Attachment 1 - PWS Amend 1.pdf

Performance Work Statement (PWS), DLA Energy Americas 2020

SOURCE SELECTION INFORMATION- IAW FAR 2.101 AND 3.104

SECTION 2: PERFORMANCE WORK STATEMENT

2.1 INTRODUCTION

DLA Energy Americas serves within the Defense Logistics Agency (DLA) and DLA Energy, as a wholesale and retail level distributor of petroleum products, lubricating oils, and fuel additives to customers throughout the United States, the Caribbean, and Central America. DLA Energy Americas’ mission is to ensure our customers receive an uninterrupted inventory of on-specification fuel to execute and sustain their peacetime and wartime missions, and provide efficient and economical support of assigned supplies and services to authorized customers within assigned CONUS and OCONUS areas during both peace and contingency operations. To accomplish this mission, DLA Energy Americas oversees fuels accounting for over 420 Defense Working Capital Fund (DWCF) capitalized locations. In addition, DLA Energy Americas manages approximately 1,228 non-capitalized customer accounts.

2.1.1 BACKGROUND

In light of this critical mission, DLA Energy has taken several steps to ensure that the goals, performance metrics, and strategic direction of the organization are aligned with its mission.

DLA Energy Americas regions are responsible for accountability and oversight of the Defense Working Capital Fund (DWCF) petroleum products and ensuring petroleum products distributed to non-capitalized customers is properly accounted for. DLA Energy Americas regions support bulk petroleum supply management from the source of supply to the point of customer acceptance. DLA Energy Americas is revising its organizational structure to better provide direct support for Inventory Reconciliation, Accountability and the Auditability mission and to ensure audit readiness.

2.1.2 PERFORMANCE OBJECTIVE

DLA Energy Americas regions have a requirement for technical support to provide timely and accurate review of inventory accounts and transaction data details, including verification of completeness of transactional data in Fuels Manager Defense. Work includes cross process relationships with DLA Energy headquarters and Americas capitalized and non-capitalized customers. Daily interaction is necessary with Responsible Officers, Terminal Managers, and Fuel Accountants to ensure accurate and timely daily/monthly fuel account reconciliation for approximately 420 capitalized locations, to include approximately 1,228 active product accounts.

DLA Energy Policy P-43 will be strictly adhered to when accomplishing work. As a minimum, P-43 includes duties in daily, monthly, and end-of-year reconciliation; transaction reject solving;

gain/loss control and analysis; in transit Movements Under Investigation program; Unmatched Movements program; invoice resolution; unliquidated obligation (ULO) and unfulfilled customer orders (UFCO), and form (end of month reconciliation, automatic tank gauge checklist, regrades, determinable loss, etc.) collection and upload into the Webtool electronic system. Monthly metrics are used to monitor areas which require further concentration to ensure mission success.

2.1.3 APPLICABLE DOCUMENTS

2.1.3.1 DoD Manual 4140.25, DoD Management of Energy Commodities, March 2, 2018

2.1.3.2 DLA Energy P-Documents (Policy and Procedures)

2.2 SCOPE OF WORK

The contractor shall provide the appropriate personnel required to effectively meet mission critical requirements and assist Government resources in the following technical areas: (1) Inventory Reconciliation (Daily, Monthly, EOY) and Fuel Manager Defense account ledger monitoring including transaction reject solving and operational gain/loss control; (2) Receiving Reports and Invoice Resolution (3) Movements Under Investigation packages, solving Unmatched Movements, Unliquidated Obligations, and Unfulfilled Customer Orders, (4) Help Desk ticket coordination, (5) Configuration, Report and Analysis Support (6) Audit support to include form collection and posting, (7) Customer Direct Support and (8) Program and Contract Management

High-level objectives and responsibilities are described below. High-level objectives are not unique to one specific task and may be represented across multiple tasks. Specific tasks are listed in Section 2.3 - Performance Requirements.

2.2.1 In-depth knowledge of petroleum supply chain management and policies, inventory accountability and reconciliations, resolution of receiving reports and associated invoice reconciliation and ability to perform detailed analysis either independently or in a team environment.

2.2.2 Broad knowledge and understanding of DoD or commercial energy operations.

2.2.3 In-depth knowledge of how Defense Working Capital Fund inventory transactions interface with DWCF financial ledgers.

2.2.4 Have knowledge of DoD Energy customer direct processes and procedures.

2.2.5 Have knowledge of DOD Energy Policies and DoD Energy bulk and ground fuel contract delivery determination clauses.

2.2.6 Basic understanding of general accounting principles and inventory process controls.

2.2.7 Provides advisory and assistance to DLA Energy capitalized and non-capitalized customers.

2.3 PERFORMANCE REQUIREMENTS

This section of the Performance Work Statement defines the performance requirements and the performance results the government intends to measure the contractor’s performance against.

These performance requirements address the full scope of this contract and support the higher-level objectives stated in paragraph 2.2 above. All Contractor employees must meet the requirements for an information technology (IT) non-critical sensitive level background investigation.

