Attachment_1_Statement_of_Work.pdf

HSCG23-15-R-MDW015

Attachment 1: Statement of Work

STATEMENT OF WORK (SOW)

Contract Support for Project Management, Integrated Master Schedule, Meeting Facilitation, Contract Administration, and Knowledge Management/Decision

Support for U.S. Coast Guard Headquarters, Office of Requirements and Analysis (CG-771) and Office of Aviation Forces (CG-711)

1. GENERAL

The purpose of this SOW is to obtain Contractor technical support services such as (1) defining and establishing program objectives, strategies, plans and schedules for Project Management Support and Coordination; (2) development, management, and maintenance of an Integrated Master Schedule (IMS) for new and current CG-771/CG-711 and cross directorate collaborative efforts such as the (DHS Requirements Generation Process Development, Offshore Patrol Cutter Executive Steering Committee effort, next-generation CG Maritime Operational Effectiveness Simulation (CGMOES) upgrade project, OMB budget lifecycle, and C-27J transfer and integration project); (3) Meeting Facilitation for events such as Resource Councils (RC) and Executive Steering Committee (EOC) meetings - this is not an Administrative Assistant; this is a senior-level, high-pressure role supporting executive level functions; (4) Contract Administration Support for future projects (i.e. a contracting helpdesk) to develop milestone documentation, market research and acquisition planning, material requirements identification, planning, acquisition and management, develop specifications or performance based work statements and task estimates; and (5) provide conversion/implementation support and data/records management services related to a Knowledge Management/Decision Support (KM/DS) system.

This requirement is for two full time employees for Project Management services and has one part time employee for Program Management oversight of the overall effort. There will be a base period and four option periods.

2. BACKGROUND

The Office of Requirements and Analysis (CG-771) oversees development and management of the process for generating and maintaining Coast Guard capability requirements in support of follow-on acquisition activities. This process is typically employed by the capability-specific offices (Office of Cutter Forces, Office of Aviation Forces, and other support offices as required.) within the Capabilities Directorate to support the acquisition of future assets. CG-771 uses this process to maintain the general, overarching 2004 Integrated Deepwater Mission Needs Statement (MNS) and Concept of Operations (CONOPS), currently used to provide essential documentation within the acquisition lifecycle. Currently CG-771 is working to develop a standardized requirements generation process with a software component (KM/DS) that will be utilized throughout the DHS, overseeing the software upgrade to our modeling and simulation software, and several other projects that are interdependent and require management and scheduling expertise. Additionally, CG-771 requires acquisition knowledge to support the execution of contracts for studies and documentation development.

Due to the high priority, prominent interest, and substantial workload of these projects, CG-771 needs a highly experienced individual who is independent of the personnel drafting the documents or designing the KM/DS with skill sets including: analysis, critical thinking, and scheduling, who can build, manage, and maintain the IMS (via Microsoft Project) for development of the documents, system and other collaborative efforts CG-771 manages. CG- 771 also requires this individual to serve as the Project Coordinator and Facilitator to support CG-771 meetings and coordinate the strategic direction. This is not an Administrative Assistant;

this is a senior-level, high-pressure role supporting executive level functions. Additionally this individual shall provide Contract Administration Support to develop milestone documentation, market research and acquisition planning, material requirements identification, planning, acquisition and management, develop specifications or performance based work statements and task estimates to the CG-7 directorate, and provide conversion/implementation support and data/records management services related to a Knowledge Management/Decision Support (KM/DS) system that could be implemented DHS wide.

The Office of Aviation Forces (CG-711) provides Coast Guard aviation with capability in the form of resources, doctrine, oversight, and training programs to support safe and effective execution of missions. Currently CG-711 is managing complex interagency agreements and several long-term projects to recapitalize their aging assets and procure emerging technology.

Due to the high priority and visibility of congressionally mandated transfers of aviation assets, development of new Concepts of Operations (CONOPS) for emerging strategies and technologies, as well as other high visibility projects; and to properly establish the myriad of complex agreements required to establish those support processes, CG-711 requires a highly experienced individual who is independent of the current platform and policy Subject Matter Experts (SMEs) to coordinate, track and facilitate the process. The individual must possess the following skill sets: analysis, critical thinking, and scheduling, can build, manage, and maintain the IMS (via Microsoft Project) for all of the critical paths related to the establishment of agreements for the transfer of aircraft, certification, training and logistical & maintenance support. This effort shall also include taking on the role of Project Coordinator and Facilitator of the Aviation Resources Council (ARC), Executive Steering Committee (ESC), and other meetings. This is not an Administrative Assistant; this is a senior-level, high-pressure role supporting executive level functions. Additionally, this position shall provide conversion/implementation support and data/records management services related to a Knowledge Management/Decision Support (KM/DS) system that could be implemented DHS wide.

3. SCOPE

The primary scope of this contract is to build an IMS to track and document the completion of CG projects. The schedule shall be updated as changes occur to reflect the current status of the timeline to completion. In addition to the above, the Contractors shall also perform a role of Project Coordinator and Meeting Facilitator, as well as Contract Administration Support, and oversight of the Coast Guard’s implementation of the Knowledge Management/Decision Support (KM/DS) system.

The following chart details the breakout of tasks between CG-711 and CG-771, as follows:

Task Number Task Name CG-711 CG-771 One Kickoff Meeting X X Two Create and Maintain Integrated

Master Schedules X X

Three Project Management Support for

CG-711

X

Four Project Management Support for

CG-771

X

Five Contract Admin Support X Six Knowledge Management and

Decision Implementation Support X

Seven Monthly Status Report X X Eight Weekly Project Status Meetings X X Nine Weekly Project Status Report Input X X

4. CONTRACTOR PERSONNEL.

4.1. Project Coordinator/ IMS Manager/ Facilitator / Contract Admin Support / KM/DS System Support. At a minimum, proposed Contractor Personnel shall possess the following qualifications, in addition to the basic qualifications defined in the parent contract:

4.1.1. Documented project management experience of similar size, scope, and complexity or an accredited Project Manager Certification.

4.1.2. Documented experience performing IMS on multi-million dollar acquisition efforts.

4.1.3. At least twenty-four months experience as a primary IMS scheduler for major projects.

4.1.4. Microsoft Project Expertise using IMS functionality.

4.1.5. Experience in acquisition processes.

4.1.6. Expert communicator both written and verbal.

4.1.7. One year technical writing experience.

4.1.8. Ability to prepare correspondence, operate a copy machine, scanner, camera, and maintain a filing system.

4.1.9. At least one year experience working on command staff or civilian equivalent.

4.1.10. At least One year experience with executive level interaction.

4.1.11. Experience with strategic document management.

4.1.12. Available to work during core office hours at U.S. Coast Guard Headquarters, Washington, D.C.

4.2. Project Coordinator/ IMS Manager/ Facilitator / KM/DS System Support. At a minimum, proposed Contractor Personnel shall possess the following qualifications, in addition to the basic qualifications defined in the parent contract:

4.2.1. Documented project management experience of similar size, scope, and complexity or an accredited Project Manager Certification.

4.2.2. Documented experience performing IMS on multi-million dollar acquisition efforts.

4.2.3. At least twenty-four months experience as a primary IMS scheduler for major projects.

4.2.4. Microsoft Project Expertise using IMS functionality.

4.2.5. Experience in acquisition processes.

4.2.6. Expert communicator both written and verbal.

4.2.7. At least one year technical writing experience.

4.2.8. Ability to prepare correspondence, operate a copy machine, scanner, camera, and maintain a filing system

4.2.9. At least one year experience working on command staff or civilian equivalent.

4.2.10. At least one year experience with executive level interaction.

4.2.11. Experience with strategic document management.

4.2.12. Available to work during core office hours at U.S. Coast Guard Headquarters, Washington, D.C.

4.3. Program Manager. The Contractor shall provide a Program Manager who shall be responsible for all Contractor work performed under this Contract. The Program Manager is further designated as Key by the Government.

4.3.1. The Program Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). It is anticipated that the Program Manager shall be one of the senior level employees provided by the Contractor for this work effort. The name of the Program Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal.

During any absence of the Program Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this Contract. The Program Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Program Manager without prior acknowledgement from the Contracting Officer.

4.3.2. The Program Manager shall be available to the COR via telephone between the hours of 0700 and 1700 HRS EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 2 hours of notification.

5. REQUIREMENTS.

5.1. TASK ONE: Kickoff Meeting

The Contractor shall attend a Kick-Off Meeting with the Contracting Officer and the COR not later than 5 business days after the date of award. The purpose of the Kick-Off Meeting, which shall be chaired by the Contracting Officer, is to discuss technical and contracting objectives of the statement of work and review the Contractor's project plan. The Kick-Off Meeting shall be held at the Government’s facility.

5.2. TASK TWO: Create and maintain Integrated Master Schedule (IMS) The Contractor shall create and maintain the IMS using Microsoft Project. The IMS is a fundamental management tool that is critical to the completion of multiple projects that are managed by CG-771 and CG-711 or that CG-771/711 has collaboration functions with across the directorate/Department. The primary purpose of the IMS is to provide the government and stakeholders with a day-to-day tool for planning, scheduling, and tracking development, including aiding in identifying and managing risks. The Contractor shall deliver the Integrated Master Schedule, as follows:

5.2.1. Integrate Contractor-provided data

The Contractor shall request, review and integrate event descriptions to include event content, predecessors, successors, event lengths, and milestones. The Contractor shall attend all IMS-related meetings to gather pertinent data while providing IMS oversight.

The IMS shall be tailored and scaled according to the content and risk of each project but shall be detailed enough to provide a fundamental relation between work performed and work planned and shall have adequate milestone dates to asses labor hour cost risk.

5.2.2. Maintenance of Microsoft Project IMS

Upon review of scheduling data, the Contractor shall create, implement and make changes to an event-based IMS as they occur in order to provide the government with a system integration based approach to form an integrated schedule that includes all necessary tasks and their inter-relationships.

5.2.3. Mitigate Risk with Accurate Schedule Management.

The Contractor shall identify and elevate potential schedule slack and delays to CG- 771/711 as part of the overall project risk management effort. The Contractor shall not have the authority to mandate changes or schedule compliance to the effort.

5.3. TASK THREE: Provide Project Management Support for CG-771

The Contractor shall act as Project Management Support to CG-771 for meetings, such as the Operational Human Performance Advisory Council (OPAC), Joint Requirements Council (JRC) meetings, Requirements Integrated Product Teams (IPT), Requirements Generation and Integration Support (RGIS) meetings, other deliverables as required., reporting to CG-771/COR, and shall be responsible for providing comprehensive awareness and capturing the strategic vision.

5.3.1. Coordinate and Facilitate meetings:

The Contractor shall perform administrative functions at meetings that are related to requirements development and analysis. The Contractor shall be an active participant of major tasks at these functions. The Contractor’s role at these executive meeting is:

5.3.1.1. Serve as a conduit between CG-771 and other directorates or Agencies for the flow of information.

5.3.1.2. The Contractor shall collect, disseminate, and potentially develop performance issues and cost drivers.

5.3.1.3. Develop agenda items that advance the objectives of the working group based on operational performance and anticipated cost drivers.

5.3.1.4. Coordinate the efforts of subject matter experts.

5.3.1.5. Perform all logistics support functions for the meetings.

5.3.1.6. Track action items discussed at the meetings.

5.3.1.7. Coordinate the adjudication of action items from previous meetings.

5.3.1.8. Based on the meeting, the Contractor shall draft white papers and other executive documentation required to support tasking and objectives.

5.3.1.9. Brief senior leadership on IMS effort, if required, although this may not be necessary.

5.3.1.10. Any other duties that may be required of a coordinating and facilitating position in an executive leadership or other working group.

5.3.1.11. The Contractor shall write and/or edit business and technical documents, including Capability Documents such as: Mission Analysis Reports, Mission Needs Statements, Concept of Operations Manuals, Operational Requirements Documents, and other project deliverables to meet requirements.

5.4. TASK FOUR: Provide Project Management support for CG-711

The Contractor shall provide project management support for CG-711 for all efforts involving the Aviation Resource Council (ARC). The Contractor shall be responsible for providing comprehensive awareness and capturing the strategic vision of the ARC.

5.4.1. Coordinate and Facilitate meetings:

The Contractor shall perform administrative functions at meetings that are related to the ARC. The Contractor shall be an active participant of major tasks at these functions. The Contractor’s role at these executive meeting is:

5.4.1.1. Serve as a conduit between 711 and other directorates or Agencies for the flow of information.

5.4.1.2. The Contractor shall collect, disseminate, and potentially develop performance issues and cost drivers.

5.4.1.3. Develop agenda items that advance the objectives of the working group based on operational performance and anticipated cost drivers.

5.4.1.4. Coordinate the efforts of subject matter experts.

5.4.1.5. Perform all logistics support functions for the meetings.

5.4.1.6. Track action items discussed at the meetings.

5.4.1.7. Coordinate the adjudication of action items from previous meetings.

5.4.1.8. Based on the meeting, the Contractor shall draft white papers and other executive documentation required to support tasking and objectives.

5.4.1.9. Brief senior leadership on IMS effort, if required, although this may not be necessary.

5.4.1.10. Any other duties that may be required of a coordinating and facilitating position in an executive leadership or other working group.

5.4.1.11. The Contractor shall write and/or edit business and technical documents, including Capability Documents such as: Mission Analysis Reports, Mission Needs Statements, Concept of Operations Manuals, Operational Requirements Documents, and other project deliverables to meet requirements.

5.5. TASK FOUR: Provide Contract Administration Support to CG-7

5.5.1. Provide Contract Helpdesk functions:

The Contractor shall provide administrative functions to support CG-7 staff compile documentation required to procure and or/produce contract support for acquisition requirements and analysis documentation.

5.5.1.1. Develop milestone documentation,

5.5.1.2. Conduct market research and acquisition planning

5.5.1.3. Conduct material requirements identification,

5.5.1.4. Provide planning, acquisition, and management functions for each project.

5.5.1.5. Develop specifications for performance based work statements and task estimates.

5.6. TASK FIVE: Provide support to the Knowledge Management/Decision Support implementation effort.

5.6.1. Provide implementation support.

The Contractor shall support CG-771/711 with support and coordination with involved stakeholders for the duration of the KM/DS implementation process.

5.6.2. Provide data/records management services:

The Contractor shall provide data/records management services associated with the KM/DS system.

5.7. TASK SIX: MONTHLY STATUS REPORTS.

The Contractor shall provide a monthly status report to the COR and Contracting Officer via electronic mail. This report shall include a summary of all Contractor work performed under this Contract. Before submitting the monthly invoice, the Contractor shall submit this report to the COR. The COR shall review and confirm this report. A monthly invoice shall not be submitted until the COR and Contractor agree upon the hours worked.

5.8. TASK SEVEN: WEEKLY PROJECT STATUS MEETINGS.

The Contractor shall meet with the COR CG-771, and CG-711 personnel on a weekly basis to discuss status, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the Government's facility.

5.9 TASK EIGHT: WEEKLY PROJECT STATUS REPORT INPUT.

The Contractor shall deliver a Weekly Status Update within the CG-771 and CG-711 Weekly report directly related to the IMS and COR, including progress, updates, and issues to inform cadre within CG-771, CG-711, and CG-7.

6. ACCEPTANCE CRITERIA.

All Deliverables shall be submitted to the COR on the schedule contained in Section 7.0 unless otherwise specified. As a minimum, deliverables shall be free of errors and information therein shall be able to be validated.

Reports, documents, and narrative-type deliverables shall be accepted when all discrepancies, errors or other deficiencies identified in writing by the Government have been corrected.

Deliverables shall not be accepted until they have been accepted in writing by the COR.

If written acceptance, comments and/or change requests are not issued by the Government within thirty (30) calendar days of submission, the draft deliverable shall be deemed acceptable as written and the Contractor may proceed with the submission of the final deliverable product.

Absent written notification, final deliverables shall be construed as accepted.

Non-conforming products or services shall be rejected. All notifications of rejection shall be accompanied with an explanation of the specific deficiencies causing the rejection. If the deficiencies cannot be corrected within 30 days, the Contractor shall immediately notify the Contracting Officer of the reason for the delay and provide a proposed corrective action plan within ten (10) working days of the notification.

All deliverables shall be submitted in both electronic and hard copy format. The Coast Guard reserves the right to inspect all work performed up to the date of inspection, at any time.

7. DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items noted as “COR Checkpoints” are deliverables or events that must be reviewed and approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW DELIVERABLE / EVENT DUE BY/ GOVERNMENT

REVIEWS

1 5.1 Kick-Off Meeting (COR Checkpoint) 5 days after award

2 5.2 Integrated Master Schedule

Initial Project: 14 days after computer and network access is granted for first project.

Follow on projects: 5 days after assigned task.

Updates: Continuous

Government Review: Within 5 days of Draft Submission

Final: End of PoP or end of project (whichever comes first)

3 5.3 Provide Project Management support for

CG-771

Continuous as operationally necessary

4 5.4 Provide Project Management support for

CG-711

Continuous as operationally necessary

5 5.5 Provide Contract Administration Support to

CG-7

Continuous as operationally necessary

6 5.6 Provide support to the Knowledge Management/Decision Support implementation effort.

Continuous as operationally necessary

7 5.7 Monthly Progress Report

Monthly: 15 days after invoice period

Final: End of Period of Performance

8 5.8 Weekly Project Status Meetings (COR Checkpoint)

Weekly w/COR and at least one rep. of CG-771

Final: End of Period of Performance

9 5.2 / 5.9 Weekly Project Status Report Input Weekly; NLT 1200 every Thursday