Solicitation_HSCG84-16-Q-BB5081.pdf

NOTICE TO OFFERORS

The U.S. Coast Guard, Shore Infrastructure Logistics Center (SILC) will acquire the services outlined in the solicitation utilizing procedures in FAR Part 12, Acquisition of Commercial Items and FAR Subpart 13.5, Test Program for Certain Commercial Items.

This solicitation is set-aside 100% for certified HUBZone small businesses.

NAICS: 541611 / Size Standard: $15M

THE FOLLOWING INFORMATION IS HIGHLIGHTED FOR YOUR ATTENTION

1. This cover sheet is not intended to be all-inclusive. Please read the entire solicitation, including any attachments, to ensure completion of all required representations, certifications, and submissions. Acknowledge all Solicitation Amendments (SF-

30) issued by the Government.

2. Your offer shall include ALL of the documents and information listed on pages 44-46 (FAR Provision 52.212-1, (b) Submission of Offers) and your offer shall be received by our office at or before the exact date and time specified on page 1 of the SF-1449, Block 8 to be eligible for award.

3. Submit your offer, with all required documentation, via one of the following method(s):

1) Mailing Address / Hand deliveries: 2) Via e-mail to: Christina.M.Grimstead@uscg.mil U.S. Coast Guard

SILC-COCO-BSS-COB4

Attn: Christina Grimstead 300 East Main Street, Suite 965 Norfolk, VA 23510-9112

4. DO NOT submit removable memory/storage devices or media, such as, flash drives, thumb drives, memory sticks, hard drives, CD, DVD, or any other similar devices. USCG policy prohibits the use of removable memory/storage devices or media on USCG workstations and the USCG network.

5. This solicitation does not obligate the Government to compensate for any costs incurred by the Offeror in the preparation and/or submission of any offer, nor does it obligate the Government to procure for said services or supplies.

6. QUESTIONS/CONCERNS: It shall be the obligation of the offeror to exercise due diligence to discover and to bring to the attention of the Government any ambiguities, inconsistencies, or concerns regarding the information in this solicitation.

All questions/concerns regarding this solicitation shall be submitted in writing (NO phone calls) to the Contract Specialist at Christina.M.Grimstead@uscg.mil no later than January 7, 2016 12:00 PM Eastern. Follow-up/additional questions will not be accepted after this date. Offerors shall reference the solicitation number and provide enough information in their e-mail so the Government can easily respond to their questions/concerns. All questions/concerns will be compiled and addressed on an “Amendment of Solicitation” (SF-30) and will be posted on the FedBizOpps website for viewing by all potential offerors.

*Only send questions/concerns to the Contract Specialist listed above or, if not available, to the Primary Contracting Officer listed in this solicitation. DO NOT ask or submit questions/concerns regarding this solicitation to any other USCG or government personnel (e.g., COR, program/project manager, etc.).*

7. INSURANCE – In accordance with FAR Clause 52.228-5, before commencing work under an awarded contract, the awardee shall submit a Certificate of Insurance to the Contracting Officer for at least the kinds and minimum amounts of insurance required by FAR 28.307-2, Liability. See Pages 33-34 of this solicitation for more information.

NOTICE FOR FILING AGENCY PROTESTS

United States Coast Guard Ombudsman Program (CGAP Appendix B-Chapter 3033)

It is the policy of the United States Coast Guard (USCG) to issue solicitations and make contract awards in a fair and timely manner. The Ombudsman Program for Agency Protests (OPAP) was established to investigate agency protest issues and resolve them without expensive and time-consuming litigation.

OPAP is an independent reviewing authority that is empowered to grant a prevailing protester essentially the same relief as the Government Accountability Office (GAO).

Interested parties are encouraged to seek resolution of their concerns within the USCG as an Alternative Dispute Resolution (ADR) forum rather than filing a protest with the GAO or some external forum.

Interested parties may seek resolution of their concerns informally or opt to file a formal agency protest.

Informal Forum with the Ombudsman. Interested parties who believe a specific USCG procurement is unfair or otherwise defective should first direct their concerns to the applicable Contracting Officer. If the Contracting Officer is unable to satisfy their concerns, interested parties are encouraged to contact the U.S. Coast Guard Ombudsman for Agency Protests. Under this informal process the agency is not required to suspend contract award performance. Use of an informal forum does not suspend any time requirement for filing a protest with the agency or other forum. In order to ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, Contracting Officer, and solicitation closing date (if applicable).

Formal Agency Protest with the Ombudsman. Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the Contracting Officer through open and frank discussions. If the protester’s concerns are unresolved, an Independent Review is available by the Ombudsman. The protester may file a formal agency protest to either the Contracting Officer or as an alternative to that, the Ombudsman under the OPAP program. Contract award or performance will be suspended during the protest period unless contract award or performance is justified, in writing for urgent and compelling reasons or is determined in writing to be in the best interest of the Government.

