PWS Virtual Newcomers Platform FY2020.pdf

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Newcomers Virtual IT Platform

PERFORMANCE WORK STATEMENT (PWS)

Newcomers Virtual Platform

PART 1

General Information

General. This is a non-personal services contract to provide an online custom design orientation platform for approximately 18,000 visitors and 6,000 newcomers arriving at Fort Stewart and Hunter Army Airfield military installation. The vendor will the allow visitors access to view information about Fort Stewart and Hunter Army Airfield. The Newcomers will complete a briefing and be required to complete a quiz and receive a completion certificate. The vendor will host and secure all information on the site. The vendor will allow administrators to make/update or change information on the site. The vendor will provide training to administrators to update information on the site as needed. The Government will own all data collected on the web based platform provided by the Contractor.

1. Description of Services/Introduction. The contractor shall custom design a turnkey web based application.

Provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the design of the application. As defined in this Performance Work Statement (PWS) except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this PWS.

1.1 Background. The purpose of the Newcomers Virtual IT Platform contract is to provide a virtual web based platform for visitors and military newcomers coming to the installation. The web based platform will ensure every member coming to Fort Stewart/Hunter Army Airfield community has access to the web based application worldwide. This will allow visitors and military families to seek information about the installation and what services are provided.

1.2 Objectives. The Contractor shall provide a web based turnkey platform that can be accessed from anywhere using multiple devices such as cell phones, tablets and computers. The site will give visitors an opportunity to view information about the installation and amenities it has offer. Military newcomers have a virtual briefing from different organizations on the installation. All military newcomers will be required to take a quiz on the information presented in the briefing and receive a completion certificate. The certificate must printed or must be saved to their devices upon arriving to Fort Stewart/Hunter Army Airfield community.

1.3 Scope. The Contractor will provide project planning, management and implementation assistance with interactive design, clean, intuitive, user-friendly, navigation within the web based platform provided by the Contractor. The government will own all data collected on the web based platform provided by the Contractor.

1.3.1. Branding. Contractor shall allow interface designs with Fort Stewart Branding and insignia on the site.

This will be a major part of the design so it speaks to the culture of Fort Stewart and Hunter Army Airfield.

1.3.2. Hosting Uptime. Contractor will provide hosting of the platform included in the cost. Hosting must allow 3000 to 5000 users to access the webpage twenty-four (24) hours a day, three hundred and sixty-five (365) days a year. Monthly hosting uptime shall be ninety-five percent (95%). Monthly hosting uptime shall be calculated by dividing actual uptime by total hours in the month, multiplied by one hundred (100). The contractor shall maintain data to support uptime metrics. Uptime percentage shall be reported monthly by the contractor in the monthly activity/significant event report. Contractor shall maintain logs identifying the date, time, cause and cure of webpage or hosting failure. Should the uptime fall below the agreed 95%, the contractor shall credit the government

P a g e | 2 one (1) day of the monthly hosting cost for each one percent (1%), or part thereof, that falls below the 95% monthly hosting uptime.

1.3.3. Hosting Scheduled Maintenance. The contractor may take hosting services offline for scheduled maintenance. Contractor shall provide thirty (30) calendar days written notice to the government for any downtime due to scheduled maintenance. Scheduled maintenance shall not count as downtime, so long as thirty (30) calendar days written notice has been provided to the Contracting Officer or the Contracting Officer’s Representative (COR).

1.3.4. Backup. Contractor will maintain a backup of the site and update the backup site after any changes are made. Contractor shall maintain a monthly log documenting site backup schedules and provide this to the government monthly.

1.3.5. Site Security. Contractor will secure the website in accordance with Information and Communications Technology (ICT) Security Standards Roadmap to prevent website compromise, hacking, or information leakage.

The contractor shall provide all security updates to the site to correct all vulnerabilities. If the security updates require hosting downtime, the contractor shall provide notice as referenced in Section 1.4.2, Hosting Uptime.

1.4 System Functionality.

1.4.1. Integrated newcomer tracking feature that will allow a user to establish a SSL (secure socket layer) secure communication. An authenticated newcomers basic identifying information properties such as name and email address is passed to the orientation query string for account creation, tracking and reporting. All data collected will be stored at secured facility to prevent information breaches.

1.4.2. Contractor shall allow guests to view information about what amenities and recreation Fort Stewart and Hunter Army Airfield has to offer without completing the newcomers briefing. This will attract users that are visiting and users that are on temporary duty here on the installation.

