SP4701-12-R-0001 DRAFT DCPDS 10-4.doc

SolicitationSP4701-12-R-0001

Defense Civilian Personnel Data System (DCPDS)

CAUTION NOTICE

SP04701-12-R-0001

This is a draft solicitation for the operations, sustainment, maintenance, hosting, transition and future potential development requirements for the Defense Civilian Personnel Management System (DCPDS).

A pre-solicitation conference will be held on 17 OCT 2011, 10:00 a.m. EST.

Location: Naval Support Activity (NSA) – Philadelphia

Bldg 4 Auditorium

700 Robbins Ave

Philadelphia, PA 19111-5092

In order to facilitate the conference all attendees are asked to submit any questions, in writing, regarding this procurement to the Contracting Officer referenced below, no later than 2:00 p.m. EST, 12 OCT 2011. These questions will be assembled and answered at the conference. In answering a question, no reference will be made to the person and/or firm that submitted the question.

Those firms planning to send representatives to this conference must contact Andrea Nicolucci at (215) 737-2698 or via e-mail at andrea.nicolucci@dla.mil no later than 2:00 p.m. (EST), 13 OCT 2011. For reasons of security, each firm must provide the following information when confirming their attendance at this conference:

Name of Company

Name of each employee attending

Employee Phone Number

SOLICITATION ISSUE AND CLOSING DATES WILL BE ESTABLISHED UPON FINALIZATION OF THE RFP.

UNDER DPAS (15 CFR 350)

1 | 121

2. CONTRACT NO.

3. SOLICITATION NO.

SP4701-12-R-0001

4. TYPE OF SOLICITATION

[ ] SEALED BID (IFB)

[X] NEGOTIATED (RFP)

5. DATE ISSUED

xxxxxxxxxxxx

6. REQUISITION/PURCHASE NO.

DLA Contracting Services Office Philadelphia

700 Robbins Avenue

Philadelphia, PA 19111

OFFICER/SYMBOL: S.Napoli/215-737-4634

Email: Susan.Napoli@dla.mil See Page 2

NOTE: In sealed bid solicitation "offer" and "offeror mean "bid" and "Bidder".

SOLICITATION

9. Sealed offers in original and 2 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in ___*_____ _____ until xxxX local time xxxxxxxx

(hour) (date)

Caution - Late Submissions, Modifications, and Withdrawals: See Section L. Provision No. 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR INFORMATION

CALL: (215) 737-4634

A. NAME

Susan Napoli B. TELEPHONE NO. (Include Area Code) (NO COLLECT CALLS) (215)737-4634

11. TABLE OF CONTENTS

OFFER (Must be fully completed by offeror)

NOTE: ITEM 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 180 calendar days (60 calendar days unless a different period is inserted by the offer) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See section I, Clause No 52.232-8)

10 CALENDAR

DAYS

20 CALENDAR

DAYS

30 CALENDAR DAYS

CALENDAR DAYS

(The offeror acknowledges receipt of amendments to the solicitation for offerors and related documents numbered and dated.

15A.

NAME

CODE

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED

AND

ADDRESS

OF

OFFEROR

CAGE CODE-

TO SIGN OFFER (Type or print)

FAX #

15B. TELEPHONE NO. (Include area code)

15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE

17. SIGNATURE

18. OFFER DATE

AWARD (To be completed by Government)

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

[ ] 10 U.S.C. 2304(c)( ) [ ] 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTRATION BY (If other than Item 7) CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT – Award will be made on this form or on Standard Form 26, or by other authorized official written notice Standard Form 33

Continuation of SF33 A.1. Blocks 8 and 9:

Address for “mailed” offers:

Defense Logistics Agency

Troop Support

Post Office Box 56667

Philadelphia, PA 19111-6677

Solicitation SP4701-12-R-0001

Closing Date: xxxxxxxxxxxxxxxxxxx

Address for Delivery of “hand carried”* offers, including by commercial carrier to:

DLA Troop Support

Business Opportunities Office

Bldg. 36, 2nd Floor, Room 2035

700 Robbins Avenue

Solicitation SP4701-12-R-0001

Closing Date: xxxxxxxxxxxxxxxxx Notes: All hand carried offers are to be delivered to the Business Opportunities Office between 8:00 a.m. and 5:00 p.m., Monday through Friday, except for legal Federal holidays as set forth in 5 USC 6103. Offerors using a commercial carrier services must ensure that the carrier services “hand carries” the package to the Business Opportunities Office specified above for hand carried offers prior to the scheduled closing time. Package must be plainly marked ON THE OUTSIDE OF THE COMMERCIAL CARRIER’S ENVELOPE with the solicitation number, date, and time set forth for the receipt of offers as indicated above.

*Examples of “hand carried” offers include: In-person delivery by contractor, FED EX, Airborne, UPS, DHL, Emery, other commercial carrier, USPS Express Mail and USPS Certified Mail.

See Section “L” of this RFP for information regarding the required number of copies of proposal volumes for offers.

FACSIMILE OFFERS WILL NOT BE ACCEPTED

Late Proposals will be handled in accordance with the requirement of FAR 15.208 and 52.215-1.

E-mail transmissions are acceptable for any proposal REVISIONS. Susan Napoli (susan.napoli@dla.mil) or Andrea Nicolucci (anrdea.nicolucci@dla.mil) may receive the e-mailed proposal revisions. If and when a request for proposal revision is issued, the date and time for receipt of proposal revisions, if applicable, will be designated in that request. Transmissions shall meet the requirement found at FAR 15.208(b)(1).

A.2. PRE-SOLICITATION CONFERENCE:

A pre-solicitation conference will be held on 17 OCT 2011, 10:00 a.m. EST.

Location:

Naval Support Activity (NSA) – Philadelphia

Bldg 4 Auditorium

700 Robbins Ave

In order to facilitate the conference all attendees are asked to submit any questions, in writing, regarding this procurement to the Contracting Officer referenced below, no later than 2:00 p.m. EST, 12 OCT 2011. These questions will be assembled and answered at the conference. In answering a question, no reference will be made to the person and/or firm that submitted the question.

Those firms planning to send representatives to this conference must contact Andrea Nicolucci at (215) 737-2698 or via e-mail at andrea.nicolucci@dla.mil no later than 2:00 p.m. (EST), 13 OCT 2011. For reasons of security, each firm must provide the following information when confirming their attendance at this conference:

Name of Company

Name of each employee attending

Employee Phone Number

Note: All vehicles used to access the NSA-Philadelphia facility must be properly insured. Operators of rental cars must present the rental agreement upon arrival at the facility.

Note: Representatives are limited to four per company.

A.3. CAUTION - CONTRACTOR CODE OF BUSINESS ETHICS (DEC 2010)

FAR Part 3.1002(a) requires all government contractors to conduct themselves with the highest degree of integrity and honesty. Contractors should have a written code of business ethics and conduct. To promote compliance with such code of business ethics and conduct, contractors should have an employee business ethics and compliance training program that facilitates timely discovery and disclosure of improper conduct in connection with government contracts and ensures corrective measures are promptly instituted and carried out. A contractor may be suspended and/or debarred for knowing failure by a principal to timely disclose to the government, in connection with the award, performance, or closeout of a government contract performed by the contractor or a subcontract awarded there under, credible evidence of a violation of federal criminal law involving fraud, conflict of interest, bribery, or gratuity violations found in title 18 of the United States Code or a violation of the False Claims Act. (31 U.S.C. 3729-3733).

The solicitation or contract includes FAR Clause 52.203-13, Contractor Code of Business Ethics and Conduct contained elsewhere in the solicitation. The contractor shall comply with the terms of the clause and have a written code of business ethics and conduct; exercise due diligence to prevent and detect criminal conduct, promote ethical conduct and a commitment to compliance with the law within their organization; and timely report any violations of Federal criminal law involving fraud, conflict of interest, bribery or gratuity violations found in Title 18 of the United States Code or any violation of the False Claims Act (31 U.S.C 3729-3733) A.4. OFFERORS ARE ADVISED THAT THE CIVILIAN PERSONNEL MANAGEMENT SERVICE (CPMS) HAS OFFICIALLY BEEN CHANGED TO THE DEFENSE CIVILIAN PERSONNEL ADVISORY SERVICE (DCPAS). REFERENCES TO CIVILIAN PERSONNEL MANAGEMENT SERVICE OR CPMS WITHIN THIS DOCUMENT ARE SYNONYMOUS WITH DEFENSE CIVILIAN PERSONNEL ADVISORY SERVICE OR DCPAS.

SECTION B: SUPPLIES or SERVICE and PRICES/COSTS

B.1. CLIN Pricing for Base and Option Periods (See Section L for Pricing Instructions)

BASE PERIOD

UNIT

TOTAL

CLIN

DESCRIPTION

QTY

UNIT PRICE

PRICE

NEW OFFERORS – AND INCUMBENT OFFEROR IF APPLICABLE

Transition Phase In

LT

Requirements as described in PWS

Total firm fixed price to complete all contractor Transition phase-in activities during the 18 month base period as detailed in Section L of this solicitation.

Total Base Period Transition:

INCUMBENT OFFEROR:

Operations, Sustainment, Maintenance 18

MO __________

Hosting Enterprise*

MO

Hosting DFAS

Hosting DLA*

Hosting NG*

Hosting BBG*

Hosting DoDEA*

Future Potential Development

LT

(Total ROM See Section L, Attachment 1, DCPDS ROM)

0010 Travel

NTE

$101,006.00 TOTAL Base Period:

*Hosting Enterprise includes CMIS, RSO, and EXITS hosted at the Enterprise Production Data Center; the Development, Testing, and Training site; and the COOP site. Pricing for each Component hosted at the Enterprise Production Data Center, which includes Defense Finance and Accounting Service (DFAS), Defense Logistics Agency (DLA), the National Guard (NG), the Broadcasting Board of Governors (BBG), and the Department of Defense Education Activity (DoDEA) must be separately priced. NOTE: DoDEA is scheduled to be migrated to DLA in Oct 2011. This CLIN will be deleted if migration occurs as scheduled.

SECTION B: SUPPLIES AND SERVICES (cont’d)

Option Period 1

UNIT

TOTAL

CLIN

DESCRIPTION

QTY

UNIT PRICE

PRICE

ALL OFFERORS:

Operations, Sustainment, Maintenance 12

MO __________

Future Potential Development

LT

(Total ROM See Section L, 1010 Travel

$105,151.00 TOTAL Option Period 1:

Option Period 2

ALL OFFERORS:

Operations, Sustainment, Maintenance 12

MO __________

Hosting DFAS*

Future Potential Development

LT

(Total ROM See Section L, 2010 Travel

$109,357.35 TOTAL Option Period 2

Option Period 3

ALL OFFERORS:

Operations, Sustainment, Maintenance 12

MO __________

Future Potential Development

LT

(Total ROM See Section L, 3010 Travel

$113,732.00 TOTAL Option Period 3:

Option Period 4

ALL OFFERORS:

Operations, Sustainment, Maintenance 12

MO __________

Hosting DFAS*

Future Potential Development

LT

(Total ROM See Section L, 4010 Travel

$118,281.00 TOTAL Option Period 4:

Option Period 5

ALL OFFERORS:

Operations, Sustainment, Maintenance 12

MO __________

Future Potential Development

LT

(Total ROM See Section L, 5010 Travel

$123,012.15 TOTAL Option Period 5:

Option Period 6

ALL OFFERORS:

6010 Travel

NTE $163,882.00

Transition Phase Out

LT

(Total ROM)

TOTAL Option Period 6

B.2. Indefinite Quantity Contracts (IQC): The requirements shown in B.1. represent the estimated annual requirements for each CLIN. The IQC minimum under the resultant contract is $1,000,000. The maximum value of the resultant contract (including option periods) is $420,000,000.

B.3 General Information: This will be an eight (8) year contract. The effective period of the contract will be from date of award through eight (8) years after date of award. The contract includes an 18 month base period, five (5) one year option periods and one (1) 18 month option period.

SECTION C: Performance Work Statement

Performance Work Statement

1.1 Background:

As the Department’s enterprise civilian Human Resources (HR) system, the Defense Civilian Personnel Data System (DCPDS) supports HR system operations and improved business processes, with continuous implementation of new information technologies, consistently meeting cost, schedule, and performance goals. DCPDS is systems of record and the system of record notice can be viewed at http://dpclo.defense.gov/privacy/SORNs/dod/DOD_Wide_Notices.html. Network and system operations span worldwide, with 24/7 operations supporting 19 Regional Service Centers (RSC) and over 300 Customer Support Units (CSU). DCPDS has upgraded to the Hewlett Packard (HP) Itanium/x86 blade architecture for all enterprise servers. This, followed by the migration to Oracle’s Release 12 software, will ensure the technology base to maintain DCPDS as a leader in federal HR systems. Web-enabled DCPDS and the addition of its Self Service capability have increased the number of users from 20,000 to over 700,000. Led by the Defense Civilian Personnel Advisory Service (DCPAS) (formerly known as the Civilian Personnel Management Service (CPMS) - references to CPMS within this document are synonymous with DCPAS), the DCPDS manager, the Department has been designated by Office of Personnel Management (OPM) / Office of Management and Budget (OMB) as one of five HR Shared Service Centers, with DCPDS supporting approximately one-third of the federal work force. DCPDS has proven its business case and saves the Department over $200 million per year by operating centrally those HR system activities previously performed by the individual Department of Defense (DoD) and non-DoD Services/Agencies, herein referred to as the Components. The DCPDS DoD Component customers are Air Force (AF), Army, Navy, Defense Finance and Accounting Service (DFAS), Defense Logistics Agency (DLA),Department of Education Activity (DoDEA), Washington Headquarters Service (WHS), Defense Commissary Agency (DECA), Defense Information Systems Agency (DISA), and the National Guard (NG). The DCPDS non-DoD Component customers are the Broadcasting Board of Governors (BBG) and the Executive Office of the President (EOP). There are currently seven (7) DoD and two (2) non-DoD DCPDS databases. WHS and DECA are included in the DLA database and DISA is included in the DFAS database. DoDEA is scheduled to migrate to the DLA database in October 2011 timeframe at which time the number of DoD databases will become six (6).

The future focus of DCPDS is the expansion of these efficiencies through the Consolidation of DCPDS operations to a single site. DCPDS Enterprise operations, as well as several DoD and non-DoD Component DCPDS regional operations, are currently located at a central site.

DCPDS was designed to improve and simplify personnel transaction processing, the delivery of personnel services, and retrieval of timely civilian workforce information. CPMS is responsible for functional and technical oversight of DCPDS. Deployment of the system began in October 1999, reaching Full Operating Capability (FOC) in September 2002. CPMS managed DCPDS development and deployment, and currently administers the operations, support, and enhancement of DCPDS through a commercial contract. In July 2003 the migration of DCPDS from a client-server to a web-based environment upgraded the application software to the newest release, Oracle Release 11i. DCPDS upgraded to Oracle Release 12 in May 2011.

In addition, CPMS developed customized code to support 12 demonstration projects, 11 unique local national applications to support requirements for 17 countries, DoD Non-Appropriated Fund (NAF) employees, and National Guard (NG) employees. Other applications developed by CPMS and incorporated into DCPDS including AutoRIF, used for reduction-in-force and the Customer Support Unit (CSU) application for standard reports and retrieval.

DCPDS is a multifunction, web-based civilian HR information management and transaction processing system. The system supports over 800,000 civilian employee records (appropriated fund, non-appropriated fund, National Guard, and local nationals), and 1.5 million position records. It is a global system supporting users in Asia, the Pacific, Europe and North America on a 24-hour, 7-day-a-week basis. Approximately 15% of users are located in Asia, Pacific, and Europe. DCPDS uses a Commercial Off-The-Shelf (COTS) product (Oracle HR), customized for the Federal and Defense environments, to provide personnel transaction processing using Oracle Federal HR.

The Department has established alternate HR management systems for several groups of employees: the National Security Personnel System (NSPS), the Defense Civilian Intelligence Personnel System (DCIPS) and one for the National Guard Performance Appraisal Application. These systems are currently under review and potential changes to DCPDS may be required after legislative and other decisions are finalized.

The core DCPDS COTS product (Oracle HR), customized for the Defense environments, provides personnel transaction processing using Oracle Federal HR. Significant customizations and usability enhancements were made to the COTS product to support NSPS, DCIPS, and NG performance appraisal applications. Other customizations support the DoD diverse work force, including appropriated fund, non-appropriated fund, local national and National Guard employees. Included in the appropriated fund category are General Schedule, 11 demonstration projects and alternate personnel systems. DCPDS supports numerous legislative Titles including Title 5, 10, 20, 28, 29, 32, 33, and 38. There are 11 modules customized to support 18 foreign countries that are multi-lingual and have multiple currencies. With over 500,000 process rules and 1.75M pay and benefit algorithm combinations, DCPDS sustains a complex set of personnel data that interfaces with the DoD payroll system. DCPDS also maintains over 40 other interfaces to external systems and databases.

DCPDS provides personnel transaction and employee information capability for DoD regional service centers (RSCs) and corporate information supports strategic decision-making to DoD management and leadership. The Corporate Management Information System (CMIS) provides consolidated information covering all DoD employee records on a single server. CMIS provides accessibility by DoD managers, with high accuracy of DCPDS corporate data enhanced through the use of a data warehouse, data marts, and information presented in readily understandable “dashboard” format. DCPDS interacts with other information systems by interfaces or direct data feeds, most importantly as the HR data interface with the Defense Civilian Pay System (DCPS). Over forty (40) interfaces are in use and others are under development. DCPDS provides civilian personnel management information down to the desktop of managers and supervisors, and offers self service capability related to the performance appraisal process and other data that can be accessed and updated by all DoD civilian employees. RSC servers provide DCPDS Component users access to process all region level personnel transactions. The RSC database is considered the primary database of record. The CSU servers are used by the Components as a data query tool. The CSU application is a web-based application that uses the read-only extract from the primary RSC database of record containing records of civilian employees. It is used by managers and personnel specialists, to view data about a specific employee or to run reports covering a group of employees. Contract support must provide system operation, maintenance, and sustainment, including applicable database administration, systems administration, and hardware operations, to support system usage via a distributed server network with customers able to access the system worldwide, 24 hours per day/seven days per week. This support must include the enterprise production; development, testing, and training; and Disaster Recovery (DR)/COOP servers, communications, and peripherals.

The system uses standard communication protocols over the Defense Information System Network (DISN), which is maintained by the Defense Information Systems Agency (DISA), and applications operating against distributed databases. The DISN supports communications: base-to-base, base-to-hub, and between RSCs and CSUs.

Currently, DCPDS operates on Hewlett Packard (HP) hardware platforms. The database and storage servers operate on Itanium based processors running HP-UNIX (HP-UX) and the application and administration servers operate on HP x86 servers running the Red Hat Enterprise Linux operating system. Leveraging x86 blades with a Linux OS for the application tier allows for increased performance opportunities. Based on changing program requirements, vendor options and evolving technologies, the DCPDS hardware and software architectures will change over time.

CPMS is responsible for operation of consolidated civilian human resources (HR) programs and services for the entire Department of Defense. CPMS is part of the Defense Human Resources Activity (DHRA), an Office of the Secretary of Defense field operating activity, under the direct control of the Under Secretary of Defense for Personnel and Readiness (USD (P&R)). The System Management and Program Administration Branch (SM&PA) Branch supports the program management efforts of the CPMS Director and the Chief, HR-BITS Division (the DCPDS Program Manager) by providing acquisition program management advice and assistance, and technical guidance on the operation, maintenance, and sustainment of DPCDS, including Contracting Officer’s Technical Representative (COTR) support for the DCPDS contract. System testing and requirements, and HR functional interface with DCPDS customers are the responsibilities of the System Testing and Requirements Branch. The SM&PA Branch provides management oversight and support for procurement, contract, information assurance (IA) and IA certification activities; exercises program management oversight of Contractors that support DCPDS; and coordinates the support relationships between CPMS, its customers, and contractors that support DCPDS. The Contracting Officer’s Representative (COR) resides in the CPMS Business Management Division (BMD).

The DCPDS program manager is responsible for directing DCPDS program efforts, including communications with Components and the DCPDS sustainment Contractor. For additional information on the general mission of CPMS, refer to the CPMS home page located at www.cpms.osd.mil. Through the resultant contract, CPMS intends to obtain Contractor support for the operation, sustainment, and maintenance; hosting services and transition of DCPDS. Additional work, related to HR future potential development and modification will be performed through separate task orders under the DCPDS contract. The Contractor must be prepared to support the latter requirement as well as the base contract. The Contractor must use the commercial best practices of the industry to perform work under the resulting contract.

DoD has centralized many of the HR automated functions into RSCs; the decentralized functions are performed in the CSUs; and each RSC supports multiple CSUs. DoD has a total of 19 RSCs, and over 300 CSUs (Attachment 1). There are 7 RSC and 7 CSU database servers (Attachment 2). There are 7 CSU databases because Components have centralized groups of CSUs into one database. Throughout this document, reference to Customer Support Unit will be shown as “CSU”; reference to the database or server will be shown as “CSU databases” and references to Regional Support Centers will be shown as “RSC”; reference to the database or server will be shown as “RSC databases”. With the implementation of Self Service, the number of DCPDS users has grown dramatically beyond the original target user population focused on HR specialists. As a result, there is a strong focus on the continued implementation of an enterprise-centric architecture to accommodate the increased system utilization and capacity requirements provided to employee users. General interest in DCPDS data has increased and is used by many offices throughout the Government, to include Congressional and legislative offices.

CPMS provides the services of DCPDS to other federal agencies and currently maintains support to two non-DoD customers. They are the Executive Office of the President (EOP), and the Broadcasting Board of Governors (BBG). The support for these two (2) non-DoD Components totals two (2) RSC databases and two (2) CSU databases. They are provided full coverage under this contract and are separately funded through agreements between CPMS and these external agencies. While currently not planned, at some point in the future additional non-DoD customers may be added to DCPDS.

1.2 Contract Scope

The Contractor shall provide and maintain a staff knowledgeable of the various CPMS systems, sustain the application software, and operate the DCPDS hardware environment to support DCPDS enterprise operations and seven DoD and two non-DoD regional databases, as well as the DCPDS development, testing, and training, and COOP environments. Currently, DoDEA’s DCPDS environment is located at the Enterprise Production Data Center. In the October 2011 timeframe, it is scheduled for DoDEA to be migrated to the DLA environment. Therefore, after the migration is completed there will be a total of six DoD regional databases.

The requirement is for the operation, maintenance, sustainment, hosting, and transition requirements for DCPDS and potential future development of enhancements to DCPDS, which includes worldwide support for DoD civilian employees. All contractor enterprise production data center, development testing and training operations, and the COOP site must take place within the contiguous continental United States. At a minimum, some level of program management and project management staff shall be located in the San Antonio, TX metropolitan area. There will be no government provided office or computer space. The CPMS Contract Administration and Functional Requirements staffs are located in the San Antonio, TX metropolitan area. The Functional Requirements team is the core Government team that interacts with the contractor on a daily basis to provide the system requirements, work with the Contractor staff, and perform daily testing of new development and patches. The contractor shall provide the primary skills, tools and resources to continue these operations, as well as provide support to develop, test, migrate and operate all aspects of the system. Major areas include: help desk, database and systems administration, application sustainment and maintenance, configuration management, technology refresh and information assurance. A transitioning out period will be needed should a follow-on requirement be issued. The incumbent contractor shall assist the Government in the orderly transition of the services described in this Performance Work Statement. This work shall include, but not be limited to: supporting the movement of hardware; providing a full account of all GFE and GFI; supporting the transfer of knowledge and information relating to DCPDS including such things as software and code, to the new contractor; and assisting the government in ensuring minimal downtime and continuity of operations during the transition. These areas are delineated in the following sections.

1.2.1 DCPDS Concept of Operations (CONOPS)

The following CONOPS description is provided to assist the Contractor in identifying the scope of its responsibilities as follows:

· Data flow describes the flow of information between servers and the various users.

· Sustainment of DCPDS describes the basic services and support to be provided by the Contractor as delineated in section 2.1.

· Program and project management describes the roles of the CPMS staff in the overall coordination and management of DCPDS.

1.2.2 Data Flow

DCPDS exists at three discrete levels:

· Corporate Management Information System(CMIS), Reduced Sign On (RSO), EXITS External Interface Transfer System (EXITS), testing and training/demonstration database servers residing at the Contractor-provided datasites;

· RSC Servers (Attachment 2); and

· CSU Servers (Attachment 2) Users access the RSC servers to accomplish all transaction-level processing. Information from RSC servers is downloaded nightly to each CSU within the RSC. Users normally use the CSUs for running queries and reports. RSC and CSU personnel staffs may run queries and reports against the RSC server.

In addition, transactions from the RSC servers flow to the CMIS database on a continuous basis. The CMIS Extract Translate Load (ETL) process moves data between the CMIS staging area, the data warehouse, and six (6) additional data marts, each of which may be accessed by one or more metadata layers. The Contractor will be responsible for maintaining the code that supports the ETL process.

Wide Area Network (WAN) connections are provided through the Defense Information Systems Agency (DISA) DISN. Local Area Networks (LAN) are provided for each CSU and RSC and are the responsibility of the Components and other Federal Agencies. Connections from the Contractor’s hubs to the Non-Classified Internet Protocol Router Network (NIPRNET) are jointly arranged between CPMS and DISA, and are at Government expense.

2.1 Operations, Sustainment, and Maintenance of DCPDS

CPMS is responsible for DoD business activities (policy and functional support) and program management for DCPDS. CPMS will provide required coordination with Components and/or other Federal Agencies that use or may use DCPDS. The Government is responsible for GFE hardware, software warranties, software licenses, maintenance costs, and has primary responsibility for the forecasting of life cycle replacements, with the assistance of the Contractor and the DCPDS Asset Management System. Based on changing program requirements, vendor options, and evolving technologies, the DCPDS hardware and software architectures will change over time. The Contractor is responsible for maintaining the Asset Management System and working with the Government team to ensure the accuracy of this system.

The Contractor shall provide all personnel, material, and resources, except as otherwise set forth in this PWS, for the operation, maintenance, and sustainment of DCPDS. In performance of the tasks described below, the Contractor shall adhere to all applicable Federal and DoD IT architectures, guidelines, and standards, as referenced in the published DoD instructional guidance as found at HTTP://www.dtic.mil/whs/directives/.

· Help Desk Support. The Contractor shall provide 24-hour by 7-day (24 x 7) technical help desk support for DCPDS.

· Systems Administration Support. Systems administration consists of daily operations, maintenance, outage and problem response, systems performance, user access building user IDs, user information, and security of DCPDS.

· Application Sustainment and Maintenance. This service includes the activities associated with maintaining the functionality and proper configuration of DCPDS.

· Database Administration Support. Database administration activities consist of data integrity maintenance, data backup and recovery, configuration management, database performance tuning, physical and logical database support, and support for database changes and upgrades.

· System Engineering and Technology Refresh. The Contractor will provide technical guidance and planning support for these activities. The Contractor shall be required to serve as the technical and engineering expert for the total system, including future enhancements and technology refresh. CPMS will look to the Contractor as its technical advisor on the system, to include review of required configuration or equipment changes and to recommend needed technology changes during the life of the contract.

· Information Assurance Officer (IAO). The Contractor is required to establish an Information Assurance (IA) unit headed by a certified IAO as described in section 2.1.15.

· Configuration Management (CM). A prime area of emphasis across the operations, sustainment and maintenance of DCPDS has been rigorous Configuration Management (CM) processes. DCPDS requires a disciplined CM process because of the dynamic nature and complexity of the software development and patch process, including fielding repairs to problem reports, adding new and routine system changes, and normal software maintenance. The CM support processes used to operate, maintain, and sustain DCPDS focus on process improvement, resulting in actions taken, by both CPMS and the Contractor, to continuously improve the CM process. The CM processes are based on:

· Addressing systemic causes, not the symptoms, through root cause analysis;

· Minimizing latent defects through developmental peer reviews;

· Ensuring correct and timely distribution of patches by isolation of production patch files and automated control of the patch windows;

· Continuing improvements of pre-application review checklists and hosting meetings to discuss unique situations or deviations for a particular patch (e.g. communications outages, power outages);

· Initiating process changes in code audits to ensure baseline compliance;

· Using Government furnished SerenaTM Version ManagerTM tool header and file naming convention to improve identification; and

· Increasing depth of review of Oracle patches, including comparison of the data before and after the application of patches.

All the points, immediately above, cite the DCPDS process improvements that have been implemented and have resulted in a steady decrease in DCPDS problem reports. The Contractor is required to continue this rigor in CM processes. To ensure standard processes are applied, the Contractor shall have Software Engineering Institute Capability Maturity Model Level 3 rating or better. This rating shall be maintained throughout the life of the contract.

There are four (4) DoD and one (1) non-DoD Components that have moved their DCPDS operations to the current (incumbent Contractor) enterprise production data center; the contractor is required to continue to host and support these Components, as follows:

DoD Components

- Defense Finance and Accounting Service (DFAS) – Production systems

- Defense Logistics Agency (DLA) – Production and Training systems

- National Guard (NG) – Production and Business Objects systems

- Department of Defense Education Activity (DoDEA) Non-DoD Components

- Broadcasting Board of Governors (BBG) – Production systems There is a possibility that in the future other DoD and Non-DoD DCPDS Components may move their DCPDS production environments to the Contractor’s Enterprise Production Data Center, reference section 4.1.2.

2.1.1 Oracle Software

This PWS has been prepared with the most current information available to CPMS. Note that Oracle Corporation maintains a regular patch cycle, which includes security patches, and this process cannot stop while this solicitation is in progress. The DCPDS application software was updated in May 2011 to Oracle Release 12. The DCPDS relational database management system (RDBMS) software was updated to Oracle 11g in September 2011. The Government shall provide clear documentation on the exact status of patching when the program transition occurs. Although not anticipated, critical hardware configuration changes may need to be made in the interest of the continued operation of DCPDS.

2.1.2 Help Desk Support

The Contractor shall provide a report of certification of Help Desk production capability not later than 30 days after contract award and annually thereafter. (Reference Attachment 16, report number 16.2). Three levels of help desk support must be maintained for DCPDS users.

· Level 1. Component-Level Help Desk.

If a user encounters a problem, there are two tiers of immediate support provided by the Government as follows:

Tier 1A is DoD Component and non-DoD Agency local-level or desk-side support. This service is the first point of contact for users and provides the first opportunity to address a problem, regardless of the technology or nature of the problem. This support is provided at the CSU and/or RSC by Component staff.

Tier 1B support occurs at the DoD Component and non-DoD Agency level by a Component support desk. Any issues or problems that cannot be solved by Tier 1A staffs are escalated to Component staff for resolution. A trouble ticket is created for tracking purposes. Trouble ticket reporting is done only from this tier level. Reporting is done only after the problem is researched, documented, and confirmed. Due to RSC/CSU size or approach, some Components only provide Tier 1B help desk support. Should a problem or issue be “irresolvable” through the Component/customer Level 1 help desk, the problem will be escalated by the Tier 1B Component support personnel to the Level 2 Contractor help desk.

· Level 2. Contractor Help Desk (staffed and equipped by the Contractor at the Contractor location). The Contractor Level 2 help desk will be operational 24 hours per day, 7 days per week, 365 days per year. The Contractor shall track all Level 2 help desk calls until the problems are resolved. The Contractor shall enter all calls, including those resolved by Level 2 help desk personnel into a trouble tracking system maintained by the Contractor. All hardware problems on Component DCPDS GFE and not located at the Contractor’s data center, are dispatched to the Component help desk staff for dispatch and resolution, with notification to CPMS technical staff. All HR policy and procedure questions are escalated to CPMS system development team. All calls and written responses will be in English. The Contractor shall staff the Level 2 help desk with individuals knowledgeable of the HP Itanium and x86 processors and HP-UX and Red Hat Linux operating system environments, Oracle Data Base Management System (DBMS), the currently implemented version of the Oracle HR COTS software, and any other software used in conjunction with DCPDS. Responses will be responsive, timely, and accurate, and will be provided in clear and effective English.

· Level 3. Dispatch and Tracking of Third Party Support or Contractor Experts (staffed and equipped by the Contractor at the Contractor location). The Contractor shall enter all calls, including those resolved by Level 2 help desk personnel, into a tracking system, maintained by the Contractor. All calls and written responses will be in the English language. Should a problem arise that cannot be resolved by the Level 2 help desk, the Contractor remains ultimately responsible for the resolution of that problem. The Contractor is responsible for escalating problems to other third parties, such as Oracle, or HP, as required. If necessary, the Contractor is responsible for providing the expertise internally. When the problem is based on Component GFE, the Contractor must refer the problem back to the owning Component through CPMS technical staff, or notify CPMS directly, as appropriate. Service level expectations are suspended on that RSC server until the Component resolves the problem. If the problem is with DCPDS GFE, the Contractor shall track the problem and report its status and resolution to CPMS.

The Contractor shall provide several help desk reports on a weekly, bi-weekly, and quarterly basis. These reports shall consist of calls received and tracked at the help desk, analysis of common causes and problems, capacity constraints, requirements for preventive maintenance and upgrades, trend analysis, user training deficiencies, and other common issues. These reports shall be provided to the COTR. Reports may be in electronic format. Should any unique software be necessary to read or evaluate the report, the Contractor shall provide the software to the COTR at no additional cost to the Government. Below is a list of reports that the Contractor shall provide to COTR:

Quarterly Reports

· Help Desk Statistics by Monthly Activity (Reference Attachment 16, report number 16.15)

· Help Desk Call Tree Reports by Monthly Activity (Reference Attachment 16, report number 16.16) Bi-Weekly Reports

· Help Desk Ownership Reports (Reference Attachment 16, report number 16.27) Weekly Reports

· Help Desk Oracle Service Request Status Reports (Reference Attachment 16, report number 16.29)

· Help Desk Reports of 14-Day Production Defect Tickets (Reference Attachment 16, report number 16.30)

· Help Desk Reports of 14-Day Test Director Tickets (Reference Attachment 16, report number 16.31) The Contractor shall provide and maintain a single, toll free worldwide phone number for all incoming help desk calls. The Contractor shall provide this toll free number at no additional cost to the Government. The Contractor help desk tracking system shall be able to report such calls with differentiation of the purpose of the call. Normally, this will allow the report to indicate the number of calls received, excluding callbacks or Contractor staff use of the system.

The Contractor help desk is not normally expected to speak with an end-user, unless a specific problem requires user input. All incoming help desk calls normally come from CPMS, or the Component help desk. CPMS will provide a list of authorized personnel who may contact the Contractor help desk; only calls from authorized individuals will be accepted. Other calls are to be referred to the Component’s Tier 1B help desk. When the Contractor help desk needs additional information, it contacts the Component Tier 1B help desk.

2.1.3 Database Administration

The Contractor shall provide database administration for all production, development, testing, and training databases including but not limited to Component RSC and CSU databases, as well as the CMIS, Reduced Sign-On (RSO), and EXITS databases located in the Contractor’s enterprise production data center. The Contractor shall also provide database administration support during COOP exercises and during an actual Disaster Recovery event. Database administrators are provided by the Contractor. A list of all DCPDS databases to be administered by the Contractor is at Attachment 18.

Database administration includes all physical and logical data management (such as daily monitoring and correction of errors that fall out at the CMIS level). Database administration activities include, at a minimum, data integrity maintenance, data backup and recovery, configuration management, database performance tuning, physical and logical database support, and support for database changes and upgrades. Database administration also includes proactive identification of potential issues as well as reacting to and correcting DBMS-related outages or other reductions in service.

Personal Computer (PC) and LAN databases supporting DCPDS users will be maintained by the Government and are outside the scope of the contract.

2.1.4 Systems Administration Duties

Systems administration consists of daily (24 hours/day x 7 days/week/ x 365 days/year to include federal holidays) operations, maintenance, systems performance, user access, building user IDs, user information, application administration, Business Objects, Reduced Sign-On (RSO), system printer administration, and security of DCPDS (Attachment 3). This includes loading backup and other tapes, assisting in system audits, tuning of the system, managing the operating system for optimum computing performance, and performing other daily operational tasks. Systems administration also includes reacting to and correcting system outages or service degradations. Problems with any service degradation issues related to hardware, operating system, networks, and any other system software tools remain a system administration oversight responsibility until the problem is corrected.

The majority of the Systems Administrator (SA) functions can be performed centrally. However, at least one DCPDS SA shall be co-located with each of the following: the Army RSC, currently at Rock Island, IL, Air Force RSC at Randolph AFB, TX, and Navy’s consolidated operations center at the Washington Navy Yard in Washington, DC. In addition, a systems administrator shall be required to support other Washington DC area regional operations onsite at CPMS Headquarters, Arlington, VA.

Systems administration includes the following functions:

· Data backup and offsite storage must include nightly incremental backup of each CMIS, RSC, CSU, EXITS, and RSO server, with full volume backups performed each week. Data is then sent offsite to be used in the event of a disaster or data recovery.

· Continuity of Operations Plan (COOP) and disaster recovery planning and exercises must include support for the Component’s restoration activities for RSC and CSU servers at the time of disaster. COOP support for RSC and CSU servers may require the Contractor to provide support at an alternate location or immediate coverage for a systems administrator who is incapacitated. The Contractor may be required to provide a current ignite tape for some COOP efforts. For the CMIS, EXITS, and RSO databases, it includes all strategy development, hot-site fees, planning, and execution support for recovery. Recovery shall begin within 24 hours and be completed within five calendar days. COOP planning and exercises must include those Component DCPDS instances that are being hosted at the Contractor’s production data center.

· The CMIS, EXITS, RSO, Components servers and all supporting equipment that are co-located with CMIS, EXITS and RSO shall be COOP tested at least annually with CPMS involvement. The COOP site must be capable of supporting Reduced Sign-On (RSO), Regional Service Center (RSC), Customer Support Unit (CSU), External Interface Transfer System (EXITS), and Corporate Management Information System (CMIS) operations for at least 6 weeks with equipment and network equivalent to DCPDS production.

· Tape library management must include the storage and management of tapes, disks, and other magnetic media. Media storage will occur at the RSCs, Contractor location(s), and third-party offsite storage locations no closer than 5 miles from the enterprise production data center, development, testing and training site, or the COOP site. Media storage will be maintained in accordance with DIACAP requirements. The Contractor shall be responsible for administering the locations of such storage.

· Electronic data interchange within DoD or with external Government agencies must include receiving data and loading it into the system and exporting data and sending it out to other Government agencies. Currently this involves flat files, but could include relational database transfers in the future. The existing flat files have set layouts that may be modified as necessary. These files are both outgoing and incoming.

· Production control must include scheduling, monitoring and ensuring successful completion of all batch and online transactions.

· Change control includes documenting, scheduling, testing and implementing all changes to the production environments, including hardware, software and network modifications. The Contractor will plan for roll back procedures for major modifications. This also includes the development, testing, and training environment.

· Capacity planning is an effort performed on a continuous basis. A systems review is conducted -by the Contractor on a monthly basis. (Reference Attachment 16, report number 16.24). This review highlights the CPU utilization, memory utilization, and DASD utilization for each CPMS and Component servers. The monthly review to CPMS will document situations where thresholds are exceeded in CPU, RAM, DASD, and/or communications utilizations. When thresholds are exceeded, the Contractor will provide recommended actions to correct the situation for the continued optimum operation of the system. The Contractor shall be involved in all capacity planning exercises that the Government sponsors related to DCPDS. Also, for future planning purposes the Contractor will provide a Life Cycle Replacement Plan (LCRP) for each Component environment, the enterprise production systems, the development, testing, and training systems, and the DR/COOP environment. The LCRP is provided on an annual basis, at a minimum, and on an as-needed basis for specific planned hardware upgrades (reference Attachment 16, report 16.9).