Appendix_A_-_Transition_Phase-In_Phase-Out.pdf

DRAFT

HTC711-19-R-R004

Appendix A – Transition/Phase-In/Phase-Out

Transition/Phase-In/Phase-Out

(Appendix A)

The Contractor shall provide a transition plan from contract award (2 January 2020) to start of phase-in (1 October 2020) with the proposal submission and shall identify the nature and extent of the transition activities required and the timeframe for accomplishing the activity including any issues and concerns affecting performance start date of 1 October 2020. Contractor’s transition plan should include details on progress to meet the 1 October 2020 phase-in requirements detailed below. The transition plan must contain, at a minimum, the items outlined in this appendix.

The Contractor shall take all actions necessary to ensure a smooth transition of current household goods (HHG) operations at the beginning and end of the contract. Problems encountered in the transition of operations shall be reported to the Contracting Officer for resolution.

TRANSITION

The Contractor’s transition plan should include the following activities:

Transition Reports – Transition reports shall be submitted to the Contracting Officer monthly from 2 January 2020 thru 31 July 2020. Starting 1 August 2020 thru 30 September 2020, Contractor shall submit bi-monthly transition reports detailed the Contractor’s progress on being ready for 1 October 2020 phase-in period. Transition report will consist of:

a. System interface with Government system - Contractor shall provide status updates on the progress of

Contractor IT system and Government system interfaces. End result shall be Contractor’s IT system is fully functioning with Government system and able to accept Service Member orders. Transition plan should include any applicable training required to utilize the Contractor’s IT system and how that training would be implemented.

b. System interface for invoicing - Contractor shall provide status updates on the progress of Contractor invoicing system and Government invoice system interfaces. End result shall be Contractor’s invoicing system is fully functioning with Government invoicing system and able to process invoices for payment.

c. System development or reconfiguration of existing IT system - Contractor shall provide status updates on the progress of the Contractor IT system’s ability to handle processing of required shipments by 1 October 2020.

i. Government Security Posture Audit (Pre-Launch). The Contractor shall cooperate with Government Engineers as they review the system hosting and deployment architecture to ensure commercial best practices are followed to build a secure system and mitigate risk where needed.

ii. Independent Security Review (Pre-Launch). The Contractor will hire an independent security firm to review the system architecture and operational security practices. The Contractor shall run simulations of nation-state level threats to build-out and exercise the incident response plan as it is developed in compliance with DFARS 252.204-7012, Safeguarding Covered Defense Information and Cyber Incident Reporting. The results of these tests and corresponding entries in the incident response place shall be memorialized in the transition plan checklist.

iii. Government Pen Testing (Pre-Launch). The Contractor shall cooperate with and respond to

Government approved/conducted penetration testing. Government hackers will use all methods available, including social engineering, to test system and company defenses, as well as the company's incident response processes established for compliance with DFARS 252.204-7012.

The results of these efforts will be shared with the Contractor and vulnerabilities will be remediated prior to launch.

d. Channels that move manager is ready to assume at 1 October 2020 - Contract shall provide status updates on the progress of channels they are ready to assume as outlined below in the phase-in plan.

e. On-site counseling status by Service and location - Installation Level In-Person Counseling Progress

(Optional Clin). This is an optional line item to be ordered by Services (i.e. Army/Air Force/Navy/Marines/Coast Guard, etc.) for the placement of an in-person counselor on a Government installation thru the issuance of a task order - Contractor shall submit progress reports on the placement of in-person counselors on Government installations.

f. Storage services and facilities - The Contractor shall submit progress reports on the status of all storage services and facilities that are to be operational no later than (NLT) 45 days prior to contract performance (1 October 2020) as coordinated with the Contracting Officer.

g. Customer Support – The Contractor shall submit progress reports on the status of staff to support all customer calls, schedule appointments, and respond to inquiries. The Contractor shall ensure their customer call line is operational to support the various global time zones by 1 October 2020.

Implemenation of Storage Operations

a. Offerors shall submit proof of anticipated lease agreements in the form of titles, promissory notices, business correspondence memorandums, email, or other written proof of promise to lease.

b. Prior to commencement of services the Contractor shall participate in a joint inspection of all storage facilities for which the successor Contractor assumes responsibility.

