Attachment 5 - Scope and Ordering Guide.pdf

Visible Accessible Understandable Linked Trusted (VAULT)

Subject Matter Expert (SME) Support

Indefinite Delivery / Indefinite Quantity (IDIQ) Contract

AT

VARIOUS CONUS LOCATIONS

AND

VARIOUS OCONUS LOCATIONS

19 OCT 2020

SCOPE AND ORDERING GUIDE

Table of Contents

Table of Contents

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose

1.2 Background

SECTION II

2.0 IDIQ SCOPE

2.1 Scope

2.3 Responsibilities

SECTION III .................................................................................. Error! Bookmark not defined.

3.0 DESCRIPTION OF TASKS ................................................ Error! Bookmark not defined.

3.0 Tasks. ................................................................................... Error! Bookmark not defined.

SECTION IV

4.0 ORDERING GUIDE

4.1 Who is this Ordering Guide written for?

4.2 Restrictions and minimums associated with task orders

4.3 Who can use this IDIQ?

4.4 Scope determination & Request for Information (RFI)

4.5 VAULT Task Order Proposal Request (TOPR) ordering procedures

4.6 VAULT evaluation task order proposal request and evaluation procedures

4.7 How will each task order be priced?

4.8 How will each task order be evaluated?

4.9 Basis of task order awards

SECTION V

5.0 SERVICE SUMMARY

5.1 Vendor service requirements

SECTION VI

6.0 DELIVERABLES

6.1 Deliverables requirement

SECTION VII

7.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, MATERIAL,

INFORMATION, OR SERVICES

7.1 Government Furnished Property, Equipment, Material, Information, or Services

7.2 Contractor Acquired Property

SECTION VIII

8.0 GENERAL INFORMATION

8.1 Scheduling Concerns

8.2 Kickoff Meeting/Orientation Meeting

8.3 Transition-In Plan (If Applicable *will be a requirement in the TOPR*)

8.4 Transition-Out Plan (If applicable)

8.5 Quality Control

8.6 Emergency Operations/Mission Essential Personnel

8.7 Contractor Manpower Reporting Application (CMRA)

8.8 Security Instructions

8.9 Travel

8.10 Employee Accountability & Turnover

8.11. Deliverables/Ad-Hoc Reports

8.12 Program Management Reviews

8.13 Meeting Minutes

8.14 Problem Notification Reports

8.15 Monthly Status Reports

8.16 Project Management Plan (PMP)

8.17 Miscellaneous Paragraphs

SECTION IX

9.0 ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

9.1 Organizational Conflict of Interest

SECTION X

10.0 APPENDIX 1 - Definitions, abbreviations, and acronyms

10.1 APPENDIX 2 - Attachments

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose. The purpose of this contract is to obtain contracted Visible Accessible

Understandable Linked Trusted (VAULT) Subject Matter Expert support (SME) to advise on and/or perform: data preparation and architecture, development of agile algorithmic solutions, evaluate and/or execute data governance and data maturity models; and conduct data analytics using state of the art mathematical and machine learning/artificial intelligence techniques and other data analytic lines of research/effort as defined in the SAF/CO Strategic Plan, Data

Services Reference Architecture and Data For A Digital Air Force which are attached to this contract.

1.2 Background. This requirement is derived from the SAF/CO mission directive mandating the

CDO and the broader Air Force community to utilize data as a strategic asset. The Air Force

Chief Data Officer’s primary role is to ensure that timely high-quality data is available to internal and external stakeholders in order to fulfill mission requirements. SAF/CO Strategy Division is responsible for setting the vision and goals for change, and providing the enabling architecture, standards, governance, and inform AF-wide talent management plans that will empower Airmen and the systems they operate to leverage and act upon quality data at speed and scale. As such, they maintain and update the strategic framework for ensuring the AF data is secure, visible, accessible, understandable, linked, and trusted with and across every function, mission area, and domain of operations to deliver decision advantage. SAF/CO Operations Division is responsible for establishing and leveraging appropriate enterprise environment(s), and operating the resulting

Air Force Data Lab to validate and mature processes to operationalize data. They work in collaboration with strategic partners to leverage data to support, enhance and execute the mission. They partner with appropriate analytic organizations to conduct unique use cases, peer review, programmatic development, and technological assessments to provide capabilities that inform the decision-making process and enable data-driven decisions.

SECTION II

2.0 IDIQ SCOPE

2.1 Scope. Services and deliverables include five (5) Data Analytics as a Service categories:

Data Acquisition, Preparation & Architecture; Agile Algorithm Solutions; Data Governance;

Data Analytics; Data Environment Development. The Contractor shall provide all services, materials, supplies, equipment, and project supervision, as required in connection with any task orders awarded using VAULT IDIQ. The primary NAICS for this IDIQ is: 541990 All other professional, scientific, and technical services.

Task orders issued on the VAULT IDIQ cover services that are: commercial; classified (Secret, Top Secret, SCI and unclassified; and performance shall be CONUS (OCONUS travel is authorized).

