Hardware__Software_Maintenance_PWS_FINAL_10AUG2015.pdf

PERFORMANCE WORK STATEMENT (PWS)

Small Hardware and Software Maintenance Contract

August 10, 2015

1.0 INTRODUCTION

1.1 BACKGROUND

Washington Headquarters Services (WHS) Enterprise Information Technology Services Directorate (EITSD) requires hardware and software maintenance for over 200 different manufacturers, hardware models, and software titles. Currently, WHS EITSD holds one or more separate contracts from each manufacturer. The purpose of this contract is to establish a contract to manage and purchase hardware maintenance and software maintenance on behalf of the Government.

1.2 OBJECTIVES

A. The contractor shall manage small hardware and software maintenance renewals to improve on-time maintenance renewal. The contractor shall purchase hardware maintenance renewals and software maintenance renewals on behalf of WHS EITSD.

B. The contractor shall reduce maintenance costs for hardware and software through co-terming and syncing products from the same manufacturer. The contractor shall reduce maintenance costs by recommending software and software maintenance that could be retired.

C. The contractor shall improve software and hardware asset management by proving updates to the approved product list (APL), updating the software library, and updating the contracts in the asset management database.

1.3 SCOPE

The scope of this contract includes hardware and software maintenance where the total cost for a particular manufacturer is $250,000 or less per year.

Task Area 1 – Hardware Maintenance Renewal Task Area 2 – Software Maintenance Renewal and Software License True-Up Task Area 3 – Software License and Maintenance Enrollment Task Area 4 – Software Retirement Task Area 5 – APL Updates Task Area 6 – Software License Management Task Area 7 – Software Inventory Management Task Area 8 – Software Compliance Management

2.0 GENERAL REQUIREMENTS

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations.

2.1 NON-PERSONAL SERVICES

The services and performance required under this contract are determined not to be inherently governmental. The contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and applicable DoD policies. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. All contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom WHS EITSD has business dealings. It shall be the responsibility of the contractor to manage its employees and to guard against any actions perceived to be of the nature of personal services, or give the perception of personal services. If the contractor believes any actions constitute, or are perceived to constitute, personal services it shall be the contractor's responsibility to notify the Contracting Officer’s Representative (COR) or the Contracting Officer immediately.

2.2 BUSINESS RELATIONS

The contractor shall successfully integrate and coordinate the activities needed to execute the requirements specified herein. The contractor shall manage the timeliness, completeness, and quality of contract deliverables. The contractor shall provide corrective/preventive action plans, timely identification of issues, and effective management of all contractor personnel (including subcontractors). The contractor shall seek to ensure customer satisfaction through professional and ethical behavior of all contractor personnel.

2.3 CONTRACT MANAGEMENT

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to this requirement. The contractor must maintain continuity between the support operations at the Pentagon, Mark Center, and the contractor's corporate offices.

2.4 CONTRACT ADMINISTRATION

The contractor shall establish and document processes and assign appropriate resources to effectively administer this contract. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and contractor personnel assigned to support this contract.

2.5 PERSONNEL ADMINISTRATION

The contractor shall provide the following management and support as required. The contractor shall ensure that employees are up to date on all required training, by providing initial and refresher training as required to meet the PWS requirements and the policies of the WHS and the DoD. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks to be conducted at off-site locations as deemed necessary.

2.6 SUBCONTRACT MANAGEMENT

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer.

2.7 CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.8 TRAINING

The Contractor shall ensure its employees have been properly trained and are qualified to perform assigned tasks under this PWS. The Government will provide or coordinate training on any new Government-provided equipment or Government-directed training (e.g., Information Assurance). If such training requires travel on the part of contractor employees, local travel costs (e.g., Metro) shall be borne by the contract personnel.

2.9 TRAVEL

Travel within the National Capital Region (NCR) will not be refunded by the Government. All other travel will be a cost reimbursable item in accordance with FAR 31.205-46. The government will reimburse the contractor for all travel outside the NCR for contracting personnel to travel to government locations. All travel will be authorized in advance by the Contracting Officer or the Contracting Officer’s authorized representative (COR), for reasonable travel related expenses in accordance with FAR 31.205-46, Travel Costs. Such direction will be made by the Contracting Officer via issuance of bilateral modification(s) on a cost reimbursement basis.

