PWS Financial Management.pdf

PERFORMANCE WORK STATEMENT (PWS)

Financial Management Support Services

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PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide a wide range of Financial

Management Support services to Military Sealift Command’s (MSC) Comptroller Directorate (N8).

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the

Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, direct supervision, and other items and non-personal services necessary to perform the required N8 support services, as defined in this PWS except for those items specified as Government Furnished Property (GFP) and services. The

Contractor shall perform to the standards in this contract.

1.2 Background: The mission of MSC is to provide sealift for strategic mobility support of national defense objectives. Specifically, MSC provides cargo and petroleum, oil, and lubricants, transportation, fleet auxiliaries, and special mission ships in support of fleet and combatant commander requirements, in addition to preparing for and providing strategic sealift during mobilization. MSC discharges its mission through the employment of sealift forces consisting of

Government owned ships, augmented by Contractor-operated and Government-operated ships and commercial services. MSC is a Working Capital Fund (WCF) organization. MSC’s mission supports the United States Transportation Command (USTRANSCOM) and the Chief of Naval

Operations. MSC's mission is to support our nation by delivering supplies and conducting specialized missions across the world's oceans. MSC is organized into seven mission areas representing its primary operations. These mission areas fall under the Director, Ship

Management (DSM) and are as follows:

1.2.1 PM1 - The Combat Logistics Force Program (CLF) has 15 ships that provide a variety of fuels for ship propulsion, aircraft operations and power generation. Fleet Replenishment

Oilers are the largest subset of the Navy's CLF and routinely shuttle food and other dry cargo as fleet freight for transfer to customers as their fuel is delivered. Fleet Oilers provide fuel to deployed Navy combatant ships and their assigned aircraft via connected replenishment at sea.

1.2.2 PM2 - The Special Mission Ship Program has approximately 20 ships that provide operating platforms and services for a wide variety of U.S. military and other U.S.

Government missions. Oceanographic and hydrographic surveys, underwater surveillance, missile tracking, acoustic surveys, and submarine and special warfare support are just a few of the specialized services provided to various Navy and other DOD sponsors.

1.2.3 PM3 - The Preposition Program operates prepositioning ships that provide quick and efficient movement of military gear between operating areas without reliance on other nations' transportation networks. These ships give U.S. regional combatant commanders the

2 / 34 assurance that they will have what they need to quickly respond in a crisis - anywhere, anytime. Its ships are continuously forward deployed, ready to activate on short notice to initially support our military forces in the event of a contingency.

1.2.4 PM4 –The Service Support Ship program provides the Navy with towing, rescue and salvage, submarine support, command and control platform and floating medical facilities, as well as support for special warfare support and operations. Several ships have hybrid crews of Civilian Mariners and uniformed Navy personnel working under the leadership of a U.S.

Navy Captain. This crewing structure allows the ships to maintain their commissioned status.

They also operate several chartered submarine and special warfare support ships.

1.2.5 PM5 -The Sealift Program provides high-quality, efficient and cost-effective ocean transportation for DOD and other federal agencies during peacetime and war. More than 90 percent of U.S. warfighters' equipment and supplies travels by sea. PM5 is charged with providing Ocean Transportation to DOD in peacetime, during a contingency and in wartime, carrying combat equipment and supplies to locations around the world and providing surge shipping for these assets when required. The program also provides ocean transportation for humanitarian and peacekeeping missions.

1.2.6 PM6 – The Fleet Ordnance and Dry Cargo program has fourteen Dry

Cargo/Ammunition ships and two Fast Combat Support ships. Dry Cargo and Ammunition ships increase the delivery capability to provide food, fuel, spare parts, ammunition and potable water to the U.S. Navy and its allies. Fast Combat Support Ships provide parts, supplies and fuel at sea.

1.2.7 PM8 – The Expeditionary Fast Transport program operates high-speed, shallow draft ships capable of intra-theater personnel and cargo lift for the armed services. They enable the rapid transit and deployment of conventional and Special Forces, equipment and supplies in support of maneuver and sustainment operations.

1.2.8 Supporting the foregoing mission areas are N-code organizations that deliver services in support of DSM. Most N-codes fall under the Director, Maritime Operations (DMO) and include, but are not limited to: N3 – Operations, N4 – Logistics, N6 – Information

Technology, N7 – Engineering, and N10 – Contracting, while N1 – Manpower and

Personnel, falls under the Director, Total Force Manpower (TFM). Elsewhere, N8 –

Comptroller, and N9 – Corporate Operations, both report directly to MSC’s Executive

Director.

