Attachment 1- PWS.pdf

Attachment 1

PERFORMANCE WORK STATEMENT (PWS)

Facilities Enterprise Computer Maintenance Management System

Revised: 2 February 2021

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

Facility Enterprise Computer Maintenance Management System (CMMS)

1.0 GENERAL INFORMATION

1.1 The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK through 12th grade instruction to 66298 students in 159 brick-and-mortar schools as of 1 Feb 2021. Student enrollment varies based primarily on the deployment of military troops worldwide. DoDEA’s curriculum, resources, and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.2 In North America DoDEA operates 49schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 65 schools located in Germany, England, Netherlands, Belgium, Italy, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited Virtual High School with its main office in Virginia and teaching hubs in Germany and Okinawa.

1.3 DoDEA has adopted the College and Career Readiness Standards (CCRS), whose curriculum standards are rigorous, research-based, and reflect the knowledge and skills our students need for success in college and careers.

1.4 SCOPE

1.4.1 DoDEA has a requirement to manage facility operations of routine and non-routine work for our Education facilities. We currently use one Computerized Maintenance Management System (CMMS) which covers our worldwide Regional facility operations and require the continuation of one CMMS. Schools shall be identified within districts identified in each Region. Districts and Regions shall be fenced off from other Districts and Regions as identified in Technical Exhibit 2.

1.4.2 The CMMS shall allow performance of all Facility Operations requirements to include facility repairs, maintenance management, event management, facility asset management and business operations. The CMMS shall capture repair, service and support work requests to the room level of individual school buildings and to the individual equipment asset within the school. The CMMS shall allow for scheduling of routine preventive maintenance tasks of typical facility systems and accept work orders for facility repairs, service requirements and support requests.

The CMMS shall allow for complete and accurate reports at specific locations within Regions or across all regions based on selected report criteria.

1.4.3 The CMMS shall be an online cloud accessed system. It shall not reside on a government network. The program shall be hosted by the contractor on their secure servers. The government shall not have any responsibility for hosting, securing, managing, repairing, updating or configuring of the CMMS. See section 8.1 of this PWS for Security requirements. The cloud access shall be proprietary to DoDEA with access available 24 hours a day, seven days a week, every day of the year from every DoDEA location around the world. See section 8.4.2. for system update down time.

1.4.4 The CMMS shall have one account covering the three global Regions: Europe, Pacific and Americas. The account shall include CMMS users which are made up of contractor maintenance staff, in-house maintenance staff, DoDEA Facility Operations Specialists, school administration staff and Facility Management staff. The CMMS shall allow for no less than 3000 user accounts. The users will be determined by the Region administrator for all required roles within the CMMS based on Region specific facility operations. Users of the CMMS will speak, read and write in the English language.

1.4.5 The CMMS shall provide a unique work order identification for each submitted work order request that is not duplicated across Regions. Preventive Maintenance tasks shall have a separate unique identifier not duplicated across Regions and that is distinguishable from work order requests.

2.0 Requirements (Objectives).

Objective 1 Provide Computerized Maintenance Management System (CMMS) software package for three Geographical Regions; Americas, Europe and Pacific as structured in Attachment 2.

Objective 2 Identify mandatory fields on the CMMS work order form for all submitted work orders and work order screen for requestors

2.1. Objective 1 Computerized Maintenance Management System (CMMS). The contractor shall provide a CMMS designed for Education Institutions for developing and scheduling Preventive Maintenance (PM) tasks and accept unscheduled, non-routine, repair, service and support work order requests from customers.

The CMMS shall allow for a variety of work order priorities such as; Emergency, Urgent, Routine and be flexible to allow for region specific adjustments to priority classifications, work types, craft codes and labor rates. The contractor shall have the capability to provide equally effective, customer support and training in various global time zones.

The contractor shall understand the data in the CMMS belongs to DoDEA. Upon termination, the contractor shall provide all the data in the CMMS to DoDEA within 30 calendar days of termination. The format shall be MS Excel unless another format is agreed too.

The CMMS shall have the following features:

Workflow Management Work Tracking and Monitoring Equipment and Asset Management with optional bar code capability Mapping (optional) GIS Asset Management (optional) Audit and Inspections Safety Programs Work Order Parts & Purchase Order Management (optional) Reporting and Analysis Mobile App (optional) Document Management Project Development and tracking

In addition, the CMMS shall allow for the following minimum capabilities:

Work order routing and approval management User role modifications Custom Key Performance Indicators Work order routing and approval management Custom field management

Custom reporting Work category management Work order status/priorities modification Work order tracking and monitoring Work order template management

2.1.1 SET-UP

2.1.1.1 The contractor shall be required to provide set-up of the CMMS prior to contract performance start and ongoing support continuously throughout the contract.

