RFP_for_FSA-Changes_4_March_13.pdf

FA4890-13-R-0003

Amendment 02

PERFORMANCE WORK STATEMENT

Performance-Based Work Statement for

Financial System Administrator Support at

ACC Host Base Comptroller Squadrons

Revised Date: March 4, 2013

TABLE OF CONTENTS

1.0. DESCRIPTION OF SERVICES

1.1. BACKGROUND & OVERVIEW

1.2. TASK REQUIREMENTS

1.3. SPECIAL SKILLS REQUIRED

1.4. TRAVEL

1.5. PERFORMANCE SCHEDULE

1.6. DELIVERABLES

1.7. SERVICE DELIVERY SUMMARY

2.0. ENVIRONMENTAL REQUIREMENTS

2.1. SAFETY AND HEALTH REQUIREMENTS

2.2. SECURITY

2.3. GENERAL

2.4. PROCEDURES FOR PAYMENT

ATTACHMENT 1 - FINANCIAL SYSTEMS AND APPLICATIONS ENVIRONMENT 13

Section 1

Description of Services

1.0. DESCRIPTION OF SERVICES

The contractor shall provide all personnel necessary to provide Air Combat Command (ACC)

Host Base Comptroller Squadrons (Financial Management (FM)) with contractor support for computer operations, LAN component and PC installation, network configuration and troubleshooting to assure uninterrupted accomplishment of daily operations and long-term system viability. Coordination and communication with

ACC/FMF, Defense Mega Centers (DMCs) and local Communications personnel are required to perform services.

ACC Host Base Comptroller Squadrons include the following installations; Beale AFB CA, Davis-Monthan AFB

AZ, Dyess AFB TX, Ellsworth AFB SD, Holloman AFB NM, Langley AFB VA, Moody AFB GA, Mountain Home

AFB ID, Nellis AFB NV, Offutt AFB NE, Seymour-Johnson AFB NC, Shaw AFB SC and Tyndall AFB FL.

1.1. BACKGROUND & OVERVIEW

The Host Base Comptroller Squadron within ACC consists of CAT 5 hubs, switches and routers, SIPRNET terminals, a Global Command and Control System terminal, PC workstations and laptops, printers, and other specialized PC-based servers to include CD-ROMs, virtual private network access, E-mail gateways, etc. with the majority of systems being associated with the

NIPRNET. A DD Form 254, Department of Defense Contract Security Classification

Specification, is required for all positions in order to maintain the SIPRNET terminals and

SIPRNET user accounts.

1.2. TASK REQUIREMENTS

The contractor shall provide the necessary Full Time Employee (s) (FTEs) and functional support required to fulfill this contract, as described within this PWS. One FTE is required at each Host Base Comptroller Squadron.

1.2.1. Support provided by the FSAs. FSA duties are divided into two primary areas – basic computer systems administration and financial systems application administration. FSAs shall ensure financial systems integration and network connectivity to local Network Operation Support Centers (NOSC’s) and Defense Mega Centers (DMCs) and supply the required level of oversight, maintenance, and administrative support to ensure uninterrupted accomplishment of daily financial operations.

1.2.3. Computer Systems Administration Support. Includes providing professional Information Technology (IT) support to the Comptroller staff. Support includes, but is not limited to, the administration and maintenance of

Comptroller IT equipment to include workstations, monitors, printers, scanners, and various other standard peripherals.

1.2.3.1. The contractor shall install, configure, and maintain all Comptroller workstations in accordance with

AFNETOPS and local Communications Unit guidance. Configurations will generally include the installation of the

Standard Desktop Configuration (SDC) or the Federal Desktop Computer Configuration (FDCC) on all government workstations.

1.2.3.2. All government workstations shall be maintained in such a way as to comply with prescribed Air Force communications guidance/governance, to include the application of patch updates, and configuration changes. The contractor shall serve as the Comptroller Unit’s Client Support Administrator (CSA). The CSA will be notified via e-mail or telecom of all workstation patch requirements, and the suspense date for compliance. Compliance reporting is the responsibility of the contractor CSA.

1.2.3.3. The contractor shall serve as the Comptroller Unit’s Information Technology Equipment Custodian (ITEC)

Manager. As such, the contractor shall maintain inventory control over all accountable ITEC items, reporting and maintaining inventory in accordance with respective Wing ITEC management guidance and AFI 33-112, Information Technology Hardware Asset Management.

1.2.3.4. The contractor shall be the focal point within the Comptroller Unit for identifying and reporting all network issues or outages to the respective network helpdesk for resolution. The contractor shall monitor trouble tickets submitted to the respective helpdesk, and shall keep the affected individual(s) appraised of the ticket status.