The agency’s goal is to resolve protests in less than 35 calendar days from the date of filing. Protests shall include the information set forth in FAR 33.103(d) (2). If the protester fails to submit the required information, resolution of the protest may be delayed or the protest may be dismissed. To be timely protests must be filed within the period specified in FAR 33.103(e). Formal protests filed under the OPAP program should be submitted electronically to OPAP@uscg.mil and the Contracting Officer of by hand delivery to the Contracting Officer.

Election of Forum. After an interested party protests a Coast Guard procurement to the Contracting Officer or the Ombudsman, and while the protest is pending, the protester agrees not to file a protest with the GAO or other external forum. If the protest is filed with an external forum, the agency protest will be dismissed.

The Ombudsman Hotline telephone number is (202) 372-3695.

https://www.acquisition.gov/far/index.html https://www.acquisition.gov/far/index.html mailto:OPAP@uscg.mil

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17(a-b), 23, 24, & 30(a-c)

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

HSCG84-16-Q-BB5081

6. SOLICITATION

ISSUE DATE

December 22, 2016

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Christina Grimstead E-Mail: Christina.M.Grimstead@uscg.mil

b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

January 22, 2016 12:00 PM, Eastern

9. ISSUED BY CODE 84

U.S. Coast Guard

SILC-COCO-BSS-COB4

Attn: Christina Grimstead 300 East Main Street, Suite 965 Norfolk, VA 23510-9112

10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: 100% FOR:

SMALL BUSINESS WOMEN-OWNED SMALL

HUBZONE SMALL BUSINESS (WOSB) ELIGIBLE

BUSINESS UNDER THE WOMEN-OWNED

SERVICE-DISABLED SMALL BUSINESS PROGRAM

VETERAN-OWNED EDWOSB

SMALL BUSINESS 8(A)

NAICS: 541611

SIZE STANDARD: $15.0

11. DELIVERY FOR FOB

DESTINATION UNLESS

BLOCK IS MARKED

SEE SCHEDULE

12. DISCOUNT

TERMS

Net 30

Other: ________________________

13a. THIS CONTRACT IS A

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE

CONTINUED ON PAGES 2

16. ADMINISTERED BY CODE 84

U.S. Coast Guard (USCG)

SILC-COCO-BSS-COB4

CONTINUED ON PAGES 2 - 3

17a. CONTRACTOR/ OFFEROR (NAME / ADDRESS)

DUNS:

TELEPHONE NO:

FAX NO:

18a. PAYMENT WILL BE MADE BY CODE 51800

U.S. Coast Guard Finance Center Chesapeake, VA

CONTINUED ON PAGES 3-4

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH

ADDRESS IN OFFER

*Payments will be made by Electronic Funds Transfer (EFT)*

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

SEE ADDENDUM: CONTINUED ON PAGES 3-4

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

The USCG has a requirement for services outlined in the Statement of Work.

CONTINUED ON PAGES 5-8

25. ACCOUNTING AND APPROPRIATION DATA (FOR GOVT USE ONLY)

26. TOTAL AWARD AMOUNT (FOR GOVT USE ONLY)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1 AND 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE / ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE / ARE NOT ATTACHED.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND

RETURN ONE (1) COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO

FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE

IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REFERENCE __________________OFFER DATED

_______________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO

ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA – FAR (48 CFR) 53.212

CONTINUATION SHEET FOR:

STANDARD FORM 1449

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Continuation of SF-1449 Block 15: Deliver To

Place of Performance: The primary place of performance (i.e., primary worksite) for the designated Key Personnel to perform on-site work is USCG, Director of Operational Logistics, 300 East Main Street, Norfolk, VA 23510.

Unless otherwise specified in individual task orders, all other services shall be performed at the contractor's facility.

Continuation of SF-1449 Block 16: Administered By (Contract Management)

Notwithstanding the Contractor’s responsibility for total management during the performance of the contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The individuals listed below will be the Government points of contact during the performance period.

Contract Administration: The U.S. Coast Guard, SILC-COCO-BSS-COB4, 300 East Main Street, Suite 965, Norfolk, VA 23510-9112 will perform all contract administration.

Communications pertaining to contractual administrative matters shall be addressed to one of the Contracting Officers (KO) listed below. Changes in, or deviations from, the statement of work or terms and conditions of the contract shall not be effected without written modification to the contract as executed by a USCG SILC-COCO-BSS-COB4 Contracting Officer.

Contracting Officer: Wendy J. Culbreth Telephone #: (757) 628-4824 E-Mail: Wendy.J.Culbreth@uscg.mil Fax #: (757) 628-4135

Alternate Contracting Officer: Dawn J. Dabney Telephone #: (757) 628-4261 E-Mail: Dawn.J.Dabney@uscg.mil Fax #: (757) 628-4135

Alternate Contracting Officer: Janet M. Kodmon Telephone #: (757) 628-4115 E-Mail: Janet.M.Kodmon@uscg.mil Fax #: (757) 628-4135

Alternate Contracting Officer(s): Any warranted USCG SILC-COCO-BSS-COB4 Contracting Officer

Contract Administrator (Contract Specialist): Serves as the point of contact between the Contractor and the Contracting Officer(s); however, this person does not have a warrant that provides the authority to contractually commit the Government.