Contract Type: Task orders can be Firm Fixed Price (FFP) or Firm Fixed Price Level of Effort

(FFP-LOE)

2.2 Responsibilities:

Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the VAULT IDIQ and any solicitations, source selections, task orders and task order modification modifications utilizing the VAULT IDIQ

- Monitoring and evaluating performance of each primary contractors

- Conducting meetings with prime contractors as scheduled and/or necessary

- Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and VAULT primary contract holders regarding all VAULT related matters

- Appointing and terminating all CORs utilizing VAULT

- Providing contract specific training to all appointed CORs

- Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required

-Ensure quarterly Program Management Reviews (PMR) are completed with primary contractors

SAF/CO COR/Program Manager (PM)

The SAF/CO COR/PM is responsible for the overall VAULT program

- Ensuring all VAULT requests forms are properly completed at the appropriate level and sent to the appropriate approval authority within SAF/CO

- Ensuring all requesting agencies have identified a COR and provided list of required training that shall be completed prior to award of any task order

- Ensure all requirement documents are completed prior to submission to the CO

- Ensure annual CPARS reports are completed for each primary contractor annually and by all required task order CORs

- If no CPARS is required due to dollar threshold; ensure CPARS form completed by COR prior to task order closeout

- Ensure COR reports, invoices, and running balance sheets are uploaded into SPM monthly for each task order COR

- Ensure CORs with task orders 12 months or longer have quarterly PMRs

Task Order CORs:

- Ensure training is up to date

- Ensure COR reports, invoices, running balance sheets are uploaded in JAM monthly

- Monitor contractor performance using develop Quality Assurance Surveillance Plan (QASP)

- Keep up-to-date copy of the Performance Work Statement (PWS) to ensure compliance

- Elevate issues to the SAF/CO COR or AFDW/CO when issues cannot be resolved at lowest level

- Approve invoices; if invoice approval is with the Resource Advisor (RA) ensure invoices are reviewed by the COR for consistency

- Approve Common Access Card request (if applicable)

- Approve DD254 (Security Requirements); if applicable

- Assist with task order closeout

- Conduct quarterly PMR if task order 12 months or longer

- Complete CPARS if task order over $1M; if not, complete CPARS form and turn-in to

SAF/CO COR at the end of task order performance

Contracting Officer Representative Training and System Access Requirements can be found in

Appendix 2.

TOPR Evaluators:

Sign Non-Disclosure Agreement

Sign Conflict of Interest Statement

Review VAULT training slides

Evaluate proposals IWA established evaluation criteria

Vendors (IDIQ level):

Shall provide point of contact information for the following:

Scope Determination Request

Contract Specific Issues/Awards/Modifications

Task Order Proposal Request Inquiries

Executive Leadership Engagement/Inquiries

Ask Me Anything Sessions

Adhere to the proposal procedures for VAULT

Update POC information with AFDW/PKS and SAF/CO

Report any issues to SAF/CO COR and Contracting Officer (as required)

Attend IDIQ level Program Management Reviews (PMR)

Provide Monthly Status Reports (MSR)

SECTION III.

3.0 ORDERING GUIDE

3.1 Who is this Ordering Guide written for? This short guide is written for the users of and contractors on the VAULT SME Support contract. It explains the process that will be used when awarding each task order. The Guide addresses contracting processes and concepts specific to the

VAULT IDIQ, please contact AFDW/PKS, Air Force District of Washington Contracting, SAF

Enterprise Support Division with applicable questions.

3.2 Restrictions and minimums associated with task orders

Competition and Exception to Fair Opportunity

This is a centralized multi-award IDIQ. There are no minimum task order or dollar requirements

(with the exception of the required initial task order at IDIQ award). Task orders will primarily be competitive (see section 3.8 for evaluation criteria). However, the Government reserves the right to award sole source based on an exception to fair opportunity per FAR 16.505” Ordering.”

3.3 Who can use this IDIQ?

All task order request over $25M shall be made through and approved by SAF/CO prior to submission to AFDW/PKS for solicitation and award. See the approval matrix (Table 1) below:

Approval Matrix (Table 1)

Request Signature

Level **Non-delegable**

Over $25M **Non-delegable**

Headquarters Air

Force

Deputy Directors, Directors, Assistant

Principals and

Principles (2-Letters)

SAF/CO or

SAF/CDO

Major Commands Deputy Major

Command

Commanders

SAF/CO or

SAF/CDO

Combatant

Commands

Deputy Combatant

Commanders

SAF/CO or

SAF/CDO

Other Services Service Chief

Management Officers

(CMO)

SAF/CO or

SAF/CDO

Office of the

Secretary of Defense

(OSD)

Principle Staff

Assistants

SAF/CO or

SAF/CDO

***The request office and approval levels are a permanent requirement. No delegations. No exceptions.***

All task order requests under $25M shall be routed, coordinated, and approved by the

Contracting Officer Representative.

