MCFIRS Sources Sought Notice.docx

SOURCES SOUGHT NOTICE (SSN) / REQUEST FOR INFORMATION (RFI)

M95494-24-0021 22 April 2024

Subject: Marine Corps Fire Incident Reporting System (MCFIRS)

THIS SOURCES SOUGHT NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. THE GOVERNMENT WILL NOT REIMBURSE RESPONDENTS TO THIS SOURCES SOUGHT FOR PREPARATION COSTS FOR RESPONSES TO THIS ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS NOTICE IS STRICTLY VOLUNTARY.

I) REQUIREMENTS DESCRIPTION

1. BACKGROUD & MISSION:

Background: As the single authority for all Marine Corps Installations Matters, Marine Corps Installation Command (MCICOM) exercises command and control of the Regional Installation Commands, establishes policy, exercises oversight, and prioritizes resources to optimize support to the Fleet Marine Forces and Tennant Commands. The Fire and Emergency Services branch, as a division of MCICOM's G-3 Operations, and holds the responsibility for overseeing, managing, resourcing, and executing the Marine Corps Fire & Emergency Services (MCFES) program. MCFES provides high-quality, professional fire and emergency services (FES) support to the Commander MCICOM, the four regional Commanding Generals, and the 27 Marine Corps installations across the globe. The Marine Corps ARFF/ERF program is responsible for organizing, training, and equipping Active Duty and Reserve Marines to deliver professional ARFF services aboard USMC installations and FES services in expeditionary environments. EFR units directly support the Marine Corps Operational Commanders and are positioned for rapid deployment to any location worldwide, in support of the Marine Corps mission.

General Information: The FES mission is to protect the lives, environment, and property of all persons in the community and surrounding serviced areas. FES is responsible for the input of response data for emergency incidents, tracking and maintenance of inventory, training, and fire prevention including inspections, site fire safety education, hot work permits, and fire hydrant locations.

Data collection is the cornerstone of the FES mission and must be accomplished in accordance with DOD, Marine Corps (MC), and national consensus standards to maintain the Agency’s accreditation status with the Center for Public Safety Excellence (CPSE). Tracking of response data helps ensure that FES is providing the right service at the right time to the customers. FES requires a system that will track various data points regarding the care, maintenance, and disposition of tools, equipment, personnel training, and fire prevention. This information is used to maintain accountability, ensure serviceability of critical response equipment, and support the establishment of equipment life cycles for budget purposes. Tracking of testing and maintenance records ensures regulatory and manufacturer compliance.

MCICOM G-3/5, FES Branch serves as the Program Management Office (PMO) for oversight and management of MCFIRS. For over fifteen years, MCFES has been dedicated to collecting, storing, analyzing, and reporting FES incident data while effectively managing fire department records. This has been achieved through the utilization of a firm fixed-price contract solution, supplying the MCE with an NFRIS-compliant commercial off-the-shelf (COTS) Software as a Service (SaaS) fire incident reporting and records/information management software application. This application has stood as the central hub and repository for records management and reporting. It includes electronic Patient Care Reporting (ePCR), incident management, unit response data, and inventory records including tracking and maintenance, training records, inspection records, hot work permits, and key infrastructure such as fire hydrants.

The Government requires licensing, hosting support, and privileged application administration support. Specifically, the program requires a SaaS IT application that interfaces with 911, FES, and Emergency Medical Services (EMS) defined capabilities while maintaining permission-based separation of data based on operational needs. The application(s) operate in accordance with DoD, MC, and National consensus standards maintaining the Agency’s accreditation status with the CPSE. The application(s) securely document Health Insurance Portability and Accountability Act (HIPAA) compliance and can securely store controlled unclassified information (CUI).

2. OBJECTIVE & SCOPE:

Objective: MCFES requires an NFIRS-compliant fire incident reporting, NEMSIS-compliant ePCR, and fire department records/information management system/application that meets DoD and Marine Corps requirements. The primary objective of the government is to meet this requirement by establishing and implementing a comprehensive web-based electronic FES records/information management and incident reporting system. This system is intended to support the critical mission of emergency response by streamlining the day-to-day operations and mandatory reporting requirements of the MCFES. Under the auspices of MCFIRS, this system will be meticulously designed to efficiently organize and manage vast amounts of essential data, including information sharing and reporting required under NFIRS, NEMSIS, personnel-related mission data, risk response, prevention demographics, apparatus and equipment inventories, fire prevention and inspections, risk and consequence management, maintenance, fire hydrants, scheduling, training records, and various other operational activities.

This information plays a vital role in enabling the dispatch of emergency apparatus, establishing command-and-control during emergency incidents, and maintaining the day-to-day functionality of F&ES organizations. The ability to handle and access this wealth of information in real-time directly impacts the mission readiness of emergency personnel, allowing them to save lives, minimize property damage, and safeguard the environment. MCFIRS ensures the seamless sharing of critical information among different FES units, supervisors, and leadership, facilitating efficient decision-making and response coordination.

MCFIRS will serve as a tool for analyzing and responding to data calls from Commanding Officers, Headquarters Marine Corps (HQMC), Department of Defense (DoD), and Congress. It enhances operational efficiency and effectiveness while ensuring compliance with legal requirements, thereby enabling MCFES to fulfill its mission.

Scope: The scope of this effort is to provide a cloud-based, web-enabled emergency records management and reporting application with the ability to standardize the management and reporting capability; to include compliance with DOD and Marine Corps policies and regulations, and to support access to important decision-making information that promotes a consistent framework and format for capturing essential program data and trends for the MCFES program. This contract includes tasks for project management, operations and sustainment support, technical professional services, and transition support for FES operations applications. The contractor shall provide the full range of lifecycle and technical support services required to sustain and enhance the applications.

This Performance Work Statement (PWS) includes tasks for COTS application license procurement, license maintenance, project management, operations, and sustainment support, limited technical professional services, transition support for FES operations applications, and the purchase of mobile data computers to be installed on USMC FES vehicles.

Note: Only COTS SaaS IT solutions that have been available on the commercial market within the past five years (from 2019 to 2024) will be considered. In addition, should the award of this contract require an application change, the current applications have licensing in place until August 26, 2024. The Government’s plan is to have the new system in place and fully operational prior to August 26, 2024, to provide for a smooth transition.

3. GENERAL REQUIREMENTS:

Minimal Technical Requirements:

(1) The COTS SaaS application shall be available 24/7/365 (hours/day, days/week, days/year), with a system availability that meets the DOD’s standard of 99.99% up-time availability.

(2) Be cloud-based, able to operate via a web browser and a mobile application with a functional ability to work in an offline mode when not connected to a network, that will automatically synchronize/upload immediately upon re-connection to a network.

· The mobile application must be accessible from a mobile phone or tablet with capabilities and functionalities on either an Apple (iOS) or Android operating system (OS).

· Support current versions of major browsers such as Edge, Google Chrome, Safari, and other GOV/MC approved browsers.

(3) Interface with government-approved Computer Aided Dispatch (CAD) system(s) ensuring accurate response time and incident data tracking by allowing formatted CAD data to be consumed into the application.

(4) Import, and export (when authorized), geospatial data into an Environmental Systems Research Institute (ESRI) based platform for use in response, pre-planning, occupancy data, and data analytics.

(5) Import legacy USMC MCFIRS data within 6 months of contract execution. All legacy and future MCFIRS data must be available for analysis and report generation within the application.

(6) Support the Marine Corps’ ability to maintain compliance with DOD and USMC instructions and orders regarding reporting and submitting data to NFIRS, NEMSIS, and National Emergency Response Information System (NERIS) by publishing/pushing required data for consumption by national and state entities for reporting purposes, automatically (preferred) or on-demand at least monthly.

Minimum Access and Cyber Security Requirements

The system shall:

(1) Comply with all Marine Corps Cyber Security, Privacy Act, and System of Record Policies.

(2) Conform and comply with DoD/USMC cyber security testing requirements including Security Technical Implementation Guides and DoD information assurance testing.

(3) Achieve and maintain FedRAMP, DISA IL5 DoD Cloud Authorization Services (DCAS), may be referred to as FedRAMP+ in common (unofficial) language, throughout the life of the contract.

(4) Assist the government with the development of required Authority to Operate (ATO), Risk Management Framework (RMF), or other cybersecurity packages to ensure the COTS SaaS application has the appropriate authorization to operate on the Marine Corps Enterprise Network (MCEN).

(5) Have system and application access controls that meet DoD IT system access guidelines i.e., multi-factor authentication (preferred), common access card, Public Key Infrastructure/Enabling (PKI/PKE), Personal Identification Verification (PIV), etc.

(6) Be approved to accept and store controlled unclassified information (CUI) and protected health information.

(7) Have internal and external security controls to maintain Health Insurance Portability and Accountability Act (HIPAA)/Personally Identifiable Information (PII) compliance.

(8) Provide a single user sign-on for program management designated users (HQMC) with administrative access to read and write to all MCE sites/sub-sites.

(9) Have a tiered role hierarchal access control system to ensure all levels of the MCE (headquarters, region, installation, or unit) have appropriate access and access controls to ensure seamless reporting and analysis of system data from all levels of the MCE (headquarters, region, installation, or unit). Including assignment of role-based access control (RBAC) and privileges to individual users and groups.

(10) Have technical support and application help-desk support that is available as agreed upon following contractual specifications.

Functional Requirements

The system shall:

(1) Consolidate NFIRS, ePCR, fire prevention, pre-incident planning, scheduling & personnel management, asset & inventory management, training program management, integrated mobile response (when practical as decided by PMO), field incident command and control (when available), reporting, hydrant, permits, and inspections into a single application. Future functional capabilities will be offered to the USMC as additional modules are developed. Any future functional capabilities added automatically to commercial users will be provided to the USMC without any additional costs. All new functional capabilities that are optional modules available for purchase will be presented to the USMC for consideration.

(2) Produce standardized and customized NFIRS, NEMSIS, and NERIS reports, charts, dashboards, graphs, etc. using all application data and data imported from the legacy MCFIRS system.

(3) Allow for aggregate reporting of data from single or multiple installations, regions, and units across the enterprise.

(4) Produce standardized and customized reports, charts, dashboards, graphs, etc. for emergency response system performance including but not limited to the following metrics: incident reporting, ePCR, and staffing. All customized and standardized reports developed and in use across the MCE must be accessible at all hierarchal levels from headquarters to individual unit(s).

(5) Maintain a system change log that is available upon request, within 24 hours, to system administrators and USMC Program managers.

(6) Ensure consistent framework and format for capturing essential FES program data (NFIRS, NEMSIS, NERIS, etc.) and trends to include collecting, storing, analyzing, and reporting data elements.

(7) Obtain and maintain NFIRS 5.X and above active vendor status by the time of award.

(8) Obtain and maintain NERIS active vendor status within 1 year of implementation of NERIS by USFA.

(9) Create, control, and maintain master data and settings to ensure system integration into daily FES operations. At a minimum, this must include:

· A daily logbook function that can capture activities, functions, events, training, and other operational daily tasks and functions. The time granularity needs to be at least at one-minute intervals. Granularity down to the second is preferred. At least daily, a summary daily log report must be able to be published and automatically sent to assigned stakeholders. Data on the log should include information obtained from the daily log, incident reporting, training, and other system modules.

· The application must accept the import of patient care information pushed from USMC-owned/authorized Cardiac Monitoring Devices.

· Have a controlled medication accountability. The application must at a minimum be able to track medication name, concentration, dosage stored, dosage used, expiration date, and an ability to track controlled medication waste disposal.

(10) Create and store records, documents, and other information related to fire and EMS training based on record retention policies.

(11) Track defined user activity in the system and generate reports to show changes to information by individual, date, and time.

(12) Track when users accessed the modules/sections across supported modules.

(13) Manage fire department personnel, staffing, daily rosters, firefighter schedules (24/24, 48/48, 48/72, and rotating Kelly or “K” days), shift rosters, vacation selection, overtime (“voluntary/mandatory/force hire”) management, trade time management, etc... Additional schedule management requirements may be reviewed and discussed as required.

(14) Provide the capability to auto-fill incident reports from available data stored within the application.

(15) Assign and track personnel and apparatus assignments during a shift.

(16) Provide viewable calendar(s) in month, week, or day format that tracks department activities, events, shifts, inspections, and training.

(17) View, manage, and track training completion and conduct reporting for completed training hours.

(18) Identify or designate continuing education training requirements for specific categories and create monthly/annual training schedule(s) that track the documented completion status of individuals or groups.

(19) Report on identified deficiencies between training requirements and completed training as entered into the system.

(20) Track training completion, capable of reporting completed training hours, designate continuing education training requirements in specific categories, and create monthly/annual training schedule(s) that automatically track the completion status of individuals, groups, and supervisors.

(21) Identify and report on agency/site compliance with NFPA 1500 standards for safety analytics and trend identification/tracking.

(22) Collecting and storing pre-incident response plans, response information, fire inspection, and code enforcement data.

(23) Allow end-user updating of prevention, training, inspections, pre-plans, etc. via mobile and or web-accessible platforms.

(24) Store occupancy data elements which include floorplans, alarm panel locations, building square footage, fire flow requirements, construction type, roof type, closest hydrant location, hazardous materials, fire department connection location, utility shut-off locations, date of construction, occupancy type, and building notes.

(25) Use stored fire protection and protection system data to produce a building Occupancy Vulnerability Assessment Profile (OVAP).

(26) Ability for OVAP Report to classify occupancies by identified categories, conduct assessment calculations that include life hazard, building usage, community impact, building construction, hazard index, number of stories, water supply available, square footage, building address, GPC location, property name, planning zone, and date of last update. Allow for the import of custom building locations.

(27) Ability to include the DOD-identified building numbers as location identifiers in addition to traditional address locations and use Global Positioning System (GPS) latitude and longitude coordinates or place a “pin on a map” to identify incident locations.

(28) Ability to identify and track hydrant locations, manufacturer, replacement information, maintenance records, flow-test data, preventative maintenance, water, and system calculations.

(29) Track hydrant locations, manufacturer and replacement information, maintenance records, and flow test data.

(30) Map incidents, hydrants, and occupancies by type.

(31) Ability to record the location and potential impact of hazardous materials.

(32) Utilize GPS data to identify the location of fire hydrants and buildings to identify the closest hydrants to a building, in an occupancy module, that produces an integrated map with NFPA 291 “Recommended Practice for Fire Flow Testing and Marking of Hydrants” color coding by hydrant flow.

(33) Have the ability to conduct inventory management for usage and send notices via email to responsible personnel, including reminders for supply replenishment.

(34) Have the ability to track department vehicles, equipment, and other related inventory/supply management tasks and work orders for maintenance and sustainment.

(35) Have the ability to track the status, location, and service life of agency equipment including self-contained breathing apparatus (SCBA), bunker/turnout gear, hoses, emergency medical equipment, and other fire-related equipment.

(36) Have the ability to track vehicles, tools, and equipment in-service status, testing, and maintenance with system and user-generated email reminders of upcoming testing and maintenance requirements; tracking includes daily weekly, and monthly preventative maintenance checks.

(37) Have the ability to use digital signature capture for electronic Patient Care Reports.

(38) Have the ability to interface and receive information including patient vitals and EKGs from cardiac monitors (i.e., Lifepak, Zoll, and Phillips) to the ePCR.

(39) Have the ability to interface and transmit EKGs, vitals, and Patient Care Report data to the receiving hospital/medical treatment facility.

(40) Allow for the storage and creation of electronic patient care reports IAW National Emergency Management System (EMS) Information System (NEMIS 3.X and above) compliance.

(41) Have the ability to complete an NEMSIS-compliant electronic Patient Care Report (ePCR) via a mobile or web-based platform regardless of network connectivity.

(42) Have an integrated quality assurance/improvement (QA/QI) tool for the review of ePCRs as part of the USMC’s EMS QA/QI program.

(43) Track and report on EMS provider skill performance to include successful and unsuccessful skill/procedure performance.

(44) Have the ability to track and report on medications and consumables used during an EMS incident.

(45) Track and report on medications and consumables used during an EMS incident.

(46) Use analytics to assess response times and staffing levels and produce response reports showing compliance with National Fire Protection Association (NFPA) 1710, DODI 6055.06, MCO 11000.11A or agency specific response time metrics.

(47) Have a dashboard display available at the unit, region, and headquarters level that is customizable at each level to display an overview of department activities.

(48) Have the ability to export fire and EMS data in real time or at the end of a response.

(49) Have the ability to track the agency’s contributions to community risk reduction outside of emergency response services, i.e., public education, community events, safety training, etc.

(50) Producing heat maps incident response locations. Access to data and mapping must be available at all hierarchal levels.

(51) Have the ability to run real-time (incident, station activity, personnel) reports.

(52) Have the ability to schedule personnel to populate the Daily Roster.

(53) Automatically populate and schedule incident reports on a routine basis, as determined by the government.

(54) Create report for tracking and reporting fire inspections and fire prevention data on both fixed and mobile platforms.

(55) Automatically submit records to local, state, and federal data collection agencies as required by the government.

(56) Create fire response reports with 100% National Fire Incident Reporting Systems (NFIRS) compliance.

(57) Provide maximum output from the data collection to produce multi-level data analysis and report building.

(58) Collect and report comprehensive information related to fire and emergency service operations.

(59) Automated data transmission, submission, and reporting to the National Fire Incident Reporting System (NFIRS).

(60) Automated or simplified integration and reporting capabilities to the National EMS Information System (NEMSIS).

(61) Must provide automatic reporting of NFIRS, NEIRS, and NEMSIS compliant data to its prospective data centers and able to provide seamless upgrades as new versions are released.

4. TASK AREAS

Task 1 – SaaS FedRAMP Approved Solution Task 2 – Project Management Support Task 3 – Operations and Sustainment and Technical Services Task 4 – Training Task 5 – Procurement and sustainment of mobile computers to be mounted in authorized government owned emergency response and command vehicles.

4.1 Task 1 – SaaS Application Procurement, Annual Licensing, and Maintenance

The Contractor is responsible for procuring Commercial Off-The-Shelf (COTS) applications and licenses on behalf of the government to fulfill the specified functional requirements of Marine Corps Fire and Emergency Services users. The selected product must exhibit high reliability, ensuring a minimum annual uptime of 99.9%. Furthermore, it is imperative that the chosen application maintains an IL5 FedRAMP and IL5 DISA DoD Cloud Authorization Services (DCAS) compliance.

Should the award of this contract require a transition from one COTS SaaS application to a different application the Government's indents to sustain the existing COTS Fire and Emergency Services (FES) application until a transition to the new COTS SaaS application is successfully accomplished. Throughout the duration of this contract, the Contractor is anticipated to provide support for one or more significant migrations, upgrades, and enhancements.

The Contractor is mandated to supply all necessary software, licenses, and offer comprehensive support, which includes addressing 100% of Marine Corps service tickets, even those arising outside of core operating hours. Additionally, the Contractor is required to adhere to Information Assurance Support Environment (IASE) processes, encompassing testing, configuration management, and release management procedures. The Contractor may also be tasked with aiding in the development of user guides and instructions and potentially conducting training sessions as outlined below. It's important to note that the government's license requirements encompass 2000-2500 users.

