RFP SP4701-21-R-8001 - HMMS IDIQ Support.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

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SEE ADDENDUM

19.

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24.

AMOUNT

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SP4701-21-R-8001 12/18/2020

Randy Kim 1/13/20 @12:PM

SP4709

DLA Contracting Services Office Philadelphia DCSO-P, Bldg 26S-1-8018 700 Robbins Ave.

Philadelphia, PA 19111

Net 30 Days

See Block 9

Hazardous Material Management System (HMMS) Software and Sustainment

DEFENSE LOGISTICS AGENCY (DLA)

Request for Proposal (RFP)

SP4701-21-R-8001

Hazardous Material Management System (HMMS) Software and Sustainment Support

DLA Contracting Services Office -Philadelphia 700 Robbins Avenue Philadelphia, PA 19111

OPENING DATE: 12/18/2020

CLOSING DATE: 01/13/2021

This Performance Work Statement (PWS) addresses the requirements to provide support for the Hazardous Material Management System (HMMS) Software and Sustainment.

1.1 Award Type

The intent of this RFP is to award a Indefinite Delivery Indefinite Quantity (IDIQ) contract for Hazardous Material Management System (HMMS) Software and Sustainment on the basis of sole source acquisition against the successful offeror’s pricing schedule. The principle objective of this IDIQ is to provide subject matter expertise in the areas of Hazardous Material Management System (HMMS) software and sustainment support services for the Inventory, Environmental, Safety, Occupational and Disposal requirements (IESOD) Program management Office (PMO). The objective of the support is to provide non-personal functional services to assist the HMMS PMO to successfully maintain and continually improve the HMMS. The requirement will provide continuous assistance and support to the HMMS PMO to enhance the unique functional capabilities of HMMS and support related operations, specialized training, and implementation activities for the PMO HMMS locations. This support includes functional expertise, specialized technical support, contract management, operational and training support; business analysis and process improvement; planning and coordinating application and technical upgrades; planning and coordinating implementation for new using facilities;

planning and coordinating HMMS community meeting and training forums; planning and coordinating for system demonstrations for potential users.

The award will be an IDIQ, against which firm-fixed price task orders will be placed.

1.2 RFP Point of Contact

Any technical questions, requests for clarification or requests for data in connection with this RFP must be in writing and shall be directed to the Contracting Officer. All questions must be submitted in writing, via electronic mail, to the address shown below:

Contracting Officer Nina DiPlacido Defense Supply Center Philadelphia (DSCP)

DSCO-P

700 Robbins Avenue

E-Mail: nina.diplacido@dla.mil

Contract Specialist Randy Kim

Defense Supply Center Philadelphia (DSCP)

DSCO-P

700 Robbins Avenue

E-Mail: randy.kim@dla.mil

1.0 Request for Proposal

1.3 CONFLICT OF INTEREST AND NON-DISCLOSURE

Because of the nature of the work to be performed under this IDIQ, a provision setting forth an obligation to prevent and report any potential organizational conflicts of interest (OCI’s) and to protect from disclosure proprietary and source selection sensitive information is applied to this award. The vendor is required to acknowledge this obligation before beginning performance of work under this

IDIQ.

Notice: The Contracting Officer has determined that this acquisition may give rise to an organizational conflict of interest (OCI). Accordingly, the attention of prospective Offerors is invited to FAR Subpart 9.5 --Organizational Conflicts of Interest. The Contracting Officer shall not award a contract until the Government determines any conflict of interest is reasonably resolved. The Contracting Officer has the sole authority to determine whether an organizational conflict of interest exists and to determine whether the organizational conflict of interest has been reasonably resolved. The OCI plan will not be evaluated as part of mission suitability. However, before being eligible to receive an award, the Offeror shall submit an acceptable OCI plan (including mitigation plans for any identified OCIs). As such, the Government may communicate with any Offeror at any time during the evaluation process concerning its OCI plan.

Description of Potential Conflict: The nature of this potential organizational conflict of interest is the existence of conflicting roles that might bias a vendor’s judgment or the existence of an unfair competitive advantage.

At this time the Contracting Officer is not aware of any conflicts of interest.

Responsibility of Offeror:

1) Applying the principles of FAR Subpart 9.5, each Offeror shall assess whether there is an organizational conflict of interest associated with the proposal it submits. The Offeror must explain the actions it intends to use to resolve any organizational conflicts of interest it finds in the Government‘s assessment and its own assessment. If its proposed resolution involves a proposed limitation on future contracting, the Offeror shall include the limitation in its proposal. If the proposed resolution involves use of mitigation techniques, the Offeror shall include the mitigation techniques in its proposal. Offerors may include the limitation of future contracting as well as a mitigation plan when their proposed resolution involves both techniques to address conflicts.

2) Offerors are encouraged to inform the Contracting Officer of any potential conflicts of interest, including those involving contracts with other Government organizations, in their proposal. The contracting officer will use this information to determine whether resolution of those conflicts will be required.

3) If the Offeror‘s proposed action to resolve an organizational conflict of interest is not acceptable, the Contracting Officer will notify the Offeror, providing the reasons why its proposed resolution is not considered acceptable and allow the Offeror a reasonable opportunity to respond before making a final decision on the organizational conflict of interest.

Representation: By submission of its offer, the Offeror represents, to the best of its knowledge and belief, that –

1) there are no relevant facts that could give rise to an OCI, as defined in FAR Part 2; or

2) the Offeror has disclosed all relevant information regarding any actual or potential conflicts of interest.

Termination for default: If the successful Offeror was aware, or should have been aware, of an OCI before award of this contract and did not fully disclose that conflict to the Contracting Officer, the Government may terminate the contract for default.

Waiver: The agency reserves the right to waive the requirements of FAR 9.5, in accordance with FAR 9.503

1.4 AWARD

1.5.1 Award without Discussions

The Government reserves the right to evaluate quotes and make award without exchanges. Proposals should contain the vendor’s best terms within the proposed technical and business approach, to include all evaluation factors. Additionally, the Government reserves the right to conduct exchanges and request quote revisions if it is determined to be necessary.

1.5.2 No Award

The Government reserves the right not to make an award as a result of this RFP if such award is determined contrary to the best interest of the Government.

1.6 DISPUTES: AGREEMENT TO USE ALTERNATIVE DISPUTE RESOLUTION

In order to maintain its business relationships with industry and to avoid costly litigation, DLA is committed to promoting the use of Alternative Dispute Resolution (ADR) techniques, especially mediation. ADR is a voluntary process whereby a neutral third party assists the parties in resolving a dispute. DLA invites vendors to join DLA in agreeing to use their best efforts to resolve any pre-award or post award dispute that may arise from this solicitation, and any subsequent award, without litigation. If unassisted negotiations are unsuccessful, the parties agree to use ADR techniques in an attempt to resolve the dispute. Likewise, the parties agree that formal protest procedures or litigation will only be considered as a last resort, such as when ADR is unsuccessful or when ADR has been documented to be inappropriate for resolving the dispute. If the ADR is not successful, the parties retain their existing rights.

1.7 PROPOSAL PREPARATION COST

The Government shall not be responsible or liable for any costs incurred by any parties in the preparation and submission of any quote in response to this RFP.

1.8 KEY PERSONNEL

Certain skilled, experienced, professional and/or technical personnel are essential for successful accomplishment of the work to be performed under the IDIQ and related task order(s). These are defined as “Key Personnel” and are those persons whose resumes are to be submitted as part of the technical and business proposal, as outlined in Section 4, for evaluation purposes. The vendor agrees to use said key personnel during the performance of the resultant order and that they shall not be removed from the contract work, replaced, or supplemented with additional personnel, unless authorized in accordance with the following provisions:

The vendor shall not substitute key personnel assigned to perform work under the resultant order without prior approval of the Contracting Officer. Requests for approval of substitutions shall be in writing and shall provide for a detailed explanation of the circumstances necessitating the proposed substitution(s).

Requests must contain a complete resume for the proposed substitute, and any other information as requested by the Contracting Officer. Proposed substitutions must have qualifications that are equal to or higher than the key personnel being augmented. The Contracting Officer or his authorized representative shall evaluate such requests and promptly notify the vendor in writing whether the proposed substitution is acceptable.

If the Contracting Officer determines that (1) suitable and timely replacement of key personnel who have been reassigned, terminated or have otherwise become unavailable for the IDIQ/task order work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the IDIQ/ task order in accordance with the proposal accepted by the Government at the time of task order award, the Contracting Officer may (1) terminate the IDIQ/task order for default or for the convenience of the Government, as appropriate, or (2) at her/his discretion, if she/he finds the vendor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damage.

1.9 SOURCE SELECTION INFORMATION

In accordance with FAR 3.104-4, it is required by your company to mark all material that may be source selection information as described at paragraph (10) of the “source selection information” definition in FAR 2.101, to include the cover page and each page that may contain source selection information with the legend “Source Selection Information – See FAR 2.101 and 3.104”. Although the information in paragraphs (1) through (9) of the definition in FAR 2.101 is considered to be source selection information whether or not marked, all reasonable efforts must be made to mark such material with the same legend.

1.10 Proposal Submission Instructions

1) This RFP will be posted on the beta.SAM.gov and is only being made available to Sphera Solutions, Inc. Vendor should submit their proposal electronically via email to the Contracting Officer and the Contract Specialist identified below.

nina.diplacido@dla.mil and randy.kim@dla.mil

2) All proposals must be submitted on or before 01/13/2021 at 12:00 PM, (Eastern Time).

1.11 Ordering Procedures

In accordance with FAR 8.405-3(a)(4)

Ordering: Task Orders will be issued in accordance with the need of the program Invoicing: Invoicing will be monthly under each issued Task order Discounts: Discounts will be requested off all vendor pricing schedule labor rates submitted by the offeror Requirements: All task orders issued under this IDIQ will fall under the Tasks listed in the IDIQ

SECTION 1.12: SUPPLIES or SERVICE and PRICES/COSTS

The offeror shall use the following tables for the breakout in pricing:

FFP = Firm Fixed Price

Pricing for the Strategic Capabilities and Processes Support Services effort will consist of labor rates in accordance with the Rough Order of Magnitude below. The labor rates proposed will be the ceiling rates for each task order awarded under this IDIQ. The Rough Order of Magnitude is being provided as an estimate of the hours associated with all task orders being planned to be awarded under this IDIQ. The ROM will be used for the purpose of price evaluation (by multiplying the vendor’s rates times the ROM hours). For labor categories that have an estimate of 0, there is currently no estimated level of effort for these categories within the ROM, but rates must be provided for evaluation to establish the ceiling rate in the event the government or the offeror wishes to use them during a particular task order. All rates will be evaluated for fair and reasonableness. A spreadsheet will be provided via Attachment 3 to calculate all rates with the ROM provided.

Base Period: March 1, 2021 – February 28, 2022 CLIN TASK QTY/Unit Unit Price Total $ 0001 Task 1: Project

Management Support 12 Months

0002 Task 2: Licensing and Support Packages

12 Months

0003 Task 3: On-Site Support 12 Months 0004 Travel $9,567.00 $9,567.00 (not to

Exceed)

Option Period 1: March 1, 2022 – February 28, 2023

1001 Task 1: Project

Management Support 12 Months

1002 Task 2: Licensing and Support Packages

12 Months

1003 Task 3: On-Site Support 12 Months 1004 Travel $10,263.89 $10,263.89 (not to

Option Period 2: March 1, 2023 – February 28, 2024

2001 Task 1: Project

Management Support 12 Months

2002 Task 2: Licensing and Support Packages

12 Months

2003 Task 3: On-Site Support 12 Months 2004 Travel $10,591.78 $10,591.78 (not to

Option Period 3: March 1, 2024 – February 28, 2025

3001 Task 1: Project

Management Support 12 Months

3002 Task 2: Licensing and Support Packages

12 Months

3003 Task 3: On-Site Support 12 Months 3004 Travel $10,919.66 $10,919.66 (not to

Option Period 4: March 1, 2025 – February 28, 2026

4001 Task 1: Project

Management Support 12 Months

4002 Task 2: Licensing and Support Packages

12 Months

4003 Task 3: On-Site Support 12 Months 4004 Travel $10,919.66 $10,919.66 (not to

Below is the Rough Order of Magnitude (ROM) for labor portion of the requirement:

Labor Category Base Period

LOE

Option Period 1

LOE

Option Period

2 LOE

Option Period

3 LOE

Option Period 4

LOE

Project Manager 1,920 1,920 1,920 1,920 1,920 Senior Functional Area Analyst 1,920 1,920 1,920 1,920 1,920 Senior Database Administrator 3,840 3,840 3,840 3,840 3,840 Senior Application Administrator 1,920 1,920 1,920 1,920 1,920 Data Input and Retrieval Support/CT1

1,920 1,920 1,920 1,920 1,920

Functional Assistance and Report Writing/CT2

1,920 1,920 1,920 1,920 1,920

HAZMAT & HAZWASTE

Support/CT4

3,840 3,840 3,840 3,840 3,840

The contract minimum for the life of the 5 year contract is $1,000,000 for this IDIQ award.

The contract maximum for the life of the 5 year contract is $49,966,460.73. The entire program will have a $49,966,460.73 maximum ceiling, meaning no more than $49,966,460.73 will be obligated against ALL of the IDIQ contracts awarded.

SECTION 2 – PERFORMANCE WORK STATEMENT (PWS) for IDIQ

PERFORMANCE WORK STATEMENT (PWS)

Hazardous Material Management System (HMMS) Software and Sustainment Support Performance Work Statement (PWS)

2.1 BACKGROUND

The Defense Logistics Agency (DLA) has been designated by Department of Defense (DoD) to deliver the following regulatory capabilities to DoD and other government agencies. Hazardous Material and Hazardous Waste Inventory Management from acquisition to ultimate disposal including manifest tracking, OSHA Handling, Hazardous Communication (HAZCOM) and Globally Harmonized System (GHS) of Classification and Labeling of Chemicals, supported by the DoD Safety Data Sheet (SDS) repository of record and Fed Standard 313(current version).

DoD sites which require Hazardous Materials and Hazardous Waste Management System (HMMS) Software and Sustainment Services Support need to comply with international, federal, state and city regulations and mandates, each of the approximately 100-150 sites differ in mission (e.g., repair shops versus full fledge breakdown and rebuild facilities, fighter maintenance versus tank maintenance), size (large sprawling industrial bases requiring tracking for millions of HM/HW line items versus small posts having to keep track of hundreds of HM/HW line items), and capabilities (sites with established information technology (IT) departments and Chemical Divisions containing Subject Matter Experts (SMEs) versus sites with no functional expertise in IT or HM/HW). These differing aspects make a one-size-fits-all approach not possible to support a dynamic approach. The approach, further defined in the PWS below, provides a support package and an a la carte methodology to supporting user sites. The support package includes site licensing by a single license, enterprise licensing, technical expertise, integrated business intelligence tool, tier II / III user support, site visits, software releases, software release forum, report support, web site support, capability rationalization, trouble shooting, and security accreditation support under the guidance of Risk Management Framework (RMF) supported by Application Administrators in Microsoft Azure . Additional support, outside the support package identified above, that individual sites can obtain include data input and retrieval;

functional assistance on-site or virtually; hazardous material program support; HMMS support; and report writer support, training support and data export support.

2.2 SCOPE

The scope of this effort includes providing and supporting an internet-based HMMS software and sustainment support for multiple DoD and Federal Government organizations. Support includes project management, acquiring, deploying, sustaining, training and enhancing the application.

Support also includes providing a method that allows HMMS data to be readily imported to another database structure. The HMMS software code shall be delivered unencrypted to DLA to support IA activities and to support research in to issues that may occur. Additionally, the HMMS application is supported by several commercially available packages that must be maintained, upgraded, managed, and integrated at the sites. Standardization, identification, evaluation, maintenance, enhancement, system integration, system support, and documentation of the environment, as they apply to HMMS, are within the scope of this PWS. Personnel must have environmental and systems experience or degree and practical experience in the environmental fields (geology, environmental science etc.) Understanding and knowledge of HMMS, HMIRS and DSS, in supporting the Hazardous Material Management System a DOD Program Acquisition Category (ACAT) ACAT III level IT development programs in the areas of program management (PM), systems engineering (SE) related functional/technical quality, cost analysis (CA), and configuration management (CM) assessments and audits of DOD IT program lifecycle requirements, documents, and data and their compliance with DOD acquisition policies and regulations. Have hands-on environmental background, working knowledge of the CFR 29, 40 and 49, validating and managing MSDS/SDS repository and reporting, and managing a global helpdesk. Knowledge and understanding of supporting cyber security validations and control testing, eMASS, System Architecture Documents.

Experience with connectivity to remote sites, World Wide Web connectivity, DOD HM/HW policies and procedures. Expertise in DOD security policy and implementation. Familiarity and understanding of environmental impacts and logistics management for NASA, Coast Guard, Navy, Army, Marines, and DLA. Excellent written and verbal communication skills, demonstrating the ability to present material to senior military and non-DOD officials.

These tasks will fall under a new IDIQ

Tasks TASK 1 – Project Management Support

TASK 2 – Licensing and Support Packages

TASK 3 - On-Site Support

Travel

2.3.1 TASK REQUIREMENTS

The Vendor will be required to perform tasks such as the following:

Task 1 –Project Management Support

Contract Kick-Off: The vendor shall prepare and present an executive overview within 7 calendar days of contract start date. The executive overview will demonstrate the Vendor’s plans to manage scope, schedule, and resources for the contract. Vendor shall introduce to DLA J6 management who the key personnel are and plans for sustaining and if required replacing these key personnel. The Vendor shall also meet with J6 stakeholders during this time to discuss expectations and details of contract execution. Non-

Disclosure Agreements shall be submitted for all Vendor personnel within 5 business days of starting on the Task Order.

The Vendor shall develop and maintain, throughout the contracting vehicle period of performance, a Project Management Plan (PMP) that shall be used as a foundation for information and resource management planning. The Vendor shall deliver the PMP to the Government within 15 workdays after Contract Vehicle award.

a) Program Management Plan

a. Proposed management approach

b. Vendor Organization Structure

c. Staffing Plan by Task and by Role

d. Responsibility Matrix

e. Process Management and Control

f. Standard Operating Procedures (SOPs) for the following:

g. 24/7 Helpdesk with Critical Bug call back support within 2 hours through resolution

h. Problem Notification Reports

i. Software Change Requests

j. Agile Software Release Plans and proposed schedules

k. Weekly Scrum Calls

l. EPIC Plan

m. Sprint Plan

n. Acceptance Tests

o. Delivery Process

p. Cybersecurity Plan to support release scans

q. Training Plan

r. Release Documentation

s. Data Dictionary

t. Entity Relationship Diagram

u. Quality Control Plan (QCP)

v. Risk Management Plan as outlined in the DoDI 5000.02

b) PREPARE STATUS REPORT (SR)

The Vendor shall develop and provide a Weekly SR on each Monday to the PMO and a Monthly SR to all customers on the last Thursday of each month, both SR will be in a teleconference set up by the vendor and shall be accompanied by electronic media to support the teleconference such as a Power Point, Spreadsheet or Word Document. If Monday falls on a federal holiday the report will be due on Tuesday. The report shall, at a minimum, include the following:

a. Program metrics

b. If system is not available 98%, report on the issue and root cause analysis

c. If a bug will not be mitigated by the vendor in the contractual time, the vendor will communicate with the user and the DLA Program Management Office (PMO) with a plan of action and milestones (POAM) to be approved by the user and PMO

d. Vendor travel information, if travel will be occurring in the next 7 days

e. Status of current and planned HMMS initiatives

f. Schedule

g. Risk

h. Activities during reporting period, by task (include: on-going activities, new activities, activities completed, and/or other funded tasks; progress to date on all above mentioned activities

i. Problems and corrective actions taken

j. Also include issues or concerns and proposed resolutions to address

k. Personnel gains, losses and status

l. Government actions required

m. Schedule for key milestones (System Releases, Operating System (OS) and Database Upgrades, etc)

c) PREPARE TRIP REPORTS

a. The Vendor shall provide monthly Trip Report, if travel occurred, to include the following:

the name of the employee, location of travel, duration of trip, trip costs (lodging, travel, per diem), point of contact (POC) at travel location and significant issues and/or recommendations, if any. The report shall be due 5 business days after travel has been completed.

b. The Trip Reports shall, at a minimum, include the following:

c. Date of trip

d. Purpose

e. Number of people

f. Duration

g. Outcome

d) TRANSITION OUT PLAN

The Transition-Out Plan shall facilitate the accomplishment of a seamless transition from the incumbent to an incoming Vendor /Government personnel at the expiration of the contract vehicle.

The Vendor shall provide a Transition-Out Plan NLT 90 days prior to expiration of the contract vehicle. The Vendor shall identify how it will coordinate with the incoming and/or Government personnel to transfer knowledge. The Transition-Out Plan shall detail how the incumbent Vendor shall provide a method of exporting data, using industry best practices, so that it could be readily imported to another database structure the following minimum tasks will be expected:

a. The Transition-Out Plan shall, at a minimum, include the following deliverables:

b.Project management processes

c. Points of contact d.Location of technical and project management documentation

e. Status of ongoing technical initiatives

f. Plan to deliver the Critical and High (P1 and P2) bugs before hand over to new vendor g.Appropriate Vendor to Vendor coordination to ensure a seamless transition.

h.Transition of Key Personnel

i. Identify schedules and milestones

j. Identify actions required of the Government k.Establish and maintain effective communication with the incoming Vendor/Government personnel for the period of the transition via weekly status meetings

l. Standard Operating Procedures (SOPs) for all tasks

m. Identify plan for migrating government owned equipment n.Identify plan for new vendor training on government owned equipment o.Identify plan to remove vendor owned equipment after new functioning equipment is installed p.If there is any government owned equipment the vendor should add what process it will take to transition the equipment to the new vendor, if the equipment stays in place and the vendor vacates a facility the old vender should provide the new vendor training on maintaining the current system until the new vendor is comfortable with the systems, this should be included in the transition-out plan q.Identify extract of data

r. Identify current backlog implementation plan NLT 6 months from contract award

s. Provide a training plan and execute the training plan with hands on training for the thousands of customers

t. Provide training material u.Provide training in DLA Azure Stage

u. The Vendor shall provide a price to implement a transition plan in the event the transition out plan is invoked.

Deliverable 1: Project Management Plan Deliverable 2: Status Report Deliverable 3: Trip Report Deliverable 4: Transition Plan

2.3.2 TASK 2 Licensing and Support Package

The vendor shall provide license as defined below to the customers listed.

Definition of licenses type available for Inventory and Environmental Management (I&EM):

Lite – defined as user using 1 module of the I&EM capability Full – defined as 9 or less sites of one MILSRVC or Agency using all modules of any capability Enterprise – defined as 10 or more sites of one MILSRVC or Agency any available product or capability

a. Licenses

New licenses shall be purchased at any time. The license(s) type will be agreed upon by the vendor and PMO based on the type of work to be supported. A new out of cycle license shall be prorated for the year to align with the existing task orders

Capability Region # Location Type for Pricing I&EM Global 1 DLA Installation Support Lite I&EM Army 1 Letterkenny Full I&EM Shipyard 1 Puget Sound Full I&EM Shipyard 1 Portsmouth (NSY) Full I&EM Shipyard 1 Norfolk (NSY) Full I&EM Shipyard 1 Pearl Harbor (NSY) Full

I&EM Fleet Readiness Center

1 Fleet Readiness Center Jacksonville

Full

I&EM Fleet Readiness Center

1 Fleet Readiness Center San Diego

Full

I&EM Fleet Readiness Center

1 Fleet Readiness Center Cherry Point

Full

I&EM NASA 1 Goddard Full I&EM Shared 1 Stage Full I&EM Shared 1 Central/SDS Repository Full Disposal Global 1 DLA Disposition Services Enterprise HAZCOM Global 1 DLA Aviation Enterprise

Packaging Global 1 DLA Distribution Full

The following license set shall be awarded for the USMC, annually for a Period of Performance of April 28– April 27 annually with the first POP beginning April 27, 2021. The sites will be licensed under a single Enterprise License for IE&M

Region Installation

MCIEAST MCB CAMP LEJEUNE

MCAS NEW RIVER

MCAS CHERRY POINT

MCAS BEAUFORT

MCLB ALBANY

MCSF BLOUNT ISLAND

MCI COM MCB QUANTICO

TECOM MCRD PARRIS ISLAND

MCRD SAN DIEGO

MCMWTC BRIDGEPORT

MCAGCC 29 PALMS

MCIWEST MCAS YUMA

MCAS MIRAMAR

MCB PENDLETON

MCLB BARSTOW

MCIPAC MCAS IWAKUNI, JAPAN

MCB CAMP BUTLER

MCB HAWAII

Test All Users

b. Site visits to the licensed site, if the customer requests this visit. The agenda will be agreed upon by the Site, Vendor and PMO:

a. Each visit is M-F with travel occurring on Monday and Friday.

b. The Site will pay for the travel

c. The vendor will pay the salary of the resource(s) traveling

d. All travel will follow the Joint Federal Travel Regulations, Appendix O

c. 508 product NLT 1 year from contract award

d. Deliver a software that is web browser agnostic NLT 1 year from contract award

e. Deliver a minimum of one release per year consisting of customer enhancement, bugs, and as many releases necessary to support cybersecurity, critical and high bugs.

a. No bug, no matter the priority, shall be placed on back log longer than 18 months

b. Items declared Cyber related shall be completed as directed by DoD or DLA J62, these may be out of cycle deliveries with timeframes that DoD mandates

c. Vendor shall use DLA Remedy for release management

d. Training, the training type will be decided by PMO and can include Distance Learning

Options (DLO) video teleconference, over the phone, in writing or in person

e. Release Notes

f. Training Manuals

g. Data Dictionary

h. Helps

i. Entity-Relationship Diagrams

j. Annual documentation required for the authority to operate

k. Reports that support the change of data, data relationships

f. Business Intelligence Tool

a. Canned Reports shall be created or migrated from any prior tool owned by the application

b. Ad hoc reports

a. Report Library shall be separated by site AND have the ability to share reports to a small subset of sites, or all sites. This shall be role based.

b. The tool shall to produce reports that support all data required by the largest sites. For example, today the current tool cannot produce reports over 100,000 rows

c. All data elements available in the application shall be available for reporting

d. All reports shall be extracted in the following formats at a minimum:

i. Excel Product Capable

ii. PDF Product Capable

iii. CSV Product Caple

e. The tool shall have the ability to be scheduled and emailed directly from the tool to the email box of record

f. Reports shall have the capability to be emailed without running them in the tool first

g. The data elements available to create reports shall be named the same as the data element in the application

h. The data elements to choose from to create a report shall be in alphabetical order

i. The user shall be able to view the calculations and conversions that are used to create the report output

j. A user with a headquarter or lead level role shall have the ability to roll up and drill down all sites at one time in a single report

k. Ability for user to submit a list to cull and compare data

g. Electronic Data Interface and/or Data Exchange Support:

The vendor providing HMMS Software and sustainment support at the time of award, shall have the existing capability to move data electronically, bi-directionally, through eXtensible Markup Language (XML), Defense Logistics management Standards (DLMS) Electronic Data Interfaces (EDI) via Defense Automated Addressing System, Secure File Gateway, SSH File Transfer Protocol, IBM MQ and other means of EDI. These formats support, at a minimum, MilStrip, MilStrap and Mils Bills Data Elements

h. Helpdesk

a. The Vendor shall provide and maintain a customer help desk/hotline to provide telephone support five days per week, from 5:30 a.m. to 5:00 p.m. Mountain Time (MT), Monday through Friday with 24 hour 7 day a week support through the Vendor Helpdesk, with physical reach back for critical priorities after hours and on the weekends within 2 hours and support until resolution. To close the gap in hours, customers working outside of the listed hours will reach out to the DLA Enterprise Service Desk which has access for reach back to PMO, the PMO will initiate support.

b. The customer help desk shall assist the HMMS application program user community in the resolution of functional, technical, network, and general application program questions and problems. The customer help desk/hotline support shall handle an escalated level of support issues ranging from resolution by phone up to the recommendation for an on-site technical support as agreed upon by the user, PMO and vendor.

c. All bug reports shall be logged, maintained, and made available to the contracting officer representative, Program Management Office and Users, the site lead for each agency or service shall have access to the bugs and enhancements from any of their users, this shall be a filtered display and shall have the option to be exported into Microsoft and Adobe products. Bugs shall be reported in the Vendor’s Weekly Status Call with the PMO. The vendor will provide the user the ability to see the entries by other users to include the name and site of the individual.

d. The Vendor will receive tickets from the DLA Enterprise Service Desk (ESD) or Customer Interaction Center (CIC) and communicate with the ESD and or CIC to status and results of the any documented incident, problem report, system downtime. The Vendor will maintain 2 or more DLA Enterprise Remedy Accounts to work independently with the DLA Infrastructure partners for UNIX, Oracle, access of application, wide area network, local area network, F5, Azure, Amazon, and Defense Addressing Agency, while informing the PMO and user the status of the bug.

e. The Vendor shall initiate work and close tickets in the window of time addressed in this PWS. The Vendor shall provide notification via e-mail to the user and PMO regarding changes to status of bugs, enhancements and service requests. The service request log shall be user friendly and the service request, status, and anticipated resolution date or delivery package.

f. The Vendor help desk shall respond to initial requests for service within 2 business hours and follow- up with ticket status every three workdays.

g. The Vendor shall manage deficiencies such as (bugs / know errors) in the application according to the following from the time of receipt by the vendor (consecutive hours and calendar days):

i. Priority 1 deficiencies (Critical) will be corrected and delivered to DLA within 48 hours;

ii. Priority 2 deficiencies (High) will be corrected and delivered to DLA within 30 days

iii. Priority 3 deficiencies (Medium) will be corrected and delivered to DLA within 365 days

iv. Priority 4 - 5 deficiencies, a timeline for correction and implementation will be agreed to by the user, PMO and Vendor and will be delivered no later than 18 months from acknowledgement by the Vendor of the deficiency

Priority Code Explanation

1 a. Prevent the accomplishment of an operational or mission essential capability to include regulatory or compliancy o Failure of a data exchange o Inability to print documentation necessary to process, handle, stock, move, ship or handle property o Inability to create, edit or publish data required to process, handle, stock, move, ship or handle property o Inability to log into application o Loss of functionality related the core mission to process, handle, stock, move, ship or handle property o Inability to establish account for a user o Loss of account access unrelated to the provisioning process or expired account o Inability to extract data that supports decision to process, handle, stock, move, ship or handle property

b. Compromised Data Integrity, as defined by NIST SP 800 Series o In ability to view dates, documents or missing information necessary to make decision to support Fed

Standard 313 o Inaccurate or missing data in a record required for the logistics of HM and/or HW

c. Jeopardize safety, security, or other requirement designated "critical."

d. Immediate or impending failure of audit or regulatory event

e. Cybersecurity finding with a given date provide by DoD (delivery date is negotiable, delivered NLT mandatory DoD date provided)

Adversely affect accomplishment of operational/mission essential capability and no work-around solution is known.

Adversely affect technical, cost or schedule risks to the project/life cycle support of the system, and no work-around is known.

Adversely affect accomplishment of operational/mission essential capability, but a work around solution is known.

Adversely affect technical, cost or schedule risks to the project/life cycle support of the system, but a work around solution is known.

Operator inconvenience/annoyance, but does not effect a required operational/mission essential capability.

Inconvenience/annoyance for development/support personnel, but does not prevent the accomplishment of those responsibilities.

5 Any other effect.

None Software Change Requests aka Enhancements are prioritized by the Program Management Team, whom has the authority to make changes to priority, in the event of a dispute, the PMO has the final authority.

Deliverable 5: Licenses Deliverable 6: Site Visits Deliverable 7: 508 Compliance Deliverable 8: Web Agnostic Deliverable 9: Release Management Deliverable 10: Business Intelligence Tool Deliverable 11: Interfaces Support Deliverable 12: Help Desk

2.3.3 TASK 3 – On-Site Support

a. The Vendor shall provide support to the site POC for the entry and retrieval of information to and from the HMMS database, for research to support the program and local mission in both hazardous waste and hazardous material. Priority of workload varies from site to site and will be determined by the site POC. Prioritization of user requirements and requests will be approved by the site POC. The site shall provide equipment, defined as projector, place to project, table, chairs and/or desk to train in a space that allows students to learn, WIFI and a laptop if the vendor laptop is not allowed.

b. Training for existing sites or New Site Set Up shall be requested through Task 3. New Site setup is required when a new license is purchase and a new site is established. It is mandatory that vendor personnel travel to the new site to perform training and site set up. The new site will pay for the travel of the personnel traveling, using the cost matrix for travel below. The purpose of the site set up is to provide proper hands on training in the warehouse, on the application and an audit of the property on hand, resulting hands on support in relabeling, creating your inventory and setting up a functional site.

On-site support employees must have a current DoD background check, CAC and system of record experience. If the on-site support is and Application Administrator or Database administrator vendor employee must have current OCA, CSSP, A+, OCP, IAT-I level certification and Computing Environment Certification for the environment/software that utilize most. The following categories of onsite personnel listed below:

On Site Support Location Computer Technician Level Number of Resources Letterkenny Army Material Command

CT-4 1

CT-3

CT-2

Letterkenny Army Material Command

CT-1 1

Application Administrator Database Administrator

Travel to Specific Site Position Title

Length of Trip Cost of Travel Location

Trainer /Analyst / DBA 5 business days 1,200 CONUS Trainer / Analyst / DBA 7 calendar days 1,700 OCONUS

Deliverable: Data Entry Deliverable: Training

2.4 Task Order Quality Assurance Surveillance Plan (QASP)

In fulfillment of this effort, the Vendor shall provide the deliverables identified in this section. All deliverables shall be submitted to the Contracting Officer’s Representative (COR) / Contracting Officer’s Technical Representative (COTR) for acceptance unless otherwise directed by the Government.

Unless otherwise specified, the Government will review draft deliverables and provide comments back to the Vendor or approve or disapprove the deliverable(s). The Vendor will have a maximum of ten

(10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified are intended to be workdays unless otherwise specified.

The format for the individual deliverables will be determined through consultation between the COTR and the Vendor. The QASP identifies the methods the government will use to measure performance of the service provider against the requirements and performance standards of the PWS. The QASP consists of guidelines for performance surveillance, evaluation, reporting, deficiency notification, and adjustments.

2.4.1 Performance Requirements Summary

The tasks the Vendor shall perform are defined in Section 2.3. All deliverables will be submitted to the COR/COTR for acceptance unless otherwise agreed upon.

The Government will make objective and subjective assessments of the Vendor’s performance to determine whether contract performance is acceptable. The Vendor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will normally be tracked based on the milestone event when the Vendor receives a specific tasking.

Performance may vary with the complexity of the acquisition and/or technical document. It is expected that the documentation and procedures will comply with all major regulatory and process requirements and agency policies and procedures.

2.4.2 Method of Surveillance

The Government will ensure quality assurance and timeliness of all tasks via COR/COTR Inspections and Customer Feedback. The Government will inspect and evaluate performance of each completed task or deliverable required in the task order PWS.

2.4.2.1 Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR/COTR. All deliverables will be inspected for content, completeness, accuracy, legibility and conformance to contract requirements by the COR/COTR. At the discretion of the Government, inspection may include validation of information or software through the use of automated tools and/or testing of the deliverables, as specified in the PWS.

If the Government finds that a draft or final deliverable contains spelling errors, grammatical errors, improper format, or otherwise does not conform to the requirements stated within the task order PWS, the document may be immediately rejected without further review and returned to the Vendor for correction and re-submission. If the Vendor requires additional Government guidance to produce an acceptable draft, the Vendor shall arrange a meeting with the COR/COTR.

The basis for acceptance shall be compliance with the requirements set forth in this task order PWS, the Vendor's proposal and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses. Reports and document deliverables will be accepted when all discrepancies, errors or other deficiencies identified in writing by the COR/COTR have been corrected to the Government’s satisfaction.

The Vendor shall provide electronic copies of deliverables. Electronic copies shall be delivered via e-mail attachment or other media by mutual agreement of the parties. The electronic copies shall be compatible with the current DLA Microsoft (MS) Office products or other applications as appropriate and mutually agreed to by the parties. The Vendor shall use best commercial practices for formatting deliverables under this contract. If the draft deliverable is adequate, the Government may accept the draft and provide comments for incorporation into the final version. All of the Government's comments to deliverables must either be incorporated in the succeeding version or the Vendor must demonstrate to the Government's satisfaction why such comments should not be incorporated.

2.4.3 General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the Vendor under the resultant task order. These performance measurements are defined as:

Quality

Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity – Work products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements – All work products must satisfy the requirements of this Performance Work Statement.

Format – Work products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals. All text and diagrammatic files shall be editable by the Government.

Timeliness

Work products shall be submitted on or before the due dates determined/specified between the task order COR/COTR and Vendor or submitted in accordance with a later scheduled date determined by the Government.

2.4.3.1 Fixed Price Performance Based Service Contract Payments

The following procedures apply:

a) The Vendor shall submit a monthly invoice for 100% monthly amount for each PWS task. As part of the COR’s monthly certification process, the COR will indicate on the invoice submitted the amounts authorized for payment for each task based on the performance measures described herein.

b) The determination for payment will be made in accordance with the procedures set forth below.

c) The COR/COTR or his/her designated representative will advise the Vendor of what the

Contracting Officer’s (CO’s) authorized amount of payment will be for each month. The Vendor may direct questions on any withholding of a payment to the Contracting Officer.

2.4.3.2 Performance Review and Payments

Below are the Performance Standards that will be used in evaluating performance in determining the amount of the payment owed to the Vendor. These Performance Standards apply to the deliverables listed in Section 2.5 and to all performance under this task order PWS.

Overall Performance Ratings Satisfactory – Performance meets or exceeds contractual requirements. The contractual performance reflects some minor problem(s) for which corrective actions taken by the Vendor appear or were satisfactory. The COR recommends and the Contracting Officer will make a determination to pay the Vendor 100% of the invoice amount.

Fair – Performance does not meet some contractual requirements. The contractual performance reflects a minor problem(s) for which the Vendor has not yet identified corrective actions. The Vendor’s proposed actions appear only marginally effective or were not fully implemented. The minor performance problem(s) do not adversely impact the mission of the Agency. The COR recommends and the Contracting Officer will make a determination to pay the Vendor 90% of the invoice amount.

Marginal – Performance does not meet some contractual requirements. The contractual performance reflects a serious problem(s) for which the Vendor has not yet identified corrective actions. The Vendor’s proposed actions appear only marginally effective or were not fully implemented. The COR recommends and the Contracting Officer will make a determination to pay the Vendor 80% of the invoice amount.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains a serious problem(s) for which the Vendor’s corrective actions appear or were ineffective.

Payment will be withheld pending…