1.3 Objectives: The objective of this contract is to obtain financial management support services for MSC’s N8 Directorate. Services provided under this PWS will include assisting the

Command in the following areas:

• Providing data collection, financial analysis and financial reporting support. This function includes, but is not limited to:

3 / 34 o Collecting, recording, interpreting, maintaining and presenting data related to U.S.

Navy and USTRANSCOM mission areas, activities and requirements.

o Preparing analysis and developing deliverables per Technical Exhibit 1 and related sub-paragraphs, bearing in mind the foregoing organizational structure and the need for reporting to support both aggregated e.g., command level, fund level

(Navy / USTRANSCOM) reporting, as well as disaggregated, e.g., vessel, program and N-code objectives.

• Delivering technical recommendations and providing migration and sustainment support associated with MSC’s implementation of the Department of the Navy Enterprise

Resource Planning (NERP) system.

• Providing Office of Management and Budget Circular A-123 (OMB A-123) Program

Development and Sustainment support.

• Providing advice and coordinating the execution of special projects related to financial research, data collection and analysis.

• Providing for the operations of the Military Sealift Command NERP Enterprise Business

Office (MEBO) and all its related supporting functions

1.4 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance is as follows:

• Base Year TBD

• Option Year One TBD

• Option Year Two TBD

• Option Year Three TBD

• Option Year Four TBD

1.5 General Information

1.5.1 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.2 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 0800 and 1600 (local/eastern) 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. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

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1.5.3 Place of Performance: The work to be performed under this contract will primarily be performed at the Contractor’s facility. At times, in order to facilitate coordination efforts, the

Contractor may be required to perform some of the work at MSC facilities in Norfolk VA.

When required, the Government will provide suitable facilities to accomplish required efforts.

1.5.4 Type of Contract: The Government will award a Firm-Fixed-Price, C-type contract for this work.

1.5.5 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment provided and information provided for Contractor use. Specifically, the Contractor shall protect all Controlled Unclassified Information obtained by the Contractor and its personnel to the same standards in place for the Government.

1.5.6 Post-Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting

Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the

Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

Post-Award Conference will take place not later than 30 calendar days after award.

Scheduling of the Post-Award Conference will be completed not more than ten working days after award.

Periodic Progress Meetings will be conducted on a monthly basis before the sixth working day of the calendar month.

Meeting may be conducted via MSTeams if deemed appropriate at the time by the KO, COR and Contractor.

1.5.7 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the

Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the

Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor

Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry for Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to

5 / 34 changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.8 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.5.9 Contractor Travel: Contractor may be required to travel CONUS and within the

Hampton Roads area during the performance of this contract to attend meetings, conferences, and training. The Contractor may be required to travel to off-site training locations and to ship training aids to these locations in support of this PWS. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.5.10 Other Direct Costs: This category includes travel (outlined in 1.5.9), reproduction, and shipping expenses associated with training activities.

1.5.11 Data Rights: In accordance with FAR 252.227-7013 Rights in Technical Data—Other

Than Commercial Products and Commercial Services, the Government shall have unlimited rights to all documents/material developed under this contract. All data/documents/materials developed under this Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.5.12 Organizational Conflicts of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the

Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.13 Phase-in Period

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1.5.13.1 The Contractor shall develop a comprehensive Draft Phase-In Plan detailing the phase-in approach, staffing, activities, risks, and schedule, in order to ensure business continuity with no disruption.. This plan will be submitted after contract award. The COR will provide the Contractor feedback on the phase-in plan and allow the Contractor to make revisions as needed. The Contractor shall resubmit the Final

Phase-In Plan three (3) business days after COR provides feedback to the Contractor.

The Contractor shall follow the Government approved Final Phase-In Plan. The

Contractor shall propose a transition timeline and process for any phase-in activities as required.

1.5.13.2 The Contractor shall use the time between award and start date to prepare for and achieve fully operational status on the first day of required services. To accomplish this level of operational readiness, the Contractor shall implement its

Final Phase-In Plan, which should be submitted as a draft as part of the technical proposal in response to the solicitation. Site access shall be permitted during phase-in to the extent that it does not interfere with the operation of the Incumbent Contractor.

1.5.13.3 The Contractor shall coordinate with the COR for site access permission.

The Phase-In Plan shall address no less than the following:

Manpower requirements

Personnel recruitment

Personnel orientation

Site familiarization

Material equipment on-hand levels verification and validation

Assumption of responsibility and accountability of Government furnished property

Contractor provided supplies and equipment

Timeliness

1.5.14 Phase-out Period:

1.5.14.1 The Contractor shall maintain full compliance during the period of time leading up to award expiration or termination. The Contractor shall submit to the

COR a Phase-Out Plan sixty (60) calendar days before the period of performance completion or termination. The Phase-Out Plan shall address no less than the following:

Procedures for retaining the staffing levels necessary to maintain required services through the day of expiration or termination.

Procedures and responsibilities for performing physical inventory and reconciliation of Government Furnished Property (GFP).

Procedures and responsibility for reconciling and certifying material and equipment on-hand levels and accuracy.

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Contractor shall provide on-the-job training for the incoming Contractor personnel. This includes side-by-side operational procedures.

1.5.14.2 The Contractor shall coordinate its phase-out activities with the incoming

Contractor to produce a smooth transition at the end of the award period. The

Contractor shall remove all Contractor-owned property from the Government spaces or facilities by close of business on the last day of the award.

1.5.15 Contractor Mandatory Training Requirements: The Government may require seated contractors to participate in certain mandatory training requirements. The COR will notify the contractor of mandatory training as requirements arise during the period of performance. It is the responsibility of the contractor to ensure these training requirements are met and properly reported to the COR. Mandatory training may include, but is not limited to:

Antiterrorism Training

Combating Trafficking in Persons

Counterintelligence Awareness

IA Training

Operations Security (OPSEC)

Physical Security

Privacy Act and Personally Identifiable Information (PII)

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PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the

Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key

Personnel listed in the PWS.

2.1.6.1 The Contractor agrees that a partial basis for award of this contract is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this contract those key persons whose resumes were submitted with the proposal necessary to fulfill the requirements of the contract. No substitution shall be made without prior notification to and concurrence of the Contracting Officer in accordance with this requirement. Substitution shall include, but not be limited to, subdividing hours of any key personnel and assigning or allocating those hours to another individual not approved as key personnel.

2.1.6.2 All proposed substitutes shall have qualifications equal to or higher than the qualifications of the person to be replaced. The Contracting Officer shall be notified in writing of any proposed substitution at least forty five (45) days, or ninety (90) days if a security clearance is to be obtained, in advance of the proposed substitution.

Such notification shall include:

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An explanation of the circumstances necessitating the substitution

A complete resume of the proposed substitute

An explanation as to why the proposed substitute is considered to have equal or better qualifications than the person being replaced

Payroll record of the proposed replacement

Any other information requested by the Contracting Officer to enable him/her to judge whether or not the Contractor is maintaining the same high quality of personnel that provided the partial basis for award.

2.1.6.3 Key personnel are designated as:

Data Manager

Program Manager

Senior Accountant

Senior SAP Subject Matter Experts (all)

2.1.7 Personnel Qualifications

Business Analyst o Candidate must have a Bachelor’s degree.

o Must have at least three (3) years of experience as a Business Analyst.

o Must understand the Department of Defense Financial Management

Regulation (DoD FMR) o Must have strong written and verbal communication skills.

o Must be proficient with Microsoft Applications (Word, Excel, PowerPoint).

Data Manager o Candidate must meet one of the two following requirements:

A Bachelor's degree in Data Sciences from an accredited college or university and at least five (5) years of professional experience as a

Data Manager, or

At least seven (7) years of professional experience as a Data Manager may be substituted for degree requirement.

o Must understand and be able to practically apply the Digital Accountability and Transparency Act (DATA) of 2014.

o Must have a working knowledge of Office of the Undersecretary of Defense, Comptroller (OUSD[C]) Advanced Analytics (Advana) Tool.

o Must have ability to analyze and prepare documentation, and possess the ability to identify and resolve complex problems.

o Be able to obtain, analyze, and evaluate complex textual and/or quantitative data in order to make comparisons among alternatives or to make recommendations for corrections or improvements in processes, operations or policies.

10 / 34 o Organize, direct, and coordinate planning and production of all data-related activities.

o Must have knowledge of Department of Defense (DoD) policies, and directives.

