Attachment_2-SOW_Program_Management_Support_Services_Task_Order_0001.docx

Attachment 2

SP3300-13-R-0015

STATEMENT OF WORK

(PROGRAM MANAGEMENT SUPPORT SERVICES)

Task Order 0001

Scope:

A. The Contractor shall perform project management, data collection and analytical support services for DLA Distribution for assigned initiatives to define, organize, plan, execute, monitor and close down the project. Outputs, as a result of these support services, may be oral or written and take the form of information, advice, opinions, alternatives, analytical reports, evaluations, data, recommendations, computer applications, and services based on current or emerging commercial business practices, presentations, or charts.

Statement of Work:

Specific Task Areas:

A. Task 1. Task Order Management

1. The Contractor shall provide a Monthly Status Report specific to each Task Order requirement. The Monthly Status Report shall provide the Contractor’s assessment of quality control applied to the Task Order requirements; progress against the acceptable performance levels specified in paragraph 14 of this Task Order SOW; technical activities performed; accomplishments; problems. The report shall report by month-to-date and Task Order-to-date. The first Monthly Status Report will be required within 30 days after issuance of a task order, and every monthly reporting period thereafter.

B. Task 2 – Daily Workload Planning Meetings

1. The Project Manager shall participate in daily workload planning meetings with the TPOC and determine assignment of Contractor employees according to the Government’s daily workload requirements. The Project Manager shall ensure that an adequate number of personnel are assigned to each functional area and shift to accomplish the workload directed by the TPOC.

C. Task 3 – Services - 5.1.1 Program Management

1. Provide advice and guidance to DLA Distribution Headquarters and field level staff as needed to implement the requirements outlined in project assignment documentation related execution.

2. Develop Charter documents for assigned project initiatives depicting staffing plan, roles/responsibilities, etc.

3. Provide support, advice, and guidance on all assigned projects for plans, processes, deliverables, POAMs and other related documentation as well as analytical and editorial/writer services and draft deliverables.

4. Assist with developing and maintaining Project Status Update briefing charts or other tracking mechanisms (e.g., excel spreadsheets, access database) and participate in briefings to DLA Distribution Leadership as necessary.

5. Schedule and participate in Working Group meetings to discuss assigned project related events and taskings. Record and disseminate meeting minutes and provide updates through various means to include formal briefs, charts, spreadsheets and other management tools and products.

6. Assist in developing and continuous improvement of the methodology used to conduct personnel staffing reviews and work force planning IAW existing directives.

7. Provide analytical and advisory services and assist preparing policy or guidance recommendations as it pertains to assigned project initiatives.

8. Develop fact sheets, decision documentation, executive summaries, and coordination of packages, etc.

9. Assist in developing budget estimates and analysis for project requirements and execution and conduct coordination with appropriate DLA Distribution staff offices. Provide updated status as required.

10. Inform Government project managers if actual execution of budget reaches critical thresholds (over and under) identified within budget.

11. Maintain and manage SharePoint directory/library with relevant files pertaining to the assigned projects and maintain administrative change control.

12. Utilize systems such as Distribution Standard System (DSS) – DLA’s warehouse management system, current suite of Microsoft Office software and any additional system software identified necessary to support assigned project initiatives and report progress.

D. Task 4 – Services - 5.1.2 Plans of Action and Milestones (POAM)

1. Develop, Maintain, and Monitor Plans and POAM actions and contact the office of primary responsibility for updates to ensure timely execution of tasks.

2. Compile a master POAM and category breakouts of tasks within major project phases, provide continuous update to POAM, and maintain an open issues/actions database identifying potential issues that could impact the timely execution of project initiative.

3. Utilize the appropriate software such as the most current Microsoft Project or Microsoft Access available in development of POAM.

E. Task 5 – Services - 5.1.3 Data Collection, Research and Analysis

1. The Contractor shall provide support for data collection, research, analysis and editorial/writer services and draft deliverables. This type of support involves but is not limited to developing a data collection plan, scheduling and participating in Working Group meetings to discuss data collection requirements and also recording and disseminating meeting minutes and providing updates through various means to include formal briefs, charts, spreadsheets and other management tools and products.

2. Activities under this task area may include but are not limited to:

· Determine the type and scope of data to be collected and analyzed;

· Identify the method used for the analysis of various data that may range from a thorough simultaneous review from all sources to a detailed review of data related to a specific problem area or initiative;

· Develop the draft report that documents the data, the analysis and recommendations;

· Develop a business case analysis (BCA);

· Perform cost benefit analysis;

· Conducts data collection via different qualitative and quantitative modes and provide historical, current and future trends/projections;

· Works collaboratively with other analysts as well as subject matter experts in all phases of research and requires flexibility to adapt research strategies to take into account data limitations and time constraints;

· Responsible for research for POAM;

· Research may be required as it relates to out-years monitoring, tracking and execution of plans/projects;

· Identify source, collect and analyze data, to include increased workload, increased level of effort, Acceptable Performance Level (APL) changes, clarifications, or policy requests;

F. Task 6 – Services - 5.1.4 Training & Analysis

1. Provide support and advisory services for training requirements based on assigned project initiative. Analyze skills and prior training through review of training records and certifications to determine training requirements for personnel impacted by changes to missions and new initiatives.

2. Provide advice and guidance on training related matters, develop, coordinate and manage training schedules in liaison with training providers while also delivering direct training support as required in assigned project initiatives.

3. Monitor completed training by maintaining a database and coordinating a training analysis process while providing additional support and draft deliverables as necessary.

G. Task 7 – Services - 5.1.5 Workforce/Staffing/Manpower

1. Identify, develop and brief Organizational Staffing Requirements/Plan for multiple scenarios based on assigned project initiative, attend working meetings providing input to working group deliverables.

2. Provide project management, data collection and analytical support for DLA Distribution to conduct personnel staffing reviews or work force planning to include determine resource requirements (personnel and costs) to conduct the reviews.

3. Conduct interviews of personnel at all levels to document work process and identify functions and tasks.

4. Review, analyze, and document all direct and indirect labor personnel staffing reviews and site surveys.

5. Following each completed personnel staffing review, analyze the staffing review process to ascertain issues and problem areas for improvement in future personnel staffing reviews.

6. Outline and propose recommendations, program changes, justification, rationale based on policy, legal and other impacts to DLA Distribution Staffing Targets and Resource Alignment Program.

7. Conduct analysis of key work processes and identify process and productivity improvements, analyze organizational structures and staffing requirements. Gather and receive raw data from a variety of sources to formulate necessary documentation identified in the project assignment.

8. Ensure that the staffing plan includes consideration of process and productivity improvement, consolidations, accurately identifies organizational structure, staffing requirements, operating procedures, facility and equipment requirements, and addresses all elements of the requirements documents.

H. Task 8 – Services - 5.1.6 Distribution Optimization & Analysis

1. Provide data analysis of inventory levels and storage by owning Service/Agency to effect drawdown or buildup of inventory, composition of stock in terms of ownership, weight and cube, location occupancy and other categories as required.

2. Provide program management, data collection and analytical services to assist with the Optimization project in terms of materiel movement, facility reduction, budget requirements, resource requirements, execution of project, systems software, update POAM and coordinate with appropriate DLA Distribution staff offices.

3. Understand Storage Space Management Report requirements and associated storage data collected on optimization visits in order to develop POAMs for facility reductions milestones and goals for distribution centers to track reductions by charting goals to be reached.

4. Track facility reduction figures, charting their status and progress towards established goals.

5. Understand partial storage, full storage, sheds and the difference between support space and storage space. Understand and analyze detailed covered and uncovered space. Ability to understand Bin, Rack, and bulk along with attainable cubic feet etc. included in storage space utilization reports.

6. Prepare an execution strategy (by building) of an optimization project using provided DLA Distribution guidance.

7. Utilize DSS, Query Management Facility (QMF), or other materiel movement data products, for materiel movement inquiries to provide and identify types of materiel required to move. Identify cube, condition code, quantity, type storage code, stored inside or out, NSN, hazardous/nonhazardous, classified (sensitive, unclassified, pilfer able), weight for materiel required to move…etc. Identification will include Service Owned materiel and DLA materiel to move.

8. Provide detailed analysis as to how much material has to move, how much space will be gained from moving materiel in terms of cube and GSF made available, how many trucks, how long it will take, chart data, and analyze data. Also, provide analysis of possible relocation sites.

9. Provide detailed analysis and estimate of resources (labor and non-labor) required to move amount of cube in a designated amount of time.

10. Track and monitor metrics relevant to material movement initiatives.

11. Provide detailed analysis, estimates for labor and non-labor resources and recommendations for projects that may involve, but not limited to materiel movement, re-warehousing, Preservation, Packaging, Packing and Marking (PPP&M), consolidation of NSNs (NIINS), disposal actions and movement.

12. Understand, review, analyze, and provide feedback as necessary to the “Storage Optimization Tool Box”. Also, be prepared to refine and update as necessary and assist in the distribution center execution of the “Storage Optimization Tool Box”. The Tool Box is designed to focus more on rewarehousing, storage optimization and turn-in of buildings and contains multiple documents that aid in obtaining Net to Gross and Storage Density Goals.

Level of Effort and Labor Categories

Period of Performance:

The period of performance of this Task Order shall commence on or around 01 Dec 2013 and be completed within 365 calendar days, or as modified. The phase-in period will commence on or around 01 Dec 2013 and will not exceed 90 calendar days. The period of full performance of the requirements will commence on or around 01 Mar 2014 and be completed on or around 30 Nov 2014.

Work Schedule:

The Contractor shall generally perform Professional support services required between the core duty hours of 0700 and 1700, Monday through Friday, with the exception of federal holidays. The Contractor shall request overtime in writing IAW Section H of the basic contract and provide an overtime report to the COR the next normal working day. The Contractor shall submit to the COR and Contract Specialist with their monthly invoice and CLIN X001 Monthly Report number 01, complete documentation of authorized extended hours.

Place of Performance:

The primary place of performance for Contractor resources shall be at the DLA Distribution Headquarters facility located in New Cumberland, PA. No reimbursement will be made for Contractor resources travel to or sustainment support at this primary place of performance.

Travel:

Contractor personnel may be required to travel within the continental United States (CONUS) and outside the continental United States (OCONUS) in support of this contract. All travel by Contractor employees shall be authorized by the KO or COR prior to the travel being performed. When travel has been authorized, the Project Manager shall approve and forward travel requests to the COR for Government validation within a minimum of ten (10) working days prior to the travel commencement date. Travel requests shall be in writing and contain the dates, locations, and estimated travel costs. The Contractor shall ensure that all travel is IAW the Joint Travel Regulations (JTR). Reimbursements for transportation costs will be limited to allowable expenses for Government directed travel. The Contractor shall be responsible for any costs incurred as a result of authorized travel which were in excess of that allowed under Federal Acquisition Regulation (FAR) Part 31.205-46 Travel Costs and the appropriate regulations therein.

Phase-In

In order to allow for a smooth and orderly transfer of responsibility for project management, data collection and analytical projects and duties from the incumbent Contractor to the new Contractor, the Contractor shall participate in a period of phase-in during which the incumbent Contractor shall continue to perform the services. This period will commence upon execution of the task order and will continue for a period not to exceed 90 calendar days, at which time the Contractor shall commence full performance.

Within five (5) calendar days from the date of task order award, the Contractor shall complete the hiring action for the Program Manager. Within 15 calendar days of the date of task order award, the Contractor shall complete all hiring actions for personnel required to perform the requirements of the task order and complete any associated training requirements. The Contractor shall ensure that all new employees are trained and ready to begin working on the first day of full performance.

The Government will provide orientation for all Contracted personnel within the first 30 days of the phase-in period. The orientation will cover topics such as familiarization with operations, facilities location, assigned parking, familiarization with DLA Distribution, and issuance of building passes.

During the phase-in period, the Contractor shall provide a weekly written report to the KO or COR on the status of the tasks required to be completed during this period. Five (5) working days prior to the conclusion of the phase-in period, the Contractor shall provide the KO or COR with a detailed final phase-in report outlining all tasks accomplished.

Below are the projected hours for phase-in by labor category.

Security Clearance:

Work under this task order is unclassified. The Contractor shall comply with all applicable DoD security regulations and procedures during the performance of this task order IAW C-1.5 Security, C-1.5.1 Physical Security, C-1.5.4 Personnel Clearance, and C-1.5.8 Information System Security. The Contractor shall be required to provide a minimum of IT III eligibility for all personnel requiring access to Government computers and workstations. The Task Order duration is expected to last no longer than nine (9) months. Contractor personnel who will utilize DSS or other Government-Furnished Data Systems shall have a NACI, IT III eligibility and a CAC for access to IT data systems.

Government-Furnished Data Systems, Equipment, Materials, Services:

A. The Government will provide Contractor personnel on-site office space with furniture, to include desk, chair, telephone, filing cabinets, and access to copier and facsimile machine.

The Government will furnish network equipment, desktop hardware, software, and printers required to perform the requirements in the SOW. The Government will also provide general office supplies. The office space will be located at DLA Distribution Headquarters, New Cumberland, Pennsylvania. The Contractor shall only use Government furnished office equipment, IT assets and general office supplies for performance of work under this contract.

The Government will be responsible for the upgrade and maintenance of Government furnished IT assets.

B. The Government will provide access to resources and information to include Government data systems required for performance of work under this contract. The Government will furnish training for Contractor personnel on the Government data systems at no additional cost to the Contractor.

C. Contractor access to Government-Furnished IT data systems shall be granted on a “need-to-know” basis, IAW DLAI 6401 IA Management Controls and IA Technical Controls, to Contractor personnel who will perform data input and retrieval functions and for “clearance special access,” if applicable IAW DoD 5200.2-R. At contract award, the Contractor shall request IT access for employees requiring access and passwords to the Government- Furnished Data Systems. (See paragraph C-1.5.8, Information System Security).

D. At no cost to the Contractor, the Government will furnish the services listed in this section to be used exclusively to perform the requirements of this contract.

Contractor-Furnished Equipment, Materials, Services, Training:

A. Title to contractor-furnished equipment shall remain with the contractor. Contractor furnished equipment shall meet the same safety requirements as those established for government equipment.

B. The Contractor shall furnish supplies not provided by the Government.

C. The Contractor shall provide the training identified below and any other training that is not identified as Government-Furnished but which may be required for Contractor personnel to comply with the contract requirements. The Contractor shall maintain copies of training records for the duration of the contract, designation letters and certificates on site and make them available for the KO or COR to review upon request.

1. COMBATING TRAFFICKING IN PERSONS (CTIP).

2. INFORMATION ASSURANCE (IA).

3. SECURITY TRAINING. The Government will provide the materials necessary for employee training in the following areas:

· Counterintelligence. IAW DoDI 5240.6, Counterintelligence (CI) Awareness and Briefing Program (Training time is 30 minutes or less).

· Operational Security (OPSEC). IAW DoDD 5205.2, DoD Operations Security Program (Training time is 60 minutes or less)

· Antiterrorism Training. IAW DoDD 2000.12, DoD Antiterrorism/Force Protection (AT/FP) Program as directed by the KO or COR (Training time is 60 minutes).

Non-Personal Service Statement. Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of any Government official or other Defense Contractor. The tasks, duties, and responsibilities set forth in the task order may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the US Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in parts 7.5 and 37.1 of the FAR. The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

Government Management Oversite. Government management will provide general instructions on limitations and deadlines. Additional instructions will be provided for any unusual assignments or those that vary from established procedures. The Contractor’s employees will independently carry out the assignments. Completed work will be spot checked by Government management for adherence to procedures, accuracy, and completeness.

Quality Assurance Surveillance Plan

A. The Quality Assurance Surveillance Plan (QASP) is the Government’s plan to ensure the Contractor provides the required support services, and adheres to the quality standards as specified in the Statement of Work (SOW). Both the Contractor and the Government will agree to the terms of the contract. During the life of the contract, administrative procedures such as inspections, documentation and retention of records, which reflect the Contractor’s performance, will be retained.

B. The Contractor shall also maintain all records of performance for a minimum of six (6) months after the completion of this contact.

C. The Contracting Officer’s Representative (COR) will monitor performance to ensure services are received and carried out in accordance with the standards set forth in the SOW. This monitoring shall be done via Government inspection and review of the various reports and documentation generated in performance of the support requirements. This QASP will be used to monitor compliance with contract terms and conditions, identify nonconforming services to determine appropriate action. This plan sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract, and is subject to the unilateral change by the Government without modification of the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan. When the Contractor performance fails to achieve the acceptable performance standards and is clearly the fault of the Contractor, the COR will prepare a Contract Discrepancy Report (CDR) and forward it to the Contracting Officer (KO) to issue to the Contractor. In response to the CDR, the Contractor shall explain within seven working days, in writing, why performance was unacceptable, how performance will be returned to acceptable standards and how recurrence of the problem will be prevented in the future. The KO will evaluate the Contractor’s explanation and determine the appropriate action(s).

1. Inspections: The COR is responsible for technical oversight of the Contractor’s performance. The COR’s duties shall include, but are not limited to, assurance of the completion of work in a quality manner, resolution of quality concerns, and payment for services rendered. This responsibility includes the determination of adequacy of services performed by the contractor in accordance with the terms and conditions of the contract. The COR will perform inspections on behalf of the Government and will confer with the Contractor regarding any problems encountered in the performance of the work.

2. Deficiencies: Once an inspection has been conducted, the Contractor and KO will be notified via electronic mail of its results. Inspections will be documented on a pass/fail basis. When a failed inspection occurs, the Contractor shall be allowed the time to correct all noted deficiencies. The Contractor should resolve the deficiencies as documented by the COR in the failed inspection report. The COR will perform a re-inspection and further assess the area or item of concern once again on a pass/fail basis.

3. Re-Performance of Work: When the Contractor re-performs services as a result of the inspections defined in this section, and the contractor does not meet the standards identified in the SOW, the Government may desire that the work be re-performed prior to the completion of the contract. If this is the case, the Contractor shall perform the service at no additional cost to the Government.

4. Performance Measures. Performance Measures will be assessed on a Pass and Fail Grading System as defined below:

D. Method of Surveillance. There are various surveillance methods used to monitor contract performance and compliance. When selecting the appropriate method, the COR will take into consideration task criticality, task complexity, time available, mission requirements. The following methods of surveillance will be used to assess contract performance under this contract:

1. Periodic Surveillance (daily, weekly, monthly, quarterly, etc.) of Contractor reports and other deliverable documentation will be conducted by the COR. The COR will determine the frequency necessary to ensure the Contractor’s work product complies with the standards set forth in the SOW.

2. Customer Complaints will be used by the COR to evaluate Contractor performance.

Upon receipt of a customer complaint, the COR will conduct an investigation to validate The complaint and to confirm whether the Contractor’s reported performance constituted a discrepancy.

E. Procedures. The COR will perform inspections to ensure Contractor compliance with the appropriate paragraphs in the SOW, other government requirements, and the Contractor’s own procedures, and will record the results of the inspections, noting the date and time. If inspection indicates a performance standard is not met, the KO will notify the Contractor of the deficiency for correction. The Contractor will be given a reasonable time after notification to correct the unacceptable performance. The length of time allowed to correct the problem will depend upon the requirement, complexity of corrective action(s) and the deficiency. The Contractor will notify the KO if the time allowed for correction is not adequate. The COR will not consider the correction action(s) until all deficiencies have been corrected and determined by the COR to be adequate (Government follow-up). Contractor non-responsiveness, deficiencies not adequately addressed or corrected after notification of such, or estimated dates of completion that are not acceptable to the COR will be forwarded to the KO for action.

F. The following chart provides timely and quality performance standards for specific requirements already stated in the SOW:

TIMELINESS AND QUALITY

Task Paragraph Reference

C-Task 3 thru G-Task 7 Weekly Status Report

C-Task 3 thru G-Task 7 As Required Reports

C-Task 3 thru G-Task 7 As Required Reports