1.4.3. Contractor shall allow integrated quiz questions throughout the with correct and incorrect response to each question and real time tracking of the video responses aggregated automatically for administrative reporting purposes. Contractor will also create the newcomers briefing in such a way that users will not be able to advance to the next screen until they have clicked on every screen in that section or until the video has completely finished playing.

1.4.4. Newcomers brief will allow a memory return to allow a user to start and stop at any location during the briefing; allowing them to return where they left off and complete the training.

1.4.5. Once newcomer’s brief is completed the newcomers will be able to print and save a completion certificate to present upon arrival to the installation.

1.4.6. The contractor will provide high quality HD videos and complete all editing. Contractor shall record each session ensuring that the recordings are accurate and without errors. All video recordings will be recorded on or near the installation.

1.4.7. Contractor shall allow designated personnel the ability to do tracking and reporting from the aggregate overall completion rate. Tracking and reporting results shall be exportable to a csv, excel and pdf file.

1.4.8. The Contractor will provide initial training to ten (10) content managers and administrators allowing them to make updates and changes to information in there portion of the briefing.

1.4.9. The Contractor shall provide semi-annual training for new administrators and content managers coming onboard replacing outgoing administrators and content managers.

1.4.10. The Contractor will provide a Beta test, and a soft Launch to ensure the product is what was requested and agreed upon. The Contractor will have seven (7) calendar days to make necessary changes prior to the actual Launch.

1.4.11. The Contractor shall respond to user’s request for assistance within 4 business hours or help desk phone representatives shall be available from 7:30 AM – 5:00 PM Eastern Standard Time (EST) every business day excluding holidays.

1.5 General Information.

1.5.1. Quality Control. The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which the Contractor ensures its work complies with the requirement of the contract. The QCP shall be delivered within fifteen (15) calendar days after contract award or with the Contractor’s proposal if it is an evaluation factor, P a g e | 3 one digital copy of a comprehensive written QCP shall be submitted to the Contracting Officer, and three (3) copies to the S6 within five (5) work days when changes are made thereafter. After acceptance of the QCP, any changes the Contractor would like to make must be submitted to the Contracting Officer for approval

1.5.2. Quality Assurance. The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with this PWS. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3. Recognized Holidays. The Contractor is not required to perform services legal Federal holidays.

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day Presidents’ Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.5.4. Hours of Operation. The Contractor is responsible for conducting business, between the hours of 7:30 AM to 5:00 PM EST, Monday through Friday except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the Government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

When hiring a sub-contractor, the Contractor shall keep in mind that the stability and continuity of the workforce are essential, and meet the minimum education requirements of the contract.

1.5.5. Place of Performance. The work to be performed under this contract will be performed at various locations throughout Fort Stewart and Hunter Army Airfield.

1.5.6. Entry. Entry on the installation will be coordinated with the Provost Marshal Office, Directorate of Emergency Services, or Security.

1.5.7. Security Requirements.

1.5.7.1. All contractor employees, to include subcontractor employees, requiring access to government installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contractor start date or effective date of incorporation of this requirement into the contract, whichever is applicable.

1.5.7.2 The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR or the Contracting Officer (if a COR has not been designated) within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://jkodirect.jten.mil/

1.5.7.3. The Contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. This training shall be completed within 30 calendar days of contract award and with 30 calendar days of new employees commencing performance with the results reported to the COR no later than 30 calendar days after contract award.

1.5.7.4. The Contractor and all associated sub-contractor employees shall comply with applicable Installation, facility, and area Commander’s local access and security policies and procedures. If required by this contract, the contractor shall also provide all information for background checks to meet Installation access requirements to be accomplished by Installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or Installation change, the Government may require changes in contractor security matters or processes.

1.5.8. Physical Security. The contractor shall be responsible for safeguarding all Government information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

https://jkodirect.jten.mil/

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1.5.9. Post Award Conference/Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the Contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The Contracting Officer, and other Government personnel, as appropriate, may meet periodically with the contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.10. Contracting Officer Representative (COR): Will monitor contract throughout the period of performance.

1.5.11. Key Personnel: The following personnel are considered key personnel by the Government:

1.5.11.1. The Contractor. The contractor shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the contractor is absent shall be designated in writing. The Contractor shall provide a qualified sub-contractor for all periods of time he/she cannot perform the services.

1.5.12. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The Contractor shall also ensure that all documents or reports produced by the Contractor are suitably marked as contractor products or that contractor participation is appropriately disclosed. A name tag will be worn by the Contractor.