Off Ramping

Awarded VAULT vendors are only allowed to declare a “no bid” two (2) consecutive times. On the third consecutive “no bid” the Offeror will be off ramped (removed) as a VAULT vendor and will no longer be able to propose on future TOPRs.

If the Offeror believes that there is a Conflict of Interest as a reason for their “no bid” they must notify the Contracting Officer immediately for a determination on whether or not a Conflict of

Interest exists. If the Contracting Officer determines that there is a valid Conflict of Interest then the Offeror will be able to “no bid” without negative consequences.

The Contracting Officer may also determine that there are extenuating circumstances that may lead an Offeror to submit a “no bid” (e.g. simultaneous TOPRs, at staffing capacity, etc). If the

Offeror believes that there is an extenuating circumstance as a reason for their “no bid” they must notify the Contracting Officer immediately for a determination on whether the extenuating circumstance is valid. If the Contracting Officer determines the circumstance to be valid then the

Offeror will be able to “no bid” without negative consequence.

Applies to Extended and Standard TOPR procedures only; DOES NOT apply to

Expedited TOPR procedures (see section 4.5 for TOPR procedures)

**If the Government does not receive responses to an expedited TOPR, the Government shall execute an exception to fair opportunity to a VAULT vendor at its sole dissection**

Awarded VAULT vendors are only allowed to receive two (2) marginal/unacceptable technical proposal ratings during the five (5) year ordering period. After receipt of the third marginal/unacceptable technical rating, the vendor will be off ramped (removed) as a VAULT

IDIQ vendor and will no longer be able to propose on future task order requests.

Awarded VAULT vendors that provide poor performance will be off ramped (removed) as a

VAULT IDIQ vendor and will no longer be able to propose on future task order request. Poor performance includes: missing milestones and deadlines, not performing IAW vendor’s proposal, misconduct of employees, and poor quality of deliverables. Poor performance determinations are at the sole discretion of the Government.

**Any notices of removal will be provided in writing to the vendor from the Contracting

Officer**

On Ramping

The Government anticipates that the scope of this contract may grow throughout the life of this contract depending on emerging/expanding technologies. If the Contracting Officer determines that the number of contractors falls below either a level where competition is no longer reasonable (due to off ramping) or if additional vendors need to be on ramped to meet the increased scope, then the source selection will be re-opened and vendors will be allowed to submit proposals to be on ramped into the VAULT program.

Evaluation criteria will be the same as that used in the original source selection and any vendors currently performing on the VAULT program will be retained on the program and not required to submit new proposals. Any contractor that was off ramped from the program will not be eligible to re-propose during an on ramping cycle.

3.4 Scope determination & Request for Information (RFI)

Potential mission partners can submit a request for scope determination and/or RFI for market research purposes to AFDW/PKS.

A scope determination request will require a draft statement of objectives. The Contracting office will provide a response to scope determination requests no later than five (5) business days. If the scope determination requires input from the vendors, the request will take up to ten

(10) business days.

RFI’s can be no more than 10 questions and the responses from the IDIQ vendors will be no longer than two (2) pages total.

3.5 VAULT Task Order Proposal Request (TOPR) ordering procedures

(FOR GOVERNMENT PERSONNEL)

1. Complete the project request form (see template Appendix 10.1- Attachments)

a. Mission partners require a trained COR (see 2.3-Responsibilities for list of required training and system access requirements)

b. Submit complete requirement package

i. Statement of Objectives (see template Appendix 10.1- Attachments)

ii. Certified Funding (Form 9, MIPR if outside Air Force)

1. Planning PR is acceptable for EOY actions

iii. Signed Source Selection NDA (see appendix 10.1-Attachments)

iv. Signed conflict of interest (see appendix 10.1-1-Attachments)

v. Independent Government Estimate (see appendix 10.1- Attachments)

2. The requiring office submits an official request for SAF/CO support for Task Orders over $25M, under $25M requests are sent to TBD. For further information regarding the request for project support and to submit a support request please contact SAF/CO.

3. Appropriate office within SAF/CO approves the request for over $25M (see table 1 for approval matrix).

4. SAF/CO COR provides the completed package to AFDW/PKS for review

5. AFDW/PKS confirms all required documents are complete, provides any feedback and comments (if required)

6. AFDW/PKS sends the requirement package (minus the IGE) and sets up the Ask Me

Anything (AMA) session

7. Vendors will be given a suspense for questions in the TOPR. The Government will review the questions prior to the AMA to prepare for the session. The requiring office shall make themselves available for the AMA. SAF/CO nor AFDW/PKS is responsible for AMA sessions. If the requiring office is not available, the request will be cancelled and a new request will need to be submitted.

8. After AMA session, the requiring office in conjunction with AFDW/PKS will make any changes to the TOPR and AFDW/PKS releases the TOPR

9. Depending on the approved request form, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days

*Standard 10 Calendar Days

*Expedited 3 Calendar Days

* Exact number of days will be indicated in each task order proposal request

10. Vendors respond with technical proposal including a Pricing, Technical solution (PWS), Staffing Matrix (see appendix 2), and SB utilization plan (see appendix 2).