2.3.1 Task 1 – Inventory Reconciliation Document Review

Task 1 Background: Monitor inventory records (transactions) between Fuels Manager Defense / Enterprise Business System and inventory movement related action(s) as they pertain to product account reconciliation(s). Americas regions are only responsible for reconciliation to Fuels Manager Defense. HQ Energy Inventory Accountability reconciles the Enterprise Business System. Inventory reconciliation pertains to each Defense Fuel Support Point’s (DFSP) individual product account(s) and related transaction details. DFSPs are responsible for daily, monthly and end of Fiscal Year reconciliation. DLA Energy’s function of this process is to provide oversight, support, and guidance, recommendations and resolution assistance to aide in the account reconciliation.

2.3.1.1 Daily Analysis / Document upload: Complete an analysis of documents that require uploading into the Webtool program. Communicate with DLA Energy Region office POC when necessary for guidance and direction. Secure missing documentation from site or Region Resolution Specialist and review it for accuracy/completeness and upload document in Webtool program making the necessary annotations/notes in the Webtool notes area and select the appropriate drop down if applicable.

2.3.1.2 Inventory Products and Grade Codes: The contractor, during daily inventory account analysis, shall identify potential product(s), which are no longer necessary (static). When identified, the contractor shall notify DLA Energy Region POC and coordinate with them on the recommendation for closure. The contractor shall assist with analysis related to the new product grade code or product grade code closures.

2.3.1.3 Operating Gains and Losses: Secure and review the EOM DD Form 1348-8 for signatory authority, completeness, accuracy and to ensure any investigation findings are provided in the remarks section for any excessive gain or loss. If out of tolerance, the contractor shall review the investigation findings and/or causative research provided to ensure the explanation is viable, conforms to DLA Energy Policy and determine if a root cause was identified. The contractor shall track open-ended explanations or determinations, which forces an investigation to carry over into a following month. Notify DLA Energy-Region POC of all late submissions monthly as of the 20th of each Month.

2.3.1.3.1 Whenever a determination is made that a DD Form 200, Financial Liability Investigation of Property Loss, should be initiated or when the contractor suspects a cause to be theft, unauthorized use or willful misconduct, the contractor shall notify their Region POC immediately.

2.3.1.3.2 When determined that the form meets all criteria mentioned above the contractor shall then combine the EOM DD Form 1348-8 and required EOM checklist forms into a single PDF document with the EOM DD Form 1348-8 form being the first page of the combined PDF and upload it to the Webtool program.

2.3.1.4 Consecutive Letters: Monthly after End of month is processed for assigned sites the contractor shall review each assigned site to see if any consecutive letter is required to be sent out. Any site experiencing three consecutive out of tolerance gains or losses require a consecutive letter be generated and sent to the Responsible Officer or Terminal Manager of the site. When sending the letter provide the Responsible Officer or Terminal Manager a suspense.

The contractor shall follow up with sites that don’t respond in the allotted time provided. Once response is received, the contractor shall review the investigation findings and/or causative research provided to ensure the explanation is viable, conforms to DLA Energy Policy and determine if a root cause was identified. If responses do not identify the root cause the contractor shall return the form to the site for a better investigation. The contractor shall track open-ended explanations or determinations, which forces an investigation to carry over into a following month. If the response does identify a root cause the response will be uploaded in the Webtool program and closed out.

2.3.1.5 Appointment Letter: The contractor shall review all appointment letters (POCs/RO/PA/TM information) quarterly that are loaded into the DLA Energy Webtool to ensure they are current and correct. The contractor shall engage with their assigned sites or contracting officer representative whenever an appointment letter is within 30 days of its expiration date. When a new letter is received the contractor shall ensure that it is uploaded in the Webtool and information in the Webtool is updated in accordance with the information provided in the new appointment letter. If the new letter has a new appointee the contractor shall ensure that all required documentation for a change in Responsible Officer is obtained and uploaded in the Webtool program.

2.3.1.6 In addition to a quarterly review of Responsible Officer and Terminal manager appointments the contractor shall review contact information for each assigned site and ensure that the Inventory POC and Alternate Responsible Officer point of contact information is current and update it if it is not.

2.3.2 Task 2 – Receiving Report / Invoice Resolution

Task 2 Background: Defense Fuel Support Points that receive fuel via commercial vendor or refinery will have an invoice, from the vendor, that will be associated to the individual receipt of product or the receipt of product by multiple Defense Fuel Support Points. Tasks associated with the vendor invoicing, Residual Blocked Invoices, Failed Invoices and Goods Receipt (GR) Verification, will tie directly to the delivery/receipt of product and invoice submitted by the vendor. Residual Blocked Invoices are partially received product or invoiced quantity from Bill of Lading (BOL) that does not match the receipt annotated by the Defense Fuel Support Point.

Failed invoices are processed incorrectly; either by date of delivery, delivery location or delivery order number. Goods Receipt Verification are disputes in quantity invoiced by the vendor and the quantity received at the Defense Fuel Support Point. The tasks will require the review, analysis and tracking of subsequent payments to resolve processing and payment errors. Will be responsible for working with the applicable site to obtain required supporting documentation.

2.3.2.1 Residual Blocked Invoices: DLA Energy Regional Offices are responsible for validating invoices. If determined that the GR is correct, assist the site with correcting the GR (receipt). If a blocked invoice is listed in the Webtool program then the contractor shall obtain the Bill of Lading or source documents for their receipt. Once obtained the contractor shall upload it into the Webtool program and enter applicable notes that describe whether or not the GR was processed correctly. The Contractor shall engage when the invoices appear in the Webtool program and help resolve system invoice problems prior to the invoice reaching penalty.

2.3.2.1.1 Refer to applicable Desk Guides for assistance in resolving actions.

2.3.2.2 Failed Invoices: The contractor shall obtain the Bill of Lading or source documents for their receipt. Once obtained the contractor shall upload it into the Webtool program and enter applicable notes that describe whether or not the GR was processed correctly. Provide resolution for invoices that failed to process.

2.3.2.2.1 Requirements and actions to resolve refer to applicable Desk Guides for assistance.

2.3.3 Task 3 - Unmatched Movements (Receipts, Shipments, Open TD Shipments) and Movements Under Investigation

Task 3 Background: An Unmatched Movement is a missing or misaligned movement (shipment or receipt) in-transit (from stock or procurement) record pending completion in EBS or reflecting errors in reporting. An Unmatched Movement exists when the shipment and receipt document numbers for a particular movement do not match and when the movement is not in Transportation & Distribution (TD) Shipment 6 Status. Open TD shipments are shipments that are tied to a specific nomination that were either processed incorrectly or additional shipments are tied to the same nomination and have not been completed. Movements Under Investigation (MUI) pertain to all items under Task 2 and are movements that were processed that result in an excess gain or loss of .005 or greater between the applicable shipment and receipt associated with the movement and requires additional investigation and analysis to reconcile the product movement.

2.3.3.1 MUIs: Contractor shall assist DLA Energy Americas Region POC’s in monitoring all EBS MUIs. Will also assist to ensure appropriate actions are initiated and/or documented to evidence the completion of an investigation along with resolving root causes. The contractor shall review MUI’s for assigned sites at least twice weekly. During review they will determine if the MUI is actually an MUI or a processing error. If it is a processing error then they will engage with the site to process the correction in FMD. If it is an MUI the contractor shall secure Transportation Discrepancy Report (TDR) from the site and will review the investigation findings and/or causative research provided to ensure the explanation is viable, conforms to DLA Energy Policy and determine if a root cause was identified. Once review is complete they will upload the TDR in the Webtool program. Once the end of month has passed the contractor shall group TDRs by site and initiate a grouped MUI workflow. They then will compile a consolidated monthly MUI memo based on instructions provided by contractor Region POC. Once MUI memo is complete it will be uploaded into the proper workflow and then routed to the assigned RS for review and forwarding to the Supervisor.

2.3.3.1.1 Refer to applicable Desk Guides for assistance in resolving actions.

2.3.3.2 Open TD Shipments: Contractor shall assist DLA Energy Americas with TD Shipment investigation, analysis and resolution. The “Unmatched Movements EBS” function in the Webtool program shall be used to document all associated details related to corrective actions is required.

2.3.3.2.1 Refer to applicable Desk Guides for assistance in resolving actions.

2.3.4 Task 4 – Audit Support

Task 4 Background: Audit support will be requirements for the annual Independent Public Accountants (IPA) throughout the inventory validation requirement, normally three to four months. Additional support may be required during different phases of the audit depending on the requirements and needs of the division. Support may include, but not limited to, follow up requests from auditors, process walkthroughs and internal DLA Energy audit testing.

2.3.4.1 Audit EM Team Member: Assist team with collection of evidential matter (EM) for audit purposes. Work directly with the sites to collect the proper EM to include Bills of Lading, meter tickets, DD Form 250, DD Form 2921, DD Form 1348, DD Form 1898, etc. Review source documentation for completeness and accuracy in addition to saving/uploading documents to DACS RM/applicable share drives and providing updates to Team Lead as required. Assisting with specific follow-up requests may be required outside of the IPA audit timeframe (i.e.

additional data and or explanations requested by auditors, provide input when compiling post-audit out brief material).

2.3.5 Task 5 – Customer Direct Support

Task 5 Background: Customer Direct support functions are those duties that are related to providing fuel support to our non-capitalized petroleum customers. Support may include invoice management, unfulfilled customer orders, unliquidated obligations, order management, and customer requirements.

2.3.5.1 Invoice Management: Contractor shall assist DLA Energy Americas investigate, determine course of action, and validate transactions flow properly through Energy Business Systems (i.e., External Enterprise Business Portal (EEBP), Energy Convergence (EC), and Wide Area Workflow (WAWF). Contact DoD non-capitalized customers for WAWF acceptance and/or Evidentiary Matter to insure proper DoD billing and timely vendor payment of submitted invoices.

2.3.5.2 Unfulfilled Customer Orders (UFCO): Contractor shall assist DLA Energy Americas investigate, determine course of action and validate transaction flow properly through EBS. For customer direct sales orders that have not closed to “C” complete status and are in “B” status being processed or “A” status for completely open with no processed Good Receipts (GRs), contact DoD non-capitalized customers and determine course of action to achieve a three-way match in EBS.

2.3.5.3 Unliquidated Obligation (ULO): A ULO is a purchase order that has uncompleted (Open) GR/IR actions and a sales order that is still in a “B” status for being processed. The contractor shall assist DLA Energy Americas investigate, determine course of action, and validate transaction flow properly through EBS. Contact DoD non-capitalized customers for questions and determination of course of action.

2.3.5.4 Order Management: Contractor shall provide assistance to non-capitalized customers in registering/obtaining access to DLA systems for ordering. Train customers on placing and maintaining orders in DLA's EEBP. Validate daily system orders throughout region are posted correctly to EBS. Coordinate with non-capitalized personnel & procurement to insure delivery schedules are met on time.

2.3.5.5 Customer Requirements: Contractor shall assist DLA Energy Americas to train, analyze, and determine customer set-up in establishing Trade Scheduling and Workbench (TSW) requirements for initial set-up in EBS for receipt of product as well as, ongoing exercises or contingency operations. Train, assist, and expedite customer required WAWF acceptance of vendor invoices. Act as liaison with non-capitalized customers and headquarters business units in resolving access and delivery of product issues. Assist with contacting customers when requirement validation is required for direct delivery contracting to consolidate into a solicitation for offers and awards.

2.3.6 Task 6 - Program and Contract Management

Task 6 Performance: The Contractor shall perform Program Management and Contract Management duties in support of this contract:

2.3.6.1 The contractor shall provide the necessary resources to effectively oversee the performance of all requirements as defined herein. Within this responsibility, the contractor shall develop and implement a quality control and management oversight plan to effectively manage the staff and the performance per the performance standards established herein.

2.3.6.2 The Contractor shall develop and deliver a monthly status report (MSR) per CDRL A0013 detailing the accomplishment to date, projected activities and a schedule to accomplish those projected activities. This report shall also project the availability of Contractor resources and include copies of completed work products. This report shall be provided electronically to the COR by the 10th working day of each month. If DLA Energy Americas office determines reports are insufficient, the contactor shall revise the report to acceptable levels and resubmit them within 4 days. Performance measures for this requirement are defined in the Performance Requirements Summary (PRS) in Table 2.5.4 below and include timeliness of staff on-boarding, timeliness of deliverables, and consistently meeting performance measures in other performance measures within this contract.

2.3.6.3 The Contractor shall meet at a minimum each month with the CO or their designee and other Government representatives, at the discretion of the CO or designee, to review Contract performance. There may be conditions where the Contractor shall meet more than once in a month due to unanticipated circumstances.

2.3.6.4 The Contractor shall, within ten (10) business days following the contract award date, attend a Kick-Off Meeting to review contract goals and objectives, and to discuss technical requirements, administrative matters, security requirements, project transition, Government Furnished Information/Materials/Equipment (GFI/GFM/GFE), the milestone schedule, review cycles, and invoicing.

2.3.6.4.1 The contractor shall prepare and present their plan for performing the tasks and schedules. The meeting shall be attended by the CO, the COR and Technical Staff and all contractor key personnel and shall be held at the Government facility.

2.3.6.4.2 The Contractor shall develop a kick-off meeting agenda and presentation slides summarizing the contract management and implementation plan and contractor staffing. The agenda shall be delivered five (5) days prior to the proposed kick-off meeting for Government review.

2.3.6.5 The Contractor shall designate and provide a contract Program Manager. The program manager is a person, designated in writing by the Contractor, who has complete authority to act for the Contractor in every detail during the term of the Contract. The Program Manager shall have the authority to accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor. The Program Manager can be dual-hatted and also serve as one of the analysts. This position would be located in the DLA Energy Americas East offices in Houston, Texas.

2.3.6.6 Transition-in Performance: The contractor shall plan for and execute a transition-in strategy to provide for the on-boarding of appropriately qualified personnel, with the required DoD security clearances and certificates, needed to support a smooth and seamless transition to “full performance” within 60 calendar days of contract award. Transition-in includes all staffing activities, as well as the necessary knowledge transfer and capture to ensure “work-in-progress” is smoothly transitioned, and mission support is not interrupted. Performance measures for the first 60 days will be recorded and reported for monitoring purposes, but will not be used as performance indicators until the completion of the 3rd month of performance. The exception to this suspension of performance measures will be measures associated with this transition-in requirement. The performance measure for this requirement is defined in the PRS below and focuses on the on-boarding of support staff per the transition-in plan included in the contractor proposal.

2.3.6.7 Transition-out Performance: The contractor shall plan for and support the smooth and seamless transition-out at the end of the performance period. The contractor shall develop and deliver a transition-out plan (CDRL A0016) defining their knowledge transfer plan with specific emphasis on transiting work-in-progress. The contractor shall coordinate with the incoming workforce (government or contactor) as necessary to enable a seamless transition with minimum interruption of mission support. The contractor shall remain accountable for performance consistent with the PRS below until the end of the contract period of performance.

2.4 DELIVERABLES:

2.4.1 The below table represents all deliverables due by the Contractor to the Government after contract award. The reference provided in Table 2.4.1 represents the section of the RFP, or resultant contract that outlines the requirement specifically. The “Deliverable Column” represents the title / type of the item or product due and what format it shall be provided. The frequency and due date is when it is the responsibility of the Contractor to deliver to the COR, or other designated representative as specified in the referenced requirement section.

The report and its recommendations shall become the property of the Government. All audits, review of records, preparation and report submittals forwarded to the Government for approval will be completed within a period not to exceed one (1) year.

Table 2.4.1: Contract Deliverables Requirements List (CDRL)

CDRL #

PWS Section Deliverable/Event Objective/ Description Delivery Timing

Task ONE – Inventory Reconciliation Document Review

A0001 2.3.1 Maintain analysis and missing document status

Create file and maintain list of outstanding documents requiring upload with status of any document consider aged.

Monthly

Task TWO – Receiving Report / Invoice Resolution

A0002 2.3.2.1 Residual/Failed Invoice Report

Compile and provide report to region POC of aged unresolved invoices requiring documents from customers/partners.

As assigned

Task THREE – Unmatched Movements (Open TD Shipments) and MUIs

A0003

2.3.3 Slide deck that

contains weekly metric and key issues

Compile metrics and slide deck and provide to region POC and COR. Report format will be provided.

Weekly or

ADHOC

A0004

2.3.3 Completeness of

Shipments Status Report

Compile report and provide to region POC and COR. Report format will be provided.

Weekly

A0005 2.3.3 Ongoing Concerns Compile notes for ongoing issues with MUI’s and open TD shipments. Provide to Region Leads and COR. Report format will be provided.

Weekly

Task FOUR – Audit Support

A0006 2.3.4 Transaction Level Data

Provide DFSP SAP and or EBS transactional data.

As assigned

A0007 2.3.5.1 PIEE, Wide Area Work Flow (WAWF) receiving reports and invoices

Compile and provide receiving reports and invoices as required for assigned transactions.

As assigned

Task FIVE– Customer Direct Support

A0008 2.3.2.2 Invoice Failure Report (IAWT)

Guidance will be provided to annotate IAWT electronic report

Daily

A0009 2.3.5.2 Unfulfilled Customer Orders

(UFCO)

Guidance will be provided to annotate IAWT electronic report

Weekly

A0010 2.3.5.3 Unliquidated Orders

Guidance will be provided to annotate IAWT electronic report

Weekly

A0011 2.3.5.4 Order Management Guidance and required documentation will be provided to establish Customer sites and obtaining DLA systems access

As required

A0012 2.3.5.5 Customer Requirements

Guidance and required documentation will be provided to establish Customer sites and obtaining DLA systems access

As required

Task SIX– Program and Contract Management

A0013 2.3.6.2 Monthly Status Report (MSR)

Provides summary of the status of activities and plans for the completed month.

Monthly – no later than 10th day of each month

A0014 2.3.6.4 Kick-Off/Post Award Meeting Agenda and Presentation

Introductions, review and discussions.

No later than 10 days after date of award

A0015 2.3.6.4.2 Staffing Plan Present all Key and non-key personnel planned to be staffed for contract

No later than 5 days after date of award or 5 days prior to the Kick-

Off/Post Award meeting

A0016 2.3.6.7 Transition Out Performance Plan

Support knowledge transfer and smooth transition at the end of the contract.

60 days prior to the expiration of the contract

Other Deliverables

A0017 2.5 Quality Control Plan

Management oversight, and Risk management plan for managing performance

No later than 10 days after date of award

2.5 QUALITY CONTROL/GOVERNMENT REMEDIES

2.5.1 The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with the 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 to which the Contractor can quantifiably ensure compliance to the requirement of the resultant contract. Refer to Section 2.4 for a complete list of deliverables that correspond to all paragraphs below unless specified as “none” in Table 2.4.1, Deliverables:

2.5.2 The CO, COR, and/or other Government personnel, as appropriate, will meet monthly with the Contractor to review the Contractor's performance. At these meetings, the applicable Government personnel will apprise the Contractor of how the Government views the Contractor's performance, and the Contractor shall 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.

2.5.3 The service requirements 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 task or deliverable. These thresholds are critical to mission success.

Table 2.5.4 Performance Requirements Summary (PRS):

PWS

Paragraph

Performance Objective

Performance Metric

Acceptable Quality Level

(AQL)

Method of Surveillance

2.3.6 Provide necessary

resources and quality control and management plan for effective execution of contract performance requirements

A rating of “Very Good” for Quality of resources to include timeliness of on-boarding, staffing effectiveness, timeliness and quality of deliverables and meeting of performance objectives.

No more than one instance where the contractor earned less than satisfactory rating from end users

COR surveillance through end user surveys monthly

2.3.6.4 Program and

Contract Management – attend Kick- Off/Post Award Meeting

Timeliness of Kick-Off/Post Award meeting relative to the start date of the performance period of the contract

Conduct Kick- Off/Post Award meeting within 10 days from the first day of the contract.

One Time Surveillance

2.3.6.5 Program

Management – designate and provide a Program Manager for the duration of the contract

Timeliness of the availability of the Program Manager relative to the start date of the performance period of the contract

Program Manager to be designated and available on the first day of contract. No more than 2

COR surveillance through end user surveys monthly days without a designated Program Manger

2.3.6.5 Respond to

communication inquiries within 1-business day

Resolve issues and problems in a timely, professional manner.

A rating of “Very Good” for interaction between the Contractor and the Government

No more than one instance where the contractor earned less than satisfactory

COR surveillance through end user surveys monthly

2.3.6.6 At contract

initiation, the contractor shall ensure planned personnel are appropriately pre-screened and on-boarded to DLA per the proposed Staffing Plan.

Staff Transition Metric = number of planned staff positions fully on-boarded at DLA Energy / number of staff positions scheduled to be on-boarded at the end of the performance period.

1st Month

AQL>85%

2nd Month

AQL>95%

3rd Month

AQL>98%

Data will be collected form the MSR and compared to the Staffing Plan in the proposal. Metrics will be as the cut-off date of the MSR.

Metric can be validated using the DLA security records.

COR surveillance monthly

2.3.6.6 After the initial

transition period, the contractor shall ensure staffing is available as required to meet performance requirements and unplanned staff vacancies are held at a minimum

Key Personnel Availability Metric = number of Key Personnel staff positions filled / number of Key Personnel established in the

PWS

Non-Key Personnel Availability Metric = number of staff positions reporting / number of staff in staffing plan

Metric begins after the transition period

AQL for Key Personnel >100%

AQL for Non- Key Personnel >90%

Data will be collected from the MSR and will be as of the cur-off date of the MSR for each period.

COR surveillance monthly

2.3.6.7 Plan for and support

the smooth and seamless transition-out at the end of the performance period

A rating of “Very Good” for Quality of Transition Plan

Zero instances where the contractor earned less than satisfactory rating from end users

COR surveillance through end user surveys

One Time Surveillance

2.4.1 Deliver required

reports.

All deliverables/reports contain all required information.

No more than one instance where the contractor failed to deliver required reports with all required information

2.4.1 Timeliness, Accuracy, Completeness

All deliverables submitted shall be timely, accurate, and free of grammatical and spelling errors, clear, concise and complete.

No more than one instance where the contractor earned less than satisfactory rating from end users

2.5 Ensure services are

in compliance IAW with the PWS

Provide timely notification on items requiring government action.

Zero instances where the contractor failed to notify government

COR surveillance monthly

2.5 Ensure services are

performed IAW with the PWS

Provide timely notification on items requiring government action.

Zero instances where the contractor failed to notify government

COR surveillance monthly

2.6 KEY PERSONNEL

2.6.1 The Contractor must propose a minimum of two three (32) “Key Personnel” with the skillset, working knowledge, necessary qualifications and SME(s) to effectively perform the scope of work for this PWS. Key Personnel proposed shall fully meet or possess the respective qualification(s), experience level, degrees and/or certifications(s) for which they are proposed by the Contractor at the time proposals are submitted. The following three (3) personnel are considered Key and must be provided on a full-time basis: Program Manager Contract Manager and Senior Analyst.

2.6.1.1 Program Manager (or equivalent Labor Category with the requisite experience and education)

2.6.1.1.1 Experience and Skill set required:

1. Demonstrated experience in leading a team and project management

2. Demonstrated experience in the DoD fuel community and DFSP operations to include, shipments, receipts, sales, inventory. 6 years minimum

3. Demonstrated experience and knowledge of DoD or Civilian Energy Policy and Procedures. DLA experience will be considered a strength.

4. Personnel with integral and demonstrated knowledge of EBS will be considered as a strength

5. Knowledge of DLA Energy HQ and Region organizational structure will be considered as a strength.

6. Demonstrated experience of compiling reports, metrics data, and other administrative functions, including skills and experience in building and maintaining effective working relationships with a wide array of government or non-government personnel and organizations, 3 years minimum

7. Microsoft Office skills and experience, 5 years minimum

8. Have an active government security clearance (T3 Investigation or higher).Be eligible to obtain a Government Clearance, IT-II Investigation.

9. Speak, read and write the English language fluently.

10. Possess a Bachelor’s degree from an accredited educational institution.

2.6.1.2 Contract Manager:

2.6.1.2.1 The Contractor shall designate a CM in its proposal. The CM has full authority to act on behalf of the Contractor on Contractual matters relating to the Contract. The individuals point of contact information (name, telephone and email) must be submitted, as well as, point of contact information for an alternate or alternates that will act in the CMs absence. The CM must be available via telephone or electronic mail during normal business hours, unless otherwise stated.

2.6.1.2.2 The Program Manager can also fill the role as the CM, but the role must clearly be annotated on the staffing plan.

2.6.1.3 Senior Analyst: (or equivalent Labor Category with the requisite experience and education) One (1) or more FTE

2.6.1.3.1. Experience and Skill Set Required:

1. Demonstrated experience in leading a team and project.

2. Demonstrated experience in the DoD fuel community and DFSP operations to include, shipments, receipts, sales, inventory. 2 years minimum

3. Demonstrated experience and knowledge of DoD or Civilian Energy Policy and

Procedures. DLA experience will be considered a strength.

4. Knowledge of DLA Energy HQ and Region organizational structure will be considered as a strength

5. Personnel with integral and demonstrated knowledge of EBS will be considered as a strength

6. Microsoft Office skills and experience, 5 years minimum

7. Have an active government security clearance (T3 Investigation or higher).Be eligible to obtain a Government Clearance, IT-II Investigation.

8. Speak, read and write the english language fluently.

9. Possess a Bachelor’s degree from an accredited educational institution.

2.6.2 Resumes, degrees and certifications must be provided at proposal submission for key personnel illustrating the required security clearance, qualifications, and experience in performing the duties of the position.

2.6.3 The Contractor shall make no substitution of submitted and accepted key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer and COR within three business days after the occurrence of such an event and provide a detailed explanation of the circumstances necessitating the proposed substitution, complete resume for the proposed substitute and any additional information requested by the COR. Proposed substitute must have comparable qualifications to those of the person being replaced. The Contracting Officer will notify the Contractor of the acceptability of the substitute(s) within five business days after receipt of all requested information.

2.6.4 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 contract work is not reasonably forthcoming or (2) the resultant substitution would be so substantial to impair the successful completion of the contract in accordance with the proposal accepted by the Government at the time of contract award, the Contracting Officer may (1) terminate the contract for cause/default or for the convenience of the Government, as appropriate or (2) at his/her discretion, if the Contracting officer finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damages.

2.7 NON-KEY PERSONNEL REQUIREMENTS AND QUALIFICATIONS

2.7.1. The contractor team must demonstrate experience and operational skills, across the collective, non-key personnel staffing plan, to perform the following:

1. Demonstrated experience and knowledge of DoD or Civilian Energy Policy and Procedures. DLA experience will be considered a strength.

2. Resume demonstrates experience and/or knowledge of DoD Service Components and DFSP Operations.

3. Knowledge and functionality of the Fuels Manager Defense and Enterprise Business System.

4. Demonstrated ability to work effectively independently and in a team environment.

Demonstrated experience working within the Microsoft Office Suite.

5. Have an active government security clearance (T3 Investigation or higher).Be eligible to obtain a Government Clearance, IT-II Investigation.

6. Speak, read and write the English language fluently.

7. Possess a Bachelor’s degree from an accredited educational institution or 4 years of relevant experience as noted in section 2.7.1

2.7.2. Resumes, degrees and certifications must be provided at proposal submission for non-key personnel illustrating the required security clearance, qualifications, and experience in performing the duties of the position. If the contractor requests to add new non-key personnel for the performance of this contract, the contractor must provide the resume(s) and copies of qualifications of the new personnel to the COR at least three (3) business days prior to that new employee’s commencement of performance for the Governments review and approval.

2.8 CONTRACTING OFFICER’S REPRESENTATIVE (COR) DESIGNATION

2.8.1 After contract award, the Contracting Officer will appoint a COR and issue a COR Designation Letter stating the authority of the COR. The Contractor shall receive a copy of the written designation. Management of this task will primarily be performed by the COR. The COR will participate in project meetings, represent the CO in the technical phases of the work, and receive contract deliverables. The COR will provide technical assistance and clarification required for the performance of this task. The COR will not provide any supervision or instructional assistance to Contractor personnel.

2.8.2 The COR is not authorized to change any terms or conditions of the Contract or contract.

Changes in the contract requirements, price or terms and conditions shall only be made by the CO via properly executed modifications to the Contract or contract.

2.9 TECHNICAL DIRECTION

2.9.1 Performance of the work under this Contract shall be subject to the technical direction of the CO or COR. The term "technical direction" is defined to include, without limitation:

2.9.1.1 Directions to the Contractor which fill in details or otherwise serve to accomplish the

PWS.

2.9.1.2 Provision of written information to the Contractor which assists in the interpretation of drawings, specifications or technical portions of the work description.

2.9.1.3 Review and, where required by the Contract, approval of technical reports, drawings, specifications and technical information to be delivered by the Contractor to the Government under the Contract.

2.9.2 Technical direction must be within the scope of work stated in the Contract. The COR does not have the authority to, and may not, issue any technical direction which:

2.9.2.1 Constitutes an assignment of additional work outside the PWS.

2.9.2.2 Interferes with the Contractor's right to perform the terms and conditions of the Contract.

All technical directions shall be issued in writing by the CO or COR.

2.9.3 The Contractor shall proceed promptly with the performance of technical directions duly issued by the CO or COR in the manner prescribed by this article and within his authority under the provisions of this clause. If, in the opinion of the Contractor, any instruction or direction falls within one of the above categories, the Contractor shall not proceed but shall notify the CO in writing within five (5) working days after receipt of any such instruction or direction and shall request the Contracting Officer to modify the Contract accordingly. Upon receiving the notification from the Contractor, the Contracting Officer shall:

2.9.3.1 Advise the Contractor in writing within thirty (30) days after receipt of the Contractor’s letter that the technical direction is within the scope of the Contract effort and does not constitute a change under the "Changes" clause of the contract.

2.9.3.2 Advise the Contractor within a reasonable time that the Government will issue a written change order. A failure of the Contractor and Contracting Officer to agree that the technical direction is within the scope of the Contract, or a failure to agree upon the Contract action to be taken with respect thereto, shall be subject to the provisions of the clause entitled "Disputes - Alternate I" of the contractContract.

2.10 SUBCONTRACT MANAGEMENT

2.10.1 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 contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest considerations.

2.11 TRAVEL and OTHER DIRECT COSTS

2.11.1 Travel is not anticipated. If travel is required it will be based on Agency requirements to locations outside of the Houston and Los Angeles Basin areas. The Contractor shall provide a detailed estimate of any desired travel in advance to the COR in writing via memorandum or email. All travel costs shall not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the DoD Joint Travel Regulations. All travel shall be approved by the COR in writing via memorandum or e-mail prior to the contractor incurring any travel expenses and prior to any departure. Travel reimbursement will be for travel costs and per diem only in accordance with the Joint Travel Regulations and FAR 31.205-46. The Government will not reimburse local travel and related expenses to the vendor for daily travel to or from work at Houston, TX or Los Angeles Basin, CA.

2.11.2 Other Direct Costs (ODC) are not anticipated.

2.12 GOVERNMENT FURNISHED ITEMS

2.12.1 Government-Furnished Property:

Government-Furnished Property - 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. The Government will also 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. GFP 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. GFP 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.

2.12.2 Government-Furnished Information:

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 requirement. The Contractor must ensure protection, through completed non-disclosure statements, of the integrity and sensitivity of the information provided by DLA Energy or collected from any other source while performing under this requirement. All documents and technical data provided to the Contractor during the execution of this service are considered confidential and shall not become property of the Contractor, unless specifically authorized by DLA Energy.

2.12.3 Request for (additional) Government Furnished Property and Services must be submitted in writing to the COR and will be acted upon by the Government within 30 days of receipt.

Except for those items specifically stated in this section, the Contractor shall furnish everything required to perform the services in this contract.

2.13 GENERAL

2.13.1 Period of Performance:

The period of performance shall be for one (1) Base Period of one year with four (4) one-year option periods beginning at contract award.

2.13.2 Type of Contract:

The Government will award a Firm Fixed Price contract.

2.13.3 Duty Location:

The majority of the effort shall be performed at the DLA Energy Americas East and Americas West locations in Houston, TX and Los Angeles Basin, CA area (currently San Pedro, CA), where the Government will provide workspace subject to availability to support this effort.

Personnel located in Americas East in Houston will perform Tasks 1-4 and 6 in this PWS while personnel in San Pedro will perform Tasks 1-5. The program manager will be located in Houston, Texas. The contractor may be required to support the effort from its own facilities should space at DLA Energy Americas locations not be available. Regardless of residence, the contractor shall attend in-person regular weekly and ad-hoc meetings, as required, at Americas East in Houston and have the ability to respond to any immediate needs of DLA America’s personnel at no additional cost to the Government.

2.13.3.1 If the contracting officer determines that the requirements of the agency, including security requirements, space availability, safety and health cannot be met telecommuting is permitted. Authorized telecommuting of contractor employees does not result in increased cost or price to the Government.

2.13.4 Hours of Operation:

Contractor work schedules will coincide with the work schedules of Government employees working at DLA Energy Americas East and Americas West, with maximum availability from 0800-1630 (Central and Pacific Time zones) on Government workdays. Normal duty days shall be Monday through Friday, excluding Government-observed holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed.

This schedule will facilitate coordination with Government personnel.