4.02a_PWS.DOCX

N6817119Q0047 Performance Work Statement

1. Introduction:

Commander, Navy Region Europe, Africa, and Southwest Asia (CNREURAFSWA) Payroll Office located in Naples provides payroll and time & attendance services for Host Nation (HN) employees located in Italy (NSA Naples and NSA Sigonella bases) and in Bahrain (NSA Bahrain base). In addition, CNREURAFSWA Payroll Office Naples also supports other Navy and Department of Defense (DoD) activities Outside of the Continental United States (OCONUS) with payroll and time keeping support services. Currently, Italy has approximately 1700 Host Nation (HN) employees and Bahrain has approximately 1000 HN employees. The HN employees of Romania (Army and Navy) for a number of appx 200 employees, are also supported with an e-time card module and Payroll services. CNREURAFSWA Payroll Office is responsible for the processing of HN payroll and time & attendance through integrated software, hardware, and internet hosting services.

2. Background:

The Gestione Presenze (GeRIP) integrated software was configured for U.S. Navy requirements and was designed to be integrated with US Navy accounting and budget software such as Standardized Accounting & Reporting System - Field Level (STARS-FL) and Working Year Personnel Costs (WYPC) and Standard Accounting, Budgeting and Reporting System (SABRS). GeRIP is the current timekeeping point of entry supports the payroll services for Bahrain, Italy and Romania. The GeRIP payroll software and platform are hosted on a dedicated contractor maintained infrastructure.

3. Scope of Work:

Scope includes the continued use of the Gestione Presenze (GeRIP) integrated software portal. The scope includes all the maintenance, updates to the current integrated software solution for Payroll software, Time & Attendance software, hosting services, and back-end Relatable Database Management System (RDMS) CNREURAFSWA shall have continued access through a web client to a dedicated contractor provided hardware environment that hosts all the HN Payroll applications for the current countries of Italy, Bahrain, and Romania. Applications that are included but are not limited to: Payroll modules, E-Timecard modules, Model F24 - tax payment modules, DEM - medical certificates modules, and all other payroll applications and tools.

The contractor shall provide an additional E-timekeeping module into the existing GeRIP integrated software solution for payroll and timekeeping in compliance for utilization of Saudi Arabian (SA) Host Nationals. The contractor shall integrate the module to be customized and modified to Saudi Arabia laws and regulations in support of the US Army SA Program Office. The Saudi Arabia module shall be integrated and in compliance with the actual existing GeRIP modules that support Italian, Bahraini and Romania HN employees.

The contractor shall continue to provide a hosting solution on a dedicated hardware infrastructure to host the software and be used by the Government payroll office as desktop replacement. The contractor shall grant a monthly regular and timely maintenance of the hardware and software and all the updates to the software based on changes of Italian, Bahraini, Romanian, and Saudi Arabian laws and regulations. The contractor shall provide and maintain all the additional software, tools and hardware required in this Performance Work Statement as specified in section 4. During the period of performance, the contactor shall provide training, manuals, metrics, data, and collaboration with the Government regarding the maintenance, expansion, and records management of the existing system.

4. Requirements.

4.1. Payroll Software:

4.1.1. The software shall provide all the calculations and generate all the forms and reports required as follow in compliance with the local countries (Italy, Bahrain, Romania and Saudi Arabia) laws and regulations, to include but not limited to the below:

Earning and Deduction calculations Automatic Overtime Calculation Family Allowances Calculations End of Employment (EoE) Calculation (TFR or INDEMNITY for Bahrain and Saudi Arabia personnel) Pension Contributions Calculation National Insurance Contributions Tax Calculation (National and Local) Maternity Pay and Leave Support Employee Demographics Holiday/Vacation Pay Support Retrospective Payments (Back pay) Interface with eBanking systems (i.e.: EFT, Tax payments) Italian Government Tax Forms and Reports Bahraini Government Tax Forms and Reports Interfaces with Government Agencies for Tax payments and Reports Pay stubs Amounts calculated in each local currency with 2 or 3 decimals as requested.

4.1.2. The software has to provide all the calculations, and generate all the forms and reports required from U.S. Navy regulations as follow:

Labor and Job Costing Labor Distribution Leave Balance Reports (for all type of leave) LN Employee Health Plan module for Italian employees only Loans Management Disbursement Rates and Flux Line calculations (i.e.: budget rate, daily rate) Interface with E-Timecard Recording System Interface with SABRS Interface with WYPC Financial U.S. Fiscal Year computations (1st October-30 September) Financial Bahraini Fiscal Year computations (26 December-25 December) Financial Italian Fiscal Year computations (1st January-31st December)

The payroll system shall generate reports on monthly bases as follow:

· Local National Pay Slip for all supported installations including all pay elements, leave balances and taxes applied in compliance with Local National Financial requirements to include, Italy law n.4, 5 January 1953, Italian CoE, Romanian CoE , Romanian Financial Law 227/2015 and 79/2017, Bahrain CoE and Law 78/2006.

· Local National End of Employment (EOEP) Computation Work Sheet based on local regulations

· Activity report –To reflect direct labor, fringes and any final lump sum. The report will be generated in dollars and local currency.

· Social Security report for all countries served The software program shall allow CNREURAFSWA payroll personnel to create customized reports based on a specific requirement.

4.1.3. The software shall be developed with a back-end Relational Database Management System (RDBMS) to store and retain all the payroll data on line for ten years (i.e.: Oracle, MicroSoft SQL, Server, MySQL, PostgreSQL, etc) to be in compliance with local fiscal regulations. After 10 years the info have to be stored on a backup.

4.1.4. The software shall be commercially available and modifiable to allow CNEURAFSWA to update or customize it for Navy requirements. All routines, programs and software (source code) will be available to the CNEURAFSWA Payroll Office on a dedicated platform with unlimited access.

4.1.5. The contractor shall provide all software, compilers and tools that will be required to implement, maintain, modify and process the Payroll software.

4.1.6. The Contractor shall ensure to provide on time all the updates to maintain the Payroll software always in compliance with all applicable Italian, Bahraini and Romanian law and regulations

4.1.7. The US Navy has determined that the following accessibility standards (36 CFR Part 1194) apply to this procurement under Section 508 of the Rehabilitation Act of 1973.

1194.21 Software Applications and Operating Systems,

1194.22 Web-based Intranet and Internet Information and Applications

1194.31 Functional Performance Criteria, and

1194.41 Information, Documentation, and Support

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4.1.

4.1.1.

4.1.2.

4.1.3.

4.1.4.

4.1.5.

4.1.6.

4.1.7.

4.1.8. The contractor shall deliver products and/or services that provide the features described in the above standards, or equivalent salient characteristics. Additionally, the contractor shall provide product support documentation and services (i.e. help desk and training) in alternate formats in order to accommodate end users with disabilities. Contractor conformance with this requirement is a material term of the contract.

4.2. E-Timecard Software:

4.2.1. The software has to track the accurate time & attendance for all the local national employees based on the Work Schedule assigned to each employee on the SF-50 Form of action code 171, "Excepted Appointment", and on the equivalent action codes which define whether the employee works 40 or 48 hours/per week part time or temporary.

4.2.2. The system should have the feature of defining the week-off day(s) per employee or group of employees.

4.2.3. The system shall have the option to define a local national employee’s work shift, if any.

4.2.4. The system shall have the capability of generating the work schedule records per employee per day for a specific user entered period, taking into consideration his defined week off-day(s) and work tour.

4.2.5. The system shall have the feature of enabling the user to edit the generated work schedule (day tour) for a specific employee and a specific day.

4.2.6. Customizable to accommodate the pay periods of the different countries The work week will drive the allowances that will be generated for each country based on local Condition of the employment. Allowances are generated on weekly basis taking in consideration each country served.

Italy: Pay period from the 1st up to end of each month. The work week is from Monday to Friday and the system will automatically generate the Attendance screen.

Bahrain: The Pay period for Bahrain is from the 1st to the end of the month, week is from Sunday to Thursday. The system shall automatically generate the Attendance screen.

Romania – Pay period from the 1st up to end of each month. The work week is from Monday to Friday and the system will automatically generate the Attendance screen.

Saudi Arabia – will follow US pay period and the week will be from Sunday to Thursday. The system shall automatically generate the Attendance screen.

4.2.7. For each local national employee, the system shall create a profile that will automatically show the following:

· Employee Number: The serial number of the employee in the system

· Employee Name: The employee name as recorded in the system Personnel

· Employee Department (Dept): The employee's department as shown under the Personnel Section.

· Employee Org: The employee organization as recorded in the system Personnel part

· Employee Branch: The employee branch as recorded in the system Personnel

· Pay Period Start: The attendance sheet corresponding pay period start date

4.2.8. The system will consider the employee to be present in the office in accordance with his/her work schedule and will record only the exceptions to this.

