H9821019R0005_Amendment_0001.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 Questions and Answers For Solicitation H98210-19-R-0005

1. Is the scope and volume of work of H9821019R0005 the same as that of the work being performed in the current contract? Answer: Not entirely

2. Can you share the PWS of the current contract? Answer: It is not the same as this effort so it will not be shared.

3. Can you share the labor categories and quantities of personnel supporting the current effort? Answer: See the answer to question 4 and 15.

4. So we can better estimate the number of personnel to meet this requirement, could you provide us with historical and expected workload for the different areas of support? 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.

5. What are the labor categories for the 8 FTE’s on the current contract? Answer: See question 15.

6. What are the # of Accounting FTE’s on the current contract? Answer: See question 15.

7. What are the # of Tier 1 Helpdesk Support FTE’s on the current contract? Answer: See question 15.

8. Is the incumbent Index Systems, Inc. eligible to submit a response as an 8(a)? Answer: It appears so based on a search at the Small Business Administration’s Dynamic Small Business Search site.

9. Page 8 under 4.4.25: Will the current “front end” Helpdesk phone number be transferred to the new contract or is the expectation to provide a new phone number? Answer: This number is Government provided.

10. Page 15 under Addenda 52.212-1 it does not state the # of pages or font/format for the Technical or Price Proposal? Can you please provide parameters? Answer: Provide only what is necessary to respond to what was requested, any additional information that was not requested or related to the criteria stated, will not be considered.

11. Page 15 under Addenda 52.212-1 section (b)(10): DHRA requires 5 recent Past Performance information. Will DHRA allow the 5 to be from the team or is it required to be from the Prime exclusively? Answer: See the revision to the Addendum to FAR 52.212-1 in the SF30.

12. Given that the RFP was released on 01/22 and questions are due by 01/29, will DHRA consider a due date extension to allow for the response to questions to be released? Answer: Due date is extended, see the SF30.

13. Is the Prime required to hold a Facility Clearance? Answer: This is not a requirement.

14. Are resumes required to submit with the RFP? If so, for which roles? Answer: See the Addendum to FAR 52.212-1 in the SF30.

15. Can you provide the labor categories and labor descriptions of the existing 8 FTEs for the incumbent or if it's different, what DHRA sees as a potential resource mix going forward? 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). This helps demonstrate an understanding of the requirement.

16. Are there any Key resource requirements? Answer: It is up to the offeror to propose their staffing plan.

17. Is it acceptable to use a Team member's relevant past performance? Can the Past Performance be for both Prime and Subcontractor work? Answer: See the revision to the Addendum to FAR 52.212-1 in the SF30.

18. Can you please provide the proposal submission instructions for where to send the proposal electronically? Answer: See the revision to the Addendum to FAR 52.212-1 in the SF30.

19. For the current eight (8) FTEs, are all eight truly full-time (i.e., either 1880 or 1920 hours)? Answer: We aren’t addressing the current, however the estimated FTEs are truly full-time.

20. Page 10-11: Section 9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION (GFP/GFE/GFI) “The government will provide seating, desks, computers, IT systems, phone systems and all the data reports and work products required for up to six contractor employees to perform the work.” Does this mean only six FTEs are required? Please clarify. Answer: See the Revised PWS

21. I noticed that this is a bid set aside for 8(a) business types. I have applied for and I am still waiting to hear back from SBA. I don't know how the government shut down will affect my application process nor your work currently. I have sent an email inquiring about my application to the team at SBA. If I don't hear from them for some reason. Would I be able to submit a bid with you on a pending application. Answer: See DFARS 252.219-7010.

22. What’s the estimated start date for this requirement? Answer: See the delivery information in the solicitation.

23. What’s the current contract dollar amount with Index Systems? Answer: The contract value is $1,910,220.00.

24. Can the Government confirm that the proposal should be submitted electronically via email by the deadline stated in the solicitation documents, and if so, to whose attention at what email address? Answer: See FAR 52.212-1 for proposal instructions, as well as the revision to the Addendum to FAR 52.212-1 in the SF30.

25. What will be the date for determining if an offeror is an 8(a) company? Answer: See DFARS 252.219-7010

26. Is the incumbent allowed to bid on this work? Answer: Please see question 8

27. Can the new contractor retain some of the incumbent key employees or bring in a whole new team? Answer: That is a decision of the offeror

28. Apart from the PM, what are the labor categories for Accounting/Budget support and DAI helpdesk support and what qualifications does DHRC require for each category? Answer: The offeror must propose, see the Addendum to FAR 52.212-1 in the SF30

29. Can an 8(a) JV be allowed to bid on this work? And does the past performance have to be from the JV or the entities that make up the JV? Answer: If the JV is a certified 8(a) yes. Past performance references, see the revised Addendum to FAR 52.212-1 in the SF30.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 05-Feb-2019 10:00 AM to 12-Feb-2019 10:00 AM.

SUPPLIES OR SERVICES AND PRICES

CLIN 0002 is added as follows:

Surge Accounting Support

FFP

The contractor shall provide all personnel, management and supervision necessary to provide surge accounting support services for the requirements at PWS 4.2 - 4.3.12.

FOB: Destination

NET AMT

CLIN 1002 is added as follows:

Surge Accounting Support

The contractor shall provide all personnel, management and supervision necessary to provide surge accounting support services for the requirements at PWS 4.2 - 4.3.12.

NET AMT

CLIN 2002 is added as follows:

Surge Accounting Support

The contractor shall provide all personnel, management and supervision necessary to provide surge accounting support services for the requirements at PWS 4.2 - 4.3.12.

NET AMT

DELIVERIES AND PERFORMANCE

The following Delivery Schedule for CLIN 0002 has been added:

POP 01-APR-2019 TO

31-MAR-2020

NOEMI CONTRERAS-WOODS

4800 MARK CENTER DRIVE

SUITE 06J25-01 WEST TOWER

ALEXANDRIA VA 22350-4000

H98210

The following Delivery Schedule for CLIN 1002 has been added:

POP 01-APR-2020 TO

31-MAR-2021

NOEMI CONTRERAS-WOODS

4800 MARK CENTER DRIVE

SUITE 06J25-01 WEST TOWER

ALEXANDRIA VA 22350-4000

H98210

The following Delivery Schedule for CLIN 2002 has been added:

POP 01-APR-2021 TO

31-MAR-2022

NOEMI CONTRERAS-WOODS

4800 MARK CENTER DRIVE

SUITE 06J25-01 WEST TOWER

ALEXANDRIA VA 22350-4000

H98210

INSPECTION AND ACCEPTANCE

The following Acceptance/Inspection Schedule was added for CLIN 0002:

The following Acceptance/Inspection Schedule was added for CLIN 1002:

The following Acceptance/Inspection Schedule was added for CLIN 2002:

The following have been modified:

ADDENDA TO 52.212-1 & 2

Addendum to 52.212-1 -- Instructions to Offerors -- Commercial Items. (DEVIATION 2018-O0018) The following paragraph is added as follows:

(b)(12) Offers may be submitted by email to constance.r.reedus.civ@mail.mil and melissa.s.tamayo.civ@mail.mil or by mail to the address in block 9 of the SF1449, to the Attention of Melissa Tamayo, Contracting Officer

The following paragraphs are changed as follows:

(b)(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; Technical quote must demonstrate an understanding of the requirements by describing:

(i) how you would address a GPC transaction that failed to interface from USBANK due to a funding issue? (Upward/Downward adjustment)?

(ii) how you would handle negative commitments in DAI?

(iii) how you would fix a negative unliquidated obligation that is being reported on the financial statements. What steps would you take to correct it?

(iv) DHRA utilizes PDS and PRDS (DAI and SPS interfaces), what steps you would take to ensure the obligations are recorded timely and accurately using these interfaces. If an error is discovered, what steps would you take to make the corrections in DAI?

(v) how you would research and resolve Unmatched Disbursements (UMDs), Invoices on Hold, Defense Travel System (DTS) errors?

(vi) how would you reconcile O2C transactions in DAI?

(vii) how would you interact with a difficult customer?

(viii) your staffing plan.Include the labor category, minimum qualifications that will be provided, and knowledge, skills and abilities for each category. Resumes should be provided to demonstrate understanding of the qualifications and KSAs for each category.

(b)(10) Submit information regarding recent and relevant past performance. Past performance information is limited to five recent (performed within the last five years as of the date of the solicitation) and relevant contracts for the same or similar services (including contract numbers, points of contact with telephone numbers and other relevant information). References are allowed for teaming partners or subcontractors.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers. Note: the period of performance dates may be adjusted based on the date an award is made, however, the base period and all options will remain at 12 months each period.

The following paragraphs are deleted

(d) Product Samples.

(h) Multiple Awards.

The rest of this provision remains unchanged.

Addendum to 52.212-2 -- Evaluation -- Commercial Items. (Oct 2014) The provision is changed as follows:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Technical Past Performance Price

Technical and past performance, when combined, are significantly more important than cost or price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) This RFQ is conducted under the guidelines of FAR Parts 12 and 13. Award will be based on a determination of best value to the Government, price and other factors considered. “Best Value” means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement. Best value evaluation is, in and of itself, a subjective assessment by the Government of the proposed solution that provides the optimal results to the Government.

(d) This method does not use any aspects of FAR subpart 15.3. The use of FAR Part 12 and 13 procedures does not obligate the Government to determine a competitive range, conduct discussions with any contractors, solicit quotes or revisions thereto, or use any other source selection techniques associated with FAR subpart 15.3.

(e) Technical quotes will be reviewed for strengths, weaknesses and deficiencies.

(f) Past performance will be reviewed for relevance to the solicited requirement, quality of performance and customer satisfaction.

(g) A comparative analysis will be conducted to determine the best value based on the strength of the technical understanding, past performance and price.

(h) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

PWS

Performance Work Statement (PWS) Revised 29 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:

Accounting Transactional Processing:

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.

4.4.25. Provide a public “front end” Helpdesk phone number with a “call tree” option that forwards the call to DoD Mark Center DAI Helpdesk phones.

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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