Statement of Work - Consulting Support - Draft.pdf

DRAFT Statement of Work (SOW)

1. Background The Defense Commissary Agency (DeCA) is responsible for providing a world-class grocery benefit to military personnel, retirees, and their families. To support this mission, DeCA seeks a qualified contractor to provide comprehensive consulting services. These services will assist DeCA in developing documents, conducting research, and providing expert advice to improve and modernize its operations.

2. Objectives The primary objectives of this contract are to:

2.1. Enhance operational efficiency and effectiveness.

2.2. Prepare for implementing performance-based contracts.

2.3. Improve facility management and maintenance.

2.4. Optimize equipment inventory and lifecycle management.

2.5. Strengthen quality assurance processes and procedures.

2.6. Provide strategic and data-driven recommendations.

3. Scope of Work The contractor shall provide consulting services in response to tasks issued by DeCA. The services include the following tasks:

3.1.Task 1: New Maintenance Packages Ready for Proposal

3.1.1. Facility Review and Risk Assessment:

3.1.1.1. Conduct a comprehensive review of DeCA’s facilities, including site visits, as necessary, and stakeholder interviews

3.1.1.2. Identify potential risks associated with implementing a performance-based contract, such as operational disruptions, cost overruns, and compliance issues.

3.1.1.3. Propose mitigations for identified risks, including

contingency plans and alternative strategies.

3.1.2. Performance-Based PWS and Solicitation Documents:

3.1.2.1. Develop a two (2) Performance Work Statement (PWS)

that clearly outlines the expectations, deliverables, and performance standards for the maintenance contract. The requirements are:

3.1.2.1.1. PWS 1 - Facility Maintenance for HVAC, refrigeration, and building maintenance

3.1.2.1.2. PWS 2 – Call Center

3.1.2.2. Create all related contract documents, performance metrics, quality assurance plan, and reporting requirements.

3.1.3. Maintenance Consulting:

3.1.3.1. Provide expert consulting services for facility, refrigeration, HVAC, and preventive and predictive maintenance strategies.

3.1.3.2. Recommend maintenance key performance indicators and any other contract provisions that are relevant and appropriate to meet DeCA’s requirements.

3.1.4. Independent Government Cost Estimate (IGCE):

3.1.4.1. Prepare a detailed IGCE for the proposed maintenance contract, including cost breakdowns for labor, materials, equipment, and overhead.

3.1.4.2. Ensure the IGCE is accurate and reflective of market conditions by conducting market research and benchmarking against similar contracts.

3.1.5. Quality Assurance Surveillance Plan (QASP):

3.1.5.1. Develop a QASP that outlines the methodology for

monitoring and evaluating contractor performance.

3.1.5.2. Include a comprehensive documentation plan that utilizes tools such as Go Spot Check and Contractor Performance Assessment Reporting System (CPARS).

3.1.6. Evaluation Factors Development:

3.1.6.1. Define evaluation factors for assessing contract proposals, including technical capability, past performance, and cost.

3.1.6.2. Ensure evaluation factors align with DeCA’s strategic objectives and are weighted appropriately.

3.1.7. Market Research:

3.1.7.1. Advise on and, as necessary and appropriate, conduct market research to identify potential vendors, assess their capabilities, and evaluate their pricing structures.

3.1.7.2. Provide a market research report that includes a vendor shortlist, market trends, and pricing analysis.

3.1.8. Contract Incentives:

3.1.8.1. Develop contract incentives that motivate high performance and continuous improvement, including Key Performance Indicators (KPIs) with specific targets and measurement methods.

3.1.8.2. Ensure incentives are aligned with performance goals and provide clear guidelines for earning and measuring them.

3.1.9. Quality Assurance (QA) Roles and Responsibilities:

3.1.9.1. Define QA roles and responsibilities for DeCA Engineering

& Store Operations, including specific tasks, reporting lines, and performance expectations.

3.1.9.2. Develop clear guidelines for QA activities.

3.1.10. Predictive Maintenance Implementation Plan:

3.1.10.1. Identify and develop an implementation plan for

incorporating predictive maintenance into the new contract, including technology requirements, training, and change management.

3.1.10.2. Ensure the plan includes necessary resources and training for DeCA personnel and contractors.

3.1.11. Data Requirements and System Recommendations:

3.1.11.1. Develop data requirements for tracking and reporting maintenance activities, including data fields, formats, and sources.

3.1.11.2. Provide system recommendations that support data

management, analysis, and reporting.

