AXM Acquisition Support SOW for Support_POSTED.pdf

STATEMENT OF WORK

Acquisition and Procurement Support to the

Office of Security and Hazardous Materials Safety (ASH) Federal Aviation Administration (FAA)

SECTION PAGE

1.0 INTRODUCTION 3

2.0 BACKGROUND 3

3.0 STATEMENT OF NEED 3

4.0 SCOPE OF WORK 3

5.0 REFERENCES 4

6.0 TASK REQUIREMENTS 4

6.1 TASK 1 - PROGRAM MANAGEMENT SUPPPORT 4

6.1.1 TASK ORDER MANAGEMENT 4

6.1.2 PROJECT PLAN 4

6.1.3 MONTHLY STATUS REPORT 5

6.1.4 QUALITY CONTROL PLAN 5

6.1.5 MANAGEMENT REVIEW 5

6.2 TASK 2 - ACQUISITION AND PROCUREMENT SUPPORT 6

6.2.1 PRE-AWARD AND SOURCE SELECTION SUPPORT 6

6.2.2 CONTRACT ADMINISTRATION/ MANAGEMENT SUPPORT 7

6.2.3 OTHER ACQUISITION SUPPORT 7

7.0 TRANSITTION IN/OUT PLAN 8

8.0 PERIOD OFPERFORMANCE 8

9.0 PLACE OF PERFORMANCE 8

1.0 Introduction

The Office of Security and Hazardous Materials Safety's (ASH) mission is to provide services to ensure and promote aviation safety in support of national security and the National Airspace System (NAS).

ASH has the primary responsibility for security and critical-infrastructure protection, emergency operations, contingency planning, intelligence activities, and the safe transportation of hazardous materials in air commerce. Acquisition support will provide ASH with the most effective support to the Contracting Officer Representatives (CORs) and federal Program Managers.

This Statement of Work (SOW) specifies the Procurement Support required to accomplish the ASH Program mission.

2.0 Background

ASH is responsible for the provision of security-risk-management support in the program areas below, to all of the FAA’s 48,000 employees, and to the physical assets and operational capability represented by the FAA’s more than 1,000 staffed facilities and 10,000 unstaffed facilities. These FAA Security programs are the administrative, regulatory, and criminal-investigative security and security-risk-management programs that are designed to provide personnel, operational, facility, and asset security-risk- management safeguards. They include:

• Personnel Security

• Physical And Technical Security

• Cyber Security

• Interagency Communications

• Intelligence And Investigations

• Law Enforcement Support

• Hazardous Materials Safety

3.0 Statement of Need

Acquisition Support Services to include all aspects of pre-award and post-award acquisition management phases is required to assist the ASH Program Office and Contracting Officer’s Representatives in the performance of their duties in accordance with FAA Acquisition Management System (AMS), FAA Directives and FAA Procurement Policies in order to fulfil and maintain the mission critical efforts forementioned.

4.0 Scope of Work

Support will include, but not necessarily be limited to, all aspects of pre-award and post-award acquisition management phases and services. The Contractor must support mission critical activities such as requirements development, market research/analysis, develop and research data, review and analyze contractor information, develop and maintain financial/cost models/estimates, forecasts, and informational databases, utilize government systems to perform specified tasks, Screening Information Request (SIR) development, evaluation team support, aid in contract formulation in the pre- and post-award administration contract phases, provide analysis and support in contract administration/management (including billing, burn rates, funding, changes, and development), and maintain electronic contracting documentation related to all contract administration activities in the prescribed storage methods.

5.0 References

he Contractor must research and employ appropriate FAA Orders, where necessary, under the direction of the COR. The Contractor must ensure all work is in full compliance with:

• FAA standards and guidelines

• FAA AMS guidelines

Websites:

FAA Acquisition System Toolset (FAST) including AMS Policy, Procurement Guidance, Procurement Forms and AMS Contract Clauses: http://fast.faa.gov/ ID badge online application: https://employees.faa.gov/org/staffoffices/ash/id_badge/

Contractor & Industrial Security Program:

http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.i nformation/documentid/15573 Orders and Notices: https://www.faa.gov/regulations_policies/orders_notices/

Forms: http://www.faa.gov/library/forms/

Standard Operating Procedures: https://my.faa.gov/org/staffoffices/ang.html

6.0 Task Requirements

The Contractor must perform the tasks described in the following sections.

6.1 Task 1 – Program Management Support

6.1.1 Task Order Management

The Contractor must provide program management support to ensure that identified tasks are performed efficiently, accurately, on time, and in compliance with the requirements. The Contractor must participate as a member of any government-led team as requested by the COR. The Contractor must provide a Kick-Off meeting between the FAA, COR, and Contractor to review SOW requirements and understand work scope and deliverables. The contractor must provide written meeting notes to the COR within five (5) business days after the kick-off meeting.

6.1.2 Project Plan

The Contractor must provide a Project Plan to include the following for each Task:

-Description of the planned schedule:

• To include all deliverables and milestones

• To be approved by the COR on a regular basis

• Identification of each process step required for completion of the work

• The period of time required to accomplish each step (expressed in calendar dates)

• Description of the staffing resources allocated to each task

• Rationale for the project organization, staff utilization, and other resource allocations

The Project Plan must be kept current and on a continual basis. It must be resubmitted for approval whenever any approved changes result in a schedule impact of more than ten (10) business days.

http://fast.faa.gov/ https://employees.faa.gov/org/staffoffices/ash/id_badge/ http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.information/documentid/15573 http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.information/documentid/15573 http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.information/documentid/15573 http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.information/documentid/15573 http://www.faa.gov/regulations_policies/orders_notices/ http://www.faa.gov/regulations_policies/orders_notices/ http://www.faa.gov/regulations_policies/orders_notices/ http://www.faa.gov/library/forms/ https://my.faa.gov/org/staffoffices/ang.html

6.1.3 Monthly Status Reports

The Contractor must provide Monthly Status Reports (MSRs), and any other required reports, based on the deliverables identified in this SOW. The Contractor must provide an MSR that documents the activities of the previous month and identifies planned activities for the following month. The reports must be delivered to the COR and must include, at a minimum, the following information:

• Overview of work completed, work in progress, and work planned for each task

• Hours expended by task, labor category, and personnel

• Status of individual deliverables

• Identification of risk areas with recommended remedial actions

• Status of all outstanding risks identified in previous MSRs

• Any additional information pertinent to the Government in administering the performance of this effort or as requested by the COR

• Project Financial Status:

o Contract Line Item Numbers (CLINs) used during month o Cost/hours funded or apportioned by CLIN o Cost/hours used by CLIN o Projected date when 75% of funds are spent o Projected date when funds are exhausted o Funds/hours remaining by CLIN o Other direct costs (ODCs) estimated, used, and remaining by month o Summary of expenditures by resource and labor category for the monthly reporting period, as well as cumulative year-to-date totals for the performance period

• Quality and Performance Status:

o Scheduled deliverables and planned delivery dates o Actual delivery dates o Deliverables accepted o Deliverables rejected with reason and corrective action steps taken

6.1.4 Quality Control Plan

The Contractor must develop a Quality Control Plan (QCP) that will be reviewed and approved by the COR. The QCP will support any FAA Quality Assurance Surveillance Plans (QASPs) that are put in place to monitor contractor performance. The QCP must, at a minimum:

• Identify the standards that are applicable to this effort

• Include procedures for complying with those standards

• Identify metrics and techniques for measuring quality and performance

• Include an approach for eliminating the causes of unsatisfactory performance

• Address Task Order and SOW task level performance for applicable tasks

The approved QCP will be reviewed and updated regularly as required by any changes to the Task Order (e.g., additional duties, staffing changes). Upon request by the COR, the QCP will be updated and revisions will be presented by the Contractor within fifteen (15) days of the request for review and approval by the FAA.

6.1.5 Program Management Review (PMR)

The Contractor must meet quarterly with the PMO and COR for a Program Management Review at their Washington DC office or virtually to include, but not limited to, discussion of the following:

• Contract/Task Order Information

• Financial Summary

• Task Order Staffing Summary

• Subcontractor Status, if any

• Performance Summary

• Accomplishments, Plans, Progress, Recommendations

• Task Order Information

• Task Order Quad Charts

• Action Item Summary

• Backup Information

The Contractor must provide a Microsoft Project schedule or another mutually agreed upon format per the COR’s request, that describes the tasks to be performed, task level resource requirements and the end results/deliverables to be produced.

6.2 Task 2 – Acquisition and Procurement Support

The Contractor must provide support to the Program Office to perform the following Tasks:

6.2.1 Pre-award and Source Selection Support

• Provide research and analysis to develop requirements and specifications for acquisition requirements. Conduct market analysis, scientific and engineering studies to evaluate alternatives and develop technical requirements.

• Support research and market analysis to identify market capabilities and available technologies, products and services to support the development of requirements for acquisition programs.

• In conjunction with technical experts from ASH, the contractor will assist in ensuring requirements packages are complete and will perform market research on behalf of the ASH to identify sources that will be viable competitors.

• Develop and provide administrative tracking of pre-award acquisition documents including the coordination of reports, preparation of market research/analysis documentation and information, scheduling of meetings, development of agendas, development and tracking of milestones, recording of minutes, and development of standard operating procedures and data administration processes.

• Coordinate with internal and external stakeholders to develop the acquisition strategy and related documentation.

• Assist in the preparation, revision and processing of draft and final versions of acquisition documents in accordance with all current applicable regulations including the AMS, DOT and FAA Directives and Orders. Draft, validate, and finalize acquisition documents and provide assistance during the document approval process. This documentation includes, but is not limited to the SOW, IGCE and source selection evaluation team plans.

• Prepare documents, justifications and briefing packages required to obtain program/project approvals for all ASH procurements including but not limited to those items associated with the FAA AMS milestones, Acquisition Strategy Review Board (ASRB) process, and Chief Financial Officer (CFO), and Chief Information Officer review process.

• Develop Screening Information Request (SIR) documentation in coordination with key stakeholders coordinating SIR contents with program requirements. Develop Statement of Work (SOW), Performance Work Statement (PWS), specifications, Independent Government Cost Estimate (IGCE) and any other requirements documents necessary for the procurement.

Develop evaluation plans and facilitate the proposal evaluation and source selection process including support to evaluation teams in conducting and documenting proposal evaluations.

• Provide source selection evaluation team support. Review and provide recommendations on

Consensus Evaluation Worksheets and support the preparation of the Final Consensus Evaluation Reports. Also coordinate and develop source selection documentation for management and Source Selection Official (SSO) review.

• Provide support to Contractor debriefs and prepare protest documentation.

6.2.2 Contract Administration/Management Support

• Provide contract and policy-based interpretations and guidance.

• Provide policy analysis and recommendations on the FAA AMS related Program Office issues.

• Maintain complete knowledge and understanding of contract and Task Order requirements, terms and conditions. Be available to answer questions regarding the contract requirements and compliance.

• Develop contract modifications and task orders for ASH with an understanding of ID/IQ Task Order type services contracts. Assist with technical review and cost/price analysis for all contract modification proposals.

• Provide ASH support developing contract actions including modifications, funding actions, and correspondence.

• Maintain program contract documentation, deliverables and invoices in an organized file.

• Develop process and maintain records that provide for proper evaluation, control and documentation of contract deliverables and invoice submissions.

• Review and provide assessment to FAA regarding Contract deliverables.

• Review and provide assessment to FAA regarding invoice submissions.

• Develop and maintain relationships with Contracts Office (AAQ) while managing expectation and facilitating communication between ASH and AAQ.

• Demonstrate sound business ethics as mandated by the FAA Directives, including the protection of proprietary, procurement sensitive and classified information.

• Assist in the analysis of contracts, modifications, invoices, and other financial data.

• Support the maintenance and tracking of contracts, financial records, and files.

• Track current contracts, modifications, procurements and new acquisitions expenditures and prepare summary reports for review and analysis.

• Assist in reviewing and providing comments on financial documents as requested.

6.2.3 Other Acquisition Support

• Provide Financial Management support maintaining continuous record of contract ceiling, funding and expenses. Provide projections based on analysis on all spend plans, funding requirements and contract ceiling.

• COR Support – Support Contractor contract compliance and performance monitoring including developing program management reports for COR.

• Provide Support to perform day-to-day contractor oversight activities.

• Maintain a project schedule and perform schedule control of project activities and tasks to validate contractor performance.

• Track issues and ensure that action items are completed.

• Coordinate and interface with FAA Contract and Program Management personnel, on matters of business and contractual nature, such as monitoring payment milestones, addressing performance and/or funding issues.

• Prepare program correspondence for both internal and external communication including program memorandums to file and decision justification documents.

• Develop business analytics to provide funding, staffing and compliance to forecast contractor performance.

• Track issues and ensure that action items are completed.

• Prepare reports and briefings to support ASH Program Management reviews, etc.

• Plans organizes and carry out budget and program funding activities by ensuring the effective integration of program and budget planning.

• Support FAA procurement request (PR) process with data entry and PR creation/data entry.

Support financial system data entry and reporting (Prism/Delphi) and support contract funding process including data entry, reporting and coordination of REGIS and other FAA financial and purchasing systems.

• Develop and deliver training to ASH personnel on management, acquisition and business processes.

• The contractor will provide Audit and Independent Verification and Validation (IV&V) services to support the ASH program office as required. Audit services may address financial areas as well as the operational processes utilized on ASH contractors. IV&V reviews, when requested, will provide an independent review of a delivered product and assess whether or not the information contained within is correct and complete.

• Assist in drafting and tracking of ASH contractual agreements.

• Support development of documentation for ASH acquisition and business processes

• Assist development of ASH briefings, reports and presentations regarding contract and financial information.

• Support business plan reporting.

• Support formatting, preparation, completing, and delivery of forms and reports for decision makers.

7.0 Period of Performance

The period of performance may extend for five (5) years, consisting of one (1) base year and four (4) 12-month option periods.

8.0 Place of Performance

The Contractor will perform the support services for this contract at the Contractor’s facilities.

9.0 Transition/Close Out Plan

Approximately four (4) weeks prior to this Task Order’s end date, the FAA will require the Contractor to provide the following:

• All documentation as of the most recent version

• A final financial report

• A final status report that includes a projection of activities for the remainder of the Task Order

• A closeout meeting with the FAA (details and participants to be determined by the FAA)

• All FAA security badges, if issued, must be turned in to the COR by closeout of the Task Order.