Contract Specialist: Christina Grimstead Telephone #: (757) 628-4116 E-Mail: Christina.M.Grimstead@uscg.mil Fax #: (757) 628-4135 mailto:Wendy.J.Culbreth@uscg.mil mailto:Dawn.J.Dabney@uscg.mil mailto:Janet.M.Kodmon@uscg.mil

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The Contracting Officer’s Representative (COR) is a Government employee designated in writing by the Contracting Officer to act as a technical advisor for the Contracting Officer for services/items within the scope of the contract. The COR performs functions such as review and/or inspection and acceptance of supplies and services and of a technical nature. A designation letter will set forth the name of the COR and the authorities and limitations of the COR under the contract. This person does not have a warrant that provides the authority to contractually commit the Government or to modify any terms and conditions of a contract.

Continuation of SF-1449 Block 17b: Remittance Address

Payment will be made by Electronic Funds Transfer (EFT) to the financial institution listed in the System for Award Management (SAM).

Continuation of SF-1449 Blocks 18a and 18b: Invoice Procedures

Electronic submission of invoices is mandatory for this contract and/or any orders issued in accordance with this contract.

1. The Contractor shall submit all invoices for supplies or services via the U.S. Coast Guard Finance Center (FINCEN) website at: www.fincen.uscg.mil

(a) Select “Submitting Invoices” under “Vendors” on the right hand side of the screen.

(b) Select “Coast Guard Vendors”

(c) Select “Coast Guard Award Invoices or Contract/Order Invoice” (‘24’ document)

(d) Select “Online: Coast Guard Award Invoices or Contract/Order Invoices “

(e) Go to Step 3 (if contractor has already created a PDF invoice) to complete the “Contractor Invoice Submission Form”.

2. The electronic submission requires the contractor to:

(a) Complete the Contractor Invoice Submission Form

(b) Select the correct Invoice Routing Code, which is SILC PCB-4 (the Contractor must select the correct Invoice Routing Code for timely invoice processing.)

(c) Attach a single PDF file, which can be no larger than 3 MB, containing the invoice and any necessary supporting documentation. (Grey-scale PDFs and Portfolio PDFs are not compatible.)

(d) If your single PDF file is larger than 3 MB:

• Complete the Contractor Invoice Submission Form via the website and attach the invoice document only, then

• E-mail the invoice and any supporting documentation to Christina.M.Grimstead@uscg.mil http://www.fincen.uscg.mil/

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3. The Contractor shall submit a proper invoice as identified in FAR Clause 52.212-4, (g) Invoice. All invoices shall be itemized to correlate to the Schedule of Supplies/Services. All improper invoices will be rejected which could delay payment.

4. A sample Contractor Invoice Submission Form is provided below. Mandatory information to be completed is highlighted in red on the website.

5. Invoices may by submitted monthly, only after monthly services are received, inspected, and accepted by the government.

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Continuation of SF-1449 Blocks 19-24: Schedule of Supplies/Services

Contract Type The contract type is an Indefinite-Delivery Indefinite-Quantity (IDIQ) Contract with Firm-Fixed Unit Prices*. Task Orders will be issued in accordance with the contract when services are required. Task Orders will be issued on an Optional Form 347 (OF-347), “Order for Supplies or Services” (or other equivalent form). Individual Task Orders will specify the quantity ordered and the period of performance of the Task Order. Task Orders may be issued by facsimile, by electronic commerce (e.g., e-mail), or by mail. The Contractor is not authorized to provide services prior to the issuance of a Task Order.

*Firm-Fixed Unit Prices shall include all costs to provide the services/supplies, which includes, but is not limited to, all applicable Federal, State, and local taxes and duties in accordance with FAR Clause 52.212-4(k), Taxes.

Estimated Quantities/Ordering Probability The estimated quantities specified in the “Schedule of Supplies/Services” are estimates only and are not purchased by this contract. The quantities needed may go up or down depending on the needs of the U.S. Coast Guard. The U.S. Coast Guard intends, but does not guarantee, to issue a task order yearly for the “Functional Analyst”; however, the “Operations Research Analyst” is on an as needed basis.

Contract Period of Performance (*Start date is anticipated and may change at time of award) Base Period: *May 21, 2016 – May 20, 2017 Option Period One: May 21, 2017 – May 20, 2018 (if exercised by the Government) Option Period Two: May 21, 2018 – May 20, 2019 (if exercised by the Government) Option Period Three: May 21, 2019 – May 20, 2020 (if exercised by the Government) Option Period Four: May 21, 2020 – May 20, 2021 (if exercised by the Government)

The contract period of performance shall not exceed five years if all options periods are unilaterally exercised by the Government in accordance with FAR Clause 52.217-9; unless FAR Clause 52.217-8 is also unilaterally exercised by the Government to extend the contract for up to an additional 6 months.

