KTFS 2020 IDIQ V2.docx

PERFORMANCE WORK STATEMENT FOR

KT FILESHARE

Contract Number:

TBD

30 June 2020

1. INTRODUCTION

KT FileShare is an electronic contract file management tool utilized by Operational Contracting in the Air Force. It serves as the official contract file and allows for archiving of the file at the end of the period of performance in accordance with retention requirements. With the recent migration of the tool to SharePoint On-line many additional contracting offices throughout the AF are beginning to use the tool. The increase usage of KT FileShare will require the tool to be updated to meet the needs of all of AF Contracting. The end result will be to provide an electronic, legally-sufficient contract file that facilitates Air Force wide access (based on role and individual permissions) and compliance with the FAR, as supplemented. The goals of this effort include:

a. Create an integrated Electronic Records Management capability for robust case management

b. Initiate and manage contract files electronically

c. Create a standard file structure when initiating a new contract

d. Draft file items with the ability to use workflow for coordination; approval; signature

e. Integrate the ability to save email into the final record contract files

f. Enable the ability for electronic storage and retrieval of draft and record documents

g. Ensure contract files comply with all applicable regulations and laws and provide clarification and guidance to the contracting community in order to do so

h. Provide the ability for contract file information to be used for management oversight and metrics reporting

i. Reduce cycle time and minimize resource intensive manual contracting processes

j. Provide enterprise wide PALT like dashboards to better enable planning by customers

k. Provide ML/AI infused insights into resourcing with predictive guidance

2. DESCRIPTION OF SERVICES

The contract will be to provide support to further develop KT FileShare and provide Help Desk support. The types of additional development/functionality being incorporated are identified in paragraph 3 below and will be further refined in resulting task orders issued off this contract. The Help Desk tasks to support the users and fielded capability are identified in paragraph 4 below.

The Period of Performance (PoP) for this contract will be a base period plus four (4) option periods with 12 months each and one (1) option period with six (6) months.

3. MISSION REQUIREMENTS/TASK

3.1 DEVELOPMENT. The following types of tasks shall be incorporated into KT FileShare through the issuance of task orders. Each task order will list high level efforts which will be pursued during the task orders period of performance. Once a task order is placed on contract each task will be discussed to identify the minimum capability required and the priority of each item in relation to the others. This minimum capability may be enhanced based on the Sprint discussions and the available amount of time. These additional capabilities will be deployed into the production environment at intervals determined by the Government.

3.2.1 Help Desk Support to Organizational and Application Administrators.

Provide technical support in the troubleshooting and resolution of problems in the areas of user profiles, permissions, workflows, upload errors, file access, application logic, structure, business rules, program updates, governance rule updates, fixing bugs, and other areas covered by the responsibility of the Organizational and Application Administrator. The Contractor shall provide a response to all help desk tickets within 24 hours of receipt. For any problems that cannot be solved within 24 hours after the request, the Contractor shall provide updates regarding the status on the unsolved problem until the Contractor provides a solution.

3.2.2 Code Management Support

For helpdesk issues which require a change in code in order to resolve, the contractor shall investigate the issue, make the necessary code changes and deploy the fix to production after proper testing and consultation/approval from the Government. As time allows, per mutual agreement of the parties, minor enhancements to the code will be performed at the direction of the Government. The Contractor shall provide a temporary/permanent solution for all code related issues within 48 hours of the request. For any problems that cannot be solved within 48 hours after the request, the Contractor shall provide updates regarding the status on the unsolved problem until the Contractor provides a solution.

3.2.3 Provide Help Desk and Code Management Request Reports.

The Contractor shall perform analysis on all help desk requests to identify trends or recurring issues and provide the analysis in the Monthly Project Status Report identified in Paragraph 4. Based on the analysis, and with the approval of the Government, the contractor shall provide updates to the user guides and/or Frequently Asked Questions (FAQ) documentation. If new code is needed the help desk team shall work with the development to determine a recommended course of action and present their recommendation to the Government for approval.

4.0 MANAGEMENT OF DELIVERABLES AND REPORTING

4.1 Services Summary (SS). The service summary reflects the objectives and thresholds used to track Contractor performance. In accordance with the Quality Performance Surveillance Plan (QASP), the COR may evaluate all or part of the elements contained in the Services Summary.

PWS

PARA

OBJECTIVE

PERFORMANCE

THRESHOLD

SURVEILLANCE

METHOD

Feedback

VG: 90% of personnel in place during the performance of TO.

S: 80% of personnel in place during the performance of TO.

M: 70% of personnel in place during performance of TO.

U: 60% or less of personnel in place during the performance of TO.

6.1.1 6.1.2 6.1.3 Deliverables and Reporting

Customer Feedback

VG: Submitted within 6-10 business days of the month following period covered by report.

S: Submitted within 11-15 business days of the month following period covered by report.

M: Submitted within 16-20 business days of the month following period covered by report.

U: Submitted later than 20 business days of the month following period covered by report.

6.1.1 6.1.2 6.1.3

Customer Feedback

VG: No more than 3 errors for the reporting period.

S: No more than 5 errors for the reporting period.

M: No more than 7 errors for the reporting period.

U: No more than 8 errors for the reporting period.

5.0 GOVERNMENT PROPERTY INCLUDING GOVERNMENT FURNISHED INFORMATION, EQUIPMENT, AND PROPERTY (GFI, GFE, GFP):

5.1. Property and Information. The contractor shall ensure accurate inventory, control and accountability of all Government Furnished Property (GFP) in accordance with the terms and conditions of this contract. The GFP summarized in Attachment 4 will be provided to the contractor.

5.2. The Government will provide property and access badges (keys) for contractors at the performance sites during the contract period. The government shall provide necessary and reasonable access to facilities needed in the performance of this contract. Government provided office areas and warehouse space for contractor performance shall be maintained by contractors in an orderly, clean and neat appearance.

5.3 Within seven (7) calendar days after the contract expiration, the contractor shall return all identification badges, Government Furnished Equipment, Government Furnished Data and Government Furnished Property (GFE/GFD/GFP) if applicable, to the Government PM/COR. Within 7 days after employee departure at any time during the contract, the contractor shall return all identification badges, GFE/GFD/GFP if applicable, to the Government PM/COR.

6.0 GENERAL INFORMATION

6.1 Contract Deliverables: The information above is provided as an estimate only based on historical data from previous TOs. Actual values may be more or less than what is illustrated in the chart above.

6.1.1 Monthly Project Status Report (MSR). Each MSR shall be developed by the Contractor and delivered electronically to the Contracting Officer’s Representative (COR) by the 15th of every month for the duration of this Order according to the format identified by the COR. Narrative reports shall be submitted in Portable Document Format (.pdf) format. Financial files shall be provided in an unlocked Microsoft Excel spreadsheet so the Government may verify calculations. Each MSR shall be broken down according to the following layout:

Labor Report.

a. Hours expended in the report period, by labor category.

b. Hours expended on a cumulative basis by labor category.

c. Summary of the hours expended in relation to the percentage of work completed in the reporting period.

Status Report.

a. Summary description of activities and accomplishments during the report period.

b. Summary description of the problems and issues encountered during the report period.

c. Status of open problems and issues identified in previous monthly reports.

Expense Report. (CDRL A002)

a. Costs authorized by the Non-Labor Support CLIN, by category.

b. Costs authorized by the Travel CLIN, by category.

6.1.2 Training Materials. The Contractor shall update KT Fileshare User Guides to incorporate new capabilities being developed under this delivery order. Guides will be maintained electronically and provided to the Government for review/approval prior to posting to the production site. (CDRL A003)

6.1.3 Quality Control Plan. Within 15 calendar days of contract award, the contractor will prepare and submit a quality control plan addressing production and delivery of products and services generated under this contract. The quality control plan must detail specific processes, roles, and responsibilities within the contractor’s operations that will result in performance consistent with contract requirements and comply with applicable AF technical standards. (CDRL A004)

6.2 The contractor shall adhere to Section 8108 of Public Law 112-10 of the Department of Defense and Full Year Continuing Appropriations Act, 2011.

- The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.betasam.gov.

- Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

- Uses and Safeguarding of Information: Information from the secure web site is considered proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

- User Manuals: Data for AF service requirements must be input at the AF CMRA link. However, user manuals for Government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

6.3 Contract Holidays

(a) The prices/costs in Section B of the contract include holiday observances; accordingly, the Government will not be billed for such holidays, except when services are required by the Government and are actually performed on a holiday at written direction from the Contracting Officer. Holidays in addition to those reflected in this contract, which are designated by the Government, will be billable provided the assigned contractor employee was available for performance and was precluded from such performance.