2.10 LOCATION

Task activities may be performed at Government facilities on the Pentagon Reservation and/or the Mark Center and/or Crystal City, Virginia and/or the WHS EITSD central warehouse in Alexandria, Virginia.

Contractors shall use Government provided equipment, including network and workstation hardware and software, to connect to the Government network.

Alternate Place of Performance - Contingency Only. As determined by the Contracting Officer’s Representative (COR), contractor employees may be required to work at an alternate place of performance (e.g., home, the contractor's facility, or another approved activity within the local travel area) in cases of unforeseen conditions or contingencies (e.g., pandemic conditions, exercises, government closure due to inclement weather, etc.). Non-emergency/non-essential contractors should not report to a closed government facility. The 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 PWS. In the event the services are impacted, reduced, compromised, etc., the Contracting Officer or the contractor may request an equitable adjustment pursuant to the Changes clause of the contract.

Contractor personnel will obtain and maintain a Pentagon building pass, as well as a Common Access Card (CAC) to access to all IT systems, prior to conducting work on this contract. Contractor personnel will also familiarize themselves with all organizational mission statements and charters, organizational structures, operating instructions, Standard Operating Procedures (SOP) and policy. They will coordinate in-processing and out-processing processes for all personnel assigned to the contract with the COR following EITSD and DoD defined processes.

2.11 HOURS OF WORK

Normal workdays are Monday through Friday except US Federal Holidays or other dismissal procedures as specified on the Office of Personnel Management website www.opm.gov or www.whitehouse.gov.

Recognized Holidays. The contractor is not required to perform services on official Federal holidays including the following:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day http://www.opm.gov/

Any other day designated by Federal Statute, Executive Order, or Presidential proclamation.

The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. The Government will not be billed for holidays or closures as listed above, except when services are required by the Government and are actually performed on a holiday. Inclement weather or other environmental conditions that require a change to the daily work schedule will be in accordance with OPM notifications and procedures. WHS EITSD maintains the right to modify and change work duties based on the current situation. Telework or work at a contractor facility may be requested under these circumstances.

Personnel typically work eight (8) hours per day, 40 hours per week. Core hours of work are between 0900 to 1500 daily. Employees are expected to be available during core hours. The contractor will at all times maintain an adequate workforce, as determined by the WHS EITSD, for the uninterrupted performance of the tasks defined within this PWS when the Government facility is not closed for the above reasons. The contractor shall understand stability and continuity of the workforce is essential. Contractor personnel may work within the hours prescribed and vary working times to accommodate WHS EITSD day-to-day requirements.

Security closures will be addressed in accordance with the guidance from the WHS EITSD and the Pentagon Force Protection Agency (PFPA). Telework or work at a contractor facility may be requested under security closure conditions.

2.12 INVOICING

The contractor’s invoice shall be submitted in accordance with DFARS 252.232-7006 (Wide Area Workflow Payment Instructions) and be commensurate with the monthly report.

2.13 TELEWORK

The Government may permit telecommuting (telework) by contractor employees when determined to be in the best interest of the Government in meeting work requirements (e.g. COOP). The contractor must have an established program subject to review by the Government. All telecommuting agreements must be authorized and approved by the Contracting Officer Representative (COR) or the Contracting Officer and include date, time, and description of the work to be performed.

The COR must identify to the Contracting Officer any task/work requirements that may be performed at an alternate worksite.

Telework will be at no additional cost to the Government. Upon approval, the Government may provide as Government Furnished Equipment (GFE): Mobikey, BlackBerry, and/or secure laptop with access to the required portals, networks, and business applications. Internet connections will not be furnished, therefore, Internet access shall be provided by the Contractor.

