Performance Work Statement 07262024.pdf

PERFORMANCE WORK STATEMENT

Contract Performance Support & Analy�cs (CPSA)

July 26, 2024

I. Purpose

The purpose of this contract is to provide contract analy�cal support and independent verifica�on and valida�on (IV&V) services to assist the U. S. Department of State (DOS or the Department), Bureau of Diploma�c Security (DS), Countermeasure Directorate (DS/C) in administering and overseeing its large Global Security Engineering and Supply Chain (GSE&SC) contract. This performance work statement (PWS) presents DS/C’s requirements, objec�ves, required results, and performance standards.

II. Introduc�on

The current interna�onal environment presents significant challenges for the conduct of U.S. diplomacy abroad with random physical and technological atacks occurring even in friendly countries. Moreover, the DOS increasingly finds itself not only taking on missions in hos�le countries with combat zones supported by the military, but also in failed states where terrorism is an ever-present fact of life. As the combat missions subside, the Department remains engaged in country stabiliza�on, economic assistance, advice on establishment of func�onal governments, and other support missions as directed.

DS is responsible for providing a safe and secure environment for the conduct of U.S. foreign policy. Since its incep�on in 1916, DS has evolved and developed new capabili�es to meet the changing needs of the DOS.

Every diploma�c mission in the world operates under a security program designed and maintained by DS.

DS/C is responsible for protec�ng U.S. personnel, facili�es, and informa�on, in the United States and abroad, through physical, technical, and informa�on system security countermeasures.

The constantly evolving threat environment and emerging vulnerabili�es in DOS facility security postures can lead to sudden changes in DS/C priori�es. Addi�onally, the speed of technological change in some systems can put pressure on DOS engineering programs and budgets to assess the tradeoffs between short-term and long-term solu�ons. In this challenging environment, DS/C must remain on the cu�ng edge of the latest developments in countermeasures to protect U.S. personnel, facili�es, and informa�on in DOS facili�es around the world.

To support this cri�cal life safety/facility security mission, DS/C provides a contractor-operated supply chain management program (GSE&SC) to support its security engineering efforts and distribute related products and services to customers in various organiza�onal components within the DOS and to other U.S. government agencies associated with DOS efforts. More is con�nually being asked of the GSE&SC opera�on. In response, DS/C has engaged industry supply chain and logis�cs experts to gain a greater understanding of the current state of the art.

At a high level, the Global Security Engineering and Supply Chain (GSE&SC) contract features:

• Security engineering to address current and projected gaps in security posture and develop reliable, high impact solu�ons that can be cost-effec�vely implemented and sustained.

• Transparent, data-driven, end-to-end, global supply chain management services that op�mize the flow of products, services, and informa�on to improve performance and reduce costs; and,

• The flexibility and global reach to rapidly support the Countermeasure response to evolving world events.

• The Contract Performance Support & Analy�cs (CPSA) contract con�nues to provide a range of analy�cal services to support and enable DS to administer and oversee the GSE&SC contract. The primary focus of the CPSA contract is on providing independent verifica�on and valida�on of the GSE&SC contractor’s performance, target costs, actual costs and developing and maintaining performance metrics measuring tools.

The CPSA contractor will not take direct ac�on with the GSE&SC contractor on the results, but, instead, will provide this informa�on on both a regular and ad-hoc/as-needed basis to the Contrac�ng Officer (CO) and Contrac�ng Officer’s Representa�ve (COR) and Branch Chief of the Quality Assurance and Liaison (DS/STO/QAL or QAL) office, in support of their respec�ve responsibili�es regarding the administra�on of the GSE&SC contract.

III. Background

A. Organiza�onal Background

Opera�ng from a global pla�orm in 30 U.S. ci�es and more than 160 foreign countries, DS ensures that America can conduct diplomacy safely and securely. DS plays a vital role in protec�ng 275 U.S. diploma�c missions and their personnel overseas, securing cri�cal informa�on systems, inves�ga�ng passport and visa fraud, and figh�ng the war on terror. In the United States, DS personnel protect the Secretary of State and high-ranking foreign dignitaries and officials visi�ng the United States, inves�gate passport and visa fraud, and conduct personnel security inves�ga�ons.

The Countermeasures Directorate (DS/C) manages the development and implementa�on of all physical and technical countermeasure security standards and policies that apply to DOS facili�es domes�cally and overseas; securely transports classified diploma�c materials across interna�onal borders; and provides defensive equipment to protect the lives of U.S. government personnel, classified informa�on, and property worldwide.

The Office of Security Technology (DS/C/ST or ST) supports the DS mission through the applica�on and use of technical security countermeasures. Following the commissioning of a DOS facility, the security technology and its infrastructure become ST’s responsibility to operate and maintain. Within ST, the Facility Security Engineering Division (DS/C/ST/FSE or FSE) is responsible for developing technical security solu�ons, installing, and maintaining technical security systems, both overseas and domes�c, management of the GSE&SC program, and oversight and monitoring of the GSE&SC contract. GSE&SC provides support to customers from different components within the DOS and to customers from other U.S government agencies who are associated with DOS efforts. The CPSA contract principally supports ST, QAL, and FSE.

B. Opera�onal Background

1. Computerized Maintenance Management System

Computerized Maintenance Management System (CMMS) is ST’s enterprise asset, supply chain, and work order management system. Based on IBM's Enterprise Asset Management System, Maximo, CMMS facilitates customer purchase requests (PR), service requests, and tracks government owned inventory. CMMS was recently integrated with the DOS Integrated Logis�cs Management System (ILMS), the DOS system of records for inventory management.

CMMS facilitates coopera�on between ST and other DOS offices by providing an integrated and shared so�ware environment. CMMS tracks office resource expenditures against each ac�vity and provides metrics to support DS resource management decisions. CMMS enables feedback on procurement ac�ons, greater accuracy of inventories and simplified field repor�ng on ac�vi�es and assets. Collec�on and analysis of this data allows the use of quan�ta�ve techniques for process improvement.

The Network and Systems Management (DS/C/ST/SSI/NSM) branch manages the CMMS database. The database provides features to track and report on key performance indicators (KPIs) such as cost, loca�on, equipment model, repairs, training, and parts usage.

The CPSA contractor shall be required to use CMMS, or other DS-approved system, in the performance of contracted ac�vi�es. The Government will provide the Contractor access to CMMS standard opera�ng procedures (SOP).

2. The Customer Ordering Process

DS/C customers place orders for a broad range of security-related products and services by genera�ng a PR using the CMMS Purchase Request module. Customers either select from the CMMS Item Master List (the Catalog) of standard, pre-priced items or, if what they need is not in the Catalog, they request a price quota�on. (Need Quote or NQ) for other items and services.

Each PR has a pre-established priority level associated with a �meframe required for the Contractor to obtain and enter the quoted price(s) into CMMS. The Purchase Request module has pre-established workflows established for the appropriate approval process. Upon genera�on of the PR in CMMS, the GSE&SC contractor must provide a quote for the product(s) requested and any associated freight or transporta�on charges in CMMS within the designated �meframe and then the PR is routed for government approval.

Occasionally, a customer’s order will involve installa�on, project management, specialized subject mater exper�se or engineering, specialized training, or other services to fulfill its requirements. In these instances, the specific requirements will be atached to the PR and routed for quo�ng and approval as above.

Upon government approval, the PR becomes a purchase order (PO) and is routed back to the GSE&SC contractor for fulfillment, staging and delivery. Products are categorized as follows:

• Government-owned, contractor-managed equipment such as items repaired by the Repair and Maintenance Center, items purchased under other contracts, or items stored to support con�ngency opera�ons.

• Standard “Catalog” items that are readily available at or below pre-established, predictable target costs to be shipped in accordance with pre-established, predictable �meframes. The Catalog is currently maintained in the Maximo Item Master List (IML) applica�on in CMMS. It contains over 6,200 items ranging from a rubber grommet cos�ng less than a quarter to sophis�cated technical security equipment such as X-ray machines which typically cost approximately $50,000 and long-range thermal cameras which can cost more than $100,000 each. Catalog entries typically iden�fy the main atributes of each item (such as commodity codes, order, and issue units), any alternate items that can be used in its place, vendors that carry the item, specifica�ons for the item, photographs, and other parts needed to build the item (i.e., item assembly structure). Catalog entries also iden�fy transporta�on op�ons and constraints. The Catalog is updated regularly.

• “Need Quote” or NQ items are products and services that are not used as frequently, specialty items, or new or miscellaneous items that are needed to support the countermeasure mission. Examples of NQ items include vehicle barriers, the latest technology security equipment for evalua�on purposes, specialized protec�ve equipment, component parts for repair, and miscellaneous construc�on materials and services.

IV. Scope of Services

The CPSA contractor shall provide personnel management, quality control, and qualified staff at levels sufficient to provide analy�cal support services and independent verifica�on and valida�on of the GSE&SC contractor’s performance including valida�ng the GSE&SC contractor’s determina�ons of Fair and Reasonable Cost for addi�ons to the CMMS Item Master (Catalog), aggregate quarterly sampling of NQ purchase pricing, and all performance metrics.

The CPSA contractor’s tasks are laid out by func�onal area in Table 1:

• Standards, Methodologies and Processes

• Project and Service Delivery Management

• Performance Oversight

• Knowledge Development and Management.

It should be noted that there is no inherent requirement to structure the contractor’s work unit along the lines of the four specific func�onal areas. The contractor is encouraged to structure the work unit in the most effec�ve and efficient way to meet the goals and tasks. A sec�on lead may or may not be needed for each subject area, and the contractor is expected to restructure their current work units in accordance with the new requirements.

V. Requirements

A. Governance

The GSE&SC governance framework is intended to invoke trust and confidence between the par�es by clearly defining expecta�ons and authori�es; by measuring and valida�ng performance against objec�ves, required outcomes, and standards with mutually agreed-upon assessments, specific metrics, and target values; and by rewarding successful performance. The GSE&SC contractor, the CPSA contractor and DS/C will implement governance through a collabora�ve partnership to form the framework by which the Countermeasure mission is accomplished in an effec�ve and efficient manner. Governance ac�vi�es shall focus on aligning processes, removing roadblocks, and other transforma�on ac�vi�es that enable DS/C to achieve its objec�ves in a way that ensures proper stewardship of the taxpayers’ money.

B. Standard Opera�ng Procedures and Document Templates

Within 180 days a�er the start of contract performance, the CPSA contractor shall update standard opera�ng procedures (SOPs) and templates to adjust for changes to the CPFF structure and other changes. SOPs should con�nue to incorporate processes, methods and industry best prac�ces that align with the government’s objec�ves. Once approved by the COR, the CPSA contractor shall ensure that all work products and documents produced under this contract adhere to the SOPs and templates. Throughout the contract period of performance, the CPSA contractor shall maintain and update these SOPs and templates as needed to ensure that they con�nue to reflect the latest government-approved procedures and requirements. At a minimum, the CPSA contractor shall review and update SOPs and templates annually.

C. Performance Requirements

Table 1 iden�fies the Department’s objec�ves and the required results for each CPSA Func�on. All Func�ons shall be executed to meet or exceed associated performance standards. All Func�on-related tasks shall be performed in a manner that meets the highest level of professional and technical standards and adheres to industry-leading prac�ces. All contractor personnel shall be proficient in the areas in which they work. All contractor personnel are required rou�nely to:

1. Act in a consulta�ve manner, proac�vely searching for crea�ve solu�ons and strategies that will ensure reliability, improve performance, provide increased value, and/or reduce cost.

2. Provide deliverables that are clear, concise, technically accurate, well organized, properly referenced, and complete.

3. Support the Department’s performance management process by contribu�ng to ST products such as Daily Ac�vity Reports, Weekly Ac�vity Reports (WARs), Monthly Status Reports, Quarterly Performance Reports (QPRs), and Quarterly Ac�vity Reports (QARs).

4. Provide knowledge transfer of work products and exper�se associated with contracted tasks.

Table 1: CPSA Func�ons Table

Standards, Methodologies and Processes

1.0 Objec�ve - The government receives the benefits of experience and exper�se provided by the CPSA contractor to maintain an effec�ve oversight program of the GSE&SC contract by AQM, the FSE COR team, QAL, and all stakeholders in accordance with FAR requirements for cost-plus type contracts.

1.1 Required Results

1.1.1 Validate up to 35 GSE&SC Service Level Agreements (SLA) and Key

Performance Indicators (KPI) and the actual delivery performance in rela�on to the SLA -specified Target /Threshold

1.1.2 Develop and maintain methodologies and automa�on tools for assessing the GSE&SC contractor’s execu�on of its contractual responsibili�es for Government approval.

1.1.3 Develop workflows for the Independent Verifica�on and Valida�on (IV&V) of the performance data associated with each GSE&SC KPI.

1.1.4 Maintain up to 20 exis�ng automated SLA/KPIs.

1.2 Performance Standards

1.2.1 The process for tracking progress against DOS strategic objec�ves is logically structured and easy to understand. New DOS strategic objec�ves and related metrics/KPIs are efficiently and effec�vely added to the IV&V and automa�on process.

Independent Project Review Support

2.0 Objec�ve - The Department of State is enabled to proac�vely engage with the GSE&SC contractor to determine whether GSE&SC projects, Value Engineering Change Proposals (VECP), and Security Services Request (SSR) projects fulfill the needs of DS/C customers and stakeholders.

2.1 Required Results

2.1.1 Develop Independent Government Cost Es�mates (IGCE) for select

SSRs as requested by the CO or COR.

2.2 Performance Standards

2.2.1 Nega�ve trends in performance are communicated to DOS by describing the source(s), �ming, and leading indicator(s) that ini�ally iden�fied the impact as a possible trend.

2.2.2 IGCEs are accurate and reflect all elements of cost for SSRs.

Performance Oversight Support

3.0 Objec�ve - The DOS receives the analy�cal support necessary to enable it to administer the GSE&SC contract effec�vely and efficiently, a cost-plus fixed fee (CPFF) contract with a 5-year award term incen�ve.

3.1 Required Results

3.1.1 Provide IV&V for the GSE&SC contractor’s unit pricing, proposals, performance, results, and net acquisi�on savings from Value Engineering Change Proposals (VECP).

3.1.2 Provide facilita�on support for Award Term determina�on and documenta�on.

3.1.3 Validate Fair and Reasonable Cost determina�ons for addi�ons to the CMMS Item Master (a.k.a. Catalog) before the item is submited to the Government for approval.

3.2 Performance Standards

3.2.1 Cognizant DOS leadership has con�nual insight and can readily understand the quality of the GSE&SC contractor’s performance, to include the emergence of applicable trends.

3.2.2 Costs incurred by the GSE&SC contractor are assessed as to the reasonableness of amount, allocability to the GSE&SC contractor’s contract, and allowability according to U.S. Government laws, regula�ons, and standards. Results and/or recommenda�ons provided to COR, QAL or Program(s) as directed.

3.2.3 Confirmed nega�ve trends in the GSE&SC contractor’s opera�ons are disaggregated into financial and opera�onal impacts, as well as the effect on established delivery �melines.

Knowledge Management

4.0 Objec�ve - The Department of State is enabled to make �mely, informed decisions using automated dashboards and other knowledge management tools.

4.1 Required Results

4.1.1 Logically present dashboards that are intui�ve and that provide links to all underlying data. Iden�fy significant data outliers in the performance data.

4.1.2 Provide presenta�ons for DS leadership and program audiences.

These will vary, and may be for presenta�on by the CO, COR, other Government members, or the Analy�cs contractor.

4.2 Performance Standards

4.2.1 Accurate, relevant informa�on is communicated via highly effec�ve means (e.g., visual graphing/mapping, sta�s�cal analysis, and presenta�on techniques) on a �mely basis.

4.2.2 Future issues and trends are iden�fied to minimize their impact on Department of State.