1.2.3.5. The contractor shall provide one-on-one Microsoft Office and Microsoft Windows operating system training to Comptroller clients as questions arise. Providing formal classroom type training is not a requirement of this performance work statement. One-on-one assistance shall be provided as necessary in the basic use of MS

Office and or Windows, and shall be provided as time allows. Clients requesting extensive training shall be directed to the local Communications Unit Training Facility.

1.2.3.6. The contractor shall provide specific hardware and software acquisition recommendations to management based on analysis of Comptroller IT needs, requirements, and existing resources. The contractor shall keep

Comptroller management apprised of the current state of Unit IT equipment and associated tech refresh requirements.

1.2.3.7. The contractor shall maintain an inventory of printer consumables (cartridges, fusers, etc.), and shall retain all Unit print devices in working order to include toner replacement as necessary. Upon confirmation of a current and active warranty, the contractor shall initiate technical support service calls with the equipment vendor should the contractor not be capable of fixing a hardware issue locally. The contractor shall identify printer hardware and printer consumable items required for purchase to the Unit resource advisor for Government purchase.

1.2.3.8. As the Unit IT professional, the contractor shall advise management as requested on the latest computer and communication equipment/technology available to the Air Force.

1.2.3.9. The contractor shall serve as the Comptroller Unit’s Air Force Portal content administrator. Administration of Portal content does not require Internet programming capability. The contractor shall post images and update text based content as necessary in order to main the Unit’s Air Force Portal presence.

1.2.4. Financial Systems Administrator Support. The contractor shall be the IT focal point for multiple

Comptroller/Financial systems. The contractor shall be the technical point of contact for application installation/maintenance, not the functional point of contact for the application.

1.2.4.1. Financial Systems application administration shall include the installation, maintenance, and troubleshooting of various financial applications (as listed in Attachment 1). The contractor shall install various

Comptroller-specific applications on workstations within the Comptroller Unit.

1.2.4.2. The contractor shall assist Computer Systems Administrators at various locations throughout the Wing with the installation, maintenance, and troubleshooting of financial applications.

1.2.4.3. The contractor shall facilitate the upgrade and maintenance of FM applications (Attachment 1) in the event of a release or upgrade.

1.2.4.4. The contractor shall troubleshoot application issues, engaging the application helpdesk or local

Communications Unit as necessary to resolve the issue.

1.2.4.5. Application server installation, maintenance, and administration are beyond the scope of this effort. The contractor shall not maintain/administer physical server hardware.

1.2.4.6. The contractor shall develop extensive continuity procedures covering all financial applications in use within the Comptroller Unit. Continuity procedures shall be created within the MS Office Suite of tools, and retained within an FSA continuity binder. The continuity binder may be developed centrally and dispensed to each of the Wing FSA, or each FSA may build a continuity folder unique to their respective site. The binder shall be reviewed and refreshed as necessary on a quarterly basis. All information shall be available in both hard copy and soft copy format.

1.2.4.7. The contractor shall ensure efficient collaboration occurs between all ACC FSAs. Collaboration shall include the creation and maintenance of a library of tools to facilitate the sharing/distribution of financial application administration materials among the ACC FSAs.

1.2.4.8. The contractor shall establish a “support network” for use in the event of an extended FSA vacancy (beyond

1 week) where the Comptroller staff may rely on other FSAs via telephone or e-mail, thus ensuring that emergency support is available to the Comptroller staff.

1.2.5. Telecommunications Support

1.2.5.1. Contractor personnel shall also manage the operability of Comptroller Squadron telecommunications to include blackberries, conference room projection equipment and VTC systems, and any Government issued cellular telephones and PDA devices.

1.2.6. Miscellaneous Support

1.2.6.1. Historically an average of 50-100 PCs or peripheral equipment can be expected to be added, moved, upgraded or patched weekly.

1.2.6.2. Contractor employees must be able to lift and carry at least 40 pounds.

1.2.6.3. Set up and/or relocate hardware (e.g., workstations, printers) as required. This will require lifting up to 35 pounds from floor to desktop height.

1.2.6.4. Unpack, inspect, and test incoming computer hardware to ensure that all parts have been received and are in satisfactory condition. This may involve moving incoming computer hardware from the loading dock to a temporary storage area.

1.3. SPECIAL SKILLS REQUIRED

1.3.1. Specific Experience and Expertise. All on-site contractors staffing shall be IA Technician (IAT) Level I certified as defined in the DOD 8570.01-M, pages 24 and 25. The contractor proposal shall clearly address the IAT

Level I certification requirements..

1.3.2. Functional Skills: Contractor personnel assigned to this task should be familiar with the FM applications listed in Attachment 1. The contractor must understand the interrelationships and capabilities of other standard off-the-shelf microcomputer software packages (e.g., MS Windows, and MS Office). Knowledge of Air

Force and Department of Defense (DoD) financial systems and their application environment is desired. Knowledge of Air Force Information Technology (IT) equipment accountability program (ITEC), wireless devices, and all applicable peripherals is desired. Additionally, the contractor will assist users in fully utilizing the capabilities of

Microsoft Office software products in the preparation of briefings, documents, and spreadsheets. This assistance will be provided on a not to interfere basis with other requirements of this PWS and primary functions.

1.4. TRAVEL

1.4.1. Local travel to attend meetings within the local city or base of assignment commuting vicinity shall be considered a cost of doing business and shall not be separately reimbursed.

1.5. PERFORMANCE SCHEDULE

1.5.1. Performance Schedule: The contract performance periods are as follows:

Base Period: 1 July 2013 to 30 June 2014

Option Year 1: 1 July 2014 to 30 June 2015

Option Year 2: 1 July 2015 to 30 June 2016

Option Year 3: 1 July 2016 to 30 June 2017

1.5.2. Place of Performance: The contractor shall perform and accomplish tasks identified in this PWS at those ACC Comptroller Squadrons listed in para 1.1.

1.5.3. Duty Hours: normal operational hours are 0730-1630, Monday through Friday. The contractor will provide continuous support during these hours.

1.5.4. After Hours: Occasional after-hours support may be required based on customer needs as stated in paragraph 1.2.5.1, and are usually restricted to personnel who are TDY and require technical assistance.

1.6. DELIVERABLES

The contractor shall be responsible for delivering all end items specified within chart under paragraph 1.6.3. The method of surveillance for all deliverables will be by government inspection and acceptance. The ACC Acquisition Management and Integration Center (AMIC)

Contracting Office requires copies of listed deliverables.

1.6.1. FSA Collaboration and Knowledge-base. An online tool (requiring only a web browser) shall provide a forum for FSAs to cross-feed information amongst the ACC/FM team. A searchable discussion forum where files may be uploaded/downloaded and questions/answers may be posted. The Knowledge-base shall allow analysts to continually capture, create, and refine solutions as a natural part of the workflow process. As solutions are added to the knowledgebase, they shall become immediately available for shared use. The Knowledge-base shall be a “self-service” database of technical information containing information, guidance, advice, links and statistics from other

FSAs. The Knowledge-base tool shall:

Develop, refine and capture best practices for use by FSA across installations with similar requirements.

Allow for rapid “keyword” searches of all posted material (including uploaded files).

Send Email alerts to all FSAs whenever a new post occurs. Provide Email alerts to posting FSAs whenever a response to their query was posted.

Send Email alerts to appropriate systems (e.g. ABSS) help desk whenever a net post occurs and whenever a response to a query was posted.

Provide for a high level view of what is occurring across the ACC/FM community and allows for the rapid identification and resolution of Air Force-wide Financial Management system issues.

Provide a central repository of purely Financial Management system information and expertise providing a picture of the current and past state of Financial Management system analysis and maintenance across the Air Force.

Provide a searchable repository of support information tailored and customized for Financial

Management systems only.

1.6.2. Perform Quality Assurance Survey: Survey assessing the quality of service provided by the FSA will be sent to each Comptroller on a bi-annual basis. These surveys shall be provided to the Comptroller Squadron Commander and ACC/FM.

1.6.3. Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours

(including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

Deliverables Due Date

Trouble Call Summary Monthly – unless otherwise requested Establish Continuity of Operations Plan and provide collaboration tools Annually

Monthly Progress Reports Monthly

Supplies Inventory Usage and Requests Semi-Annually

Hardware and Software Inventory and Status Reports Annually

1.7. SERVICE DELIVERY SUMMARY

Task Requirements Performance Requirement//Acceptable

Quality Level Method of

Surveillance

PWS

Paragraph

Set up and/or relocate hardware (e.g., workstations, printers) as required

Respond to requests promptly.

Daily review of complicated jobs to include time of completion estimate.

(95% of the time)

Daily observation

1.2.3.

Receive and respond to user trouble calls relating to hardware, software, and connectivity

Answer all telephone calls and correct the problem as soon as possible. A fast response and customer satisfaction are priority 1.

(99% of the time)

Daily observation

1.2.3.4 1.2.3.5 http://www.ecmra.mil/

Contractor personnel shall maintain the Comptroller

Squadron Air Force Portal pages, various Community of

Practice pages and SharePoint pages as required

Review customer knowledge management page input to ensure information is up to date. Schedule updates and log estimated time of completion during weekly review of page content and customer requests for change/update requests.

(95% of the time)

Weekly review 1.2.3.9

Analyze processing malfunctions in cooperation with government personnel to determine causes and take appropriate corrective action

Same day response to malfunctions

– Log problem and estimate time of completion by end of day

(99% of the time)

Daily observation

1.2.4.2 1.2.4.3

1.2.4.4

Contractor personnel shall develop and maintain

Continuity Procedures for

Financial applications

Review Continuity folder to ensure information is up to date and reflects current environment (99% of the time)

Quarterly review

1.2.4.6

Manage the operability of conference room projection equipment and

VTC systems

Daily operational checks on the projector/VTC system. Ensure any problems are reported and logged daily.

(95% of the time)

Daily observation

1.2.5

Submission of deliverables, logs, reports, and forms

On-time delivery of specific deliverable on due date.

(95% of the time)

Daily observation

1.2.3.3 1.6

Section 2

Environmental, Safety, Health and Security

2.0. 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.

2.1. 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.

2.2. SECURITY

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

2.2.1. Physical Security.

2.2.1.1. 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.

2.2.1.2. For Official Use Only (FOUO) and Privacy Act. Comply with requirements of DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, as well as The Privacy Act of 1974, as amended at 5 U.S.C.

552. This regulation/guidance sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO and Privacy Act information/material.

2.2.2. Personnel Security.

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

2.2.2.2. Prior to performance, all Contractor personnel shall be able to obtain a Secret Clearance and hold either an

Interim (favorably completed National Agency Check plus written Inquiries investigation (NAC-I)) or in place

Secret security clearance. Contractor personnel shall have appropriate clearances prior to commencing work unless otherwise approved in writing by the CO. Contractor personnel performing any tasks in their own facilities that require classified AF information must also have an appropriate security clearance.

2.2.2.4. Controlled/Restricted Areas. Implement local base procedures for entry to AF 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 NAC-I investigation before receiving a Restricted Area Badge. Interim access shall be granted IAW AFI 31-501, Personnel Security Program

Management.

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

2.2.3.1. It is expected that all contractor personnel will have the appropriate security clearance within 10 calendar days after contract award. The Contractor shall also complete visit requests for each individual that will perform work in the Joint Personnel Adjudication System (JPAS) prior to performance start unless otherwise approved in writing by the CO.

2.2.3.2. Clearance Requirements - DD Form 254. Comply with, coordinate and complete a DD Form 254, Department of Defense Contract Security Classification Specification. Upon award, the Government will route the

DD Form 254 for appropriate coordination and signature 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 prior to departing Government premises at the end of each day and week or immediately upon termination from employment, or at contract end, whichever occurs first.

2.2.3.3. Visitor Group Security Agreement (VGSA). Enter into a long term VGSA through the host base

Information Security Program Manager. 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.

2.2.4. Facility Clearance. 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. The Prime

Contractor shall possess a SECRET facility clearance at contract start. The Prime Contractor shall ensure that any

Teaming Partners or Subcontractors have the appropriate clearances for the work performed prior to beginning performance.

2.2.5. 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 U.S. citizens holding final U.S.

Government clearances.

2.3. GENERAL.

2.3.1. 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.

2.3.2. Pass and Identification Items. Obtain pass and identification items for employees and non-Government-owned vehicles required for contract performance prior to performance start date.

2.3.3. 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.

2.3.4. Traffic Laws. All Contractor employees shall comply with base traffic regulations.

2.3.5. Weapons, Firearms and Ammunition. Contractor employees shall not possess weapons, firearms, or ammunition or carry these items within Contractor-owned vehicle or privately-owned vehicles while on any installation or any office/working location covered under this contract.

2.3.6. Reporting Requirements. Immediately 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.

2.3.7. For Official Use Only (FOUO). The contractor shall 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.

2.3.8. Privacy Act. Work on this project may require that the contractor have access to Privacy

Information. The contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section

552a and applicable agency rules and regulations.

2.3.9. In/Out-Processing Requirements. Contractors will be required to complete in-processing requirements, which will include at a minimum, security paperwork, security badge issue, initial training requirements and network accounts creation. Contractor employees terminating work will be required to complete out-processing requirements, which will include at a minimum security badge revocation.

2.3.10. Hours of Work. On-site contractor support shall be available during customer agency normal operating hours as defined by the individual work locations (the hours may vary slightly amongst the different locations. Work will generally consist of 40-hour workweeks, Monday through Friday, excluding federal holidays, with one hour lunch break. The contractor shall provide for non-standard duty hours support on an as required basis. Non-standard duty hours may be required during the month of September (for all performance periods) for fiscal year end support. The contractor shall coordinate the daily work schedule during the month of September

(for all performance periods) with the local Comptroller to ensure ample IT support coverage is provided, in an effort to adhere to a 40 hour workweek. Contractor will conform to a schedule agreed upon by the COR and the contractor. Duty schedule conflicts unable to be resolved between the COR and contractor will be arbitrated by ACC AMIC/PKA (with notification to

ACC/FM). The contractor will provide a 24 hour written notice to the COR prior to any change in contractor shift schedule.

2.3.11. Federal Holidays. The contractor will not normally be required to work during the following holidays. If performance is required for these holidays, it will be approved and scheduled in advance with the COR.

New Year's Day January 1

Martin Luther King Day Third Monday of January President's Day Third Monday of February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday of September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Fourth Thursday in November Christmas December 25

Normally, if the holiday falls on a Saturday, it is observed on the preceding Friday. If the holiday falls on a Sunday, it is observed on the following Monday.

2.3.12. Dress/Appearance. Contractor personnel shall present a professional appearance appropriate to the environment at the Comptroller Squadron. Contractor personnel shall wear a badge (e.g. CAC), visible at all times, identifying them as contract employees.

2.3.13. Smoking, Eating and Drinking. The contractor shall comply with base smoking regulations and smoke, eat, and drink only in designated areas.

2.3.14. Driving License/On-Base Requirements. The contractor and employees shall comply with base traffic regulations, including use of seat belts.

2.3.15. Information Technology Equipment (ITE). Establish and implement procedures to ensure all ITE, to include laptops and other data processing devices, issued to the Contractor by the Government are not lost or misplaced, are not used by unauthorized persons or are not subject to unauthorized external devices.

2.3.15.1. The Contractor shall immediately report to the CO any occurrences of lost ITE within two (2) hours of discovery of occurrence.

2.3.15.2. In the event that ITE is lost, the Contractor may be required, upon written direction of the CO, to replace the equipment at no additional cost to the Government. The Government may replace the equipment and deduct the cost of such from the monthly payment due the Contractor.

2.3.16. Key/Access Badge Control. Establish and implement procedures to ensure all keys/access badges 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/access badges issued by the Government.

2.3.16.1. The Contractor shall not loan issued keys/access badges to any other persons or allow access by use of issued keys/access badges to any other persons.

2.3.16.2. The Contractor shall report to the CO any occurrences of lost or duplicated keys/access badges within 24 hours of discovery of occurrence.

2.3.16.3. In the event keys/access badges 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.

2.3.17. 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.

2.4. PROCEDURES FOR PAYMENT. Billing and payment shall be accomplished in accordance with the contract award CLIN structure and cost and will be invoiced on a Monthly basis. Invoicing will be processed through Wide Area Work Flow (WAWF).

Attachment 1 - Financial Systems and Applications Environment

The Comptroller system and application environment includes, but is not limited to, the following systems;

Automated Business Services System (ABSS)

Automated Funds Management (AFM)

Centralized Disbursing Software (CDS)

Commanders Resource Integrated System (CRIS)

Defense Enterprise Accounting and Management System (DEAMS)

Defense Joint Military Payroll System (DJMS)

Defense MilPay Office (DMO)

Defense Travel System (DTS)

Enterprise Output Manager (EOM)

Financial Management Suite (FM Suite)

Integrated Accounts Payable System (IAPS)

Job Order Cost Accounting System (JOCAS)

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Section 6a - Addendum to 52-212-1

INSTRUCTIONS TO OFFERS

Section 6a – Addendum to 52.212-1

INSTRUCTIONS TO OFFERORS

6-1 SPECIAL NOTICE TO OFFERORS

6-1.1 The exclusive responsibility for Source Selection will reside with the Government. Each individual involved in this acquisition will execute a Non-Disclosure Agreement with ACC AMIC prior to having access to any proposals.

6-1.2 Proprietary information submitted in response to this solicitation shall be clearly marked as such and will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 U.S.C.423) (hereinafter referred to as “the Act”) as implemented in the FAR. Any unmarked information, which may include proprietary information, will be considered releasable under the restrictions of the

Freedom of Information Act.

6-2 FORMAL COMMUNICATIONS

6-2.1 Any formal communication such as requests for clarification, discussions, and information concerning this solicitation shall be submitted in writing to the CO and Contract Manager (CM) at the e-mail addresses below:

ACC AMIC/PKA

ATTN: Mr. Steven F. Pillo and Ms. Veronica Johnson

Reference: Solicitation No. FA4890-13-R-0003

Phone: Mr. Steven Pillo, (757) 225-7699; Ms Veronica Johnson, (757) 225-7714

E-mail: steven.pillo@langley.af.mil and veronica.johnson@langley.af.mil mailto:steven.pillo@langley.af.mil mailto:veronica.johnson@langley.af.mil

6-2.1.1 Questions. Submit all questions regarding the solicitation in writing via e-mail to the CO and CM, as identified above. The Government will provide official answers to questions in writing.

6-3 SUBMISSION OF PROPOSALS

6-3.1 Proposals shall be e-mailed to the issuing office listed in Block 9 of the Standard Form (SF) 1449 on/before the date/time specified on the front page. Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. All Offeror and team member/subcontractor information must be incorporated into one (1) coherent proposal to be considered complete. Failure to furnish a complete proposal at the time of proposal submission may result in an unacceptable proposal that the Government eliminates from consideration for award.

6-3.2 Proposals in response to this solicitation will be valid for 90 calendar days. Please indicate in your proposal that it is good for 90 calendar days.

6-3.3 Contact Information.

6-3.3.1 Offerors shall provide names, addresses, telephone numbers, and e-mail addresses of Offeror points of contact (minimum of two (2) personnel) to conduct any contracting business with the Government in connection with this solicitation.

6-4 DISPOSITION OF UNSUCCESSFUL PROPOSALS. In compliance with FAR Subpart 4.8, the

Government will retain one (1) copy of all unsuccessful proposals.

6-5 PROPOSAL PREPARATION INSTRUCTIONS

6-5.1 A complete proposal consists of three (3) separate volumes: Technical, Past Performance, and Price.

6-5.2 The instructions below prescribe the format of proposals. Proposals shall include all of the information requested in the specific instructions. Failure to include all information requested may adversely affect the evaluation.

6-5.3 It is an Offeror’s responsibility to submit a well-written proposal, with adequately detailed information which clearly demonstrates compliance with the solicitation and allows for a meaningful review. An Offeror that does not clearly demonstrate the merits of its proposal risks rejection. Proposals with significant informational deficiencies may be excluded, whether the deficiencies are attributable to either omitted or merely inadequate information addressing fundamental factors.

6-5.4 Proposal Format.

6-5.4.1 Page Format. Type size for text shall not be smaller than Microsoft Word Times New Roman 10 point font, single column, normal proportional spacing and one inch (1”) margins (top, bottom, left and right). The text for charts, tables, graphs, and figures shall be no smaller than Microsoft Word, Times New Roman or Arial Narrow, 8 point font, and used only when absolutely necessary. Text lines and table lines of text shall be single-spaced. Page color for each page of the proposal submission shall be white or ivory.

6-5.4.2 What Counts as a Page. A page shall be an 8 ½” x 11” sheet of paper. Fold-outs shall not exceed 11” x

17” and shall count as two (2) pages. All material shall be contained within the page limit identified for each volume, and all appendices, charts, graphs, diagrams, tables, photographs, drawings, etc., are included in the page count, with exception of items stated in 6-5.4.3 below

6-5.4.3 Pages Not Included in Page Count. The organizational chart and acronym list will not be included in the page count. Covers for volumes, tables of contents, indices, title pages, and section dividers/tables will not be included in the page count if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. They will be counted if they contain any other information, e.g., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” and without any additional information will not be counted.

6-5.4.4 Proposal Details. Offerors shall NOT submit any documents in PDF that cannot be electronically searched

(except those requiring scanned signatures, screen shots or where a searchable document cannot be accommodated).

Offerors may use JPEG images for charts or screen shots.

6-5.4.5 Organization/Copies/Page Limit. Information submitted shall not exceed the page limits stated below for each volume. Evaluators will only read up to the maximum number of pages specified. If the page limit is exceeded, the pages in excess of the limit will be removed from the applicable volume and will not be considered as part of the evaluation. Copy requirements and page limitations and submission dates are as follows:

6-6 EXCEPTIONS. By submitting a proposal it is understood that an offeror is agreeing to the terms of the solicitation.

6-7 INSTRUCTIONS FOR VOLUME I, TECHNICAL (FACTOR 1)

6-7.1 To facilitate evaluation, the Technical Volume shall be specific, detailed, and complete to clearly and fully demonstrate that Offerors have a thorough understanding of the Financial System Administrator (FSA) Support requirements. Statements that Offerors understand, can, or will comply with the PWS (including referenced documents, etc.); statements paraphrasing the PWS or parts thereof (including applicable AF publications, referenced documents, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used” or “work will continue as it has in the past” will be considered “Unacceptable.”

6-7.2 Technical Factor. The purpose of this section is to set forth the Offerors’ understanding of the FSA requirement and to demonstrate an ability to meet the evaluation criteria of Section 7, Factor 1, Technical. This section shall present a clear, concise description of how Offerors plan to meet requirements. This section shall not contain any pricing data.

6-7.2.1 Technical Factor 1: Management/Staffing Plan.

Provide a Management / Staffing Plan that:

Depicts the organizational structure detailing lines of authority / chain of command to include subcontractors and any teaming partners. The organizational chart shall clearly illustrate operational relationships.

Identifies and describes any proposed/potential sub-contractor agreements that may be required in the performance and completion of the task requirements.

Identifies and describes the offeror’s policies regarding retention, recruitment and benefits, to include the items listed below:

o Description of how and when training will be used to ensure retention of employees.

o Description of your plans, methods, procedures and personnel that will be used to recruit employees during contract performance.

o Description of how you will ensure qualification of prospective employees.

o Description of how you will initiate, process and obtain security clearances.

o Description of the orientation provided to the employee (at no cost to the Government) prior to assignment to a task.

Volume Title Page Limit

I Technical 10

II Past Performance See 6-8

III Price (See Note) None

Identifies the personnel resources and skill sets available to fulfill the PWS requirements, specifically addressing knowledge and experience that is required to complete the tasks identified in

PWS paragraph 1.2 and 1.3 and, the completion of all deliverables identified in PWS paragraph 1.6

Identify all positions and indicate how the personnel that will be supporting the effort at each host-base Comptroller organization meets the experience and expertise identified in PWS 1.3.

6-8 INSTRUCTIONS FOR VOLUME II, PAST PERFORMANCE (FACTOR 2)

6-8.1 Contents. Offerors shall submit a Past Performance Volume containing the following:

6-8.2 Description. Provide a description of three (a total of three to include subcontractor references – additional past performance references will not be considered for evaluation purposes) past projects to include the project/contract number the company or proposed subcontractor company has completed within the past three years or is currently performing which is similar in scope to the PWS. Each reference shall include the following:

Contracting and technical points of contact with their phone numbers, electronic-mail addresses, and titles.

The contract award date and completion (or estimated completion) date.

Sufficient detailed information including scope of work, number of contractor personnel involved, on/off site performance locations, etc. to determine the relevance of the reference to the subject requirement.

6-8.3 Recency Determination. The provided past performance information shall have work/services (minimum of

12 months of performance) that was/were performed during the last three (3) years preceding the final solicitation due date. This includes contracts that were awarded prior to this period, but still had performance (minimum of 12 months) during the last three (3) years.

6-8.4 Relevant Contracts. Offerors shall submit information on contracts deemed relevant in demonstrating the ability to provide FSA support capabilities IAW PWS requirements, and explain how/why the referenced contracts are relevant IAW the relevancy definitions at 7-3.2.3. The Government is not bound by the Offeror’s opinion of relevancy.

6-8.5 Other Sources. The Government may utilize references other than those identified by the Offerors in evaluation of the Offerors’ Past Performance. While the Government may elect to consider data obtained from other sources, the burden of providing accurate and complete, recent and relevant Past Performance Information (PPI) references that demonstrate the ability to perform this requirement rests with each Offeror.

6-8.6 Responsibility Determination. Even though the assessment of Past Performance is separate and distinct from the Determination of Responsibility required by FAR Part 9.1, PPI references contained herein may be used to support the Determination of Responsibility for the successful Offeror.

6-9 INSTRUCTIONS FOR VOLUME III, PRICE (FACTOR 3)

6-9.1 Pricing. Price proposals shall identify the labor hours and labor rates applicable for each propsed staffing category / position at each ACC location and the total price for each ACC location.

6-9.1.2 Total Overall Evaluated Price. The total overall price will be the base period and all priced options.

6-9.1.3 Offerors are responsible for the mathematical accuracy of any pricing information.

6-10. Facility Clearance. Prior to performance, all Contractor personnel shall be able to obtain a Secret Clearance and hold either an Interim (favorably completed National Agency Check plus written Inquiries investigation (NAC-

I)) or in place Secret security clearance. Contractor personnel shall have appropriate clearances prior to commencing work unless otherwise approved in writing by the CO.

Section 7 - Evaluation Criteria

EVALUATION CRITERIA

7-1 BASIS FOR CONTRACT AWARD

7-1.1 This competitive best value source selection will be conducted using the Lowest Price Technically

Acceptable (LPTA) source selection process in accordance with (IAW) Federal Acquisition Regulation (FAR) Part

12, Acquisition of Commercial Items, and Part 15, Contracting by Negotiation, Department of Defense (DoD)

Source Selection Procedures effective 1 July 2011 and Air Force Federal Acquisition Regulation (AFFARS)

Mandatory Procedures (MP) 5315.3.. Award will be made to the Offeror deemed responsible in accordance with

Federal Acquisition Regulation (FAR) Part 9.1 is the lowest price technically acceptable and conforms to the solicitation requirements. To be eligible for contract award the offeror must also have a Secret Facility clearance.

7-1.1.1 Technical proposals will be assessed a rating of "Acceptable" or "Unacceptable" at the Factor level as shown below:

To be eligible for award, an “Acceptable” rating for all three factors is required. Proposals shall meet the PWS requirements and meet the evaluation criteria requirements. Proposals that exceed the evaluation criteria will not receive higher ratings.

7-1.1.2 Past performance will be assessed a final rating of "Acceptable" or "Unacceptable" at the factor level. To be eligible for award, an “Acceptable” rating for the past performance factor is required. The Government will evaluate this factor to assess the Offerors’ recent and relevant present and past work record to determine each

Offeror’s probability of successfully performing as proposed.

7-1.1.3 An Offeror’s proposed price must be determined fair and reasonable to be eligible for award. The total overall evaluated price consists of the sum total of the base period and all option periods. The Government will not award to Offerors that demonstrate a lack of understanding of PWS requirements. This includes both original submissions and any final offers.

7-1.2 The Government reserves the right to award without discussions, but may conduct discussions if the

Government determines it is necessary. If the Government elects to open discussions, the competitive range may include proposals rated as “Unacceptable” at the sole discretion of the Government. The Government may make a final determination as to whether the Offeror’s proposal is acceptable or unacceptable solely on the basis of the initial proposal. Therefore, Offerors are advised to submit proposals that are fully and clearly acceptable without additional information.

7-1.3 Offerors are required to meet all solicitation requirements, such as terms and conditions; representations and certifications; evaluation factor requirements, and be deemed responsible in accordance FAR Part 9.1 to be eligible for award.

7-1.4 The Government intends to select one contractor for this acquisition. However, the Government reserves the right not to award a contract, depending on the quality of proposal(s) submitted and the availability of funds.

RATING DEFINITION

ACCEPTABLE Proposal clearly meets the minimum requirements of the solicitation

UNACCEPTABLE Proposal does not clearly meet the minimum requirements of the solicitation

7-2 FINAL PROPOSAL REVISION. If it is determined to be in the best interest of the Government to hold discussions, Final Proposal Revisions (FPR) will be required before making an award decision.

7-3 EVALUATION FACTORS. Proposals will be evaluated using three (3) evaluation factors: (1) Technical, (2)

Past Performance, and (3) Price.

7-3.1 Factor 1: Technical. Offerors’ proposals shall demonstrate a comprehensive understanding of the nature and scope of work required. The Government will not search for data to cure problems or address inconsistencies in an Offeror’s proposal. The technical factor will be evaluated “Acceptable/Unacceptable.” A finding of

“Unacceptable” in any subfactor will render the proposal Technically Unacceptable. For the technical factor to be considered acceptable, offerors’ must clearly address each bullet under the Technical Subfactor adequately.

Offerors’ must clearly address each bullet under the Technical Subfactor adequately. Any item not adequately addressed could be found unacceptable.

7-3.1.1 Technical Subfactor 1.

Management/Staffing Plan. Demonstrate effective management/staffing approach to accomplish the FSA Support requirement to include:

Effective organizational structure detailing lines of authority / chain of command to include subcontractors and any teaming partners. The organizational chart shall clearly illustrate the operational relationships.

Effective procedures to identify and describes the offeror’s policies regarding retention, recruitment and benefits.

Procedures that identify the personnel resources and skill sets available to fulfill the PWS requirements, specifically addressing knowledge and experience that is required to complete the tasks identified in PWS paragraph 1.2 and 1.3 and, the completion of all deliverables identified in

PWS paragraph 1.6

Reasonable method that identifies all positions and indicate how the personnel that will be supporting the effort at each host-base Comptroller organization meet the experience and expertise identified in PWS 1.3.

7-3.2 Factor 2: Past Performance.

7-3.2.1 The Government will evaluate this factor to assess Offerors’ recent and relevant present and past performance to determine whether there is a reasonable expectation that the Offeror can successfully perform as proposed. For purposes of this evaluation, the “Offeror” includes any joint ventures, subcontractors and/or teaming partners proposed as part of the Prime Contractor’s team under this effort. The Government will evaluate the

Offeror’s demonstrated record of contract compliance in supplying products and services that meet user’s needs, including quality, cost and schedule. The Government will evaluate the following to determine whether the

Offeror’s past performance is “Acceptable” or “Unacceptable”:

7-3.2.2 Recency. A Recency determination will be made for each PPI reference provided. Recency is defined in this solicitation is active contract performance (minimum of 12 months) during the three (3) years preceding the date of this solicitation. Contracts that were started prior to this time, but still in effect with active performance

(minimum of 12 months) as of three (3) years from the date of this solicitation, will be considered recent. If a PPI reference is determined recent, the Government may evaluate the Offerors’ performance record during the entire contract period.

7-3.2.3 Relevancy.

7-3.2.3.1 A Relevancy determination of the Offeror’s Present and Past Performance PPI references will be made.

In determining relevancy for individual contracts, consideration will be given to the effort, or portion of the effort, being proposed by the Offeror, joint venture, teaming partner, or subcontractor whose contract is being reviewed and evaluated.