Program Manager o Candidate must meet one of the two following requirements:

A Bachelor's degree from an accredited college or university and at least five (5) years of professional experience as a Program Manager, or

At least seven (7) years of professional experience as a Program

Manager may be substituted for degree requirement.

o Must have ability to analyze and prepare documentation, and possess the ability to identify and resolve complex problems.

o Be able to obtain, analyze, and evaluate complex textual and/or quantitative information in order to make comparisons among alternatives or to make recommendations for corrections or improvements in processes, operations or policies.

o Organize, direct, and coordinate planning and production of all contract activities.

o Interface with customer management including the Contracting Officer and the Contracting Officer's Representative (COR).

o Must have knowledge of Department of Defense (DoD) policies, and directives.

o Must have ability to analyze and prepare documentation, and possess the ability to identify and resolve complex problems.

Senior Accountant o Candidate must possess a current professional license as a Certified Public

Accountant (CPA).

o Must have at least seven (7) years of accounting experience.

o Must understand and be able to practicably apply the following:

Federal Accounting Standards Advisory Board’s (FASAB):

Statements of Federal Financial Accounting Concepts

(SFFAC)

Statements of Federal Financial Accounting Standards

(SFFAS)

Financial Accounting Standards Board’s (FASB) Generally Accepted

Accounting Principles (GAAP)

Department of Defense Financial Management Regulation (DoD

FMR)

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Staff Accountant o Candidate must be an active candidate for professional licensure as a Certified

Public Accountant (CPA).

o Must have at least five (5) years of accounting experience.

o Must understand the following:

Federal Accounting Standards Advisory Board’s (FASAB):

Statements of Federal Financial Accounting Concepts

(SFFAC)

Statements of Federal Financial Accounting Standards

(SFFAS)

Financial Accounting Standards Board’s (FASB) Generally Accepted

Accounting Principles (GAAP)

Department of Defense Financial Management Regulation (DoD

FMR)

Technical Assistant I o Candidate must have a Bachelor’s degree.

Technical Assistant III o Candidate must have a Bachelor’s degree.

o Must have at least five (5) years of experience performing Technical Assistant

III duties.

o Must understand the Department of Defense Financial Management

Regulation (DoD FMR)

Senior SAP Subject Matter Expert o Candidate must meet one of the two requirements regarding length of experience:

A Bachelor's degree, and at least five (5) years of relevant experience with Navy ERP or Systems Applications Business Objects Tools, or

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At least seven (7) years of relevant professional experience with Navy

ERP or Systems Applications Products Business Objects Tools may be substituted.

o Must be able to apply a thorough technical and business knowledge of the

Navy ERP System to reports and data development.

o Must have strong written and verbal communication skills.

o Be able to provide customer service both internally and externally.

o Will need to be able to support specific tasks related to reporting/analytics/dashboards, data warehousing, data integration, data mapping, data management, data governance, archiving, and metadata management.

o Be able to support data extracts, transformation load, metrics collection, and analysis of Navy ERP data and associated systems' data feeds, and reporting of this data internally and externally to MSC.

Mid-level SAP Subject Matter Expert experience:

At least six (6) years of professional experience with Navy ERP or

Systems, Applications and Products (SAP) in the appropriate modules such as Finance, Funds Management, Sales Distribution, Controlling, Project Systems, Materials Management, Inventory/Warehouse

Management, or Workforce Management, or

A Bachelor's degree and at least four (4) years of relevant experience with Navy ERP or Systems Applications and Products (SAP) in the appropriate module.

o Candidate is responsible for applying thorough technical and business knowledge of the Navy ERP System in performing operations in order for the system to meet the ongoing Navy business operations requirements.

Candidate must have strong written and verbal communication skills and must provide customer service both internally and externally. Performs specific tasks related to help desk support, master data management, reporting, analytics, testing, production operations, training and working with group participation and facilitation. Supports strategic planning of the operational impact of releases, upgrades, planned maintenance, schedules, standard operating procedures, and business process efforts. Familiarity with systems such as the National Help Desk Service Manager (NHDSM) or similar is desirable. Must have experience with Microsoft Applications (Word, Excel, PowerPoint).

Entry-level SAP Subject Matter Expert

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A High School Diploma, and four (4) years of relevant experience with IT systems or relevant business operations, or

An Associate's degree, and two (2) years of relevant experience with

IT systems or relevant business operations o Candidate is responsible for supporting operations in order for the system to meet the ongoing Navy business operations requirements. Candidate must have strong written and verbal communication skills and must provide customer service both internally and externally. Performs routine tasks related to help desk support, master data management, reporting, analytics, testing, production operations, training and working with group participation and facilitation. Supports documentation development of releases, upgrades, planned maintenance, schedules, standard operating procedures, and business process efforts. Familiarity with systems such as the National Help Desk

Service Manager (NHDSM) or similar is desirable. Must have experience with Microsoft Applications (Word, Excel, PowerPoint).

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The

Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS

ACOR Alternate Contracting Officer's Representative

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

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COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

CUEC Complimentary User Entity Controls

DN Department of the Navy

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

FISCAM Federal Information Systems Controls Audit Manual

FMR DoD Financial Management Regulations (DoD 7000.14-R)

HIPAA Health Insurance Portability and Accountability Act of 1996

KO Contracting Officer

MEBO MSC ERP Business Office

NERP Navy Enterprise Resource Planning

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

OM&S Operations, Materials and Supplies

PIPO Phase In/Phase Out

POC Point of Contact

PP&E Property Plant and Equipment

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

TE Technical Exhibit

USSGL United States Standard General Ledger

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services

3.1. Services: The Government will provide access to the required Government systems in order for the Contractor to perform the required services. This includes, but is not limited to:

NERP

Navy Data Platform (NDP)

Advana/Jupiter

DDRS

Hyperion

Configuration Management and Logistics System (CMLS)

Human Resources Management System (HRMS)

3.2. Equipment: The Government will provide the necessary Navy Marine Corps Internet

(NMCI) computers or Nautilus Virtual Desktop applications (as applicable) access in order to allow Contractors access to required systems and data.

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Services

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS. The

Contractor will also ensure that appropriate systems access requests are submitted and that the systems they utilize meet all requirements for accessing these systems.

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PART 5

SPECIFIC TASKS

5. Specific Tasks

5.1 Financial Analysis and Reporting Tasks

5.1.1 The Contractor shall perform collection, analysis and presentation of financial data originating in NERP. The COR will ensure Contractor analysts are registered for the appropriate security badges and have access to NERP. The Contractors may also be required to manage, analyze and extract (or import) data residing outside of NERP for compilation, analysis and reporting. Other data repositories may include, but are not limited to, the Navy

Data Platform (NDP), Advana, and Jupiter. The type of financial data to be manipulated involves, but is not limited to, data regarding WCF financial operations, such as commitments, obligations, expenditures, disbursements, unfilled customer orders, accounts payable, accounts receivable, cash, net operating results (NOR), accumulated operating results (AOR), and associated variances between budgets and plans.

5.1.1.1 Data Collection – Develop processes, procedures and tools to gather, maintain, and provide monthly and cumulative tracking of all financial data associated with Navy and USTRANSCOM fund, both at the command and fund level (Navy /

USTRANSCOM) as well as at lower indenture levels including, but not limited to, vessel, program, DSM, N-codes, DMO, TFM, etc. In all cases data collection should be structured in such a manner to allow for aggregated reporting (“roll up”) and disaggregated reporting (“drill down”).

5.1.1.2 Data Analysis – Conduct financial analyses of raw data collected by applying analytical methods from the field of finance to determine the efficacy of financial operations and the variance to plan at various indenture levels across the command. The

Contractor shall perform trend analysis to evaluate changes in performance over time and make recommendations on how to improve financial performance.

5.1.1.3 Data Presentation – Package relevant financial data analysis into an easily understood presentation format, approved by the COR. At times, presentation format may be provided by MSC.

5.1.1.4 Data Tracking – Proactively review, reconcile, and provide process improvement recommendations for data tracking and manipulation and current issues relating to both external and internal sources of financial data.

5.1.1.5 Desk Guide Development – Capture, codify, and publish standard operating procedures for common financial transactional tasks for use by MSC personnel.

5.2 NERP Sustainment, Migration and Implementation Tasks

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5.2.1 The Contractor shall provide technical, subject matter expert (SME) support regarding

NERP implementation and sustainment efforts. The Contractor shall provide NERP SME technical advice and recommendations to support decision making in the NERP functionalities of: project management, sales and distribution, workforce management, cost controlling, financial accounting, funds management, asset accounting, travel, and inventory management.

5.2.1.1 Technical advice and recommendations – The Contractor shall attend meetings regarding proposed NERP implementation or sustainment requirements associated with

MSC’s use of NERP. Meeting attendees may include, but are not limited, to DON personnel from Program Executive Office – Enterprise Information Systems (PEO-EIS);

Assistant Secretary of the Navy (Financial Management & Comptroller); Commander, Naval Supply Systems Command (COMNAVSUPSYSCOM); Commander, Naval Sea

Systems Command (COMNAVSEASYSCOM); Commander, Naval Air Systems

Command (COMNAVAIRSYSCOM); Commander, Naval Facilities Expeditionary

Warfare Command (COMNAVFAC EXWC), and U.S. Naval Research Laboratory

(NRL). The Contractor shall provide timely advice, analysis and recommendations regarding prospective MSC decisions affecting MSC’s implementation and sustainment objectives.

5.2.1.2 Integration of business processes in NERP – The Contractor will make recommendations to support integration of financial business processes to best leverage

NERP. Contractor recommendations will support MSC efforts to integrate budget formulation, budget execution, labor management, cost allocation and modeling, financial reporting and monthly, quarterly, and yearly close outs/startups.

5.2.1.3 NERP training and change management – The Contractor shall assist in delivery of training on NERP functional areas as needed to support management of MSC’s transactional work flow and to accelerate system adoption by MSC users.

5.2.1.4 Business intelligence (BI) support – The Contractor shall support MSC business intelligence objectives by assisting in BI governance, facilitating efforts to leverage financial data warehouse environments, providing BI technical support, managing data archiving efforts, and developing documentation to support ongoing BI efforts.

5.2.1.5 Program office support to MSC ERP Business Office (MEBO) – The Contractor shall assist MEBO personnel in the areas of operations and business process support including but not limited to ticket escalation, testing, user management, requirements definition, high level design, data quality, validation, release management, reporting and issue resolution across all resident NERP modules including Asset Management (AM), Business Information Warehouse (BW), Controlling (CO), Financial Accounting (FI), Funds Management (FM), Material Management (MM), Project Systems (PS), Workforce Management (WFM), Sales and Distribution (SD) and User Management

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(UM). This range of support envisioned can be characterized as “Tier 2” level business office support.

5.3 OMB A-123 Tasks and Support

5.3.1 OMB A-123 Sustainment – The Contractor shall assist MSC in the development or revision and implementation of any emergent required changes to relevant business processes. Primary focus areas include, but are not limited to; Funds Balance with Treasury, Budget to Report, Procure to Pay and Financial Statement Compilation and Reconciliation.

5.3.1.1 Provide support for identification and testing of key internal control activities, evaluation of controls and development, documentation and implementation of emergent corrective actions when necessary. It is anticipated that there will be approximately ten rounds of controls testing.

5.3.1.2 Review/revise existing business process documentation including Business

Process Flowcharts, Business Process Memoranda and Standard Operating Procedures

(SOP). Develop additional OMB A-123 related business process documentation as needed. Assist MSC in the implementation of any emergent required changes to business processes. Assist MSC in the development of and/or revision to SOPs for assertion related financial business processes.

5.3.1.3 Assist with the development, implementation and re-testing of emergent corrective actions as part of sustainment.

5.3.2 Reconciliation – Assist MSC in developing routine financial reconciliation processes to be executed by MSC Civilian workforce.

• Budgetary – Proprietary (Treasury Tie Point) reconciliation

• Reconciliations of all material United States Standard General Ledger (USSGL) accounts)

• Audit schedules supporting annual financial statement line items to include Balance

Sheet, Statement of Budgetary Resources and Statements of Net Costs

• Reconciliations of all NERP Sub-ledgers to the General Ledger

• Reconciliation of Manual Journal Vouchers (JVs) for reimbursable program(s) accrued revenue

• Assist MSC in developing system-generated, automated support for monthly, quarterly and annual manual JVs for the accrual of reimbursable revenues.

5.3.3 Balance Sheet – OMB A-123 processes and procedures relating to Operating Materials and Supplies (OM&S) Inventories and Property, Plant and Equipment (PP&E) balance sheet line items.

5.3.3.1 Business Processes – Assist MSC in the development of Logistics, Information

Technology (IT) and Comptroller Directorate business processes and documentation to

20 / 34 ensure sustainment of auditable OM&S Inventory and PP&E balances on the Command’s financial statements

5.3.3.2 Inventory – OM&S Inventory and PP&E OMB A-123 sustainment

Assist MSC in reconciling its Fixed Assets and Inventory sub-ledgers to its general ledger.

Assist in the reconciliation of PP&E, OM&S, Internal Use Software and other fixed asset accounts’ beginning balances.

Assist MSC in reconciling MSC-NERP Fixed Assets information to other DON

PP&E databases and systems where necessary.

Assist in the performance of independent valuations of MSC’s capital assets that lack original source supporting documentation.

Assist MSC in compiling metrics and information to support any required write-offs to correct asset account balances.

Assist in the performance of iterations of internal controls testing to ensure implementation of corrective actions emergent from previous testing evolutions.

Assist in developing, documenting and implementing any additional emergent corrective actions.

Research relevant authoritative guidance and assist MSC in developing position papers that support MSC’s approach to capturing Fixed Assets in its financial statements.

5.3.4 IT Systems / Federal Information System Controls Audit Manual (FISCAM) OMB A-

123 Development and Sustainment

5.3.4.1 Assist in the performance of FISCAM control testing, evaluate controls and develop, document and implement emergent corrective actions for all financial feeder systems that materially impact MSC’s financial statements

5.3.5 Audit Support

5.3.5.1 Assist in the development of audit schedules and work papers to support balances on MSC’s financial statements

5.3.5.2 Assist in developing research papers on financial accounting and auditing standards.

5.3.5.3 Assist MSC as needed in data gathering and retrieval of source documentation required by auditors.

5.4 Military Sealift Command NERP Enterprise Business Office (MEBO)

5.4.1 Execution

5.4.1.1 Designate a program manager, available on MEBO work days during MSC HQ core hours (0800-1600 local), who shall be responsible for management and oversight of

21 / 34 contractor/subcontractor work performance, serve as a point of contact for all customer relations with the COR, and be responsible for resolving all quality, timeliness, and accuracy issues with contractor and subcontractor work and performance.

5.4.1.2 Ensure, in the event of an emergency, that the program manager makes verbal contact with the COR or Technical Point of Contact (TPOC) within 60 minutes of the

COR’s or TPOC’s contact.

5.4.2 Operations and Business Processes

5.4.2.1 The Contractor shall provide technical and business area expertise to ensure that the MEBO Systems of Support meets the ongoing business operations requirements.

Support will include help desk support, master data management, reporting, analytics, testing, working with group participation and facilitation, and production operations. The

Contractor shall support strategic planning of the operational impact of releases, upgrades, planned maintenance, schedules, property conversions, standard operating procedures, and business process efforts.

5.4.3 Specific Tasks

5.4.3.1 Provide subject matter expertise for functional areas, such as, but not limited to, Finance, Funds Management, Project Systems, Controlling, Asset Management, Inventory Management, Material Management, Planning, Outfitting, Warehouse

Management, Physical Inventory, Material Movement, Storage, Disposal, Repairables, Order Fulfillment, Automated Information Technology, Workforce Management, Sales and Distribution, Wide Area Workflow (WAWF), Purchase Card, Surveillance and

Performance Monitoring (SPM), and Electronic Data Access (EDA).

5.4.3.2 Provide support for resolution of issues, discrepancies, and complaints submitted through the help desk, email or other sources. Support to include analysis, tracking, and documenting of proposed resolution.

5.4.3.3 Support reviews and updates on technical documentation, associated with, but not limited to, Functional Specifications, Business Transition Plans, Quality Defects, Engineering Change Proposals, and Financial Improvement and Audit Readiness (FIAR)

Audit Requests.

5.4.3.4 Provide support for data calls originating externally or internally, and other specified requests for technical information related to MEBO Systems of Support, or other related systems or software. Support to include, but is not limited to, researching requirements, collecting and tabulating data, drafting recommendations, performing testing and updating documentation.

5.4.3.5 Evaluate, review and provide recommendations on management or user proposed changes to supported systems.

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5.4.3.6 Evaluate and provide written feedback for new capabilities and functionalities on supported systems.

5.4.3.7 Develop, maintain, and update white papers, metrics, process procedures, desk guides, MEBO Internal Operating Guides (MIOG), or other specified documentation to support operational business process initiatives, system issues, testing results or change requests.

