Performance Work Statement 4 September 2020.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

A LOCAL NATIONAL

HOSTED PAYROLL SERVICE PROGRAM

SPANGDAHLEM AIR BASE, GERMANY

4 September 2020

1. BACKGROUND

1.1 The 52d Fighter Wing (52 FW) provides payroll services for Local National (LN) employees hired in accordance with Collective Tariff Agreement II dated 16 December 1966.

2. SCOPE

2.1 The contractor shall provide a payroll systems program for automated processing of German LN employee time and attendance reporting information in compliance with German Legislation and the “Collective Tariff Agreement (CTA II) ATTACHMENT 1 and USAFEI 36-109 (Time and Attendance Reporting for Non-US Citizen Employees).

Furthermore, the contractor shall:

a. Automate all forms required for the execution of LNTAP (Local National Time and Attendance Program).

b. Train 52 FW Civilian Personnel Timekeepers (70) on the use of the program and its features;

c. Furnish printed or electronic system manager literature describing program, operator instructions, keyboard templates, reference cards, an on-line HELP feature, listing of menus. Literature should be in sufficient enough detail that any person with reasonable computer knowledge can operate the program. Literature should be indexed for any reference. Literature must be in English and German.

d. Program must have the flexibility to encompass specific work schedules for LN employees.

3. TRAINING

3.1 Training is to be provided by the contractor to 52 FW Timekeepers (70) who are to operate the program with Administrative rights/access. The contractor is to demonstrate the total operation and capabilities of the program to the 52 FW Timekeepers (70) and then to provide sufficient hands on training so that the 52 FW Timekeepers (70) demonstrate the capability to operate the entire program.

The 52 FW Timekeepers (70) will be notified at least 5 business days in advance prior to the respective training. The contractor will comply with AFI 33-332, Air Force Privacy and

Civil Liberties Program, para1.1.2.3, 52.224-1, Privacy Act Notification; and 52.224-2, Privacy Act as required by the Federal Acquisition Regulation (FAR).

4. PERFORMANCE PHASES

4.1 This requirement of this contract shall be performed in the following phases:

a. Phase I, completed NLT 30 calendar days after contract award: Delivery of payroll systems program for automated processing of German LN employee payroll information, access to payroll program, debug access restrictions if any, establish Civilian Personnel Office employee (4) Administration rights, testing of program, conduct initial Civilian Personnel Office employee training; Generate and printing of blank forms.

b. Phase II, completed NLT 60 calendar days after contract award: Correction of deficiencies, provide continued hands-on training to Civilian Personnel Office Program Administrators (4), delivery of fully functioning payroll system program.

c. Phase III, completed NLT 60 calendar days after contract award: Establish and provide step-by-step “how to” complete USAFE Form 591 (Record of Exceptions to Regular Pay and Attendance) and supporting documents training pamphlets/guides for employees/supervisors/timekeepers. (No more than 2 pages and must be in English and German) Delivery of printed literature. (Must be in English and German)

d. Phase IV, completed NLT 90 calendar days after contract award: Ensure program is ready for dissemination.

e. System Maintenance/Customer Support, this phase shall commence upon setup/delivery of a functioning system and shall incorporate all the tasks necessary to continue successful operation of this system. This includes system maintenance and customer support tasks required to maintain compliance with this PWS.

5. PROGRAM REQUIREMENTS

5.1 The contractor will host the subject payroll services program on a dedicated physical server reserved solely for ~650 52 FW LN Employees. The physical server must include the following software and licenses at a minimum: Microsoft Office Professional, Adobe, WinZip Pro, and any/all software and licenses to run the payroll service program/applications (to be further defined).

5.2 The LN payroll services program must comply with USAFEI 36-109. Users will have access to the payroll services program through a secure URL, accessible from the U.S. Air Force Network, utilizing a common access card (CAC) or with username and password. The payroll services program will not be a “badge” or “clock-in, clock-out” program.