(b) The following days are contract holidays:

6.4 Notification of Requirements

The contractor shall notify the Contracting Officer (CO) in writing within 24 hours once the contractor's employee no longer works on a the contract for which he/she had been granted government computer access. Notification is to be made to the PCO and Administrative Contracting Officer (ACO) at the following addresses:

771 ESS CO

771 ESS/EGD, BLDG 1

1940 ALLBROOK DRIVE, Bldg 1

WRIGHT-PATTERSON AB, OH 45433

Email:

COR

Name: Gary Wike

771 ESS/EGD, BLDG 1

1940 ALLBROOK DRIVE, Bldg 1

WRIGHT-PATTERSON AB, OH 45433

E-mail: gary.wike.1@us.af.mil

AFICC Program Manager Name: Michael Ferris

771 ESS/EGD, BLDG 1

1940 ALLBROOK DRIVE, Bldg 1

WRIGHT-PATTERSON AB, OH 45433

E-mail: michael.ferris.6@us.af.mil

6.5 Key Personnel

The contractor agrees to assign under the contract those personnel whose credentials, experience and expertise meet the qualification requirements identified in the PWS to fulfill the requirements of the contract.

The contractor agrees that a partial basis of award of this contract will be the key personnel proposed, including those employed by subcontractors, if applicable. Accordingly, the contractor agrees to assign under the contract those key personnel whose credentials, experience and expertise were provided with the proposal and which meet the qualification requirements of the contract.

The CO, and COR shall be notified of any proposed changes at least 30 days in advance. The Government reserves the right to reject proposed changes in key personnel. Such notification shall include:

- An explanation of the circumstances necessitating the substitution

- A complete resume of the proposed substitute and

- Any other information needed by the CO and COR to enable them to judge that the contractor is maintaining the same quality of personnel as those included at the time of award.

6.6 Contractor/Government Communication. The Contractor shall designate a Focal Point to be the single point of contact for all Contractor and Government correspondence. The Focal Point shall provide clear and consistent written and verbal response to Government within 12 business hours of Government initiated communication (e.g., return phone calls, emails or other communication).

6.7 Government Down Time for Various Authorities including the President, Secretary, Secretary of Defense, Secretary of the AF, AFICA/CC , AFCEC/CC and 771 ESS/CC Base closures due to Emergencies. From time to time, the Base Commander may decide to close all or part of the base in response to an unforeseen emergency or similar occurrence. Sample emergencies include, but are not limited to, adverse weather such as snow or flood, an act of God such as a tornado or earthquake, acts of war terrorism, computer failures, or a base disaster such as a natural gas leak or fire. Contractor personnel are "non-essential" for purposes of any instructions regarding the emergency.

- Contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph b. Contractor shall promptly secure all Government furnished property appropriately and evacuate in an expedient but safe manner.

- With regard to work under the contract, the Government shall retain the following options:

-- Government may grant a time extension in each TO delay by the closure, subject to the availability of funds.

-- Government may forego the work. The contractor will not be paid for work not performed.

-- Government may reschedule the work on any day satisfactory to both parties.

-- Government may, in its discretion, permit the contractor to perform at an off-site location during the period of base closure if meaningful work can be accomplished. Contractor shall certify to the Government by letter within five (5) business days of returning to work the nature and scope of the work completed off-site. Contractor shall be permitted to bill the Government at the labor rates identified in the contract.

Base Closure Notification Procedures:

- After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

- The contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

- The contractor will not receive any other form of notification of a base closure from the Government. The contractor is responsible for notification of its employees.

- If the decision to close all or part of the base is made during the duty day, and the Base Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

Base Closure Due to Non-Emergencies. The Center or Base Commander may elect to close all or part of the base for non-emergency reasons such as time-off award, base open house, etc. In the event of a non-emergency base closure, the COR and the contractor shall jointly choose a course of action within the following options:

- If there is a need for the service during the base closure and a Government employee will be present, contractor may continue on-site work. Contractor shall bill the Government in accordance with the contract.

- If there is a need for work during the base closure but either a Government employee will not be present or access will not be available, the contractor may work offsite provided meaningful work may be accomplished. Contractor shall certify to the Government by letter within five (5) business days or returning on-site, the nature and scope of the work completed off-site. Contractor shall bill the Government at the labor rates specified in the contract.

- If there is no need for the service during the scheduled base closure, contractor shall not work on or off-site. Government may grant a time extension in each TO delay by the closure or equal to the amount of time of the closure, subject to the availability of funds. The Government will not be liable for time not worked.