5.4.3.8 Provide configuration management for business process changes, business rules, and other operational/business authoritative documentation.

5.4.3.9 Identify alternatives and resolutions to system issues preventing supported

Commands from performing their mission.

5.4.3.10 Assist in the functional and regression testing of newly developed system capabilities and functionalities.

5.4.3.11 Assist in testing of regularly scheduled and emergent releases and system upgrades.

5.4.3.12 Assist in the analysis, ranking and prioritization of defects and Engineering

Change Proposals.

5.4.3.13 Provide support in the evaluation and coordinating of workflow configuration and maintenance requirements.

5.4.3.14 Provide customer interface and liaison to System Owners and Stakeholders.

5.4.3.15 Perform and maintain master data management and updates in systems.

5.4.3.16 Support Command re-organization efforts.

5.4.3.17 Support period end and year end close efforts, labor processing, and batch job coordination.

5.4.3.18 Provide support to Working Groups, Tiger Teams, and other specified meetings to capture action items as well as to identify and recommend process and system improvements.

5.4.3.19 Evaluate and understand NERP and local business rules, along with process procedures in order to provide support to users. Support to include, but not limited to, validating user compliance and explaining proposed changes to the rule or process.

5.4.3.20 Conduct on-site support at MSC HQ in Norfolk VA for property conversions to include, but not limited to, assessments, site surveys, gap analysis, process mapping, inventory processing, training, and data conversion.

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5.4.3.21 Provide support and knowledge transfer for business processes, such as Pre-

Expended Bin Identification, Shop Stores, Kitting, Work-In Progress, and OM&S

Material Identification.

5.4.4 Business Intelligence

5.4.4.1 The Contractor shall support all aspects of business intelligence to include reporting, analytics, dashboards, data warehousing, data integration, data mapping, data management, data governance, archiving, security, and metadata management. The

Contractor shall support metrics collection and reporting, triage support, interaction with the multiple systems under the MEBO’s purview. The Contractor shall support the planning, analysis, transformation, and migration of data and associated systems. All reports and dashboards created using the Navy servers are property of the US

Government along with any associated unlimited technical data rights.

5.4.4.2 Data Maintenance and Archive Tasks

5.4.4.2.1 Support the identification of data integrity issues and recommend corrective actions in coordination with the business process owners and the Business

Management Division. Data integrity issues may include defective data or data that has been corrupted by system anomalies or interfaces, converted data, and business rule adherence.

5.4.4.2.2 Analyze and monitor batch job results for accuracy, and report issues with recommendations for future avoidance.

5.4.4.2.3 Assist business process owners in identifying data available for archiving, in accordance with the Data Archiving Strategies and the Navy’s Records Retention

Policy.

5.4.4.2.4 Retrieve archived data as needed to support data requests and reports.

5.4.4.2.5 Support extract and load of data available in systems and other sources.

5.4.4.2.6 Support conversion and migration of data.

5.4.4.3 Reporting

5.4.4.3.1 Develop recommendations for modifying existing reports for MSC' specific use.

5.4.4.3.2 Design and prepare new reports.

5.4.4.3.3 Identify and recommend resolutions of reporting inconsistencies.

5.4.4.3.4 Maintain and communicate a corporate reports listing/catalog.

5.4.4.3.5 Prepare and present report demonstrations as requested.

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5.4.4.3.6 Assist with analysis, maintenance, and improvements in performance measurements.

5.4.4.4 Analytics and Information Request Support

5.4.4.4.1 Perform data retrieval as requested by end-users. Data retrieval may be in the form of standard system provided reports or those arising from custom query developments for data extraction and report generation from systems.

5.4.4.4.2 Respond to information requests by providing special data or views of data as required. This effort will include the organization and utilization of legacy data management, including both archived and active legacy environments.

5.4.4.4.3 Collaborate with other groups to address information requests, which are achievable solely within a system.

5.4.4.4.4 Review data extracts provided by a system to ensure data accuracy and completeness.

5.4.4.4.5 Coordinate use of Business Intelligence tools and data to enable data mining, analytics, and reporting for end-users.

5.4.4.4.6 Support the collaborative efforts across the NERP User Community to standardize Business Intelligence environments and capabilities for financial reporting and analytics.

5.4.4.4.7…