5.3 The payroll services program must able to produce time and attendance documentation based on the previous month.

5.4 The payroll system services program will provide the following capabilities to 52 FW users:

a. Electronic Timecard Module: The Timecard Module (USAFE Form 591) must be accessible to a minimum of 700 LN employees, 300 U.S. Government and LN supervisors and 70 timekeepers. Employee access amounts may increase up to 20% over these estimates. Reporting tool (USAFE Form 591) will be accessible through the secure URL and must be accessible from the U.S. Air Force Network. Interactivity with the timecard services program must allow changes/edits on the current screen with refresh capability to save the change.

The timecard module must:

1. Allow a profile to be created for each employee, which will identify their specific work schedule. Create USAFE Form 591 each month for each employee. The work schedule must automatically update and populate each month. Users must have access to edit/change the work schedule as needed/required.

2. Ensure that all pay, entitlements, and allowances are automatically updated based on the employees profile and work schedule without the need of manual intervention by the 52 FW Timekeepers.

3. Allow employees to enter work hours, previous year leave, annual leave, etc.

without the need of manual intervention by the 52 FW Timekeepers.

4. Allow employees to upload supporting documentation (Leave Requests, Doctor’s notes etc.). The documentation must be saved with the system for future audit and reference.

5. Allow employees to view, print, and save copies of their leave balance, previous work schedules and any document applicable to the employee.

6. Allow employees to submit leave request through the system using USAFE Form 857 to the supervisor. The request would be automated and will be routed to the supervisor for approval and then onto their USAFE Form 591. Supervisors will receive a notification about “pending” leave request.

7. Allow employees to submit USAFE Form 591 through the system to their specific supervisor for review and approval.

8. Authorize access to a supervisory module for a minimum of 300 U.S.

Government and LN supervisors as required to view and approve or disapprove USAFE Form 591. This module shall:

a. Allow supervisors to approve or disapprove USAFE Form 591 for their specific employees.

b. Show the timestamp and signature of the supervisor upon approval of the USAFE Form 591 and save for future audit and reference.

c. Allow supervisors to disapprove the USAFE Form 591, return form to the employee, and allow the supervisor to add comments for the specific disapproval.

d. Notify the employee when and if their USAFE Form 591 is approved/disapproved with comments.

e. Allow the supervisor to upload and save supporting documentation to the employee’s USAFE Form 591.

f. Allow the supervisor to enter or edit work hours on behalf of the employee as needed.

g. Allow the supervisor to view annual leave balances for their specific employees.

h. Allow the supervisor to approve leave requests in the system routing process. Once approved, allow the system to automatically update leave balances and USAFE Form 591 entries.

i. Allow employees and timekeepers, when submitting a Leave Request which does not cover the entire work day, to enter the amount of hours of Annual Leave that is taken and enter to the specific time frame “from 00:00 to 00:00” in the “Remarks” section on USAFE Form 591. Night differential should be automatically reduced when leave has an impact on the night differential.

j. Allow employees and timekeepers to notify the supervisor that a leave request has been submitted and is in “pending approval” status. The name of the applicable approving official (DD Form 577 on file) for the respective work center should be selected through a drop down menu.

8. Authorize access to a timekeeper module for a minimum of 70 U.S. Government and LN timekeepers as required to input, view, and modify USAFE Form 591 within assigned work center. This module shall:

a. Allow the timekeeper to upload supporting documentation on behalf of the employee.

b. Allow the timekeeper to validate the completion of all USAFE Form 591 for the employees under their responsibility.

c. Allow the Civilian Personnel Office Administrator to validate work hours for employees, extract data, close departments and validate completion of all USAFE Form 591 approvals prior to submit the final USAFE Form 591 to LAS.

d. Allow the 52 FW Timekeepers to move employees from one Work Center to another.

e. Allow the 52 FW Timekeepers capability to validate completion of all USAFE Form 591, identify approved, disapproved and missing USAFE Form 591.

f. Allow the 52 FW Timekeepers capability to generate, sort, and print USAFE Form 591 for all employees within their assigned Work Center.

g. Allow 52 FW Timekeepers to enter the final duty day/date of termination for an employee.

h. Allow 52 FW Timekeepers to upload documents after USAFE Form 591 was submitted

9. Authorize Civilian Personnel Office Administrative module access to a minimum of 4 Civilian Personnel Office Administrators to view USAFE Form 591 and establish applicable Work Centers, assign Timekeepers to respective Work Centers and pull reports and data.

This module must: Authorize user access, change user access, pull reports and data,

a. Allow administrators to work autonomously.

b. Have separate distinct rights for the 1) 52 FW Timekeepers and 2) Civilian Personnel

Office Administrator.

c. Allow the Civilian Personnel Office Administrator to adjust all roles and access levels as required/needed to act on behalf of all users.

d. Allow the Civilian Personnel Office Administrator to create new data elements such as creating new profiles for Timekeepers and establishing and assigning Work Centers.

e. Allow the Civilian Personnel Office Administrator to close/delete data elements i.e. Work Centers, Timekeepers

f. Allow the Civilian Personnel Office Administrator to extract payroll data for payroll elaboration.

g. Allow the Civilian Personnel Office Administrator to adjust/change access levels directly for employees/supervisors/timekeepers and authorize dual access as an employee and/or supervisor/timekeeper as needed.

h. Allow the Civilian Personnel Office Administrator to enter the final duty day/date of termination for an employee.

i. Ensure that employee accounts/profiles are archived 60 days after their final duty day/date of termination.

j. Allow view capability for archived employee’s data/information for 1 year.

k. Display a red line separating each week after Sunday to allow proper identification by the Civilian Payroll Administrative Technician and Supervisor.

5.12 On Line Help: Program shall contain this feature with access through a single functional key without exiting the program or menu in which the operator is working. A single function key shall permit exiting this feature and restoration on the monitor of the initial operator-working screen. This feature shall provide explanations and assistance to the operator directly on the screen, to avoid consultation of manual. Exiting the HELP mode, the operator will be able to go back to the initial point. Must be available to all user types. The program shall provide online help in English and German. (Fact sheets about overtime, supplements etc. will be provided)

5.13 Security:

a. The contractor must ensure the payroll services program is in compliance with USAFEI

36-109. The contractor will be flexible to make adjustments based upon future changes to USAFEI 36-109.

b. The contractor will comply with AFI 33-332, Air Force Privacy And Civil Liberties

Program, para1.1.2.3, 52.224-1, Privacy Act Notification; and 52.224-2, Privacy Act as required by the Federal Acquisition Regulation (FAR).

c. Program shall permit access to data files only to authorized operators identified.

d. The contractor will take on responsibility as the Responsible Party (i.e. ensure all security requirements remain in compliance during the entire duration of the contract).

e. 52 CS/CC approves all system security requirements as listed with the option to add requirements as necessary based on the contractor standard requirements presented at the time of solicitation. The payroll services program must be accessible via a secure URL on the U.S. Air Force Network.

f. The contractor will protect employee data with a minimum of the following requirements;

1. Computerized authentication;

2. Implementation of authentication credential management procedures;

3. Use of an authorization system;

4. Regular updates of the specification concerning the scope of the processing operations;

5. Protection of electronic means and data against unlawful data processing operations;

6. Protection from unauthorized access;

7. Implementation of procedures for safekeeping backup copies and restoring data and system availability;

8. Implementation of encryption techniques;

9. Program shall contain built in editing features to preclude insertion of erroneous, incomplete or incompatible data; the error shall be displayed on the monitor of the operator and must identify the type of error and must enforce corrective action prior to submitting as complete. (ex. Blinking cursor, etc…);

10. Program shall only contain the Names (Last Name, First Name, Middle Initial) of any U.S. Government supervisors or timekeepers of LN employees;

5.14 Program Modification:

a. The contractor shall:

1. Have future change capability to accommodate German Legislation practices and regulation changes that impact processes, to include capability of including a “Clock in – clock out-system”

2. Have future change capability to accommodate governing instruction on Time and Attendance Reporting Program for Non-US Citizen Employees (currently

USAFEI 36-109).

3. Be responsible for ensuring these changes are updated automatically without manual intervention.

5.15 The contractor must provide an emergency recovery service and is responsible for backup services to ensure the integrity of data.

5.16 The contractor is responsible for uploading the current data. The 52 FW will provide the current data to the contractor through a text/excel file.

5.17 Data Base Management:

a. Database query functions shall support, at a minimum, search by name or search by codes. The query function shall not require manual operator consultation of printed products such as employer and employee codes and variable pay items. Response to query shall be immediate without necessitating file re-organization. All query results shall be automatically displayed on the monitor for the requested field/range.

b. Data inserted for the monthly pay codes program shall permit operator correction of any data displayed without exiting the program. This implies the ability to recall employee data, its modification and return to the computation program as well as program performance of data elaboration until the desired result is obtained without having to re-enter employee code or pay item.

5.18 Printed Products: The program shall allow the selection of a printer as well as product or portion of product selected for print by the operators. The LN employees must be granted the possibility to download and print directly from the program, specifically their Leave Balance, Sick Statistics and Shift Schedules. Printed products must be available EXCEL/PDF formats.

5.19 The contractor shall ensure each pay element is identified with the current 3 alphanumerical codes in accordance with the USAFEI 36-109. Specific guidance will be provided to the contractor by the 52 FW. All monthly data will be available to the Civilian Personnel Office Administrator within 24 hours after final submission of USAFEI Form 591.

5.20 The contractor shall ensure the payroll services system offers supporting documentation upload capability with the USAFEI Form 591 module. Supporting documentation will be uploaded and saved 2 years.

6. SOFTWARE MAINTENANCE

6.1 Maintenance will consist of any modifications required to comply with changes to German Law and Legislation and USAFEI 36-109 requirements in order to maintain LN time and attendance process.

7. PAYROLL PROCEDURE

7.1 The U.S. Government’s LN payroll identifies one category which may only be assessed by the 52 FW identified employees.

a. APF: 650 employees approx., possible 20% increase.

b. The applicable payroll procedures consists of the following principle taskings:

1. Administration of files;

2. Administration of tables and parameters;

3. Administration of employee files;

4. Generate fillable USAFE Form 857 and USAFE Form 591

5. Generate and printing of USAFE Form 857, Leave Balance, Annual/Previous year leave Balance Sick Statistic, Shift Schedules, Overtime Statistics, On-Call Statistics, Administrative Leave Statistics

6. Generate and printing of Time and Attendance sheets (USAFE Form 591), must be sortable;

7. Generate and printing Annual Reports;

8. Generate and printing of Pay Codes Summary

9. Management of general tables

10. Generate and printing and view of pay codes

11. Generate and printing of Archived Data

12. Management of Backup Months

13. Generate a fillable and printing Shift reporting tool which will automatically fill

USAFE Form 591 when completing timecards

d. Administration of Table and Parameters:

A file of table and parameter which are modified according to USAFEI 36-109 and German Legislation affects the following tasks:

1. Leave balance

2. Leave report

e. Administration of Employee File:

Contains all the data pertaining to each employee to include: name (first and last), LAS employee number, Handicapped (in %), Work Center (7NXX), ADC ID (K8, B4), Payroll Number, Daily Work Hours, Supervisor Name, leave entitlement (previous and annual) As well as the following:

1. Type of employee (Full-time, Part-time);

8. FUTURE HOSTED PAYROLL PROCESS

8.1 Below is a breakdown of the requirements by user type and processes:

a. Employee: The Employee shall input and validate their USAFE Form 591 online via the hosted payroll services program. The employee shall update and make changes to their USAFE Form 591 online via the payroll services program. The employee shall have substantiating record capabilities in order to upload supporting documentation with their USAFE Form 591 online via the payroll services program.

b. Timekeeper: The Timekeeper shall input and update USAFE Form 591 as necessary on behalf of the employee online via the payroll services program.

c. Supervisor: The Supervisor shall validate and update USAFE Form 591 as required for their employees online via the payroll services program. The supervisor shall approve/disapprove USAFE Form 591 for their employees online via the payroll services program. The supervisor shall validate supporting documentation uploaded by the employee or timekeeper in reference to the USAFE Form 591 online via the payroll services program.

d. Civilian Personnel Office Administrator: The Civilian Personnel Office Administrator shall produce reports and completes an audit of the time and attendance reporting process online via the payroll service program. The Civilian Personnel Office Administrator shall provide and update employee, timekeeper and supervisor accesses to the payroll services program.