H98210-19-R-0005_Amendment_0002.docx

H9821019R0005

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

Q&A AMENDMENT 0002

Questions and Answers For Solicitation H98210-19-R-0005

1. Is the government involved in data cleansing due to the transition from DBMS? If so, can you please clarify the role for both the government and contractor? Answer: Yes. The contractor will perform what is in the PWS, the government will approve any actions required as a result of the findings.

2. How many individuals are currently working the DAI Help Desk, and how many users are supported? Answer: 4, however the requirement has changed

3. Has the effort involved caused the number of individuals working the DAI Help Desk increased or decreased over the length of the period of performance? Answer: No

4. How many individuals are currently provide Accounting Support? Answer: 3, however the requirement has changed

5. Has the effort involved caused the number of individuals providing accounting support increased or decreased over the length of the period of performance? Answer: No

6. What Labor Categories are currently being provided? Answer: For this requirement, the offeror will need to propose the labor categories based on the PWS. The proposal must include the information stated in the Addendum to FAR 52.212-1 (see the SF30, Amendment 0001). This helps demonstrate an understanding of the requirement so we are not providing this information.

7. On page 15 of the PWS, it calls for submission of a staffing plan and personnel qualifications. Is there a minimum or maximum number of staff that would be best suited for this effort? Answer: The estimated level of effort for CLINs 0001, 1001 and 2001 is 7 FTEs, CLIN 0002 is 4 FTEs (with one as a Subject Matter Expert well versed with DAI O2C and the DoD Reimbursable process), CLIN 1002 is 1 FTE and 2 half time (one of those the SME), 2002 is 1 FTE and 1 part time for residual cleanup of data.

8. On page 10 section 9.0 of the PWS, it states that the government will provide GFE for up to six contractors however the former questions and answers provided state that there are 8 FTE’s. Can you please clarify which is correct? Answer: See the revised PWS

9. According to PWS 3.0, SCOPE, Contractor shall provide “materials” necessary to sustain support of DAI and DHRA. What materials in addition to those provided by the Government need to be provided in this regard? Answer: That is a determination of the contractor.

10. According to PWS 4.4.25, Contractor is to provide a public “front end” Helpdesk phone number with a “call tree” option that forwards the call to DoD Mark Center DAI Helpdesk phones. Is Contractor to create this “call tree” or is it already in place? If it is already in place, is Contractor to create an alternative “call tree” for this particular issue? Answer: This paragraph has been deleted, see the revised PWS.

11. According to PWS 10.2, Telework, Contract personnel are authorized telework in accordance with their company telework procedures and the Contracting Officer Representative’s approval. Approximately what percentage of the work can be telework. Answer: That is a determination of the contractor, however the COR will approve only a reasonable percentage.

12. In PWS Section 4.1.8 - Can you please define "third-party payment transactions" as it related to DHRA business? Are these considered TBO transactions, or contract payments using third party pay site? Answer: This is any form of payment other than the entitlement system. We don’t understand the second question.

13. What are the minimum qualifications for personnel assigned to this contract? Answer: The offeror must propose, see the Addendum to FAR 52.212-1 in the SF30, Amendment 0001.

14. What is the estimated workload or volume of help desk calls? Answer: The estimated level of effort is 3 FTEs

15. What is the estimated time per help desk instance / ticket? Answer: The time varies with the complexity of the issue.

16. What is the ticket management system of record? Answer: Serena and SharePoint

17. Are all tickets received by telephone or are any received through other means such as chat, email, web submission? Answer: All methods of communication are used.

18. What is the response ETA for closing tickets? Answer: This varies.

19. What is the escalation procedures for services above or cannot be resolved at Tier I help desk? Answer: This is in accordance with the DAI PMO protocol.

20. Please confirm submission requirements for proposals is 2 hard copies, hand delivered to DHRA (POC: Noemi Contreras-Woods) Answer: No, that is not the instruction, that delivery information is for the service itself during the period of performance. See the FAR 52.212-1 and the Addendum to FAR 52.212-1 in the SF30, Amendment 0001 for instructions.

21. On page 5, under section 4.0 – are the first 2 paragraphs intended to be overall description for the main section – Accounting Support? And should 4.1 be Accounting Transactional Processing? Answer: Deleted the words “Accounting Transactional Processing” from under paragraph 4.0, see the revised PWS.

22. On pages 10-11, section 9.0 GOVERNMENT FURNISHED PROPERTY / EQUIPMENT / INFORMATION (GFP/GFE/GFI) states the government will provide the related equipment and work products required for up to six (6) contractor employees. Is this the correct number, as the government indicated in the Questions and Answers posted on January 22 that there are 8 FTEs on the current contract? Answer: See the revised PWS dated 29 January 2019 posted in the SF30, Amendment 0001.

23. Is the scope of work in the PWS similar to the scope of work the incumbent currently provides in terms of tasks and level of effort? Answer: Only some of the work is similar.

24. Given the recent Government shutdown and pending severe weather, would the Government consider a one (1) week extension for the proposal due date? Answer: The Government shutdown didn’t affect DHRA, however the due date was extended to 12 February 2019 at 10:00 am Eastern Time, see the SF30, Amendment 0001.

25. DHRA mentioned that Index Systems Ltd is the incumbent. Would the incumbent be eligible to compete for this opportunity? If not, would the government explain why not? Answer: It appears so based on a search at the Small Business Administration’s Dynamic Small Business Search site.

26. What was the total dollar value of the incumbent's current/last contract for this solicitation? Answer: The contract value is $1,910,220.00.

27. What was the total period of performance for the last contract (base year plus options)? Answer: One year

28. Clarification of 8.1.2.1, does the 8(a) Prime contractor required to have staff with tier 3 clearance at the time of an RFP submittal? Answer: That is a determination of the offeror

29. If so, does an interim clearance suffice at the time of submittal? Answer: That is a determination of the offeror

30. Is there a tier 2 and higher help desk managed internally or through another contractor to which tickets requiring out of scope services may be escalated? Answer: No

31. Does this engagement require coding or customization of the Oracle ERP? Answer: No

32. Are the existing/current documents such as the desk operational manuals, quality control plans, corrective action plans, phone call tree logic, etc. available for review prior to or after contract award? (To assist with the transition phase and minimize change for users of the process/system.) Answer: Documentation for the function is available during the transition.

33. What is the award date? Answer: As soon as possible

34. What is the projected start date for the transition of work? Answer: The first date of the period of performance listed in the delivery section of the SF1449. However, if an award is made sooner or later, the period of performance may be adjusted, but will not exceed one year. The transition can begin upon award, but the end date for the transition will be 26 April 2019, and that date will not change.

35. How many Help Desk FTEs are on the current contract? Answer: 4, however the requirement has changed

36. How many accounting support FTEs are on the current contract? Answer: 3, however the requirement has changed

37. Can proposals be submitted electronically via email, and if so, provide the email address? Answer: See the Addendum to FAR 52.212-1 in the SF30, Amendment 0001.

38. How should proposals be submitted? Answer: See the Addendum to FAR 52.212-1 in the SF30, Amendment 0001.

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PWS

Performance Work Statement (PWS) Revised 30 Jan 19

1.0 INTRODUCTION. The Defense Human Resources Activity (DHRA) Enterprise Operations Center (DEOC) Financial Operations (FO) require Defense Agency Initiative (DAI) Accounting and Tier 1 Help Desk Support.

1.1 The objectives of the Accounting work is to ensure accounting transactions are properly accounted for in accordance with the Department of Defense (DoD) Financial Management Regulations (FMR) accounting processes, which include but is not limited to, recording obligations, assisting with triannual reviews, performing data cleansing for unmatched disbursements, in -transits and ensuring other miscellaneous accounting requirements are adhered to.

1.2 The objectives of Tier 1 DAI Help Desk support are to obtain program management, help desk and training support for the DHRA DAI Program in the form of a dedicated call center designed to address all functionalities and modules with the DAI system.

2.0 BACKGROUND

2.1 DHRA implemented DAI, an Enterprise Resource Planning (ERP) system based on the Oracle EBusiness Suite. The Defense Logistics Agency (DLA) is the DAI Program Office for DoD. DAI is DHRA’s timekeeping system and accounting system of record. DHRA went live with the Time and Labor capability in July 2016 and with DAI Financials in October 2016, Oracle Release 12.2.3 was completed in May 2015 (DAI Increment 2, Release 1.0). DAI process areas are Budget to Report, Cost Accounting, Order to Cash, Procure to Pay, Acquire to Retire, Time and Labor, Reporting (Oracle Business Intelligence Enterprise Edition, (OBIEE)), and User Management (UMX).

2.2 DAI is mandated by the Office of under Secretary of Defense to be the accounting system of record for most Defense Agencies within the 4th Estate to support the congressionally mandated audit readiness requirements of the National Defense Authorization Act (NDAA) 2010 to use a Standard Financial Information System (SFIS) compliant system by October 1, 2017.

3.0 SCOPE. The Contractor shall provide the personnel, management and materials necessary to sustain support of DAI at DHRA. DHRA requires support in the broad categories of accounting and budget support, program management, help desk and training.

3.1 Primary areas for Accounting and Budget support include, obligations, data cleansing, assisting with triannual review maintenance, coordinating with the Help Desk where required on all DAI module issues and providing any other related accounting and budget support as required.

3.2 Primary areas of support for the Tier 1 Help Desk include, program management, planning, process analysis, workflow, user management, testing, and workforce preparation.

4.0. Accounting Support: The Contractor shall:

The Contractor shall provide DAI Accounting support to DHRA. The DAI Accounting support shall have Accounting or Financial Management experience and or education to effectively support the DAI modules. The DAI Accounting support shall be staffed during core hours 0700- 1700 EST, Monday through Friday, excluding federal holidays. The contractor shall provide services outlined in this PWS, outside the core hours during fiscal year end closeout. Fiscal year end closeout occurs between 1 July XX through 30 September XX. During fiscal year end closeout, contractor personnel work hours will be adjusted to ensure coverage, but shall not exceed 40 hours per week. The hours the Government needs coverage will be coordinated between the COR and the PM at least two weeks prior to the dates coverage hours are determined to be needed outside the core hours.

4.1 The contractor will designate an individual who will also function as an on-site Program Manager (PM) in addition to the duties of their position. The Contracting Officer’s Representative (COR) requires PM to meet for monthly status updates. The Contractor’s PM shall monitor performance and inform the COR immediately if performance begins to involve directing Federal employees; the development of plans, policies, or procedures for Government implementation; the discretionary application of payments, funding, or budget planning; the evaluation or assessment of another contractor’s performance; or other similarly proscribed activities in FAR 7.5.

4.1.1. Provide analysis and findings related to supporting vendor, contract, government purchase card, grant and military interdepartmental purchase request payments and billing issues related to operations of the DAI system.

4.1.2. Input manual obligation documents. Examples of the type of manual documents include: Internal order cost adjustments, manual travel and Permanent Change of Station (PCS) documents not processed by DTS, Inter-services Support Agreements (ISSAs), utility bills, all non-labor manual transactions, and Miscellaneous Obligation Documents (MORDs).

4.1.3. Monitor the accuracy, reliability, and adequacy of the accounting and financial systems information and maintain a 99% accuracy rate on transaction input.

4.1.4. Process routine funding documents within 24 hours and emergency requests within 4 business hours. If an issue arises at the end of the business day, the contractor is not expected to remain after the core hours to process the documents, the clock will resume the next business day. Business hours are defined as the core hours in paragraph 4.1. DHRA processed approximately 2,700 funding documents in FY18 and approximately 4% of these were emergency requests.

4.1.5. Review and reconcile all system postings and month-end balances for commitments, obligations, and expenses to ensure that all financial postings are correctly annotated. (The contractor is responsible for pulling data and reviewing for accuracy, the final review and reconciliation is performed by the Government)

4.1.6. Resolve outbound payment and inbound collection discrepancies based on system information and knowledge of DHRA/DFAS business processes. (The contractor is pulling the data and doing the research to identify discrepancies, the final approval for resolution and required actions is given by the Government)

4 1.7. Resolve issues related to accounts payable processing requirements such as processing unmatched disbursements, vendor invoices, resolve invoice discrepancies, and processing vendor payments. Coordinates with the contracting officer’s representative (COR) on budgeting and funding issues related to operations. (The contractor is pulling the data and doing research to identify discrepancies, the final approval for resolution and required actions is given by the Government)

4.1.8. Assist DFAS and DHRA personnel in monitoring and controlling third-party payment transactions. (The contractor will be tracking actions to ensure completion, not actually monitoring and controlling)

4.1.9. Work with DHRA and DFAS to resolve vendor invoice issues and discrepancies. (The contractor will work with DHRA and DFAS to provide support and participate in working groups to identify discrepancies by gathering data for government personnel; final guidance and resolution is provided by the Government)

4.1.10. Assist with vendor non-payment issues to resolution to ensure that vendors receive payment in a timely manner to avoid interest penalties related to operations. (The contractor will work with DHRA and DFAS to provide support and participate in working groups to identify discrepancies by gathering data for government personnel; final guidance and resolution is provided by the Government)

4.1.11. Provide travel support analysis and auditing.

4.1.12. Assist with and maintain the documentation of standard operating procedures for all Accounting and Budget related processes created by the Government.

4.2. Report Analysis and Feeder File Reconciliations:

4.2.1. Validate the interface labor files to ensure they are processed accurately and that the file accurately updates the accounting system.

4.2.2. Coordinate with the DFAS Financial Services Analyst and the DHRA Budget and Accounting Analyst to resolve any interface violations associated with feeder systems transactions to ensure interfaced transactions are accurately reconciled and reflected in DAI.

4.2.3. Correct failed transactions to include: Intragovernmental Payment and Collection (IPAC) errors, unmatched disbursement, legacy documents, in-transit, DAIMS, and all other interface reporting issues.

4.2.4. Ensure the Defense Travel System (DTS) travel interface files update the DAI accounting system accurately. In the case of interface violations, validate proper posting with DFAS. (Coordinate with DHRA/ DFAS to resolve DTS/ DAI payment rejects.)

4.2.5. Review and reconcile monthly DFAS reports to include DTS reports. Assist DHRA Travel Accounting Office with centrally billed account (CBA) reconciliation.

4.2.6. Generate accounts payable and accounts receivable reports, analyze relevant accounting information, and provide DHRA COR a summary of findings.

4.2.7. Perform detailed quantitative analysis on the SF 133 Report on Budget Execution and Budgetary Resources, Trial Balance, Report on Reimbursements, and the 1002 Appropriation Status by Fiscal Year Program and Subaccounts.

4.2.8. Analyze daily transaction reports to identify variances and provide resolution recommendations of all reported incidents to the government.

4.2.9. Conduct trend analysis to identify potential issues, root causes, and opportunities for improvement.

4.2.10. Assist with and maintain the documentation of standard operating procedures created by the Government for all reporting and feeder file reconciliation related processes.

4.3. Dormant Account Review – Quarterly (DAR-Q) formally Triannual Review (TAR)

4.3.1. Provide support to the DHRA Triannual Review (DAR-Q) process by performing data cleansing and researching and correcting any Unliquidated Obligations, Open Commitments, Negative Unliquidated Orders, Accounts Payable, Accounts Receivable, and DTS transactions.

4.3.2. Assist with the DHRA reimbursable program by reviewing earning reports for discrepancies and assisting with the reconciliation of MIPRs.

4.3.3. Perform data cleansing for the agency reimbursable program. Placing emphasis on legacy transactions that converted from the Defense Business Management System (DBMS) to DAI. Identify, validate, and correct all account balances that resulted from conversion.

4.3.4. Provide support with ongoing transactions reconciliation. Provide recommendations on data cleansing based on an analysis and understanding of data volumes and data quality, and propose a detailed approach and timeline for executing such data cleansing.

4.3.5. Gather and maintain supporting documentation for all transactions in accordance with the FMR and the DHRA Records Management guidance. This will require working with internal and external stakeholders to obtain documentation as well as researching various financial systems to include MOCAS, WAWF, and EDA, to gather invoices, receipts, and acceptance documentation.

4.3.6. Provide recommendations for DHRA workflow processes based on best practices.

4.3.7. Perform financial analysis and research on issues related to the operational review period prior to month end close and determine the need for adjusting entries. Communicate those adjustments to the COR.

4.3.8. Investigate and resolve issues related to overdue accounts receivable and payable balances and determine appropriate follow-on action for operations.

4.3.9. Generate accounts payable and accounts receivable reports, analyze relevant accounting information, and provide DHRA COR a summary of findings.

4.3.10. Resolve complex issues/ problems related to operational accounts payable and accounts receivable that cannot otherwise be resolved between DFAS and the customer or supplier representative.

4.3.11. Normalize and combine required data elements into a single logical data record. The same business data element might reside in multiple systems in different formats. The conversion approach will need to address such issues through data mapping logic and business rules.

4.3.12. Assist with the creation and updating of standard operating procedures for all triannual review related processes.

4.4. DAI Help Desk Support: The Contractor shall:

4.4.1. Provide sustainment support with respect to the DHRA Enterprise operation and fielding of DAI. This support shall include providing expertise with DAI individual modules, technical assistance, system readiness and training for DAI.

4.4.2. Assist with a gap analysis of financial and operational issues.

4.4.3. Perform an analysis of how DHRA business is accomplished with DAI, address gaps as well as the impact of Software Change Requests (SCR), production fixes, and new DAI versions or application upgrades such as future Oracle Releases or patches.

4.4.4 Monitor/track proposed changes, and conduct research, and propose revisions to the application, technical documents, policy and procedures as necessary.

4.4.5. Assist with development and status updates of Agency approved plans and milestones. The contractor will assist by being a liaison between DHRA and DAI PMO for the implementation of pre-approved plans and milestones for new components and/or system releases.

4.4.6. Report on the program’s status, risks and issues.

4.4.7. Assist with role mapping, user management, and workflow.

4.4.8. Develop and ensure that existing Agency test plans, test materials (scenarios, scripts), desktop procedures and user manuals are kept updated with latest DAI work processes and procedures.

4.4.9. Participate in design reviews and testing.

4.4.10. Provide recommendations on training and help desk support.

4.4.11. Assist with development of cutover plans for new releases.

4.4.12. Provide help desk support to the DHRA personnel during testing and operations of DAI. The helpdesk shall be staffed during the hours of 0700-1900 EST, Monday through Friday, excluding federal holidays. Help desk support shall include issue identification, troubleshooting, event escalation, and closure of the problem resolution process in support of DAI.

4.4.13. Provide training and remedial training to all DHRA DAI users to ensure that they are fully capable of independently accessing and operating DAI for their job functions. Training support shall include supplementing the DLA training materials for DHRA specific requirements so that the training materials can serve as an accurate reference following training. The trainers shall work closely with the help desk personnel for account access management and to address subject areas that receive frequently asked questions. Training shall be administered quarterly to DHRA personnel based on new additions or changes to processes and procedures to DAI modules. This training shall also be provided to new employees to ensure they become fully capable of independently accessing and operating DAI for their job functions. This training shall be instructor led computer based training and training materials shall be updated and provided based on the Defense Logistics Agency (DLA) Program Manager Office’s updates. The contractor shall update DHRA training materials within 5 days after DLA’s updates, when applicable.

4.4.14. Update help desk operational manual when changes are required based on DAI and organizational business changes.

4.4.15. Document issues received via phone, email, and in-person in a ticket tracking system and analyze and resolve issues by transferring the issue to the DHRA IT (MSD)/Joint Services Provider (JSP) as needed and creating a standard escalation process to ensure issues that require escalation to the DAI PMO (DLA) help desk is standardized in process and in format.

4.4.16. Report metrics and recommend focus areas for training.

4.4.17. Assist with user account management and reporting.

4.4.18. Participate in testing as it relates to the help desk.

4.4.19. Assist with user account and responsibility management.

4.4.20. Support updates to the DHRA DAI SharePoint site by ensuring the DAI site is kept current and update with training information, including upcoming training, training documents bulletins and items that are pertinent to DAI new releases.

4.4.21. Attend or teleconference in to DAI meetings as scheduled by DHRA and DAI PMO.

4.4.22. Conduct brown bags and other sessions to supplement training, communicate reminders, and announce changes in the system and DHRA processes at least quarterly.

4.4.23. Report metrics on training, such as number of students registered and attended.

4.4.24. Provide reporting support including daily, weekly and monthly downloads and posting to a SharePoint site.

4.5. Provide Transition of Contract Services - The contractor shall work with the follow-on contractor, for a period of 45 days to ensure minimum disruption to service and to prevent degradation to work in progress. During this period, the incumbent contractor shall transfer all knowledge, procedures and processes related to accounting, budget and help desk functions referenced within this PWS. The contractor shall provide a Transition Plan at least 90 days prior to expiration of the contract.

4.6. Participate in a Post-Award Conference. This meeting shall provide an introduction between the Contractor personnel and/or Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable.

4.7 Weekly Briefing & Monthly Status Reports

The contractor shall provide a monthly status report to the COR by the 5th business day of each month. The monthly reports and weekly briefing formats should be standardized, created by the contractor and agreed upon by the government.

4.7.1 The contractor shall provide a weekly status briefing, using slides that have been formatted by the contractor and agreed upon by the government. The weekly briefing and slides must include pertinent information as to DAI and accounting updates, progress on metrics, and other pertinent information related to correspondence with DHRA and external personnel such as DFAS and DLA.

4.7.2 Provide monthly status reports depicting status on items 4.1-4.5 and participate in weekly updates/ meetings with the government on accounting and help desk metrics to address data integrity issues of significant difficulty as pertinent to the monthly business.

4.7.3 In the monthly status report, provide status on personnel vacancies and status of substitution. The information should contain status and dates on personnel who have left the contract, status of timeframe in hiring replacements. Replacements shall be in place within 15 calendar days of the departure of personnel.

4.7.4 The monthly status report must include status of mandatory training listed at section 14.0 of the PWS. The report must include the name, course title and completion date.

5.0 DELIVERABLES

6.0 CONTRACTOR MANPOWER REPORTING Use this standard paragraph:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DHRA/FM/MSD via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY18), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Office of the Under Secretary of Defense (Personnel and Readiness). Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil

7.0 CONTRACTOR TRAVEL. The Government anticipates trips by two people for training of current components that are geographically dispersed, and or the unforeseen transfer of a geographically dispersed component. Each training session will last 3- 5 days. When travel becomes necessary, the Contracting Officer will request a firm-fixed price for the trip, and a contract modification will be executed to fund the travel.

7.1. The contractor shall obtain the COR’s approval prior to arranging and conducting any travel. Requests for travel shall be submitted to the COR for approval with estimated travel costs, at least 10 business days prior to needed travel.

8.0 SECURITY The Contractor shall:

8.1 Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data.

8.1.1 The Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall comply with:

DoD Instruction (DoDI) 8500.1, Cybersecurity The Privacy Act (5 U.S.C. 552a) DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program DoDI 5015.2, DoD Records Management Program DoD 6025.18-R, DoD Health Information Privacy Regulation DoD 5200.2-R, Personnel Security Program HSPD-12, Homeland Security Presidential Directive.

8.1.2 Contractor personnel with access to or responsibility for nonpublic Government data under this contract must comply with HSPD-12 Personal Identity Verification (PIV) issuance requirements, known as the Common Access Card (CAC) and:

8.1.2.1 Contractor personnel shall be immediately CAC ready at the IT Level II prior to reporting for work. At a minimum all Contractor personnel must obtain/maintain a favorable Tier 3 investigation; ANACI or NACLC. This requirement is critical in order to access the data base systems within DHRA and its Directorates. The DHRA HQ Security Office or COR will notify the Contractor if security requirements change.

8.1.2.2 Be citizens of the United States.

8.2 If at any time, any Contractor personnel requiring a CAC are unable to obtain/maintain an adjudicated ANACI or NACLC, the Contractor shall immediately notify the DHRA HQ COR to coordinate removal of such a person from work under this contract and replace the individual with appropriate level background investigation, knowledge, skill and ability (KSA) set to do the job within fifteen (15) calendar days of dismissal/termination of incumbent.

8.3. The Contractor shall report immediately to the HQ DHRA Privacy Office and secondly to the COR discovery of any Privacy breach.

9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION (GFP/GFE/GFI) The government will provide eleven work spaces to include seating, desks, computers, IT systems, phone systems and all the data reports and work products required to perform the work.

10.0 PLACE OF PERFORMANCE

10.1 Place. The DAI and Accounting Support contract staff will be working in Government sponsored space/facilities. The individuals will sit within DHRA Enterprise Operations Services (DEOC) suites located at 4800 Mark Center Drive, Alexandria, VA.

10.2 Telework. Contractor personnel are authorized telework in accordance with their company telework procedures and the Contracting Officer Representative’s approval.

11.0 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

11.1 Personnel Maintenance. Maintain minimal personnel turnover throughout the life of the contract. Ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the Government is minimal. Once a Contractor knows that an employee is leaving and will no longer support a task, the Contractor shall provide written documentation to the CO and Contracting Officer Representative (COR) within three (3) business days of the employee advising the Contractor of his/her intent to leave. This written notification shall include the date and time the position will be vacant, the reason the employee will no longer work on the task, anticipated replacement date, and what management corrective action will be taken to ensure task mission completion. Position vacancies or absences shall not exceed 15 calendar days unless approved in writing or otherwise approved in advance by the CO.

11.2 This will be a firm-fixed price contract. However, when vacancies exceeding 15 calendar days occur, the monthly price for that FTE shall be reduced for each additional day there is a vacancy. This will be calculated by dividing the monthly price by 30, to determine the daily price. Should a contract line item be for more than one FTE, the monthly price will be divided by the number of FTEs, and that product will be divided by 30 to determine the daily price for reducing the monthly invoice.

12.0 ORGANIZATIONAL CONFLICTS OF INTEREST

The Contractor acknowledges that it is familiar with FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance requires the Contractor (to include subcontractors) to supply technical support related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, the Contractor shall immediately inform the Contracting Officer. The PWS may be withdrawn if a conflict is found. The Contractor shall not undertake performance of any PWS requirements which requires it to supply technical support regarding such systems until the notice is given, and written consent to proceed is issued by the Contracting Officer.

13.0 APPLICABLE DOCUMENTS

14.0 Mandatory Training Requirements for Contractors:

Contractor employees performing under this contract shall complete the following mandatory trainings within 30 days of starting work on the contract and date of option exercise.

14.1 DoD Training on Unauthorized Disclosures IAW OSD Memorandum dated September 19, 2017 currently available at https://securityawareness.usalearning.gov/disclosure/index.html

14.2 Privacy Act and Personally Identifiable Information IAW DoDD 5400.11 currently available at https://iatraining.disa.mil/eta/piiv2/launchPage.htm

14.3 IT Security Awareness IAW 5 CFR 930.301 currently available at https://iatraining.disa.mil/eta/disa_cac2018/launchPage.htm

14.4 National Insider Threat IAW Executive Order 13587 currently available at https://securityawareness.usalearning.gov/itawareness/index.htm

14.5 Counterintelligence Awareness and Reporting Training IAW DoDD 5240.06 currently available at https://securityawareness.usalearning.gov/cidod

14.6 The Contractor shall provide a copy of each training certificate to Contracting Officer Representative (COR) to meet the mandatory training requirements.

15.0 PERFORMANCE REQUIREMENT SUMMARY (PRS)

15.1 Purpose. The PRS lists performance objectives for the required services the Government will surveil. The absence of any contract requirement from the PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract including the clauses entitled “Inspection of Services”.

15.2 Components. The PRS states the performance objective (required service), and threshold (performance standard, accept and reject points (if applicable)) in either a qualitative or quantitative fashion for each critical success factor.

para Performance Standard/Acceptable Quality Level

a) Vacancies are filled with qualified personnel within fifteen (15 ) calendar days of vacancy, unless approved in writing or otherwise directed in advance by the CO

b) Contractor shall notify the government within 3 days of the personnel notifying the contractor of their departure

AND

c) There is no mission impact due to position vacancies or unqualified personnel

a) routine funding documents are processed within 24 hours of request

AND

b) emergency requests are processed within 4 business hours of request.

a)the monthly report is submitted on time AND

b) Content is accurate as agreed upon in the weekly government/contractor meetings

a) the weekly briefing is provided on time (Tuesdays)

AND

b) Content is accurate and briefed using agreed upon slide format

AND

b) No more than 2 positions for all other labor categories are vacated within a 12 month period

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