11. The Government requiring office has five (5) business days to evaluate proposals submitted by the vendors and respond to AFDW/PKS via the evaluation worksheets (see appendix 2) with recommendations using the established evaluation criteria.

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. Unsubstantiated ratings will be returned to evaluators for re-write. The Contracting officer will remain the decision authority on all task orders unless a formal request is made to change the decision authority.

12. Actual start of work is based on the defined period of performance, but a minimum of five (5) business days is recommended to allow coordination for a task order initiation meeting and the contractor finalizing and ensuring availability of personnel.

3.6 VAULT evaluation task order proposal request and evaluation procedures (FOR VENDORS)

1. AFDW/PKS provides the applicable Vendors with TOPR package. The Contracting office will schedule the AMA.

2. Vendors shall respond by the suspense date stated in the TOPR.

3. Vendors shall identity if any questions are strategy specific. If any questions are deemed specific to a vendor’s strategy, a follow-up call will be made to answer those questions only. All other questions will be answered openly during the AMA. The requesting company will not be revealed during the AMA.

a. The Contracting officer is the only individual that will deem a question strategy specific. If the question is deemed non-strategy specific by the CO, the CO will provide that response to the vendor prior to the AMA. The vendor has the option to either withdraw the question or have the question submitted for response during the AMA.

4. Any changes made to the TOPR as a result of the AMA will be incorporated into an amended TOPR package. The TOPR timeline starts when the TOPR is sent. TOPR response time depends on the process selected by the mission partner.

5. Depending on the procedure selected, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days

*Standard 10 Calendar Days

*Expedited 3 Calendar Days

* Exact number of days will be indicated in each task order proposal request

6. Vendors respond with technical proposal including Pricing, Technical solution (PWS), Staffing Matrix with actual hire information (key personnel only), and SB utilization plan

(see appendix 10.1-Attachments).

7. All written submittals shall be on 8 ½ x 11 paper with 1 inch margins. Font shall be no smaller than 12pt with no smaller than 6pt under graphics, pictures, charts, etc. The proposal will provide the vendor’s solution in the form of a performance work statement which will include milestones (timeline) and deliverables. The proposal will also provide any assumptions. Pricing will be either an overall priced FFP or FFP-LOE CLIN with a narrative package which will include all labor, travel, materials, tools, etc. to complete the project. Do not include a breakdown of cost elements in your narrative.

8. For any oral presentation requests, only the technical solution will be provided via

PowerPoint slides. All other elements will still be written.

a. In an Exception to Fair Opportunity situation, the Government will require Other than Cost or Pricing Data to determine the price Fair and Reasonable. This may include but is not limited to recent contracts for similar services

9. Each vendor must also provide an Excel Spreadsheet with each employee’s name and security clearance that will be working each individual task order with its proposal (if applicable). Once awarded clearance verification will be required.

10. The Contract officer will notify the awardee and non-awardees in writing via the evaluation form of their respective overall technical rating and price. The evaluation form will provide feedback for each respective vendors proposal (each vendor will only receive their own evaluation form). The final form will also provide the successful vendors overall technical rating and price.

11. Actual start of work is based on the defined period of performance, but a minimum of five (5) business days is recommended to allow coordination a task order initiation meeting and the contractor finalizing and ensuring availability of personnel required at initiation.

3.7 How will each task order be priced?

Each task order will be priced as a package with one CLIN which will include all labor, travel, materials, tools, licenses, etc. required to complete the task. All task orders will be awarded as

FFP or FFP-LOE.

If options or optional tasks are required, they will be clearly requested in the TOPR and separate

CLINs will be required and priced.

3.8 How will each task order be evaluated?

Technical Evaluation

The technical evaluation includes the technical solution, staffing plan (staffing matrix), and SB utilization plan.

The Government will evaluate each vendors’ understanding of the requirement and technical solution to achieving the outcome required by the Government IAW the provided statement of objectives (SOO). The Government will evaluate each vendor’s proposed performance work statement to ensure the approach is realistic and captures all required regulations, stakeholders, deliverables, milestones, and meets the required deadline (if one is provided).

**Contractors should avoid proposing proprietary solutions**

**If a proprietary solution is proposed, provide a statement on the cover page of the proposal**

The Government will evaluate the vendor’s proposed staffing matrix that assigns the actual hires

IAW its proposed PWS tasks. The staffing matrix will also be evaluated to assess the vendor’s full understanding of the requirement for staffing resources and overall management of the entire project and scope. The Government will review provided education and experience level for key personnel to show an understanding of the requirement.

**The Government may include additional evaluation factors at its sole discretion. If this occurs, Evaluation Instructions and Criteria will be provided to each vendor**

The SB utilization plan will be reviewed to ensure each vendor is utilizing SBs to the maximum extent practicable. For some TOPRs, specific socio economic groups or non-traditional SB goal will be required. The SB utilization plan will evaluated to ensure vendor’s proposed at least the minimum required goal and the tasks and complexity of the tasks assigned to the small business.

Any proposal below the minimum will be deemed unacceptable, rendering the entire proposal unacceptable.

For the purpose of this IDIQ, “Nontraditional Small Business (NTSB) Contractor means “A small business entity that is not currently performing and has not performed any contract or subcontract for DoD that is subject to full coverage under the cost accounting standards prescribed pursuant to 41 U.S.C. 1502 and the regulations implementing such section, for at least the 1-year period preceding the solicitation of sources by DoD for the procurement (10 U.S.C.

2302(9))”.

Each vendor will receive a Technical rating below:

Adjectival Rating Color Description

Outstanding Blue Proposal indicates an exceptional approach and understanding of the requirements and contains multiple strengths, and risk of unsuccessful performance is low.

Good Purple Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength, and risk of unsuccessful performance is low to moderate.

Acceptable Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Marginal Yellow Proposal has not demonstrated an adequate approach and understanding of the requirements, and/or risk of unsuccessful performance is high.

Unacceptable Red Proposal does not meet requirements of the solicitation, and thus, contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable. Proposal is unawardable.

**Any vendor that receives a Marginal rating will not be further evaluated, will be informed in writing by the

Contracting Officer, and be removed from competition for the particular task order. Vendors are reminded that they are only allowed to receive two (2) Marginal Technical ratings during the five (5) year ordering period. After the third Marginal rating, the vendor will be off ramped immediately.

Price Evaluation

The Government will evaluate the total evaluated price for fairness and reasonableness. The

Government reserves the right to eliminate a proposal from further evaluation due to evaluated prices that are unfair or unreasonable.

Reasonableness. Comparison of proposed prices received in response to this TOPR is the preferred and intended price analysis technique. Other techniques and procedures found in FAR

15.404-1, if deemed necessary and reasonable, may be used to ensure a fair and reasonable price.

The Government will evaluate options in accordance with FAR clause 52.212-2(b), as prescribed in FAR 12.301(c)(1). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise the option(s).

Each TOPR will detail the methodology for determining the Total Evaluated Price.

As part of price evaluation, the Government will evaluate its option to extend services (IF FAR

Clause 52.217-8 is included in any task order). This portion of the price evaluation does not affect the ranking of proposals based on price. The option can be exercised in increments less than six months but for no more than a total of six months during the life of the contract. In accordance with the clause, price for any option exercised under this clause will be at the same rates as those in effect in the contract for the period of performance current at that time. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8

3.9 Basis of task order awards

Relative importance of factors: Technical is always more important than Price.

The Government will award a task order resulting from any TOPR to the responsible vendor whose proposal, conforming to the TOPR was the most advantageous to the Government, price and technical considered. The following factors shall be used to evaluate offers: (i) Technical and (ii) Price.

Each TOPR will list out the evaluation criteria to be utilized.

SECTION IV

4.0 SERVICE SUMMARY

4.1 Vendor service requirements. Vendor service requirements are summarized into performance objectives that relate directly to requirements at the IDIQ level and some performance objectives flow down to the task order level. Each task order will have its own services summary which will be provided in the statement of objectives (SOO). The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to success of the VAULT mission.

Performance Objective

PWS

paragraph

Performance Threshold

Provide qualified people at TO start

Task Order

Level

8.10.1

Performance is excellent when 100% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is very good when 95% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is satisfactory when 90% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is marginal when 80 to 89% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is unacceptable when < 80% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Maintain stable workforce

IDIQ &

Task Order

Level

8.10

Performance is acceptable when the turnover rate is less than 20%. The CPARS rating for

Management will be negatively affected if the contractor exceeds the maximum 20% turnover rate on 3 or more task orders per year.

Effectively replaces/ substitutes key personnel

Task Order

Level

8.10.1

Performance is acceptable when:

Key personnel vacancies are filled with qualified personnel within 14 calendar days of vacancy, unless approved in writing or otherwise directed in advance by the CO, AND there is no mission impact due to position vacancies or unqualified personnel

SECTION V

5.0 DELIVERABLES

5.1 Deliverables requirement. Vendors shall provide deliverable(s) in a format mutually agreed upon by the Government and the vendor.

The following enumerated deliverables are not expected to change. Due Date intervals are not expected to change but actual dates may need to be revised depending on actual contract start date.

DELIVERABLE PWS

PARA

DUE DATE DELIVERY

Monthly Status Report

(see Gov’t Template)

IDIQ &

Task

Order

Level

8.15.1

10th business day of each month

By email to the COR in

Microsoft Word format

Monthly / Technical

Meeting

Minutes/Reports

Task

Order

Level

8.13.1

No Later than (NLT) one

(1) business days after the meeting

By email to the COR in

Microsoft Word format

Develop and submit all required deliverables

Task Order

Level

8.11.1

Performance is acceptable when:

a) 95% of deliverable requirements are met and received on time

AND

b)information is accurate

Meet required subcontracting small business goals

IDIQ level Performance is acceptable when minimum small business subcontracting goals are met or exceeded. The CPARS rating for Small

Business will be negatively affected if the contractor does not meet its proposed goals and/or does not meet required goals at the task order level.

Meet small business commitment document

(SBCD) target goals (per each vendors proposal)

IDIQ level Performance is accepted when the SBCD goals are met or exceed. The CPARS rating for Small Business will be negatively affected if the contractor does not meet its proposed goals and/or does not meet required goals at the task order level.

DUE DATE DELIVERY

Kickoff Meeting

Agenda

Task

Order

Level

8.2

NLT 3 days after contract award

By email to the COR in

Microsoft Word format

Quality Control Plan Task

Order

Level

8.5

Submitted at Kickoff

Meeting and annual revisions submitted 15 days after OY award.

By email to the COR in

Microsoft Word format

Trip Reports Task

Order

Level

8.9.5

5 Days after completion of

TDY

By email to the COR in

MS Word IAW AFH 33-

337 (T&Q)

Key Executive’s

Contact List

IDIQ

level

8.10

As updates occur By email to COR in MS

Excel

Program Management

Reviews (PMR)

IDIQ

Level

8.12.1

Quarterly, scheduled by the

VAULT COR

Email slides to VAULT

COR 2 days before scheduled PMR

Turnover Rate Report

(prime and sub)

IDIQ

Level

8.10

First Monday of every

Month

Via email to the VAULT

COR

Vendor Contact Info IDIQ

Level

10.1

1 Day after award; as updated occur

Via email to the VAULT

COR and CO

Project Management

Plan

Task

Order

Level

8.16

15 work days after contract award and monthly thereafter to be delivered with the MSR.

TO COR via email

Problem Notification

Reports

IDIQ &

Task

Order

Level

8.14.1

15 work days after contract award and monthly thereafter to be delivered with the MSR.

VAULT COR and TO

COR via email

Deliverables/Ad-Hoc

Reports

Task

Order

Level

8.11.1

Gov. Program Manager, COR, Project Lead via electronic format

As required per task order

Transition Out Plan Task

Order

Level

8.4

60 days before end of period of performance

Gov. Program Manager, COR, Project Lead via electronic format

DUE DATE DELIVERY

OCI Plan IDIQ Level IDIQ

Level

9.0

10 Days after award Email to the CO and CS

Quarterly SB Report IDIQ

Level

8.7.4 &

8.7.5

Quarterly, 1st Monday of the Quarter

Email to VAULT CO and

CS

SECTION VI

6.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, MATERIAL,

INFORMATION, OR SERVICES

6.1 Government Furnished Property, Equipment, Material, Information, or Services. The

Government will not furnish property or services for this requirement.

6.2 Contractor Acquired Property. The contractor will not be required to acquire any property.

SECTION VII

7.0 GENERAL INFORMATION

7.1 Scheduling Concerns.

7.1.1 Duty Hours. The Contractor shall have access to Government facility five days per week, Monday through Friday, eight hours a day, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, unless otherwise approved. Contractor personnel are expected to conform to customer agency normal operating hours; however the Contractor may be required access to Government facility outside of duty hours based on the customer agency’s needs. As a baseline, Contractor personnel shall work 8 hours per day, 40 hours per week. Compensatory time arrangements are permissible for temporary spikes in worktime; but overtime pay is prohibited without COR and

CO approval. Federal Holidays shall be observed in accordance with Office of Personnel

Management policy. Hours may change based on task order requirements.

7.1.2 Core Duty Hours and Base Shutdown/Inclement Weather. Core duty hours are 0800 -

1600, Monday through Friday (excluding federal holidays). The Contractor shall follow guidance of the installation containing their place of performance to determine reporting schedules whether due to a base closure or inclement weather. The website for guidance regarding status of performance for work to be performed in the National Capital Region (NCR) is http://www.opm.gov/status/. If place of performance is outside of the NCR, please work with the assigned COR for policy on inclement weather and base shutdown.

7.2 Kickoff Meeting/Orientation Meeting

7.2.1 Upon award of a task order, the successful task order vendor shall schedule and coordinate a Project kick-off Meeting no later than (NLT) five (5) calendar days after task order award at the location approved by the Government. The meeting will provide an introduction between the

Contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management, and logistic issues; travel authorization; communication process between Government and Contractor; and reporting procedures. At a minimum, the attendees shall include key Contractor personnel, key

Government representatives, and the COR. The Contractor shall provide a Kick-Off Meeting

Agenda that will include, but not be limited to, the following.

• Introduction of personnel

• Overview of project tasks

• Review of organization (complexity)

• Schedule (shows major tasks, milestones, and deliverables; planned and actual start and completion dates for each)

• Communication Plan/lines of communication overview (between both Contractor and

Government)

• Discussion of draft Program Management Plan (PMP)

• Travel notification and processes

• Security requirements (Building access, badges, Common Access Cards (CAC))

• Invoice procedures

• Monthly meeting dates

• Reporting Requirements, e.g. Monthly Status Report (MSR)

• POCs

• Roles and Responsibilities

• Prioritization of Contractor activities

• Any initial deliverables

• Other logistic issues

• Quality Control Plan (QCP)

• Sensitivity and protection of information

• Additional issues of concern (Leave/back-up support)

7.2.2 The Contractor shall provide a draft copy of the agenda NLT 3 days after contract award for review and approval by the COR prior to finalizing. The Government will provide the

Contractor with the number of participants for the kick-off meeting and the Contractor shall provide sufficient copies of the presentation for all present.

7.2.3 The Kickoff Meeting location will be held at the agreed upon location and the date and time will be mutually agreed upon by both parties.

7.3 Transition-In Plan (If Applicable *will be a requirement in the TOPR*) http://www.opm.gov/status/

7.3.1 The Contractor shall provide a Transition-In Plan at the Kickoff Meeting, the plan shall facilitate the accomplishment of a seamless transition from the incumbent Contractor (if applicable) and incoming Contractor. The Contractor shall identify how it will coordinate with the incumbent Contractor and Government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Transition of key personnel

• Schedules and milestones

• Actions required of the Government

• Coordination of IT related programs, issues

7.3.2 The Contractor shall also establish and maintain effective communication with the incumbent Contractor and Government personnel for the period of the transition via weekly status meetings per the COR’s direction.

7.4 Transition-Out Plan (If applicable)

7.4.1 The Contractor shall provide a Transition-Out Plan NLT than 60 calendar days prior to expiration of the contract. The plan shall facilitate the accomplishment of a seamless transition from the incumbent to and incoming Contractor (if applicable). In addition, the Contractor will continue to accomplish all tasks as outlined in the contract during this period. The Contractor shall identify how it will coordinate with the incoming Contractor and Government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Transition of key personnel

• Schedules and milestones

• Actions required of the Government

• Coordination of IT related programs, issues

7.4.2 The Contractor shall also establish and maintain effective communication with the incoming Contractor and Government personnel for the period of the transition via weekly status meetings.

7.5 Quality Control.

7.5.1. Quality Assurance. The Government shall rely on the Contractors’ existing quality assurance system as the method to ensure that the requirements of the contract and performance thresholds are met; however, the Government reserves the right to monitor and evaluate the quality of services provided and compliance with the contract terms and conditions at any time.

7.5.2. Quality Control Plan (QCP). The Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW this PWS, applicable laws and regulations, and best commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services with special emphasis placed on those services listed in this PWS. The Contractor’s quality control program is the means by which it assures itself that the work complies with the requirement of the contract.

7.6 Emergency Operations/Mission Essential Personnel.

8.6.1. Continuation of Essential Contractor Services During Crisis. All services in this IDIQ

HAVE NOT been defined or designated as essential services for performance during crisis IAW

DFARs 252.237-7023, “Continuation of Essential Contractor Services.” This will be defined or designated at Task Order level.

7.7 Contractor Manpower Reporting Application (CMRA)

7.7.1 The Contractor shall report ALL labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure Contractor Manpower

Reporting Application (CMRA) data collection site. The Contractor is required to completely fill in all required data fields at: http://www.ecmra.mil. Reporting inputs shall 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 anytime during the FY, all data shall be reported not later than 31 October of each calendar year. The Contractor may direct questions to the CMRA help desk.

7.7.2 Subcontractor Input in CMRA: Prime Contractors are responsible to ensure all subcontractor data is reported. Subcontractors will not be able to enter any data into CMRA, but will enter their information into a Bulk Loader spread sheet available from the AF CMRA helpdesk. Subcontractor shall fill in columns A-C then return it to the AF CMRA helpdesk after it's completed and a technician team will enter the information into CMRA.

7.7.3 Unit Identification Code. Vendors shall request the Unit Identification Code (UIC) from the TO COR no later than 30 days after the start of performance to ensure compliance with the eCMRA requirement. Vendors shall report if the UIC is not received within 30 days to the

SAF/MG COR.

7.7.4 Small Business Quarterly Report. The primary contractor shall report on a quarterly basis its small business utilization percentage (based on total task order awards amount). The report shall include the name, socio economic status, the task order number(s), and the tasks being performed by the subcontractor(s) and the task(s) complexity.

7.7.5 Subcontractor Quarterly Report. All small business subcontractors shall report on a quarterly basis (directly to the CO) the name of the primary contractor it has a contract with, the tasks and the complexity of the tasks being performed, and if payments are timely.

7.8 Security Instructions

7.8.1 Physical Security. The Contractor shall safeguard all Government property, documents and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each work day, all Government facilities, equipment, and materials shall be secured by a Government POC. Contractors are not allowed to secure Government facilities, equipment, and materials.

7.8.2 Access Control. The Contractor shall establish and implement methods of ensuring that no building access instruments issued by the Government are lost, misplaced or used by unauthorized persons. Access codes shall not be shared with any person(s) outside the organization. The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry. The Contractor is not authorized to record lock combinations without written approval by the Government COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.

