1.03_PWS.pdf

COMMANDER, SUBMARINE FORCE U.S. PACIFIC FLEET (COMSUBPAC)

FINANCIAL AUDIT COMPLIANCE ENHANCEMENT TOOL (FACET)

OFFSITE SCANNING SUPPORT SERVICES

1.0 Background

The National Defense Authorization Act requires that all components of the Department of Defense (DoD) establish an auditable Financial Improvement and Audit Readiness (FIAR) Program. Under FIAR, designated financial records must be retained for ten years.

To enable U.S. Navy ships and shore commands to best meet FIAR requirements, the Navy partnered with industry to create the Financial Audit Compliance Enhancement Tool (FACET). FACET allows commands to digitally scan and archive key financial documents required to be retained for FIAR compliance.

In order to reduce administrative demands on sailors while maintaining compliance with FIAR directives, COMSUBPAC seeks the services of a contractor to digitally archive and prepare for indefinite retention, utilizing FACET, financially accountable paper records created by submarine commands and supporting shore activities.

2.0 Objective and Scope

Provide offsite document scanning and digital archival services for 54 COMSUBPAC afloat and ashore activities. This effort requires that a contractor utilize FACET to digitally archive financial records provided by the government, transfer all newly created digital content to an approved Department of Defense digital repository for indefinite retention, and return scanned physical documents to the government. The volume of documents to be scanned offsite is estimated at 250,000 pages per year.

2.1 Scanning support.

2.1.1 The contractor shall utilize approved FACET systems to conduct all scanning services under this contract. The contractor is responsible for all hardware, licensed software, and support except for a Government provided Navy-Marine Corps Internet (NMCI) Common Access Card (CAC) enabled computer for uploading documents to the Defense Logistics Agency’s Document Automated Content Services (DACS) website.

2.1.2 The contractor shall provide pre-addressed shipping containers with pre-paid United States Postal

Service shipping from any U.S. Postal location in the world to support the delivery of all hard copy documents to the contractor. Shipping containers must be approximately 12” x 10” x 15” in size (standard banker box). Shipping containers shall be provided to the following activities:

Activity: Naval Submarine Support Command (NSSC) Pearl Harbor, Hawaii Address: Naval Submarine Support Command Pearl Harbor, Attn: Supply, BLDG 661, Morton Street, Pearl Harbor, Hawaii, 96860

Activity: Naval Submarine Support Center (NSSC) Bangor, Washington

Address: Naval Submarine Support Center, Bangor Washington, Attn: Supply, 2100 Thresher Avenue, Silverdale, Washington 98315

Activity: Commander Submarine Squadron 11, San Diego, California Address: Submarine Squadron Eleven, Attn: Supply, 140 Sylvester Road, San Diego, California, 92106

Activity: Commander Submarine Development Squadron Five, Bangor, Washington

Address: Submarine Development Squadron Five, Attn: Supply, 7111 Sealion Road, Silverdale, Washington, 98315

Activity: Commander Submarine Squadron 15

Address: Submarine Squadron 15, Attn: Supply, PSC 455 Box 162, FPO AP, 96540-1162

Activity: Commander Submarine Force, U.S. Pacific Fleet Address: Commander Submarine Force, U.S. Pacific Fleet, Attn: Supply, 1430 Morton Street, BLDG 619, Pearl Harbor, Hawaii, 96860

The aforementioned activities will distribute received shipping containers to subordinate activities.

Pre-paid shipping provided with each shipping container shall support transit to the contractor via traceable means with a delivery date, from the time of receipt by a commercial carrier, of no more than five business days.

The contractor shall provide shipping containers in the following quantities:

Activity Quantity of Boxes Required Naval Submarine Support Command, Pearl Harbor 216 Naval Submarine Support Center, Bangor 276 Commander, Submarine Squadron 11 60 Commander, Submarine Development Squadron 5 36 Commander, Submarine Squadron Fifteen 48 Commander, Submarine Force U.S. Pacific Fleet 24

2.1.3 The contractor shall provide packaging and shipping instructions that will include how to correctly prepare documents for submission and how to correctly prepare the container for shipping.

