Attachment_1_-_DRAFT_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Washington Headquarters Services (WHS)

Financial Management System (FMS) Monitoring and Support

December 6, 2018

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide financial management monitoring and support services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform financial management monitoring and support services as defined in this Performance Work Statement (PWS) except for those items specified as Government Furnished Property (GFP) and services. The contractor shall perform to the standards in this contract.

1.2. Background: WHS delivers essential operational and administrative services to the DoD throughout the National Capitol Region. WHS aligns under Office of the Chief Management Officer (OCMO).

WHS service is around the clock, serving more than 64,000 customers.

In support of the DoD initiative to produce auditable financial statements by FY18, the CMO, USD(C), and USD (A&S) have approved WHS to use the Defense Agency Initiative (DAI) Enterprise Resource Planning (ERP) system. DAI is a compliant Global Solution configured so that each “Agency” will have a unique legal entity, set of books, and operating unit by Agency ID. It provides the basis for an integrated, enterprise level solution for all Defense Agencies. DAI is a critical Department of Defense (DoD) effort to modernize financial management capabilities by transforming the budget, finance, and accounting operations in order to: achieve accurate and reliable financial information; deploy a standardized system to improve overall financial management and comply with the Department's Business Enterprise Architecture including the Standard Financial Information Structure (SFIS) and Office of Federal Financial Management (OFFM) requirements; provide total cost visibility and full cost recovery by improving the management, operations, and execution of Order Management (i.e.

General Fund Reimbursable and Revolving Fund (RF)) that supports the overall OCMO mission objectives; and attain auditable Chief Financial Officer (CFO) compliant business environments with accurate, timely, and authoritative financial data.

WHS and the DAI Program Management Office (PMO) conducted transition planning from June to September 2016. Then, data conversion and cleansing commenced from October 1, 2016 to September 30, 2017. At the conclusion of data conversion/cleansing, the DAI PMO successfully migrated WHS and OSD from EBAS-D to DAI from October 1 through October 23, 2017 (FY2018). WHS declared DAI as the official accounting system of record on October 1st, FY2018.

WHS currently has over 5,500 personnel using DAI. Most of the personnel perform only time and attendance functions in DAI, but approximately 1,000 of the personnel use DAI for financial management purposes. Most of the 1,000 financial management users are also time and attendance users. The Financial Management Directorate (FMD) provides budgeting, accounting, financial, systems and other management support for the agency.

FMD business processes impacted include budget formulation, funds management, finance, accounting, asset management, procurement, reimbursable order management (i.e. General Fund Reimbursable and Revolving Fund), Direct Treasury Disbursement, training, time and attendance, cost accounting, and supply chain management.

1.3. Objectives: Provide financial management system monitoring and support in the following areas:

1.3.1. Sustainment of business operations

1.3.2. DAI Tier I help desk support

1.3.3. DAI Training

1.3.4. WHS DAI system integration testing (SIT) and user acceptance testing (UAT)

1.3.5. End-to-end support management of system change proposals (SCPs), production service requests (PSRs), and problem reports (PRs) submitted to DAI PMO

1.3.6. Data reconciliation (including DAI Financials and Hyperion)

1.3.7. Order Management (i.e. General Fund Reimbursable and Revolving Fund) execution and process improvement

1.3.8. Direct Treasury disbursement

1.4. Scope: The contractor shall provide financial management system monitoring and support, to include technical, administrative, and professional services that cover DAI sustainment, budget formulation, improvement and optimization of the WHS Revolving Fund (RF) and General Fund (GF) execution, and Direct Treasury Disbursing.

1.5. Period of Performance: The period of performance shall be for one (1) base period of 11-months and three (3) 12-months option periods.

1.6. General Information:

1.6.1. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be delivered via electronic mail within thirty (30) days of contract award. Amendments/changes to the QCP shall be delivered to the COR and KO within three (3) business days following any change.

1.6.2. Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3. Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Hours of Operation: The contractor is responsible for conducting business, between the WHS core hours of 8:00 AM to 4:30 PM, arriving no earlier than 6:30 AM and departing no later than 6:30 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must 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.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

The DAI help desk should provide support 12 hours per day between the hours of 6:30 AM and 6:30 PM. During peak periods (such as fiscal year-end), the help desk will be required to provide support during non-business hours. Any work hours outside standard will be coordinated in advance in writing and agreed upon by Government and Contractor.

Place of Performance: The work to be performed under this contract will be performed in a government-provided office space in the National Capital Region (NCR). Primary site location address will be 4800 Mark Center Drive, Alexandria, VA 22305. Contractor personnel may be requested to work at the Government’s alternate locations during emergencies and emergency exercises. Individual Contractor personnel may be designated as essential personnel to support contingency operations at alternate Government locations during actual emergencies and emergency exercises.

1.6.4. Type of Contract: The Government will award a Firm Fixed Price (FFP) contract.

1.6.5. Security Requirements All Contractor personnel performing work under this contract must have and maintain a final Secret security clearance at proposal submission. The security requirements are in accordance with the attached DD Form 254 which a final version will be provided to the Contractor upon award of the contract. The Contractor shall comply with all security policies and procedures that apply to DoD and WHS. Security procedures shall be made available to Contractor personnel.

1.6.5.1. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.5.2. Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.5.3. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks;

however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.5.4. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.5.5. Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.6. Special Qualifications. Contractor personnel will be required to sign a Non-Disclosure

Agreement (NDA) within five (5) days of contract award and/or when on-boarded.

1.6.7. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (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.

1.6.8. Contracting Officer Representative (COR): The COR will be identified by separate letter. 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 the 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, including Government drawings, designs, specifications: monitor Contractor's 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 the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.9. Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer's written consent; provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer's consent required by this document.

1.6.9.1. Program Manager (PM) - Given the level of complexity of this effort the program manager must have, at a minimum, a Project Management Professional (PMP) or Certified Defense Financial Manager (CDFM) certification, a minimum three years working in Department of Defense (DOD) business operations environment, and a total minimum of five years of experience overseeing DoD programs. A bachelor’s degree from an accredited university in a related field is preferred, and a Secret Security Clearance.

1.6.9.2. Revolving Fund SME - Given the level of complexity of this effort, the Revolving

Funds Order Management SME (i.e. General Fund Reimbursable and Revolving Funds) support needs to have expertise at least 7 years of experience in Order Management and 3 years of experience in Oracle solution for the Federal Administrator, Contract Projects, Cost Accounting for Cost Allocations and Cost Transfers, Oracle Time and Labor, Accounts Receivable, Cash Management, and Purchasing modules. Experiences in both Order Management and Oracle systems is required as detailed above. A bachelor’s degree from an accredited university in a related field is preferred, and a Secret Security Clearance.

1.6.9.3. System Process Improvement SME - Given the level of complexity of this effort, Systems Process Improvement SME needs to have at least 7 years of experience in Oracle solution for the Federal Administrator, Contract Projects, Cost Accounting for Cost Allocations and Cost Transfers, Oracle Time and Labor, Accounts Receivable, Cash Management, and Purchasing modules, with a minimum of three (3) of those seven (7) years’ experience utilizing DAI. A bachelor’s degree from an accredited university in a related field is preferred, and a Secret Security Clearance.

1.6.10. Identification of Contractor Employees: All contract personnel attending meetings, answering

Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain, use, and display a Common Access Card (CAC) in the performance of this service.

1.6.11. Contractor Travel: No travel outside the NCR is anticipated.

1.6.12. Other Direct Costs: No Other Direct Costs are anticipated.

1.6.13. Data Rights: The Government has unlimited rights to all documents/material produced under this contract and the appropriate clauses will be in the contract. This right does not abrogate any other Government rights applicable under the terms and conditions of this contract or federal regulation.

1.6.14. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.15. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.16. Phase-in Period. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the thirty

(30) day phase-in period. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

1.6.17. Contractor Manpower Reporting:

(a) The Contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site.

The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/.

(b) There are four separate ECMRA tools at the ECMRA website: Army, Air Force, Navy and All Other Defense Components. The appropriate ECMRA reporting tool to use is determined by the requiring activity being supported by the service. The Contractor shall use the “All Other Defense Components” tool unless otherwise directed by the Contracting Officer’s Representative or Contracting Officer.