The Individual Contractor Personnel shall provide services from their authorized telework worksite location IAW Department of Defense Instructions (DoDI) 1035.01, Telework Policy (http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf). The Contractor Program Manager shall:

oversee implementation of the contractor telework program; account for and report the employee’s time spent in the telework status; and monitor, assess and ensure compliance with the Instruction.

3.0 PERFORMANCE REQUIREMENTS

3.1. TASK 1: HARDWARE MAINTENANCE RENEWAL. After receiving approval from the Government, the contractor shall procure hardware maintenance; and then update the hardware maintenance list. (For http://www.dtic.mil/whs/directives/corres/pdf/103501p.pdf example, total hardware maintenance requirement from a particular manufacturer costs less than $250,000 per year.). In performance of this task, the contractor shall:

3.1.1. Establish vendor relationships.

3.1.2. Register hardware maintenance with the vendor to clearly identify software owner is WHS EITSD.

3.1.3. Ensure proper maintenance of hardware maintenance records (in Remedy 8) and renewals in the hardware asset list including maintenance proof of purchase (invoices and receipts).

Deliverables: Upcoming Hardware Maintenance Report Updated Hardware Maintenance Records

Hardware Maintenance Proof of Purchase Vendor Points of Contact List

3.2. TASK 2: SOFTWARE MAINTENANCE RENEWAL AND LICENSE TRUE-UP. After receiving approval from the Government, the contractor shall procure software licenses and software maintenance;

and then update the authoritative software list and software asset library. (For example, total software requirement from a particular manufacturer costs less than $250,000 per year.). In performance of this task, the contractor shall:

3.2.1. Establish vendor relationships.

3.2.2. Register software with the vendor to clearly identify software owner is WHS EITSD.

3.2.3. Provide access and/or accounts to vendor websites for software download for the Government software asset manager.

3.2.4. Ensure proper maintenance of software licenses and renewals in the software asset library including software proof of purchase (invoices and receipts), software license certificates, software code, and software keys.

3.2.5. Ensure proper maintenance of software licenses records (in Remedy 8) and maintenance renewals in the software asset list including maintenance proof of purchase (invoices and receipts).

Deliverables: Upcoming Software Maintenance Report

Updated Software Maintenance Records Updated Software Asset Library Software Maintenance Proof of Purchase

Vendor Website Accounts Access Vendor Points of Contact List

3.3. TASK 3. SOFTWARE LICENSES AND MAINTENANCE ENROLLMENT: In order to improve software asset management, the contractor will update the single authoritative software list and the single authoritative software asset library. The contractor shall check in Government furnished software licenses and software maintenance purchased through external contracting activities; as part of software check in, the contractor shall update the authoritative software list and software asset library. The contractor shall also check in software provided by the Government when it is procured through other direct costs (ODCs) or deliverables from other contractors or customer organizations.

Deliverables: Updated Software Maintenance Records Updated Software Asset Library

3.4. TASK 4: SOFTWARE RETIREMENT. The contractor shall recommend software and software maintenance that could be retired. After receiving approval from the Government, the contractor shall retire and dispose of specific software licenses and software maintenance according to software manufacturer procedures and Government guidance.

Deliverables: Recommendations for Software Retirement

3.5. TASK 5: APL Updates. The contractor shall review and use the Approved Products List (APL) published by the WHS EITSD Enterprise Configuration Control Board (ECCB). The contractor shall prepare minor requests for change (RFCs) to update software version numbers on the APL, and to add new software to the APL. The contractor shall coordinate these RFCs through the software asset manager for submission back to the WHS EITSD ECCB.

Deliverables: Draft RFCs to Update APL

3.6 TASK 6: SOFTWARE LICENSE MANAGEMENT. The contractor shall maintain a complete and accurate inventory of all procured software licenses and software maintenance (also called the single authoritative software list and the single authoritative software asset library). In performance of this task, the contractor shall:

3.6.1 Maintain the procured software licenses and software maintenance baseline (in Remedy 8). Update the list with recent software license purchases and software maintenance purchases at least once every 30 days.

3.6.2 Maintain software license and software maintenance artifacts and documentation in the software asset library (Remedy 8). Software asset library shall include:

3.6.2.1. Normalized software titles

3.6.2.2. Software descriptions

3.6.2.3. Software proof of purchase (invoices and receipts)

3.6.2.4. Software license and software maintenance certificates

3.6.2.5. Software code

3.6.2.6. Software keys

3.6.2.7. Software licensing model

3.6.2.8. Software license entitlements and rights, and

3.6.2.9. End User License Agreements (EULAs)

Deliverables: Complete Software License and Software Maintenance Inventory

3.7. TASK 7: SOFTWARE INVENTORY MANAGEMENT. The contractor shall maintain a complete and accurate inventory of all installed software licenses. In performance of this task, the contractor shall:

3.7.1. Discover installed software and interpret the results of software auto-discovery tools.

3.7.2. Establish an installed software licenses baseline, using software discovery tools such as Microsoft SCCM and Microsoft App-V. The installed software licenses baseline should including installation type (locally installed or virtual application), user name and computer name.

3.7.3. Generate the installed software list at least once every 30 days. Scope of list should include locally-installed software and virtual software applications installed on desktops, laptops and servers.

3.7.4. Synchronize installed software inventory with active user accounts and active computer accounts, also known as user Active Directory objects and computer Active Directory objects. Identify software assigned to active users and inactive users.

Deliverables: Installed Software List Including Assigned Users

3.8. TASK 8: SOFTWARE COMPLIANCE MANAGEMENT. The contractor shall conduct software license reconciliation (procured software licenses versus installed software licenses) at least once every 30 days. In performance of this task, the contractor shall:

3.8.1. Identify software not on the APL and unlicensed software.

3.8.2. Identify software over-installed and provide recommendations for remediation.

3.8.3. Identify software unused or underused that can be reassigned to software licenses on hand (software license pool) for current user requirements.

3.8.4. Recommend software license purchases to maintain software license pool for timely user request fulfillment for common Enterprise licensed and supported software.

Deliverables: Software License Reconciliation Report including:

- Recommendations for Remediating Over-Installed Software

- List of Software to Reassign to Software License Pool

- Installed Software List Including Assigned Users

- Recommendations for Software License Purchases

4.0 SPECIAL REQUIREMENTS

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 PERSONNEL QUALIFICATIONS

The contractor shall ensure all personnel possess the skills, knowledge, training, experience, and certification(s) required to satisfactorily perform the services required by the contract. Personnel supporting this requirement must have specialized experience with: software discovery tools such as Microsoft SCCM and Microsoft App-V; IT Asset Management (ITAM) software and IT Service Management (ITSM) software such as BMC Remedy and ServiceNow; Microsoft Office Applications such as Microsoft Word and Microsoft Excel.

4.2 GOVERNMENT FURNISHED MATERIALS/GOVERNMENT FURNISHED INFORMATION

(GFI)

Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, and consumable and general purpose office supplies) will be provided while working in Government facilities. Additionally, the tasks in this PWS may require a physical presence in order to ensure successful performance. The Government will provide information, material and forms unique to the Government for supporting the task. All Government unique information related to this requirement, which is necessary for contractor performance, will be made available to the Contractor. The COR will be the point of contact for identification of any required information to be supplied by the Government.

Connecting to the Government network requires use of Government provided equipment, including network and workstation hardware and software; the Government will issue workstation hardware and software during the contractor on-boarding process.

4.3 SECURITY

Overarching security requirements and contractor access to classified information is specified in the DD Form 254. Work for this contract will be SECRET. The contractor shall access software lists and shall generate installed software lists for the NIPRNet and the SIPRNet. All contractor personnel must obtain and maintain a interim Secret clearance. The contractor shall bear the burden of cost and scheduling of appropriate security clearances to support this contract.

DOD Instruction 8500.2, Information Assurance (IA) Implementation, requires certain investigative levels for contractors working on DoD Information Systems. For the purposes of this Performance Work Statement (PWS) the following IT Sensitivity Levels may apply:

Table 1

Position IT LEVEL Project Leaders, System Analysts, System Architects, and Senior Technicians with admin privileges to the servers.