2.1.4 The contractor shall provide scanning and database indexing of the following documents, received from various COMSUBPAC organizations, into searchable Portable Document Formats (PDFs) in accordance with COMPACFLT policies:

(1) Letters of Authority to Obligate Funds

(2) Food Orders prepared by the Food Service Management System (FSM)

(3) Completed Vendor Receipts for Food Deliveries

(4) Annual Price Changes (R-Supply Report JSS130)

(5) Monthly Change Notices (R-Supply Report JSS140)

(6) Completed OPTAR Document Transmittal Reports (R-Supply Report JSF404)

(7) DD Form 1348-1As to document the receipt and issue of goods

(8) Administrative Receipts

(9) Medical Prime Vendor Approval and Receipt Documents

(10) General Services Administration Approval and Receipt Documents

(11) DD Form 1149 to document receipt of fuel

(12) Designation Letters for Agency Program Coordinators, Authorizing Officials, and Cardholders of Government Purchase Card Programs

(13) DD Form 577s for Agency Program Coordinators, Authorizing Officials, and Cardholders of Government Purchase Card Programs

(14) Monthly Government Purchase Card Credit Card Statements

(15) Government Purchase Card Certification Statements

(16) Government Purchase Card Logs

(17) Reserved

(18) Reserved

(19) Reserved

(20) DD Form 200 Financial Liability Investigation of Property Loss

2.1.5 When digitally archiving any Food Orders prepared by the Food Service Management System

(FSM) or Completed Vendor Receipts for Food Deliveries, the contractor will load a Defense Logistics Agency (DLA) Troop Support created Sent Order Report into the FACET system. This file will be provided by the government via email. This file is a Microsoft Excel document that links the content on FSM-created food orders to vendor-created purchase order numbers listed on delivery receipts.

2.1.6 The contractor shall prepare documents for FACET scanning by removing the documents from boxes; removing any extraneous cover sheets, staples, stickers, rubber bands, and clips; sort documents as required; and prepare appropriate separator sheets and batch class cover sheets.

2.1.7 The contractor shall scan and index all documents within ten business days of receipt in accordance with the FACET User Guide.

2.1.8 The contractor shall upload the digitally archived records of all scanned images to the DACS website within fifteen business days of the receipt of hard-copy documents utilizing the Government provided NMCI CAC enabled computer.

2.1.9 Within twenty business day of receiving hard-copy documents from a submitting activity, the contractor shall place a digital copy of all indexed data onto a CD/DVD and mail that CD/DVD to the submitting activity via traceable means.

2.1.10 Within thirty business days of receiving any hard-copy documents, the contractor shall ship all hard-copy documents to the below listed activity for indefinite storage. The contractor shall segregate all documents according to the submitting activity.

NSSC Pearl Harbor

BLDG 452K

Attn: FIAR Receipts 1942 Gaffney Street Pearl Harbor, HI 96860

2.1.11 The contractor shall attend meetings, either in person or via telephone, as requested by the

COR.

2.1.12 The Government shall provide guidance and training to participating organizations to support the execution of this PWS.

3.0 Performance Requirements

3.1 The contractor shall:

3.1.1 Provide scanning support services as described in paragraph 2.1.

3.1.2 Provide monthly status reports in accordance with paragraph 3.2.

3.2 Reports: The contractor shall provide a Monthly Status Report to the COR no later than five (5) business days after the end of the month during which services were performed. This informational report shall be provided to the COR via email in Adobe PDF. The report will provide the following information.

(1) Listed by date, the quantity of boxes, and associated shipping tracking number, of financial records received from any submitting activity.

(2) The amount of digital records created for each submitting activity.

(3) The date digitally created data was uploaded to the DLA DACS website for each submitting activity.

(4) The mailing date digital content was returned to a submitting activity and the traceable-means tracking information for the shipment.

(5) The date and quantity, and tracking information, for physical records returned to the government.

3.3 Travel Requirements: No contractor travel is expected under this requirement.

3.4 SERVICE DELIVERY SUMMARY

4.0 Quality Assurance

4.1 The Contractor is responsible for implementing and maintaining a Quality Control Program (QCP) to ensure that the work performed meets or exceeds contract requirements and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance. Upon contract award, The Government will provide the Contractor with an electronic

Performance Requirement

PWS Paragraph Performance Threshold

Performance Measurement

1. Contractor shall utilize FACET to digitally archive documents.

Paragraph 2.1 100% delivery and compliance.

COR will monitor progress through participation in scheduled meetings and monthly reports.

2. Contractor shall provide pre-paid shipping boxes to the government.

Paragraph 2.1.2 100% deliver and compliance.

COR will monitor through scheduled monthly reports.

3. Contractor shall provide instructions on preparing shipping containers.

Paragraph 2.1.3 95% delivery and compliance.

COR will monitor progress through participation in scheduled meetings and monthly reports.

4. Contractor shall scan documents utilizing

FACET.

Paragraph 2.1.4 95% delivery and compliance.

COR will monitor based on scheduled meetings.

5. Contractor will receive and upload DLA Sent Order Reports.

Paragraph 2.1.5 95% delivery and compliance.

COR will monitor based on scheduled briefings.

6. Contractor will receive, prepare, and digitally archive physical documents.

Paragraph 2.1.6 and 2.1.7

95% delivery and compliance.

COR will monitor based on scheduled travel.

7. Contractor will upload digital records to

DLA DACS.

Paragraph 2.1.8 95% delivery and compliance.

COR will monitor based on scheduled briefings.

8. Contractor will provide digital content to each submitting organization.

Paragraph 2.1.9 95% delivery and compliance.

COR will monitor based on scheduled briefings.

9. Contractor to return physical records to the government.

Paragraph 2.1.10 95% delivery and compliance.

COR will monitor based on scheduled briefings.

10. Contractor to provide monthly reports to the government.

Paragraph 3.2 95% delivery and compliance.

COR will monitor based on scheduled briefings.

copy of the Government’s Quality Assurance Surveillance Program (QASP). Notwithstanding the Government’s QASP, the Contractor is not relieved from having their own QCP program to address quality issues during the contract award period.

4.2 The Government’s QASP will address what deliverables are identified for surveillance and the method and surveillance periodicity to ensure the quality of deliverables as outlined in this PWS. The QASP addresses what will be reviewed and will outline actions to be taken by the Contractor, should review(s) and/or inspections identify areas requiring remedial action. Of special interest to the Government are performance standards or metrics that address productivity, and completion times.

5.0 Incidental Government Furnished Equipment

5.1 Facilities: This contract will be performed at contractor facilities.

5.2 Equipment: The contractor will provide all equipment required to meet the requirements of this PWS with the exception of one Government provided computer to facilitate document uploads in to the DLA Document Automated Content System (DACS).

5.3 Records, Files, Documents and Work Papers: All records, files, documents, and work papers provided by the government remain government property. The COR will provide guidance to the contractor personnel who shall maintain and dispose of these records, files, documents and work papers in accordance with COMPACFLT policy and procedures.

6.0 Contractor Qualifications

6.1 Contractor personnel shall meet the following minimum requirements:

6.1.1 Extensive knowledge, through experience or past performance, of scanning hardware, KOFAX Capture 11 software, Adobe Acrobat, Microsoft Access, and DACS, as well as being highly skilled at documentation, desk guide formulation, and video training production.

6.1.2 A working knowledge and proven capability in support of Financial Improvement and Audit

Readiness process improvement and must be able to be productive, proactive, flexible and responsive due to the nature of operational units’ unique situation to be ready to deploy.

6.1.3 A working knowledge through experience or past performance, of U.S. Navy Supply and financial Procedures.

7.0 Personnel and Other Requirements

7.1 The contractor shall furnish sufficient personnel to perform all work specified within this contract.

7.2 Government personnel are available during normal business workdays from 0800 to 1700 Monday through

Friday except for Federal Holiday specified below.

New Year’s Day Dr. Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day

Thanksgiving Day Christmas Day

If the federal holiday falls on a Saturday, the holiday is observed on the preceding Friday. If the federal holiday is on a Sunday the holiday is observed on the following Monday.

7.0 COMPACFLT Policy on Contractors

7.1 Compliance with Law. In accordance with Public Law 105-270, Section 5 (2)(A), Contractors shall not perform inherently governmental functions. Section 5 (2)(A) of this Public Law defines the term “inherently governmental function” as “a function that is so intimately related to the public interest as to require performance by Federal Government employees.” Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counter-intelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include, (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials; or (ii) any function that is primarily ministerial and internal in nature.”

7.2 Training of foreign personnel is prohibited under contractor’s performance. Training shall be conducted under a Foreign Military Financing (FMF), Foreign Military Sales (FMS) or a specified legal authority.

7.3 When performing the tasks associated with Contractor’s PWS, Contractor personnel shall make clear to all individuals they deal with that they are Contractor employees and not DoD employees. When participating and introducing themselves during official events wherein DoD, non-DoD or foreign officials are present, Contractor personnel shall identify themselves as employees of the contractor and shall have a visible contractor badge.

7.4 Contractor personnel cannot manage, supervise or task DoD civilian employees or military personnel while performing services under their contract.

7.5 Contractor personnel cannot make any commitment of U.S. Government funds or resources unless specifically authorized.

7.6 Contractor personnel performing services shall be required to comply with all COMPACFLT and installation rules and regulations applicable to conduct, safety, security, and procedures governing site entry and exit.

7.7 Contractor personnel shall be required to safeguard data files and output products, regardless of format or medium, in accordance with appropriate security measures for classification of data being handled within COMPACFLT (see DoD Regulation 5200.1, OPNAVINST 5500.2).

7.8 Contractor personnel shall also safeguard Privacy Act Information in accordance with existing regulations.

7.9 Contractor personnel shall not establish an employee-employer relationship with COMPACFLT under their contract.

7.10 Contractor personnel shall not provide personal services to COMPACFLT under their contract.

7.11 Contractor personnel shall be required to read the PWS and understand all provisions of this PWS.

7.12 Invitational Travel Orders (ITOs) cannot be issued for Contractors’ personnel. Contractor travel requirements must be specified and paid for through their contract. The government will reimburse travel at the economy class rate.

7.13 Contractor personnel shall clearly identify themselves as a Contractor on their e-mail, signature block, voice mail, business card, and a unique and readily distinguishable identification badge.

8.0 Period of Performance

Base Period: 28 September 2019 - 27 September 2020

Option Year 1: 28 September 2020 - 27 September 2021

9.0 Place of Performance

The primary place of performance will be at the contractor’s facility with in-person meetings, if necessary, being held at Commander, Submarine Force U.S. Pacific Fleet (COMSUBPAC), 1430 Morton St. Bldg.

619. Pearl Harbor, HI 96860-4664, when notified by the COR.

10.0 Points of Contact

Contracting Officer’s Representative (COR) James H. Martindale, (808) 473-5535, James.martindle@navy.mil

Technical Contracting Officer’s Representative (TPOC) CDR Bran Sherman, (808) 473-2214, Bran.sherman@navy.mil

11.0 Base Access

All contractors, suppliers, and vendors who wish to have base access to Joint Base Pearl Harbor-Hickam (JBPHH) must have a Defense Bio-metric Identification System (DBIDS) credential. DBIDS is a force protection program designed to manage personnel, property and installation access. The Nimitz Pass & ID office is open 24 hours, seven days a week to accommodate DBIDS requests and is located at 1250 South Drive, Bldg. 3455, outside Nimitz Gate. Contractors and vendors may retrieve fillable forms from www.cnic.navy.mil/om/dbids.html.

All new contractors, vendors, and suppliers will be required to obtain a DBIDS credential. There is no cost to obtain a DBIDS credential.

For more information on DBIDS, visit www.cnic.navy.mil/om/dbids.html. For updates, visit JBPHH Facebook or www.cnic.navy.mil/pearlharbor-hickam, or 449-0865.

12.0 Access to Federal Facilities

Per Homeland Security Presidential Directive-12 (located at: http://lincpass.usda.gov) and implementing guidance, all contractor employees working at a federally controlled base, facility or activity under this clause shall require a DoD CAC. When access to a base, facility or activity is required contractor employees shall in-process with the Navy Command’s Security Manager upon arrival to the Navy Command and shall out-process prior to their departure at the completion of the individual’s performance under the contract.

13.0 Enterprise-wide Contractor Manpower Reporting Application (ECMRA): In accordance with the Navy

Marine Corps Acquisition Regulation Supplement (NMCARS) 5237.102-90, the contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for COMPACFLT via a secure data collection site. Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

(1) W, Lease/Rental of Equipment;

(2) X, Lease/Rental of Facilities;

(3) Y, Construction of Structures and Facilities;

(4) D, Automatic Data Processing and Telecommunications, IT and Telecom- Telecommunications

Transmission (D304) and Internet (D322) ONLY;

(5) S, Utilities ONLY;

(6) V, Freight and Shipping ONLY.

The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

13.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Command, U.S. Pacific Fleet (COMPACFLT) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil.