Attachment_L-14_Historical_ITMA_PWS.pdf

HQ0147-17-C-0021

Attachment J-01 ITMA

Performance Work Statement

Information Technology Management and Analysis

(ITMA)

March 20, 2018

Rev 4

Revision History

Author Date MR

Number

P00000 Reason For Change(s) PWS

Version

D. Garner 3/6/2017 N/A

N/A Baseline 0

J. Carlin 6/15/2017 N/A P00004 Add Korea Clause 1

D. Garner 9/13/2017 595 P00007 Increase GD Support 2

K. Knapp 950 Increase ICT Support 3

K. Knapp 969 AB JFTM-5 Support (FMS) 4

1.0 Top Level Functional Requirements/Scope

1.1. Purpose

To provide MDA information management services and technology resources that are administered, managed and operated in compliance with and meet the goals of existing

Federal, Department of Defense (DOD), and MDA statutes, regulations, and priorities.

This work is required for the Information Management and Technology Operations

Directorate (IC) and covers geographically dispersed locations identified in this contract:

Huntsville, AL (HSV), Colorado Springs, CO (Schriever AFB) (COS) Ft. Belvoir, VA

(FBV), and Dahlgren, VA (DHL). The two primary locations are HSV and COS. However, a relatively small support staff is located at FBV supporting agency executives and operations leads are located in DHL.

Timely, consistent, and coordinated assistance is required to the field operations for support of worldwide information system capabilities across all programs within the Agency in a broad array of Information Technology (IT) areas that include:

• Enterprise Architecture, Engineering, and Operations

• Knowledge and Information Management (IM)

• Enterprise Networks and Systems (network and system design)

• Unified Communications

• Enterprise Planning and Customer Portfolio Management

• IT Regional Leadership and Customer Support

• CIO/Director, Program Control

1.2. Organizational Description

The Chief Information Officer (CIO) is the senior MDA official responsible for ensuring that

Information Management and Information Technology (IM/IT) are acquired and information resources are managed and protected for the MDA in a manner that meets legal requirements that includes the Clinger-Cohen Act of 1996, the Paperwork Reduction Act of 1995, the E-

Government Act, the Federal Information Security Management Act (FISMA) of 2012, Department of Defense (DoD) 8500 policy framework, DoD Directive 8000.1, National

Security Agency information assurance policies, and the priorities established by the

Director, MDA.

The IM/IT infrastructure consists of three environments: mission, test, and general services.

The CIO plans, directs, and manages the development and sustainment of the administrative environment, but also provides assistance to the mission and test environments to maintain compliance with the regulatory environment cited above. The CIO is responsible for the day-to-day operations and maintenance (O&M) of Administrative and General Service

(Admin/Genser) networks, inclusive of special access program (SAP) and Joint Worldwide

Intelligence Communication Systems (JWICS) IT systems and services, but is not responsible for the day-to-day O&M of the mission or test networks. However, the CIO has a

Designated Approval Authority (DAA) role with responsibility for certifying and accrediting all systems owned and operated by MDA.

The IC Directorate provides independent, unbiased management oversight and execution to administer, acquire, manage, and operate in compliance with and meet the goals of existing statutes, DoD regulations, and Agency priorities. The directorate is organized in a virtual headquarters with functional teams geographically separated at multiple locations. Work is required during normal duty hours at each respective location (0800-1700 local) but occasionally may require support during other than normal duty hours (evenings, weekends, or holidays).

The IC Directorate adheres to the principles of the Information Technology Infrastructure

Library (ITIL) and encourages ITIL and other relevant information technology management certifications for the IT/IM workforce. Figure 2.4 reflects the MDA/IC organizational structure. Work required by this contract is in support of the MDA Chief Information

Officer (CIO), divisions within Information Management and Technology Operations, and the various geographical regions.

Figure 2.0 – IC Organizational Chart

2.0 Data Rights

The contractor shall comply with government data rights in accordance with (IAW) the Defense

Federal Acquisition Regulations Supplement (DFARS), as identified below in the PWS and incorporated in the contract:

All data (including but not limited to technical data, computer software, algorithms and related models, and documentation) produced or developed under this contract shall be delivered to the

Government with unlimited data rights; source code shall be delivered for all computer software produced or developed under this contract. During contract performance, data shall be delivered to the contracting officer in its entirety upon written request. Absent such a request, all data produced or developed under this contract shall be delivered by the end of contract performance. Data shall be produced or developed with only Government funds. Open source computer software shall not be incorporated into any deliverable absent prior written approval from the contracting officer. Copyright ownership for all data produced or developed under this contract shall be assigned to the Government pursuant to DFARS 252.227-7020, incorporated herein.

3.0 Performance Objectives and Detailed Requirements

Table 3.0 below is the Performance Objectives Index outlining the objectives to be performed in accordance with this PWS. Required products for each objective shown in Table 3.0 are included in the Key Products Tables in attachment J-01a.

Performance Objective Index Location

1. Enterprise IT Architecture, Engineering, and

Operations

Huntsville, AL (HSV), Colorado

Springs, CO (Schriever AFB) (COS), Ft.

Belvoir, VA (FBV), Dahlgren, VA

(DHL)

2. Unified Communications Services and

Systems

All

3. Regional IT, CIO, and Functional Operations All

4. Knowledge and Information Management

(K&IM) Execution and Operations

All

5. Capital Planning and Investment Control

(CPIC), Portfolio Management, Project

Management, and IT Policy and Planning

All

Table 3.0 Performance Objectives

3.1 Performance Objective #1: Enterprise IT Architecture, Engineering, and

Operations

Task Details

The contractor shall assist with operations of a complex IT environment that includes multiple local and metropolitan area networks connected through a wide area network that provides centralized and distributed computing and back office resources, multiple security classification levels, enterprise and local applications, and public key infrastructure. The contractors shall engage in design, integration, migration, and implementation of enterprise IT operations, which includes assessing IT and IM systems and applications to meet demands for higher reliability and availability of services. The contractor shall assist with acquiring, developing, and deploying IT services for new facilities; operating and maintaining the existing baseline; and promoting an MDA enterprise environment.

The contractor shall provide technical expertise in providing Advisory and

Administrative Services supporting the IC Enterprise IT Architecture, Engineering, and

Operations government leaders responsible for evaluating deliverables of associate contractors, ensuring that all Contract Data Requirements List (CDRL) items are delivered on time; A&E technical designs delivered are sound and implement well within the existing MDA Enterprise Architecture, and performing quality assurance and quality control of products delivered to MDA to ensure they meet DoD and MDA compliance requirements. In addition, the contractor will coordinate and conduct governance and portfolio management activities associated with ensuring compliance with the enterprise architecture for the proffered solutions.

The contractor shall actively engage in the strategic execution of network operations and configuration management, including changes, releases, assets, incidents, and issue resolution. The contractor shall assist with enterprise networks, systems, architecture, engineering, and operations, IAW DoD Global Information Grid (GIG) standards. The contractor shall have Top Secret (TS)/ Sensitive Compartmented Information (SCI) clearance in order to perform multiple tasks under this objective. The Office of CIO is also responsible for managing special access and sensitive compartmented information

IT systems. The contractor will be expected to perform all subtasks listed below within both the collateral environment and the SAP/JWICS environments. Additionally, due to the nature of the special access program/sensitive compartmented information facility and program requirements, support to this area requires dedicated advisory and assistance services to produce specified products at higher levels of classification which are called out in the product tables specifically for Special Access Program Central

Office (SAPCO) support. The contractor shall attend meetings and reviews. The Key

Product Table attachment provides the key deliverable items from the performance of this PWS.

a. Assist with strategic and tactical planning for emerging and future IT and IM technologies, execution, and operations. Analyze IT and IM programs, design, integration, migration, implementation strategies, and procedures for services throughout the enterprise.

1) Conduct IT and IM services implementation strategic reviews quarterly to assess development, implementation, and progress.

2) Assist with developing strategies, planning for emerging and future technologies, assessing processes and procedures for baseline and discrete projects, documenting trends, identifying issues, and conducting related reviews. Prepare analyses of IT and IM strategies, technologies, and capabilities.

3) Conduct operational reviews and update the Standard Operating Procedures

(SOP).

b. Assist in the acquisition of technology upgrades (such as hardware, software, maintenance, software license renewals), which includes conducting reviews to assess integration, migration, and implementation.

1) Routinely review IT assets and inventory. Conduct quarterly configuration management reviews that include assets and inventory updates.

2) Assist in the preparation of advocacy briefings to MDA leadership for efficiency and economy of resources across the MDA IT Enterprise Information

Environment Mission Area (EIEMA).

3) Prepare and maintain executive-level IT reports that detail configuration items for each organization identified and the associated costs for recurring and non-recurring services.

c. Assist in validating customer requirements for the MDA Wide Area Network, facility IT infrastructure design, and BMDS mission communications. Research event details, engage in execution efforts, and implement deployment network engineering guidance to BMDS elements (or programs) for the conduct of agency research development test and evaluation (RDT&E) activities such as flight tests, ground tests, and operational deployments worldwide to include Foreign Military

Sales.

d. Assist in operations of the MDA Telecommunications Office, which is responsible for telecommunications service requests, circuit ordering, and follow-up across the agency IAW DISA DoD procedures.

1) Assist with circuit ordering process. Develop circuit requirements with customers, including analyzing IT and IM relocation, consolidation, and infrastructure plans.

2) Coordinate financial transactions, submit orders, track vendor installation, and provide routine feedback to customers on progress.

e. Review and evaluate modifications to existing technology infrastructures for technical soundness, performance, and adherence to standards, plans, goals, and security considerations.

f. Review, evaluate, coordinate, and secure approval of plans for transitioning a technology or new capability from design, development, and pilot modes to operations and maintenance. Prepare a policy compliance summary on the technology or capability being implemented and make recommendations.

g. Assist with new facility IT design and modification initiatives at all core MDA sites based on approved plans, including Phased Adaptive Approach (PAA). Assist with preparing and reviewing documentation required to initiate projects such as communications requirements documents, facility requirements documents, requests for proposal, and systems design specifications. In addition to the PAA mission, some locations are projected for expansion. Prepare, maintain, and update plans for IT and IM infrastructure, relocation, and/or consolidation.

1) Assist in coordinating performance of contracted IT design and fit- out efforts and/or facility upgrades such as the following:

• Building 247, Ft. Belvoir, VA (design and fit-out)

• Von Braun IV Complex (VBIV), Huntsville, AL (IT design and fit-out)

• Clear, AK (site activation communications upgrade)

• Ft. Greely, AK (post-renovation IT upgrade)

• Pacific Missile Range Facility, HI (PMRF) (network upgrade)

2) Coordinate planning and preparation for approved facility IT de-commissioning activities.

3) Coordinate implementation planning for specialty systems.

4) Evaluate and recommend disposition, in conjunction with the IC Directorate property organization. Review accountable assets of existing systems and new requirements affected by agency relocations into new facilities. Evaluate and recommend disposition, in conjunction with the property accountability organization.

h. Assist the CIO organization in performing sponsor/customer-focused surveys that measure the degree of customer (functional, programs, and other organizations) satisfaction with CIO (sponsor) services. Educate MDA leadership on approved IT services and obtain feedback. Analyze surveys and feedback to measure satisfaction level with current service and prepare recommendations for changes or improvements.

i. Assist with IT and IM planning and acquisition for networks, systems, engineering, and enterprise operations.

1) Prepare IT business case analysis with alternatives for networks and systems projects (historically approximately 12 per year). Prepare IT Project Initiation

Documents (PIDs), architectural and engineering diagrams, schedules, cost-benefit analysis, cost estimates (or rough orders of magnitude estimates) and other associated acquisition documentation.

2) Assist with developing a concept of operations (CONOPS) for IT and IM networks, systems, engineering, and enterprise operations related services and capabilities.

3) Develop and document Service Level Agreements (SLAs) for networks, systems, engineering, and enterprise operations in accordance with the Director approved IT business rules. Coordinate agreements and Memorandums of

Understanding (MOUs), and secure approval

4) Assist with planning relocations, which includes infrastructure reviews, office consolidation assessments, planning, implementation, and/or migration.

5) Coordinate networks, architecture, engineering, and enterprise operations activities and projects across IT functional areas and service lanes to facilitate integrated service delivery, established acquisition timelines, and project synchronization across contracts, across service delivery models, and in compliance with federal mandates and DoD policies. Review service catalog semi-annually and recommend improvements

j. Research, analyze, and document the applicability and feasibility of new IT and IM networks and enterprise operations technology and/or upgrades, including impacts.

Review IT strategies, requirements, plans, policies, directives, instructions, standards, guidelines and other related documents for currency and relevance to enterprise operation of networks, systems, and engineering. Document the impacts on plans and existing enterprise infrastructure or specific locations. Identify changes required to comply with DoD and MDA guidance. Prepare white papers, information papers, and policy assessment

k. Assist with IT enterprise program and project functions for operations, which includes networks, systems, and engineering

1) Assist with conferences and meetings pertaining to networks, architecture, engineering, and enterprise operations at department, Agency, DoD, Federal, and/or private sector meetings. Make recommendations and engage in assigned forums, which includes efforts such as reviewing documentations presented, proposing agenda, identifying location, assisting with presentations, and preparing for meetings. (Historically 2 conferences per year).

2) Recommend industry best practices where Government regulations or guidelines are not available.

3) Assist with strategic and tactical planning and analysis for networks, architecture, engineering, and enterprise operations. Research and analyze investment capabilities, including future execution and operations.

4) Assist with reviewing and analyzing IT and IM architecture and operations to prepare for and conduct committee meetings and boards for approval. Analyze, validate, clarify, and make recommendations for approval of architecture and operations artifacts. This may include the review and analysis of other contractor technical products.

5) Assist with the review and analysis of networks, architecture, engineering, and enterprise operations and progress toward life- cycle maintenance efforts (e.g., analyzing documented requirements, reviewing technical direction letters, and assessing technical evaluations). This may include the review and analysis of other prime contractor technical products.

6) Assist with reviewing tasks, work products, and deliverables to verify and validate networks, architecture, engineering, and enterprise operations quality of impact to network services.

l. Engage in general IC Directorate networks, architecture, engineering, and enterprise operations daily execution processes, such as classified document accountability, electronic tasking (referred to as E-tasker), and maintenance of policy, planning, and investment records.

m. Prepare weekly activity report for IT Enterprise Operations and Engineering.

Prepare weekly activity report for IT networks and systems.

Performance Objective #1

Performance Objective Standards AQLs

Title of Performance

Objective #1Enterprise IT

Architecture, Engineering, and Operations

Timeliness: Meets Schedules. Completes actions within specified deadlines

No late key deliverables.

Identification of system issues within 24 hours.

No more than 2 late deliverables within the monthly reporting period.

Table 3.1.1: Performance Objective #1 Standards

3.2 Performance Objective #2: Unified Communications Services and Systems

The contractor shall assist with telecommunications services and systems execution and operations. The contractor shall assist with day-to-day execution of video teleconferencing (VTC), wired telephony systems, and wireless telephony systems, to include planning migration toward a Unified Communications environment. The contractor shall engage in IT, IM, and Unified Communications planning and acquisition, including reviewing and analyzing plans, agreements, and security considerations. The contractor shall prepare analysis, requirements documents, CONOPS, impact statements, and reports. The contractor shall assist with meetings and conferences. The contractor shall have Top Secret (TS)/Sensitive Compartmented

Information (SCI) clearance in order to perform Defense Red Switch Network maintenance and sustainment work under this objective. The Key Product Table attachment provides the key deliverable items from the performance of this PWS.

The contactor shall provide technical expertise in providing Advisory and

Administrative Services supporting the IC Unified Communications government leaders responsible for evaluating deliverables of associate contractors, ensuring that all

CDRL items are delivered on time, Unified Communications (voice & video) technical designs delivered are sound and implement well into the existing MDA Enterprise

Unified Communications Architecture, and performing quality assurance and quality control of products delivered to MDA to ensure they meet DoD and MDA compliance requirements.

a. Assist with day-to-day execution of video teleconferencing (VTC) and collaboration services (includes telepresence).

b. Assist with day-to-day execution of wired telephony systems to include Voice Over

Internet Protocol (VOIP) systems.

Technical Accuracy: Products and services completed with minimal rework required

Zero technical discrepancies for critical issues.

Submission of deliverable IAW specified task with no more than 2 technical discrepancies within the monthly reporting period.

Technical Independence: Works independently with minimum corrective actions required

No more than 2 corrective action events within the monthly reporting period.

Note: A corrective action event is when an action is taken in a corrective manner, due to lower than satisfactory performance.

c. Assist with day-to-day execution of wireless telephony systems such as issuance and accountability, in coordination with the IC Directorate property organization for disposition of accountable assets, of unclassified

& classified smart mobile devices (i.e. Blackberries, Androids, iPhones, tablets, etc.).

d. Review, analyze, and provide recommendations on Unified Communications systems disaster recovery plans, continuity of operations (COOP) plans, service level agreements, and related operational plans. Provide an analysis and recommendations briefing on emergency, disaster recovery plans, and COOP for

Unified Communications operations. Assist in updating disaster recovery plans and

COOP documentation.

e. Review and evaluate new video, wired telephony, and wireless telephony technologies, and proposed additions, deletions, and/or modifications to the existing technology infrastructures for technical soundness, performance and adherence to standards. Conduct monthly technical reviews, evaluate capabilities, and make recommendations.

1) Assists with developing plans, goals, and security considerations for video, wired telephony, and wireless telephony technologies. Prepare emergent

Unified Communications and future capabilities analysis and correlate with other IT and IM analysis.

2) Review plans for the transitioning of new and/or existing video, wired telephony, and wireless telephony technology and/or capability from design, development, and pilot modes to operations and maintenance status.

f. Assist with IT and IM planning and acquisition for Unified Communications systems to include VTC, telephony, wireless services, collaboration services, and other functions (e.g., email, text messaging, instant messaging-chat). Assist with IT and IM planning and acquisition for Unified Communications systems that will interoperate or integrate the three primary functions of VTC, telephony, wireless services, collaboration services, and other functions (e.g., email, text messaging, instant messaging-chat) into a single coherent interoperable set of services.

1) Prepare Unified Communications business case analysis with alternatives for

VTC, telephony, wireless collaboration systems and other functions. Prepare

Unified Communications Project Initiation Documents (PIDs), which includes engineering diagrams, schedules, cost-benefit analysis, cost estimates (or rough orders of magnitude estimates) and other associated acquisition documentation.

2) Assist with developing a CONOPS for IT and IM related services and capabilities for Unified Communications systems including VTC, telephony, wireless services, collaboration services, and other functions.

3) Develop and document Service Level Agreements (SLAs) for Unified

Communications functions in accordance with the Director approved IT business rules. Coordinate agreements and MOUs, and secure approval.

4) Coordinate Unified Communications activities and projects across IT functional areas and service lanes to facilitate integrated service delivery, established acquisition timelines, and project synchronization across contracts, across service delivery models, and in compliance with federal mandates and DoD policies. Review and provide information for services catalogue updates quarterly.

g. Research, analyze, and document the applicability and feasibility of IT and IM technology and services for the provisioning of VTC, telephony, wireless services, collaboration services, and other Unified Communications functions, including impacts. Review IT strategies, requirements, plans, policies, directives, instructions, standards, guidelines, and other related documents for accuracy and relevance.

Identify changes required to comply with DoD and MDA guidance. Prepare white papers, information papers, and conduct Unified Communications policy assessment.

h. Assist with Unified Communications programs and projects execution and operations for the enterprise, which includes VTC, telephony, wireless services, collaboration services, and other functions.

1) Assist with conferences and meetings pertaining to or requiring Unified

Communications technologies and/or services at department, agency, DoD, Federal, and private sector organizations. Make recommendations and engage in assigned forums, which includes efforts such as reviewing documentations presented, proposing agenda, identifying location, assisting with presentations, and preparing for meetings.

2) Recommend industry best practices where Government regulations or guidelines are not available.

3) Assist with strategic and tactical planning and analysis for enterprise Unified

Communications, program execution, and operations.

4) Assist with review and analysis of Unified Communications projects and life-cycle maintenance efforts (e.g., analyzing documented requirements, reviewing technical direction letters, and assessing technical evaluations). This may include the review and analysis of other contractor technical products.

5) Assist with reviewing tasks, work products, and deliverables to verify and validate unified communications quality of service.

i. Engage in Unified Communications daily execution processes, such as classified document accountability, electronic tasking (referred to as E- tasker), and maintenance of policy, planning, and investment records.

j. Prepare weekly activity report for Unified Communications operations and projects.

Table 3.2.1: Performance Objective #2 Standards

3.3 Performance Objective #3: Regional IT, CIO, and Functional Operations

The contractor shall assist with regional IT execution and operations, including identification of issues, corrective actions, and resolution. The contractor shall engage in customer outreach efforts. The contractor shall engage in meetings and reviews. The contractor shall analyze available metrics and customer feedback surveys to monitor regional IT system performance. The contractor shall prepare analysis, assessments, white papers, information papers, briefings, and reports.

The contractor shall provide technical expertise in both COS and HSV in providing

Advisory and Administrative Services supporting the Regional IT, CIO and Functional

Operations government leaders responsible for evaluating deliverables of associate contractors, ensuring that all CDRL items are delivered on time, and performing quality

Performance Objective #2

Unified Communication

Services and Systems within 24 hours.

No more than 2 late deliverables within the monthly reporting period.

Technical Accuracy: Products and services completed with minimal rework required

Zero technical discrepancies for critical issues.

Submission of deliverable IAW specified task with no more than 2 technical discrepancies within the monthly reporting period.

Technical Independence: Works assurance and quality control of products delivered to MDA to ensure they meet DoD and MDA compliance requirements.

The Key Product Table attachment provides the key deliverable items from the performance of this PWS.

a. Identify regional IT issues and concerns and make recommendations for corrective actions. Review, analyze, and evaluate issues to facilitate effective and efficient service delivery to meet customer needs. Perform outreach efforts and resolve customer IT issues based on approved policies, procedure, and industry best practices. Prepare a report that contains an analysis and recommended corrective actions for IT regional issues.

b. Develop an integrated service delivery report of regional IT acquisition timelines to synchronize deliveries in compliance with federal mandates and DoD policies.

Engage to facilitate the services delivery process across contracts and service delivery models.

c. Collect and monitor metrics of IT service delivery, inventory levels, and moves for in/out processing at each region. Perform trend and relationship analysis, identify concepts for IT operations improvement. Prepare an activity report with status, data analysis and recommendations for improving regional IT service delivery.

d. Track and assess quality control, compliance with IT standards, and adherence to industry best practices for IT projects. Prepare an analysis on IT compliance at each region.

e. Assist with IT planning at each region, which includes office consolidation and infrastructure planning, implementation, and/or migration. Engage in building space management and make recommendations for layouts and seating.

f. Assist with CIO organization’s customer relations and communications. Analyze and identify alternatives for project development decisions, project execution, and prioritization. Engage in designated IT meetings, including staff meetings and committees. Coordinate, and facilitate MDA CIO meetings and customer engagements. Schedule and coordinate CIO staff meetings, propose the agenda, identify and secure approval of venue for events, prepare and distribute meeting notices, distribute agenda, assist with access control, prepare read-aheads, prepare minutes and action items, facilitate meetings, post approved minutes at authorized site, track action items, and make recommendations for closure

1) Prepare executive-level CIO information and decision briefings.

2) Prepare CIO organization’s customer relations outreach communications such as briefings, graphics, and other associated documentation.

3) Coordinate, schedule, and facilitate CIO staff meetings. Coordinate, compile, and format CIO Staff Meeting Briefings. Prepare CIO staff meeting materials.

Prepare meeting minutes.

g. Assist with IT and IM planning and acquisition for enterprise and regional IT projects and services.

1) Prepare business case analysis with alternatives and courses of action for approved IT or IM projects (historically approximately 4 per year). Prepare

Project Initiation Documents (PIDs), schedules, engineering and architectural diagrams, cost-benefit analysis, cost estimates (or rough order of magnitude estimates) and other acquisition associated documentation.

2) Assist with developing a CONOPS for IT and IM regional projects, services, and capabilities.

3) Perform outreach to MDA CIO customers, communicate, and coordinate

Service Level Agreements (SLAs).

4) Coordinate across IT functional areas and service lanes to facilitate integrated service delivery, established acquisition timelines, and project synchronization across contracts, across service delivery models, and in compliance with federal mandates and DoD policies.

h. Research, analyze, and document the applicability and feasibility of IT and IM technology and/or upgrades for regional and enterprise wide initiatives, including impacts. Review IT strategies, requirements, plans, policies, directives, instructions, standards, guidelines, and other related documents for currency and relevance. Document the impacts on plans and existing enterprise infrastructure or specific locations. Identify changes required to comply with DoD and MDA guidance. Prepare white papers, information papers, and policy assessment.

i. Assist with regional program, project, and services execution and operations for the enterprise functions.

1) Assist with conferences and meetings for primary MDA regional locations for department, Agency, DoD, Federal, and/or private sector meetings. Represent unique regional interests as an active participant in these conferences or meetings. Make recommendations and engage in assigned forums, which includes efforts such as reviewing documentations presented, proposing agenda, identifying location, assisting with presentations, and preparing for meetings.

(Historically 2 conferences per year).

3) Assist with strategic and tactical planning and analysis for regional and enterprise IT and IM. Research and analyze investment capabilities for regional customers, including future execution and operations.

4) Assist with reviewing tasks, work products, and deliverables to verify and validate regional and enterprise wide projects quality of service.

j. Prepare, update, and maintain contingency readiness and emergency preparedness documents such as IC Battle Book and Emergency Recall Roster in compliance with agency policies and procedures.

k. Engage in general IC enterprise and regional daily execution processes, such as classified document accountability, electronic tasking (referred to as E-tasker), and maintenance of policy, planning, and investment records.

l. Prepare weekly activity report for regional IT activities.

Table 3.3.1: Performance Objective #2 Standards

3.4 Performance Objective #4: Knowledge and Information Management (K&IM)

Execution and Operations

Performance Objective #3

Regional IT, CIO, and

Functional Operations within 24 hours.

No more than 2 late deliverables within the monthly reporting period.

Technical Accuracy: Products and services completed with minimal rework required

Zero technical discrepancies for critical issues.

Submission of deliverable IAW specified task with no more than 2 technical discrepancies within the monthly reporting period.

Technical Independence: Works

The contractor shall assist with day-to-day execution and operations of DoD functionally-focused K&IM efforts, including classified and unclassified user environments, enterprise applications and database security, data architectures, information libraries and archives, physical and electronic storage of data, data mining capabilities, business processes, privacy act and civil liberties programs, and records management program. The contractor assist with strategic and tactical planning, which includes reviewing policies and processes. The contractor shall prepare analysis, schedules, diagrams, estimates responses to inquiries, and reports. The contractor shall perform records management activities such as digitizing files, final disposition of content, etc. and assist with operating a knowledge-based information facility. The contractor shall conduct reviews, audits, and training. The contractor shall engage in reviews, meetings, and conferences. The contractor shall operate and maintain databases with access granted by the Government. The contractor shall have Top

Secret (TS)/ Sensitive Compartmented Information (SCI) clearance in order to perform records management work under this objective. The Key Product Table attachment provides the key deliverable items from the performance of this PWS.

The contractor shall provide technical expertise in providing Advisory and

Administrative Services supporting the IC Information Management government leaders responsible for evaluating deliverables of associate contractors, ensuring that all

CDRL items are delivered on time, Information Management technical solutions delivered are sound and implement well into the existing MDA Enterprise Architecture, and performing quality assurance and quality control of products delivered to MDA to ensure they meet DoD and MDA compliance requirements.

a. Assist in the technical and business operations of K&IM programs. Monitor day-to-day execution and operations of existing and new applications and systems. Assist with developing strategies and plans, for emerging and future technology initiatives.

Maintain, review, and update processes and procedures.

1) Assist with developing K&IM strategies, conducting reviews of existing technologies and systems, reviewing policies, processes, and procedures for baseline and discrete projects.

2) Analyze and identify K&IM technical requirements, make recommendations, coordinate, and secure approval.

3) Assist with the Data and Portal Service Line, and the Business Automation

Service Line requirements for the Agency. Prepare and maintain IT reports detailing items related to service lines for each organization and the associated costs for recurring and non- recurring efforts.

b. Assist with MDA Privacy and Civil Liberties programs and engage in implementing and communicating approved policies and procedures.

1) Assist with requirements for incident and inquiry reporting, compliance reporting, training, and communications.

2) Review MDA privacy and civil liberties policies, directives, and procedures;

make recommendations; and update annually.

3) Update and maintain IC community privacy and liberties sites (or portal) on

MDA Knowledge On-Line (MKO) websites based on approved materials and/or guidelines for purging data and information.

4) Assist with reporting to include technical information for Office of Management and Budget (OMB) reports. Prepare privacy and civil liberties documentation such as Privacy Impact Assessments (PIA), System of Records Notices

(SORNs), incident reports, and compliance reports.

c. Assist with execution and operations of the MDA Records Management Program.

Engage in records management, document refresh and updates, and MKO website

(or portal site) maintenance.

1) Review and update existing agency level records management policies and procedures annually based on approved guidelines. Make recommendations for new policy, procedures, or processes, coordinate, and secure approval.

2) Review records management compliance in organizations. Review, critique, and provide guidance on file plans (historically 50 per year), records disposition schedules (historically one per year), and self-inspection checklists (historically

50 per year).

3) Perform randomly scheduled records management audit in identified organizations. Prepare reports of findings and make recommendations.

4) Prepare responses to National Archives and Records Administration (NARA) inquiries, (historically 10 per year), such as electronic records management assessment, annual self-assessment and OMB/NARA Directive task assessment.

Coordinate responses to inquiries and reports and secure approval.

5) Digitize and store orphaned records in accordance with NARA approved record schedules (historically 100 records per month).

6) Assist with implementing and executing the electronic records management system, to include adding accounts training (historically 5 per month).

7) Assist users with records management and destruction compliance. Prepare monthly reports from the agency's electronic records management system.

Transmit to users notifying of relevant information, such as records ready for destruction. Include reminder for customers to update and maintain SharePoint and shared drive sites (or portal) on MKO website based on organizational guidelines for purging data and information.

d. Assist with maintaining and operating the Knowledge and Information Technology

Services (KITS) facility.

1) Maintain classified and unclassified KITS inventory, which includes items such as hard copy records, digital tapes, and other physical artifacts such as non-record research products, books, etc. Evaluate KITS content monthly for declassification, IAW MDA Declassification efforts, and per Executive Order

13526. Process contents per MDA Records Disposition Schedules.

2) Assist with research and document retrieval from physical and electronic archives (historically 10 times per month).

3) Digitize hardcopy records daily and catalog into the MDA Records

Management system (historically 10 per day).

4) Transfer approved electronic and hardcopy records to the NARA in accordance with MDA Records Disposition Schedules and NARA procedures. Ship documents IAW approved procedures or store for future shipment (historically

25 boxes per month). Processing documents to NARA entails the following:

a) Validate inventory (records) in box

b) Prepare Standard Form (SF)-135 for shipping

c) Secure content owner signature on SF-135

d) Ship records to NARA

e) Secure NARA’s confirmation receipt and acknowledge

f) Record NARA acknowledgement of inventory transfer information into

MDA Records Management System

g) Digitize validated inventory list and file document in the agency’s electronic records management system

5) Provide an assessment of the customer’s digitization requirement and recommend an appropriate contract vehicle, vendor, or servicing agent to complete the work required. Coordinate the customer’s requirement through a

Government contracting office for service delivery to the customer. Assist customer in protecting the final digitized records as needed.

6) Maintain the Huntsville Records Center (records vault) to include:

a. Receiving, storing, and destroying physical records in accordance with

MDA, DoD, and NARA standards

b. Guiding records owners on proper boxing, labeling, and associated documentation of incoming physical records

c. Digitizing SF-135’s and associated box inventories and scheduling those times in the MDA Electronic Records Management System for tracking and disposition

d. Tracking the physical records as physical items within the MDA Electonic

Records Management System

7) Maintain the following Records Management artifacts:

a. File Plans (historically 50 per year)

b. RLO Appointment Letters (historically 40 per year)

c. List of trained RLOs (one list updated monthly)

d. Documented exceptions to records management policy (historically 3 per year)

e. RLO Self-Inspection results (historically 50 per year)

f. Schedule validation document (e.g. SF115 or related memorandums) designating the records schedule for Electronic Information System that contain official records (historically 15 updates per year)

e. Assist with updating and maintaining the records management site at MKO website, IC Directorate portal and supporting sites (historically 5 supporting sites). Update

IC Directorate records management activities based on approved materials and assist with research requests. Maintain the Record Liaison Officers (RLO) toolbox, which includes governance, RLO records products and training material.

f. Review and evaluate new K&IM technologies, and proposed additions, deletions, and/or modifications to the existing technology infrastructures for technical soundness, performance, and adherence to standards, plans, goals, and security considerations. Review, evaluate, coordinate, and secure approval of plans for transitioning a technology or new capability from design, development, or pilot mode to operations and maintenance status. Conduct technology transition reviews monthly, evaluate capability, and make recommendations

g. Assist with IT and IM planning and acquisition for K&IM services and capabilities.

1) Prepare business case analysis with alternatives and courses of action for K&IM projects (historically approximately 10 per year). Prepare Project Initiation

Documents (PIDs), schedules, engineering and architectural diagrams, cost-benefit analysis, cost estimates (or rough order of magnitude estimates) and other associated acquisition (historically about 30 projects per year).