Abbreviations The following abbreviation(s) are used in the Schedule of Supplies/Services below.

CLIN = Contract Line Item Number Month = Full-Time-Equivalent Work for 1 month

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Schedule of Supplies/Services

BASE PERIOD: *May 21, 2016 – May 20, 2017 (*Start date is anticipated and may change at time of award)

CLIN Description Estimated

Quantity Unit Firm-Fixed Unit Price Estimated Amount

00001 Functional Analyst 12 Month $ $ 00002 Operations Research Analyst 12 Month $ $

Quantity Unit Estimated Unit Price Estimated Amount

00003 Not-To-Exceed-Occasional Travel 1 Lot $10,000.00 $10,000.00

Estimated Total (CLIN 00001-00003) $

OPTION PERIOD ONE: May 21, 2017 – May 20, 2018 (if exercised by the Government)

Unit Price Estimated Amount

10001 Functional Analyst 12 Month $ $ 10002 Operations Research Analyst 12 Month $ $

Unit Price Estimated Amount

10003 Not-To-Exceed-Occasional Travel 1 Lot $10,000.00 $10,000.00

Estimated Total (CLIN 10001-10003) $

OPTION PERIOD TWO: May 21, 2018 – May 20, 2019 (if exercised by the Government)

Unit Price Estimated Amount

20001 Functional Analyst 12 Month $ $ 20002 Operations Research Analyst 12 Month $ $

Unit Price Estimated Amount

20003 Not-To-Exceed-Occasional Travel 1 Lot $10,000.00 $10,000.00

Estimated Total (CLIN 20001-20003) $

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OPTION PERIOD THREE: May 21, 2019 – May 20, 2020 (if exercised by the Government)

Unit Price Estimated Amount

30001 Functional Analyst 12 Month $ $ 30002 Operations Research Analyst 12 Month $ $

Unit Price Estimated Amount

30003 Not-To-Exceed-Occasional Travel 1 Lot $10,000.00 $10,000.00

Estimated Total (CLIN 30001-30003) $

OPTION PERIOD FOUR: May 21, 2020 – May 20, 2021 (if exercised by the Government)

Unit Price Estimated Amount

40001 Functional Analyst 12 Month $ $ 40002 Operations Research Analyst 12 Month $ $

Unit Price Estimated Amount

40003 Not-To-Exceed-Occasional Travel 1 Lot $10,000.00 $10,000.00

Estimated Total (CLIN 40001-40003) $

Not-To-Exceed Contract Ceiling (Base Period & All Option Periods)

Not-To-Exceed Contract Ceiling:

All task orders issued pursuant to this contract shall not exceed the Not-To-Exceed Contract Ceiling. The contract will remain in place and task orders may be issued in accordance with the contract until the Not- To-Exceed Contract Ceiling has been used in its entirety or until the contract period of performance ends, whichever occurs first.

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Total Minimum Guarantee: $200,000.00 It is anticipated that the minimum guarantee will be satisfied by the issuance of the first task order at time of contract award and therefore the minimum guarantee would not be obligated on the contract.

If a task order is not issued at the time of contract award to cover the minimum guarantee, then the contract will obligate the minimum guarantee in the amount of $200,000.00. However, the $200,000.00 will be de-obligated off of the contract, via a unilateral contract modification, when the total minimum guarantee is satisfied through the award of task orders. If the entire minimum guarantee amount is not satisfied through the award of task orders during the contract period of performance, then the remaining amount of the minimum guarantee shall be paid to the Contractor at the end of the contract period of performance. If no task orders are ever awarded during the contract period of performance, then the total minimum guarantee amount shall be paid to the Contractor in full at the end of the contract period of performance.

Note: If the contract is Terminated for Cause, the minimum guarantee or the remainder of the minimum guarantee shall not be paid to the Contractor as stated above.

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STATEMENT OF WORK

Program Management and Analytical Support Services for the United States Coast Guard, Director of Operational Logistics (DOL)

1.0 GENERAL

The United States Coast Guard (USCG) has identified a requirement for continued contractor services to support the Director of Operational Logistics (DOL) and other USCG enterprise efforts (e.g., Deputy Commandant for Mission Support (DCMS)) to ensure uniform business management practices are in place across the DOL. Contractor services required include, but are not limited to, program management, facilitation, meeting management, strategic planning and analysis, business case analysis, continuous process improvement and implementation support for business management concepts, planning initiatives, and communications of the DCMS organization using approved and authoritative project management resources and databases, (e.g., MS PROJECT PRO 2010, SHAREPOINT, PRIMAVERA, MS Outlook Task Manager).

1.1 BACKGROUND

The USCG, Deputy Commandant for Mission Support, Director of Operational Logistics (DOL) has a requirement to continue support program management efforts in support of the DOL’s mission to integrate the mission support business model comprised of the following four cornerstones: (1) total asset visibility, (2) configuration management, (3) bi-level maintenance, and (4) product line management through field service delivery nodes located at all Coast Guard Bases. Critically important will be the DOL’s responsibility in alignment of Management and Business Process Re-engineering efforts.

1.2 SCOPE / OBJECTIVE

The Contractor shall provide all necessary personnel, management, materials, and administrative services required to meet the requirements of this Statement of Work (SOW) for the USCG Director of Operational Logistics (DOL). Requirements under this SOW include, but are not limited to, Change Management, Strategic Communications, Strategic Planning, Business Transformation, Initiative Management, Governance Support, and Analytical Services.

The contractor shall provide necessary change management capability, and expertise regarding processes and techniques necessary to execute and improve Mission Support capability. This effort requires the ability to manage and integrate numerous functions, processes, and policies including, but not limited to:

• Mission support strategic planning and analysis

• Executive Level (Flag Officer, SES) facilitation and strategic formulation

• Integration Team (i-Team) development and management. An Integration Team is a cross-functional group that executes a specific improvement effort based on a defined project plan using project management methodologies.

• Facilitating and promoting enterprise-wide mission support change within the USCG.

• Propose standard, disciplined, repeatable and scalable processes across DCMS.

• Developing performance measures that link business strategies and objectives.

• Develop enterprise communication tools with a focus on change management.

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1.3 APPLICABLE DOCUMENTS/REFERENCES

1.3.1 References

A-130 establishes official Office of Management and Budget (OMB) policy and guidance on information technology management for federal executive agencies based on the following laws, Executive Orders, and prior OMB guidance documents:

• The Paperwork Reduction Act (PRA) of 1980 (amended by the Paperwork Reduction Act of 1995[44

U.S.C. Chapter 35])

• The Clinger-Cohen Act (Pub L. 104-106, Division E)

• The Privacy Act of 1974, as amended [5 U.S.C. 552a]

• The Chief Financial Officers Act of 1990 (31 U.S.C. 3512 et seq.)

• The Federal Property and Administrative Services Act of 1949, as amended [40 U.S.C. 487]

• The Computer Security Act of 1987 (Pub. L. 100-235)

• The Budget and Accounting Act, as amended [31 U.S.C. Chapter 11]

• The Government Performance and Results Act of 1993(GPRA)

• The Office of Federal Procurement Policy Act (41 U.S.C. Chapter 7)

• The Government Paperwork Elimination Act of 1998 (Pub. L. 105-277, Title XVII)

Additional references and/or documents will be provided in individual task orders as necessary.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 CHANGE MANAGEMENT AND COMMUNICATIONS

The contractor shall assist in developing strategies, tactics, and communication methods and processes to effectively implement and deploy change management initiatives across the DOL Mission Support organization. This includes the use of project definition and management tools to scope change management initiatives, develop for government approval an integrated master schedule(s) to resolve ambiguity and provide clear sequencing and prioritized execution information to wide ranging geographically dispersed mission support locations at Coast Guard bases.

2.1.1 Communications

The contractor shall assist the Mission Support organization in developing strategic communications tools and processes to effectively inform key audiences about changes, create buy-in, and gain understanding with the goal of steadily increasing stakeholder engagement. Communication of critical strategic business initiatives shall be clear, consistent, and relevant to all stakeholders involved.

2.1.1.1 The Contractor shall provide support in designing and developing strategic communication tools including, but not limited to, briefs, brochures, strategic plans, playbooks, and brief web-ready videos, for DOL sponsored and program supported initiatives. Specific products may have an audience of agency leadership levels; other products will be tailored to mid-grade Government civilian and military personnel, both officer and enlisted.

2.1.2 Management and Prioritization

The Contractor shall provide support in developing and maintaining a management identification and selection process to assist DOL in organizational analysis, development of a set of business evaluation criteria, and applying a selection approach to identify the projects that provide the most benefit to the

DOL.

http://en.wikipedia.org/wiki/Paperwork_Reduction_Act http://en.wikipedia.org/wiki/Clinger-Cohen_Act http://en.wikipedia.org/wiki/Privacy_Act_of_1974 http://en.wikipedia.org/wiki/Chief_Financial_Officers_Act_of_1990 http://en.wikipedia.org/wiki/Federal_Property_and_Administrative_Services_Act_of_1949 http://en.wikipedia.org/wiki/Computer_Security_Act http://en.wikipedia.org/wiki/Budget_and_Accounting_Act http://en.wikipedia.org/wiki/Government_Performance_and_Results_Act http://en.wikipedia.org/w/index.php?title=Office_of_Federal_Procurement_Policy_Act&action=edit&redlink=1 http://en.wikipedia.org/wiki/Government_Paperwork_Elimination_Act

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2.1.2.1 Develop change management processes for the MSBM.

2.1.2.2 Measure actual change against expected change.

2.1.3 Project Portfolio Management

The Contractor shall provide support in developing and maintaining processes and means to support tracking, integration, and oversight of DOL core business projects to improve the effectiveness and efficiency of operations.

2.1.3.1 Develop process measures that evaluate project benefits and return on investment.

2.1.4 Project Management

The contractor shall perform the following project management subtasks for the DOL:

2.1.4.1 Charter and team development, to include stakeholder engagement.

2.1.4.2 Develop strategies to identify the best process improvement approach to address project objectives per the charter.

2.1.4.3 Project tracking and risk management to ensure projects stay on schedule.

2.1.4.4 Manage Project Closeout, final documentation, and Identification of Replication Opportunities.

2.1.5 Best Practices and Lessons Learned

The contractor shall collect and disseminate best practices and lessons learned resulting from work performed under the contract and individual task orders with the goal of encouraging project replication, collaboration and promoting the application of similar process improvement opportunities across the enterprise, regionally and nationally as appropriate. Best practices and lessons learned shall be reported during project review meetings and then collected into the Coast Guard Sharepoint environment for knowledge management.

2.2 STRATEGIC PLANNING AND ANALYSIS

The contractor shall provide support in organization-wide strategic planning, program evaluation, monitoring, measurement, and support. The contractor shall assist in development of strategic plans, analysis of alternative pathways, facilitation of strategic retreats, and linkage of strategy to Mission Support initiatives that align with Mission Support organization goals. Including support to the Assistant Commandants in developing goals and objectives aligned to the overall strategy of DCMS.

2.2.1 Identified Strategic Planning and Analysis Areas

The Coast Guard has identified the following areas as strategic planning and analysis areas that require contractor support. These areas represent the general scope for contractor strategic planning and analysis support.

2.2.1.1 Mission Support Cost Model - Cost to Mission and Assets The contractor shall analyze and develop methodology to consistently determine mission support costs to Coast Guard missions and operational assets. This will need to incorporate measures of savings as well as availability gains while ensuring alignment with competitive sourcing initiatives, Sector Logistics support, Chief Financial Officers (CFO) Act requirements, and Department of Homeland Security (DHS) logistics efforts.

The contractor shall support the government in activities related to Management Support to include providing research, identifying, analyzing and compiling data regarding program performance. The Contractor shall provide support with the measurement and tracking of program performance in a Balanced Scorecard Environment and other Government Project tracking systems, supporting integration

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with program-wide initiatives for objective metrics, and utilizing feedback for continual performance improvement. The Contractor shall submit all findings and supporting documentation to the Contracting Officer’s Representative (COR) as documented recommendations.

The contractor shall use conventional industry standard cost estimating methodologies, models, and procedures in estimating costs of current and/or projected programs, systems, and processes. This includes the use of Integrated Baseline Reviews in project management and performance monitoring and measurement; reporting and documentation associated with project/program objectives and stakeholder briefings.

The contractor shall provide support for the following tasks:

2.2.1.1.1 Analyze current state Mission Support Business Model for cost, schedule, scope, and quality that conform to existing policies (both within DHS and CG-wide).

2.2.1.1.2 Provide current state research and analysis for monthly, quarterly, and annual reports.

2.2.1.1.3 Provide data entry for monthly, quarterly, and annual project reports.

2.2.1.1.4 Provide research and analysis regarding industry plans and performance.

2.2.1.1.5 Provide research and analysis of mission support requirements that drive costs of technical requirements and specifications.

2.2.1.1.6 Research and identify Industry Standards for Performance Measurements.

2.2.1.1.7 Submit recommendations for concepts that minimize costs and provide a comprehensive view of all information pertaining to asset status and equipment readiness.

2.2.1.1.8 Conduct business case analyses and provide recommended performance measures.

2.2.1.2 Mission Support Measures of Effectiveness Dashboard

The contractor shall provide research, development and data gathering for enhanced collaboration forums to provide tangible measures of effectiveness to the DOL enterprise. The contractor shall organize this data and use it as supporting documentation to complete the following:

2.2.1.2.1 Provide project support for an information environment for effective knowledge sharing and enhanced decision making for the DOL.

2.2.1.2.2 Research and draft updated dashboard documentation.

2.2.1.2.2.1 Prepare and present quarterly and monthly performance reports (QPR and MPR) via the established knowledge sharing environment.

2.2.1.2.2.2 Update information for measures of effectiveness to include project level presentations for uniformity and format consistency.

2.2.1.2.3 Review and analyze Project Level information to support the DOL in determining project schedule status and cost. The Contractor shall:

2.2.1.2.3.1 Research and draft the program and project level documentation.

2.2.1.2.3.2 Prepare a Monthly Effectiveness (ME) Report.

2.2.1.2.3.3 Record and draft Project IPT meetings minutes.

2.2.1.2.3.6 Research and prepare updates for existing DOL mission support documents and briefings.

2.2.2 Strategic Planning Support

The contractor shall provide support in the development and maintenance of the DOL strategic plan in coordination with US Coast Guard subject matter experts. The DOL Strategic Plan will allow the DOL to establish linkage among planning elements such as mission, vision, goals, objectives, strategies, and performance management initiatives. The contractor shall provide support in aligning DOL organizational

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investments in people, technology and capital to overall Coast Guard strategies. The contractor shall assist in the development and articulation of the strategic plan with corresponding mission, business, and performance measures.

2.3 BUSINESS TRANSFORMATION AND INITIATIVE MANAGEMENT

The contractor shall provide support in business related analyses, business cases and alternatives analyses required to define organizational strategy and/or improve organizational performance. This includes any study aimed at improving organizational results, assessing the effectiveness and efficiency of business strategies aligned with the requirements of its competitive marketplace. The contractor shall have a clear understanding of and apply the Mission Support Business Model.

2.3.1 Identified Organizational Transformation Areas

The Coast Guard has identified the following areas as organizational transformation areas that require contractor support. These areas represent a starting point for contractor transformation and initiative management support.

2.3.1.1 Consolidation of Field Mission Support

The Coast Guard has identified this as a critical strategic action item. The desired end state is to provide enhance mission support with properly aligned capabilities that most efficiently meet the requirements of the Coast Guard operational commands.

The contractor shall support the government in activities involved with business line consolidation, management, and implementation requirements as it relates to mission support consolidation. The contractor shall provide support for the following tasks:

2.3.1.1.1 Develop, document, and present business line methodologies/documents (see below list):

• Business Line Requirements

• Business Line Concept of Operations

• Business Line Process Guides

• Business Line Capabilities

• Business Line Change Management Plans

• Business Line Management Quality Plans

• Business Line Management Governance Plans

• Business Line Knowledge Management Plans

• Organizational Change Requirements Documents

• Evaluation of proposed organizational constructs

• Develop courses of action and recommend preferred option.

• Assist with implementation of Change Management and Transition Plans, monitor/track progress and report results.

• Facilitate strategic planning meetings including keeping the minutes of the meetings.

• Track, analyze and provide recommendations for performance improvements and reviews.

2.3.1.2 Logistics Business Model Integration

The contractor shall provide Coast Guard logistics business model integration support to the DOL focusing on realizing necessary cost-effective levels of service to Coast Guard assets and infrastructure to meet operational readiness and sustainability objectives. The contractor shall provide support to perform the following tasks:

• Develop balanced, optimized, integrated and modernized DOL support plans for current and future assets.

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• Integrate technical and logistics center authorities for regional service delivery.

• Research the existing DOL business processes within the CG’s mission support and asset management functional structures.

• Identify, review and document processes within the DOL mission support enterprise to facilitate the most effective and efficient accomplishment of work within constrained resources.

• Identify, assess, and document assets lines that would benefit from Product Line Management oversight to include the financial, procurement and asset management business processes requirements.

• Prepare briefings in support of the DOL and the Director Council. Normal lead time for briefing preparation is expected to be at least one week. Briefings shall be completed in Microsoft PowerPoint.

• Develop, document and present organizational implementation plans in consultation with stakeholders to support full integration of the Coast Guard Logistics Business Model.

• Facilitate strategic planning meetings including writing minutes of the meetings for the COR’s review.

• Track, analyze and provide recommendations for implementation and milestone reviews.

• Identify and document roles, skills, experience, and competencies required that will support the business model integration. The contractor shall work with the government to create and update position descriptions and implementing Organization Modification Request (OMR).

• Capture the business services and organization design documents (OMRs, Position Descriptions, Functional Office Descriptions, etc.) in the USCG approved requirements management tool Dynamic Object-Oriented Requirements System (DOORS). The organization documents shall be linked or tied to the defined mission support business lines.

• Develop, document, and present a Change and Configuration Management processes that includes defining how changes to the organization and documented business lines will be used by the governance process to evaluate proposed changes.

• Analyze Proposed Changes to Policy and Procedures (financial, procurement & asset management)

• Assist the CG to prioritize competing logistics initiatives and determine their strategic alignment with the specific intention of reducing capacity while maintaining capability in the area resource execution.

2.4 FACILITATION, COORDINATION, AND DOCUMENTATION SUPPORT

The contractor shall facilitate meetings and working group sessions and assist in organizing, coordinating and executing meetings. In support of tasking requirements, facilitators and facilities may be required for workshop-based sessions (e.g., collaborative requirements generation). The contractor shall provide the full range of technical writing and editorial support including copying, formatting, proofing, and editing services. The contractor shall utilize established project and program management best practices and discipline in the scheduling of focus meetings and execution of activities included in this SOW. In summary the task includes, but is not limited to:

• Research and gather data for DOL command staff

• Attending and supporting meetings

• Coordinating participants calendars

• Executing teleconference/VTC/Outlook Live Meeting requirements,

• Drafting agendas

• Assembling/preparing read-ahead materials and handouts

• Preparing multi-media presentations, briefs and reference materials

• Writing minutes

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• Identifying and tracking action items

3.0 CONTRACTOR PERSONNEL

3.1 CONTRACT OVERSIGHT

The contractor shall assign one person who shall be responsible for overseeing all Contractor work performed under this contract and/or individual task orders.

3.1.1 This person shall be a single point of contact (POC) for the Contracting Officer and the Contracting Officer Representative (COR). The POC shall be responsible for ensuring conformity to contractual obligations and establishing and maintaining master plans and schedules. The POC shall perform day-to-day management of overall task order support operations, possess the ability to communicate effectively, both orally and in writing, with senior personnel, and possess the ability to read and interpret government policy, regulations, and directives and to apply those interpretations fully and legally to all activities described in the SOW, contract, and individuals task orders.

3.1.2 It is anticipated that the POC shall be one of the senior level employees provided by the Contractor for a given Task Order. The name of the POC, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the primary POC, shall be provided to the Government as part of the Contractor's proposal. During any absence of the POC, only one (1) alternate shall have full authority to act for the Contractor on all matters relating to work performed under the contract. The POC and all designated alternates shall be able to read, write, speak and understand English.

3.1.3 The POC shall be available to the COR via telephone between the hours of 0800 and 1700 Eastern Time, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within four (4) hours of notification.

3.2 QUALIFIED PERSONNEL

The contractor shall provide qualified personnel to perform all requirements specified in this SOW.

Individuals shall be proficient in Windows, Microsoft Office 2007 Suite, SharePoint, MS Project, and demonstrate the ability to learn/utilize agency specific program management tools. Use of Coast Guard specific Program/Planning applications will be required. All personnel shall be able to read, write, speak and understand English. Contractor personnel shall have experience in meeting the requirements outlined in this SOW, including but not limited to, program/project management, strategic communications, and organizational change management efforts.

Preferred experience is considered as having provided direct support to the U.S. Coast Guard, Government Agencies supporting defense, Homeland Security, and/or law enforcement missions.

The following represent minimum requirements for qualified personnel who may be utilized in performance of the work identified in individual task orders issued in accordance with the contract.

3.2.1 Functional Analyst

The Functional Analyst is designated as Key Personnel (also see Section 3.4).

The minimum requirements for a Functional Analyst are:

• A Bachelor’s degree in Engineering, Business, or a related field

• A Project Management Professional (PMP) certification

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• At least fifteen (15) years of project management experience or at least twelve (12) years of project management experience with a Master’s degree in Operations Research

• Preferred experience in direct support of the U.S. Coast Guard, Government Agencies supporting defense, Homeland Security, and/or law enforcement missions.

The Functional Analyst shall clearly possess the following:

• Ability to provide guidance and direction for executive level projects implementing initiative management principles, business process development, business re-engineering, and strategic business projects.

• Capability to manage projects of high complexity and to direct the completion of projects within estimated timeframes and resource constraints.

• Ability to coordinate all parties to tasks and review work products for completeness, quality, and adherence to customer requirements.

• Ability to read and interpret government policy, regulations, and directives and to apply those interpretations fully and legally to all activities described in this SOW.

• Ability to communicate effectively, both orally and in writing, with executive level personnel.

• Ability to provide executive level coaching.

3.2.2 Operations Research Analyst

The minimum requirements for an Operations Research Analyst are:

• An Associate’s degree in Operations Research, Engineering, Business, or a related field

• At least four (4) years of operations research experience or at least three (3) years of operations research experience with Bachelor’s degree

• Experience working with, developing and executing process guides, workflows and shared knowledge management products within Microsoft SharePoint

• Project Management Professional (PMP) certification or equivalent certification is highly desired

The Operations Research Analyst shall clearly possess the following:

• Experience with project management assistance including execution, coordination, and tracking on multiple projects.

• Ability to conduct research and analysis of technical data.

• Ability to read regulations and directives and to apply those activities described in the SOW.

• Ability to communicate effectively, both orally and in writing.

Note: The Contractor shall be required to submit a resume(s) before the U.S. Coast Guard issues any task orders for the Operations Research Analyst.

3.3 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times per individual task orders.

3.4 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name, resume, and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to those specified in paragraph 3.2.1. The Contractor shall not replace Key Contractor personnel without acknowledgment from the Contracting Officer. Note: The Government may designate additional Contractor personnel as Key at the time of award or on individual task orders.

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The following Contractor personnel are designated as Key for this requirement.

• Functional Analyst

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor’s name, the employee’s name, photo, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.)

and display the Government issued badge in plain view above the waist at all times.

3.5.3 The Main Street Tower building located at 300 East Main Street, Norfolk, VA utilizes a standardized entry protocol using locally issued access badges. Common Access Cards (CACs) will be required for all Contractors requiring routine access to Coast Guard information systems to perform unclassified work as well as providing for a common form of identification.

3.6 EMPLOYEE CONDUCT

Contractor employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the U.S. Coast Guard.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS and/or U.S. Coast Guard facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

3.8 NON-PERSONAL SERVICES

It is a matter of policy within the United States Government to rely on the private sector for needed commercial services. However, using Contractor support must be done in a way that does not interfere with the Government’s ability to effectively create Government policy, monitor Contractor performance, or maintain a competent and highly-skilled workforce.