Attachment_1_-_Performance_Work_Statement_Amendment_0001.pdf

PWS

Page 1 of 24 Pages

02Apr2019/Version 1

PERFORMANCE WORK STATEMENT (PWS)

Software Asset Management Support Services for the Joint Service Provider (JSP) as of 25 July 2019

Part 1

General Information

1. General: This is a non-personnel services contract to provide Software Asset Management Support Services to the Joint Service Provider (JSP). The Government will not exercise any supervision or control over the contract service providers performing the services herein. Contract service providers shall be accountable solely to the Con-tractor 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 provide Soft-ware Asset Management Support Services as defined in this Performance Work Statement except for those items specified as government-furnished property and services. The Contractor shall perform to the standards in this con-tract.

1.2 Background: The Joint Service Provider (JSP) provides a full range of information technology products, ser-vices, solutions and customer support to the Office of the Secretary of Defense (OSD), the Chairman of the Joint

Chiefs of Staff (CJCS) and the Joint Staff (JS), the Director of Administration (DA), the Pentagon Force Protection

Agency (PFPA), the Washington Headquarters Services (WHS), the Headquarters Department of the Army, and various JSP supported organizations and agencies to meet mission and business requirements. JSP also provides ad-vice and assistance to senior managers to ensure that Information Technology (IT) and information resources are managed in a manner that implements the policies and procedures of legislation and the priorities established by the

Department of Defense.

1.3 Objectives: JSP requires annual software maintenance for over 250 different software manufacturers and soft-ware titles. Currently, JSP holds one or more separate contracts from each manufacturer. The purpose of this contract will consolidate disparate and numerous software asset contracts into a singular contract to manage and purchase software maintenance and licenses to meet the Government’s requirement for software technical support, renewals, and licensing plus provide manufacturer access to Government required fixes, patches, and updates. These services include, but are not limited to, the following categories/sets of activities:

A. The contractor shall manage software maintenance licenses and renewals to improve on-time software maintenance renewal. The contractor shall purchase software maintenance renewals and licenses on behalf of JSP.

B. The contractor shall reduce maintenance costs for software through co-terming and syncing products from the same manufacturer. The contractor shall reduce maintenance costs by recommending software and soft-ware maintenance candidates to be retired.

C. The contractor shall improve software asset management compliance by linking the JSP Supported Products

List (SPL) to a software license/maintenance management tool, updating the software library, and updating the contracts in the asset management database.

1.4 Scope: The Contractor shall provide the following types of Software Asset Management Support Services, including Commercial off the Shelf (COTS) software maintenance and licensing:

Task Area 1 – Program Management

Task Area 2 - Software Maintenance Renewal and Software License True-Up

Task Area 3 – Software License and Maintenance Enrollment

Task Area 4 – Software License and Maintenance Optimization

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Task Area 5 – Supported Product List (SPL) Updates

Task Area 6 – Software Compliance Management Reporting

1.5 Period of Performance: The period of performance shall be for a 12-month base period and four 12-month op-tion periods.

1.6 General Information

1.6.1 Type of Contract: The Government will award one hybrid contract type which consist of Firm-Fixed-Price

(FFP) and Cost Reimbursement (CR) contract line item numbers (CLINs).

1.6.2 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 plan (QCP) 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 Contracting Officer’s Representative (COR) and Contracting Officer (KO) within three (3) business days following any change.

1.6.3 Quality Assurance: The Government will evaluate the Contractor’s performance under this contract in accord-ance 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).

1.6.4 Recognized Holidays: The Contractor is not required to perform service on holidays. Recognized Holidays are identified as follows:

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

1.6.6 Hours of Operation: 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 re-quire a change to the daily work schedule will be in accordance with OPM notifications and procedures. JSP main-tains 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 ade-quate workforce, as determined by the JSP, 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 con-tinuity of the workforce is essential. Contractor personnel may work within the hours prescribed and vary working times to accommodate JSP day-to-day requirements.

Security closures will be addressed in accordance with the guidance from the JSP and the Pentagon Force Protection

Agency (PFPA). Telework or work at a contractor facility may be requested under security closure conditions.

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1.6.7 Place of Performance: The Contractor shall be expected to support the Government in locations in the Nation-al Capital Region (NCR). Meetings and primary office locations may be identified in multiple sites including, but not limited to: (a) the Pentagon, Washington, D.C.; (b) Mark Center, Alexandria, VA; and (c) government leased spaces in and around Arlington, VA.

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 contrac-tor's facility, or another approved activity within the local travel area) in cases of unforeseen conditions or contin-gencies (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. 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 impact-ed, reduced, compromised, etc., the Contracting Officer or the contractor may request an equitable adjustment pursu-ant to the Changes clause of the contract.

1.6.8 Security Requirements: This section supplements Block 13 of the Government provided DD Form 254, Con-tract Security Classification Specification. The following security requirements shall apply to this effort.

References:

a. DISA Form 786, DISA Statement of Information System Use and Acknowledgement of User Responsibilities –

Basic User

b. DISA Policy Letter, Unauthorized Connections to Network Devices, 11 September 2013

c. DISA Instruction 240-110-8, Information Security

d. DISA Instruction 240-110-36, Personnel Security

e. DISA Instruction 240-110-38, Industrial Security

f. DISA Instruction 240-110-43, Insider Threat Program

g. DISA Instruction 630-230-19, Cybersecurity

h. DoD Manual 5200.01, Vol 1-4 Information Security Program, 24 February 2012

i. DoD Manual 5200.02, Procedures for the DoD Personnel Security Program, 3 April 2017

j. DoD 5220.22-M, National Industrial Security Program Operating Manual, February 2006 Incorporating Change

02 May 2016

1.6.8.1 Facility Security Clearance: Work performed under this contract/order is up to the Secret level. Therefore, the company must have a final Secret Facility Clearance from the Defense Security Service Facility Clearance

Branch.

1.6.8.2 Security Clearance and Information Technology (IT) Level: All personnel performing on or supporting a

DISA contract in any way shall be U.S. citizens. The personnel security requirements for this contract cover the in-dividuals supporting the Task Areas delineated in the table below. Contractor personnel must possess a final security clearance and interim or final IT-level eligibility delineated in the table below when performance starts.

PWS Task /

Subtask

Clearance

Level

IT Level

Access

Level of Classi-fied Access Justification for Access to Classified

Task Areas 6.1 through 6.6

SECRET IT-III SECRET Access to SIPRNet is required to perform system reporting of SW performance.

SECRET Level documents may be provided, by the government, to the Contractor in order to perform required task areas.

At no time in the performance of this con-tract will the SECRET level classification be exceeded, even with aggregation.

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6.5 Business

Requirement

Document

(BRD) prepa-ration and follow up

SECRET IT-III SECRET In the preparation of, and integration of software into JSP or JSP-customer net-works or system, the generation of a SE-

CRET level report or validation of the soft-ware may be required for the Requirements

Council review and approval. Classified documents may be emailed to the SIPRNet or JWICS Account of the Government COR in compliance with the SIPRNET Security

Requirements Guide (SRG).

UNCLASSIFIED deliverables / reports to the KO, COR and ACOR can be prepared

(e.g., redacted) to comply with the DD254 and

1.6.8.3 Investigation Requirements: All personnel requiring Secret or IT-III access under this contract shall undergo a favorably adjudicated Tier 3 (T3) Investigation formerly known as a National Agency Check, Local Agency Check and Credit Check or Access National Agency Check and Inquiries as a minimum investigation. The Tier 3 Investiga-tion will be maintained current within 10-years and requests for Secret Periodic Reinvestigations will be initiated by submitting a Tier 3R investigation prior to the 10-year anniversary date of the previous Tier 3 Investigation.

1.6.8.4 Visit Authorization Letters (VAL): Visit requests shall be processed and verified through the Joint Personnel

Adjudication System (JPAS) to SMO DKABAA10 and SMO DKADAL. JPAS visits for contracts/orders are identi-fied as “Other” or “TAD/TDY” and will include the Contract/Order Number and ADP/IT-Access level of the con-tract/order in the Additional Information section. Contractors that do not have access to JPAS may submit visit au-thorizations by e-mail in a password protected .pdf to the COR/ACOR specified in Section 1.0.

If JPAS is not available, the VAL must contain the following information on company letterhead:

Company name, address, telephone number, assigned CAGE Code, facility security clearance

CAGE CODE

Contract/Order Number

Name, SSN, date and place of birth, and citizenship of the employee intending to visit

Certification of personnel security clearance and any special access authorizations required for the visit

(type of investigation & date, adjudication date & agency, and IT access level)

Name of COR/Alt COR

Dates or period the VAL is to be valid

1.6.8.5 Security Contacts: DISA Security Personnel can be contacted for Industrial or Personnel Security related issues at (301) 225-1235 or via mail at:

Defense Information Systems Agency Defense Information Systems Agency

ATTN: MP61, Industrial Security ATTN: MP62, Personnel Security

Command Building Command Building

6910 Cooper Ave. 6910 Cooper Ave.

Fort Meade, MD 20755-7088 Fort Meade, MD 20755-7088

For the Joint Service Provider (JSP) specific security related matters, contact the Security Manager at:

Security Manager Contact Information:

Name: Mr. Reginal Ellison, Security Manager, JSP

Phone Number: (571) 372-5075

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E-mail: Reginald.R.Ellison.civ@mail.mil

1.6.8.6 Information Security and other miscellaneous requirements:

1.6.8.6.1 Contractor personnel shall comply with all local security requirements including entry and exit control for personnel and property at the government facility.

1.6.8.6.2 Contractor employees shall be required to comply with all Government security regulations and require-ments. Initial and periodic safety and security training and briefings will be provided by Government security per-sonnel. Failure to comply with Government security regulations and requirements shall require the company to pro-vide the Government with a written remediation/corrective action plan; furthermore, failure to comply with such re-quirements can be cause for removal and the contractor will not be able to provide service on this contract/order.

1.6.8.6.3 Contractor employees with an incident report in JPAS who have had their access to classified suspended will not be permitted to provide to fill positions requiring access to classified information on a a DISA contract.

1.6.8.6.4 The Contractor shall not divulge any information, classified or unclassified, about DoD files, data pro-cessing 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.

1.6.8.6.5 DISA retains the right to request removal of contractor personnel regardless of prior clearance or adjudica-tion status, whose actions, while assigned to this contract, clearly conflict with the interest of the Government.

1.6.8.6.6 Contractor personnel will generate or handle documents that contain For Official Use Only (FOUO) infor-mation at the Government facility. Contractor personnel will generate and handle documents that contain Proprie-tary, Contract Sensitive, or similarly designated information at the Government facility. Contractor personnel will have access to generate and handle classified material up to Secret only at the location(s) listed in the place of per-formance section of this document. All contractor deliverables shall be marked in accordance with DoDM 5200.1, Vol. 3, Vol. 4, Information Security, DoD 5400.7-R, Freedom of Information Act Program, unless otherwise di-rected by the Government. The contractor shall comply with the provisions of the DoD Industrial Security Manual for handling classified material and producing deliverables. The contractor shall comply with DISA Instruction 630-

230-19, Cybersecurity.

1.6.8.6.7 The Contractor shall afford the Government access to the contractor’s facilities, installations, operations, documentation, databases and personnel used in performance of the contract/order. Access shall be provided to the extent required to carry out a program of IT inspection (to include vulnerability testing), investigation and audit to safeguard against threats and hazards to the integrity, availability and confidentiality of data or to the function of information technology systems operated on behalf of DISA or DoD, and to preserve evidence of computer crime.

1.6.9. Personnel Qualifications (Non-key personnel): Contractor personnel will be required to sign a Non-Disclosure

Agreement.

Desired Qualifications: Non-key personnel shall have a range of knowledge, skills and experience to successfully meet the requirements identified in the PWS such as:

Interpreting enduser licensing agreements (EULA)

Counting techniques for installed software licenses

Financial integrity and audit readiness

Knowledge of Accounting, Reporting, IT Service Management, and process improvement

1.6.10 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award confer-ence convened by the contracting activity or contract administration office in accordance with Federal Acquisition

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Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Govern-ment 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.

1.6.11 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR moni-tors 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 inspec-tions necessary in connection with contract performance: maintain written and oral communications with the Con-tractor 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 Contrac-tor, 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.

1.6.12 Key Personnel: The Contractor is responsible for providing technically qualified personnel to perform the work required by the PWS. The Contractor shall ensure that the proposed possess the skills, knowledge, training, and certfication(s) required to perform all services required by the PWS. 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 Con-tracting Officer's consent required by this document.

Project Manager: The Project Manager shall serve as the Government’s primary Point of Contact (POC) for this effort and shall be authorized to report on the status of and direct all activities and staff under this effort. The project manager shall have:

Minimum Education/Experience/Certification:

5 years of experience supporting Information Technology with at least 2 years of experience working in a

Federal environment;

Information Technology Infrastructure Library (ITIL) Foundations certification

At least one DOD Baseline Certification for Information Assurance Technician (IAT) Level II ; and Certi-fied Software Asset Management (CSAM) certification or equal.

1.6.13 Identification of Contractor Employees: All Contractor 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 con-tractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.14 Contractor Travel: No travel outside the NCR is anticipated. Travel in and around the NCR shall not be considered reimbursable. The contractor may ride DOD shuttles to Crystal City, the Pentagon and the Mark Center to facilitate meetings in various NCR locations.

1.6.15 Other Direct Costs: For this contract, Other Direct Costs include software licenses and software mainte-nance purchased as part of Section 5.2 Task 2 and the Software Product List Per FAR Subpart 31.205-26(d), costs for the ODC supplies will be based on actual costs incurred, provided the method used results in a reasonable charge, Page 7 of 24 Pages the cost a prudent person would pay in the conduct of competitive business. The ceiling amount for the ODC sup-plies is included in the solicitation.

1.6.16 Data Rights: 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 Gov-ernment owned and are the property of the Government with all rights and privileges of ownership/copyright belong-ing exclusively to the Government. These documents and materials may not be used or sold by the Contractor with-out 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 Gov-ernment rights.

1.6.17 Organizational Conflict of Interest: The 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 Con-tracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be ac-ceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally de-termines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may use other rem-edies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 Phase In/Phase Out Period: Phase-in: At a minimum, the contractor shall include start-up activities that may have to transition to full operational capability upon conclusion of the 30 calendar day transition period. The con-tractor shall overlap with incumbent Contractor during transition for 30 calendar days and will work with govern-ment personnel and the incumbent Contractor for transfer of knowledge, information, and documentation for all pro-jects and tasks related to this contract. The information and documentation to be transferred includes but is not lim-ited to:

Current and on-going work products (emails, briefings, papers)

Point of Contact information required for day-to-day business purposes

Comprehensive historical summaries of each portfolio

Phase-out plan will include, but is not limited to, the items listed below. The contracting officer or COR will notify the contractor within 5 business days after receipt of a complete phase-out plan of the acceptability of the proposed phase-out plan. The contractor shall overlap with incoming Contractor during transition for 30 calendar days 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 information and documentation to be transferred includes but is not limited to:

Current and on-going work products (emails, briefings, papers)

Point of Contact information required for day-to-day business purposes

Comprehensive historical summaries of each portfolio

Comprehensive current state-of-play summaries for each portfolio

White papers outlining suggested next steps for all portfolios.

Note: All automated data files in the possession of the contractor are the property of the government and shall be turned over to the contracting officer or COR at the completion or termination of the contract. And all records relat-ed to the execution of the contract shall be returned to the government as electronic copies that are readable and ac-cessible by the government

1.6.19 Contractor Manpower Reporting:

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(a) The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for perfor-mance of services provided under this contract via a secure data collection site. The Contractor is required to com-pletely 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 busi-ness days after receipt of contract award or contract modification incorporating this clause. The Contractor shall no-tify 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 and Acronyms:

2.1. DEFINITIONS:

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

2.1.2. 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 le-gally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appoint-ed 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 implica-tions. 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 http://www.ecmra.mil/ http://www.ecmra.mil/

Page 9 of 24 Pages are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm com-mitment 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. The government procedures to verify that services being performed by the Con-tractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveil-lance 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 con-tract.

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

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf

DD Form 254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DOD Department of Defense

DISA Defense Information Systems Agency

ECMRA Enterprise-wide Contractor Manpower Reporting

FAR Federal Acquisition Regulation

HW Hardware

JSP Joint Service Provider

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

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

SAM Software Asset Management

SPL Supported Products List

SW Software

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TE Technical Exhibit

WHS Washington Headquarters Services

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 consumable and general purpose office supplies) will be provided while work-ing 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 contrac-tor 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.

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

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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 Facility Clearance: The Contractor shall possess and maintain final SECRET facility clearance from the De-fense Security Service. The DD 254 is provided as Attachment 3.

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PART 5

SPECIFIC TASKS

5.0 Specific Tasks: The contractor shall provide software asset management services for JSP.

5.1 Task 1 - Program Management

The Contractor shall provide oversight of the performance of its vendor employees, quality of deliverables, and sup-port the government with current and emergent requirements for Software Asset Management. These activities may include any, or any combination, of the following Sub-Tasks:

5.1.1. Subtask 1 – Coordinate Contract Activities with the Contracting Officer (KO) and Contracting Officer Repre-sentatives: Coordinate with the Contracting Officer/Contracting Officer’s Representative (COR) to identify and communicate issues and risks to the Government and offer recommendations on how issues/risks should be mitigated to successfully satisfy the requirements. Notify the Contracting Officer Representative (COR) when the contractor believes that any Government activity may impact performance, schedule or cost.

5.1.2. Subtask 2 – Advise government leads and senior management on productivity and quality assurance: Impacts to cost, schedule, or performance (including risks, issues, and mitigation strategies) shall be formally or informally shared with government technical subject matter experts (SMEs), government project/program leads, and other per-sonnel to ensure quality standards, delivery milestones, and software acquisition processes comply with contract re-quirements, quality standards, and milestones.

5.1.3. Subtask 3 – Support government efforts in document review, editing, and approval: The contractor shall pre-pare reports, spreadsheets, dashboard, and presentation materials, in the performance of these Task Areas. Revisions or final copies of work products shall be prepared under the direction of the government, or one of its governing bodies related to Software Asset Management and Inventory repositories.

5.2 Task 2 – Software Maintenance Renewal and License True-Up

After receiving approval from the Government, the contractor shall procure software licenses and software mainte-nance and update the authoritative software list and software asset library to reflect procurements. (For example, total

Page 13 of 24 Pages software requirement from a particular manufacturer costs less than $750,000 per year). In performance of this task, the contractor shall:

5.2.1 Subtask 1 – Establish Vendor Relationships: Initiate and maintain vendor relationships to facilitate the effi-cient and accurate purchase and recording of software licenses and software maintenance.

5.2.2 Subtask 2 – Register Software with Vendor: Register software with the vendor to clearly identify that the soft-ware owner is JSP.

5.2.3 Subtask 3 – Vendor Website Access: Provide access and/or accounts to vendor websites for software down-load for the Government software asset manager. Coordinate with the Government to actively track and manage the login accounts to optimize knowledge management practices and minimize duplicative account creation.

5.2.4 Subtask 4 – Software Asset Library: Ensure proper maintenance of software licenses and renewals in the digital and physical software asset libraries, including software proof of purchase (invoices and receipts), software license certificates, software code, and software keys.

5.2.5 Subtask 5 – Software Maintenance Library: Ensure proper maintenance of software licenses records and maintenance renewals in the software asset list including maintenance proof of purchase (invoices and receipts).

5.3 Task 3 – Software Licenses and Maintenance Enrollment

In order to improve software asset management, the contractor shall update the single authoritative software list and the single authoritative software asset library when provided Government furnished software licenses and software maintenance. The contractor shall check in Government furnished software licenses and software maintenance pur-chased through external contracting activities. As part of software check in, the contractor shall update the au-thoritative software list and software asset library. The contractor shall also check in software acquired by the

Government procured using Other Direct Costs (ODCs) funding, or as deliverables originating from other contrac-tors or customer organizations.

5.3.1 Subtask 1 – Update the Software List: Update the single authoritative software list by checking in Government furnished software licenses purchased through external contracting activities and ODCs or deliverables from other contractors or customer organizations.

5.3.2 Subtask 2 – Update the Software Asset Library: Update the authoritative software asset library list for the digi-tal and physical libraries by checking in Government furnished software maintenance purchased through external contracting activities and ODCs or deliverables from other contractors or customer organizations.

5.4 Task 4 – Software License and Maintenance Optimization

The contractor shall recommend opportunities for software maintenance optimization, and software and software maintenance that could be retired. After receiving approval from the Government, the contractor shall optimize ap-proved maintenance agreements and dispose of specific software licenses and software maintenance according to software manufacturer procedures and Government guidance.

5.4.1 Subtask 1 – Optimization Candidates: Provide written recommendations, supported by business case analyses, for optimizing software licenses and software maintenance based on knowledge gained from software license man-agement and software inventory management. The Government will review and approve written software optimiza-tion recommendations before implementation.

5.4.2 Subtask 2 – Retirement Candidates: Recommend potential software and software maintenance support that could be retired. Execute the retirement processes following Government and manufacturer guidance after receiving

Government approval to do so, in accordance with contractual or system-performance milestones.

Page 14 of 24 Pages

5.5 Task 5 – Supported Products List (SPL) Updates

The contractor shall review and use the JSP Supported Products List (SPL) published by the JSP Requirements

Committee (RC). The contractor shall prepare Business Requirements Documents (BRD) to update software ver-sion numbers on the SPL, and to add new software to the SPL. The contractor shall coordinate the RCs through the software asset manager for submission back to the JSP RC.

5.5.1 Subtask 1 – BRD Preparation: The contractor shall prepare Business Requirements Documents (BRDs) to update software versions with assigned version-control numbers on the SPL and add new software to the SPL. These documents shall be coordinated with the Software Asset Manager.

5.6 Task 6 – Software Compliance Management Reporting

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 authoritative software asset library). This inventory shall include a translation table between the manufacturer’s name and description, and the technical name.

The contractor shall maintain a complete and accurate inventory of all installed software licenses. The contractor shall conduct software license reconciliation (procured software licenses versus installed software licenses) at least once every 30 calendar days. In performance of this task, the contractor shall:

5.6.1 Subtask 1 – Baseline Updates: Maintain the procured software licenses and software maintenance baseline.

Update the list with recent software license purchases and software maintenance purchases at least once every 30 calendar days.

5.6.2 Subtask 2 – Library Updates: Maintain software license and software maintenance artifacts and documentation in the software asset library. Software asset library shall include:

5.6.2.1. Normalized software titles with translation table

5.6.2.2. Software descriptions

5.6.2.3. Software proof of purchase (invoices and receipts)

5.6.2.4. Software license and software maintenance certificates

5.6.2.5. Software code

5.6.2.6. Software keys

5.6.2.7. Software licensing model

5.6.2.8. Software license entitlements and rights, and

5.6.2.9. End User License Agreements (EULAs)

5.6.3 Subtask 3 – Baseline System Inventory: Establish an installed software licenses baseline, using software dis-covery tools. The installed software licenses baseline should including installation type (locally installed or virtual application), user name, and computer name. Interpret and present results of software auto-discovery tools.

5.6.4 Subtask 4 – Installed Software List: Generate the installed software list at least once every 30 calendar days.

Scope of list should include locally installed software and virtual software applications installed on desktops, laptops and servers.

5.6.5 Subtask 5 – Installed Software List Rationalization: Align installed software inventory with active user ac-counts 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.

5.6.6 Subtask 6 – SPL Verification: Identify software not on the SPL and unlicensed software.

Page 15 of 24 Pages

5.6.7 Subtask 7 – Over-Installed Software: Identify over-installed software and provide recommendations for remedi-ation.

5.6.8 Subtask 8 – Unused Licenses: Identify software unused or underused that can be reassigned to software licenses on hand (software license pool) for current user requirements.

5.6.9 Subtask 9 – License Pool: Recommend software license purchases to maintain software license pool for timely user request fulfillment for common Enterprise licensed and supported software.

PART 6

APPLICABLE PUBLICATIONS

6.0 APPLICABLE PUBLICATIONS

The Contractor shall abide by all applicable statutes, regulations, publications, manuals, and local policies and pro-cedures, to include:

DoD Instruction (DODI) 4161.02, Accountability and Management of Government Contract Property

DODI 5000.76, Accountability and Management of Internal Use Software (IUS)

DISA Instruction (DISAI) 270-165-08, Accountability and Internal Controls for DISA Equipment

Page 16 of 24 Pages

PART 7

TECHNICAL EXHIBIT LISTING

7.0 Technical Exhibit List:

7.1 Performance Requirements Summary

7.2 Deliverables Schedule

7.3 Estimated Workload Data

Page 17 of 24 Pages

TECHNICAL EXHIBITS 1

Performance Requirements Summary

7.1 Performance Standards. 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 Standard Acceptable Quality Level (AQL) Methods of Calculation

Program Management

Program Management

Task Elements:

5.1.1 through 5.1.3.

Performance/ Deliverables:

Contain required information, 95% accurate/error free, and delivered on time.

Minimum Acceptable:

> 95% of document content are accurate, free of syntax and spelling errors, and comply with delivery, meeting, or government directed milestones.

Any required revisions are:

Resolved within 2 business days, or IAW government lead approval

Accepted by KO/CORs

Inspection. Receipt of deliverables, in-formation, and identification of program issues, risks, and mitigations are provided to allow the government to respond to accurate and timely information.

Inspection. Content accuracy, revisions based on preventable errors, and timely delivery. DRAFTs may be acceptable if

FINAL editions are not approved by gov-ernment leads or Project/Program Man-agers.

