND.

1.1 Mission. The Financial Improvement and Audit Readiness (FIAR) requirement is owned by the Assistant Secretary of the Air Force, Directorate of Financial Management (SAF/FM) and managed by Air Combat Command (ACC) Acquisition Management and Integration Center (AMIC). ACC AMIC supports Headquarters (HQ) ACC mission requirements, and HQ ACC is the primary force provider of combat airpower to America's war fighting commands. ACC operates fighter, bomber, reconnaissance, battle-management, and electronic-combat aircraft. ACC also provides command, control and communications systems, intelligence, surveillance and reconnaissance systems and conducts global information operations. SAF has responsibility for acquisition and auditing, comptroller issues/actions, inspector general matters, legislative affairs, and public affairs. SAF/FM serves as the commander's trusted advisor by providing high-quality support to decision makers on budgetary, financial, cost and economic issues while continuously improving the quality, efficiency and customer-focus of Air Force (AF) financial services and operations.

1.2 Scope.

1.2.1 SAF/FM developed the AF Financial Improvement Plan (FIP) to assist financial managers in their decision-making processes by providing relevant and reliable financial information. A major objective of this plan is to achieve an unqualified or “clean” audit opinion for each Air Force financial statement. In response to the FIP, each organization within the Air Force is responsible for identifying measureable steps to ensure that each financial End to End (E2E) business process is auditable resulting in resolution of all major accounting and reporting deficiencies and dates when approved areas will be ready for validation and audit by independent external auditors.

1.2.2 The FIP process requires developed assertion packages that fully describe “audit trail” information for each assessable unit/statement and provide compliancy information for each primary and feeder system involved in the development of these financial statements. This information is compiled and incorporated into each management assertion package and maintained as part of an ongoing sustainment effort.

1.2.3 Performance under this contract will be required in the National Capital Region (NCR); at Wright Patterson Air Force Base (AFB), OH; Denver, CO; Columbus, OH; with possible multiple test sites throughout the Continental United States (CONUS) visited via travel.

1.3 Major Objectives.

Assist SAF/FMPA in preparation of assertion packages to achieve audit readiness in compliance with methodology established in the most current OSD FIAR Guidance; Note: 'FIAR Guidance' includes all attachments, appendices and hyperlinks) and AF Acceleration Plan , by meeting or exceeding timelines established in AF FIPs for each assessable unit/statement:

1.3.1.1 Statement of Budgetary Resources (SBR) by 31 March 2014;

1.3.1.2 Existence and Completeness (E&C) of most Mission Critical Assets no later than (NLT) the end of fiscal year (FY) 2015;

1.3.1.3 Statement of Changes in Net Cost, Statement of Net Position and Balance Sheet NLT the end of FY 2017.

1.3.2 Sustain assertion package documentation upon Government receipt of Office of Secretary of Defense (OSD) assertion approval.

2.0 AUDIT READINESS.

2.1 General. For both assertion and sustainment, the contractor shall:

2.1.1 Provide evidence that all Key Control Objectives (KCO) are met IAW FIPs, FIAR Guidance and AF Acceleration Plan.

2.1.1.1 Perform the Discovery, Corrective Action, Evaluation and Assertion Phases identified in FIAR Guidance and each FIP (Assertion Phase not required for Sustainment). Each FIP will be in various levels of progress in the phases at performance start. The Contractor shall provide audit liaison support for the Validation and Audit Phases identified in FIAR Guidance and each FIP. The Government will track the status of assertion packages to/from Office of Secretary of Defense (Comptroller) (OUSD (C)) and DoD Inspector General (DoDIG).

2.1.1.2 The Government has identified Deal Breakers that have historically resulted into material weaknesses or misstatements. These Deal Breakers have been incorporated in the FIPs. Therefore, the Contractor shall provide special focus to the documents and processes addressed in the Deal Breakers. Separate ‘Deal Breaker’ documentation is not specifically required.

2.1.2 Provide dedicated support for each Air Force MAJCOM to serve as lead/liaison to gather and disseminate required data to and from the field for direct support of Statement of Budgetary Resources and Existence and Completeness for Mission Critical Assets audit readiness requirements.

2.1.3 Recommend, obtain, and analyze ad hoc queries to applicable Contracting Officer Representative (COR)/Team Lead to capture data to support development and sustainment of assertion packages.

2.1.4 Validate obligations to ensure Beginning Balances are accurate.

2.1.5 Review Journal Voucher (JV) transactions, validate appropriateness and recommend corrective action for unsupportable JV transactions, as well as recommendations to ensure only valid use of JVs across the Air Force.

2.1.6 Maintain consistent format and organization across all assertion packages and sustainment documentation for each assertion package.

2.1.6.1 Assertion and sustainment documentation include system and process flow documentation, risk analysis, control analysis, internal control testing, and evaluation of testing, and Corrective Action Plan (CAP) including documentation of manual workarounds and compensating controls involved in the development of these packages.

2.1.6.2 All documents shall be in editable and searchable versions of Microsoft Office, Microsoft Project, Microsoft Visio 2007 or 2010, Portable Document Format (PDF) using Acrobat Adobe 8.0 or 9.0 (or the latest Government versions).

2.1.6.3 The Contractor shall upload all documentation applicable to an assessable unit or statement to the COR-designated location upon Government acceptance.

2.1.7 FIP Management.

2.1.7.1 FIP Management will require use of Microsoft Project.

2.1.7.2 Update FIPs with actual start and completion dates and status of each line item.

2.1.7.3 Once Program Management Office (PMO) review is complete and the Contractor has updated a deliverable (work product) based on Government POC and PMO reviews, the Contractor shall provide the final deliverable (work product) to the applicable COR for acceptance and validation that 100% complete.

2.1.7.4 Upon completion of all work products in an assertion package, the Contractor shall present the executive summary/statement of assertion to the applicable COR for acceptance and validation that 100% complete.

2.1.8 Assist in any presentation required in the review and approval process for all assertion packages.

2.1.9 Attain and sustain audit readiness once an audit ready state is achieved.

2.1.9.1 Update assertion packages for any systems changes to include current ‘as is’ and ‘to be’ environments per FIAR Guidance.

2.1.10 Where deficiencies exist, recommend executable corrective actions (in enough detail) to meet assertion milestones. In those cases where executable corrective action is not deemed possible, notify the Functional Owner/COR of any actions that may delay/preclude assertion with recommended resource/timeline requirements. Deficiencies may take the form of, but not limited to:

2.1.10.1 Material weakness or misstatement;

2.1.10.2 Transactions that are not captured under one of the assessable units;

2.1.10.3 Unidentified assessable units.

2.1.10.4 Lack of or lack of access to required data to support efforts.

2.2 Assertion Packages. The Contractor shall prepare for assertion and sustain the following:

2.2.1 SBR.

2.2.1.1 Requires assertion and/or sustainment of each assessable unit

2.2.1.1.1 Current documentation reflects 13 assessable units, each of which has a developed FIP (in order of assertion completion date):

· Appropriations Received

· Funds Balance with Treasury

· Civilian Pay

· Funds Distribution

· Major Defense Acquisition Programs (MDAP)

· Reimbursable Authority

· Military Pay

· Contracts (Vendor Pay)

· MILSTRIPS

· Contracts (MOCAS)

· Net Outlays

· Reimbursable Work Orders

· Financial Statement Compilation/Reporting

2.2.1.1.2 There are three (3) additional assessable units, currently without developed FIPs:

· Travel (TDY)

· Travel (PCS-Civilian)

· Travel (PCS-Military) These FIPs will follow the same methodologies as existing FIPs.

2.2.1.1.3 There may be areas not covered as part of any previous assessable units; therefore, the Contractor shall identify these areas to the Government and recommend solutions for incorporation. Any additional work on the Contractor’s part will be negotiated at that time. For example, the Government has identified the following area that the Contractor shall consider as part of the SBR assertion and sustainment effort:

· Beginning Balances (also included in additional statements)

2.2.1.2 Requires overarching, consolidated SBR assertion, which shall be complete by 14 March 2014, and overarching SBR sustainment.

2.2.1.3 COR is located in SAF/FMPA office in NCR.

2.2.1.4 Parallel Special Programs assertion for each assessable unit and SBR overall.

2.2.1.4.1 Requires Top Secret/Sensitive Compartmented Information (TS/SCI) clearance for all personnel working this parallel effort.

2.2.1.4.2 COR is located in SAF/FMB office in NCR.

2.2.2 E&C for Mission Critical Assets.

2.2.2.1 Requires assertion and/or sustainment of each of 12 assessable units (in order of assertion completion date):

· Military Equipment

· Cruise Missiles

· Aerial Target Drones

· Spare Engines

· Uninstalled Missile Motors

· Medical Equipment

· DEAMS SBR Transactions

· Real Property

· Munitions

· General Equipment

· Government Furnished Equipment

· Weapon System Spares Contractor Managed/AF Possessed

· Weapon System Spares Contractor Managed/Contractor Possessed

2.2.2.2 No overarching consolidated E&C of Mission Critical Assets assertion required.

2.2.2.3 Complete all E&C of Mission Critical Asset assessable unit assertions by 30 Sep 15.

2.2.2.4 No parallel Special Programs portion.

2.2.2.5 COR located in SAF/FMPA office in NCR.

2.2.2.6 The Air Force currently does not have a developed plan to address Valuation as part of E&C of Mission Critical Assets. The Government may require Contractor assistance in this effort. The cost of this effort will be negotiated at that time.

