SP0600-15-R-0406_Enclosure_3_-_PWS.pdf

SP0600-15-R-0406 Enclosure 3

Performance Work Statement Defense Logistics Agency (DLA) Energy

Directorate of Strategic Programs and Initiatives Management Support Services

1.0. INTRODUCTION.

1.1. Mission. The Directorate of Strategic Programs and Initiatives (DLA Energy-S) is a strategic-focused directorate that serves as the focal point for managing all long range and strategic initiatives that impact DLA Energy’s mission. This directorate is responsible for providing command visibility on efforts that impact DLA Energy’s mission capability such as preparing for audit readiness assertion and sustainment requirements, leveraging industry best practices, eliminating and streamlining non-value added business processes, and facilitating development of new capabilities. These functions are managed by the following offices:

1.1.1. Auditability Office (DLA Energy-SA). As the focal point/lead for DLA Energy’s auditability program this office provides oversight of assertion and sustainment efforts for DLA Energy’s end-to-end business processes. It identifies and resolves impediments to assert the audit readiness of DLA/DLA Energy’s end-to-end business cycles. Records management also serves as an integral role in preparing for audit readiness assertion and sustainment of the requisite documents/records as well as other records that document transactions of DLA Energy’s business and mission.

1.1.2. Executive Agent Office (DLA Energy-SE). In accordance with DoD Directive 5101.8, the Director of the Defense Logistics Agency (DLA) is identified as the DoD Executive Agent (EA) for Bulk Petroleum and has delegated this responsibility to DLA Energy. The Directive states the EA will execute supply chain management for all bulk petroleum owned by DoD, and be responsible for all bulk petroleum supply management from source of supply to the point of customer acceptance, with an emphasis on improving wartime effectiveness and peacetime efficiency. DLA Energy-SE manages the Executive Agent program on behalf of the DLA Energy Commander. Through its team of program managers, DLA Energy-SE develops, coordinates, oversees and accomplishes appropriate Executive Agent initiatives. These initiatives are built around the following Executive Agent Office Thrust Points: Planning; Operations; Equipment & Facilities; Product Standards and Quality; Resources; and, Training and Education.

Procurement Sensitive

Source Selection Information – See FAR 2.101 and 3.104

PWS

1.1.3. Management Initiatives Office (DLA Energy-SI). This Office is responsible for centrally managing studies, projects, and cost-benefit/business case analyses performed that have DLA Energy-wide mission implications, leverages industry best practices, facilitates development of new capabilities, and eliminates and streamlines non-value added business processes utilizing the Lean Six Sigma/Continuous Process Improvement (LSS/CPI) Program. This office also assesses how best to integrate Congressional/Executive Branch/OSD policy changes and mandates that impact DLA Energy’s mission.

1.2. Scope. The Government requires the services of a Contractor in the discipline of global energy logistics management, energy acquisition, efficiency management, auditing, and process improvement to support DLA Energy-S in its efforts to establish more efficient and effective energy supply chains across the DoD. In this endeavor, a contractor will serve to:

1.2.1. Enhance the capabilities of DLA Energy-S and proactively complement and supplement the various initiatives and actions associated with improving strategic, operational, and tactical energy efforts.

1.2.2. Provide expertise and guidance in assisting with the development of long term DoD and DLA Energy strategy and policy.

1.2.3. Provide appropriate advice when called for and propose options for development and continued improvement of DLA Energy's Executive Agent mission and Total Energy Portfolio.

1.2.4. Apply business-smart and operationally sound process improvements, and help determine the most cost effective and cost efficient processes for supporting the Combatant Commands and Military Services in their energy operations.

1.2.5. Serve as a liaison between DLA Energy and other organizations for strategic energy related efforts.

1.2.6. Assist in the development, implementation and execution of strategic, operational, and tactical energy initiatives.

1.2.7. Assist in the management of the six thrust points supporting execution of DLA Energy’s Executive Agent responsibilities.

1.2.8. Perform analytics as necessary to support recommendations related to DoD and DLA Energy strategic energy initiatives.

1.2.9. Assist in reviewing DLA Energy’s office file plans and annual evaluations of those plans in compliance with DLA’s Records Management Directive.

1.2.10. Assist in the development of the annual statement of assurance on Internal Controls Over Non-Financial Operations (ICONO).

1.2.11. Assist with all aspects of DLA Energy’s Enterprise Risk Management Program.

1.2.12. Use multiple data comparisons between Records Management and Audit Readiness PCMs/Matrices to assist in verification that DLA Energy has captured all Evidentiary Matter/Records that support financial transactions.

2.0. GENERAL REQUIREMENTS.

2.1. Non-Personal Services. The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of a personal services nature, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer in writing immediately.

2.2. Business Relations. The Contractor will successfully integrate and coordinate all activity needed to execute the requirements of this Performance Work Statement (PWS).

The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of sub-Contractors. The Contractor will seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.3. Contract Administration and Management.

2.3.1. Type of Task Order. Firm Fixed Price.

2.3.2. Period of Performance. The period of performance for this task order is May 1, 2015 through April 30, 2016, plus three 1-year option periods.

2.3.3. Contracting Officer’s Representative (COR).

To Be Determined (TBD) 8725 John J. Kingman Road, Suite 4950 Fort Belvoir, VA 22060-6222 Phone: TBD Email: TBD

2.3.3.1. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions:

2.3.3.1.1. Assure that the Contractor performs the technical requirements of the contract.

2.3.3.1.2. Perform inspections necessary in connection with contract performance.

2.3.3.1.3. Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

2.3.3.1.4. Issue written interpretations of technical requirements, including Government drawings, designs, and specifications.

2.3.3.1.5. Monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies.

2.3.3.1.6. Coordinate availability of Government furnished property/equipment, and provide site entry to Contractor personnel.

2.3.3.1.7. Coordinate with Security Manager to provide Contractor with access to required systems and information needed to meet objectives.

2.3.3.1.8. Complete the required DoD Contract Security Classification Specification form (DD254) for contractor personnel requiring security clearances.

2.3.3.2. The COR is not authorized to change any of the terms and conditions of the resulting contract.

2.3.3.3. The COR will instruct the contractor on registration in Wide Area Work Flow (WAWF) and review and approve, or reject invoices in WAWF.

2.4. Subcontract Management.

2.4.1. The contractor shall be responsible for any subcontract management necessary to integrate work, and shall be responsible and accountable for subcontractor performance on the requirements of this PWS. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest considerations.

2.4.2. Contractors may add subcontractors to their team only after notifying the Contracting Officer in writing and receiving written approval by the Contracting Officer.

2.5. Contractor Personnel, Disciplines and Specialties.

2.5.1. Contractor Employees.

2.5.1.1. The Contractor must not employ persons for work on this contract if such an employee is considered by the Contracting Officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. Personnel will all be United States citizens.

2.5.1.2. Anticipated Number of Contractor Employees. The initial requirement for this task order is anticipated to be seven full time employees.

2.5.1.3. Program Manager (PM).

2.5.1.3.1. The PM is responsible for the daily operation and performance of this contract. The individual’s point of contact information (name, telephone, email, and address) must be submitted, as well as, point of contact information for an alternate or alternates that will act in the PM’s absence.

2.5.1.3.2. The PM must be available via telephone or electronic mail during normal business hours.

2.5.1.4. Contract Manager (CM).

2.5.1.4.1. The CM has full authority to act on behalf of the Contractor on contractual matters relating to this contract. The individual’s point of contact information (name, telephone, email, and address) must be submitted, as well as, point of contact information for an alternate or alternates that will act in the CM’s absence.

2.5.1.4.2. The PM and the CM may be the same individual, but must be identified as such.

2.5.1.5. Key Contractor Personnel.

2.5.1.5.1. The Contractor will provide the resumes of all proposed key personnel, including the PM, for evaluation of the essential knowledge and skills required to perform the tasks in this PWS.

2.5.1.5.2. Key individuals indicated for this requirement must have at least 3 years’ experience working with planning, management, and operations for Federal Supply Class IIIB (bulk petroleum).

2.5.1.5.3. Key individuals indicated for this requirement must have at least 3 years’ experience working bulk petroleum functions under joint operations with DLA Energy or the DoD fuel community.

2.5.1.5.4. At least one key individual must have at least 3 years’ experience working with non-petroleum energy commodities, including, but not limited to electricity, natural gas, coal, and renewables.

2.5.1.5.5. Security Requirements.

2.5.1.5.5.1. Since the nature of this requirement periodically demands analyses of sensitive and classified processes, a minimum SECRET security clearance is required for all key personnel working this task order. Security clearances must be up to date or granted prior to contract award.

2.5.1.5.5.2 Any individual nominated to work under this contract must have the ability to pass a background investigation to obtain a DLA Contractor Badge and a Common Access Card (CAC) for access to Government computer systems. The Government will not reimburse the Contractor for individuals that do not meet this requirement. Contractors using Government furnished equipment are subject to the same terms and conditions of use as Government employees.

2.5.1.5.6. The Contractor will make no substitution of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer and the COR in writing within five calendar days after the occurrence of any of these events.

2.5.1.5.7. The Contractor will provide a detailed written explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the person(s) being replaced.

2.5.1.5.8. The Contractor will present the Contracting Officer with resumes of candidates for additional key positions as required. The Contracting Officer, will notify the Contractor of the decision on substitutes within five calendar days after receipt of all required information and execute a modification if the proposed substitute is approved.

2.5.2. Essential Knowledge and Skills.

2.5.2.1. Individuals proposed for this task order should be articulate, experienced in DoD energy logistics, capable of interfacing at all levels of DoD, possess exceptional writing skills, and have a working knowledge and understanding of DoD plans and programs.

2.5.2.2. The Contractor will have extensive knowledge and hands-on experience in working with the following:

2.5.2.2.1. DoD and DLA Energy command structure and administrative processes.

2.5.2.2.2. DoD and DLA Energy management practices for all energy commodities utilized in both commercial and DoD joint operations associated with DLA Energy, the Combatant Commands, and Military Service Control Points.

2.5.2.2.3. Strategic planning and operational implementation of organization-wide programs.

2.5.2.2.4. Market research and data collection.

2.5.2.2.5. Continuous Process Improvement best practices.

2.5.2.2.6. The Office of the Secretary of Defense, Joint Staff, and DLA.

2.5.2.2.7. DoD and DLA supply system processes and logistics support.

2.5.2.2.8. Commercial concerns/interests regarding DoD logistics support.

2.5.2.2.9. The DoD EA program.

2.5.2.2.10. Development of detailed Program Objectives and Milestones.

2.5.2.2.11. Business Case Analyses.

2.5.2.2.12. Risk and Controls Management as defined in DODI 5010.40 and OMB Circular A-123.

2.5.2.2.13. DLA’s Records Management Program and DoDD 5015.2.

2.6. Location and Hours of Work.

2.6.1. The majority of the effort shall be performed at the DLA Energy Headquarters, 8725 John J. Kingman Road, Fort Belvoir, VA, where the Government may provide workspace subject to availability to support this effort. The contractor may be required to support the effort from its own facilities should space at the DLA Energy Headquarters not be available for periods of time. Regardless of residence, the Contractor will be expected to attend meetings at DLA Energy Headquarters on a weekly basis and to respond to any immediate needs of DLA Energy-S personnel.

2.6.2. The contractor must be available between the hours of 9:00 am and 5:00 pm on Monday through Friday except for U.S. Federal Holidays.

2.7. Travel/Temporary Duty (TDY) and Other Direct Costs (ODCs).

2.7.1. The Contractor may be required by the Government to periodically travel both within the Continental United States (CONUS) and outside the Continental United States (OCONUS) in performance of this contract.

2.7.1.1. For all travel the contractor shall obtain prior written approval from the COR.

Information that must be submitted to the COR shall include travel dates, expected duration, origin and destination, purpose, estimated costs and number/names of personnel traveling. The Contractor shall use only the minimum number of travelers and rental cars needed to accomplish the requirements of the travel. Travel shall be scheduled during normal duty hours whenever possible. Airfare will be reimbursed for actual common carrier fares which are obtained by the most reasonable and economical means (tourist class). When required, the most reasonable means of ground transportation (i.e., taxi, bus, car rental) shall also be used.

2.7.1.2. For any overseas travel, the Contractor is responsible for initiating and coordinating a Country/Theater Clearance message, which must be released 30 days prior to the event. Contractor employees shall have a passport and any other credentials necessary to travel outside the United States in support of the DLA Energy mission as required.

2.7.2. Travel reimbursement will be for travel costs and per diem only in accordance with the Joint Travel Regulations and FAR 31.205-46.

2.7.3. Travel and ODCs will be handled on a case-by-case basis during the performance of the contract.

2.8. Quality Control/Government Remedies. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with the requirements of this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means of assuring that the contractor’s work complies with the requirements of the contract.

2.9 Government Furnished Equipment. The Government will provide computers, local area network (LAN) access, software, general administrative support equipment, and other material needed to perform the requirements of this PWS. If workspace becomes unavailable at the DLA Energy Headquarters, the Government will provide DoD remote access software on Government-furnished computers to enable access to unclassified DLA Energy systems and networks. Use of Government-furnished computers and DoD remote access software will be in accordance with DoD and DLA Energy Telework policies and procedures. The Government will not be responsible for operating, maintenance, or any other costs (e.g., utilities) whatsoever associated with the use of Government-furnished computers and DoD remote access software at the contractor’s facilities. GFE shall be used for official use and authorized purposes only. Family members and friends of employees or Service members are not authorized to use GFE and materials. GFE must be returned to the DoD Component at the conclusion of teleworking arrangements or at the Component’s request. Except for those items specifically stated to be Government furnished, the contractor shall furnish everything required to perform the requirements of this PWS.

2.10. Government Furnished Information. The Government shall provide data and other information required to complete the requirement. The Government will provide copies of, or access to, all required Government directives, publications and documentation and will provide other necessary resources and information to accomplish the requirements of this PWS. Except for those items specifically stated to be Government furnished, the contractor shall furnish everything required to perform the requirements of this PWS.

2.11. Organizational Conflict of Interest (OCI). If the Contractor is currently providing support or anticipates providing support to DLA Energy-S that creates or represents an actual or potential OCI, the Contractor shall immediately disclose this actual or potential OCI in accordance with FAR Subpart 9.5. The Contractor is also required to complete and sign an OCI Statement in which the Contractor (and any sub-Contractors, consultants or teaming partners) agrees to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in the Contract. All actual or potential OCI situations shall be handled in accordance with FAR Subpart 9.5.

3.0. PERFORMANCE REQUIREMENTS.

3.1. The Contractor shall:

3.1.1. Advise DLA Energy-S regarding initiatives associated with petroleum and non-petroleum planning, operations, equipment and facilities, product standards and quality, resources, training and education, and associated information systems.

3.1.2. Provide support in all activities associated with ongoing initiatives, including, but not limited to:

3.1.2.1. Coordinating meetings, creating meeting presentations, taking notes and developing meeting minutes.

3.1.2.2. Preparing and delivering briefings.

3.1.2.3. Assisting in the development of DLA Energy-S procedures and instructions.

3.1.2.4. Constructing staff papers and other non-standard reports as directed.

3.1.2.5. Developing strategies for pursuing the intentions of DLA Energy goals and objectives.

3.1.2.6. Coordinating internally and externally with DLA Energy, DoD, and other governmental/non-governmental agencies as appropriate.

3.1.2.7. Developing and maintaining networking relationships with the Combatant Commands and Military Service Control Points .

3.1.2.8. Leveraging in-depth knowledge of the bulk petroleum and non-petroleum energy commodities to perform rapid analyses of impact of political, military, and management decisions on those supply chains.

3.1.3. Coordinate all activities associated with the DoD Bulk Petroleum Executive Agent Component Steering Group (CSG) to include development of meeting agendas, briefing contents, and meeting minutes.

3.1.4. Provide support for energy and petroleum Research and Development (R&D) initiatives, including project tracking and management support.

3.1.5. Assist in monitoring the execution of the DLA Energy Executive Agent Vision for the year 2021 (EA 2021) and beyond.

3.2. Deliverables.

3.2.1 Post Award Kick-off/Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the COR. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the COR 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.