Set-up shall be complete No Later Than (NLT) two weeks before contract performance start date. Set-up shall include, but not limited to:

Migrate existing active users to new platform from current system;

Migrate open work orders (Technical Exhibit 5 is provided to show estimated quantities) and PM tasks (Technical Exhibit 6) with schedules from current system;

Align schools with current Regional District structure as in Technical Exhibit 2;

Transfer current facility data to new system (facility data includes identification number, description, size;

Transfer assets from current system to new (There are estimated 25,456 equipment items or assets. See Technical Exhibit 4 for asset details and locations)

2.1.1.2 System Migration—The Contractor shall provide a system migration plan that incorporates the proposed migration plan (Technical Exhibit 7, Proposed CMMS Migration Plan) and implement the final DoDEA-approved plan. The plan shall show complete migration two weeks before performance start.

Plan: Provide a detailed draft data migration plan that ensures data (work orders, PM tasks/schedules, assets, users etc.) in current CMMS is uploaded into the new CMMS. The plan will include validation data has been transferred and confirmed by DoDEA. All work orders and PM tasks that are in an open status shall remain in an open status in the new system. All completed work order and PM tasks may be identified as historical. Ensure the plan adequately accounts for the challenges inherent in each of the migration plan phases, per Technical Exhibit 7, Proposed CMMS Migration Plan.

1) User Acceptance: The Contractor will advise the COR when data migration has been completed. The contractor in conjunction with the COR will perform a review of migrated data in the new CMMS to ensure data has been transferred.

2) Full Operational Capability: With concurrence of data migration as confirmed in writing by the COR, full operational capability will be given to DoDEA.

2.1.2 TRAINING

2.1.2.1 Training shall be provided on the CMMS virtually using MS TEAMS to Government and Contractor users in each Region identified in Technical Exhibit 2. The training shall be conducted so it is during normal work hours in the specific Region being trained. The contractor can expect 10 - 25 participants in each Region training session.

The training shall be consistent across regions with flexibility to address region specific requirements during the training. The training may require more than one session per Region as necessary. Training shall also be provided to each Region as Optional Features are brought online before going live as coordinated with the COR.

2.1.2.2 The training shall cover all aspects of the CMMS to include but not limited to:

work order submission, routing and approval, scheduling, labor and material entry, technician notes and completion/closeout; custom report development, dashboard set-up, PM task development and scheduling, PM task performance labor entry, asset managing (adding and archiving/deleting) and user role authority and ability. Training for PM tasks shall be segmented from Work Order and user training due to specific target audience.

2.1.2.3 The contractor shall schedule the training with each Region not later than (NLT) 10 business days after contract award and must be complete NLT 5 business days before contract performance start date. Minuets, attendance and a recording of each training session shall be provided to the COR NLT 5 business days after training completion.

Recording of training shall be for future reference and new employee training. The contractor shall provide user printable information that follows the provided training before the training occurs.

2.1.3 SYSTEM USE

2.1.3.1 The CMMS shall allow designated DoDEA CMMS super-users/administrators in each Region to assign users and user roles to the CMMS for submitting and managing work order requests and Preventive Maintenance (PM) tasks (see Technical Exhibit 3 for current user role definition). The CMMS shall also allow for work order routing, from submission to completion as determined by the super-users/administrators. Work order routing process is unique within each geographic Region. Digital walls shall be provided to keep all activity within each Region. Users will be allowed access to their assigned Region only. Exception will be HQ users will have access to all Regions. The COR shall identify HQ users.

The CMMS shall have capability for identified users to modify, delete, and add facilities and equipment, and PM task/schedules based on role assignment after initial set-up by contractor has been completed and contract performance has started.

2.1.3.2 Users with a role other than requestor. Users shall have access to a home page dashboard upon login. The dashboard shall allow the following based on assigned role:

have a calendar showing scheduled work on a user selectable daily, weekly, or monthly basis; allow managing of work orders by creating, assigning, closing or scheduling work orders and Preventive Maintenance tasks; allow for creating and managing school Real

Property Installed Equipment (RPIE) asset inventory; have the ability to show usage and cost of material items.

The user Dashboard will provide a quick way to see the status of various items. The Dashboard shall have ability to show work order status, messages, charts, user defined Key Performance Indicators (KPIs) submitted Emergency work orders and saved reports.

The Dashboard shall be customizable by each user based on assigned role.

2.1.4 REPORTS

2.1.4.1 The CMMS shall produce accurate data and analytics as required by the user. The CMMS shall allow for creating customizable reports in conjunction to system canned reports to assigned schools by users. The reports shall be customizable by any CMMS data field and date range. All report criteria shall be downloadable in MS excel or pdf and can be saved as a customized user report within the CMMS.

2.1.4.2 The CMMS shall allow headquarter users to run reports on work order and PM task performance segregating Regions or including all Regions as determined by user.

The reports shall have ability to show work order and PM task specifics including but not limited to: description, labor hours, labor costs, material costs, submission and completion dates.

2.1.5 DoDEA shall require the vendor to provide real-time digital backend Structured Query Language (SQL) access to the database so that we can use it to build real-time, interactive dashboards and perform trend analysis of current and historical data in a separate third party Business Intelligence (BI) tool. DoDEA currently uses Qlik for our BI data analysis.

2.1.6 The Contractor shall provide a customer support team that is available via phone, email or chat, for duration of contract to respond to inquiries from users on CMMS operations. All customer inquiries for technical support shall be responded to within eight business hours from receipt by a customer support team member.

2.1.7 The contractor shall provide optional capability for Geographic Information Systems (GIS) identification of open and closed work orders and equipment assets within the CMMS.

This capability, if selected, shall allow for locating of work orders via a viewable map on school campus or within identified buildings which allows filtering of work orders by priority, status, and work category. The work orders and equipment assets shall be shown on the campus map or building floor plan based on GIS location.

2.1.8 The contactor shall provide optional capability that allows for inventory management of available stocked parts for each District or school. Requisition of stocked items and necessary parts will not be performed within the CMMS. Parts and materials shall be tracked to applicable work order or Preventive Maintenance activity/task.

2.1.9 The contractor shall provide optional capability within the CMMS to manage project requirements separately from work orders and preventive maintenance. Projects include system replacement, facility modification or new system installation. In conjunction with the DoDEA

POC, develop a project request form that utilizes unique tracking numbers which includes Region identification such as EUR, PAC and AMR, short and long description, project justification, cost estimate, document attachment and other fields to be determined. This capability shall include ability to manage project status and funding approval.

2.2 Objective 2 The contractor shall make specific fields mandatory on the CMMS work order screen for accurate reporting and tracking budget requirements. A specific screen for work order submittals shall be provided for persons with “requestor” roles.

2.2.1 The contractor shall coordinate with the COR for complete identification of fields to be mandatory data entry based on work order status. Work order submission or update shall not occur unless mandatory fields are completed. Some mandatory fields include:

Building number Priority Description of Request Contact Name Contact email Craft Type Actual Labor Hours Actual Material Cost Action Taken Journal Notes when changing status

2.2.2 For the user assigned the role of “requestor” or equivalent (user can only submit work orders) a specific work order link shall be available allowing for entering a new work order request. This link shall show only the data fields necessary for entering a work order. This shall, include but not limited to: Requestor name (auto populate), contact number, date and time (auto populate), school (drop down selection), room number, building number (drop down selection), request title and request description.

When the requestor selects the submit button, an email will be sent to the requestor identifying a work order was submitted with the CMMS generated unique work order number. Concurrently, the work order will route to the appropriate person(s) as determined by the Region workflow Process.

3 Constraints

3.1 Period of Performance: Base period of one year and nine option years, each of which are 12 months in length.

3.2 Availability: The Contractor shall make all resources available for the life of the contract to all DoDEA regions at all times every calendar day of the year.

3.3 Privacy—The Contractor shall:

3.3.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information—.

3.3.2 Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. All agency-owned or agency-controlled personally identifiable information shall be collected and/or stored in accordance with 32 C.F.R. 2002.

3.4 Section 508 Compliance—Ensure Contractor resources, wherever applicable, meet the following requirements:

3.4.1 IT Requirement: Provide technical support during the testing window. DoDEA requires instant response from Contractor technical support staff during that brief period. Ensure all electronic hardware and software procured under this contract/purchase order comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information may be found at the following URL: http://www.section508.gov.

4 Government-Furnished Resources.

4.1 No Government resources will be provided for this requirement

5 Contract Deliverables.

Deliverables Frequency Medium/Format Submit To

PWS 2.1 CMMS data Provide at end/termination of contract Electronic COR

PWS 2.1.5 Digital backend Structured

Query Language (SQL) Ongoing Electronic COR

PWS 2.1.1.1

Implementation set-up and support

Complete initial implementation set-up NLT two weeks before performance start COR

PWS 2.1.1.2 System Migration Plan

Provide plan that shows migration of data to new system complete 2 weeks before performance start Electronic COR

PWS 2.1.2 CMMS

training

Schedule NLT 10 business days after award and complete NLT 5 business days before performance start.

Electronic COR

PWS 2.1.6 Customer Support

Ongoing COR

PWS 2.2.2 Requestor work order link

Ongoing COR

PWS 8.4.2 Notice of patches and upgrades

As needed, 48 hours in advance Electronic COR

6 Acronyms & Definitions.

Acceptance of Services – Acceptance” means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment. The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contract Discrepancy Report (CDR) – The Government’s formal process/format, normally tied into the Government’s QASP (definition below), that notifies the contractor of and tracks any observed quality or performance discrepancy between the contractor’s performance and the quality/performance objectives of this PWS. CDRs are formally written and tracked on any number of official documents/forms (e.g., DD Form 1772, DA Form 5479, etc.), and require timely responses from both the contractor and Government personnel to address/resolve.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contract Specialist (CS) – Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Customer – Any person who submits a work request for repair or service for or in a DoDEA facility or structure

Defense Federal Acquisition Regulation (DFAR)

Defense Federal Acquisition Regulation Supplement (DFARS)

Department of Defense (DoD / DOD)

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST)

Federal Acquisition Regulation (FAR)

In Accordance With (IAW)

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

Quality Assurance Surveillance Plan (QASP) – Government’s plan to monitor contractor’s performance, by method and frequency; all those critical areas performance required on the service contract to monitor the contractor’s performance on the contract

Real Property Installed Equipment (RPIE) - equipment and or fixtures permanently attached to or built into a real property facility, which are essential to or an integral part of the facility.

This equipment is typically engineered and built into the facility as an integral part of the final design, is not intended to be moveable outside the facility envelope, and is an essential part thereof, regardless of end users and furnishings. Requiring Activity (or Agency) (RA) – Office, agency, or activity that has the mission requirement for an interagency acquisition.

7 Performance Requirement Summary (PRS)

7.1 Performance Requirement Summary (PRS).

Performance Standard AQL Inspection Method Incentives

PWS 1.4.3

Available 24 hours a day, seven days a week, every day of the year around the world

100% Availability COR Inspection stakeholder feedback

Option Year

Exercise

PWS 1.4.5

Unique work order identification

No duplication of work order number

COR Inspection Stakeholder feedback

Option Year

Exercise

PWS 2.1.1

Set-up

Set-up complete in all Regions NLT 2 weeks before contract performance start date

COR Inspection stakeholder feedback

Option Year

Exercise

PWS 2.1.2

User Training

Schedule training within 10 days of contract award and complete NLT 5 days before contract performance start date

COR Inspection stakeholder feedback

Option Year

Exercise

PWS 2.1.3.1

DoDEA CMMS manager capabilities

No disruption is manager capability

Stakeholder feedback Option Year

Exercise

PWS 2.1.3.2

User Dashboard functionality

Customizable dashboard for each user

Stakeholder feedback Option Year

Exercise

PWS 2.1.4

Provide accurate report data from canned or customized reports criteria

No more than two incorrect reports per contract year

COR Inspection stakeholder feedback

Option Year

Exercise

PWS 2.1.5

Digital backend Structured Query Language (SQL)

Data disruption requires notification to COR within 4 work hours

COR Inspection stakeholder feedback

Option Year

Exercise

PWS 2.1.6

Provide support that is available via phone, email or chat and responded to within eight business hours

No more than two response outside eight hours per year

COR Inspection stakeholder feedback

Option Year

Exercise

7.2 Quality Assurance Surveillance Plan (QASP)

The Government will utilize a QASP to monitor the contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion.

8.0 Technical Requirements

The Contractor shall comply with the applicable technical requirements detailed below.

8.1 Software and Cloud Security Requirements: The Contractor shall:

8.1.1 Ensure all online resources, cloud-based services and instructional software meet the Department of Defense (DoD) and DoDEA Cybersecurity requirements as defined below. Note: Software, cloud services and associated websites will be rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

8.1.2 Complete the Cloud Services questionnaire that was submitted as part of the proposal submission and provide copies of and/or access to any software in the proposed solution. If applicable.

8.1.3 Ensure on-premises software support post-installation integration of the necessary Security

Technical Implementation Guides (STIG) for applicable systems and applications, including Microsoft Windows 10, Microsoft Windows Server 2016, Windows Server 2019, Microsoft Windows IIS, Apache, Oracle databases, and Microsoft SQL Server databases. Note: They may be downloaded from https://public.cyber.mil/stigs/downloads/.

The application to view all of the STIGs may be found at the following URL:

https://dl.dod.cyber.mil/wp-content/uploads/stigs/zip/unclass-STIGViewer_2-9.zip.

8.1.4 Ensure vendor content accessible from the web is compatible with the following browser platforms: Internet Explorer 11, Google Chrome and Edge. Ensure that any applicable STIGs are implemented.

8.1.5 Ensure on-premises software which will be subject to static and dynamic analysis testing imposes no risk to DoDEA systems, users and/or data. DoDEA will assess software products to ensure compatibility with existing system configurations and software, testing may also include reverse engineering analysis. The vendor shall provide a plan of actions & milestones (POA&M) to mitigate any cybersecurity findings resulting from non-compliant and/or vulnerable components within 30 calendar days of notification from DoDEA.

8.1.6 Per DoD policy for cloud-based services, DoDEA will conduct a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes. As part of this process, the Contractor shall participate, as needed, in interviews and deep system architecture inspections.

8.2 Data Management Requirements: The Contractor shall:

8.2.1 Configure DoDEA enterprise within its system and/or databases as the appropriate organizational entity (i.e., region, district, school) upon a request in writing from the contracting officer’s representative (COR). Note: DoDEA’s organization hierarchy consists of the following: one system, three regions, eight districts, 62 communities, and 160 schools, which includes the DoDEA Virtual High School.

8.2.2 Participate in a technical meeting with DoDEA within ten business days after award for the purposes of preparing for onboarding of new services and initial configuration of administrator-level accounts.

8.2.3 Ensure the transfer of any Sensitive, Confidential data including but not limited to PII data be transferred in a secure means meeting any requirements set by DoDEA’s Chief Information Security Officer (CISO).

8.3 DoDEA Software License Keys: The Contractor shall provide (1) license keys and electronic downloads for software required under this Contract to the COR and (2) software directly to DoDEA schools, districts, or regions only if explicitly required to do so in the contract or in writing by the COR.

8.4 Cybersecurity Supporting Elements/Requirements and Scalability: The Contractor shall:

8.4.1 Comply with the same Federal law and DoD policies and guidance to which DoDEA is subject. These requirements include but are not limited to the cybersecurity requirements defined in the following documentation:

DoD Directive (DoDD) 8500.01E, Information Assurance, which may be found at http://dodcio.defense.gov/Portals/0/Documents/DIEA/850001p.pdf DoD Security Technical Implementation Guidance (STIG), which may be found at http://iase.disa.mil/stigs/Pages/index.aspx DoD Risk Management Framework (DODRMF) per DoD Instruction 8510.01 at http://www.dtic.mil/whs/directives/corres/pdf/851001_2014.pdf

8.4.2 Provide security patches/upgrades to include third-party applications in response to public-released security vulnerabilities associated with its software solution. Provide a POA&M for any security vulnerabilities within five business days of discovery. Software upgrades/patches shall be included in the licensing cost and be performed at the least disruptive times as determined by DoDEA in writing. Note: Any exception to this requirement must be approved in advance and in writing by DoDEA’s Chief Information Officer (CIO).

Patches and upgrades that affect system use shall be performed during the weekends during limited use. The weekend is defined as Friday 1700 eastern time through Sunday 1700 eastern time. A notice to the Government shall be provided 48 hours in advance of scheduled patches and upgrades. If additional time is needed, coordinate with the Government.

8.4.3 Ensure its solution is robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths and scalable to meet future growth, both in terms of instruction and the number of users.

8.4.4 Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information take the DoD Privacy Act/ Personally Identifiable Information (PA and PPI/PII) training before gaining access to the data and yearly thereafter. Providing copies of the certificates of completion to the COR which can be audited at any time by the CISO or his/her designee.

8.4.5 Ensure the solution is scalable to meet future growth requirements in terms of instruction and number of users.