1.5.13. Contractor Travel: The Contractor shall be required to travel to and throughout Fort Stewart and Hunter Army Airfield at their own expense.

1.5.14. Data Rights: Under this contract, the Government will own all documents, information, and material collected and produced (videos made) on the web based platform provided by the Contractor. These documents, materials, and videos may not be used or sold by the Contractor without written permission from the Contracting Officer. This right does not abrogate any other Government rights.

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PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. 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.

2.1.2. 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.

2.1.3. 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.

2.1.4. Defective Service.

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

2.1.5. Deliverable.

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

Downtime – The time, in hours, that the hosting and webpage services were operational and functioning properly.

Hosting- Provider allocates space on a web server to store files being stored on a web site.

Maximum Tolerable Downtime - The time after which the hosting and webpage services being unavailable, inoperable, or not properly functioning creates irreversible consequences.

2.1.6. Physical Security.

Actions that prevent the loss or damage of Government property.

2.1.7. Quality Assurance.

The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. Quality Assurance Surveillance Plan (QASP).

An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.9. Quality Assurance Evaluator (QAE).

The individual assigned by the COR to verify that the contractor preforms the technical requirements of the contract in accordance with the contract terms. This individual is also responsible for performing inspections, verifying that the contractor has corrected deficiencies, and monitoring the contractor’s performance.

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2.1.10. Quality Control.

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

2.1.11. Subcontractor.

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

Uptime – The time, in hours, that hosting and webpage services were operational and functioning properly.

2.1.12. Wide Area Work Flow

The system used to generate and pay monthly contractor invoices.

2.1.13. Work Day.

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

2.1.14. Work Week.

Monday through Friday, unless specified otherwise.

2.2. Acronyms:

ACOR Alternate Contracting Officer’s Representative AFARS Army Federal Acquisition Regulation Supplement, Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DOD Department of Defense GPC Government Purchase Card HIPAA Health Insurance Portability and Accountability Act of 1996 IDC Incident Determination Committee KO Contracting Officer MDT Multidisciplinary Team Meeting OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska & Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAE Quality Assurance Evaluator QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program WAWF Wide Area Work Flow WAWF-RA Wide Area Work Flow –Receipt and Acceptance TE Technical Exhibit

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services

N/A

3.2. Facilities

The Government will provide a temporary workspace if necessary for the Contractor.

3.3. Equipment

N/A

3.4. Materials

Provide newcomers writing scripts for each directorate and write all questions for testing.

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General

Contractor will provide web servers dedicated to run software and hardware.

Under this contract, the Government will own all documents, information, and material collected and produced to include all (videos) on the web based platform. These documents, materials, and videos may not be used or sold by the Contractor without written permission from the Contracting Officer.

4.2. Secret Facility Clearance

N/A

4.3. Materials

Contractor will provide the web based platform.

4.4. Equipment

Contractor will provide equipment for all video recordings.

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PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1. Correspondence

5.1.1. Prepare Correspondence to the COR monthly.

5.3. Statistical Data and Reporting Requirements

5.3.1. Document all changes made to content provide by content managers.

5.3.2. Develop Database.

5.3.3. Prepare and maintain access rosters.

5.4. Training/Education

5.4.1 Contractor will provide semiannual training to administrators and content managers.

5.5. Marketing Materials and Marketing

5.5.1. N/A

5.6. The Contractor shall maintain a filing system for Newcomers IT Virtual Platform

5.6.1. File

The Contractor shall provide paper copies of all reports.

5.6.2. Maintain records

In accordance with procedures, the Contractor shall be responsible for maintaining backups of records, videos and data to restore the services provided for this contract. These files are the property of the U.S. Government.

5.6.3. Maintain inventory

N/A

5.6.4. Basic Services.

The Contractor shall provide services for custom designed Newcomers Virtual IT Platform.

5.7. Submit invoice for payment

Once the Contractor has accepted the position it is mandatory for him to register in the Wide Area Work Flow (WAWF) system at https://wawf.eb.mil. To be compensated upon satisfactory completion of services. Request for payments must be submitted electronically via the internet through the Wide Area Work Flow –Receipt and Acceptance (WAWF-RA) system at https://wawf.eb.mil. Contractor shall be paid monthly. Upon satisfactory completion of services by the Contractor and presentation of invoice IAW terms of this contract, Contractor shall be paid monthly.

5.8. Contractor Management Reporting (CMR)

N/A

PART 6

https://wawf.eb.mil/ https://wawf.eb.mil/

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APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures.