HQ0858-21-R-0010_Attachment J-01 Statement of Work FLE_02242021 REV 1.pdf

HQ0858-21-R-0010

Attachment J-01 Facilities, Logistics, & Environmental (FLE) SOW

Approved for Public Release 21-MDA-10725 (4 Mar 21)

TEAMS-Next Statement of Work

Facilities, Logistics, and Environmental

February 24, 2021

Revision History

Author Date MR Number P00000 Reason For Change(s) SOW Version

1.0 Top Level Overview

1.1 Purpose

To provide the Missile Defense Agency with advisory and assistance services supporting facilities sustainment and operations. These services include, but are not limited to, communication with internal and external customers and service providers, policy and plans review and update, coordination and support of emergency preparedness and building continuity, project management support, operations and maintenance oversight and coordination, and support for facility condition assessment and reporting for Missile

Defense System (MDS) buildings. This support is required by the MDA Facilities

Operations (MSF) Directorate. Requirements include assisting with customer and end-user communications about space, services, and cost, as well as supporting the planning and programming for operational requirements to ensure facility availability; support corporate and regulatory compliance for facility operations and sustainment; support and assist in the oversight and management of all aspects of facility operations to create an optimal, safe and cost effective environment for the building occupants. These requirements include, but are not limited to, development and planning, and oversight of the facility systems maintenance, development of project scopes, designs, planning documents, and oversight for repair and alteration projects of real property including minor construction; support the development and coordination of the facility assessment program in support of facilities life-cycle management including sustainment and disposal; building operations planning, coordination, and oversight; move coordination and space management; interior design support including National Fire Protection

Association (NFPA), Unified Facility Criteria (UFC), and Americans with Disabilities

Act (ADA) compliance.

To identify logistics requirements and associated product support for the Missile

Defense Agency (MDA) Missile Defense System (MDS) Life-Cycle Management

Directorate (LM) and effectively design, develop, acquire and apply the 12 Integrated

Product Support (IPS) elements to ensure MDS mission success. This support covers all geographically dispersed locations identified in this Statement of Work (SOW) to include future hypersonic systems support. The requirements in this SOW include supporting the acquisition development, implementation, deployment, sustainment, and assessment of processes, procedures, plans and policies to acquire and sustain the MDS throughout the Integrated Defense Acquisition, Technology, and Logistics Life Cycle

Management System. This includes supporting the assigned Hypersonic Defense

Weapon Systems (HDWS) and IPS elements in accordance with (IAW) applicable MDA and Department of Defense (DoD) regulatory, statutory, laws, policies, directives and compliance guidelines. This support also enhances the development of enterprise and program (element-specific) policies, plans, processes, procedures; the implementation of guidance; and the interpretation of internal and external agency regulations, policies, directives, and other related documents. This SOW supports the Missile Defense

Agency's (MDA) mission to develop, test, and field an integrated, layered, Missile

Defense System (MDS) to defend the United States (U.S.), its deployed forces, allies, and friends against all ranges of enemy ballistic missiles in all phases of flight. The types of support required includes: 1) engineering and technical support; 2) studies, analyses, and evaluations, and 3) management and professional services.

To provide comprehensive environmental management support to the MDA to include regulatory environmental compliance, environmental impact analysis, planning, policy and strategy development, sustainability, conservation, and related technical assistance including such support to all agency missions, weapons systems acquisition, development, testing, deployment, and fielding at geographically dispersed locations worldwide. The requirements in this contract include, but are not limited to, support for:

(1) Maintenance and implementation of the MDA environmental management program

(EMP) including development of agency policies, procedures, and internal controls; (2)

Development, application, and management of programs for environmental restoration, sustainability, conservation, permitting, and pollution prevention including sustainability issues, initiatives, and reporting requirements; (3) National Environmental Policy Act and other environmental regulatory compliance. Subject matter expertise and technical reach back support for issues related to environmental planning, management, and agency wide compliance with federal, state, local, DoD, installation, and host nation regulations to include permitting requirements.

1.2 Organizational Description and General Requirements

1.2.1 Organizational Description

The Mission Support Directorate provides tailored integrated support packages to enable MDA programs to meet schedule and performance objectives for global site activation, deployments, environmental compliance, and sustainment of the operational weapons systems and facilities; provides integrated support to sustain

MDA garrison facilities and provide a quality work environment for MDA employees; analyzes MDA Program baselines and MDA Strategic plans, identifies and resolves disconnects through the Integration Synchronization Group and Program Change Board, and serves as Functional Manager for the MDS

Schedule to facilitate delivery of MDS program increments that are integrated, effective, and on time; and assists MDA Program Offices with planning, design, and testing of hardware, software, and facility products so they are sustainable cost effective, and in environmental compliance throughout the life cycle. The combined efforts in this SOW support the requirements of Facilities Operations

(MSF), Life Cycle Management (MSL), and Real Property Investments and

Deployments (MSR), better known as Facilities, Logistics and Environmental

(FLE) is described in the following paragraphs.

1.2.1.1 Mission and Overview

1.2.1.1.1 MSF Facilities. The MSF Facilities mission is to operate and sustain facilities infrastructure, services, and assets in a cost-effective and environmentally sound manner to support the global MDA mission, while enhancing the safety and quality of the workplace.

1.2.1.1.2 MSL Policy and Assessment Division. The MSL Policy and

Assessment Division (MSLR) ensures logistics policy compliance, provides regulatory and statutory guidance, supports appropriate documentation development within the MDA, and provides best practices to enable efficient and effective life cycle logistics for the MDA MDS.

1.2.1.1.3 MSL Program Support Division. The MSL Program Support Division ensures achievement of optimal product support by balancing maximum weapon system availability with the most affordable and predictable total ownership cost ensuring life cycle management and product support to the

MDA MDS elements. Each MDS support element has a Logistics Functional

Lead (FL) and logisticians who are matrixed from the MDA Logistics FM.

The FLs are responsible for coordinating the daily tasking of assigned functional personnel and providing the working level interface between other

MDA functional, programs and the MSL Directorate.

1.2.1.1.4 MSL Property Management Division. The MSL Property

Management Division provides Property Management, Audit Remediation and Internal Use Software oversight and support to the MDA. The MSL

Property ensures central management and execution of MDA’s property management processes from acquisition to disposal, including program support, inventory management, property loss, property financial reporting and audit remediation.

1.2.1.1.5 MSL Operation Division. The MSL Operation Division provides

Packaging, Handling, Storage & Transportation (PHS&T), Fleet Management, Support Equipment (SE), and Maintenance Management oversight to the

MDA. The MSL operations ensures centralized management and execution of

MDA's Transportation Program supporting worldwide deployments of

Agency assets for contingency operations and test events for the life of the

MDS.

1.2.1.1.6 MSR Environment. The MSR Environmental Management Division mission is to meet the Agency’s statutory and regulatory environmental compliance to successfully globally deploy, test, operate, and sustain the

MDA weapon systems, test, and administration facilities. The MSR Director serves as the MDA Environmental Functional Manager and is responsible for developing policy, guidance, and instructions for implementing the Agency’s

Environmental Management Program.

1.2.1.2 Organizational Structure

The MS organization is shown in Figure 1.2.1.2.1.

Figure 1.2.1.2.1 – MS Directorate Organization Chart

1.2.2 General Requirements

1.2.2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required work within the hours invoiced for each employee. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are personal services in nature, or give the perception of personal services as defined in

Federal Acquisition Regulations (FAR) 37.104. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Procuring Contracting

Officer (PCO) and Contracting Officer’s Representative (COR) immediately.

1.2.2.2 Business Relations

The Contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The Contractor shall manage the timeliness, completeness, quality of problem identification, and fraud prevention/reporting (i.e., obligation to ensure expenses charged to the contract are properly accounted for before submitting invoices to MDA). The

Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of Subcontractors. The

Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel in support of the United States

Government.

1.3 Reference Documents

The following documents are applicable to this SOW:

1) Joint Travel Regulation (JTR), at https://www.defensetravel.dod.mil/

2) Synchronized Pre-deployment and Operational Tracker (SPOT), at https://www.acq.osd.mil/log/PS/spot.html

3) Defense Acquisition Guidebook (DoD Directive 5000.1)

4) Operation of the Defense Acquisition System (DoDI 5000.02)

5) DAU Integrated Product Support Element Guidebook

6) Life Cycle Sustainment Plan (LCSP) (DoDI 5000.02, Enclosure 6)

7) Cost Analysis Requirements Description (CARD) (DoDI 5000.73)

8) Depot Maintenance Workload Report (DoDI 4151.20)

9) DoD Product Support Management Guidebook

10) Logistics Demonstration (MIL-HDBK-470)

11) Logistics Assessment Guidebook

12) Product Support Analysis (MIL-HDBK-502A)

13) Financial Management Regulation (DoD 7000.14-R)

14) Accountability and Management of Internal Use Software (MDA Instruction

5000.76)

15) Defense Transportation Regulation (DTR 4500.9-R)

16) Logistics Product Data (GEIA-STD-0007)

17) Product Support Analysis (TA-STD-0017)

18) Logistics Product Data Reports Handbook (TA-HB-0007-1)

19) Property Accountability and Reporting (MDA Manual 4161.01-M)

20) Level of Repair Analysis (MIL-HDBK-1390)

Note: Support under this requirement will be completed using the referenced documents listed in this section. If any document referenced in this section is replaced or superseded, the replacement or superseding document shall be applicable to this SOW unless MDA provides other guidance. In addition, while this section provides documents to be used completing this https://www.defensetravel.dod.mil/ https://www.acq.osd.mil/log/PS/spot.html requirement, work is not limited to these documents. Other documents may be provided by the Government, or required by the Government, for use in supporting this requirement throughout the life of the contract.

2.0 Government Information Protections

2.1 Government and Proprietary Information

In the performance of this contract, the Contractor may be provided access to privileged government information. Government information may include items such as plans, policies, reports, studies, financial plans, or data which has not been released or otherwise made available to the public. The Contractor shall ensure that all such information is protected in accordance with any restrictions imposed on such information. The contractor agrees that that without the prior written approval of the

Contracting Officer, it shall not:

1) Use such information for any private purpose unless the information has been released or otherwise made available to the public.

2) Compete for work based on such information after the completion of this contract, or until such information is released or otherwise made available to the public, whichever occurs first.

3) Submit an unsolicited proposal to the Government which is based on such information unless such information is released or otherwise made available to the public, whichever occurs first.

4) Release information unless such information has previously been released or otherwise made available to the public by the Government.

The Contractor agrees that, to the extent it receives or is given access to proprietary data, trade secrets, or other confidential or privileged technical, business, or financial information (hereinafter referred to as "proprietary data") under this contract, it shall treat such information in accordance with any restrictions imposed on such information.

The Contractor further agrees to enter into a written agreement for the protection of the proprietary data of others and to exercise diligent effort to protect such proprietary data from unauthorized use or disclosure.

2.2 Non-Disclosure Agreements

The contractor shall require all employees, and all subcontractor employees at all tiers, to sign the Missile Defense Agency Non-Disclosure Agreement (MDA NDA) set forth in Section J Attachment 06 within 10 days of employment. The signed forms shall be submitted to the PCO and the COR within 10 days of employee signature.

The Contractor shall obtain from each employee under this contract, a written MDA

NDA (Section J Attachment 06) which shall provide that the employee shall not, during his/her employment by the Contractor or thereafter, disclose to others or use for their benefit, privileged government information or proprietary data received in connection with the work under this contract. The Contractor shall educate its employees regarding the philosophy of FAR Part 9.505-4 so that they will not use or disclose government information or proprietary data acquired in the performance of this contract.

The MDA NDA is required of all Contractor employees and Subcontractors supporting this effort; however, there may be additional NDAs required (i.e., H-16, Planning, Programming, Budgeting and Execution (PPBE) (Section J Attachment 07)) dependent upon the support required at any given time throughout period of performance of the contract. The Contractor shall certify completion of the MDA NDA requirement and others applicable NDAs for each employee via the Monthly Manpower Report (Contract

Data Requirements List (CDRL) A004).

3.0 Scope of Work

The requirements in this SOW include supporting the acquisition, development, deployment, implementation, sustainment, and assessment of processes, procedures, plans and policies to acquire and sustain the MDS throughout the Integrated Defense Acquisition, Technology, and Logistics Life Cycle Management System.

Section 3.1 provides detailed support for executive level policy development and oversight;

communications; policy implementation and execution for integrated facility operations and sustainment; space management; database and portal maintenance; and agency wide procurement and Government Purchase Card (GPC) for facilities and services.

Section 3.2 provides detailed support in logistics and policy development and oversight;

provides detailed support in the development, implementation, execution, and management of Integrated Product Support (IPS) elements across the MDS portfolio; and provides detail support in the analysis and assessment of life cycle logistics for MDS.

Section 3.3 provides comprehensive environmental management support to the MDA to include regulatory environmental compliance, environmental impact analysis, planning, policy and strategy development, sustainability, conservation, and related technical assistance including such support to all agency missions, weapons systems acquisition, development, testing, deployment, sustainment, and fielding at geographically dispersed locations worldwide.

3.1 Facility Operations Specific Requirements/Tasks

3.1.1 Facility Operations, Sustainment, Policy, and Planning

The contractor shall support MSF to effectively plan and program for facility operations and sustainment that meets MDA mission and quality requirements;

support sustaining efforts through facility assessments and monitoring as a component of facility life-cycle management program.

3.1.1.1 Support Strategic and Operational Planning and Programming of

Facility Operations and Sustainment in accordance with MDA

Instruction 6015.1, Facility Operations and Services, and MDA Directive

4165.01, Real Property Acquisition and Sustainment.

a. Facility Policy and Plan Development

The contractor shall provide advice and support with developing facility policies and plans supporting cost effective, safe and efficient operations and sustainment. The contractor shall provide advice and assistance, which includes, but is not limited to the following:

Develop interagency support agreements that document services and support provided by host installations.

Support in oversight and analysis of existing policies, directives, and associated documents and provide recommendations for new guidelines supporting cost effective and efficient facilities operations and sustainment.

Conduct annual facilities policy and directives review.

Prepare a policy review report documenting plan for review accomplishment and results.

Develop, update or modify policies, directives, instructions or supporting documents, coordinate, secure approvals, and support in implementing policy changes across the agency.

Conduct and/or attend related meetings, prepare agendas, read-ahead materials, minutes or notes and track action items to closure.

b. Facility Operations and Sustainment Planning

The contractor shall provide advice and support with facilities operations and sustainment planning, budgeting and prioritization for MDS facilities, including the development of both long term strategic and short term operational plans. The contractor shall provide advice and assistance, which includes, but is not limited to the following:

Develop and analyze the strategic facilities plan annually, to include reviewing technical and life-cycle requirements, schedules, estimates, and identifying issues and gaps.

Develop and update budget exhibits to include operating budgets for all regions.

Compile regional inputs as required and prepare executive-level briefings to justify and defend budget requests.

Develop, coordinate and advise with the annual Facility

Assessments across the MDA enterprise.

Compile raw data provided through assessments, analyze, and provide recommendations for possible candidates for inclusion into the SRM program.

Consolidate environmental compliance inputs for delivery to Environmental Management group.

Provide recommendations for possible unfunded requirement projects.

Coordinate documentation, secure approvals, present the changes, and support in implementing the plans across the agency.

Conduct and/or attend related meetings, prepare agendas, read-ahead materials, minutes or notes, summaries, and track action items to closure.

c. Policy Review. The contractor shall support with policy reviews, including update existing and/or lead or participate in development of new policies, directives, and procedures. Requirement includes:

1) Engaging in policy reviews supporting facilities operations and sustainment.

2) Performing annual reviews of MDA Directives, Instructions, standard operating procedures (SOPs), concepts of operations

(CONOPs), installation support agreements (ISAs), and processes.

3) Developing, preparing, or updating policy documentation and make recommendations for best practices. Coordinate documents and secure approvals.

d. Executive Review. The contractor shall support MSF executive-level review processes. Requirement includes:

1) Preparing facilities quantitative, comparative, best value analyses and cost benefit analyses; prepare responses to related inquiries; and prepare supporting documents, and executive-level briefings to advise in planning and decision making activities. Making recommendations, coordinating documents, and securing approvals.

2) Participating in program review briefings.

3) Preparing technical, programmatic, and risk assessments and briefings to support facilities operations and sustainment reviews and/or MDS program reviews.

4) Integrating data and information into executive level presentation to support facilities operations decisions and analysis in related meetings.

5) Attending assigned facilities reviews and meetings, prepare read-ahead materials, minutes or notes, summaries, and track action items to closure.

e. Analyzing Program Requirements. The contractor shall analyze program requirements and identify variances to facilities and operations across the enterprise, including shortfalls and risks.

Requirement includes:

1) Collaborating with functional organizations and MDS program offices to gather data for analysis.

2) Documenting requirements and detailed findings and making recommendations.

3) Conducting and/or attending related requirements meetings, prepare agendas, read-ahead materials, minutes or notes, summaries, and track action items to closure.

f. Agency Inquiries. The contractor shall support developing and coordinating responses to internal and external agency inquiries.

Requirement includes:

1) Support implementing the organizational Continuity of

Operations (COOP) Plan IAW MDA Directive 5205.04, in conjunction with the Security and Intelligence Directorate

(DEI), to address agency mission essential functions and incorporate continuity requirements and considerations in emergency situations (and related exercises). Research, gather data, perform analysis, and update the annual COOP plan and supporting documents, and coordinate and secure approvals.

2) Support implementing the MDA Manager’s Internal Controls

Program (MICP) requirements, which include analyzing the organizations’ use of resources; compliance with laws and regulations; elimination of fraud, waste, and mismanagement;

and use of information in decision making. Research, gather data, perform analysis, perform Staff Assistance Visits (SAVs) as required, and update the annual MICP report and supporting documents; provide variance reports quarterly on the assessable units and ensure that all workflow and process documents are updated as needed; coordinate and secure approvals.

3) Support with internal agency facilities, operations, and sustainment audit inquiries, in conjunction with the Internal

Review Directorate (IR), and Directorate of Budget (DOB)

(historically three per year). Research, gather data, and perform analysis for supporting details.

4) Support in the development of a comprehensive facility sustainability data collection program for facility operations staff, coordinate with internal and external stakeholders, develop data standards, consolidate data, and report on the sustainable facility operations implemented such as recycling programs, projects and/or efforts to decrease energy and water consumption, utility usage data collected from meters or bills in support of the mandatory environmental reporting requirements.

5) Prepare, update and implement the regional Quality

Management Plan to improve facility processes and products.

g. Workflow Management. The contractor shall exercise management of service request workflow processes. Utilizing the

MSF work request system, contractor shall develop, define, administer, manage, and report on service request inputs from internal and external customers from inception to completion.

Contractor shall manage and monitor MSF internal workflow to ensure service request continue to move through the system and processing status is reflected within the workflow management system and communicated to the customer.

h. Reports. The contractor shall prepare weekly reports, including activity and facility status reports that compile updates on facilities and infrastructure activities, projects, and other relevant information on coordination, synchronization, and execution of operations and sustainment.

i. Emergency Response Planning. The contractor shall support developing, coordinating, and planning responses to emergency situations that involve MSF managed facilities.

3.1.2 Support Facility Operations and Sustainment, Facility Management, and

Space Management

The contractor shall provide overarching support and assistance to the Facility staffs with the day-to-day facility management activities associated with operations and sustainment. The contractor shall support with facility administration to include policy and standards development and review; space management, utilization and design; project planning and management; and customer services interface. The contractor shall advise with the accomplishment of support executed through the host installation’s public works, Other

Government agencies (OGAs), or separate contract actions as required. The work shall include all activities necessary to provide safe, efficient, cost effective facilities to include, planning and budgeting, developing project scopes, designs, budgets and schedules, and assistance with oversight and activation services required. The contractor shall support in the development of and updates to the operating budgets for all regions.

The contractor shall provide planning and design support services, construction/project management oversight services, and activation and post-construction/project period services.

The contractor shall support with required interfaces with customers, other contractors, host installation representatives, OGAs, and attend meetings to coordinate job request/orders, facilitate support and prepare responses to action items and follow-up to closure. Communicate updates to customers throughout the project including changes, schedule adjustments, disapproval, or cancellations.

Assess standards and make recommendations for updating existing and/or preparing new office guidelines. Prepare report with results of office standards review; coordinate and secure approval, and integrate approved changes into facilities policies, procedures, and guidelines. Support with oversight and implementation of offices standards across the enterprise, including furniture relocation, removal, additions and reconfigurations.

The contractor shall administer, manage and use government provided facilities applications/databases for space planning, furniture purchases, and customer relocation requests to include data entry, report generation, development of schematics, and implementation of enhancements once approved.

Applications/databases administered by the contractor in support of deliveries within this performance objective include:

ARCHIBUS, Computer-Aided Facilities Management (CAFM): A commercial- off-the-shelf (COTS) automated facilities management database used to track and manage space allocations, space utilization, and space design including furnishings, tracking customers’ requests for facility- related services to include office supplies, furniture reconfigurations, real property planning, programming, or acquisition.

SharePoint: SharePoint is the MDA collaboration environment. MSF is responsible for the administration of its site to include granting user access and privileges, creating project sites for collaboration and file/document storage, and customization for team usage.

Applications requiring substantial usage by the contractor within this contract include:

AutoCAD: 2D and 3D computer-aided design software tools used for developing and documenting furniture and space design layouts.

CAP Studio: Allows users to build space plans within the AutoCAD® environment using manufacturer-specific office furniture symbols which saves time and effort.

WITS: An automated tracking tool for personnel arrivals, departures, and change of status across the agency. Development, administration and management is NOT the responsibility of this contractor.

3.1.2.1 Facility Management and Facility Staff Support

a. The contractor shall provide overarching support and assistance to the Facility staffs with operations planning, budgeting, project coordination and oversight; provide management support in the day-to-day facility activities associated with operations and sustainment. The contractor shall support all facility management requirements to help optimize facility operations planning, budgeting, design, and project management. Support the facility staffs in interfacing with the host installations, OGAs, customers, and senior management as required.

b. The contractor shall support with facility operations metrics program to include metrics development, data collection, trend analysis, and recommendations to improve operations or services.

Monthly metrics validation report will include metrics, trend analysis results and recommendations so that the Government can ensure optimal and effective processes are in place. Support all environmental compliance requirements.

c. The contractor shall develop for government approval and oversee the facility conditions assessment program to include the development of the assessment checklist, implementation of the program to include execution of annual assessments, documentation, compilation and analysis of results to include recommendations for inclusion in the MSF Sustainment, Restoration, and Modernization (SRM) program as needed.

d. The contractor shall develop, update, and maintain briefings, reports, battle books, design documents, schedules (e.g., Integrated

Master Schedule IMS), policies, instructions, SOPs, and statements of work (SOWs). Review draft requirements documents such as

SOWs, performance work statements, and identify issues and make recommendations for project design, facility interior design, and space plans.

e. Conduct field surveys, quality of life assessments, perform analysis, and engage in decision forums. The contractor shall provide planning, construction/project oversight management services for job order projects normally less than $750,000, and activation and post-construction/project period services. Conduct or attend related facility management meetings, prepare agendas, read-ahead materials, minutes or notes, summaries, and track action items to closure.

f. Support with the oversight of facilities as it pertains to compliance with all Federal, State, and DoD criteria to include the National

Fire Protection Association (NFPA), Unified Facility Criteria

(UFC), and Americans with Disabilities Act (ADA). Report violations and recommendations to government facility staff.

g. Engage in facilities and infrastructure maintenance reporting.

Develop the process for regions to update the status of critical systems’ maintenance records real time as preventative and scheduled maintenance occurs. The Facility Assessment reports will provide the baseline for the critical systems maintenance status for all regions.

h. Engage with the Chief of Staff Office to develop responses for the suggestion box program with regard to facility issues.

i. Support MDA Facility staffs interface with the assigned host organizations to include the Department of Public Works.

1) Support implementing the organizational Continuity of

Operations (COOP) Plan IAW MDA Directive 5205.04, in conjunction with the Security and Intelligence Directorate

(DEI), to address agency mission essential functions and incorporate continuity requirements and considerations in emergency situations (and related exercises). Research, gather data, perform analysis, and update the annual COOP plan and supporting documents, and coordinate and secure approvals.

2) Support in developing or updating host/tenant Service

Agreements (SA), Memoranda of Agreement or Understanding

(MOA/MOU) in coordination with the MDA Support

Agreement Manager’s process. Support in the annual review of existing agreement(s) and determine need for new or updated agreement(s).

3) Provide support to Facility Staff responding to facility emergencies; develop situation reports, briefings, and After

Action Reports for leadership review as required. Provide updates and briefings to leadership on status of facility structures, critical systems, grounds, and issues.

3.1.2.2 Space Allocation Move Management (SAMM)

a. Assess space requirements, plans, utilization, and need for limited construction. Document findings and prepare master plan and briefing with results of requirements and project alignments.

Coordinate documentation and secure approvals. Conduct and/or attend related meetings, prepare agendas, read-ahead materials, minutes or notes, summaries, and track action items to closure.

Analyze space management procedures, standards, and supporting documentation. Communicate updates to customers throughout the project including changes, schedule adjustments, disapproval, or cancellations.

b. Support with reviewing, assessing, and updating existing and/or preparing new space management policies and standards for operating and sustaining MDA facilities with flow down of results to SOPs, instructions, procedures, and processes.

c. Engage in space planning activities, to include development of requirements for new construction, reconstruction, renovation, remodel, and reconfiguration projects.

d. Assess, update and maintain existing facilities drawings including architectural, furniture, name/location and CAFM floor plans;

prepare future drawings and plans supporting new approved efforts. Make recommendations for new requirements or changes.

Use the AutoCAD system. Coordinate and secure approval of architectural drawings and plans; integrate approved changes into master plan and design updates. Develop executive-level briefings and presentations.

e. Support with space allocation and move management project definition including requirements, surveys, schedules, estimates, reviews, reports, and changes.

1) Conduct field surveys; perform analysis to ensure CAFM data integrity.

2) Collect metrics, analyze request, and develop plans to support

Agency and MDS space and personnel move requirements utilizing AutoCAD, CAFM, ARCHIBUS, and WITS software and systems. Document findings and progress in an integrated report and quality assurance/quality control presentation, including recommendations to support requirements execution.

3) Coordinate with designated move planners for executive level moves to optimize space utilization and meet customer needs.

Update the CAFM database as decisions are approved based on information from the planner. Advise with execution management of move process in support of Agency requirements, including planning and conducting training.

4) Coordinate customer network and telecommunications requirements with the Information and Technology

Management Directorate (IC) and any electronic security system requirements or special physical security requirements with the Security (DSS) organizations during planning and project execution and align the teams for the move.

5) Track approved move requests, perform a walk-thru of facility to verify standards and check execution status, and routinely provide updates, including staff meetings. Integrate move status in executive presentations.

3.1.2.3 Design Services

a. Conduct field surveys, perform analysis, and engage in decision forums. The contractor shall provide planning and design support services to support facility space utilization and layout, furniture layout, and code compliance. The contractor shall use advances in management practices which optimize facility planning, budgeting, design, and construction oversight. All project files will be uploaded to the MS Portal Site and maintained.

b. Prepare site and office plans, designs, and layouts; make recommendations. Maintain master plans with design layouts, schedules and technical estimates. Conduct and/or attend related meetings. Integrate space planning updates into executive level design review presentations and briefings.

c. Assess, update, and maintain existing CAP Studio furniture designs, specifications, and layouts. Prepare future designs and layouts supporting approved efforts or changes using CAP Studio.

Conduct and/or attend related meetings, prepare agendas, read-ahead materials, minutes or notes, summaries and track action items to closure. Coordinate and secure approval of furniture designs and layouts; integrate approved changes into master plan and design updates.

d. Prepare furniture purchase requests using CAP Studio for specifications, drawings, pricing, and bill of material (BOM).

Analyze project requirements and submit justification with purchase requests, including inventory against project BOMs.

Coordinate furniture requirements through CAP Studio and secure approvals. Integrate furniture status and changes into the master plan and design updates. Include in executive presentations and communicate results to customers throughout the project.

e. Support with oversight and quality control of furniture and furnishings installation, assembly, and disassembly in compliance with the Americans with Disabilities Act of 1990 (ADA), local fire, and building codes, and MDA guidelines.

f. Engage in interior design activities, to include development of requirements for new construction, reconstruction, renovation, remodel, and reconfiguration projects.

g. Assess, update and maintain existing facilities drawings including architectural and CAP floor plans; and prepare future drawings and plans supporting approved efforts. Make recommendations, including activities for new requirements or changes. Use the

AutoCAD system. Coordinate and secure approval of architectural drawings and plans; integrate approved changes into the master plan and design updates; develop executive-level briefings and presentations. Deliver report to identify status of required updates.

Coordinate as required with Field Activity elements.

3.1.3 Facilities and Services Database and Portal Maintenance

The contractor shall act as the Systems/Applications Administrator for the MS

Directorate’s suite of unclassified automation tools (as listed in paragraph 3.2).

Application administration will include, but not be limited to such tasks as user management (create accounts, provide privileges, support, and delete accounts), software installation and maintenance, backups as needed, testing and troubleshooting, and updating as required and approved. The contractor shall develop tools for tracking and reporting MS specialized software requirements, acquisition and sustainment costs for those software requirements, coordinating and supporting utilization and upgrade through Information Assurance (IA). The contractor shall analyze system and application usage to improve reliability, performance, and cost-effectiveness or user experience.

Figure 3.1.3.1 – MSF Request Systems

a. Portal Site (Sharepoint). The contractor shall maintain and update the MS portal site IAW all applicable laws, regulations, policies, and IC Directorate requirements. The MS Portal site is hosted on IC-controlled servers.

1) Develop for Government approval and utilize a process for updating the MS site as new capabilities come on-line or to perform a modernization/refresh to keep the site and user experience fresh and easy to navigate. Develop, for

Government approval, and utilize a process for a routine data refresh to ensure outdated and/ or “stale” data/information is removed in an agreed upon schedule. These processes shall include the coordination efforts with both the MS Directorate data owners and the IC Directorate infrastructure owners as required. It would be a benefit to the Government if the processes included recommendations on the archiving of key data for future retrieval and/or better data management and access. The contractor will be responsible for guiding the MS

Directorate data owners on data refresh or site improvement recommendations.

2) Maintain the MS Portal site. Advise the MS users in problem resolution when necessary. Act as the liaison between the MS site users and the IC Directorate. Support the IC Directorate in routine maintenance of the MS portal site. Create team sites as requested for MS projects or other requested uses.

b. ARCHIBUS. Contractor shall maintain and update the MS

Directorate system ARCHIBUS, IAW all applicable laws, regulations, policies, and IC Directorate requirements.

Maintenance and update efforts include data and application backups, scheduled approved updates to modules, and license tracking to ensure that all licenses (both server and desktop) are up-to-date Develop for Government approval all implementation plans to include schedule for any new modules being installed. The contractor shall be responsible for interfacing with the IC

Directorate for installation in the test environment for Information

Assurance approval as well as integration testing prior to installation on the operational unclassified network. The contractor shall also be responsible for resolution of any/all data or application issues resulting from upgrades or additions of new modules.

1) Update and maintain the newly incorporated facilities request workflow within ARCHIBUS that replaced Velocity. Ensure function can be utilized by customers as a front-end interface to submit requests via automated forum to process maintenance, renovation, furniture, supply requests, and any additional type of request determined in the future. Contractor shall ensure facilities request function allows staff to utilize the database to provide updates, status changes, and tracking of all customer requests.

2) Maintain and update the ARCHIBUS system with approved capabilities as decisions are made. Analyze database utilization, workflow management, process flow, and overall user satisfaction and make recommendations for improvements. Maintain existing ARCHIBUS database to include data integrity. Make recommendations for upgrades to existing system, including forms. Conduct ARCHIBUS performance survey of the system users to gather data and information on usage and customer satisfaction. Prepare maintenance report on ARCHIBUS database.

3) Monitor and sanitize outdated information from the

ARCHIBUS application on a monthly basis. Coordinate sanitizing efforts with the MS Directorate data owners, provide recommendations for updating the site, secure approval for purging, and implement changes. Engage in organizing and executing approved customer moves across the agency using

ARCHIBUS. Coordinate and execute moves, change of status requirements, and relocation to meet the employee effectiveness goals of the MDA.

4) Update the ARCHIBUS database as customer requests are received (206 CAFM requests for FY13, 318 requests for

FY15, 826 request for FY18). Process requests, support with routine database inquiries and submittals, document customer usage, and support with reporting performance metrics. Review requirements, obtain clarifications, prioritize, and secure approval to execute the requests. Communicate any disapproval to management and customer.

c. AutoCAD. The contractor shall maintain existing AutoCAD applications that feed and interface with the ARCHIBUS application and make recommendations for upgrades to existing system capabilities. Contractor shall develop and update floorplans to include all necessary layers for all MS-operated facilities.

AutoCAD standards shall be adhered to.

d. Facility Training. The contractor shall conduct facilities unique process training that covers space allocation and move management processes, (anticipate 4 sessions per year.) Prepare course materials for facilities move team, coordinators, customers, and others involved in the move processes. Generate training materials that provide information on facilities policies, plans, standards, including updates and process flow diagrams. Provide materials for facilities unique training, including using the 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.

3.1.4 Support to Procurement and GPC Transactions

a. Research purchase requirements and Agency operating procedures for compliance with federal acquisition regulations and defense federal acquisition regulations and provide recommendations for process updates.

b. Support infrastructure purchase activities; develop draft documents, recommendations and assessments.

c. Perform purchase request data entry. Retrieve customer request forms from VELOCITY customer request database, and enter requirements into Purchase Approval Log.

d. Support the development of draft documents to request and compete quote(s) for infrastructure purchase actions, provide evaluations, and make recommendations to include best value and reasonable price.

e. Track and report status of purchases. Identify order discrepancies.

Keep all parties informed of purchase status, changes, cancellations, disapprovals, etc., (i.e., customer, purchase team, and update customer request database).

f. Obtain receiving documentation (e.g., receipts, bills of lading, etc.)

for items secured with GPC. Verify documentation for purchases is compliant with regulations and agency guidelines for GPC.

Support and maintain GPC files and record. Support with GPC document control management for audit readiness.

g. Support with developing requirements and infrastructure specifications (e.g., statements of work or statements of objective

(SOW/SOO)), technical estimates, and update requirements in response to changes regarding procurement and GPC transactions.

h. Develop and maintain purchase files and records in accordance with regulations and approved agency organization file management list.

i. Advise and support the internal controls processes, including development, revision or adjustment of practices, processes and/or procedures relative to GPC transactions.

3.2 Logistics Specific Requirements/Tasks

3.2.1 Missile Defense Agency (MDA) Logistics Policy Administration

In support of MDS Logistics Policy Development and Administration, the contractor shall provide the following functions:

a. The contractor shall serve as a technical expert and advisor in support of requirements research/identification, development, coordination, assessment, integration and execution of logistics policies, processes, and documentation that improves the reliability, availability, and maintainability of the MDS, and supporting all phases of flight tests.

b. The contractor shall leverage current guidance outlined within

DoD and MDA issuances to develop procedures for implementation and execution of the 12 DoD IPS elements across the MDS and phases of flight tests.

c. The contractor shall plan, develop and carry out complex studies and overarching analyses to provide expert advice, senior counsel and exclusive recommendations related to MDA, DoD, other government policies.

d. The contractor shall formalize best logistics practices that create efficiencies in order to reduce life cycle costs and footprint.

e. The contractor shall also provide an end of week report for all areas identified in this objective.

f. The contractor shall support in developing, preparing, evaluating, validating, and documenting MDS logistics policies and participating in studies, analyses of emerging concepts and ensure their incorporation into the MDS strategies, goals and objectives.

This includes procedures that streamline logistics acquisitions, operations, tracking and reporting. Policy support will include logistics activities identified throughout this SOW.

g. The contractor shall identify, verify and assess causes and methods to resolve specially designated logistics problem areas, or policy impediments that affect strategic planning and life cycle management in support of the MDA MDS mission, vision, and initiatives.

h. The contractor shall provide Subject Matter Expert (SME) input and participate in IPTs with the government, industry and academia to address the nature of logistics issues / problems, assess the impacts, identify tradeoffs, and present the best alternatives or solutions.

i. The contractor shall develop practical, reliable and cost effective recommendations to achieve optimum solutions.

j. The contractor shall provide acquisition logistics expertise in a myriad of engineering and technical meetings with Office of

Secretary of Defense (OSD), Under Secretary of Defense, Services, MDA, and other acquisition personnel in acquisition and development discussions of supportable, sustainable, cost-effective, acquisition and sustainment solutions.

3.2.2 MDS Integrated Product Support Planning and Implementation

The contractor shall support the Product Support Manager (PSM) with acquisition planning, development, engineering and…