2) Assist with developing a CONOPS for K&IM services and capabilities, and update annually.

3) Develop and document Service Level Agreements (SLAs) for K&IM services in accordance with the Director approved IT business rules.

4) Develop an integrated service delivery report of K&IM activity acquisition timelines to synchronize deliveries in compliance with federal mandates and

DoD policies. Engage to facilitate the services delivery process across contracts and service delivery models. Review activities and submit information for services catalogue update semi-annually.

h. Research, analyze, and document the applicability and feasibility of K&IM technology and/or upgrades, including impacts. Review IT strategies, requirements, plans, policies, directives, instructions, standards, guidelines, and other related documents for currency and relevance. Document the impacts on plans and existing enterprise infrastructure or specific locations. Identify changes required to comply with DoD and MDA guidance. Prepare briefings, white papers, information papers, and policy assessment (historically 24 per year).

i. Assist with K&IM program and project execution and operations for the enterprise.

1) Assist with conferences and meetings pertaining to K&IM at department, Agency, DoD, Federal, and/or private sector organizations. Make recommendations and engage in assigned forums, which includes efforts such as reviewing documentation presented, proposing agenda, identifying location, assisting with presentations, and preparing for meetings (historically 2 per year).

2) Recommend industry best practices for K&IM where Government regulations or guidelines are not available.

3) Assist with strategic and tactical planning, program execution, and operations for K&IM services and projects. Research and analyze emergent IT capabilities, trends, and issues. Prepare emergent IT capabilities analysis.

4) Assist with the review and analysis of K&IM services, projects, and progress toward life-cycle maintenance efforts (e.g., analyzing documented requirements, reviewing technical direction letters, and assessing technical evaluations). This may include the review and analysis of other contractor technical products.

5) Assist with reviewing requirements, tasks, work products, and deliverables to verify and validate K&IM quality of service.

j. Assist with K&IM training and training material development for the following efforts based on approved IT and IM policies and processes. Coordinate with the

Human Resources Directorate (DOH) and provide documentation for participants to receive training credit.

1) Privacy Act Program Training – Once Quarterly. Privacy training content based on policies and related approved topics to implement and communicate program requirements.

2) Civil Liberties Program Training – Once Quarterly. Civil liberties training content based on policies and related approved topics to implement and communicate program requirements.

3) Records Liaison Officer (RLO) Basic Training – Once Monthly. The RLO basic training includes file plan development, records inventories, general records policies, customer assessments, and management of active and inactive records in the various IT and IM systems across the agency.

4) RLO Brown Bag Training – Once Monthly. Training content based on approved topics from feedback or IC Directorate identified need.

k. Schedule and conduct K&IM unique training, with video-teleconference requirements to multiple locations. Assist with tailoring training to gain a better understanding of K&IM processes and activities and to be current on policies and guidance. Prepare training materials, coordinate, and secure approval. Utilize the

Chief of Staff/Administrative Directorate (DS), Visual Information Production

Center (VIPC) for reproduction requirements. Coordinate with the Human

Resources Directorate (DOH) and provide documentation for participants to receive training credit. Upgrade training materials based on feedback from training sessions.

l. Perform one-on-one assessments of customer records and/or practical records management support weekly. Conduct one-one-one customer training during the assessment or support session to resolve issues.

m. Assist with execution and operations of the MDA Publications and Subscriptions

Program. Receive customer requests via e-mail, research best value options, and create purchase artifacts such as: Purchase Request forms, Statements of Work, Government Cost Estimates, and Sole Source Justification documents (historically approximately 70 purchase per year).

n. Perform Records Liaison Officer duties to ensure compliance with Agency, DoD, and Federal Records Management Program guidelines. Records Liaison Officer duties include:

1) Attend the RLO Basic Training course to get foundational records management training. Attend the recurring monthly RLO Brown-bags to review current training topics.

2) Document the location of the record information when it is in use (active records) and where it is posted when it is archived (inactive records).

3) Create a list of the types of records used within the designated Area of Records

(inventory).

4) With guidance from the Records Management Office, align the inventory of record types to the Records Disposition Schedule for the agency.

5) Build the road map, in the form of a file plan, that defines where the active records are being kept, where the inactive records go, their disposition, and any specific caveat that applies, such as whether it is a Vital or Essential Record or a record that contains Personally Identifiable Information. Incorporate the cutoff guidance for each record type into the file plan.

6) Develop, coordinate, and schedule the process to migrate active records to the inactive status. Collaborate with key stakeholders and information handlers.

7) Based on the organization’s business continuity plan, which feeds into the agency’s continuity of operations plan, establish a Vital or Essential Records

Package (as required). The Vital or Essential Records Package is applicable if your organization is expected to maintain operations directly after a disaster

(natural or man-made).

8) Train records users on the process and their role in protecting the records of the agency. Resolve user questions and issues pertaining to records management.

9) Conduct a records self-assessment annually and report the results to the appropriate…