DRAFT_PWS_IT_Management.pdf

DRAFT PERFORMANCE WORK STATEMENT (PWS)

FOR

INFORMATION TECHNOLOGY (IT)

PROJECT MANAGEMENT

AND IT SYSTEMS ANALYSIS SUPPORT

FOR THE 374TH COMMUNICATIONS SQUADRON’S

PLANS & RESOURCES FLIGHT AT YOKOTA AB JAPAN

24 Apr 2019

The attached PWS is being provided in accordance with (IAW) Section 801, 10 USC 2330. Any contract or task order resulting from this request is to be acquired using performance principles.

Table of Contents

1.0 DESCRIPTION OF SERVICE/GENERAL INFORMATION

1.1. IT Project Management Support

1.2. IT Systems Analysis Support

1.3. Monthly Status Reports

1.4. Place of Performance

1.5. Qualification/Responsibility of Contractor/Contractor’s Personnel

1.6. Travel

1.7. Records

1.8. Quality Control

1.9. Quality Assurance

1.10. Government Remedies

1.11. Performance of Services during Crisis Declared by the National Command Authority or Overseas Combatant Commander

1.12. Key Control

1.13. Base Pass

1.14. Contractor Required Training

1.15. Safety

1.16. Accident Report Procedures

1.17. Hours of Operation

1.18. U.S. Legal Holidays

1.19. Contractor Full-Time Equivalent Reporting

2. SERVICES SUMMARY

3. GOVERNMENT PROVIDED ITEMS AND SERVICES

4. APPENDICES

1.0. Description of Services/General Information: The Contractor shall provide all personnel and supervision necessary to perform Information Technology (IT) Project Management and IT Systems Analysis Support for the 374th Communications Squadron, Plans & Resources Flight (374 CS/SCX) at Yokota Air Base, Japan. Performance shall be in accordance with (IAW) this Performance Work Statement (PWS). The services include project management for projects that support communications, computer, navigational, audio, visual, and information management systems for organizations 374 CS supports, such as Headquarters United States Forces in Japan (HQ USFJ), Headquarters Fifth Air Force (HQ 5AF), and the 374th Airlift Wing (374 AW).

Projects or work preformed will also support Defense Information Systems Agency (DISA) infrastructure located in Japan, and high frequency radio services for the Western Pacific Region

(WESTPAC).

1.0.1. Requirements: The task requirements are:

IT Project Management Support: requirements planning support for specific requirements and specifications; assets maintenance support for life cycle designs and historical records; construction project support where needed to support IT pieces.

IT Systems Analysis Support: analysis to support in Systems Acquisition; expertise on cable plants for project requirements; analysis and guidance for support of systems requirements; planning support for implementations of new technologies; IT support to less-experienced personnel.

1.1. IT Project Management Support: The Contractor shall assist with the following tasks that include, but are not limited to:

1.1.1. IT Requirement Planning Support: Conduct organizational research and analytical studies to determine specific requirements and develop specifications. Conduct economic analysis in support of selected acquisition actions. Formulate independent government cost estimates.

Prepare acquisition documents such as, but not limited to, PWS, Statements of Work and Justification and Approval (J&A) for Other Than Full and Open Competition.

1.1.2. IT Assets Maintenance Support: Oversee life cycle design and maintenance specifications for new IT assets. Update historical records and project management files for supported organizations listed in Paragraph 1 above.

1.1.3. Construction Project Support: Participate in on-board review process for construction projects to include submitting comments with regard to IT aspects of the projects as appropriate.

1.2. IT Systems Analysis Support: The Contractor shall assist with the following tasks that include, but are not limited to:

1.2.1. Systems Acquisition Support: Apply statistical and evaluative methodologies of security, reliability, and utilization of systems and networks already in existence to determine if organizational needs can be met by enhancing existing assets or if replacement is more cost effective

1.2.2. ISP/OSP Support: Provide technical expertise on Inside Plant (ISP) and Outside Plant (OSP) technical solutions for project requirements.

1.2.3. Systems Requirement Support: Provide technical guidance and analyze system status as related to organizational requirements.

1.2.4. Systems Planning Support: Conduct systems analyses of existing systems and system components to determine comprehensive installation requirements and opportunities for new IT technology.

1.3. Deliverables:

1.3.1. Monthly Status Reports (MSR): The Contractor shall document the efforts performed in the completion of this requirement in detailed Monthly Status Reports. All products developed in the course of this effort shall be included as attachments to the MSR and become the property of the United States Air Force. The reports shall be due to the Government no later than the 5th duty day of each month. The Contractor shall include at a minimum the following information in the MSR:

Progress this period by project: Support provided during the reporting period (with attached copies of meeting minutes, Weekly Activity Report (WAR) bullets and working papers).