3.2.Task 2: Updated Master DeCA Equipment List

3.2.1. Equipment Inventory Plan:

3.2.1.1. The inventory shall include the following information:

3.2.1.1.1. Store location

3.2.1.1.2. Department location

3.2.1.1.3. Equipment name

3.2.1.1.4. Manufacturer

3.2.1.1.5. Manufacturer date

3.2.1.1.6. Model number

3.2.1.1.7. Serial number

3.2.1.1.8. Installation date

3.2.1.1.9. Warranty expiration date

3.2.1.1.10. Barcode label/asset number information

3.2.1.2. Develop a comprehensive plan for creating an updated master equipment list, including methodologies, timelines, and resource requirements.

3.2.1.3. Ensure the plan includes detailed instructions for

conducting the inventory, verifying data, and integrating with existing systems.

3.2.1.4. Develop warranty management plan.

3.2.2. Data Entry and System Integration:

3.2.2.1. Enter equipment inventory data into the designated system, ensuring accuracy and completeness.

3.2.2.2. Provide data validation checks and quality control

measures to maintain data integrity.

3.2.3. Equipment Labeling:

3.2.3.1. Implement a standardized labeling system for all

equipment, including label design, placement, and maintenance.

3.2.3.2. Ensure labels are durable, easily identifiable, and

compatible with inventory management systems.

3.3.Task 3: DeCA Engineering and Acquisitions Quality Assurance Improvements

3.3.1. Staffing Assessment:

3.3.1.1. Conduct a thorough assessment of staffing levels and competencies within DeCA Engineering and Acquisition departments.

3.3.1.2. Identify gaps in skills, knowledge, and capacity, and provide recommendations for addressing them through hiring, training, and process improvements.

3.3.2. Process Assessment:

3.3.2.1. Evaluate current processes within these departments, including workflow, decision-making, and communication.

3.3.2.2. Identify areas for improvement and provide detailed

recommendations, including process redesign, automation, and standardization.

3.3.3. Recommendations:

3.3.3.1. Develop a comprehensive report with recommendations for process improvements and staffing adjustments.

3.3.3.2. Include an implementation plan with timelines, resource requirements, and performance metrics.

3.4.Task 4: Create a DeCA Engineering Process and Procedure Manual

3.4.1. DeCA Facility Engineer Quality Assurance Guidebook:

3.4.1.1. Develop a comprehensive guidebook detailing processes and procedures for quality assurance in facility engineering.

3.4.1.2. Ensure the guidebook aligns with industry best practices, regulatory requirements, and DeCA’s specific needs.

3.4.1.3. Include step-by-step instructions, templates, checklists, and case studies to support practical application.

4. Detailed Reports and Documentation:

4.1. Comprehensive reports and supporting documents as specified in each task.

4.2. Ensure reports are clear, concise, and well-organized, with executive summaries, detailed findings, and actionable recommendations.

5. Bi - Weekly Progress Updates:

5.1. Regular progress updates and presentations to DeCA management, including status of ongoing work, issues encountered, and plans for resolution.

5.2. Provide updates on the task requirements.

6. Final Documents:

6.1. Final versions of all required documents in both electronic format (e.g., Microsoft Word, Excel, PDF) and, if necessary, in hard copy.

6.2. Ensure final deliverables are complete, accurate, and meet all specified requirements.

6.3. Include a final presentation to DeCA management to review key findings, recommendations, and next steps.

7. Government Furnished Equipment/Information (GFE/GFI) DeCA will provide necessary government-furnished equipment and information as specified in individual tasks. The contractor is responsible for the proper use and security of all GFE/GFI.

The contractor shall:

7.1. Request and Inventory: Submit requests for GFE/GFI as needed and maintain an inventory of all items provided.

7.2. Security and Maintenance: Ensure all GFE/GFI is securely stored and maintained in good condition. Report any loss, damage, or issues immediately to DeCA.

8. Security and Confidentiality: The contractor shall adhere to all DeCA security policies and procedures. The contractor must ensure that all personnel assigned to this contract have the appropriate security clearances and access permissions. The contractor shall:

8.1. Security Clearances: Obtain and maintain necessary security clearances for all personnel.

8.2. Data Protection: Implement measures to protect sensitive data and information, including encryption, access controls, and regular security audits.

9. Compliance with Federal Regulations The contractor shall comply with all applicable federal regulations, including the Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and DeCA-specific policies and procedures. The contractor is responsible for staying current with any changes to these regulations and ensuring compliance throughout the contract period.

10. Performance Standards: The contractor’s performance will be evaluated based on the following criteria:

10.1. Quality of Deliverables: Accuracy, completeness, and relevance of all reports, documents, and recommendations.

10.2. Timeliness: Adherence to the schedules and deadlines specified in each task.

10.3. Communication: Effectiveness of communication with DeCA personnel, including responsiveness and clarity.

10.4. Compliance: Adherence to all applicable regulations, policies, and procedures.

10.5. Innovation: Ability to provide innovative solutions and recommendations that enhance DeCA’s operations.

10.6. Quality Assurance: The contractor shall implement a robust quality assurance program to ensure the highest standards of performance.