6.8 Hours of Work

The contractor’s core operating hours are 7:30 am to 4:30 pm (EST), Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Access to Government work sites may be restricted to these hours and days. For work during other than normal hours of work the contractor shall submit, in writing, for the CO's approval, a notice of any period of scheduled work other than the normal hours of work specified above. This notice shall be submitted not less than three (3) workdays prior to each period of work scheduled at times other than normal hours of work including Federal holidays.

7.0 Place of Performance

7.1 PRIMARY LOCATION

The primary location for contract performance is AFICC, 1940 Allbrook Dr. Bldg 1. The allotment of Government-provided contractor on-site workspace at the primary on site location is not-to exceed X seats with Mon-Fri 0700 – 1800 access. The contractor shall support all locations where KT FileShare is used by an organization.

7.2 CONTRACTOR OFF-SITE

Due to on-site seating limitations the contractor shall also work outside of AFICC to the maximum extent possible.

8.0 Task Management

The COR will participate in project meetings and receive contract deliverables. The COR will provide technical assistance and clarification required for the performance of this task.

9.0 SECURITY

9.1 Position of Trust.

All contractor personnel require a minimum of a Tier 1 background investigation for any position that requires access to the internet, use of automated systems or unescorted entry into restricted or controlled areas prior to reporting for duty in support of this TO. The investigation is not for a security clearance; it is for a position of trust. This is a mandatory requirement set forth in DoD Manual 5200.1, Volumes 1-4 “DoD Information Security Program” and AFI 31-501, “Personnel Security Program Management.” All documentation required for security certification shall be the responsibility of the contractor. No foreign nationals shall be employed for any task order issued under this contract without prior approval of the Government.

9.2 Individual Secret Clearances. Not Applicable.

9.3 Information Assurance Requirements

9.3.1 The contractor shall ensure that all personnel accessing information systems have the proper and current information assurance certification to perform information assurance functions described in DoD 8570.01-M, Information Assurance Workforce Improvement Program. The contractor shall meet the applicable information assurance certification requirements.

9.3.2 DoD-approved information assurance workforce certifications appropriate for each category and level as listed in the current version of the DoD 8570.01-M Information Assurance Workforce Improvement Program Manual.

9.3.3 Appropriate operating system certification for information assurance technical positions as required in the DoD 8570.01-M.

9.3.4 Upon request by the Government, the contractor shall provide documentation supporting the information assurance certification status of personnel performing information assurance functions.

9.3.5 Certified contractor personnel performing information assurance functions whose certification lapses shall be denied access to DoD information systems, or have their access downgraded to a level appropriate for a lower certification status.

10.0 APPLICABLE DOCUMENTS

The contractor shall identify and comply with all applicable federal, state, and local statutes; AF/Military/Host Nation instructions, manuals, handbooks, regulations, guidance, and policy letters; Executive Orders (EOs) including all changes and amendments in effect on the date of issuance of this PWS. It is the contractor’s responsibility to identify and comply with all applicable requirements.

11.0 Continuation of Essential Department of Defense (DoD) Contractor Services During Crisis The performance of these services is not mission essential during time of crisis. Should a crisis be declared, the CO or his/her representative will verbally advise the contractor of the revised requirements, followed by written direction.

12.0 CONTRACTOR TRAVEL

The contractor may be required to travel in support of this contract to any location/installation that utilized KT FileShare as their official contract file. The travel CLIN on this contract is for Government-directed travel outside the local commuting area. Any location within the local travel area at which the contractor may be required to perform duties required in the PWS shall be an alternate duty location.

A. CONTRACTOR APPROVAL: The contractor shall obtain written travel approval requirements (including plans, agenda, itinerary, or dates) from the COR, a minimum of five (5) business days prior to travel commencing. Travel requests shall include relevant PWS paragraph reference, approximate travel dates, expected duration, origin and destination, purpose, estimated costs and number/names of personnel traveling.

B. CONTRACTOR REIMBURSEMENT: The contractor shall be authorized travel expenses consistent with the substantive provisions of the JFTR and the limitation of funds specified in this contract. Travel reimbursement shall be IAW Federal Acquisition Regulation (FAR) 31.205-46, on a cost-reimbursable basis.

C. TRIP REPORTS: The contractor shall submit travel trip reports (CDRL A005) within five (5) business days from contractor's employees return date from travel.