(c) Reporting inputs will be for the labor executed during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. The Contractor shall completely fill in all required data fields. The Contractor shall enter initial data into the appropriate ECMRA tool to establish the basic contract record no later than 15 business days after receipt of contract award or contract modification incorporating this clause. The contractor shall notify the Contracting Officer when the basic contract record has been established in the appropriate ECMRA tool.

(d) Contractors may direct technical questions to the help desk at: http://www.ecmra.mil.

[Reference: DPAP memorandum of 28 November 2012, “Enterprise-wide Contractor Manpower Reporting]

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS & ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR (CTR): 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.

2.1.2. CONTRACTING OFFICE (KO): 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

2.1.3. 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.

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

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

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

2.1.8. QUALITY ASSURANCE (QA). The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

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

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

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

2.1.13. WORK WEEK. Monday through Friday, unless specified otherwise.

2.1.14. CONFIGURATION CONTROL BOARD. A chartered government body that approves changes made to a system or process.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative ADS Automated Disbursing System BCTF Boards, Commissions, and Task Forces BES Budget Estimate Submission BXFR Budget Transfer CABS Comptroller Automated Budget System CAC Common Access Card CCB Configuration Control Board CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DAI Defense Agency Initiative DCPS-IN Defense Civilian Payroll System Interface DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense DSS Defense Security Service EAcq eAcquistion workflow EAS Exhibit Automation System EBAS-D Enterprise Business Accountability System-Defense EM Enterprise Management Directorate eORF EEE/Official Representation Funds workflow ERP Enterprise Resource Planning eTraining Training Request workflow FAR Federal Acquisition Regulation

FBI Federal Bureau of Investigation

FFP Firm Fixed Price

FMD Financial Management Directorate GFE Government Furnished Equipment GFP Government Furnished Property GOTS Government -Off-The-Shelf GRC Governance Risk and Compliance HIPAA Health Insurance Portability and Accountability Act of 1996 IMS Integrated Master Schedule ITIL Information Technology Infrastructure Library KO Contracting Officer MOA Memorandum of Agreement NDA Non-Disclosure Agreement NACI National Agency Check with Written Inquiries OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OSD Office of Secretary of Defense PBS Programming Budget System PFPA Pentagon Force Protection Agency PIN Personal Identification Number PI Phase In PMO Program Management Office POC Point of Contact POM Program Objective Memorandum PRS Performance Requirements Summary PWS Performance Work Statement

QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RAPIDS Real-Time Automated Personnel Identification System RMP Risk Management Plan RRMC Raven Rock Mountain Complex SAM System for Award Management SFIS Standard Financial Information Structure SFFAS Statement of Federal Financial Accounting Standards SI System Integration STANFINS Standard Finance System(STANFINS) TA Trust Agent TASS Trusted Associate Sponsorship System TE Technical Exhibit WHS Washington Headquarters Services

10 PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The government will provide basic services to phones, desks, utilities, information technology, and general office supplies) while working in Government facilities.

3.2. Facilities: Basic facilities such as work space and its associated operating requirements (i.e., phones, desks, utilities, information technology, and general office supplies) will be provided while working in Government facilities. Tele-workers will only use government furnished equipment to remotely access the WHS network.

3.3. Equipment: The Government will provide basic services to phones, desks, utilities, information technology, and general office supplies) while working in Government facilities. Tele- workers will only use government furnished equipment to remotely access the WHS network.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance: The contractor shall possess and maintain a SECRET facility clearance from the Defense Security Service. The Contractor’s employees, performing work in support of this contract shall have been granted a SECRET security clearance from the Defense Industrial Security Clearance Office. The final DD 254 will be forwarded to the contractor upon award of the contract.

4.3. Materials: NA

4.4. Equipment: NA

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Basic Services: The contractor shall provide financial management system monitoring and support, to include technical, administrative, and professional services for the purposes of sustaining operations for the DAI user agency community. Tasks will include program management, help desk support, budget formulation, training, SIT/UAT testing, data reconciliation, Order Management (i.e. Revolving Fund and General Fund Reimbursable) execution improvement, and direct treasury disbursement.