Activities planned for the next reporting period: Planned support activities as well as the status of all products/working papers, including delivery date and actual and/or anticipated delivery date. Scheduled time periods that personnel will not be available due to leave or other reasons.

Problems encountered: Identification of any problems, issues or delays and recommendations as to their resolution concerning the problems submitted during the reporting period, and any corrective action that was taken to correct identified problems.

Signature: Signature space for the Government Contracting Officer’s Representative (COR) and the Contractor.

Hours: The total hours of work performed per project during that month.

1.3.2. E&I work Plan: The E&I work Plan is a process within the Cyberspace Planning Infrastructure System (CIPS) that prioritizes 374 AW C4I requirements IAW PACAF guidance and IMSC criteria. The WP is utilized to collect E&I requirements across the AF for funding consideration, per MPTO 00-33D-3005. The contractor must work with SCX leadership to ensure C41 gaps, shortfalls, and/or deficiencies are constantly being analyzed throughout the year in an effort to submit a 374 CS/CC-validated product (in CIPS) in December..

1.3.3. Deliverables:

Deliverable Frequency Medium Submit To Individual Communications Related Tasks

Daily or as appropriate Email/SharePoint COR

MSR 5th of each month Email COR Support provided, meeting minutes and working papers

With MSR Email COR

Planned support activities With MSR Email COR Availability forecast due to leave or other reasons

With MSR Email COR

Attendance and participation at individual project meetings

As required N/A N/A

Attendance and participation at monthly overall project meetings

Once a month as required N/A N/A

Update ticket information with technical status and actions taken

Daily or as appropriate Electronic Enter into ticket tracking tool

Validate E&I Work Plan Yearly Microsoft Excel Squadron Commander Update SharePoint Dashboard and PowerPoint Slides

Daily or as appropriate Electronic and Microsoft PowerPoint

N/A

1.4. Place of Performance: Place of performance will be on Yokota AB Japan. On-Base Resources will support customers throughout mainland Japan and the WESTPAC region. On- Base Resources may be required to travel at Government expense IAW Joint Travel Regulations (JTR) to customer locations. Due to the nature of communications requirements’ changing daily, 374th Communications Squadron requires face-to-face interaction, so telecommuting is not viable.

The use of Government Owned Vehicles (GOV) will be addressed in Appendix I.

1.5. Qualification/Responsibility of Contractor/Contractor’s Personnel

1.5.1. Facility Clearance: This Contract contains a DD Form 254, DoD Contract Security Classification Specification, and requires performance primarily at a Government overseas location. The Contractor must possess, or acquire prior to award of a contract, a facility clearance equal to the highest classification stated on the Contract Security Classification Specification (DD Form 254) attached to this Contract.

1.5.2. Security Clearance: This contract involves access to information classified “Confidential,” “Secret”. The Contractor must provide personnel who possess or be able to obtain a United States "Secret" security clearance for the purpose of maintaining classified material and systems prior to the commencement of services.

1.5.3. Information System Access: Contractors will be required to follow guidance IAW AFMAN 33-152, Chapter 2, para 2.3 – Information System Access to obtain required daily network access, as listed in Appendix F.

1.5.4. Qualifications: At a MINIMUM the Contractor’s personnel shall have the following credentials to be considered:

Security+ Certification Has experience with fiber and copper network systems for telephony and computers Must have at least 3 years of experience with AF Corporate Acquisitions processes

(AFWAY/NETCENTS2)

Demonstrated experience with writing PWS , statements of work, independent government cost estimates, and requirements approval documents/Justifications Approval documents

Familiar with authorized uses of DoD financial appropriations Has managed a network worth at least $1 million for 3 years Cisco Unified Call Manager Cisco Network Engineering experience with routing and switching Voice over Internet Protocol (VoIP) experience McAfee and Norton Firewall/Vulnerability experience Solar Winds (Orion) Network Management Software experience Project Management Professional (PMP) Certification

1.5.5. Removal of Contractor’s employee: The Contracting Officer(KO) has the right to remove any Contractor personnel not qualified or is a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

1.5.6. Release of Information: The Contractor shall not hold any discussions or release any information relating to this contract to anyone not having a direct interest in performance of this contract, without the written consent of the KO or the designated representative of the KO.

Additional information about information release is described in DFARS (Defense Federal Acquisition Regulation Supplement) 252.204-7000.

1.5.7. Advertisement. The Contractor shall not advertise information about projects performed under this task without KO’s review and approval. For the purposes of this paragraph, advertisement is considered to be Contractor-funded promotional brochures, posters, tradeshow handouts, world-wide-web pages, magazines, and similar promotions.

1.6. Travel: When authorized by the Contracting Officer, the contractor’s personnel may be required to travel from Yokota Air Base to another location to provide service. Travel must be authorized before travel commences. Overseas temporary duty status shall be initiated by the Government Letter of Identifications (Contractor Travel) and will be used to access Government facilities and travel authorized between countries. Approved travel will be reimbursed to the Contractor in accordance with the Joint Travel Regulations (JTR), via a travel voucher.

1.6.1. As soon as the details of a travel requirement are known, the Contractor shall prepare a travel worksheet for the supporting agency COR. Travel worksheet includes the following:

traveler's name, social security number, home address, date of birth, passport number, security clearance, departure/arrival dates, duration of travel, itinerary (destinations) and purpose of the trip. In turn, the supported agency will prepare a Letter of Identification.

1.7. Records: Except where otherwise required, all records and deliverables will be completed in Microsoft Office or other software provided by the government, and transmitted using email furnished by the government, as set forward in Appendix F.

1.7.1. The Contractor provides the original or copies of all documents required to be filed by the records management plan for the 374th Communications Squadron.

1.7.2. The Government may duplicate, use, and disclose in any manner and any purpose documents provided to the Government. The Government may request records in accordance with the terms of this contract and FAR subpart 4.7 as supplemented.

1.7.3. The Contractor may maintain records or copies of records for purposes of this contract maintained at an appropriate classification level. See DFARS 2523.204-7000 (August 2013).

1.8. Quality Control: The Contractor shall develop and maintain a quality control program to ensure the services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in Section 2, Service Summary.

1.9. Quality Assurance: The Government shall evaluate the Contractor’s performance IAW the Quality Assurance Surveillance Plan (QASP) by appointing Contracting Officer’s Representative (COR) to monitor performance to ensure services are received.

1.10. Government Remedies: The KO shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.11. Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander: None.

1.12. Key Control: The Contractor shall establish and implement methods of making sure all keys/combinations 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. The Contractor shall immediately report to the COR or the KO any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the KO, to re-key or replace the affected lock or locks without cost to the Government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, the Government shall replace all locks and keys for that system, and the total cost will be deducted from the monthly payment due the Contractor.

1.13. Base Pass: The Contractor shall take the necessary steps to secure base passes required for personnel and vehicles to enter all military installations to provide service for the contract. The Contractor shall bear the expenses for all documents required on their behalf to procure military installation base passes. The U.S. Government will issue all required Installation/Base Passes and Controlled Area Badges at no cost to the Contractor. Vehicle insurance certificates are required to obtain Base Passes and must cover the automobile liability insurance in the types and minimum amounts of (a) Bodily Injury - ¥30,000,000 per person per occurrence, in addition to the Japanese Compulsory Insurance (JCI), and (b) Property Damage - ¥3,000,000 per occurrence. The Contractor shall be responsible for all passes issued to contractor employees under this contract.

The Contractor shall return all applicable passes upon termination of employment or completion of this contract to the Japanese Pass Section, and a certificate of receipt shall be obtained.

1.14. Contractor’s personnel are required to attend the Controlled Cryptographic Item (CCI) briefing, Computer Security (COMSEC) Awareness Training, held by the Government, within 5 days from installation start date at no expense to the Contractor. The Government shall also conduct refresher training on an annual basis. The Government will maintain completion certificates in the Contractor’s Personnel Training/Credential File.

1.14.1. IAW USFJI 36-2811 Indoctrination Programs, the contractor shall attend an “Indoctrination Program” within two (2) weeks of arrival and again annually by completing refresher (reinforcement) training at the unit level. The Government will maintain completion documentation in the Contractor’s Personnel Training/Credential File and upload the documentation into the Contracting Officer Representatives Tool (CORT).

1.15. Safety: The Contractor must comply with all safety requirements imposed by the local installation commander at all times while performing the requirements of this contract on military installations. The Government shall provide safety and health training on an as required basis for areas and procedures uncommon outside of military installations (i.e. hazardous/emergency reporting procedures, etc.).

1.16. Accident Report Procedures: In the event of an accident on Government property, or involving Government personnel or property, the Contractor shall submit a report within 72 hours to the KO in letter form that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances.

1.17. Hours of Operation:

1.17.1. Normal: The 374th Communications Squadron’s normal duty hours are Monday through Friday, from 0800 hours to 1700 hours. Personnel will be in the office during these hours except when coordinated between SCX Flight Commander and Contracting Office. On-Base Resources will be allowed to set duty hours in accordance with office policy and requirements.

1.17.2. Other than Normal: There may be situations requiring Contractor’s Personnel to work other than normal hours, e.g., weather emergencies or terrorist threats. When the Contractor’s personnel are restricted access to work location due to closure, the Contractor shall advise the COR and schedule work to minimize disruption to work. Such scheduling may require work to be accomplished at times other than normal duty hours.

1.17.3. Work exceeding Normal: Historically, the amount of effort required remains constant in the 374th Communications Squadron throughout the year. During times of extra work, the contractor will not be required to provide additional personnel or hours of work beyond the normal.

1.18. U.S. Legal Holidays: The Contractor shall not normally be required to provide services on the holidays listed below.

1 January New Year’s Day 3rd Monday in January Martin Luther King’s Birthday 3rd Monday in February President’s Day Last Monday in May Memorial Day 4th of July Independence Day 1st Monday in September Labor Day 2nd Monday in October Columbus Day 11th November Veteran’s Day 4th Thursday in November Thanksgiving Day 25th December Christmas Day

NOTE: Holidays falling on Saturday shall be observed the preceding Friday. Those falling on Sunday shall be observed the following Monday. The Contractor shall be required to provide services on Family Days.

1.19. Contractor Full-Time Equivalent Reporting: The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for 374th Communications Squadron via a secure data collection site as identified in Appendix A. 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. Questions regarding reporting may be directed to the CMRA help desk.

2. SERVICES SUMMARY (SS): The following table outlines the performance objectives and thresholds for critical tasks associated with providing the services in this requirement. The performance threshold describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

SS AND METHOD OF ASSESSMENT (QASP Para 4.1)

PERFORMANCE

OBJECTIVE

PWS

PARA PERFORMANCE THRESHOLD

METHOD OF

ASSESSMENT(S)

SS1: IT Project Management Support

1.1. 90% of project management support is completed within required timeframe.

No more than two (2) valid customer complaints per month

Periodic Inspection

Customer

Complaints SS2: IT Systems Analysis Support

1.2. 90% of IT systems technical assistance is completed within required timeframe.

No more than two (2) valid customer complaints per month

Periodic

Customer

Complaints SS3: Monthly Status Reports (MSR)

1.3. 100% of the time NLT 5th duty day of each month

Monthly

3. GOVERNMENT WILL PROVIDE FOLLOWING ITEMS AND SERVICES:

3.1. Facilities: See Appendix A.

3.2. Utilities: See Appendix B.

3.3. Furniture/Equipment: See Appendix C.

3.4. Information and Resources: See Appendix D.

3.5. Telephone: See Appendix E.

3.6. Base Network: See Appendix F.

3.7. Custodial: See Appendix G.

3.8. Security Forces and Fire Protection: See Appendix H.

3.9. Government Owned Vehicle (GOV) Use. See Appendix I.

4. APPENDICES.

A. FACILITIES

B. UTILITIES

C. FURNITURE/EQUIPMENT

D. INFORMATION AND RESOURCES

E. TELEPHONE

F. BASE NETWORK

G. CUSTODIAL

H. SECURITY FORCES AND FIRE PROTECTION

I. GOVERNMENT OWNED VEHICLE USE

J. CONTRACTOR FULL-TIME EQUIVALENT REPORTING

APPENDIX A

FACILITIES

The Government will provide the facilities identified below for contractor use in support of the requirements of this contract. The facilities are provided “as is.” Obtain KO approval in advance of making any changes to the facilities. Such changes will be at no cost to the Government unless otherwise approved by the KO. The Contractor shall ensure facilities are maintained in a neat, clean and professional manner. The KO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this contract, or upon such reallocations or relocations, return facilities to the Government in the same condition as received, fair wear and tear and approved modifications. The Government reserves the right to seek and collect reimbursement for the misuse, misappropriation, or destruction of listed property or services.

Approximately 60 square feet of floor space are provided in Bldg 653 on Yokota Air Base, Fussa-shi, Tokyo, Japan.

APPENDIX B

UTILITIES

The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment or system without prior KO review and approval. The Contractor shall practice energy conservation in the Government provided facilities.

APPENDIX C

FURNITURE/EQUIPMENT

The Government will provide the following furniture/equipment.

Item Bldg Qty Make Model Purchase Date Unit Cost

Desk 653 2 Knoll L-shape May 06 $6,000.00

Chair 653 2 H. Miller Aero May 06 $1,400.00

Cabinet 653 1 Knoll 4-Drawer May 06 $1,200.00

CPU 653 2 HP 705 G3 Sep ?? $470.00

Monitor 653 2 Hyundai P247DPL Jan ?? $136.00

Printer 653 1 HP CM4540F Mar ?? $3,262.00

APPENDIX D

INFORMATION AND RESOURCES

The Government shall provide to the Contractor the manuals, texts, briefs, mandatory publications, Standard Operational Procedures and other materials associated with assigned duties.

The Government will provide initial work place familiarization and orientation. The Contractor’s personnel shall become familiar with and comply with the following publications.

PUBLICATION TITLE DATED

AFI 31-218(I) Motor Vehicle Traffic Supervision 22 May 2006

AFI 16-1404 Air Force Information Security Program 29 May 2015

AFI 16-1406 Air Force Industrial Security Program Management 25 Aug 2015

DOD 5220.22-M,

(Change 2)

National Industrial Security Program Operating Manual (NISPOM)

18 May 2016

DOD 5220.22-R,

Chapters 1-3 & 6-9

Industrial Security Regulation 4 Dec 1985

SOFA Articles 1(b), XII-XIV, XVI & XIX

The Status of Forces Agreement between the United

States and Japan 23 Jun 1960 www.tiaonline.org Telecommunications Industry Association (TIA)

Standards Active website www.eciaonline.org Electronic Components Industry Association Active website www.ansi.org American National Standards Institute (ANSI) Active website

PUBLICATION TITLE DATED

www.osha.gov, 29CFR Occupational Safety and Health Administration

(OSHA) Standards Active website

UFC 3-580-01 (Change 1)

Engineering Technical Letter (Change 1:

Communications and Informations System Criteria for

Air Force Facilities http://www.wbdg.org/ccb/AF/AFETL/etl_02_12.pdf

01 Jun 2016

UFC 3-580-01 (Change 1)

Unified Facilities Criteria, Telecommunications Building Cabling Systems Planning and Design http://www.wbdg.org/ccb/DOD/UFC/ufc_3_580_01.pd f

01 Jun 16

APPENDIX E

TELEPHONE

The Government shall furnish Class-A (DSN) line for official business. Commercial service may be obtained at the Contractor’s expense.

APPENDIX F

BASE NETWORK

The Government shall furnish the LAN connectivity (a Yokota domain e-mail account). The Contractor shall ensure Common Access Cards (CACs) are obtained by all contract or subcontract personnel. The Contractor shall coordinate with the KO thru COR for the CAC application and process.

APPENDIX G

CUSTODIAL

The Government shall provide standard custodial services for the facilities provided in Paragraph

3.1.1. above. The services provided shall be in accordance with the custodial contract in place during the contract period. Any additional services required by the Contractor shall be coordinated through the COR. The additional services may or may not be provided at Government expense.

APPENDIX H

SECURITY FORCES AND FIRE PROTECTION

The Government shall provide Security Forces and Fire protection services for emergency purposes at on-base facilities. Emergency services can be contacted by dialing 911.

APPENDIX I

GOVERNMENT OWNED VEHICLE USE

Government Owned Vehicles (GOV) can only be used by operators with a GOV License. GOVs will not be operated by the contractors in this contract. However, if military personnel are driving to a location by GOV, the contractors may use the GOV as passengers. The contractors must coordinate with the Plans and Resources Flight Commander for approval of travel by this means.

APPENDIX J

Contractor Full-Time Equivalent Reporting

The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the 374th Communications Squadron 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 *See below, each calendar year. Contractors may direct questions to the CMRA help desk."

Reporting Due Date Reporting Period

31-Oct-20 FY20 (1 Apr 2020 ~ 30 September 2020)

31-Oct-21 FY21 (1 October 2020 ~ 30 September 2021)

31-Oct-22 FY22 (1 October 2021 ~ 30 September 2022)

31-Oct-23 FY23 (1 October 2022 ~ 30 September 2023) 31-Oct-24 FY24 (1 October 2023 ~ 30 September 2024) 31 May 25 FY25 (1 Oct 2024 ~ 31 Mar 2025)

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.