IT-II

Limited Privileged

Authorized user IT-III All other positions

References:

a. DOD 5200.2-R, DOD Personnel Security Program.

c. DOD 5220.22-M, National Industrial Security Program Operating Manual.

d. DOD 5220.22-R, Industrial Security Regulation.

e. DODM 5200.01, Information Security Program, 24 February 2012

The contractor shall adhere to the Government’s personnel “in and out” processing procedures. The contractor shall sign non-disclosure agreements during the contractor on-boarding process. Retention and release of information is not authorized unless granted by written approval.

Contractor personnel will comply with contractor identification procedures including identification of contractor status or company in signature blocks, wearing an appropriately colored Pentagon or Mark Center badge while in the Pentagon, Mark Center, or other Government buildings, and identification of contractor status at meetings. The Government will provide authorized contractor personnel with the necessary building access badge.

Contractor personnel must comply with local security requirements for entry and exit control for personnel and property at the government facility.

Contractor employees will be required to comply with all Government security regulations and requirements. Initial and periodic security training and briefings will be provided by Government security personnel. Failure to comply with security requirements can cause for removal and the contractor will not be able to provide service on this contract.

The Contractor shall not divulge any information about DoD files, data processing activities or functions, user identifications, passwords, or any other knowledge that may be gained, to anyone who is not authorized to have access to such information. The Contractor shall observe and comply with the security provisions in effect at the DoD facility. Identification shall be worn and displayed as required.

WHS retains the right to request removal of contractor personnel regardless of prior clearance or adjudication status, whose actions, while assigned to this contract, clearly conflict with the interest of the Government.

4.4 CYBER SECURITY CONTRACTOR TRAINING AND CERTIFICATION

The Contractor shall ensure that personnel accessing information systems have the proper and current cyber security certification to perform cyber security functions in accordance with DoD 8570.01-M, Information Assurance Workforce Improvement Program. The Contractor shall meet the applicable cyber security certification requirements, including:

a. DoD-approved cyber security workforce certifications appropriate for each category and level as listed in the current version of DoD 8570.01-M; and

b. Appropriate operating system certification for cyber security technical positions as required by DoD 8570.01-M.

Upon request by the Contracting Officer or Contracting Officer’s Representative (COR), the contractor shall provide documentation supporting the cyber security certification status of personnel performing cyber security functions. All compliance information will be recorded and distributed in accordance with the EITSD Cyber Security Division (CSD) Workforce Improvement Program SOP. CORs and/or Program managers are required to contact CSD with the most up to date compliance information monthly upon assignment as program/project manager position.

As specified in DoD 8570.01-M, Contractor personnel supporting cyber security (CS) functions shall be appropriately certified with or obtain the appropriate DoD-approved CS baseline certification within six (6) months of being assigned to a CS position.

a. Contractors without proper certifications who are within the six (6) month initial assignment period may be granted supervised privileged access. The supervisor must be of the same CS level or higher in the CS position for supervisor privileged access to be obtained.

b. Contractor personnel who do not have proper and current certifications six (6) months after their initial assignment shall be denied access to DoD information systems for the purpose of performing cyber security functions and be deemed non-compliant. Non-compliance will result in privileged account(s) being disabled.

DoD and its Government agencies are not responsible for the payment of certification(s) or recertification for contractor employees.

The contractor shall familiarize all new employees and conduct refresher sessions as needed in the areas of Counterintelligence (DoDI 5240.6, Counterintelligence (CI) Awareness and Briefing Program, paragraph 6.2, Awareness and Briefing Requirements), Operations Security (DLAI 5200.13, DLA Operations Security (OPSEC) Program, Enclosure 3, OPSEC Planning Guidance), and Classified Material/Clearance (DLAI 5200.12, Information Security Program, Chapter 11, Standards for Storage and Handling Classified Material).

