PWS_OES Leadership Team IT Research and Advisory Support Services_12.12.2024a.docx

PERFORMANCE WORK STATEMENT (PWS)

OES LEADERSHIP TEAM IT RESEARCH & ADVISORY SUPPORT SERVICES

PART 1

GENERAL INFORMATION

1. General:

This is a non-personnel Performance Work Statement to provide IT research and advisory services to the Bureau of Engraving and Printing (BEP).

1.1 Description of Services/Introduction:

The Contractor shall provide IT research and advisory support to the Bureau of Engraving and Printing (BEP’s) Office of Enterprise Solutions OES Leadership Team to enable the development and implementation of effective IT solutions for the business units. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, and supervision necessary to perform IT research & advisory services as defined in this Performance Work Statement except for those items specified as government furnished property and services.

1.2 Background:

The Bureau of Engraving and Printing (BEP) is the largest producer of security documents in the United States. Operating facilities in Washington, D.C., and Fort Worth, Texas, the BEP processes billions of Federal Reserve notes annually, in addition to passports, military identification cards, and other sensitive materials. The uninterrupted operation of the BEP's IT systems is critical to maintaining national security and economic stability.

The BEP's Chief Information Officer (CIO) Directorate oversees the IT infrastructure supporting these critical operations. The Office of Enterprise Solutions (OES) is responsible for developing and maintaining the BEP's software applications. With a complex IT environment encompassing multiple systems and applications, the BEP faces significant challenges in areas such as security, data management, and system modernization.

To address these challenges and capitalize on emerging opportunities, the BEP requires access to cutting-edge IT insights and expertise. The rapid evolution of digital, analytics, and automation technologies presents both challenges and opportunities for the BEP. By leveraging these technologies, the BEP aims to enhance operational efficiency, improve decision-making, and strengthen its security posture. To achieve these goals, the BEP is required to develop a robust IT strategy and governance framework that will guide the integration of AI-driven insights, the development and scaling of robotics process automation (RPA), and predictive analytics initiatives, as well as the exploration of new technology applications.

1.3 Objectives:

The objective of this PWS is to obtain a best-in-class technology-based research and advisory subscription service with expertise and proprietary research. The requested service will support the BEP in developing and implementing a vigorous enterprise-wide IT strategy, governance framework, and compliance program. By leveraging the Contractor’s expertise and research, the BEP aims to establish a solid foundation for optimizing IT investments, mitigating risks, and driving operational efficiency. This subscription will provide critical insights, best-practice methodologies, and recommendations to guide the BEP in aligning IT with its strategic goals, improving IT service delivery, and enhancing decision-making processes.

1.4 Scope:

The scope of this PWS is to procure IT research and advisory subscription service to equip the Bureau with the tools and insights to develop and implement a comprehensive enterprise-wide IT strategy, governance framework, and compliance program. The Contractor shall provide access to their research, analysis, and advisory services to assist the BEP in:

· Developing and executing a comprehensive IT strategy aligned with the BEP’s mission, vision, and goals.

· Establishing and maturing an effective IT governance framework, including policies, procedures, roles, and responsibilities.

· Implementing a robust compliance program to ensure adherence to applicable laws, regulations, and industry standards.

· Optimizing IT investments and resource allocation to support strategic objectives.

· Enhancing IT service delivery and performance through best practice adoption.

· Mitigating IT risks through proactive identification and response.

To achieve these objectives, the Contractor shall provide:

· Tailored advisory services: Personalized guidance from seasoned IT experts on IT strategy, governance, compliance, and organizational design.

· Research and analysis: Access to a comprehensive research repository, including best practices, case studies, and industry trends.

· Expert support: Unlimited access to analysts for inquiries and consultations.

· Toolkits and templates: Practical resources to support IT strategy development, governance implementation, and compliance efforts.

· Workshop facilitation: Collaborative sessions to align IT teams and develop actionable plans.

The Contractor shall provide comprehensive IT consulting services tailored to the specific needs and priorities of the BEP. This includes leveraging the Contractor’s expertise and resources to address the BEP’s IT challenges and opportunities.

The Contractor shall develop a customized Key Initiative Plan aligned with the BEP’s strategic goals. This plan shall outline specific, measurable, achievable, relevant, and time-bound (SMART) objectives, key performance indicators (KPIs), and detailed action plans to drive tangible business outcomes.

The Contractor shall develop individualized plans for each member, focusing on their top three to five initiatives. These plans will leverage the Contractor’s relevant content and experiences to support the member’s objectives.

The Contractor shall provide ongoing support and access to research and advisory resources through a dedicated online portal or other appropriate means as agreed upon by the government and contractor.

1.5 Period of Performance:

The expected period of performance shall be for one (1) Base Year of 12 months. The Period of Performance reads as follows:

Base Year: April 1, 2025, to March 31, 2026.

1.6 General Information

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government.

The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

The Contractor shall develop a QCP and submit a copy to the COR for review within ten (10) business days of contract award. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under the contract award in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Quarterly Status Review & Report: The Contractor shall conduct a virtual or in-person Quarterly Status Review with the COR and designated Enterprise Core Membership Licensees within 10 business days of the end of each calendar quarter. During the Quarterly Status Review, the Contractor shall furnish the COR and Enterprise Core Membership Licensees with a Quarterly Status Report in PDF format. The report shall be emailed and include, at a minimum, status updates, progress indicators, significant issues, findings, and any applicable Key Performance Indicators (KPIs). The use of graphs, charts, or other visual aids is highly encouraged. The Contractor shall obtain COR approval of the report within 5 business days of submission.

1.6.4 Federal Government Holidays:

No work will take place on Federal Holidays, except as approved in advance by the COR. The Bureau of Engraving and Printing observes all Federal Holidays as recognized as follows by the U.S. Office of Personnel Management (OPM):

1.6.5 Hours of Operation: The Contractor shall be available to provide services and support to the BEP during core business hours of 8:00 AM to 5:30 PM Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays.

The Contractor shall ensure adequate staffing levels to support the BEP’s needs, including during periods of peak demand or unexpected requirements.

1.6.6 Place of Performance: The services to be performed is primarily virtual, with no fixed duty station required. However, Contractor personnel may be required to be on-site for specific deliverables, meetings, or consultations at the Bureau of Engraving and Printing’ Washington, DC facility located at:

Bureau of Engraving and Printing Eastern Currency Facility (ECF) 14th and C Streets, SW Washington DC 20228

Additional locations for performance of work may be determined as mutually agreed upon by the contractor and the BEP most likely within the Washington D.C., metro area.

1.6.7 Type of Contract: The government will award a Firm Fixed Price type contract.

1.6.8 Security Requirements: Not applicable.

1.6.8.1 Physical Security: Not applicable.

1.6.8.2 Key Control. Not applicable.

1.6.9 Special Qualifications: Not applicable.

1.6.10 Post Award Conference/Periodic Progress Meetings: Not applicable.

1.6.11 Contracting Officer Representative (COR):

The COR will be identified by separate letter by the CO. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting award order.

1.6.12 Key Personnel: Not applicable.

1.6.13 Identification of Contractor Employees: Not applicable.

1.6.14 Supervision of Contractor Employees: Not applicable.

1.6.15 Contractor Travel:

The Contractor will be required to travel Continental United States during the performance of the contract award to attend meetings, counselor visits, and workshop visits. The Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation and the limitation of funds will be specified in the contract award. All travel requires Government approval/authorization and notification to the COR. An optional, not-to-exceed clause will be added to the contract for travel expenses.

1.6.16 Data Rights:

The Government will have unlimited rights to all documents/material produced under the contract award. All documents and materials, to include the source codes of any software, produced shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not repeal any other Government rights.

1.6.17 PHASE IN/PHASE OUT PERIOD:

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 15-day phase in/phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS: List of all definitions used in this PWS.

2.1.1 CONTRACT SPECIALIST. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

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

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

2.1.14 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS: List of all acronyms used in this PWS.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Not applicable.

3.2 Facilities: The Government will provide access to onsite meeting space at the Bureau of Engraving and Printing.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: Not applicable

4.2 Secret Facility Clearance. Not applicable

4.3 Materials. Not applicable

4.4 Equipment. Not applicable

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services. The Contractor shall provide comprehensive IT research and advisory services, including in-depth research reports, expert analysis, benchmarking data, vendor evaluations, customized consulting, best practice recommendations, problem-solving assistance, knowledge transfer, online portal access, analyst interaction, research database access, toolkits and templates, regular research updates, client support, and customizable service plans.

5.2 Enterprise Core Membership Licenses. The Contractor shall provide the following membership licenses as part of the Enterprise Core Membership package:

5.2.1 One (1) CIO Counselor Membership

5.2.2 One (1) AI and Digital Transformation Counselor Membership

5.2.3 One (1) Technical Counselor Membership

5.2.4 Three (3) Team Memberships

5.3 Enterprise Core Membership Features. The Contractor shall provide the following enterprise core membership features dependent on seat\licenses held:

5.3.1 Service Delivery

5.3.1.1 Dedicated Executive Counselor. The Contractor shall provide personalized and confidential one-on-one support to members from a seasoned IT executive to achieve personal and organizational goals.

5.3.1.2 Onsite or Virtual Counselor Visits. The Contractor shall conduct a minimum of four (4) onsite or virtual counselor visits annually for CIO Counselors, four (4) for AI and Digital Transformation Counselors, and two (2) for Technical Counselors. Each visit shall address the member's top challenges and include the presentation of relevant research and working sessions. [Not subject to the Team Membership Licensee].

5.3.1.3 Custom Key Initiative Plan. The Contractor shall develop a customized plan for each member's top three to five initiatives, aligning with available Contractor content and experiences.

5.3.2 Advisory Services

5.3.2.1 IT Cost Analysis & Optimization. The Contractor shall leverage the IT Spend & Staffing Benchmarking report to identify cost optimization initiatives and develop a 12-month roadmap.

5.3.2.2 IT Spend & Staffing Benchmarking – Online. The Contractor shall provide an online service to benchmark IT spend and staffing against industry peers to build a comprehensive report detailing IT spend and staffing along four perspectives: Expense, Service, Business, and Innovation.

5.3.2.3 Expanded Industry Advisory Access. The Contractor shall provide unlimited phone access to industry experts for guidance on industry research and trends.

5.3.2.4 Concierge Services. The Contractor shall provide single-day consulting engagements tailored to the BEP's needs. Each engagement will address specific IT challenges, providing practical, custom solutions. A team of analysts will conduct a half-day assessment, including document reviews and data gathering, followed by the development and presentation of actionable recommendations. The Contractor shall deliver a final report within one business day of the engagement. These engagements may be delivered either onsite or online at the BEP's discretion. [Unlimited for all membership Licensees.]

5.3.2.5 Software Selection as a Service. The Contractor shall provide five advisory calls to support the member's software selection process. [Unlimited for all membership Licenses except for the Team Membership Licensee].

5.3.2.6 Contract Review Service. The Contractor shall provide access to IT contracts experts who will conduct a business review of Terms & Conditions and provide a comprehensive written summary of feedback. [Unlimited for all membership Licensees except for the Team Member Licensee.]

5.3.2.7 IT Vendor Price Benchmarking & Negotiation. The Contractor shall provide access to IT vendor price benchmarking experts and negotiation intelligence for contracts valued at $1M or more. [Four (4) for the CIO Counselor Membership and AI and Digital Transformation Counselor Membership Licensees; three (3) for the Technical Counselor Membership; not subject to the Team Membership Licensee].

5.3.2.8 Analyst Calls. The Contractor shall provide unlimited phone access to subject matter experts for guidance on technology projects. [Unlimited for all membership Licensees except for the Team Member Licensee.]

5.3.2.9 Conference Tickets. The Contractor shall provide two (2) tickets to their IT conference for CIO Counselor Membership Licensee and AI and Digital Transformation Counselor Membership Licensee, and one (1) ticket for all Team Membership Licensees.

5.3.3 Research Content.

5.3.3.1 Industry Research. The Contractor shall provide in-depth, industry-specific research content including benchmarking reports, trends analysis, and technology evaluations.

5.3.3.2 Technology Project Research. The Contractor shall provide access to over 450 project blueprints to support IT initiatives.

5.3.3.3 IT Process Research. The Contractor shall provide access to a comprehensive set of 45 or more project methodologies and best practices.

5.3.3.4 People & Leadership Research. The Contractor shall provide strategies for effective team leadership and management development as requested.

5.3.3.5 Tools & Templates Library. The Contractor shall provide a library of over 1,000 tools and templates for IT document creation.

5.3.3.6 Software Selection Content. The Contractor shall provide access to software reviews vendor evaluations and rankings, as well as third-party, unbiased research for a variety of key IT solution providers. The Contractor shall also offer customizable vendor diagnostic tools based on the BEP’s specific needs.

5.3.4 Digital Experiences

5.3.4.1 Academy Training Platform. The Contractor shall provide an online learning management platform with 100+ hours of video content, 50+ quizzes, and 9 certification programs.

5.3.4.2 Leadership Development Program. The Contractor shall provide an online or in-person leadership development program.

5.3.4.3 IT Diagnostic Programs. The Contractor shall provide access to over 20 pre-built survey programs for IT stakeholders.

5.3.4.4 IT Metrics Dashboards. The Contractor shall provide an online portal for collecting, managing, and communicating IT metrics.

5.3.4.5 Industry Roundtables – Virtual. The Contractor shall host and provide access to monthly virtual industry roundtable discussions.

5.3.4.6 360-Degree Feedback Tool. The Contractor shall provide a customizable employee feedback tool.

5.4 Additional Feature Definitions.

5.4.1 Online Research Portal. The Contractor shall provide an extensive library and continually expanding collection of unclassified, downloadable IT document templates, policies, job descriptions, quantitative analysis tools, and business cases to help expedite daily tasks and improve the IT department’s operational maturity and expanding technology scope. Research can be shared internally without penalty and after contract term expiration.

5.4.2 Talent Leadership Research. The Contractor shall provide research to effectively manage teams, including topics such as workforce planning, sourcing, succession planning, employee engagement, coaching, employee development, and performance management. An online Academy (learning platform) based on the COBIT framework.

5.4.3 Premium Industry Coverage. The Contractor shall provide Government-specific industry coverage including reference architectures, industry IT metrics/benchmarking reports, and industry notes covering the latest trends and top-of-mind industry IT challenges.

5.4.4 Guided Implementation Assistance. The Contractor shall provide step-by-step assistance via published research for each critical stage of desired IT projects, including full-service toolkits, process plans, roadmaps, and project milestone check-ins. Advisory calls with a subject matter expert and the interested IT member.

5.4.5 4/5-Day On-Site/Online Workshop. The Contractor shall provide an annual workshop up to 5 days in duration per CIO Counselor and AI & Digital Transformation Membership seat on any IT topic published on the web portal. Workshops are designed as a collaborative exercise with the IT Team to accelerate a current IT initiative or process (e.g., Develop an IT Strategy).

5.4.6 AI Readiness Assessment. The Contractor shall conduct an AI Readiness Assessment for the BEP.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS): Not applicable.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each task requirement. These thresholds are critical to mission success.

Disincentive: If contractor fails to meet the AQL, unfavorable comments will be documented on contractor’s past performance.

Quarterly Status Report IAW PWS Para.

1.6.3

Disincentive: If contractor fails to meet the AQL, unfavorable comments will be documented on contractor’s past performance.

Custom Key Initiative Plan (CKI) IAW PWS Para. 5.3.1.3

Disincentive: If contractor fails to meet the AQL, unfavorable comments will be documented on contractor’s past performance.

Readiness Assessment IAW PWS Para. 5.4.6

Disincentive: If contractor fails to meet the AQL, unfavorable comments will be documented on contractor’s past performance.