Draft PWS - ECM - 16 Jun 25.docx

PERFORMANCE WORK STATEMENT (PWS)

ECM software and support for 31 CES TQMS project

Part 1

General Information

Aviano AB's facilities are not compliant with host nation laws regarding certifications and certification management. This non-compliance results in thousands of wasted man-hours due to the inability to effectively manage core infrastructure files using the current file system and paper documents.

Implementing an Enterprise Content Management (ECM) system will allow for the organization of documents and certificates using customizable file structures and metadata tagging. Documents and drawings can be placed in folders and subfolders and labeled with descriptive metadata such as project, facility, author, revision number, and date. This metadata ensures documents are easily retrievable through robust search features. Furthermore, ECM systems enforce naming conventions and standardization by requiring users to adhere to predefined rules. This project aims to achieve compliance with host nation laws regarding crucial documents.

There are no specific safety, security, or clearance requirements beyond the standard documentation needed for base access.

1. GENERAL: This is a non-personnel services contract to provide ECM software and support for 31 CES TQMS project implementation. The Government shall exercise supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform ECM software installation and support for 31 CES TQMS project implementation as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Inability to effectively manage core infrastructure files using the current file system and paper documents results in non-compliance with host-nation laws and the waste of thousands of man-hours.

1.3 Objectives:

Implement an ECM solution on organizational servers, build a logic system structure to host existing and future organizational files, create dedicated web interfaces, train personnel. Enable organizational stakeholders (system maintainers, developers, and end-users) to fully and independently manage and use the developed ECM platform.

1.4 Scope:

a) Analysis of the Organization requirements (on-site).

b) Assist the organization's IT staff and stakeholders in analyzing documents, workflows, and lifecycles, and translating them into a tailored CMIS-based ECM solution.

c) Deploy and configure the ECM solution and all related/required services (such as repository, database, search engine, transformation services, workflow engine, messaging service, caching service, web-based user interfaces, REST/Java API, SDKs, AGS and APS), on the organizational servers, with the support of the organization’s IT staff, solely entitled to work on the Government IT infrastructure (on-site).

d) Assist and train the organization IT staff in the definition and implementation of all the required protocols and measures to independently maintain the just created ECM environment to include updates, backups, disaster recovery strategies, data restoration and system redundancy (on-site).

e) Develop custom APIs and dedicated web interfaces to effectively manage organizational data. At least the following interfaces will be created:

· Assets management.

· Documentation and Certifications management.

· Projects management (for projects on existing or new assets).

· System Administration (to manage sites, installations, users, roles, etc.).

f) Conduct in-person training for two IT developers from the organization on the modification of existing interfaces, the development of new interfaces, and the creation of custom APIs.

g) Provide end-users’ training on the implemented TQMS platform (on-site).

Services include: Provision of 50 annual software licenses. The licenses’ validity period will begin upon the organization's acceptance of the deliverables specified in section 1.4.e.

The contractor shall accomplish: The project will encompass on-site installation and configuration of ECM software on the organization's Windows Servers. This includes building the necessary infrastructure to manage an estimated 2 million files (approximately 6TB) in a structured manner. Key document management features will include robust search capabilities, version history tracking, and customizable lifecycle management (e.g., approval, review, archiving). Special attention will be given to document versioning (check-in/check-out), revision numbers, certification expirations, metadata management, and metadata inheritance.

User/role interfaces will be developed, and DoD smart card authentication will be implemented for the ECM infrastructure and its web interfaces. Secure access to the application will be enforced via protocols such as HTTPS and FTPS, with permissions managed through DoD-provided domain security groups.

Finally, training will be provided to the organization's IT specialists on system administration, to IT developers on interface development, and to end-users on the developed TQMS software.

1.5 Period of Performance: This Performance Work Statement (PWS) requires Government-furnished hardware (a server) procured under a separate acquisition. The Government will make the server available to the Contractor as soon as practicable after contract award, but no later than six (6) months from the award date. No cost adjustments will be authorized due to delays in server availability within this six-month period.

The period of performance will begin upon server availability after the notice to proceed (NTP) and shall not exceed one (1) year from the commencement date.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor and Government representatives will perform quality evaluation every two weeks to monitor application development/implementation as Quality Control Plan. The contractor in five days after the meeting shall provide a minute of the meeting to be reviewed by the government and agreed by both parties.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on US and Italian holidays.

1.6.4 Hours of Operation: When on-site the contractor is responsible for conducting business, between the hours of 08:00 - 17:00 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at both 31 Civil Engineering Squadron (Aviano AFB - Area C) and at the contractor's premises.

1.6.6 Type of Contract: The government will award a service contract.

1.6.7 Security Requirements: Not applicable.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured and remain in the Government facility. Government information, whether in digital or physical form, cannot leave the organization perimeter.

1.6.7.2 Key Control: Not applicable.

1.6.7.3 Lock Combinations: Not applicable.

1.6.8 Special Qualifications: To assure a high-quality software implementation that leverages deep product knowledge, contractor personnel should be direct employees of the software vendor or a certified partner. The project team should include certified personnel from the software vendor.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: Contract manager/Alternate Contract manager, Project manager, vendor-certified personnel, an IT Systems Engineer and a Senior Developer. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 08:00 – 1700, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below:

1.6.11.1 Project Manager: must have 5 years of experience of DoD IT systems, regulations, deep knowledge of organizational infrastructure and specific project requirements.

1.6.11.2 IT Systems Engineer: must have a degree in IT and a 5 years’ experience in IT systems management.

1.6.11.3 Senior Developer: must have a degree in IT and a 5 years’ experience on client-side and server-side development. The Senior Developer is expected to have experience with building and testing web-based, user-centric design practices, usability testing, User experience design, Visual design, Html, CSS, JavaScript, TypeScript and Authentication services.

1.6.11.4 Vendor-certified personnel: contractor personnel properly trained and certified by the software vendor to install and configure the ECM solution.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to wear badges in the performance of this service.

1.6.13 Contractor Travel: The contractor will be responsible for all expenses related to OCONUS travel to Aviano Air Base, Italy, to perform services such as IT infrastructure setup, software installation, development meetings, and trainings. This may include shipping training aids. On-site training for end-users and system administrators will be conducted at Aviano Air Base. Angular Framework training must be conducted in person, location to be determined. Any cost associated with IT developers’ training will be covered by the contractor to include travel and other expenses for IT personnel as per Joint Travel Regulation (JTR).

All travel requires Government approval/authorization and notification to the COR.

1.6.14 Other Direct Costs: Not applicable

1.6.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights. Contractor agrees not to disclose any information to any third party without the prior written consent of a Government representative. This includes, but is not limited to, refraining from publicly announcing, advertising, or otherwise disclosing its relationship with Government Organization or the nature of the Services.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: Not applicable

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

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

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

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

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

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

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services:

The Government will provide IT specialist support for the following, under the contractor's guidance:

- installation of the hardware infrastructure.

- installation of the ECM environment.

- installation of the custom web interfaces.

The Government will provide IT specialist support and other project stakeholders for the following:

- analysis of organizational documentation to create the ECM base infrastructure.

- analysis of internal document workflows and procedures.

- analysis of web interfaces requirements.

Government organizational IT specialists will be solely responsible for performing all installations on the organization's servers. The contractor will not have physical or remote access to the servers.

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space and meeting/training rooms space.

3.3 Utilities: The Government will provide 220-volt electrical power for the contractor’s equipment. The Contractor shall instruct employees in utilities conservation practices.

3.4 Equipment: The Government will provide the required server infrastructure where the ECM platform and the web interfaces will be installed.

3.5 Materials: The Government will provide core documents, regulations and policies to develop the ECM infrastructure as per organizational requirements.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

The Contractor shall furnish all required software, expertise, manpower and services to fully implement the ECM infrastructure on organizational servers and develop custom APIs and interfaces.

4.2 Secret Facility Clearance: Not applicable

4.3. Materials: The Contractor shall provide all the documentation (technical/operational/source codes) related to the installation, configuration, management and usage of the ECM software, all related components (Database, load balancer, Search engine, etc...) and the customized TQMS-ECM system, to include:

4.3.1 Application/configuration manual (in order to debug and diagnose application issues, manage updates, manage backups and recovery procedures).

4.3.2 Developed web interfaces source code and related documentation.

4.3.3 ECM system, customized TQMS-ECM and web interfaces user manuals (PDFs, screen recordings, etc...).

4.3.4 GANTT Chart for tracking project progresses to be discussed during the bi-weekly meetings.

4.3.5 All minutes of the bi-weekly meetings to be discussed and approved by Government Project Lead, Project Specialist, COR and the contractor.

4.4. Equipment: Not applicable

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Analysis of the Organization requirements (on-site).

5.2 Assist the organization's IT staff and stakeholders in analyzing documents, workflows, and lifecycles, and translating them into a tailored CMIS-based ECM solution.

5.3 Deploy and configure the ECM solution and all related/required services (such as repository, database, search engine, transformation services, workflow engine, messaging service, caching service, web-based user interfaces, REST/Java API, SDKs, AGS and APS), on the organizational servers, with the support of the organization’s IT staff, solely entitled to work on the Government IT infrastructure (on-site).

5.4 Assist and train the organization IT staff in the definition and implementation of all the required protocols and measures to independently maintain the just created ECM environment to include updates, backups, disaster recovery strategies, data restoration and system redundancy (on-site).

5.5 Develop custom APIs and dedicated web interfaces to effectively manage organizational data. At least the following interfaces will be created:

· Assets management.

· Documentation and Certifications management.

· Projects management (for projects on existing or new assets).

· System Administration (to manage sites, installations, users, roles, etc.).

DoD smart card authentication shall be implemented for the ECM infrastructure and its web interfaces. Secure access to the application shall be enforced via protocols such as HTTPS and FTPS, with permissions managed through DoD-provided domain security groups.

5.6 Conduct in-person training for two IT developers from the organization on the modification of existing interfaces, the development of new interfaces, and the creation of custom APIs.

5.7 Provide 50 annual software licenses. The licenses’ validity period will begin upon the organization's acceptance of the deliverables specified in task 5.5.

5.8 Provide end-users’ training on the implemented TQMS-ECM platform (on-site). The training shall focus on what has been described in the above points, specifically on the use of the TQMS-ECM platform developed in tasks 5.3 and 5.5.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): Not applicable

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall analyze the organization requirements and provide a detailed report of the performed analysis.

All reports are on time, in the required format, error-free and contain the required content. The analysis and all related reports reflect a high degree of professional expertise.

Project Lead, Specialist, COR and contractor.

PRS # 2.

The contractor shall assist the organization's IT staff and stakeholders in analyzing documents, workflows, and lifecycles, and translating them into a tailored CMIS-based ECM solution. The contractor shall provide a detailed report of the performed analysis and the implementation plan for the tailored CMIS-based ECM solution.

All reports are on time, in the required format, error-free and contain the required content. The analysis and all related reports reflect a high degree of professional expertise.

The implementation plan is detailed with technical specifications and defined timeframes.

Zero deviation from standard

Periodic Surveillance (bi-weekly meetings) and 100% review by Government Project Lead, Specialist and COR.

PRS # 3.

The contractor shall provide the ECM software. The contractor shall deploy and configure the ECM software and all related/required services (see task 5.3) on the organizational servers, with the support of the organization’s IT staff, solely entitled to work on the Government IT infrastructure.

DoD smart card authentication shall be implemented for the ECM infrastructure and secure access to the application shall be enforced via protocols such as HTTPS and FTPS, with permissions managed through DoD-provided domain security groups.

Project Lead, Specialist and COR, Random Inspections, Performance Requirements checks and Validated Customer Complaints.

PRS # 4.

The contractor shall assist and train the organization IT staff in the definition and implementation of all the required protocols and measures to independently maintain the just created ECM environment to include updates, backups, disaster recovery strategies, data restoration and system redundancy.

Updates, backups, disaster recovery strategies, data restoration strategies and system redundancy are tested and implemented for the ECM solution.

The organization's IT staff is fully trained and capable of autonomously managing the ECM solution and all associated operations.

PRS # 5.

The contractor shall develop custom APIs and dedicated web interfaces to effectively manage organizational data (see task 5.5).

DoD smart card authentication shall be implemented for the ECM infrastructure and its web interfaces. Secure access to the application shall be enforced via protocols such as HTTPS and FTPS, with permissions managed through DoD-provided domain security groups.

The tailored web interfaces and all related custom API are fully functional on the organizational servers to effectively manage organizational data as per the requirements identified in task 5.2.

At least the following interfaces will be created:

· Assets management.

· Documentation and Certifications management.

· Projects management (for projects on existing or new assets).

System Administration (to manage sites, installations, users, roles, etc.).

DoD smart card authentication and secure access are enforced. Permissions are managed through DoD-provided domain security groups.

Project Lead, Specialist and COR, Random Inspections, Performance Requirements checks and Validated Customer Complaints.

PRS # 6.

The contractor shall conduct in-person training for two IT developers from the organization on the modification of existing interfaces, the development of new interfaces, and the creation of custom APIs.

Project Lead, Specialist and COR, Performance Requirements checks and Validated Customer Complaints.

PRS # 7.

The contractor shall provide 50 annual software licenses for the provided ECM solution.

Project Lead, Specialist and COR.

PRS # 8.

The contractor shall provide end-users’ training on the implemented TQMS platform. The training shall focus specifically on the use of the TQMS-ECM platform developed in tasks 5.3 and 5.5.

The organization's end-users are fully trained in the ECM solution and all the developed custom interfaces, processes and procedures.

All end-users are capable of autonomously using the developed solution.

Project Lead, Specialist and COR, Performance Requirements checks and Validated Customer Complaints.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Report of analyzed organizational documents, workflows, and lifecycles.

Report and implementation plan for the tailored CMIS-based ECM solution.

Custom web interfaces design deliverables to include mock-ups and / or design files or design changes reflected in the development prototypes to be validated by COR and Government Project Lead.

Development prototypes to be validated by COR and Government Project Lead.

Documentation to be provided via email, CD/DVD or DoD Safe as PDF/s or MS Word document/s.

31CONS, Contracting Officer

To be updated within 5 work days following the bi-weekly meetings.