5.2. Program Management: The contractor shall provide:

Lifecycle Project Management. The Contractor will maintain these services throughout the contract’s period of performance.

Schedule Management. The Contractor shall design, edit, maintain, and follow the established

Integrated Master Schedule (IMS) that reflects all tasks required to complete this effort, including both Contractor and Government tasks.

Configuration Management. The Contractor will maintain configuration documentation. All data shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

Quality Control. The QCP shall be used to manage ongoing quality control activities.

Workforce Management Support. The Contractor shall provide workforce management support for the customer and communications initiatives and efforts for FMD. The Contractor shall, as a minimum, include: newsletters (internal and external), preparing questionnaires, along with questionnaire follow-up reporting, development and coordination of communication events, develop supervisory briefings, support customer focused administrative activities, and assist in staffing and hiring support planning with relevant stakeholders.

Process Improvement. Contractor will develop and recommend process improvements that will enable WHS to operate more effectively and efficiently.

Robotic Process Automation. Contractor will assist in all aspects of discovery, requirements gathering, implementation, and sustainment for Robotics Process Automaton.

5.3. System Process Improvement Support: The contractor will advise the government on technical and functional aspects of the DAI system in order to optimize how WHS uses DAI. The vendor process improvements will enable transactions to flow through the system successfully meeting all regulatory requirements. The support approach should be both functional and technical in nature to support both improvement in processing of transactions in DAI and system configuration itself. The System Process Improvement SMEs must meet all qualifications as per the key personnel section (1.6.11.3). It is planned that those personnel will perform tasks that will enable WHS to optimize how WHS uses DAI.

As a minimum, tasks will include:

Process Improvement. The contractor shall provide input for process improvement transactional and functional in nature, to include creating or updating standard operating procedures.

GAP and Trend Analysis. At a minimum, the contractor shall track trends within the helpdesk tickets to look for common issues and areas for training opportunities to improve both functionality and transactional success.

Training. The contractor shall provide input and contribute to improvement of performance by way of training improvements or modification of training provided.

Robotic Process Automation (RPA) - Vendor will use WHS provided RPA tools to automate tasks that can be performed by RPA.

5.4. Revolving Funds SME Support: The contractor will advise the government on functional and regulatory aspects of Revolving Funds and facilitate technical and systems approaches to allow DAI transactions to flow through the system successfully while meeting all Revolving Funds regulatory requirements. The support approach should be both technical and functional in nature. The RF SME shall meet all qualifications as per the key personnel section (1.6.11.2). As a minimum, tasks will include:

Process Improvement. The contractor shall provide input for process improvement transactional and functional in nature, to include creating or updating standard operating procedures.

Regulatory Guidance. The contract shall provide guidance regarding Revolving Funds regulation 10 CFR Sections 2208 and Sections 2674 to ensure that the system is processing transactions in compliance with regulatory requirements.

GAP and Trend Analysis. The contractor shall track trends within the helpdesk tickets to look for common issues and areas for training opportunities to improve both functionality and transactional success.

Training. The contractor shall provide input and contribute to improvement of performance by way of training improvements or modification of training provided.

Transactions. The contractor shall process transactions that fall under the orders management portfolio, as per Task 5.9 below.

5.5. Help Desk Support: The Contractor shall provide:

Tier I Help Desk support. TIER 1 System support interfacing the customer that records incidents, performs diagnosis and routes incidents, reaches closure or workarounds, and escalates to DAI PMO as necessary The Contractor will resolve DAI Financials/Hyperion issues for end users via email and phone each business day from 6:30 AM to 6:30 PM, five (5) working days per week (excluding Government holidays), and utilizing Government help desk tools for this task. During peak periods (such as fiscal year-end), the help desk will be required to provide support during non-business hours. Any work hours outside standard will be coordinated in advance in writing and agreed upon by Government and Contractor.

Triage and Resolution. Tier I issues that cannot be resolved will be escalated to DLA DAI Tier II helpdesk. All issues must be prioritized based on the Government’s assessment of the severity of the problem, tracked, and responses provided to POCs in a timely manner.

Data Consistency and Integrity Monitoring: The Contractor shall monitor data within DAI

Financials and Hyperion to identify and report discrepancies in the treatment of data values within the tables, most especially to include titles or names of values that are missing or differ between Financials and Hyperion.

Weekly Activity Report. The Contractor shall provide WHS a weekly Help Desk Activity Report to provide details of the problems reported for the Government.

5.6. Training Support. The Contractor shall provide training to support the sustainment of DAI Financials/Hyperion end-to-end integration and all resources and activities required to ensure operational functionality. The Contractor shall support guidance from the DAI-PMO governance.

User Training. The Contractor shall provide WHS-specific, role and scenario based DAI user training and materials to ensure WHS optimized operational functionality with DAI. The contractor shall support training to all WHS users. Training materials will include functional work streams and leverage User Productivity Kit (UPK) functionality provided by PMO.

Information Standardization. The Contractor shall assist in establishing a process to standardize all of the WHS/FMD information designated for dissemination either external or internal, including design and publication of booklets and/or other communication materials for public and internal audiences, and hosting the communication working group.

Program and Budget. The Contractor shall provide DAI system training supporting the program and budget process, including developing end-user and FMD-user system training materials at the start of the Program Objective Memorandum (POM), Budget Estimate Submission (BES), and President’s Budget DAI scenarios, and maintaining SharePoint guides and templates.

SharePoint Site Management. The Contractor shall manage content of the FMD SharePoint to include library maintenance, coordinating with the SharePoint Center of Excellence, providing reports of SharePoint user activity including but not limited to helpdesk tickets, field accounting requests, reference data change forms, and items entered into the budget manual.

Training Materials. The Contractor shall develop training materials as required for WHS users.

Provide the reproduction of training aids and resources and associated shipping expenses as required in this PWS.

5.7. Testing Support: The Contractor shall develop System Integration Testing (SIT) and User Acceptance

Testing (UAT) plans to support of WHS’s participation in DAI PMO SIT and UAT events.

PMO SIT and UAT Participation. The Contractor shall participate on behalf of WHS in DAI PMO SIT and UAT events.

Business Impact Analysis. The Contractor shall support the planning, analysis, monitoring, documenting, and control of organizational change management, to include business impact analyses for system enhancements and upgrades. Documentation should be completed for both functional and technical changes and will require an approval process.

5.8. DAI Reporting: The Contractor shall build reports and templates as needed by WHS/FMD end-users.

The reports will be built in DAI using OBIEE. The reports and templates will be published and available for all users via the DAI OBIEE dashboard responsibility.

5.9. WHS Order Management (i.e. Revolving Fund and General Fund Reimbursable): The contractor shall provide order management support services to the Order Management Team. It is expected that all personnel working this task have previous orders management experience, and are able to both successfully enter transactions and provide technical expertise in the area of Orders Management.

Customer outreach and change management. The Contractor shall support Revolving Fund and General Fund Reimbursable improvements.

Standardization documentation. The Contractor shall support the documentation of definitions, policies, business processes, and performance measures for Order Management (i.e. General Fund Reimbursable and Revolving Fund (PRMRF and BMF)), providing updates on roles and responsibilities.

Order and Cash Management Improvement. The Contractor shall support cash management improvement efforts for all aspects of execution.

Organizational Structure. The Contractor shall recommend and help establish organizational structure to support CRFM for short-term and long-term RF priorities.

Order-to-Cash. The Contractor shall provide expert and advisory support for General Fund and RF order-to-cash collections issues.

80/20 Rule/Year-End. The Contractor shall provide general month-end support monthly, and extended month-end support for July and September annually. Any work hours outside standard (as described in section 1.6.3 (Hours of Operation) will be coordinated in advance in writing and agreed upon by Government and Contractor.

Transactions. The Contractor shall assist with incorporation of revolving fund improvement and general fund improvement initiatives into the accounting system, including inputting/reconciling/tracking orders and spending transactions. Approved and processed transactions should meet or exceed 1,000 per month.

Weekly Order Management Report. The Contractor shall provide weekly reports on Order Management (i.e. orders closed, rent, reconciliations, cash, etc.).

Monthly Execution Report. The Contractor shall provide monthly reports (i.e. Budget Execution Review).