4.2.9. The Software shall have a Sheet Entry Screen similar to the Attendance Sheet form where the employee can input the time & attendance information into the system. The Sheet Entry Screen shall have the following features:

· The hours will be posted only for exceptions work codes (work codes other than the regular (RG) and its corresponding hours). The system automatically assumes that employee is working regular hours based on the Work Schedule generated on the top of the Time attendance sheet.

· The screen should validate the entered data in different ways to ensure the integrity of information.

· The work codes could be selected from a list defined in the system by the payroll office.

· The sum of the hours entered in a day for exceptions work codes will be validated to not exceed the employee daily work tour assigned.

· Timecard and leave request have to be digitally signed. The signature and date must be shown on the print out.

· The system should have a multi-level routing for justifications and timecard approval process.

· Leave requests will be validated in real time against the corresponding employee's leave balance. The program will disallow the leave amount requested in excess of the employee’s current balance by informing the employee via an error message.

· Enable software users to upload supporting documentation. For example, specialist medical visits, voting leave, compulsory maternity leave absence.

4.2.10. Information entered into the E-timekeeping will be transferred into the payroll database for processing once the pay period is completed and timecard has been approved.

4.2.11. The software shall be developed with a back-end Relational Database Management System (RDBMS) to store and retain all the payroll data on line for ten years (i.e.: Oracle, MicroSoft SQL, Server, MySQL, PostgreSQL, etc) to be in compliance with local fiscal regulations. After 10 years the info have to be stored on a backup.

4.2.12. The software shall be commercially available and modifiable to allow CNEURAFSWA to update or customize it for Navy requirements. All routines, programs and software (source code) will be available to the CNEURAFSWA Payroll Office on a dedicated platform with unlimited access.

4.2.13. The US Navy has determined that the following accessibility standards (36 CFR Part 1194) apply to this procurement under Section 508 of the Rehabilitation Act of 1973.

1194.21 Software Applications and Operating Systems,

1194.22 Web-based Intranet and Internet Information and Applications

1194.31 Functional Performance Criteria, and

1194.41 Information, Documentation, and Support

4.2.14. The contractor shall incorporate an e-time card software module specifically for the HN of Saudia Arabia. The contractor shall provide an additional E-timekeeping module into the existing GeRIP integrated software solution for payroll and timekeeping in compliance for utilization of Saudi Arabian (SA) Host Nationals. The contractor shall integrate the module to be customized and modified to Saudi Arabia laws and regulations in support of the US Army SA Program Office. The Saudi Arabia module shall be integrate and in compliance with the actual existing GeRIP modules that support the Italian, Bahraini and Romania HN employees.

4.2.15. The contractor shall deliver products and/or services that provide the features described in the above standards, or equivalent salient characteristics. Additionally, the contractor shall provide product support documentation and services (i.e. help desk and training) in alternate formats in order to accommodate end users with disabilities. Contractor conformance with this requirement is a material term of the contract.

4.3. Hosting Services:

4.3.1 The contractor shall provide to the CNREURAFSWA Payroll a dedicated hardware environment that will host all the HN Payroll applications and all the applications and tools.

The hardware environment, where the applications and data base will be installed, has to be exclusively reserved to U.S. Navy, and only accessible by the US Navy Payroll office to this platform through a client via Citrix Access Gateway.

Host environment, hardware and software have to be in compliance with the new European General Data Protection Regulation (EU General Data Protection Regulation (GDPR) 2016/679) and with international ISO / IEC 27001 certification.

4.3.2 The infrastructure hardware of the dedicated environment shall meet the following minimum Server requirements:

· 1 Frontend Server

· 1 Application Server

· 1 Reporting Server

· 1 Database Server

· 1 Citrix + Application Server

4.3.3 CNREURAFSWA Payroll team shall be granted at least two Administrator access on all the above-mentioned Servers of the dedicated infrastructure.

4.3.4 The E-Timecard module shall be available on-line on a secure site and accessible to all employees (Italian, Bahraini, Romanian and Saudi Arabia) via web browser. The number of employees will be approximately 4,000. This number is inclusive of all users to include supervisors of Host Nation employees. This number is inclusive of supervisors of the host nation employees.

4.3.5 The maximum number of users that may access simultaneously the application is about 20% of registered users.

4.3.6 The following software shall be included in the use of the system and is allowable to be registered in the contractor’s name. Software shall be provided, installed and maintained at the contractor’s location in addition to Payroll software and E-Timecard Software:

· RDBMS (Relational Database Management System)

· RDBMS Development Tools

· Application Run Time

· Citrix (eight licenses)

· WinZip (five licenses)

· Adobe Professional (three licenses)

· Crystal Report Developer (five licenses)

· Microsoft Office Professional (five licenses)

4.3.7 It shall be the contractor’s responsibility to carry out any necessary updates to the above- mentioned software.

4.3.8 The contractor shall provide a disaster recovery service and will be responsible for backup services ensuring the integrity of data, including backup media storage and data recovery.

4.3.9 This solution shall be open to include any other payroll service for other NAVY Installations. A macro analysis shall be conducted on a case by case basis in order to include specific law and labor requirements, and submitted to the contractor for new offer proposal.

5. Definitions:

5.1. Host Nation (HN): All the employees other than US citizens, who are locally hired to work for the US Navy in Bahrain and Italy.

5.2. E-timecard: A web timecard to be used by HN employees in Italy, Bahrain, Romania and Saudi Arabia.

5.3. Payroll Data base: It is the Master Payroll Database with all payroll information such as: last name, first name, bank account etc.

5.4. GERIP: actual E-Timekeeping System provide by Data Management

6. Deliverables:

6.1. GeRIP integrated software portal shall be accessible to the CNREURAFSWA payroll office and all HN employees utilization GeRIP.

6.2. Fully developed e-time card module for Saudi Arabia HN to access. Delivery shall consist of all successful testing, integration, and full use of the functionality. Contractor shall provide status reports upon the Governments request.

6.3. Disaster recovery service within 48 hours including back up media storage and data recovery.

6.4. Use of contractor held Licenses associated with GeRIP

6.4.1. Citrix (eight licenses)

6.4.2. WinZip (five licenses)

6.4.3. Adobe Professional (three licenses)

6.4.5. Crystal Report Developer (five licenses)

6.4.6 Microsoft Office Professional (five licenses)

6.5. Software Updates and Maintenance: The solution provided shall be updated and maintained by the contractor during the performance of this contract. The GeRIP integrated software portal shall be accessible by Navy ONENET and/or equivalent government access point.

6.6. Support provided shall include, at a minimum, updates to the software to reflect changes in the Italian, Bahrain, Romanian, and Saudi Arabian laws. The contractor is responsible to be current on revisions to pertinent Italian Laws. Any revision in pertinent Bahraini laws, Romanian, and Saudi Arabian laws will be relayed to the contractor by the US Navy.

6.7. The contractor shall be able to provide technical support for any issue affecting the payroll environment in 24 Hrs or less.

6.8. Contractor personnel shall be available for assistance during working hours Monday though Friday from 0800hrs to 1700hrs. The contractor shall respond by telephone or in person, ensuring that problem is resolved to the satisfaction of the COR.

6.9. Reports, Information, and Transition Plan regarding resulting from US Navy awarded contracts N6817108C0027, N6717113P0046, N6817114P095, and N6817117P0109 and any existing routines, programs, and software source, and back-end data as a deliverable to the US Navy.

6.10. All routines, programs and software (source code) for the unlimited use of the United States Navy (USN) to be delivered in accordance with the contract and associated clauses incorporated into N6817114P0095; 252.227-7014 Rights in Non commerical Computer Software and Noncommercial Computer Software Documentation (May 2013), 252.227-7015 Technical Data – Commercial Items (February 2014), 252.227-7037 Validation of Restrictive Markings on Technical Data (June 2013). Any alternative deliverables shall be approved by the Government and Contracting Officer.

6.11. Monthly report regarding the usage, updates, and any issues in the performance of this requirement. Status updates shall be provide upon the Government’s request.

7. Place of Performance: Contractors location. The CNREURAFSWA is payroll office is located at Capodichino, Naples, Italy. Contractor may have to attend meetings at Capodichino, Naples, Italy.

8. Period of Performance

8.1. Existing use of the GeRIP integrate software system shall start on 31 May 2019 until 30 May 2020.

8.2. The Saudi Arabia e-time keep module shall be developed upon award and delivered by 1st July 2019 or a mutually agreed upon date between Government and contractor.

9. Enterprise-Wide Contractor Manpower Reporting Application (ECMRA)

The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Navy 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://www.ecmra.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://www.ecmra.mil.