2.2.3 Additional Statements.

2.2.3.1 Requires assertion and sustainment of each of three (3) additional statements:

· Balance Sheet

· Statement of Changes in Net Position

· Statement of Net Cost

2.2.3.2 FIPs still to be developed by the Government.

2.2.3.3 The Government will use assertion packages from assessable units from SBR and E&C of Mission Critical Assets. However, there may be areas not covered as part of any previous assertions or assessable units; therefore, the Contractor shall identify these areas to the Government and recommend solutions for incorporation. Any additional work on the Contractor’s part will be negotiated at that time. For example, the Government has identified the following areas that shall be considered as part of the additional statements, as noted:

· Depreciation – Balance Sheet

· Actuarial Liabilities – Balance Sheet (feeds Statement of Net Cost)

· Environmental Liabilities – Balance Sheet

· Beginning Balances – Statement of Changes in Net Position (also included in SBR)

· Advances and Pre-Payments – Balance Sheet

· Non-Entity Assets – Balance Sheet

· Valuation of Assets – Balance Sheet

2.2.3.4 COR located in SAF/FMPA office in NCR.

2.3 Sustainment.

2.3.1 The Contractor shall update assertion packages to maintain audit readiness.

2.3.1.1 Complete by 31 Mar of each year, effective 30 Sep of previous FY, to maintain audit readiness, for duration of contract.

2.3.1.2 OSD approval not required.

2.3.2 The Contractor shall perform risk and/or materiality based sustainment testing for each assessable unit.

2.3.3 COR located in SAF/FMPA office at Wright Patterson AFB.

3.0 PROGRAM MANAGEMENT.

3.1 General Requirements. The Contractor shall:

3.1.1 Provide all management, technical, and non-technical skills to ensure satisfactory contract performance.

3.1.2 Respond to Government Contracting Officer (CO) or Program Manager (PM) requests in a timely manner as directed.

3.1.3 Notify the CO of direction received from Government personnel that the Contractor considers outside the scope of PWS requirements prior to performing the work.

3.1.4

3.1.5 Program Management Reviews (PMR). Attend scheduled PMRs, as notified by the Government. Government personnel, as appropriate, will meet at least quarterly with the Contractor to review performance. PMRs will be held in the NCR. The Government will conduct PMRs via teleconference whenever possible to mitigate travel costs; therefore, PMRs will be considered part of the cost of doing business and not a separate line item for reimbursement. PMRs will cover status and feedback on performance measures, Contractor performance, and any significant events. PMRs are intended to serve as an opportunity for open and frank discussions on the current status of the contract. The Government will provide advance copies of PMR agendas, seeking Contractor input/discussion items, and will provide meeting minutes for Contractor review and approval prior to making them official. The Contractor shall provide written notice to the Government identifying any areas of non-concurrence.

3.1.6 Performance Reviews. In addition to PMRs, the Government may meet with the Contractor, at Government or Contractor request, to discuss Contract-specific issues. See PWS Section C, paragraph 9.0 for additional details.

3.1.7 Contractor Identification. Contractor employees shall clearly identify themselves as “Contractors” at all times, in all communications and representations, including in the workplace, at meetings, in conversations, telecommunications, mail, electronic mail (e-mail), and faxes, whether with Government personnel, other Contractor personnel, or with the public. Contractor personnel shall wear a readily visible badge that clearly identifies them as Contractor employees.

3.2 PMO.

3.2.1 The contractor shall be responsible for contract performance in accordance with this PWS.

3.2.2 Assertion Package Progress Oversight, Reviews and Validation. The contractor shall ensure all assertion packages are completed and sustained in accordance with (IAW) FIAR Guidance, the AF Acceleration Plan and applicable FIPs.

3.2.3 The Contractor shall ensure administrative support functions are carried out IAW paragraph 4.0 of the PWS.

3.2.4 The Contractor shall ensure continuity within key personnel positions.

3.2.5 The Contractor shall ensure sufficient personnel are FIAR trained (see http://comptroller.defense.gov/fiar/training.html).

3.3 Management Plan. The Contractor shall develop and provide a thorough and detailed Management Plan that addresses the following:

3.3.1 General Management Approach.

· Contract objectives

· Activities to be performed

· Management oversight approach

· Organizational structure and staffing to ensure all requirements met

· Organizational chart showing management structure with functional relationships; lines of authority/chain of command, to include teaming partners/subcontractors; points of interaction with Government personnel

· How various sub-plans (Small Business Subcontracting Plan, Quality Control Plan, Organizational Conflict of Interest Plan and Transition Plan) are related to the overall management structure

· Processes and procedures to meet all FIP milestones.

· Process to address delays

· Process to determine if additional work is required, to include processes to:

· Determine whether unidentified assessable unit of separate, stand-alone requirement

· Identify required resources (if available or not)

· Process to provide appropriate skill mix and number of personnel to meet contract objectives

· Identify and provide qualifications for key personnel

· Process for recruiting, hiring, training and retaining qualified personnel to provide continuity of support for PWS requirements

· Process to ensure continuation of services during absences due to sickness, leave, voluntary or involuntary termination

· Metrics to track progress on:

· KCOs

· FIPs

· Assessable units

· Assertions

· Sustainment

· Deliverables

· Action Items

· Process to retain and sustain all Key Supporting Documentation (KSD) and ensure appropriate transfer of applicable documentation for all assessable units and sustainment efforts.

3.3.2 Small Business Subcontracting Plan. The Management Plan shall include a Small Business Subcontracting Plan that addresses the following:

· Process for meeting contract goals that comply with FAR Part 19, Small Business Programs, and its supplements, and [Reference source document and percentage (will be minimum of 23%)]

· Management of teaming partner/subcontractor efforts as part of the overall effort

3.3.3 Organizational Conflict of Interest (OCI) Plan. The Management Plan shall include an OCI Plan that demonstrates how the contractor will detect, disclose, avoid and mitigate OCI issues/risks for this requirement. The OCI Plan shall address OCI resulting from contractor and teaming partner/subcontractor involvement in previous contracts supporting the AF FIAR effort, as well as the Contractor’s process for dealing with OCI identified in the course of contract execution. The OCI Plan shall address separate physical locations, separate work forces, separate management, separate computer systems, and a representation that there will be no “cross-talk” or information shared between the two affiliates in connection with all identified OCI. See [reference source document] for OCI details.

3.3.4 Transition Plan. The Management Plan shall include a Transition Plan that demonstrates how the contractor will:

· Transition into:

· Assertion packages that are in progress

· Sustainment of completed assertion packages

· Transition knowledge and documentation to Government personnel throughout performance

· Transition out

· Provide sustainment process guide

· Processes and procedures to sustain assertion packages in audit ready status

· Documentation sustainment

· Train Government personnel on sustainment guide

3.3.5 See paragraph 3.7 and Table 1 – Contract deliverables for deliverable details/requirements.

3.4 Meeting participation.

3.4.1 Ongoing Meetings.

3.4.1.1 Contractor personnel shall support FIAR-related meetings convened at the direction of the applicable COR. The Contractor shall provide information in support of meetings and briefings in the format requested by the Government. Below is a list of regular meetings that may require Contractor attendance and/or support).

· Bi-monthly meeting with Air Force Undersecretary of Management (SAF/USM)

· Monthly FIAR Committee Meeting

· Monthly FIAR Sub-committee Meeting

· Monthly Governance Board

· Monthly Independent Project Team (IPT)/Executive Steering Group (ESG) Meetings (The IPT and ESG are each held every other month, on a rotating basis, with one of these meetings held each month)

· Monthly In-Progress Reviews (IPR) for each assessable unit

· Weekly Team Update Meeting (for each SBR assessable unit) with SAF/FMPA COR

3.4.2 Kick-Off Meeting. The Contractor shall attend a kick-off meeting, within 30 days of contract award, with the members of the AF FIAR Support PMO, the COR(s), and other officials as designated by the Government.

3.5 Management Reports. The Contractor shall prepare and submit the following in accordance with and in the format established by the Government templates (see PWS Section E, Appendix B, Mandatory Supplemental Documentation and Templates, Item 12 for details)

3.5.1 Weekly Activity Report (WAR).

3.5.2 Monthly Progress Report (MPR).

3.5.3 See paragraph 3.7 and Table 1 – Contract deliverables below for delivery schedule.

3.6 Human Resources Management.

3.6.1 Personnel Qualifications.

3.6.1.1 The Contractor shall provide qualified personnel at contract/task start that meet or exceed the stated Knowledge, Skills, and Abilities (KSA) qualification requirements for the required task.

3.6.1.2 All Contractor personnel shall:

· Be capable of working independently.

· Demonstrate full competence in reading, writing, understanding, and speaking the English language.

3.6.1.3 The Contractor shall possess the overall aggregate skills, expertise, and experience in each of the areas identified to successfully complete all task requirements.

· Knowledge of Generally Accepted Accounting Principles (GAAP), Government Auditing Standards (GAGAS), and internal control over financial reporting (ICOFR)

· Knowledge of Office of Management and Budget (OMB) Circulars A-123, Management’s Responsibility for Internal Control; A-127, Financial Management Systems; A-134, Financial Accounting Principles and Standards and other pertinent OMB policies and federal financial management systems requirements

· Knowledge of Federal Information Systems Controls Audit Manual (FISCAM) requirements

· Expertise with OUSD(C) FIAR Guidance

· Familiarity with DoD and Air Force Financial Management

· Familiarity with and adherence to the Federal Accounting Standards Advisor Board (FASAB), Statements of Federal Financial Accounting Concepts (SSAC), and Statements of Federal Accounting Standards (SFFAS)

· Functional familiarity with Oracle Federal Financials

· Familiarity with AF legacy financial management systems and processes

· Familiarity with operational AF Financial Data Structure

· Familiarity with operational AF Data Dictionary

· Knowledge of Job Order Cost Accounting System

· Knowledge of Foreign Military Sales

· Knowledge of DoD financial management policies and procedures

· Familiarity with AF policies, systems and procedures for personnel, acquisition, inventory, property and material management

· Familiarity with current trends in information technology

· Certified Public Accountant (CPA) certification

· Defense Financial Manager (CDFM) certification

· Government Financial Manager (CGFM) certification

· Certified Internal Auditor (CIA) certification

· Certified Information Systems Auditor (CISA) certification

3.6.2 Key Personnel. The Contractor shall designate key personnel to oversee each individual assessable unit/assertion package. These personnel shall serve as the interface with Government personnel, to include the Government PMO and CORs. Government personnel will keep SAF/FM leadership informed of status.

3.6.2.1 Contract Start. Key personnel, with the qualifications specified in the contractor’s proposal and accepted by the Government, shall be available and ready for work when performance related to the task begins.

3.6.2.2 Retention. The Contractor shall make every reasonable effort to retain key personnel in order to ensure continuity of services.

3.6.2.3 Turnover. If it should become necessary to substitute or replace key personnel, the Contractor shall notify the COR, in writing, of any intent to substitute or replace key personnel as soon as aware of such intent. The Contractor shall ensure that replacements/substitutions meet the minimum qualifications as proposed for the affected position.

3.6.3 Removal of Personnel at Government Request. The Government may request removal (permanent or temporary) of personnel for security, safety or health reasons, upon discovery of fraudulent qualification documentation, or when Contractor personnel behave in an unprofessional manner that would be considered unacceptable by a reasonable person.

3.7 Deliverables Management.

3.7.1 Data Rights. The Government owns all data rights to all deliverables developed under this contract.

3.7.2 The Contractor shall provide deliverables as specified in the contract. Deliverable requirements are as follows:

Table 1 – Contract Deliverables

· WAR: Close of Business (COB) each Wednesday

· MPR: COB the 5th business day of the month following the reporting period Regular delivery day/time may change based on requirements, but will not be due more than once a week/month.

· Verbal and electronic notification to the COR within 3 hours of identification.

· Written recommendations and corrective actions required to meet FIP and AF Acceleration Plan milestones/timelines within 8 hours of identification.

· Minutes: within 5 business days of meeting with proposed agenda for following meeting Contractor not accountable for information not provided in timely manner by Government POCs

3.7.3 If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last work day prior to the due date.

3.7.4 The Government acknowledges its responsibility to provide accurate and timely information to the contractor throughout the performance of this contract. If at any time, the contractor believes the Government has not provided requested information in a reasonable amount of time (determined by complexity of generating/delivering the information and timeframe provided – if in doubt, CO determines), or if the information provided does not meet accuracy or completeness, the contractor shall notify the applicable COR, Quality Assurance Manager, and CO (see PWS paragraph 9.2.4 for additional details). This notification shall identify what was requested, when, of whom, and expected delivery date. The CO shall investigate the matter. If it is determined the Government is not meeting its responsibilities, the notification date/time marks the start of Government delay. The delay ends when the COR verifies delivery. The Government will consider such delays when determining the Contractor’s accountability in meeting contract timelines on a case-by-cases basis.

3.8 Financial Management.

3.8.1 Billing. The contractor shall bill for services performed under this contract on at least a monthly basis, by submitting a combinations invoice/receiving report in Wide Area Work Flow (WAWF) in US dollars, unless otherwise approved by the CO. Billings for travel shall be invoiced for the entire trip (inclusive of all costs associated with the trip) on a single invoice. Billing for a single trip shall not be broken out into various component billings spread across multiple invoices, unless otherwise approved, in writing, by the CO for extenuating circumstances.

3.8.2 Purchasing. The Contractor shall not purchase any material billable to the Government as part of this requirement.

3.8.3 Contractor Furnished Supplies and Services. Except for those items or services specifically stated in PWS Section D, Government Furnished Property and Services, as Government furnished, particularly in relation to work performed at Government facilities, the Contractor shall furnish the required supplies and services needed to perform this requirement.

3.8.4 Travel Reimbursement. Contractor personnel may be required to travel in support of this contract. Travel cost estimates shall be based on number of trips, number of personnel, and location Per Diem Rate as posted on http://www.defensetravel.dod.mil/. A Contractor must be able to provide receipts for associated travel expenses being reimbursed by the Government.

3.8.4.1 Local Travel. Reimbursement for local area travel shall not be authorized. Local travel is considered within 50 miles of a primary place of performance. Primary places of performance include:

· NCR (VA, DC, MD)

· Wright Patterson AFB, OH

· Denver, CO

· Columbus, OH

3.8.4.2 Non-Local Travel. All travel shall occur on an “as needed” basis, and associated estimated costs shall be presented to the COR at least five (5) business days prior to date of departure, unless otherwise approved by the CO. All travel requests shall be coordinated and pre-approved in writing by the Government COR prior to any trips.

3.8.4.3 The Contractor shall be responsible for all travel arrangements including airline, hotel, and rental car reservations. The Vendor shall make every commercially reasonable effort to schedule travel far enough in advance to utilize reduced airfares.

3.8.4.3.1 Contractor personnel shall stay in Government-furnished lodging, if available.

3.8.4.3.2 The Government will only reimburse for one compact to medium size rental car for each four (4) individuals on travel at the same location.

3.8.4.4 Contractor travel for PMRs and performance reviews is considered a cost of doing business.

3.9 Duty Hours and Places of Performance.

3.9.1 Duty Hours. Government primary performance location (as listed in PWS paragraph 3.8.4.1) duty hours include core duty hours of Monday through Friday, 0900-1500 with flex start time of 0700-0900. End time is dependent upon flex start time and duration of lunch (30 minutes or hour). Government personnel must be on site whenever Contractor personnel are performing at Government-owned facilities. Contractor personnel may not perform any end of day security checks.

3.9.2 Legal Holidays. The Government observes the following Federal holidays, which will also be observed for those Contractor personnel performing at Government facilities:

Table 2 – Government Legal Holidays

The Contractor shall observe any Federal holiday that falls on a weekend IAW the Government’s observation of that holiday.

3.9.3 Overtime/Holiday Time. Overtime and Holiday Time will not be separately reimbursed by the Government.

3.9.4 Base Shut Downs. In events such as a base shutdown due to severe weather or security issues (ex/September 11, 2001), the Contractor shall work with the Government to determine payment terms and any payments will be subject to CO approval. For official AF or base level family days, or holidays granted by Executive Order, the Government is not liable for the Contractor’s costs incurred for work at the locale affected by the shutdown. In all cases, if Government personnel are not available in the building/location of work to oversee Contractor activities, Contractor personnel shall leave the premises. Costs incurred for work will not be reimbursed, unless the option for alternate work locations is coordinated with the COR and approved by the CO prior to performing work.

4.0 ADMINISTRATIVE SUPPORT.

4.1 FIAR Planning Tool Support. The Contractor shall maintain current FIPs across all assessable units/statements in the FIAR Planning Tool (FIAR-PT), to include FIP status, on a daily basis and updates from HHQ to FIP format, data elements, and/or content.

4.1.1 Training on the FIAR-PT is provided via hyperlink included in PWS Section E, Appendices, Appendix B, Mandatory Supplemental Documentation and Templates.

4.1.2 Personnel performing this task shall be proficient in Microsoft Project.

4.1.3 Guidance for FIAR-PT access at http://comptroller.defense.gov/fiar/planning.html.

4.2 Meeting Support.

4.2.1 The Contractor shall provide on-site support for regular, ongoing meetings. Activities include:

· Coordinate meetings (requires additional effort when meetings conducted in Jones Building on Andrews AFB, Pentagon or other Government facilities requiring special access)

· Collect read-aheads

· Consolidate briefings/slide decks (due from action officers two (2) days before scheduled meeting) adding cover page and agenda slide using current AF briefing template.

· Prepare agendas (complete day before meeting and provide to POC with consolidated slide deck)

· Room set-up (requires knowledge of protocol for seating priority, room requirements, etc.)

