RP_15_0011_DAAS_Solicitation_JAN_06_2015.pdf

REQUEST FOR PROPOSAL (RFP)

Data Analysis Administrative Support

PBGC01-RP-15-0011

1. RFP ISSUE January 6, 2015

2. ISSUED BY: Pension Benefit Guaranty Corporation (PBGC) Procurement Department

1200 K NW

Washington, DC 20005-4026.

3. FOR INFORMATION CONTACT:

NAME: Mark Miller, Contracting Officer PHONE: (202) 326-4000 Ext. 3089

FAX: (202) 326-4162

E - M A I L :

4. QUESTIONS: Any questions regarding this RFP or the Performance Work Statement shall be submitted to Mr. Mark Miller no later than January 8, 2015 no later than PM EST.

5. PROPOSAL DUE January 27. no later 9:00 A M EST *

6. OF PROPOSAL: In accordance with FAR 12.603(c)(2)(i), this is a combined synopsis / solicitation for commercial items accordance w the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation wi l l not be issued. This solicitation is being issued as a Competitive 8(a) under the Small Business Administration (SBA) Business Development Program. The North American Industry Classification System Code for this requirement is 8(a) Certified Contractors are encouraged to submit One (1) electronic copy of your technical and price proposal no later than the specified time listed in paragraph 5 above. Proposals shall reference Section L

7. PERFORMANCE WORK STATEMENT (PWS), SEE SECTION C.

8. PROVISIONS AND CLAUSES: Provisions are included of this solicitation.

SECTION B

SUPPLIES OR SERVICES AND PRICE COSTS

B. l . DESCRIPTION OF SERVICES (OCT 2004)

The Contractor shall provide the personnel and services necessary to perform the effort described in Section C, Performance Work Statement (PWS) resulting from this Request for Proposal No.

A fixed price contract wil l be awarded for this effort. This wi l l be a competitive 8(a) set aside.

B.2 GENERAL DESCRIPTION

The purpose of this requirement is to provide data-related technical, actuarial and administrative support to PBGC headquarters, Field Benefit and Post Valuation Administration offices located throughout the United States. These services are in support of the acquisition, evaluation, transfer and merging of data into agency supported applications. In addition, data quality and integrity while loading the electronic data from newly terminated defined benefit pension plans as well as to continue administration of current pension plans.

B.3. PERIOD OF PERFORMANCE

PBGC anticipates the period of performance to be a One (1) Twelve month base period plus

(4) Four option years. The Contractor shall commence work immediately upon notice of award

*Note: The actual dates of the of Performance w be entered at the of aw ard.

B.4 PRICING SCHEDULE

Offerors shall provide a Firm Fixed Price for through The contractor shall invoice monthly arrears. The contractor prov ide fixed price for the CLINs

0001 - 4002.

PBGC01-RP-15-0011

Base Year: April 1, 2015 - March 31, 2016

CLIN DESCRIPTION 1 T

QUANTITY

PRICE

(Per Month)

PRICE

The Contractor shall provide the personnel and services necessary to perform the effort described in Section C, the Performance Work Statement (PWS).

12 MO

0002 Other Direct Cost (ODC) Includes Travel & Expenses *See ODC clause *Not to Exceed (NTE) $5,000.00. See Section H.

(Includes ODC) Total $

Option Year One April 1, - 31, 2017

CLIN DESCRIPTION QUANTITY UNIT PRICE

(Per Month)

TOTAL PRICE

The Contractor shall provide the personnel and services necessary to perform the effort described in Section C, the Work Statement (PWS).

12 MO

1002 Other Direct Cost (ODC) Includes Travel & Training/Education Expenses *See ODC clause *Not to Exceed (NTE) $5,000.00. See Section H.

(Includes ODC) Total $

Option Year Two: April 1, 2017 - March 31, 2018

C L I N DESCRIPTION QUANTITY UNIT P R I C E

(Per Month)

T O T A L P R I C E

The Contractor shall provide the personnel and services necessary to perform the effort described in Section C, the Performance Work Statement (PWS).

12 MO

2002 Other Direct Cost (ODC) Includes Travel & Training/Education Expenses *See ODC clause PBGC-44-001 *Not to Exceed (NTE) $5,000.00. See Section H.

(Includes ODC) Total $

Year Three: 1, 2018 - 31, 2019

C L I N DESCRIPTION QUANTITY UNIT P R I C E

(Per Month)

P R I C E

The Contractor shall provide the personnel and services necessary to perform the effort described in Section C, the Performance Work Statement (PWS).

MO

3002 Other Direct Cost (ODC) Includes Travel & Expenses *See ODC clause PBGC-44-001 Exceed (NTE) $5,000.00. See H.

(Includes ODC) Total $

Year Four: April 1, 2019 - March 31, 2020

C L I N DESCRIPTION QUANTITY UNIT P R I C E

(Per Month)

TOTAL P R I C E

The Contractor shall provide the personnel and services necessary to perform the effort described in Section the Performance Work Statement (PWS).

12 MO

4002 Other Direct Cost (ODC) Includes Travel & Expenses *See ODC clause *Not to Exceed (NTE) $5,000.00. See Section H.

(Includes ODC) Total $

Total Price CLINS Includes ODCs)

SECTION C

PERFORMANCE WORK STATEMENT (PWS)

Background

The Pension Benefit Guaranty Corporation (PBGC) protects the retirement incomes of more than 40 million American workers in more than 26,000 private-sector defined benefit pension plans.

A defined benefit plan provides a specified monthly benefit at retirement, often based on a combination of salary and years of service. PBGC was created by the Employee Retirement Income Security Act of to encourage the continuation and maintenance of private-sector defined benefit pension plans, provide timely and uninterrupted payment of pension benefits, and keep pension insurance premiums at a minimum.

PBGC is not funded by general tax revenues. PBGC collects insurance premiums from employers that sponsor insured pension plans, earns money from investments and receives funds from pension plans it takes over.

In PBGC paid for monthly retirement benefits, up to a guaranteed maximum, for nearly 887,000 retirees in 4,500 single-employer and multiemployer pension plans that cannot pay promised benefits. Including those who have not yet retired and participants in multiemployer plans receiving financial assistance, PBGC is responsible for the current and future pensions of about 1.5 million people.

C.2 Background for Benefits Administration and Payment Department (BAPD) Operations and Actuarial Systems (OASD)

The Benefits Administration and Payment Department (BAPD) manages the termination process for defined benefit plans, provides participant services (including calculation and payment of benefits) for PBGC-trusteed plans, provides actuarial support for PBGC, and carries out PBGC's responsibilities under settlement agreements.

When it is necessary to terminate a defined benefit pension plan, BAPD values plan assets and liabilities, and collects, evaluates, and performs participant and plan financial audits, making decisions on participant benefit entitlements and plan worth.

The Operations Systems Division (OASD) manages the transition conversion of electronic and manual data from the various systems used by the prior administrator into PBGC's benefit administration, payment and actuarial applications. As well as conducting actuarial and other application support, identify and defining user needs, and participate in the development and maintenance of major insurance program systems.

The described in this solicitation wil l be concentrated in the Operations and Actuarial Systems Division (OASD) within BAPD. OASD provides technical support to BAPD's processing divisions which have the primary responsibility for plan processing during the first few years after trusteeship. BAPD utilizes the services of four Field Benefits Administration

(FBA) offices one Post Valuation Administration (PVA) office to provide benefit administration services to customers in trusteed plans. The FBA and PVA offices are primarily under the direction of BAPD's Retirement Services Division (RSD).

C.3 Definition of Work Required

The purpose of this contract is to provide data-related technical, actuarial and administrative support to PBGC's BAPD headquarters staff in Washington, D.C., Field Benefits Administration (FBA) offices, Post Valuation Administration (PVA) office and contract actuary offices located throughout the United States. These services are in support of the acquisition, evaluation, merging and filtering of electronic and manual data from automated and manual systems that are associated with newly terminated defined benefit pension plans. Customized PBGC software is used to capture manual and electronic data. These services ensure continuing administration of the associated pension benefits.

The work described herein consists of technical and non-technical (standard and actuarial) services. These services are performed throughout the BAPD case processing life cycle. Support for both service types is provided by the Data Analysis and Administrative Support Team (DAAS) composed of contract personnel. The Contractor is expected to perform all services as well as complex database requests.

The standard services include, but are not limited to, reformatting and loading data into various PBGC client servers and desktop databases where it is used for calculating, valuing and administering guaranteed benefits. The data in the non-PBGC systems is retained in a variety of platforms from large and complex client server databases) to small and simple (Excel spreadsheets or paper). The standard services are mostly processed using Microsoft Access and Excel, and customized programs built using Access in support of the BAPD trusteeship, administration, audit and valuation processes.

Actuarial support includes, but is not limited to, responding to specific questions regarding plan provisions and calculations. Reviewing the case software as part of software closeout process and benefit estimation programs to ensure that they are compliant with sections of ERISA (4044, 4022, 4062), sections of the IRC, PBGC regulations as well as meets standard functionality requirement's (e.g. compute QPSA Lump Sums, Required Begin Date, etc.). Performing updates to the interest rates, mortality tables, maximum insurance limit, etc. and reviewing Benefit Statement Recalculation System programs that have been converted from older versions.

The technical services include, but are not limited to, transferring data from automated and manual systems used by the prior plan administrator, evaluating the data, and integrating that data with existing PBGC applications. This may involve data merging, script writing and execution, and coding and troubleshooting, using tools such as, but not limited to SQL, Microsoft Access and Visual Basic for Applications (VBA), Oracle and other Extract Transform Load (ETL) software approved by PBGC Each contract employee wil l be given access to the necessary work environment (e.g. CDE, Production, etc.).

Additional services include but are not limited to, recommendations on how to improve the associated standard services, tracking service requests, tracking changes that are done to the internal tools, providing data and analyses to upper management, provide training to PBGC staff and documenting procedures, assisting or performing OASD tool and PBGC application testing for functionality.

C.4 Scope of Work

All standard services performed under this contract wi l l be defined, measured and evaluated in accordance with the OASD Service Catalog, except actuarial and technical support. Actuarial support wil l be evaluated in accordance with the current polices stated in the BAPD Operations manual.

Internal training and updates to the OASD catalog and procedures will ensure that all staff members are able to continue providing services. Aggressive production goals, complex and changing business processes and the wide variety of team members with various specialties makes communication especially important. Contractor personnel must be fluent in the English language and able to communicate effectively complex concepts to novice and intermediate audiences both orally and in writing.

OASD Service Catalog

The OASD Service Catalog list over twenty-five (25) standard services along with the set timeframes, which serves as the service level agreement (SLA)for each service that the Contractor wi l l have to meet. The catalog is Attachment of this contract.

C.5 Requirements

This section contains the requirements for the services performed by the DAAS Contractor.

Data Acquisition

During the data acquisition period it is especially important that data be handled in such a way as to ensure that it does not fall into the hands of unauthorized parties or otherwise corrupted and stay within PBGC security policy and regulations. The Contractor shall work with federal and other Contractor staff to provide services related to the acquisition of data. Using PBGC applications the Contractor shall evaluate and analyze extracted data from systems used by plan administrators, actuaries, insurers, banks and other sources. This data must be captured and retained indefinitely in PBGC archive applications in its original format as a record subject to the agency's record retention schedule before any Contractor manipulates or imports data into systems. The Contractor shall identify along with BAPD processing divisions staff which records and which data elements are needed for PBGC processes.

The Contractor shall work with BAPD and Office of Information Technology staff supporting outside systems to develop and implement a strategy to export the needed data into an acceptable format and copy it onto a usable media. The formats wi l l include, but not limited to, comma or separated text, fixed width text, Excel, and Access databases. The Contractor shall convert, merge, eliminate, filter and reformat data as needed in order to load the data into the necessary PBGC applications. Due to the wide variation of data formatting, incompleteness of data and other factors it is often necessary to use various desktop tools (e.g. Excel, Access, Oracle, etc.) to manipulate the data before it is ready to be loaded into the standard PBGC applications.

The Contractor shall facilitate the transfer of data from banks, insurance companies, plan administrators and other outside entities into various processing and corporate system databases and ensure the consistency of the data between various databases.

C.5.2 Loading data into Corporate Systems

The Contractor shall provide services related to the loading of data into various applications in accordance with procedures and directions of the federal staff. Depending on the circumstances surrounding the pension plan and the needs of the BAPD processing divisions and/or FBA, the Contractor shall reformat and load the data into the appropriate PBGC applications, but not limited to Spectrum, electronic Automated Letter Generation Leo, Benefit Calculation Valuation (BCV) which encompass (Actuarial Calculation Toolkit (ACT)) and Participant Data Viewer (PDV).

The Contractor shall assist actuaries, auditors and field benefits administrators to construct participant databases (also called valuation databases) and/or spreadsheets formatted in Excel or comma separated values for individual pension plans that are loaded into Spectrum and the current (BCV) and future.

The Contractor shall create and load benefit statements using current and future customized BAPD software (e.g. ACT Runtime), Customer Document Importer (CDI, etc.). The Contractor shall compare the populations of the input and output database to ensure that all required records are loaded, that the records are associated with the correct PBGC case number.

The Contractor shall in writing inform the requestor of errors and records and advise the requestor on the manner of which the errors can be fixed one (1) hour after the load is completed.

The work in this section is considered standard.

C.5.3

The Contractor shall provide services related to the reconciliation of data across a collection of sources. The Contractor shall analyze data for its agreement between the corporate database (i.e.

Genesis) and databases or spreadsheets created by auditors, actuaries; data experts benefit administrators and others. The Contractor shall create, disseminate, analyze and in writing clearly explain discrepancies identified from various application generated reports. The Contractor shall report the results within the timeframes established in the OASD Service

Catalog. The Contractor shall use the approved templates to report discrepancies, i f a template does not exist; the Contractor shall create the template and have it approved by the COR prior to implementing.

C.5.4 Actuarial Support

Contractor shall provide actuarial support that includes, but is not limited to: responding to specific questions regarding plan provisions and calculations; responding to questions regarding application of PBGC regulations; reviewing the case software as part of software closeout process; reviewing benefit estimation programs to ensure that it is they are compliant with sections of ERISA (4044, 4022, 4062), sections of the IRC, PBGC regulations as well as compliant with current functionality requirements (e.g. compute QPSA Lump Sums, Required Begin Date, etc.); performing updates to the interest rates, mortality tables, maximum insurance limit tables, etc.; and reviewing Benefit Statement Recalculation System (BSRS) programs that have been converted from older versions.

C.5.5 Archival and Version Control

The Contractor shall provide services relating to archival and version control. The Contractor shall copy, move, delete or add files as required into the PBGC archival application in accordance with directions and timeframes established in the OASD Service Catalog. The Contractor shall use file and folder/directory naming conventions and other techniques to ensure all team members can clearly identify the most recent version of a file.

The Contractor shall recommend, and with proper authorization implement, standardized tools (e.g. SharePoint, Serena Business Manager, etc.) to improve BAPD's file management. The Contractor shall maintain the current and future change management tool (Access based) for updates to all documents, tools, etc. until the Contractor has reviewed and met with federal personnel to implement possible changes and enhancements. The Contractor shall maintain and publish all documents through PBGC portal web management system (e.g. SharePoint) unless otherwise specified by the documents originator or the COR.

C.5.6 support

The Contractor shall provide technical support related services to PBGC Headquarters, FBA and Actuarial Contractor personnel. The Contractor shall provide technical programming support for all OASD tools MS Access based tools. The Contractor shall develop and implement test plans for newly developed BAPD/OASD tools or new releases of existing tools. The Contractor shall recommend system and procedural enhancements in order to reduce processing time, improve services, reduce cost or otherwise enhance PBGC operations. The Contractor shall await approval before implementing any recommendations. The Contractor shall work within guidelines established by the COR and supervisory staff to implement improvements that have been authorized by the COR. The Contractor shall follow PBGC Information Technology Systems Life Cycle Methodology (ITSLCM)

The Contractor wil l develop and deploy scripts that identify and/or modify databases, spreadsheets, configuration files, etc. that are stored within the PBGC Archive application. The Contractor shall assist in the development and review of operating specifications for actuarial, benefits administration or other case processing applications.

The Contractor shall be called upon to coordinate or perform testing of actuarial, benefits administration or other future case processing and calculation systems. The Contractor shall provide actuarial support to all BAPD staff with problems they incur with running programs that have been added to the Archive.

The Contractor shall provide technical advice on a variety of areas including, but not limited to data acquisition, loading and reconciliation, report development, business process improvements and office automation. The Contractor shall provide recommendations and alternatives to technical issues and prepare briefings. The Contractor shall assess BAPD processes (e.g. benefit administration, plan assumption, valuation, benefit determination letters and plan closing) for opportunities to better integrate data, and procedures.

C.5.7 Drive Maintenance

The Contractor shall perform twice a calendar year (bi-annual) file clean up on approved agency shared drives. The Contractor shall perform database cleanup to include but not limited to deleting scripts and exporting of output files.

C.5.8 Troubleshooting

The Contractor shall troubleshoot and resolve OASD tools and application conflicts that are within scope. The Contractor shall troubleshoot internal software and work with software maintenance and/or development staff to identify the cause of the problem. The Contractor shall clearly communicate in writing the events leading up and the circumstances surrounding the problems within one (1) hour of the problem being identified or resolved during core or after hours.

C.5.9 Perform Tool Upgrades

The Contractor shall recommend and perform upgrades to OASD Tools, processes, procedures and associated documentation as necessary to remain in compliance with PBGC IT standards.

The Contractor must receive approval from the COR or federal representative before implementing any recommendations.

Documentation

The Contractor shall document all requirements, designs, user guides and procedures as required.

The Contractor shall incorporate approved updates to internal OASD procedures and standard documentation within five (5) business days of that approval being communicated; unless otherwise specified. The Contractor shall be required to develop documentation and templates that, after proper approval by federal staff, can be used from that time onward.

The Contractor shall draft, review and or edit content to ensure accuracy and quality of content, organization, language, format consistency and conformance with established standards. The Contractor shall submit the documents to the COR for approval prior to releasing it to the staff or divisions. The Contractor shall establish or maintain formalized procedures and workflows that define how the government procedures are to be performed.

The Contractor shall assist in maintaining current content by writing new material or modifying existing material. This work will include: gathering information though meetings with subject matter experts, reviewing electronic, written material, and any other sources as appropriate, implementing industry best practices, and reviewing drafts. Approval of final content and revisions are reviewed and approved by the COR or appointed federal personnel. The Contractor shall place all documentation on PBGC portal web management system (e.g. SharePoint, Serena Business Manager, etc.) unless otherwise specified.

Intentionally Left Blank

Training

The Contractor shall assist the federal representative in developing new content and updating current training materials. The Contractor shall provide limited technical training as needed to BAPD staff. The Contractor shall assist in the coordination of providing training via classroom, video conferencing and user workstations. The Contractor may visit designated FBA and PVA offices to provide support or conduct training.

PBGC-Provided Training

During the implementation phase, the Government wil l provide initial training for Contractor personnel on data and system security, the use of PBGC IT systems, and PBGC policy. From time to time thereafter, the Government may provide additional training to Contractor personnel.

The Contractor must attend and complete training courses, as directed by at Government.

of Operations Planning (COOP)

The Contractor may be required to participate and or assist in the annual Continuity of Operations Planning (COOP) exercise and other unannounced sessions. The Contractor shall be available to test all applications used to complete the loading of data into Genesis, creating and loading of benefit statements into eALG and archiving. The Contractor shall report the results to the Office of Information Technology COOP coordinator, the COR and BAPD's COOP coordinator.

C.6 Reporting

Meeting Minutes

The Contractor shall be responsible for taking all meeting minutes and distributing or posting them to the PBGC portal web management system (e.g. SharePoint) unless otherwise stated no later than two (2) days after the meeting. The Contractor shall make all agreed upon changes and re-post within two (2) hours. Any changes to the frequency or the format of report wil l be communicated by the COR in writing.

C.6.2 Weekly Status Report

The Contractor shall submit via PBGC portal web management system (e.g. SharePoint) a weekly status report in the approved electronic format (Word) no later than 5:00 of the day prior to the scheduled meeting to the COR. The report shall describe, but not limited to operational and technical activities, display the statistics of processed service requests, all open requests, and issues that occurred that might have delayed productivity from the prior week.

The Contractor shall make all changes and re-post the report within two (2) hours after the corrections have been provided. Any changes to the frequency or the format of report wi l l be communicated by the COR in writing.

C.6.3 Monthly Status Report

The Contractor shall submit via PBGC portal web management system (e.g. SharePoint) a monthly status report in the approved electronic format (Excel) no later than the (5) fifth working day of each month to the COR. The report shall describe, but not limited to significant activities performed by the Contractor during the previous month such as, changes in personnel including the labor category, summary of documentation changes, outstanding or completed projects and technical progress, statistics of processed service requests and all issues or events that occurred that might have delayed productivity.

The Contractor shall make all changes and re-post the report within two (2) hours after the corrections have been provided. Any changes to the frequency or the format of report wi l l be communicated by the COR in writing.

C.6.4 Service Agreement (SLA) Report

The Contractor shall submit a monthly SLA report in the approved electronic format (Excel) no later than the first working day of each month to Division Manager, Associate Division .

Manager and the COR. The report shall include each service, the pass/fail rate and the percentage and the total number of service requests. Any changes to the frequency or the format of report will be communicated by the COR in writing.

C.6.5 Quarterly Progress Meeting

The Contractor shall provide in the approved electronic format (PowerPoint) a quarterly report to the COR and other Government representatives. The report shall include, but not limited to contract yearly goals, processing service request and trends, accomplishments, SLAs and financial status of the contract. Any changes to the frequency or the format of report wil l be communicated by the COR in writing.

C.6.6 Financial reporting

The Contractor shall provide at the time of the invoice submission a report that captures a) Labor Hours: Labor hours expended during the reporting period, individual and cumulative totals by labor categories for the current contract period; (b) ODC: expended during the reporting period and cumulative for the contract period.

C.6.7 Other Reporting

The Contractor may supplement additional reports with advance written approval from the COR at no cost to the Government with any reports, documents and plans which are deemed informative and enlighten to the evaluation of services being provided.

C.7 Deliverables

As part of their technical response, the Contractor shall propose performance measures that shall allow PBGC to effectively evaluate Contractor's performance. Where feasible, the Contractor shall align the performance measures to the scope and stated in the PWS. Minimally, the Contractor must include performance measures to evaluate the Contractor's performance with regard to Schedule and Quality thresholds.

PBGC shall utilize the agreed upon performance measures to evaluate the Contractor's performance in meeting the scope and objectives of the contract. Failure to meet the Deliverable table may result in a Negative Past Performance rating.

The Contractor shall maintain a 90% SLA as described in the contract transition section of this

Contract Section

Description Due Date

Service request within the service catalog completed

Based on timeframes established in the OASD Service Catalog

C.5.2 Informing requester of errors and advise on ways to fix the errors

Within one (1) hour after errors are identified

C.5.3 Report results from reconciling databases Based on timeframes established in the OASD Service Catalog

C.5.5 Updating the archival system Based on timeframes established in the OASD Service Catalog

C and C 5 8 Communicating technical problems and resolutions

Within one (1) hour of the problem being discovered or resolved

C.5.7 File clean up on agency shared drives Bi-annual (based on calendar year)

Updates to procedures, standard documents and templates

Within (5) business days after approval

C.6.1 Taking meeting minutes, publishing to PBGC portal web management system and distribution

No more than two (2) days after the meeting; Re-post 2 hours after corrections are provided

C.6.2 Status reports on deliverables, administrative, and future tasks related to the project.

Weekly basis; No later than 5:00 pm the day prior to the meeting

C.6.3 Monthly Status Report No later than the fifth of the month following the covered month

C.6.4 Monthly Service Level Agreement Report No later than the first working day of the month

C.6.5 Quarterly report with yearly goals, number of processed service request and trends, accomplishments, SLAs and financial status

As requested by COR

Labor hours expended during the reporting period, by labor categories for the current contract period; ODC: expended during the reporting period and cumulative for the contract period.

0 1 invoice submission

C.8 Acknowledgement of all service requests and special

One (1) hour of receipt of request

*Note: Catalog timeframes are as provided in Attachment Service Catalog

C.8 Project Management Support Services

The Contractor shall manage the activities, personnel, facilities, and subcontractors involved in the performance of the DAAS contract so as to mitigate risk, meet requirements, and achieve the Government's performance targets. The Contractor must monitor and control the effort in accordance with approved work plans and schedules. The Contractor must provide the Government with clear, timely, and proactive communication on the status of planned and completed activities.

The Contractor's on-site Supervisor must manage the activities performed under this contract and ensure effective utilization of resources and coordination of projects with PBGC. The contract Supervisor shall acknowledge each service request received in the OASD Service mailbox within (1) hour. The Supervisor is required to perform and control the day-to-day operations of the contract and supervise contract personnel. The Contractor Supervisor is responsible for taking timely corrective action to limit the impact of any problems that may arise.

After an initial orientation period, (no later than fifteen days after award) the Contractor shall coordinate with PBGC a work plan identifying target dates for accomplishing significant milestones and identify the individual team members and work being done. PBGC will maintain the management of the overall program.

C.9

The Contractor shall report any issues to the federal representative that are likely to cause delays in deliverables as soon as possible but no longer than (2) two hours after discovery. Requests for services and special will be acknowledged within (1) one hour of receipt. I f it becomes apparent that a service wil l not be completed within the set SLA, the Contractor shall notify the requester via email and provide a new estimated completion time.

The Contractor shall take the initiative in obtaining any additional information or resources necessary to complete assigned tasks. When phone or email messages requesting this additional information are left unanswered within three (3) business days the contract personnel wil l promptly request that the Supervisor or COR get involved. In written communications with all customers including OASD the Contractor shall use clear and concise language. Approved standard pre-written email messages wil l be used in conjunction with the delivery of services whenever possible.

Intentionally Left Blank

Core Hours

Primary core hours that the Contractor must be available to PBGC are from 8am to 5pm, Monday through Friday. The Contractor cannot begin work until 7:00am. The Contractor shall provide coverage for the OASD Service email mailbox from 8:00am until 4:30pm Monday through Friday. Hours of availability may be altered with prior written notification by the COR depending on priority of objectives (this includes working weekends and being available to accomplish tasks that may require coordination with others working in different time zones). At a minimum of three (3) Data Specialist, one (1) Oracle Data Specialist and one (1) Supervisor must be onsite during the core hours.

Work may be accomplished off-site with safe and secure access to the agency's system made available to the Contractor not exceeding eight (8) hours per day upon the approval of the COR.

The Contractor must provide the COR with a written request to work offsite. The request should include (1) activities or a list of items that will be completed (2) an explanation why work described cannot be completed on-site within the core business hours. COR reserves the right to review the activities or list of items completed and deny payment based on the quality of those deliverables. Offerors must affirm whether the Prime or any of its Subcontractors may employ foreign nationals to access sensitive PBGC information outside of the United States.

C.12 Travel

The Contractor may visit the prior plan administrator sites to assist the BAPD processing division with the evaluation, acquisition and transfer of plan and participant data. The Contractor may visit the Field Benefit Administration or Post Valuation offices to provide support in data processing and/or training.

Approximately 5% of the work at various PBGC sites such as Field Benefit Administration (FBA) sites ( Miami, Florida; Coraopolis, Pennsylvania; Sarasota, Florida and Wilmington, Delaware), Post Valuation Administration (PVA) site (Richmond Heights, Ohio),a designated satellite office or a prior plan administrator's site.

A l l travel must be requested in writing with an agenda and the name of the federal employee who is asking for assistance. The request must be approved by the COR prior to traveling and must be in accordance the Federal Travel Regulation (FTR).

C.13 Contract Transition

Start-Up (Shall occur within the base period) The Contractor shall, within seven (7) business days of contract award, provide a draft "Staffing Plan" which describes the Contractor's plan for recruiting and staffing the labor categories required to perform the Scope of Work. Charts or work-flow diagrams may be included to clarify the presentation. This plan shall describe any temporary staff that was acquired to assist in completing tasks and will leave during or shortly after the transition period. The "Staffing Plan" must be maintained throughout the life of the Contract. Changes in the plan required by the Contractor or PBGC will be subject to the same review and acceptance and schedule.

PBGC wil l review the plan and provide written comments to the Contractor within three (3) business days following plan delivery to the COR. The Contractor shall address PBGC's comments and deliver the final "Staffing Plan" within two (2) business days. This transition period wil l be included in the contract base year.

The "Staffing Plan" must ensure continuity of staff and work at an acceptable quality level and meet the service level agreement between seventy (70) to seventy-five (75) percent once the work commences to minimize the need for retraining, void lost experience and maximize production goals. An eighty (80) percent acceptable quality level and service level agreement will be effective thirty days after the transition period is completed. A ninety (90) percent acceptable quality level and service level agreement wil l be effective sixty (60) days after the transition period is completed and wil l be the standard until the contract ends.

Transition Out (Shall occur within the final option period)

The Contractor shall provide for a transition period of up to thirty days at the completion of the final contract option period. The Contractor shall assist the successful Offeror during this transition period, in becoming familiar with the applications, documentation and related work procedures. The CO wil l notify the current Contractor of the last day of the transition period.

The Contractor shall fulfill the terms of the contract, resolve issues concerning Government property, submit all necessary reports (e.g., technical or progress reports), obtain final technical acceptance, and submit all necessary financial information at the end of the transition period.

The Contractor shall recognize that the services provided under this contract are considered vital to the Government and that, upon contract expiration or termination, a successor, either the Government or another contractor, may continue them. The Government wil l coordinate transition activities to ensure the least disruption to PBGC operations, as well as incumbent and successor contractor operations.

SECTION D

PACKAGING AND MARKING

PACKAGING AND (OCT 2004)

The Contractor is responsible for the cost of all packing, packaging and mailing in accordance with the best commercial practices. Al l information submitted to the Contracting Officer or the COR must be clearly marked with the company name, the PBGC contract number of the item.

SECTION E

INSPECTION AND ACCEPTANCE

E.2 PBGC-46-001 INSPECTION AND A C C E P T A N C E OF D E L I V E R A B L E S (JAN 2012)

A l l deliverable items are to be furnished to the Contracting Officer's Representative (COR) or to PBGC personnel designated by the COR to receive a specific deliverable. PBGC's receipt of a deliverable does not constitute acceptance by the Government. Final acceptance of any reports or other deliverable items required under this contract wi l l be made in writing and may only be made by the COR or Contracting Officer.

SECTION F

DELIVERIES OR PERFORMANCE

Place of Delivery

Al l contract deliverables must be delivered to the Contracting Officers Representative (COR) as identified in Section G.3 of the Contract.

F.2 Place of Performance

The majority of the work shall be performed at Pension Benefit Guaranty Corporation (PBGC) Headquarters. The contractor may be required to perform approximately 5% of the work at various PBGC sites such as, Field Benefit Administration (FBA) sites (Miami, Florida, Coraopolis, Pennsylvania, Sarasota, Florida and Wilmington, Delaware), Post Valuation Administration (PVA) sites (Richmond Heights, Ohio), or a designated satellite offices.

Work not performed on PBGC premises must be performed in an information technology environment that ensures that PBGC data and software developed for PBGC will not be exposed to unauthorized alteration, destruction or compromise. The option to do so must be discuss and approved by the COR prior to the work being perform.

F.3 Period Performance

PBGC anticipates the period of performance to be One (1) twelve (12) month Base Year and Four (4) twelve month Option Years. The Contractor shall commence work immediately upon notice of award. The anticipated period of performance dates are below:

Period Base Period:

Option Year One:

Option Year Two:

Option Year Three:

Option Year Four:

Period-of-Performance April 2016 April 2017 April 2018 April 1, 2018 -March 31, 2019 April 1, 2019 - March 2020

F.4

The Government intends to award a fixed price contract.

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SECTION G

CONTRACT ADMINISTRATION

PBGC-32-004 Submission of Invoices (JAN 2012) (Firm fixed Price)

The Contractor shall submit invoices for items and/or services rendered by e-mail to:

Al l inquiries concerning payment should be directed to the General Accounting Branch at (202)326-4062 #0 Or by e-mail:

gov

The Contractor must include the following information and/or attached documentation for the invoice to be considered proper. Invoices, which do not contain all the required information, may be returned to the vendor unpaid for correction and resubmission.

- Name and address of Contractor

- Invoice date and invoice number

- Purchase/Delivery Order Number

- Shipping and payment terms

- Name and address for Contractor official to whom payment is to be sent (must be same as that in the order or in a proper notice of assignment)

- Name, title, phone number and mailing and email address of person to notify in the event of an improper invoice

- Taxpayer Identification Number (TIN)

- Description, quantity, unit of measure, unit price and extended price of supplies delivered or services performed

- Expenditures and hours of effort expended by individual during the reporting period (if applicable).

- I f applicable, for each invoice covering travel expenses incurred, records and copies of receipts from actual transportation costs and accommodations shall be included as supportive material for each invoice.

NOTE: PBGC authorization must be obtained prior to incurring any travel expenses for which the Contractor requests reimbursement. (End of Clause)

Final Payment (OCT 2004)

Before final payment is made, the Contractor shall furnish the Contracting Officer with a release of all claims against the Government relating to this contract, other than claims in stated amounts that are specifically accepted by the Contractor from the release. I f the Contractor's claim to amounts payable under the contract has been assigned under Assignment of Claims Act of as amended U.S. 3727, 41 U.S.C. 15), a release may also be required of the assignee.

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G.3 CONTRACTING O F F I C E R ' S R E P R E S E N T A T I V E (JAN 2012)

The Contracting Officer's Representative (COR) is TBD who may be reached at The COR is authorized to assist in monitoring the work under this contract. The COR is responsible for the technical administration of the contract and technical liaison with the contractor. The COR IS NOT authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions. The Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. The technical administration of this contract shall not be construed to authorize the revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

The COR is authorized to review and recommend approval of:

(a) Technical matters not involving a change in scope, price, terms and conditions of the contract

(b) Progress reports

(c) Inspection and acceptance of services and deliverable products and

(d) Invoices.

The COR is not authorized to sign any contractual instruments or to direct any action that results in a change in the scope, price, terms or condition of the contract.

G.4 PBGC-42-002 OBSERVANCE OF L E G A L HOLIDAYS (JAN 2012)

The Contractor shall establish a holiday schedule for personnel performing under this contract that exactly coincides with the Government's schedule. Holidays peculiar to or dynamically declared by the Government shall be considered as holidays for Contractor personnel and are not billable unless work is actually performed on these days. No work wi l l be performed by Contractor personnel on Government holidays without prior approval of the Contracting Officer's Representative. Work performed on holidays shall be billable at the regular rate.

Government holidays are: (1) New Year's Day, (2) Martin Luther King, Jr. Day, (3) President's Day, (4) Memorial Day, (5) 4th of July, (6) Labor Day, (7) Columbus Day, (8) Veteran's Day, (9 Thanksgiving Day, Christmas Day Any other day designated by Federal Statute, Any other day designated by Executive Order, Any other day designated by the President's Proclamation.

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SECTION H

SPECIAL CONTRACT CLAUSES

H.1 Professional Attire (OCT 2005)

The Pension Benefit Guaranty Corporation receives many visitors who conduct business with the Corporation. Consequently, the professional appearance of those who work in PBGC facilities is important to maintaining confidence in PBGC and the pension insurance system. The Contractor shall ensure that its personnel who perform work in PBGC facilities present a neat, professional appearance appropriate to an office working environment. Some examples of inappropriate office attire include jeans, sneakers, sweat pants, lycra stretch pants, collar-less shirts, bare midriff tops, and spaghetti-strap tops. The Contractor shall ensure that its personnel exercise sound judgment in their choice of attire.

H.2 Confidentiality of Information (OCT 2004)

(a) To the extent that the work under this contract requires that the Contractor be given access to confidential or proprietary business, technical, or financial information belonging to the Government or private companies, the Contractor shall, after receipt thereof, treat such information as confidential and agree not to appropriate such information to its own use or to disclose such information to third parties unless specifically authorized by the Contracting Officer in writing. The foregoing obligations, however, shall not apply to:

(1) Information which, at the time of receipt by the Contractor, is in the public domain;

(2) Information which is published after receipt thereof by the Contractor or otherwise becomes part of the public domain through no fault of the Contractor;

(3) Information which the Contractor can demonstrate was already in his possession at the time of receipt from PBGC and was not acquired directly or indirectly from the Government or other companies;

(4) Information which the Contractor can demonstrate was received by it from a third party that did not require the Contractor to hold it in confidence.

(b) The Contractor shall obtain the written agreement, in a form satisfactory to the Contracting Officer or his designee, of each employee permitted access to confidential information, whereby the employee agrees that he will not discuss, divulge or disclose any such information or data to any person or entity except on a need-to-know basis to those persons within the Contractor's organization directly concerned with the performance of the contract.

(c) The Contractor agrees, i f requested by the Government, to sign an agreement identical, in all material respects, to the provisions of this clause, with each company supplying information to the Contractor under this contract, and to supply a copy of such agreement to the Contracting Officer. From time to time upon request of the Contracting Officer, the Contractor shall supply the Government with reports itemizing information received as confidential or proprietary and setting forth the company or companies from which the Contractor received such information.

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(d) The Contractor agrees that upon request by PBGC it wil l execute a PBGC-approved agreement with any party whose proprietary data it is given access to or is furnished, restricting use and disclosure of the data. Upon request by PBGC, such an agreement shall also be signed by Contractor personnel.

(e) This clause shall flow down to all subcontracts.

H.3 PBGC-03-002 Organizational Conflicts Of Interest (OCT 2004)

(a) Purpose. The purpose of this clause is to ensure that the contractor

(1) Is not biased because of its financial, contractual, organizational, or other interests which relate to the work under this contract, and (2) does not obtain any unfair competitive advantage over other parties by virtue of its performance of this contract.

(b) Scope. The restrictions described herein shall apply to performance or participation by the contractor and any of its partners, affiliates or their successors in interest (after this collectively referred to as the "contractor") in the activities covered by this clause as a prime contractor, subcontractor, cosponsor, joint venture, consultant, or in any similar capacity. For the purpose of this clause, affiliation occurs when a business concern is controlled by or has the power to control another or when a third party has the power to control both.

(1) Use of Contractor's Work (i) The contractor shall be ineligible to participate in any capacity in PBGC contracts, subcontracts, or proposals (solicited and unsolicited) which stem directly from the contractor's performance of work under this contract. Furthermore, unless so directed in writing by the Contracting Officer, the contractor shall not perform any advisory and assistance services work under this contract on any of its products or services or the products or services of another firm i f the contractor is or has been substantially involved in its development or marketing. Nothing in this subparagraph shall preclude the contractor from competing for follow-on contracts for advisory and assistance services.

(ii) If, under this…