Please be aware that the USMC currently has 38 identified departments/units, each possessing its unique NFIRS FDID reporting code. There's a possibility of restructuring and reducing this number in the future.

4.2 Task Two – Program Management

The Contractor shall provide project management support that includes support of all tasks in this TO including administrative support, operations, sustainment, and technical tasks. Technical tasks include managing the architecture, systems engineering, information assurance, cybersecurity, and configuration management support. Management of these tasks shall include integrating a common system landscape with internal controls and processes that optimize and streamline services.

The Contractor shall provide project management services necessary to establish project governance, develop and implement project plans, establish communication and escalation procedures; support change control processes; monitor, control, report project status, schedule, and report performance; conduct regular project reviews; and ensure quality of deliverables.

4.2.1 Project Manager – The Contractor shall provide a full-time Project Manager. The Contractor’s Project Manager is a key person on this project and shall have demonstrated leadership experience in a law enforcement, fire, and/or emergency services work environment. Additionally, the Project Manager must have IT and program management experience of similar size and complexity as that is outlined in this Contract. The Contractor’s Project Manager shall serve as a senior official and is responsible for all contract staff and their deliverables employed in concert with this TO. The Contractor’s Project Manager shall coordinate with the Contracting Officer’s Representative (COR) and Contracting Officer (KO) on all contractual and business issues.

Project management functions shall include developing, maintaining, and meeting schedule milestones, managing risks, identifying, and resolving problems, keeping the PMO informed of statuses and issues. The Contractor’s Project Manager shall provide the planning, direction, coordination, and control necessary for effective and efficient accomplishment of all requirements. The Contractor’s Project Manager shall verify and validate the level of effort and deliverables for each task on the Monthly Performance and Progress Reports report and project plans.

The Contractor’s Project Manager shall ensure productivity and provide oversight of management methods such as Quality Assurance, progress/status reporting and project reviews. The Contractor’s Project Manager shall provide the centralized administrative, clerical, documentation, and related functions support.

The Contractor’s Project Manager shall provide specific guidance to application(s) staff and other technical staff that describes the development environment, identifies constraints such as styles and conventions, and provides details to assist technical resources in accessing, configuring, coding, troubleshooting, testing, and operating application modules.

4.2.2 Information System Security Officer (ISSO) – The Contractor shall provide a part-time ISSO. The Contractor’s ISSO is a key person on this project and shall have demonstrated leadership experience in a law enforcement, fire, and/or emergency service work environment. Additionally, the ISSO must have IT and program management experience of similar size and complexity as that outlined in this Contract.

This Contractor’s ISSO will serve as the PMO’s subject matter expert (SME) for all things related to Information Systems (IS) security employed in direct support of the MCFIRS project. The ISSO will coordinate with MCICOM, Marine Corps Cyber Operations Group (MCCOG), Headquarters Marine Corps (HQMC) Administration and Resources Information Systems Branch (ARI), Marine Air-Ground Task Force (MAGTF) Information Technology Support Center (MITSC), and the Marine Corps Enterprise Information Technology Services (MCEITS), the Command, Control, Communications, and Computers Cyber (C4CY) group and appropriate Functional Area Managers (FAM).

The Contractor’s ISSO will be responsible for providing cybersecurity support, to the government’s Information System Security Manager (ISSM) and the PMO, to ensure that all IS security compliance and artifacts are being met and managed in accordance with DOD and USMC requirements. The ISSO will administer, manage, and support a system of internal controls that include the management of administrative and system engineering tasks and operations that include but are not limited to the integration of common systems of internal controls and implementing processes that are risk-based, cross-functional, and cost effective that optimize and streamline operations.

The Contractor’s ISSO will support cybersecurity efforts to include ensuring the completion of all required documentation, attending to taskers, as appropriate, including the DON annually required DITPR-DON audit. The Contractor’s ISSO works closely with the various Functional Area Manager (FAM) in support of overall Portfolio Management (PfM) to ensure the Marine Corps Compliance and Authorization Tool (MCCAST) and DoD Information Technology Portfolio Repository – Department of the Navy (DON) / DON Applications and Database Management System (DITPR-DON/DADMS) are updated for the MCFIRS project and will annually, submit the required Information Technology Procurement Request Review/Approval System (ITPRAS) in preparation for the next contract/year.

The COR/KO has the responsibility to monitor the progress of the work of the Contractor personnel assigned to the task. Additionally, in the absence of other agreements negotiated with respect to time provided for Government review, standards and actions shall be inspected and the Contractor notified of the COR’s findings within five (5) workdays of normally scheduled review.

The Contractor shall provide a compliance contract data requirements list (CDRL) that identifies that contract employees are certified in accordance with DoD Directive 8140.01 Cyberspace Workforce Management.

All documentation will be in the latest version of the Government-supplied Microsoft Office format unless another format is required and agreed to by the COR, the Contractor, and the Contracting Officer.

The Contractor will provide the following:

1. Kick-off meeting

2. Project Management Plan(s) (PMP)/Schedule(s)

3. Risk Management Plan

4. Integrated Master Schedule (IMS)

5. In Process Reviews (IPR)

6. Monthly Performance and Progress Report (MPPR)

7. Briefings, meetings, attend conference calls, and provide reporting.

8. Configuration control governance meetings

4.2.3 Kick-Off Meeting – The Contractor shall schedule and complete a kick-off meeting with the Government within five (5) business days of TO award or as agreed upon between the Government and Contractor. The Contractor shall prepare and present an executive overview at the kickoff. The executive overview will demonstrate the Contractor’s plans to manage scope, schedule, and resources for the contract. Contractor shall introduce key personnel and describe plans for sustaining and if required replacing existing FES applications.

The Contractor shall present and deliver the kick-off meeting briefing presentation material and be prepared to discuss the content, to include the staffing plan, schedule, and proposed metrics.

The contractor shall deliver the Kickoff Meeting Briefing Presentation Materials to the Government no later than two (2) business days prior to the Kickoff Meeting.

Contractor shall produce and distribute to the Government kick-off meeting minutes identifying all the discussion points, agreements, and action items within two (2) business days following the meeting.

4.2.4 Project Management Plan (PMP) – The Contractor shall develop project plans/schedules to accomplish the requirements of this PWS to include set-up and configuration of environments, upgrades, migrations, and enhancements. Project plans for upgrades, migrations and specific tasks assigned by the Government within the scope of this PWS shall be created within ten (10) business days of notification of the project. Project plans/updated project plans shall be submitted as part of the MPPR.

The Contractor shall prepare project plans that describe the technical approach, organizational resources, and management controls to be employed to meet the cost, performance, and schedule requirements for the proposed effort. The Contractor shall provide the planning, supervision, coordination, and controls necessary to accomplish all work contained in this PWS. The Contractor shall document the approach and plan that defines the activities, tools, and techniques to ensure high-quality products that are defect free, that meet PWS requirements by sub-task and that are delivered in accordance with the approved schedule.

The plan shall include a description of the task, duration, status, baseline dates, actual dates and include resources that will deliver and implement this PWS. The organization structure must include the identification of key personnel. The Contractor shall provide an organization chart and describe other corporate organizations that will support the team.

The Contractor shall provide an explanation of how, within the scope of the Contract, technical management will be performed; personnel and physical resources will be managed; and the mechanisms to be used to control cost, schedule, and quality. The plan shall include a Work Breakdown Structure (WBS) that shows tasks required to complete the work and the dependencies of each task. The WBS shall be detailed to the level of effort necessary to support the accomplishment of work to be performed under the PWS. Normally, the WBS will be provided as a Microsoft Project artifact which includes a timeline view with clear deliverables and milestones.

4.2.5 Implementation Plan – The Contractor must plan, develop, and conduct system implementation at Marine Corps installations located in the following states Georgia, South Carolina, North Carolina, California, Arizona, Hawaii, and Virginia; Marine Corps Base (MCB) Camp Butler and Marine Corps Air Station Futenma in Okinawa, Japan, MCB Camp Fuji, Japan, and Marine Corps Air Station (MCAS) Iwakuni, Japan. A system implementation plan, detailing the required implementation elements and their delivery dates must be submitted within 30 business days prior to the start of implementation support.

4.2.6 Risk Management Plan – The Contractor shall apply the risk management approach and plan in the Contract to develop and maintain a risk register that documents and tracks Contractor and Government identified risks. For each risk, the register shall include a description of the risk, a rating (high, moderate, low), a description of the impact should the risk occur and a mitigation strategy. The initial register should be provided during the Kick-off meeting and then as part of the MPPR each month. The Contractor shall provide the Risk Register in a Contractor-proposed, Government-approved format.

4.2.7 Integrated Master Schedule (IMS) – The IMS is a time-based schedule containing the networked, detailed tasks necessary to ensure successful project/Contract execution. The IMS consolidates high-level information from each future planned or in process project plan. The IMS is used to verify attainability of Contract objectives, to evaluate progress toward meeting project objectives, and to integrate the project schedule activities with all related components.

The Contractor shall produce and maintain an IMS using Microsoft Project that shows the activities required for the completion of tasks and deliverables for this Contract. The Contractor must provide a draft IMS within 30 business days after the contract award for Government review and comment, with the baselined IMS due within 60 business days after the contract award. Subsequent IMS submissions, with updated actuals, must be delivered to the COR/KO every 30 business days thereafter as part of the MPPR. The Contractor shall deliver the IMS in a Contractor proposed, Government approved format.

4.2.8 In Progress Reviews (IPRs) – The Contractor shall conduct biannually or as requested IPRs and provide information regarding project and contract status. IPRs shall provide for an interchange between the Government and Contractor during the execution of the Contract (e.g., update of project status, review of the system design, reviewing the results of troubleshooting, testing, etc.).

The Biannual IPR report shall discuss:

1. Planned/in process project status.

2. Service incident status

3. DISA tickets

4. Risks

5. Issues

6. Concerns

The Contractor shall provide the IPR Presentation Material no later than two (2) business days prior to the IPR. No later than two (2) business days after each IPR, the Contractor must provide the meeting minutes that include all discussion points, agreements, and action items.

4.2.9 Monthly Performance and Progress Reports (MPPR) – The Contractor must monitor activities and deliverables under this award and provide an MPPR that describes project progress, costs, issues, problems, and their status. The MPPR shall be the Contractor’s method of reporting progress against the PMP. The period covered by the MPPR must include the previous calendar month’s activities; any issues, actions, or other MPPR-reported information not satisfied or closed in previous reporting periods; and any required interfaces, meetings, or other commitments. If applicable, travel costs shall be broken down by destination, duration, purpose, and costs for both monthly and cumulative to date.

The contractor shall provide a Monthly MPPR for the previous month by the 5th business day of the month. The MPPR shall include, but not be limited to:

· Contract number.

· Brief task description; summary of activities by task.

· A summary of work accomplished during the reporting period and/or significant events.

· Updated copies of each project plan should be included with the MPPR.

· Deliverables progress; activities and progress (Integrated Master Schedule).

· Summary of problem areas and updated Risk Register.

· Risks to Contractor based on Government pending actions.

· Risks to fire and emergency services application performance.

· Software engineering metrics and technical measures such as CPU, memory, license(s) availability.

· Significant Issues.

· Significant Plans.

· Renewal summary including any application certificates, username password expirations, staff Common Access Cards (CAC), mandatory trainings, Authority to Connect (ATC)/Authority to Operate (ATO) and other items with expiration dates.

· Description of any travel or unique services provided and presentation of trip reports if travel occurred.

· Action Item Status.

· Number of tickets submitted, received, and completed.

· Anticipated activity for next reporting period.

4.2.10 Briefing, Meeting, Conference Call Attendance Report, Meeting Minutes & Presentation Materials – The Contractor must prepare briefing materials and represent MCFIRS at Government initiated briefings, meetings, and conference calls with organizations of interest and internal and external stakeholders. The Contractor’s representation shall be at a level that functionally and technically represents the program mission and capabilities.

All Contractor led briefings and meetings shall be conducted in a professional manner. The COR or KO or an authorized Government representative will be present at all briefings, meetings, and conference calls related to contract scope. Read ahead and presentation materials shall be delivered to the COR or KO at least two (2) business days prior to any meetings, briefings or conference calls as required. Note: If meetings, briefings, or conference calls are scheduled less than two (2) business days in advance, the Contractor must provide read ahead and presentation materials as soon as practicable.

The Contractor shall document meeting notes including any action items, status of action items, and summary of discussions then deliver these meeting minutes to the COR or KO no later than two (2) business days after the meeting. Approved meeting notes / after action reports will be disseminated by the COR or KO as required.

Contractor personnel shall be prepared to actively lead support calls by having status updates ready and be available for any questions from the Government. As requested by the COR/KO, the Contractor shall participate in calls daily/weekly/bi-weekly, etc. as needed.

4.2.11 Call/Meeting Participation – Contractor personnel shall be prepared to actively lead support calls by having status updates ready and be available for any questions from the Government. As requested by the COR/COTR, the Contractor shall participate in calls daily/weekly/bi-weekly, etc. as needed.

The Contractor may be required to participate in meetings and conference calls with users, the functional community, and the COR to discuss requirements and trouble tickets, and enterprise-wide issues; to review and analyze production trouble tickets; and to recommend and implement fixes as directed by the Government. As required, the Contractor must update lifecycle documentation and include it within the PMP and the IMS.

4.2.12 Configuration Control Governance Meetings - The Contractor shall assist the PMO in preparing for routine and special topic Government Configuration Control governance meetings. These may be the Configuration Control Working Group (CCWG) meetings dependent on the governance structure in place. The Contractor may be required to attend governance meetings, In Process Review’s (IPRs), meetings with integration/interface representatives of external and internal systems, and special working group sessions, as requested by the COR/KO.

4.2.13 Bi-Annual In-Process Reviews, Presentation Materials & Meeting Minutes (BIPR) – The Contractor must deliver a BIPR briefing to the PMO via teleconference or other acceptable means (teams, zoom, etc.) The BIPR dates must be coordinated between the COR or KO and the Contractor, to include the expected content of the BIPR. The Contractor must: Comment by Neto CIV Christina E: PMO / Program management?

(62) Provide BIPR Presentation Materials no later than two (2) business days prior to the BIPR.

(63) Provide the COR or KO with meeting minutes that include all discussion points, agreements, and action items no later than two (2) business days after each BIPR.

4.3 Task 3 – Operations and Sustainment Support

The Contractor shall provide monitoring, troubleshooting, problem resolution, and operations support for sustainment functions for stage and production application environments. The Contractor shall provide support for day-to-day operations and maintenance including reporting to the PMO. The Contractor shall analyze, review, and monitor the fire and emergency services applications performance to identify operational issues and potential problems for business systems monitoring with the MCE. The Contractor shall coordinate solutions to problems and recommend changes to enhance MCFIRS application performance with the PMO, COR, KO. The Contractor implements changes and updates to processes, procedures, permissions, and code configurations.

4.3.1 Software Test Artifacts – The Contractor shall support testing and evaluation. The Contractor shall develop test plans, execute tests (unit, system, functional, interface, regression, performance, integration and/or interoperability, negative, security and section 508 testing), generate necessary test data and transactions in the test (stage) environment to exercise all applicable data values which enables execution of required tests, and coordinate testing with selected end users in test environment as applicable.

Testing expected for each environment shall include validation of data source connection, hardware setup validation, software application testing, internal and external interface/dataset testing. The Contractor shall successfully complete unit, system performance and quality assurance testing and deliver a complaint product. The Contractor will fix issues identified during Contractor and Government testing to ensure a quality product. The Contractor shall provide a Testing and Evaluation Master Plan (TEMP), test plans, test results, Plan of Action, and Milestones (POA&Ms) for all defects identified, and resolution of defects.

4.3.2 Maintenance and technical issue resolution shall support turn-around time and restoration of service within 24-hours of a reported maintenance occurrence – The Contractor provides direct support in the availability ensuring that environments, applications, and or services are correctly sized and tuned in accordance with the mission needs of the PMO and the customers. The Contractor ensures personnel are available during core support hours of 0600 hours through 1800 hours Eastern Time, Monday through Friday except holidays. The Contractor shall ensure that system-to-system interfaces are operating and that the scheduled interfaces run at scheduled times, 7 days/week, 365 days a year. The Contractor ensures all detected problems are promptly reported and acknowledged within one (1) hour to the PMO and/or COR. The COR shall capture contacts times attempted by phone, text or email and report for metrics.

The Contractor shall provide the processes, procedures, people, documentation, operations support, deployment, security, configuration management and training required to sustain the application software. The Contractor shall correct faults, improve performance, and adapt the applications to changing organizational and technical environments. The Contractor shall support the resolution of problems discovered through the testing or operations. Defects identified in a new project will be corrected prior to production deployment unless otherwise agreed to by PMO. In the event a defect is not corrected prior to production deployment, it will be worked as a service ticket.

4.3.3 The Contractor shall support all migrations, upgrades, and modernization of the application(s) – The Contractor shall provide support that includes system security, configuration, installation, upgrades, technical training as required, and implementation support for any and all major or minor upgrades, modernizations, migrations, or other required technical efforts required in support of continuous process improvement, innovation efforts, datacenter hosting moves, changes in policy, law, or other Marine Corps requirements/initiatives to the operational environment(s).

The Contractor must provide support for the COTS application, including supporting tasks such as bug fixes, enhancements, and updates to address emerging issues.

4.3.4 The Contractor shall maintain all system documentation – The Contractor shall maintain documentation in accordance Risk Management Framework (RMF) and DoD Architecture Framework (DoDAF) artifacts such as System Views (SVs) Visio diagrams. The Contractor shall update all documentation as changes occur or complete new documentation as required. Documentation also includes user guides, training materials, landscape documents, test plans, POA&Ms, technical support artifacts (Enterprise Change Requests (ECRs), firewall requests, access requests), Configuration Management Plan, support agreements, policy memos, data flow diagrams, DODAF Articles, disaster recovery plan, formal agreements (MOU, MOA, etc.), appointment letters, hardware/software listing, network diagrams, ports, protocols and services, risk analysis reports, residual risk statements, system security plan, Security Technical Implementation Guides (STIG) reports, access control policy, audit logs, rules of behavior, incident responses, vulnerability management documentation (Authorizing Official Acceptance of Risk (AORA)) and business impact analysis. Additionally, the Contractor shall assist the Government in developing, updating, and maintaining lifecycle support documentation.

4.3.5 The contractor shall provide change/configuration management support – The Contractor shall support change/configuration management. The Contractor shall maintain a Configuration Management (CM) plan that addresses product management and version control of hardware and software for the project following USMC guidance and policies. The process should allow re-creation of all baseline deliveries from any point in time; it shall address configuration management administration, configuration identification, configuration control, configuration status accounting, and configuration audit procedures for MCFIRS project application software and documentation.