Comply with the OPSEC requirements imposed by any program supported. Develop OPSEC guidance as required by Statement of Objective/CDRL. OPSEC is a structured process that identifies critical information, analyzes friendly actions, integrates threat analysis and risk assessments, then helps personnel apply protective measures to mitigate unacceptable risk. Organizations and personnel supporting MDA may have OPSEC requirements associated with their activities and support. The following standard expectations are included in all work.

c. The contractor supporting specific event-oriented activities will develop OPSEC Plans/Annexes when directed by the supported program, or comply with the program's OPSEC Plan/Annex.

d. Personnel assigned will receive OPSEC Awareness Education and Duty-Related Training as deemed necessary by the Government or program supported.

e. OPSEC Awareness Education and Training will be provided or coordinated through government channels and OPSEC protective measures (countermeasures) will be applied as directed by government or program sponsors.

The contractor shall familiarize all new employees with DOD Information Security Requirements and Guidance to include DoD Manual (DoDM) 5200.01, Volume 3, DoDM 5200.01, Volume 4, DoD 5400.11- R, CNSS Policy No. 18, and CNSSI No. 1001 to ensure that all contracting employees understand and follow the policy and guidance to protect classified and controlled unclassified information and prevent unauthorized disclosures. EITSD Contracting Companies are responsible for negligent discharge of classified information and will be required to reimburse the cost of sanitizing equipment and clean-up in addition, costs (e.g., for credit monitoring) may apply if the data spills results in the exposure of personally identifiable information (PII).

4.5 QUALITY CONTROL PLAN

The contractor shall prepare and adhere to a Quality Control Plan (QCP) in accordance with the Project Management Professional Standards. The QCP shall document how the contractor will meet and comply with the quality standards specified in the PWS, and Quality Assurance Surveillance Plan (QASP). At a minimum, the QCP must include a self-inspection plan, an internal staffing plan, and an outline of the procedures that the contractor will use to maintain quality, timeliness, responsiveness, customer satisfaction, and any other requirements set forth in this PWS. The contractor will submit a Quality Control Plan (QCP) within 30 days after contract award to the Contracting Officer (KO) and Contracting Officer’s Representative (COR). Proposed changes to the QCP will be submitted within five working days thereafter.

After receipt of the QCP, the contractor shall receive the Contracting Officer’s acceptance in writing, along with of any proposed change(s) to the QCP.

4.6 APPLICABLE DIRECTIVES

The contractor shall comply with Section 508 Accessibility Standards. The following Section 508 Accessibility Standard(s) (Technical Standards and Functional Performance Criteria) are applicable (if box is checked) to this acquisition. The Technical Standards facilitate the assurance that the maximum technical standards are provided to the contractor. Functional Performance Criteria is the minimally acceptable standards to ensure Section 508 compliance. This block is checked to ensure that the minimally acceptable electronic and information technology (E&IT) products are proposed.

- Technical Standards

1194.21 – Software Applications and Operating Systems

1194.22 – Web Based Intranet and Internet Information and Applications

1194.41 – Information, Documentation and Support

- Functional Performance Criteria

1194.31 – Functional Performance Criteria

4.7 DOCUMENTATION

Documents, data files, reports, correspondence, and all other documents and writings, together with any charts, graphs, tables, illustrations, photographs, images, and other illustrative, explanatory, historical documents related thereto or independent thereof, regardless of the medium (or media) by which they were produced, preserved, stored, or created in connection with or for purpose(s) of work performed under this PWS and contract, are property of the Government and shall be delivered to the COR promptly, upon request.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which is not considered public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for purposes and to the extent authorized herein. The contractor shall not release any information related to this contract to the public, media or other unauthorized persons or organizations unless the Government has conducted the appropriate security review and granted written approval (e.g., posting information to a public website).

Retention and release of FOUO and PII is not authorized unless grated by written approval. The contractor shall sign non-disclosure agreements during the contractor on-boarding process.

4.8 TRANSITION

The contractor shall follow its transition plan submitted as part of their proposal and maintain the Government fully informed of status throughout the transition period. Throughout the transition-in/transition-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the transition-in/transition-out periods.