Phase-In

The following is the Government’s proposed phase-in recommendation:

a. 1 July 2020 the Contractor shall identify East and West Coast Non-Temporary Storage facilities for consignment of Non-Temporary Storage lots inbound from OCONUS.

b. 1 October 2020 all Non-Temporary Storage of new storage lots include inbound lots from OCONUS.

c. 1 October 2020 with all movements of domestic HHG and SIT. Contractor shall begin moving channel equivalent to 25% of volume on 1 October 2020; 50% volume on 1 November 2020; 75% on 1 December 2020; and 100% on 1 January 2020.

d. 1 January 2021 all HHG and SIT between all other CONUS lanes (including UB to/from Alaska).

e. 1 April 2021 all HHG and UB and SIT between CONUS and Hawaii and Canada.

f. 1 October 2021 add remaining CONUS-OCONUS, OCONUS-OCONUS, and OCONUS-CONUS including equivalent to 25% of volume on 1 October 2021; 50% volume 1 November 2021; 75% 1 December 2021;

100% on 1 January 2022.

g. 1 January 2022 add last 25% of all HHG, UB, and SIT between other OCONUS locations (including locations previously defined as one time only areas).

h. 1 October 2022 all Non-Temporary Storage of (approximately 10K) active lots in storage previously defined as DP3 Non-Temporary Storage (Tender of Service) Lots. Phase in based on the transition of (approximately

400) lots each month for 24 months. Lots with the longest estimated storage time remaining will transfer first. The last lot will transfer no later than 30 Sep 2024.

i. 1 October 2023 all Non-Temporary Storage of approximately 600 active lots in storage previously defined as

DP3 Non-Temporary Storage (Retrograde) Lots. Phase in based on the transition of approximately 150 lots each month for 4 months. Lots with the longest estimated storage time remaining will transfer first. The last lot will transfer no later than 31 January 2024.

j. DPM shipments phase in by location. See attached list of approx. 220 DPM contract end dates (Schedule I, II, III).

NOTE: CONUS to CONUS and CONUS to OCONUS phase in include pickup from Non-Temporary Storage and Storage-in Transit.

Phase-Out

The outgoing Contractor, not less than 90 days before completion of the contract performance of services on the contract, will coordinate the following phase-out procedures with the Contracting Officer.

Communications

a. Daily phase-out calls shall be conducted with both outgoing and successor Contractors and USTRANSCOM for the duration of the scheduled phase-out period or until the Contracting Officer provides alternate direction.

b. Outgoing and successor Contractors shall provide a primary and secondary point of contact to address phase-out questions and issues with the Contracting Officer.

c. The outgoing and/or successor Contractor shall immediately notify the Contracting Officer in the event of any issues or impacts to the phase-out schedule/plan.

d. Successor Contractor shall ensure a fully operational website and call support center NLT 60 days after start of a new contract award.

e. Successor Contractor shall implement a communication plan NLT 45 days after start of a new contract award, as approved by the Contracting Officer. Successor Contractor shall implement media/news releases via multiple Service and Armed Forces outlets, to provide contract transition and implementation details for member awareness.

Computer/Systems Access

a. Outgoing Contractor system and computers shall be available and operational to the CORs through the last HHG delivery to the member, facility, and data transfer to the successor, and final certification of invoices.

Transition of Files

a. The outgoing Contractor shall transfer all files (electronic and/or paper) to the successor Contractor as mutually agreed upon between both parties and the Contracting Officer.

b. The successor Contractor shall accept electronic data files from the outgoing Contractor. Data files shall be incorporated into the successor system.

c. Paper and electronic files for the past 10 years will be transferred and (electronic) files shall be incorporated into the successor database no later than contract commencement.

Storage

a. For the “sunset period” (phase-out transition of any shipments in storage), the Contractor shall continue to provide all services IAW the PWS tasks for all stored inventory received prior to the onset of the sunset period until the termination of the sunset period.

Phase-Out Cost

a. Except as otherwise specified, the Contractor shall include the cost of the phase-out services identified above in their contract pricing CLIN for Management Services.