3.2.2 Monthly.

3.2.2.1. Activity report.

3.2.2.2. Development of performance metrics for any assigned task.

3.2.2.3. Other meetings and minutes as required (e.g. EA monthly management reviews, DoD Energy Crosstalk, etc.)

3.2.3. Quarterly.

3.2.3.1. CSG briefing contents.

3.2.3.2. CSG meeting agendas.

3.2.3.3. CSG meeting minutes.

3.2.4. Periodically.

3.2.4.1. Briefings and independent studies (EA Strategy Document, CONOPS, Management Study, Business Case Analysis, etc.).

3.2.4.2. Reports and summaries of major DoD and DLA Energy events and sponsored activities.

3.2.4.3. Staff papers and other policy documents as required.

3.2.4.4. Reports on the development of proposed DoD and DLA Energy strategic policy documents (expanded EA roles/responsibilities, initiative development, process flow models, change management, etc.).

3.2.4.5. Review and analysis of DoD and DLA Energy policy documents related to all energy supply chains.

3.2.5. Individuals receiving the deliverables listed above typically include uniformed Military Service and DoD Civilian members of various DoD components, including but not limited to:

3.2.5.1. OSD (AT&L – L&MR/SCI and OEPP)

3.2.5.2. Joint Staff

3.2.5.3. Combatant Commands

3.2.5.4. DLA

3.2.5.5. DLA Energy

3.2.5.6. Military Service Control Points

3.2.5.7. Federal Civilian Agencies, including but not limited to Department of Energy, Federal Aviation Administration, US Department of Agriculture and others.

3.3. Performance Summary. The requirements of this PWS are summarized into performance objectives that relate directly to mission-essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

PWS

Paragraph

Performance Threshold Incentive/Disincentive

Timeliness 3.1.2.1., 3.1.2.2., 3.1.2.3., 3.1.2.4., 3.1.2.5., 3.1.2.6., 3.1.2.7., 3.1.2.8., 3.1.3., 3.1.4., 3.1.5., 3.2.2.1., 3.2.2.2., 3.2.2.3., 3.2.3.1., 3.2.3.2., 3.2.3.3., 3.2.4.1., 3.2.4.2., 3.2.4.3., 3.2.4.4., 3.2.4.5.

Provided analysis and other deliverables to the Contracting Officer Representative (COR) 100% on time.

Meeting these criteria will contribute to a satisfactory rating on past performance.

Not meeting these criteria will contribute to an unsatisfactory rating on past performance.

Performance Objective

PWS

Paragraph

Performance Threshold Incentive/Disincentive

Quality 3.1.2.1., 3.1.2.2., 3.1.2.3., 3.1.2.4., 3.1.2.5., 3.1.2.6., 3.1.2.7., 3.1.2.8., 3.1.3., 3.1.4., 3.1.5., 3.2.2.1., 3.2.2.2., 3.2.2.3., 3.2.3.1., 3.2.3.2., 3.2.3.3., 3.2.4.1., 3.2.4.2., 3.2.4.3., 3.2.4.4., 3.2.4.5.

Final documents are acceptable, without revisions, 98% of the time.

Meeting these criteria will contribute to a satisfactory rating on past performance.

Not meeting these criteria will contribute to an unsatisfactory rating on past performance.

Performance Objective

PWS

Paragraph

Performance Threshold Incentive/Disincentive

Business Relations

2.2., 2.4.1., 2.4.2., 2.5.1.1., 2.5.1.2., 2.5.1.3.1., 2.5.1.3.2., 2.5.1.4.1., 2.5.1.4.2., 2.6.1., 2.6.2., 2.7.1.1., 2.7.1.2., 2.7.2., 2.7.3., 2.8., 2.9., 2.10., 2.11.

Issues and problems are resolved in a timely, professional manner.

Respond to communication inquiries within 1-business day 95% of the time.

Meeting these criteria will contribute to a satisfactory rating on past performance.

Not meeting these criteria will contribute to an unsatisfactory rating on past performance.

4.0. RELATED DOCUMENTS.

4.1. DoD Directive 5101.1

4.2. DoD Directive 5101.8

4.3. DoD Instruction 5010.40

4.4. Office of Management and Budget Circular A-123.

4.5. DoD Directive 5015.2