Revolving Funds. The Contractor shall provide organizational support for RF management.

General Fund. The Contractor shall provide organizational support for GF management.

5.10. Direct Treasury Disbursing: The Contractor shall support Direct Treasury Disbursing.

Accounts Payable. The Contractor shall perform essential accounting tasks related to funds balances, unliquidated obligations, and NULOs (overbillings).

Contract Research and Analysis. The Contractor shall perform analytic and qualitative analysis on contracts, supporting documentation, etc. to resolve disbursing issues via various financial databases and accounting platforms.

5.11. PFPA Support: The contractor shall support PFPA Support: The contract shall provide the following support:

Financial Management Analyst Support – Technical Writer. The Contractor shall provide on-site senior level contractor Financial Management Analyst (with a broad base of experience in all areas of financial management and financial management systems) to develop written material instructions for PFPA Financial Management Regulation, FM Standard Operating Procedures (Budget Formulation, Budget Execution, Accounting Vendor Pay, Accounting Civilian Pay, Funds Control, financial management operations and system access controls) and Business Rules for the Financial Management Office (FMO), Assistant Directorate Level for Resource Managers, and certain aspects of Human Capital processes as they interface with the FMO.

The contractor shall collect from relevant and available sources all documents related to the fiscal operations for the purpose of creating the SOPs, Business Rules, and updating the PFPA

FMR.

The contractor shall ensure that all documents related to specific tasks are saved in the appropriate FM folder with the correct tracking title IAW with NARA regulations.

The contractor shall develop spreadsheets to capture and track initiatives for the purpose of determining scope of tasking and deliverables. Spreadsheets will updated at a minimum on a weekly basis but are expected to be updated as soon as new tasking and initiatives are issued.

The contractor shall develop Power Point presentation based on spreadsheets. Slides will be used to brief senior leadership on the status of PFPA financial management documentation initiatives.

The contractor shall develop list of tasking and deliverables from meetings to inclusion in status reports.

Financial Management Analyst Support – Accounting Vendor Pay: The Contractor shall provide on-site contractor Financial Management Analyst (with a broad base in accounting tasks to include vendor pay for validation and preparation of vendor invoices for payment on federal forms;

resolution of unmatched disbursements, payment rejects, and interest penalties.

The contractor shall collect from relevant and available sources all documents related to vendor pay and ensure they are saved in the appropriate folder, with the correct tracking title IAW with NARA regulations.

The contractor shall ensure that all documents related to specific tasks on the vendor pay are saved in the appropriate FM folder with the correct tracking title IAW with NARA regulations.

The contractor shall develop spreadsheets to capture and track vendor pay initiatives for the purpose of determining scope of tasking and deliverables. Spreadsheets will updated at a minimum on a weekly basis but are expected to be updated as soon as new tasking and initiatives are issued.

The contractor shall provide to the lead contractor data to develop Power Point presentation based on spreadsheets.

Financial Management Analyst Support – Budgeting and Programming: The Contractor shall provide on-site contractor Financial Management Analyst (with a broad base in programming and budgeting) support to assist the government Lead Budget Formulation in managing the development, compilation reconciliation, and review of the Program Objective Memorandum (POM) and all Program Budget reports.

POM and Program Budget reports to ensure they are correct and complete for input into the financial management systems.

The contractor shall ensure that all documents related to specific tasks on the POM and Program Budget reporting are saved in the appropriate FM folder with the correct tracking title IAW with NARA regulations.

The contractor shall develop spreadsheets to capture and track POM and Program Budget reports, requests and modifications for the purpose of determining scope of tasking and deliverables. Spreadsheets will updated at a minimum on a weekly basis but are expected to be updated as soon as new tasking and initiatives are issued.

The contractor shall provide to the lead contractor data to develop Power Point presentation based on spreadsheets. Slides will be used to PFPA FM Officer on the status of PFPA POM and Program Budget Reports. Briefing package will identify any issues which may be an obstacle for the POM and Program Budget reporting.

The contractor shall record meeting notes for POM and Program Budget Reports. Notes must be presented as executive summary identifying all attendees, topics discusses, tasks, and deliverables.

