HC1028-14-R-0032_Amendment_0001.doc

HC1028-14-R-0032

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

ADDENDUM TO 52.212-1

Addendum to 52.212-1(b), Submission of Offers is tailored as follows:

(b) Submission of offers:

(12) Other Instructions

1.0 Program Title and Objectives

Defense Commisary Agency (DeCA) Time and Attendance System (TAS). The objectives of this program are to increase operational effectiveness, improve decision making, and increase employee satisifaction by acquiring a commercial-off-the-shelf (COTS) TAS with any needed modifications to meet DeCA requirements.

1.1. Budget/Funding Information

Budget/Funding information is not included in this solicitation.

2.0 General Instructions

(a) This section of the Information to Offerors provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror's proposal must include all data and information requested by the RFP and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS). Non-conformance with the instructions provided in this Information to Offerors may result in removal of the proposal from further evaluation.

(b) The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror's proposal.

(c) Elaborate brochures or documentation, binding, detailed art work, internet hyperlinks, or other embellishments are unnecessary and are not desired.

(d) The proposal acceptance period is specified in the instructions of this solicitation. The offeror shall make a clear statement in the proposal documentation volume that the proposal is valid through this date.

(e) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

2.1 General Information

2.1.1. Point of Contact

The contract specialist (CS) and contracting officer (KO) are the sole points of contact for this procurement. Address any questions or concerns you may have to the CS/KO. Written requests for clarification must be sent to the CS at evan.w.port.civ@mail.mil.

2.1.2. Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the KO in writing with supporting rationale as well. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.1.3. Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site at http://www.fedbizopps.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.1.4. Oral Presentations

Oral Presentations will not be utilized or required.

2.1.5 Communications

Exchanges of source selection information between Government and offerors will be controlled by the contracting officer. Email may be used to transmit such information to offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line.

2.2 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.2 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.2. The contents of each proposal volume are described in the information to offerors paragraph as noted in the table below.

Table 2.2 - Proposal Organization

Number

2.2.1 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of the proposal. The Government reserves the right not to consider for award any proposal that does not adhere to the administrative requirements of this solicitation. Each page shall be counted except the following: cover pages, table of contents, tabs, glossaries, and resumes.

2.2.2 Page Size and Format

2.2.2.1 A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12 point Ariel, Times New Roman, or Courier New font for all text. The technical volume of the proposal is to be submitted as an MSWord 2007 or PDF document. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1 inch margins on the top and bottom and ¾-inch side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to ENs.

2.2.2.2 Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 12 point Ariel, Times New Roman, or Courier New font for all text included in a table.

2.2.3 Cost or Pricing Information

All pricing information shall be addressed ONLY in the Cost/Price Proposal Volume.

2.2.4 Classified Information

No classified information is required in your response.

2.2.5 Cross-Referencing

To the greatest extent possible, each volume shall be written on a stand‑alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

2.2.6 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.2.7 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

2.3 Electronic Offers

The offeror shall submit volumes I through IV in electronic format via email. Each volume shall be a separate file. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2007, MS Office Excel 2007, MS Office Project 2007, MS Office Power Point 2007, and Adobe Acrobat as applicable.

2.4 Distribution

Proposals shall be submitted via email to the CS/CO identified below:

Evan Port (Contract Specialist) – evan.w.port.civ@mail.mil Karen Kinzel (KO) – karen.m.kinzel2.civ@mail.mil

3.0 Volume I ‑ Executive Summary

In the executive summary volume, the offeror shall describe the significant attributes and theme of its proposal.

3.1 Narrative Summary

The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding cost/price. The salient features should tie in with the evaluation factors/subfactors. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

3.2 Table of Contents

Include a master table of contents of the entire proposal.

4.0 Volume II – Technical/Management Volume

4.1 General

The Technical/Management Volume should be specific and complete. Your responses will be evaluated against the technical/management subfactors defined in FAR 52.212-2, Evaluation – Commercial Items. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2 Format and Specific Content

Volume II Technical

· Subfactor 1 Technical PWS Task 6.5.1

· Subfactor 2 Management PWS Task 6.2.1.1

· Subfactor 3 Program Management PWS Task 6.1

4.2.1 Technical/Management

In the Technical/Management volume, address your proposed approach to meeting or exceeding the minimum performance or capability requirements of each technical/management subfactor, as well as the risks in your proposed approach in terms of technical/performance, cost, and/or schedule.

4.2.1.1 Technical/Management Risk

Address technical/management risk by identifying those aspects of the proposal you consider to have the potential for disruption of schedule, increased cost, poor performance, the need for increased Government oversight, and/or the likelihood of unsuccessful contract performance. Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of other contract requirements (e.g., SOW or specification requirements), whether or not those requirements are identified as subfactors. Propose a realistic "work‑around" or risk mitigators for identified risks that will eliminate or reduce risk to an acceptable level. Identify any new risks introduced by such risk mitigation.

4.2.2 Volume Organization

The Technical/Management volume shall be organized according to the following general outline:

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Cross Reference Matrix (see object below for template)

(5) Subfactor One

(6) Subfactor Two

(7) Subfactor Three

(8) Risk Matrix

(9) All other aspects of the PWS

5.0 Volume III - Cost/Price

5.1 General Instructions

5.1.1 Cost/Price Reasonableness and Completeness

This section is to assist you in submitting cost or pricing data that is required to evaluate the reasonableness, and completeness of your proposed cost/price. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal and removal of the proposal from further consideration. Note that unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirement or has submitted an unrealistic proposal. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Cost submissions should be sufficiently detailed to demonstrate their reasonableness and be adequate enough to support and sustain a DCAA audit.

5.1.2 Estimating Techniques and Methods

Not used as this is a FFP contract.

5.1.3 Cost/Price Information

Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your cost/price position. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Cost/Price volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal other than in the contract line items of the model contract of Volume IV, Contract Documentation.

5.1.4 Cost or Pricing Information Requirements

In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support price reasonableness/realism. Information shall be provided in accordance with FAR 15.403-5.

5.1.5 Pricing Proposal

The offeror shall provide their price proposal on the Price Template (attached as object at the end of this paragraph). The price proposal shall reflect rates for the base period and all option periods, including option pricing for an additional six-month period that may be authorized IAW FAR 52.217-8. See FAR 52.217-8 which authorizes the government to require continued performance of any services within the limits and at the rates specified in the contract. The price proposal spreadsheet includes a separate line item for the additional six-month period IAW FAR 52.217-8. These prices shall be identical to the quoted pricing in the six months prior to expiration of the final option period. The total evaluated price will consist of the contractor’s proposed price for the base period and all option periods. The labor rates in this section shall reflect the fully-burdened rates for each labor category and will apply to all direct labor hours. Instructions for the price template are as follows

“Summary” Tab: Input total pricing for each CLIN and period of performance, as appropriate.

“Labor Rates” Tabs: Input the labor categories, number of hours, and labor rate for each CLIN.

5.1.5.1 FFP Rate

(1) Government Site Rates. When performing at Government sites, the contractor shall furnish fully-burdened personnel rates.

(2) Contractor Site Rates. Contractor site rates shall also include contractor provided facilities, furniture, equipment, supplies, tool kits, employee training (which includes training course costs/fees, related travel and location travel costs), and overhead amounts required for the work for Contractor Site Rates. This includes but is not limited to: telephones, computers, facsimile machines and their telecommunications lines, copiers, personal computers, postage (to include courier services such as Federal Express), ordinary business software, such as word processors, spreadsheets, graphics, etc., normal copying and reproduction costs.

5.1.5.2 Labor Rates

The labor rates input into the Price Template shall include fully-loaded hourly rates for each labor category that may be required throughout the life of this effort. All labor related costs are part of the fully burdened labor rates. Labor and labor related costs shall not be reimbursed as an ODC.

5.1.6 Payment Plan

The Offeror shall propose a fixed price payment plan commensurate with the value of the deliverables and/or significant milestones in the PWS for this requirement. A firm fixed price payment plan with the total dollar amount divided into equal monthly payments will not be accepted unless the offeror provides justification for this plan that the Government subsequently deems adequate. The eventual awardee will be authorized to invoice monthly for all approved travel costs incurred and approved by the COR.

5.2 Volume Organization

The Cost/Price volume shall consist of the following sections:

SECTION 1 ‑ Table of Contents

SECTION 2 ‑ Cost or pricing information, Labor Rate Table and supporting data, to include estimating methodology.

SECTION 3 ‑ Other information such as Government Furnished Property/Government Furnished Equipment (GFP/GFE), long lead costs, termination costs, development/production schedule, inflation rate summary and explanation, life cycle cost, and special tooling/test equipment. List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Cost/Price volume, if any. Provide complete rationale for any exceptions.

6.0 Volume IV – Contract Documentation

6.1 Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the Contract.

6.1.1 Solicitation/Contract Form

Completion of blocks 30 a, b, and c of the SF1449. Signature by the offeror on the SF1449 constitutes an offer, which the Government may accept.

6.1.2 Contract Line Items

Completed pricing information in the Contract Line Items of the model contract.

6.1.3 Contract Administration Data

Provide Contractor Point of Contract information for the clause at 52.204-9000 Points of Contact

6.1.4 Representations, Certifications, and other Statements of Offerors

Completed representations, certifications, acknowledgments and statements. Specifically, completion of 52.209-5 and 52.212-3 Alt I.

6.1.5 Complete Block 6 of the DD254.

6.1.6 OCI Mitigation Plan

Submit OCI Mitigation Plan IAW PWS paragraph 9.5.

6.2 Other Information Required

6.2.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

6.2.2 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other locations. List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

52.212-1(c), Period for Acceptance of Offers is tailored as follows:

(c) Period of Acceptance of offers. The offeror agrees to hold the prices in its offer firm until 30 September 2014 or completion of any protests unless otherwise withdrawn. There is no obligation on the part of the Government to make an award to any contractor in response to this request.

52.212-1(l) Debriefing is tailored as follows:

(l) Debriefing. The KO will promptly notify offerors of any decision to exclude them from the competitive range; whereupon, they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The KO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

PERFORMANCE WORK STATEMENT

PWS

Defense Commissary Agency (DeCA) Time and Attendance System (TAS)

Performance Work Statement (PWS) as of June 18, 2014

Contract Number:

Task Order Number:

1. Contracting Officer Representative (COR).

a. Primary COR.

Department of Defense Activity Address Code (DODAAC):

HQCAAA

b. Alternate COR.

2. Task Order Title. DeCA TAS

The TAS PWS will enable DeCA to acquire a commercial off-the-shelf (COTS) TAS that provides DeCA an automated timekeeping and schedule exception tracking capability. This will allow DeCA to achieve efficiencies in time entry and improvement in operations through more timely and accurate data collection and reporting. This solution will support approximately 16,000 DeCA employees worldwide that are paid via the Defense Civilian Pay System (DCPS), a Defense Finance and Accounting Service (DFAS) system that processes payroll. DeCA requires enterprise licensed software hosted by DeCA and has determined that software as a service (SaaS) hosted by a time and attendance service provider is not acceptable, as the TAS software must be in compliance with the DIACAP DoD Instruction 8510.01 and 8500.2 security controls. Additionally, the TAS software shall run on a government owned server.

3. Background. DeCA’s mission is to deliver a premier quality-of-life benefit to the Armed Services community by satisfying customer demand for high-quality grocery and household products and providing exceptional savings. One of DeCA’s strategic goals is to provide the military community with a great shopping experience by providing the best possible service at the lowest price.

DeCA currently operates 24x7 commissaries, twelve central distribution centers (CDCs), area offices, headquarters, and off-site locations (e.g., employees conducting sales at National Guard and Reserve sites for a limited number of days) worldwide. Of that total, 182 stores are located within the United States including Alaska and Hawaii, and 77 stores are located in 13 countries and two territories outside of the United States.

Sixty percent of DeCA employees paid via DCPS have either intermittent or part-time work schedules, which results in frequent schedule changes and related exception data. Currently, DeCA uses a manual process to record time and attendance (T&A) data and to support payroll actions for approximately 16,000 employees worldwide at stores, CDCs, area offices, and headquarters. The paper-based processes are inefficient and create a significant amount of errors and rework to correct employee pay and also result in negative audit findings. The current process and the future process are described in the reference materials available at https://www.commissaries.com/tas/.

DeCA employees’ participation in the timekeeping process differs by the level of the organization in which they work. TAS must support the entry of timekeeping data at each of the following organizational levels:

· Above store level. Headquarters, area offices, and other managerial employees typically work a 40-hour week with few schedule changes. These employees have easy access to personal computers (PCs) in their work areas.

· Store level. These employee schedules may change frequently to meet operational needs. Only a few PCs exist in the store environment with limited or no access for the majority of store employees (10 – 200). An automated method to capture sign-in, sign-out, and other payroll information is required to prevent a lengthy queue and delay at the start of the work day. Other payroll information required is described in the Automated Exception Request Forms document, located in the reference materials at https://www.commissaries.com/tas/.

At all organizational levels, TAS shall be in compliance with Homeland Security Presidential Directive 12 (HSPD-12), which is also located at https://www.commissaries.com/tas/. Based on HSPD-12, DeCA requires two system access methods using two-factor authentication. First, the employee may enter their T&A data using a government-issued computer that accepts a DoD issued common access card (CAC) with related personal identification number (PIN). Second, the employee may enter their T&A data using a contractor provided T&A terminal that includes a CAC reader capable of reading the employee CAC chip and accepting the employee PIN.

DeCA TAS user roles include the following:

· Employee. Employees submit their own T&A data, request exceptions (e.g., annual leave, sick time, overtime), certify their own timecards, and have access to their own reports and timekeeping data.

· Timekeeper. Timekeepers have access to timekeeping records for all employees within their assigned facility or organizational structure. Timekeepers can approve timekeeping transactions and have the authority to create employee and organizational reports using their facility or organizational structure’s timekeeping records.

· Supervisor. Supervisors have access to timekeeping records for all employees under their supervision and within their assigned facility or organizational structure. They will manage work schedules, approve timekeeping transactions, certify timekeeping entries for their assigned employees, and create reports using timekeeping records for their assigned employees.

· Customer service representative (CSR). CSRs have access to timekeeping records for all employees within their assigned facility or organizational structure. CSRs oversee TAS operations, identify error conditions, process corrections, and interact with DCPS. CSRs have the authority to create employee and organizational reports.

· System administrator. System Administrators have unlimited access to timekeeping records for the purposes of system administration, help desk functions, and general support to users.

4. Objectives: The contractor shall provide a COTS TAS with any needed modifications to meet DeCA requirements including the enterprise software, remote input devices with CAC interface (aka timekeeping units), software installation, hardware deployment and installation, training, and hardware and software maintenance.

The contractor shall provide the ability to capture T&A information, validate and correct data, and complete certifications per DCPS requirements in a manner that enables DeCA to realize its expected business outcomes. The system shall support DeCA employees worldwide who are paid via DCPS. TAS shall provide a solution that enables employees at all levels to interact with TAS for time capture, reporting payroll exceptions, and submitting T&A data with or without access to a PC. The system will have a bi-directional interface with DCPS and one-directional interfaces with two DeCA systems – the DeCA Electronic Records Management and Archive System (DERMAS) and the Enterprise Data Warehouse (EDW).

DeCA’s objectives of TAS, through both functional and technical improvements, are as follows:

· Increase operational effectiveness.

· Standardize T&A processes for the various organizational levels.

· Streamline processes that track sign-in and sign-out times for employees.

· Establish an audit trail for updates and certification of T&A data.

· Reduce administrative tasks for timekeepers, supervisors, and CSRs.

· Reduce costs associated with printing and storing paper-based records and reports.

· Reduce payroll processing errors.

· Improve decision making.

· Provide data and reports to facilitate more timely decisions (e.g., how many employees received Sunday premium pay during a fiscal year, or how many times was overtime used at a particular store).

· Enhance reporting capability.

· Provide information for making scheduling decisions (automated scheduling will not be a part of this effort).

· Increase employee satisfaction.

· Increase privacy and security related to employee timesheets and related timekeeping data.

· Increase payroll accuracy.

· Reduce time spent storing, tracking, and searching for paper timesheets or leave request forms.

· Increase the sense of fairness that timekeeping practices are applied consistently through business rules.

DeCA has identified several business outcomes in terms of specific program timelines, thresholds, and objectives to be achieved within the defined scope. It presents the anticipated benefits in terms of measurable and time-bound program objectives through operational metrics. The contractor shall support DeCA’s achievement of these measures through implementation of TAS.

5. Scope. The scope of the DeCA TAS program is to acquire a COTS TAS that allows all DeCA employees to enter their payroll information electronically and securely using modern IT equipment. TAS scope includes the sending and receiving of T&A and other information to DeCA and DoD systems, training users and support personnel, and maintaining the associated hardware and software products at all DeCA locations worldwide.

6. Performance Requirements. The contractor shall provide an innovative solution in support of DeCA’s achievement through implementation of TAS. The contractors shall describe how they will support, manage, and complete each of the tasks; how they will provide the required deliverable products; and how they will achieve the stated requirements as follows:

A. Capture Time & Attendance Data:

TAS shall enable all employees paid through DCPS to enter their T&A daily using either a government-issued computer or a timekeeping unit, both with two-factor CAC authentication. This includes the ability to request, review, approve, and disapprove exception requests through the system and will automate the current manual timesheets and forms used by DeCA. To support capture of daily data, TAS must interface with DCPS to obtain information on new employees and changes in employee status (e.g., full-time worker, part-time work, or intermittent work) or work schedules.

B. Validate and Correct T&A Data:

TAS shall use business rules and validation checks compliant with the Department of Defense (DoD) Financial Management Regulation (FMR) to identify erroneous T&A entries. TAS shall enable employees, timekeepers, supervisors, and CSRs to make corrections in TAS during the pay period as required and for CSRs to make changes to T&A data for up to one year after hours were worked.

C. Perform Pay Period Processes:

TAS shall require employees to certify their timesheets using electronic signatures. After an employee has certified their timesheet, TAS shall allow the respective supervisor to approve and certify the timesheet data for inclusion in the Source Data Automation (SDA) file that is transmitted to DCPS.

D. Interface with Government Systems:

TAS must interface with three systems. First, TAS will interface with DCPS and transmit SDA files several times each pay period in accordance with DCPS SDA transmission schedules. TAS shall create the SDA file and check for errors prior to submission to DCPS. TAS shall also receive master employee record (MER) data from DCPS to establish and maintain employee data. Specifications for the file interfaces with DCPS are located at https://www.commissaries.com/tas/. Second, TAS will forward portable document file (PDF) formats of each employee’s timesheet to DERMAS, which is DeCA’s certified record management system. Third, TAS will send an extensible markup language (XML) file to the DeCA EDW to support reporting requirements located at https://www.commissaries.com/tas/.

6.1 Task 1 – Program Management

The contract shall provide program management and oversight support throughout the contract period to keep DeCA management informed of progress and issues related to TAS implementation and operations. The contractor shall propose the program management approach within the Program Management Plan that best fits DeCA’s objectives, environment, and also supports industry best practices. DeCA is to receive high-quality products that support implementation of the system, are defect free, and are delivered in accordance with the proposed schedule.

Deliverables:

Program Management Plan

Monthly Status Report

6.2 Task 2. Software and Hardware Configuration

The contractor shall deliver a COTS software solution and related TAS sign-in/sign-out device hardware (timekeeping units) to DeCA headquarters in Fort Lee, VA. This includes all software licenses and contractor timekeeping units needed to ensure efficient and effective operations. DeCA will provide any required servers. The contractor’s proposed software shall function when loaded on the servers provided by DeCA.

DeCA operates a virtual server environment and prefers that the TAS solution operate uses this virtual server environment; however, pending DeCA approval, based on demonstrated benefits of such, DeCA may support physical/hybrid if the Contractor’s solution requires it. The contractor shall detail the requirements for all proposed hardware components, physical/ virtual.. The DeCA Infrastructure Requirements and Technical Requirements sections, at Appendix A, lists the information DeCA needs to configure servers to support TAS. DeCA will supply servers, physical and/or virtual requirements, under DeCA information technology (IT) contracts. Contractors do not need to propose servers.

DeCA operates a desktop standard security technical implementation guide (STIG) configuration of Windows 7 and IE 8 or above. The printing environment is IP-based at the store level and print server based above store. The contractor’s proposed software must be able to function in this environment.

The configured TAS software solution and related hardware shall meet functional and technical requirements defined in the subtasks listed below.

Configuration Management Plan

Configuration and Installation of Software and Hardware

6.2.1 Subtask 1. Software Configuration

6.2.1.1 The Contractor shall configure software to define its value, parameters, and other options and settings to ensure the COTS software adheres to DeCA’s TAS business rules available at www.commissaries.com/tas. The contractor shall analyze DeCA’s requirements and business rules to configure the COTS application and establish a baseline that documents identification of areas configured including internal and external interfaces.

6.2.1.2 The software configuration must meet DeCA’s functional, technical, and interface requirements for store-level and above-store-level operation. It must also support the DeCA Information Security Office with the DoD Information Assurance Certification and Accreditation Process (DIACAP), i.e., certification and accreditation (C&A), of the proposed system in accordance with DeCA policy and the Federal Information Management Security Act (FISMA) 2002. Process flows for as-is and to-be TAS processes are located at https://www.commissaries.com/tas/

6.2.1.3 The contractor shall provide a system that:

· Captures T&A information at all organizational levels through keyed entry using a government-issued computer that accepts a DoD issued CAC and PIN or using a time entry device with a CAC reader capable of reading the employee CAC chip and accepting the employee PIN. T&A information capture includes entering, updating, and correcting employee work schedules, status changes, and daily T&A data.

· Creates employee profiles with CAC ID based on employee data transmitted from DCPS.

· Creates and maintains work schedule information and support comparison of actual hours to planned hours.

· Determines the last workday and the pay period cutoff based on an employee’s schedule and the government’s pay periods.

· Provides alerts for missing or invalid data.

· Incorporates business rules that support reconciliation of data to remove errors, make corrections, and ensure accuracy.

· Support automated requests for exceptions to scheduled working hours (annual leave, sick leave, overtime, compensatory time, etc.).

· Provides workflow activities and notifications in a manner that allows automated processing of electronic requests.

· Allow certification of T&A data by individual employees and supervisors using digital signatures or, at minimum, electronic signatures provided through a DoD CAC reader device interface. Notifies appropriate individuals of approvals, rejections, and needed corrections using a government-issued computer as well as a contractor furnished data-capturing device with display messaging functionality.

· Allocates time entry to projects, tasks, and accounts.

· Provides the capability for an employee to view and print work schedule documents to a DeCA network printer. Provides reporting and query capabilities.

· Displays T&A data in a way that simulates DeCA Form 70-4 (see reference material DeCA Directive 70-9, Financial Management for Payroll)

· Incorporates business rules to validate accuracy of T&A data.

· Interfaces to DCPS to receive employee data including the daily Master Employee Record (MER) files and biweekly MER/Leave Extract.

· Creates multiple SDA files that include current pay records and prior pay period correction records.

· Transmits SDA files to DCPS per DCPS required schedule.

· Provides validation, certification, and error correction of T&A data for up to one (1) year after the date on which time was worked.

· Interfaces to the DERMAS to support record keeping using PDF.

· Interfaces to the DeCA EDW to support business intelligence queries (XML).

6.2.2 Subtask 2. Hardware Configuration.

6.2.2.1 The Contractor shall provide all hardware devices, excluding servers, required for implementing and deploying TAS software, including proposed timekeeping units and other necessary hardware. The contractor’s proposal shall identify, in their proposal, the specific hardware proposed and provide the related specifications for DeCA’s review.

6.2.2.2 The contractor shall configure, deliver, and install any proposed hardware products to capture sign-in and sign-out data. Equipment will be required for the test lab as well as for each location with employees that will use TAS. The TAS website (https://www.commissaries.com/tas/) includes a listing of all DeCA commissaries. In addition, DeCA operates 12 CDCs worldwide, a Central Meat Processing Plant in Germany, and five area offices (West Area, Pacific Area, East Area, Central Area, and Europe Area).

6.3 Task 3. Testing

6.3.1. Subtask 1. The contractor shall provide for participation in and successful completion of the following levels of testing:

· Lab tests in DeCA’s test environment located at DeCA headquarters in Fort Lee, VA, to ensure TAS meets all requirements, integrates within the DeCA IT environment, and interfaces properly with EDW, DERMAS and DCPS. Testing will verify that the Contractor’s solution meets DeCA requirements including enabling access to TAS using the CAC and PIN process and ensuring the interfaces to DCPS, DERMAS, and EDW function properly. Testing also includes attaining certification as described in DoD Instruction 8510.01, “DoD Information Assurance Certification and Accreditation Process.”

· Pilot tests at DeCA headquarters and a sample of stores to ensure the system meets requirements. Pilot tests will test the ability to produce accurate employee T&A data in a Form 70-4 format and transmit SDA files.

· During the maintenance and sustainment phase (after fielded) all software upgrades, patches, and debugging will be tested in the DeCA test lab prior to being release into production.

The DeCA TAS Program Management Office (PMO) has selected, from its three SDA files, the following areas for inclusion in initial pilot testing:

· ZKA database: Headquarters and one Continental United States (CONUS) zone.

· ZFR database: Guam.

· ZFA database: geographic zones in Korea, Japan, and Europe.

6.3.2 Subtask 2. The contractor shall participate in test readiness reviews to ensure that the system is ready for testing through each step in the implementation process. DeCA will work with the contractor to ensure government test resources are available and that the scope of the tests is clearly defined. Technical review activities that the contractor shall participate in include a critical design review, test readiness review, and production readiness review.

Information Security, Certification and Acceptance Support

Interface Specification Plan

System Test Plan

Critical Design Review Report

Test Readiness Review Report

Production Readiness Review Report

6.4 Task 4 – Training

6.4.1 Subtask 1. DeCA will use a train-the-trainer approach for TAS. Training will be based on contractor developed materials on all aspects of TAS. DeCA will identify staff members to receive training prior to system deployment. The contractor shall provide their approach to training these groups.

6.4.2 Subtask 2. The contractor shall provide electronic versions of the system documentation for all proposed hardware and software products, provide a training course for new DeCA employees hired after TAS implementation, and describe how users should be trained on changes to TAS if the contractor performs updates to its software.

6.4.3 Subtask 3. DeCA intends to conduct training at the following locations:

· Tier 1 help desk training of six (6) people at DeCA headquarters in Fort Lee, VA.

· Train-the-trainer program that includes all functional levels including users, supervisors, CSRs, and management for:

· 45 people at DeCA Headquarters

· 30 people in Sacramento, California

· 30 people in Kapaun, Germany.

Deliverables:

Training Plan

Training Classes – Admin Users and End Users

Training Materials – Admin Users and End Users

Concept of Operations/User Manual

System Documentation

6.5 Task 5 - Deployment

6.5.1 Subtask 1. The contractor shall provide for resources to perform site surveys, site preparation, and equipment installation. Telephone survey(s) are acceptable. The contractor shall configure the timekeeping units for each DeCA location and shall provide and install the media cable. The Government’s required number of units at each location is identified at the following website https://www.commissaries.com/tas/. The contractor is responsible for shipping the units to each location prior to installation, or can provide the units at the time of installation. Shipping must include the necessary customs paperwork for shipment to locations outside of the United States.

6.5.2 Subtask 2. The contractor shall describe its approach to:

· Selection of installation technology – DeCA prefers Power over Ethernet (PoE), but will consider other approaches [provide time data collection device specifications]; reference the Cable Infrastructure Support link at www.commissaries.com/tas/.

· Description of its processes and procedures to configure and ship the timekeeping units to all DeCA locations, including verification that the units arrive at the store.

· Description of its processes and procedures to deploy to all locations in accordance with DeCA’s deployment schedule.

Configuration Designs

Technical Implementation Plan

Deployment Schedule

6.6 Task 6 - Operations and Sustainment

6.6.1 Subtask 1. The contractor shall provide operations and sustainment support to maintain TAS software and contractor T&A hardware units for all TAS locations.

6.6.2 Subtask 2. The contractor shall provide help desk support to include:

· Tier 2 support is required 24x7x365 to resolve unique issues that the DeCA Enterprise Service Desk Tier 1 support cannot resolve, including functional and technical representative assistance in solving basic functional problems and for investigating elevated issues by confirming the validity of the problem and seeking known solutions related to these more complex issues.

· Tier 3 support during regular DeCA Headquarters business hours (8a.m. to 5p.m. Eastern Time zone, Monday through Friday) for more complex and unique problems that the contractor’s Tier 2 support cannot solve.

· Incident tracking, where DeCA shall be provided a ticket by the contractor, by which DeCA will track the incidents in-house.

6.6.3 Subtask 3. The contractor shall provide ongoing operations support including:

· Support for installation of required software patches designed to fix problems or update the system or its supporting data including support for modifications to TAS that may be required because of DoD or operating system patches (e.g., IA vulnerability assessments by DoD or Microsoft patches)

· Recommendation of hardware and software baseline upgrades (including related costs)

· Product information and prices for the annual software license and related maintenance support to include pricing for billable support for on-site visits as needed throughout the contract lifecycle.

· Depot maintenance for provided TAS components including identification of original maintenance warranties and maintenance support after warranty expiration. The contractor shall ship replacement hardware (timekeeping units) within two business days. DeCA will inform the contractor when a unit fails and will use a spare unit to replace the failed unit. DeCA will return the failed unit to the contractor upon receipt of a replacement unit.

· Consumable products used in TAS operations to include pricing for replacement hardware throughout the contract lifecycle (pricing should consist of a burdened rate that includes shipping and installation as well as non-burdened rate for equipment only).

Software Change Specifications

Process Change Specifications

System Support Plan

Incident Analysis Report

Software Patch Support

Hardware and Software Upgrade Support

Software License

Hardware Maintenance

Consumable Products

7. Performance Standards.

Table 1 – TAS Performance Standards

8. Incentives. This requirement is a firm-fixed price contract. Contractor will be evaluated in CPARS based on meeting performance standards.

9. Place of Performance. Work will be performed at DeCA Headquarters, Fort Lee, VA; DeCA locations worldwide (CONUS and Outside Continental United States (OCONUS)), and off-site contractor facilities. Software modifications will be performed primarily off-site at the contractor’s facilities. The worldwide locations at which the contractor will perform work have restrictions on travel including security restrictions. For example, the contractor personnel may need Visas or military installation clearance to access some DeCA locations. Systems implementation tasks such as data loads, testing, system maintenance, and training will be completed mainly at Fort Lee, VA, but may occur off-site as directed by the COR. Actual travel will be directed by the COR in writing.

Travel to support the PWS will be authorized, in writing, by the COR prior to performance. Travel is paid in accordance with the Federal Acquisition Regulation (FAR) Part 31.205-46 and is a cost-reimbursable contract line item. The contractor must submit a travel itinerary and estimated costs for approval by the COR. DeCA will not reimburse local travel and related expenses to the contractor for daily travel to or from the contractor's facilities within 50 miles. All travel must be approved by the COR in advance, in writing, prior to performance.

Alternate Place of Performance - Contingency Only. Contractor employees may be required to work at home, another approved activity within the local travel area or at the contractor's facility in cases of unforeseen conditions or contingencies (e.g., pandemic conditions, exercises, etc.). Any equipment such as laptops or phones provided to Contractor personnel shall be returned at the termination of the engagement or at another time mutually agreeable to both parties. Contracting Officer Representative (COR) approval is required. Contractor shall prepare all deliverables and other contract documentation utilizing contractor resources. To the extent possible, the contractor shall use best efforts to provide the same level of support as stated in the SOW/PWS. In the event the services are impacted, reduced, compromised, etc., the Contracting Officer or the contractor may request an equitable adjustment.

10. Period of…