· Take notes/run slides

· Prepare minutes (within five (5) business days of meeting with proposed agenda for following meeting)

· Provide all deliverables to applicable COR/team lead for distribution

4.2.2 Meetings Supported. The Government anticipates it will need ongoing support for an average of five (5) meetings per week:

Table 3 – Ongoing Government Meetings

4.2.3 FMSuite/Open Document Listing (ODL) Review. The Contractor shall provide assistance to the AF in reviewing and clearing ODLs. First area of focus will be the Air Force District of Washington (AFDW), which has approximately 1600 line items (1,520 as of 15 January 2012), with numbers finalized at performance start. AFDW shall be completed within four (4) months of performance start. Other MAJCOM work will be assigned by the Government with comparative completion dates once AFDW is completed.

4.2.4 Qualifications and process covered in ODL Review Qualifications and Process document attached at PWS Section Appendix B, Mandatory Supplemental Documentation and Templates, Attachment 10.

4.2.5 Collect data. The Contractor shall recommend ad hoc queries to applicable COR/Team Lead to capture data to support data cleansing. The Government will grant system access to Contractor personnel, as required.

4.2.6 Conduct root cause analysis for each line item using Example Spreadsheet – Project Sweep for required items (see attachments at PWS paragraph XXXX) and provide to applicable COR.

4.2.7 Recommend overarching corrective actions/resolution for ODL process (system, trends) to applicable COR.

4.3 Template Management. The Contractor shall:

4.3.1 Manage all existing templates (see PWS Section E, Appendices, Appendix B, Mandatory Supplemental Documentation and Templates) for currency, fit, form, function and content for all deliverables required by performance to ensure standardization.

4.3.2 Utilize existing templates and make recommendations for improvement to applicable COR prior to implementation.

SECTION B ENVIRONMENTAL, SAFETY, HEALTH AND SECURITY

5.0 ENVIRONMENTAL REQUIREMENTS. The Contractor shall comply with all applicable federal, state and local environmental statutes, instructions, manuals, handbooks, regulations, guidance, policy letters and rules (including all changes and amendments), and all Presidential Executive Orders in effect on the date of award. The Contractor shall comply with the highest degree of environmental protection where any disagreements exist.

6.0 SAFETY AND HEALTH REQUIREMENTS. The Contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) and Air Force Occupational Safety and Health (AFOSH) standards, technical orders, regulations and referenced publications. The Contractor shall comply with the highest degree of safety protection where any disagreements exist.

7.0 SECURITY.

7.1 Physical Security. The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. The Contractor shall ensure all Government equipment and materials are secured at the end of each day.

7.2 Classified Information. For all tasks with classified work or access to classified information, the Contractor shall:

7.2.1 Clearance Requirements - DD Form 254. Comply with, coordinate and complete a DD Form 254, Department of Defense Contract Security Classification Specification. Upon award, the CO will sign the DD Form 254 for incorporation into the contract. The hosting SAF/FM activity will provide security classification guidance for contract performance. The Government will oversee handling and storage of classified information and provide appropriate storage capability for all classified material. All classified information shall be returned to the Government upon termination of the contract.

7.2.1.1 All personnel assigned to this contract shall be U.S. citizens.

7.2.1.2 Prior to performance, all Contractor personnel must possess at least an Interim or in place Secret security clearance. Contractor personnel performing any tasks in their own facilities that require classified information (such as financial database products) must also have an appropriate security clearance.

7.2.1.3 Prior to performance, all Contractor personnel involved in the Special Programs portion of this requirement (see PWS paragraph 2.2.1.4 and subparagraphs) shall possess a TS/SCI security clearance.

7.2.1.4 The Contractor shall abide by all AF and local rules, procedures and standards of conduct.

7.2.2 The Contractor shall request security clearances (submit clearance paperwork to the Defense Security Service) for personnel requiring access to classified information within 15 days after receiving a facility clearance or, if the Contractor is already cleared, within 15 days after contract award. Due to costs involved with security investigations, requests for Contractor security clearances shall be kept to the absolute minimum necessary to perform contract requirements. Contractor personnel shall have appropriate clearances prior to commencing work unless otherwise approved in writing by the CO. The Contractor shall also complete visit requests for each individual that will perform work in the Defense Security Service (DSS) Joint Personnel Adjudication System (JPAS) prior to performance start unless otherwise approved in writing by the CO.

7.2.2.1 The Contractor shall notify the servicing Information Protection Office of contract award within 30 days of contract award. The notification shall include:

· Name, address, and telephone number of company representatives

· The contract number and contracting agency

· The highest level of classified information to which Contractor employees require access

7.2.2.2 Industrial Security guidelines stipulate that facility clearances must be specific and that Contractor employee security clearances cannot be higher than the facility clearance of the company. Facility clearances shall match the clearance level required of Contractor employees. For example, if Contractor employees are required to have TS clearances, then the company facility clearance shall be TS and shall be in place prior to performance, unless otherwise directed by the CO. Local security clearance requirements will apply to each performance location.