Page 18 of 24 Pages

Software Asset Management

Task Areas

Task Areas 5.2. through 5.6.

Updates to SW Maintenance Re-ports, Maintenance Records, Proof-of-Purchase documentation, Vendor

Accounts, and Vendor Points of

Contact listings are accurate and germane to SW licensing, renewal cycles, upgrades, and introduction of new SW to the JSP library.

Preparation of BRDs are 95% accu-rate. Presentation to the Require-ments Council (RC) facilitate con-structive review and decisions re:

software additions to the Supported

Products List (SPL) and/or version changes.

Minimum Acceptable:

> 95% of document content are accurate, free of syntax and spelling errors, and comply with delivery, renewal cycles and milestones, meetings, or government directed milestones.

Any required revisions are:

Resolved within 2 business days, or IAW government lead approval

Timely –

Completes actions within the speci-fied deadlines.

Inspection. Content accuracy, revisions based on preventable errors, and timely delivery.

Error rates do not exceed 5% to comply with quality assurance performance met-rics.

Errors due to system or database unavail-ability, software or hardware modifica-tions influencing website or reporting capabilities shall be addressed by JSP and not included in an error count for such instances.

Failure on the part of the Vendor to main-tain accurate records, reports, and/or de-liverables, not attributable to IT failures or modifications shall be included in an error calculation and reported to the gov-ernment and Vendor Project Manager.

Task 5.2 – Identify upcoming software maintenance renewals and coordinate with the Gov-ernment at 90 calendar days before expiration

≤ 95% identified and submitted for coordination on time not to exceed 90 days before license expiration or renewal date.

Routine inspection of software mainte-nance records

No more than 2 late submissions per month.

Monthly report on renewals in conjunc-tion with Remedy ticket creation report

Task 5.2 – Purchase approved software maintenance renewals at least 30 calendar days before expiration

≤ 95% approved renewals pur-chased 30 calendar days before ex-piration and contractor makes cor-rections in a timely manner.

Routine inspection of software mainte-nance records

No more than 1 late renewal per month.

Monthly report on purchases versus identified renewal requirements

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Task 5.3 – Contractor purchased software is en-rolled in the software asset library within 30 calendar days of purchase

≤ 98% of software is enrolled in the Software Asset Library and contractor makes corrections in a timely manner.

Routine inspection of SW Asset Library.

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

Task 5.3 - Government provided software is en-rolled in the software asset library within 7 calendar days of receipt

≤ 98% of software is enrolled in the Software Asset Library and contractor makes corrections in a timely manner.

Routine inspection of SW Asset Library.

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

Monthly report on enrollments versus purchases

Task 5.5 – Provide draft

Business Requirements

Documents (BRD) within

14 calendar days of soft-ware receipt (Typically be-tween 14 to 45 days after software maintenance pur-chase)

No more than 2 late BRD submis-sions per month, and contractor makes corrections in a timely man-ner

Routine Inspection of BRDs and JSP

SPL.

No more than 2 late BRDs sub-missions per month

Monthly report on BRDs versus soft-ware receipt

Task 5.6 – Provide complete and accurate list of software inventory and maintenance with Transla-tion Table at least once eve-ry 30 days

Accuracy of list is ≤ 98%. Contrac-tor makes corrections in a timely manner

Routine Inspection of the SW License and SW Maintenance Inventory List

No more than 2% errors. Errors include both missing records and out-dated records.

Task 5.6 - Provide a complete and accurate inventory of all installed software licenses at least once every 30 days

Accuracy of list is ≤ 98%. Contrac-tor makes corrections in a timely manner

Routine inspection of Installed Software List Including Assigned Users

No more than 2% errors. Errors include both missing records and out-dated records.

Task 5.6 – Provide the

Software License Recon-ciliation Report at least once every 30 days

Accuracy of list is ≤ 98%. Contrac-tor makes corrections in a timely manner

Routine inspection of the Software Li-cense Reconciliation Report

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

Page 20 of 24 Pages

TECHNICAL EXHIBITS 2

7.2 Technical Exhibit 2 – Deliverables Schedule

Task#

Deliverable

Title

Format Due Date Distribution/Copies Frequency and

Remarks

All

Tasks

Kick-off Meet-ing Presenta-tion

Contractor Deter-mined Format

Contract Start

Date

Soft Copy to Con-tracting…