4.8.1 Transition-Out

The contractor shall provide a transition-out plan no later than sixty (60) days prior to expiration of this contract. The contractor shall maintain complete documentation that is totally assessable to the designated Government representatives via a web portal or some other portal as the Government directs. The contractor shall overlap with incoming contractor during transition and will work with Government personnel and the incoming contractor to transfer knowledge, information and documentation for all projects and tasks related to this contract. The type of information and documentation to be transferred includes but is not limited to all files pertaining to projects and analysis generated during the period of performance

Note: All records related to the execution of the current contract shall be returned to the Government as electronic copies that are readable and accessible by the Government.

4.9 PROGRESS MEETINGS

The KO, COR, and other Government personnel as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the contracting officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

5.0 PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective Performance

Standard Performance

Threshold Method of

Surveillance Incentive/

Disincentive Task 3.1 – Identify upcoming hardware maintenance renewals and coordinate with the Government at 60 calendar days before expiration

At least 85% identified and submitted for coordination on time by 60 days.

No more than 2 late submissions per month.

Routine inspection of hardware maintenance records

Past

Rating

Task 3.1 – Purchase approved hardware maintenance renewals at least 30 calendar days before expiration

At least 90% approved renewals purchased 30 calendar days before expiration and contractor makes corrections in a timely manner.

No more than 1 late renewal per month.

Routine inspection of hardware maintenance records.

Past Performance Rating

Task 3.2 – Identify upcoming software maintenance renewals and coordinate with the Government at 60 calendar days before expiration

At least 85% identified and submitted for coordination on time by 60 days.

No more than 2 late submissions per month.

Routine inspection of software maintenance records

Past Performance Rating

Task 3.2 – Purchase approved software maintenance renewals at least 30 calendar days before expiration

At least 90% approved renewals purchased 30 calendar days before expiration and contractor makes corrections in a timely manner.

No more than 1 late renewal per month.

Routine inspection of software maintenance records

Past Performance Rating

Task 3.2 – Contractor purchased software is enrolled in the software asset library within 30 calendar days of purchase

At least 98% of software is enrolled in the software asset library and contractor makes corrections in a timely manner.

No more than 2 late updates to the software asset library per month.

Routine inspection of the software asset library

Past Performance Rating

Task 3.3 - Government provided software is enrolled in the software asset library within 7 calendar days of receipt

At least 98% of software is enrolled in the software asset library and contractor makes corrections in a timely manner.

No more than 2 late updates to the software asset library per month.

Routine inspection of the software asset library

Past Performance Rating

Task 3.5 – Provide draft minor RFCs within 14 calendar days of software receipt (Typically between 14 to 45 days after software maintenance purchase)

No more than 4 late RFC submissions per month and contractor makes corrections in a timely manner

No more than 4 late RFC submissions per month

Routine inspection of draft RFCs and current APL

Past Performance Rating

Task 3.6 – Provide complete and accurate list of software inventory and maintenance at least once every 30 days

Accuracy of list should be at least 98%.

Contractor makes corrections in a timely manner

No more than 2% errors. Errors include both missing records and outdated records.

Routine inspection of the Software License and Software Maintenance Inventory List

Past

Task 3.7 - Provide a complete and accurate inventory of all installed software licenses at least once every 30 days

Accuracy of list should be at least 98%.

Contractor makes corrections in a timely manner

No more than 2% errors. Errors include both missing records and outdated records.

Routine inspection of Installed Software List Including Assigned Users

Past Performance Rating

Task 3.8 – Provide the Software License Reconciliation Report at least once every 30 days

Accuracy of list should be at least 98%.

Contractor makes corrections in a timely manner

No more than 2% errors. Errors include both missing records and outdated records.

Routine inspection of the Software License Reconciliation Report

Past

5.1 SURVEILLANCE

The following two types of Surveillance will be used to assess contractor performance:

• Periodic and Routine Inspection: Incrementally inspect and evaluate performance after the task is performed.

• Validated Customer Complaint: Complaints will be reported, reviewed, and assessed by the assigned

COR.