Financial Management Analyst Support – Lead: The Contractor shall provide on-site contractor

Lead Financial Management Analyst (with a broad base in accounting, programming, and budgeting) support to assist the PFPA FM Officer in managing the development, compilation reconciliation, and review of the reports, tasks, and deliverables related to accounting and budget.

tasks and deliverables related to all contractor tasks and deliverables for accounting and budget.

The contractor shall ensure that all documents related to specific tasks for accounting and budget are saved in the appropriate FM folder with the correct tracking title IAW with NARA regulations.

The contractor shall develop spreadsheets to capture and track budget and accounting reports, requests and modifications for the purpose of determining scope of tasking and deliverables.

Spreadsheets will updated at a minimum on a weekly basis but are expected to be updated as soon as new tasking and initiatives are issued.

The contractor shall provide to the PFPA FM Officer data to develop Power Point presentation based on spreadsheets. Slides will be used to provide the PFPA FM Officer on the status of PFPA POM and Program Budget Reports. Briefing package will identify any issues which may be an obstacle for the POM and Program Budget reporting.

The contractor shall record meeting notes for all budget and accounting reports. Notes must be presented as executive summary identifying all attendees, topics discusses, tasks, and deliverables.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS:

6.1. The Contractor must abide by all statutes, applicable regulations, publications, manuals, and federal policies, procedures.

6.2. 10 CFR Sections 2208 and 2674.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST:

7.1 Technical Exhibit 1: Performance Requirements Summary

7.2 Technical Exhibit 2: Deliverables Schedule

7.3 Technical Exhibit 3: Estimated Workload Data

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objectives Standard Performance Threshold Method of

Surveillance The Contractor shall employ a management approach that is consistent with project management best practices, to include program oversight/management to track, manage, and report on the schedule and performance status of this effort. (5.1)

The contractor provides a management approach that meets the model index of Capability Maturity Model Integration Level 3.

Project deliverables are standardized and repeatable across multiple migration efforts.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The contractor shall prepare and submit task draft and final deliverables as dictated in the PWS. (5.1, 5.2, 5.3, 5.4, 5.5, 5.6, 5.7, 5.8, 5.9, 5.10, 5.11)

The contractor provides draft and final deliverables within the schedule specified, written and formatted as directed.

No more than 20% of all deliverables submitted for inspection/review received late during the contract year.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The contractor shall prepare and submit weekly status reports. (5.2)

The contractor provides comprehensive weekly reports accurately reflecting progress, status, and any problems or issues encountered and recommend feasible resolutions.

No more than 10% of all reports submitted for inspection/review in an untimely fashion.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The contractor shall prepare briefings and materials as required. (5.1, 5.2, 5.3, 5.4, 5.5, 5.6, 5.7, 5.8, 5.9, 5.10, 5.11)

The contractor meets all briefing and materials requirements with professionalism reflecting Government guidance as appropriate.

No more than one missed briefing or material package per contract year.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The Contractor’s help desk will use industry-accepted tools to ensure operations are effective and efficient.

(5.5)

The contractor provides Tier I help desk support for all issues, using a ticket system to track each issue.

90% of all tickets will be entered within one day. 67% will be resolved in one business day. 90% will be resolved in two business days or less. 99% will be resolved in three business days or less.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The Contractor shall ensure that business processes within DAI continue to operate normally with minimal negative impact on the DAI user community after system updates and change requests have been applied. (5.2, 5.3,5.4, 5.5)

The contractor uses ITIL standards to rate the level of issues caused by an update.

100% of Tier 1 issues are resolved within timeframe documented in the help desk tool to meet WHS business requirements.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The Contractor shall build and maintain DAI templates and reports. (5.8)

The Contractor shall build templates and maintain required reports.

No more than 10% of reports developed will be submitted for inspection/review in an untimely fashion.

100% Inspection by the COR’s review and feedback from appropriate government sources.

The Contractor shall provide 100 hours of training each month, to include in-person training classes, desk side training, and DAI Lab. (5.6)

The contractor shall provide in-person training. Training hours are instructor training hours rather than student training hours

– for example, 1 hour class with 10 students equals 1 hour of training.

No more than 1 month may fall below the required 100 hours of…