7.8.3 Pass and Identification Items. The Contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles.

7.8.4 Retrieving Identification Media. The Contractor shall retrieve all identification media, including vehicle passes, from employees who depart for any reason before the contract expires.

7.8.5 Traffic Laws. The Contractor and its employees shall comply with base traffic regulations.

7.8.6 Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on any military facility.

7.8.7 Communications Security (COMSEC). Contractors may require access to COMSEC information on Air Force installations. The Contractor shall not require a COMSEC account.

Access shall be controlled by the sponsoring agency. Access to COMSEC material by personnel is restricted to US citizens holding final US Government clearances. Such information is not releasable to personnel holding only reciprocal clearances. If it is determined the Contractor is required to access COMSEC information, the necessary training information and courses shall be provided by the COR. The DD Form 254 shall give further instructions on safeguarding and managing COMSEC material.

Security Requirements. A DD Form 254, Contract Security Classification Specification, applies to this IDIQ. Task orders on this IDIQ can support up to Top Secret (SCI). Classification requirements will be established at the task order level. When responding to TOPR, proposed personnel shall possess the minimum security clearance, or higher required, prior to proposal submission or being issued a Common Access Card (CAC). There is one exception that pertains to Contractor personnel with an interim security clearance. Fingerprints must be complete, favorable and on file for validation by 11th Wing Information Protection office (this is only applicable for contractors providing supporting in the NCR, all other locations shall follow local procedures). Contractor personnel must have a SECRET security clearance prior to performance on a Task Order if they require a Pentagon-sponsored Government e-mail. All Contractor personnel must maintain the level of security required for their contracted duties for the life of the contract.

The security requirements are in accordance with the attached DD Form 254. Any extracts or use of such data shall require the Contractor to apply derivative classifications and markings consistent with the source from which the extracts were made in accordance with DoDM 5200.1

Volumes 1-4, Information Security Program, a manual for safeguarding classified information;

and Executive order 12356, Classified National Security Information. Pursuant to DoD

5220.22M; Chapter 6, Visits and Meetings; the contractor shall submit visit requests to applicable security managers (see task order CORs for security manager POCs). Contractor shall complete necessary documentation for sub-contractor(s) associated with each IDIQ holder.

The Contractor’s facility identified in Block 6 in the DD Form 254 shall be cleared as a Top

Secret facility at the time of proposal. Contractor facility verification is through the Industrial

Security Facilities Database (ISFD) using the company commercial and Government entity

(CAGE) code submitted with its proposal. In the event that a company has more than one CAGE

Code assigned, the CAGE Code submitted with its proposal shall be for the facility where the actual work that is performed in support of this IDIQ. “Personnel” clearance is different from

“Facility” clearance.

Visitor Group Security Agreement (VGSA). The Contractor shall enter into a long-term

VGSA if contract performance is on Government installation for ninety (90) days or more. This agreement shall outline how the Contractor integrates security requirements for contract operations with the AF to ensure effective and economical operation on the installation. Enter into a long term VGSA through the host base Information Security Program Manager, when applicable. Provide the information requested by the Notification of Government Security

Activity and VGSA Clause, AFFARS 5352.204-9000. Visitor Groups shall safeguard all collateral classified information IAW DoDM 5200.1 Volumes 1-4, Information Security

Program; AFI 16-1404, Information Security Program Management; AFI 16-1406, 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 DoDM 5220.22 Volume 2, National Industrial

Security Program Industry Security Procedures for Government Activities, and protection of high value preferable property.

7.8.8 Contractor Identification. All Contractor personnel shall wear the Air Force issued

Common Access Card at all times when away from their immediate work area so as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, Contractor personnel shall identify themselves as a contractor to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors shall identify themselves on any attendance sheet or any coordination documents they may review.

Electronic mail signature blocks shall identify their company affiliation. Where practicable, contractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

7.8.9 Drug, Tobacco, and Alcohol Use Policy. The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Contractor shall immediately remove any employee who is under the influence of alcohol or drugs.

7.9 Travel

7.9.1 Local Travel. Local travel to attend meetings or events may be required at no cost to the

Government. Travel within the National Capital Region commuting vicinity is considered a cost of doing business and shall not be separately reimbursed.

7.9.2 CONUS Travel: Prior to travel, the Contractor shall coordinate with, and receive approval from, the COR at least 10 business days prior to trip.

7.9.3 OCONUS Travel: (e.g., to EUCOM and/or PACOM Area of Responsibility) Prior to travel, the Contractor shall coordinate with, and receive approval from, the COR at least 20 business days prior to trip. Theater Business Clearances shall be obtained, as necessary, prior to travel.

7.9.3.1. Defense Base Act (DBA) Insurance. All vendors shall ensure traveling contractors have

DBA Insurance prior to accepting OCONUS work. This cost should be included in the pricing proposal (only if applicable)

7.9.4 Further guidance for…