5.2 DOCUMENTING PERFORMANCE

Deficiencies will be provided to the contractor in writing and may be redacted as appropriate. The contractor will remedy deficiencies in a reasonable period and take measures to prevent reoccurrence.

Remediation Procedures: The COR will determine the validity and provide the KO with a summary of findings. The KO/COR will determine notification procedures, remedy, and monitoring necessary to remedy performance deficiencies. The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

6.0 DELIVERABLES

Deliverables shall be submitted to the COR designated in the COR Appointment letter. All deliverables shall be submitted using Microsoft Office suite of tools (for example, MS Word, MS Excel, MS PowerPoint), or Adobe PDF format, unless otherwise specified by the COR. Electronic submission shall be made via email, unless otherwise agreed to by the COR. The data elements, collection methods, format, and system access will be further defined upon commencement of work. The COR has the right to reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the contractor will be notified in writing by the COR of the specific reasons for rejection. The following table specifies the deliverables for this requirement as required in section 3.0 of the PWS

SOW

Para#

Deliverable Title Format Distribution/ Copies

Frequency and Remarks

4.9 Monthly Status Report

and Financials

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly, no later than the 1st day for previous 30 days

3.1 Upcoming Hardware

Maintenance Report

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly no later than the 7th day forecasting the next 60 days

3.1 Updated Hardware

Maintenance Records

Remedy 8 Online System Daily as necessary

3.1 Hardware Maintenance

Proof of Purchase

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly, no later than the 1st day for previous 30 days

3.1 Vendor Points of Contact

List

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly cumulative list, no later than the 1st day

3.2 Upcoming Software

Maintenance Report

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly no later than the 7th day forecasting the next 60 days

3.2, 3.3

Updated Software Maintenance Records

Remedy 8 Online System Daily as necessary

3.2, 3.3

Updated Software Asset Library

Government- Determined Network File Share

Online System Daily as necessary

3.2 Software Maintenance

Proof of Purchase

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly, no later than the 1st day for previous 30 days

3.2 Vendor Website Accounts

Access

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly cumulative list, no later than the 15th day

3.2 Vendor Points of Contact

List

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly cumulative list, no later than the 15th day

3.4 Recommendations for

Software Retirement

Contractor- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

As necessary

3.5 Draft RFCs to Update

APL

Government- Determined Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

As necessary

3.6 Complete Software

License and Software Maintenance Inventory

Government- Determined Format (Remedy 8 and Network File Share)

Online System Monthly no later than the 28th day

3.7 Installed Software List

Including Assigned Users

Mutually Agreed Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly no later than the 28th day

3.8 Software License

Reconciliation Report

Mutually Agreed Format

1 Soft Copy to Technical Monitor and 1 Soft Copy to Contracting Officer Representative

Monthly no later than the 28th day

8.0. Period of Performance. Twelve months; see period of performance on Standard Form 1449 for exact dates.

9.0 RELATED DOCUMENTS

9.1 COMMON ACRONYMS

CAC Common Access Card CDRL Contract Data Requirement List CFR Code of Federal Regulations CIO Chief Information Officer CO Contracting Officer COCOM Combatant Commander COR Contracting Officer Representative CPARS Contractor Performance Assessment Rating System CPI Continuous Process Improvement DAA Designated Approving Authority DoD Department of Defense FAR Federal Acquisition Regulation FOUO For Official Use Only FTE Full Time Equivalent GFE Government Furnished Equipment GFI Government Furnished Information GFP Government Furnished Property IT Information Technology KOM Kick Off Meeting OCI Organizational Conflict of Interest OSHA Occupational Safety and Health Act PIO Performance Improvement Office PMO Program Management Office PMR Program Management Review POD Proof of Delivery PWS Performance Work Statement QASP Quality Assurance Surveillance Plan QFD Quality Function Deployment

9.2 DEFINITIONS

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the contractor performs technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, monitor contractor performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of

Government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

TASK MONITOR. The COR and/or other DoD designee may be assigned to periodically and/or on an ad hoc basis inspect the tasks performed under this contract. This may include period badge checks and other regular quality inspections.

WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.