7.2.2.3 The Government assumes costs and conducts security investigations for facility security clearances.

7.2.3 Visitor Group Security Agreement (VGSA). Enter into a long term VGSA through the host base Information Security Program Manager, when applicable. Provide the information requested by AFFARS 5352.204-9000, Notification of Government Security Activity and Visitor Group Security Agreements. Visitor Groups shall safeguard all collateral classified information IAW DoD 5200.1-R, Information Security Program; AFI 31-401, Information Security Program Management; AFI 31-601, Industrial Security Program Management, and other directives deemed necessary by the servicing Information Protection office. In addition to the items required by AFFARS 5352.204-9000, the VGSA shall outline how the Contractor integrates security requirements for contract operations with the AF to ensure effective and economical operation on the installation, the use of security forms and conducting inspections required by DoD 5220.22-R, Industrial Security Regulation, and protection of high value pilferable property.

7.2.4 Security Training. Provide employees with training required by DoD 5200.1-R, Information Security Program Regulation and AFI 31-401, Information Security Program Management. The Contractor shall also provide initial and follow-on training to Contractor personnel who work in AF controlled/restricted areas IAW AFI 31-101, Air Force Installation Security Program. This training shall be provided by an appointed security manager for the on-base Visitor Group. The security manager may be a full time or an additional duty position.

7.2.5 Pass and Identification Items. Ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles prior to the performance start date.

7.2.6 Retrieving Identification Media. Retrieve all identification media, including vehicle passes, when the contract expires or from employees who depart for any reason before the contract expires, e.g., terminated for cause, retirement, etc.

7.2.7 Traffic Laws. Ensure all Contractor employees comply with base traffic regulations.

7.2.8 Weapons, Firearms and Ammunition. No weapons, firearms, or ammunition, procession on contractor employees or within Contractor-owned vehicle or privately-owned vehicles while on any installation or any office/working location covered under this contract.

7.2.9 For Official Use Only (FOUO). Comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO material.

7.2.10 Reporting Requirements. Report to an appropriate authority (i.e., CO, PM, COR) any information or circumstances that may pose a threat to the security of DoD personnel, Contractor personnel, resources and classified or unclassified defense information.

7.2.11 Controlled/Restricted Areas. Implement local base procedures for entry to Air Force controlled or restricted areas where Contractor personnel shall work. The Government will complete an AF Form 2586, Unescorted Entry Authorization Certificate, completed and signed by the sponsoring agency’s Security Manager, before a Restricted Area Badge will be issued. Contractor employees shall have a favorably completed National Agency Check plus written Inquiries investigation before receiving a Restricted Area Badge. Interim access may be granted IAW AFI 31-501, Personnel Security Program Management. Contractor personnel must have appropriate clearances prior to commencing work on the contract unless otherwise approved in writing by the CO.

7.2.12 Key Control. Establish and implement procedures to ensure all keys issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the Government.

7.2.12.1 The Contractor shall immediately report to the CO or PM any occurrences of lost or duplicated keys within two (2) days of occurrence.

7.2.12.2 In the event keys are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks with no additional cost to the Government. The Government may replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor.

7.2.12.3 The Contractor shall not loan issued keys to any other persons nor allow access by use of issued keys to other persons not associated with performance of work at the contract work site.

7.2.13 Lock Combinations. Control access to all Government-provided lock combinations to prevent unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the CO. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

7.2.14 Restricted/Formerly Restricted Data. Obtain a final US Government clearance at the appropriate level before obtaining access to RESTRICTED DATA and FORMERLY RESTRICTED DATA.

7.3 Communications Security (COMSEC). Contractors may require access to COMSEC information on Air Force installations. The Contractor shall not require a COMSEC account. Access will be controlled by the sponsoring agency. Access to COMSEC material by personnel is restricted to US citizens holding final US Government clearances. Such information is not releasable to personnel holding only reciprocal clearances.

SECTION C QUALITY CONTROL

8.0 INSPECTION SYSTEM.

8.1 The Contractor shall develop, implement, and maintain a comprehensive inspection system that assures compliance with all requirements of this contract IAW Federal Acquisition Regulation (FAR) Subpart 46.105, Contractor Responsibilities.

8.1.1 As part of the inspection system, the Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services.

8.1.2 The Contractor is required to control the quality of service delivery and offer to the Government for acceptance only services which conform to contract requirements. The overall control of quality shall meet the specified performance thresholds for each requirement in the Services Summary.

8.2 The Contractor shall develop and submit a QCP that addresses its inspection system.

8.2.1 The contractor’s QCP shall…