10.7. Internal Reviews: Regular internal reviews of all deliverables to ensure quality and compliance with task requirements.

10.8. Continuous Improvement: Mechanisms for continuous improvement based on feedback from DeCA and lessons learned from previous tasks.

11. Key Personnel The contractor shall identify key personnel for this contract, including project managers, subject matter experts, and other critical roles. Resumes and qualifications of key personnel shall be provided, and any changes to key personnel shall be approved by DeCA. Key personnel shall include, but are not limited to:

11.1. Project Manager: Responsible for overall project management and coordination with DeCA.

11.2. Subject Matter Experts: Experts in relevant fields such as facility management, maintenance, and quality assurance.

11.3. Data Analysts: Specialists in data analysis and system integration.

11.4. QA/QC Specialists: Professionals with expertise in quality control and assurance processes and standards.

12. Reporting Requirements The contractor shall adhere to the following reporting requirements:

12.1. Bi-weekly/Monthly Meetings and Status Reports: Provide bi-weekly/monthly meeting and status reports detailing progress, issues, and plans for the next reporting period.

12.2. Final Reports: Submit final reports for each task, summarizing work performed, findings, and recommendations.

13. Health and Safety The contractor shall ensure that all work is performed in a safe and healthy manner, in accordance with applicable health and safety regulations. The contractor shall:

13.1. Develop a Health and Safety Plan: Create a comprehensive health and safety plan for all activities under this contract.

13.2. Conduct Safety Training: Provide regular safety training for all personnel.

13.3. Monitor Safety Compliance: Regularly monitor and enforce compliance with health and safety requirements.

14. Risk Management The contractor shall implement a risk management program to identify, assess, and mitigate risks associated with the performance of this contract. The program shall include:

14.1. Risk Assessment: Conduct regular risk assessments to identify potential risks.

14.2. Mitigation Strategies: Develop and implement strategies to mitigate identified risks.

14.3. Contingency Planning: Establish contingency plans to address potential issues and disruptions.

15. Innovation and Technology The contractor shall leverage innovative solutions and technologies to enhance the performance of this contract. This includes:

15.1. Data Analytics: Utilizing data analytics to improve decision-making and operational efficiency.

15.2. Predictive Maintenance: Implementing predictive maintenance technologies to optimize equipment performance and reduce downtime.

15.3. Digital Tools: Using digital tools and platforms to streamline processes and improve communication.

16. Communication and Collaboration The contractor shall maintain effective communication and collaboration with DeCA throughout the performance of this contract. This includes:

16.1. Open Communication Channels: Ensuring open communication channels for timely and effective information exchange.

16.2. Collaborative Approach: Adopting a collaborative approach to problem-solving and decision-making.

17. Deliverables For each task, the contractor shall provide the following deliverables:

Task Description Target Date

3.1 New Maintenance Package Ready for Proposal

3.1.1 Facility Review and Risk Assessment Friday, November 29, 2024

3.1.2 Performance-Based PWS and Solicitation Documents Friday, November 29, 2024

3.1.3 Maintenance Consulting Friday, November 29, 2024

3.1.4 Independent Government Cost Estimate (IGCE) Friday, November 29, 2024

3.1.5 Quality Assurance Surveillance Plan (QASP) Friday, November 29, 2024

3.1.6 Evaluation Factors Development Friday, November 29, 2024

3.1.7 Market Research Friday, November 29, 2024

3.1.8 Contract Incentives Friday, November 29, 2024

3.1.9 QA Roles and Responsibilities Friday, November 29, 2024

3.1.10 Predictive Maintenance Implementation Plan Friday, November 29, 2024

3.1.11 Data Requirements and System Recommendations Friday, November 29, 2024

3.2 Updated Master DeCA Equipment List

3.2.1 Equipment Inventory Plan Friday, November 29, 2024

3.2.2 Data Entry and System Integration Friday, November 29, 2024

3.2.3 Equipment Labeling Friday, November 29, 2024

3.3 DeCA Engineering and Acquisitions Quality

Assurance Improvements

3.3.1 Staffing Assessment Friday, June 13, 2025

3.3.2 Process Assessment Friday, June 13, 2025

3.3.3 Recommendations Friday, June 13, 2025

3.4 Create Engineering Process and Procedure Manual

3.4.1 Facility Engineer Quality Assurance Guidebook Friday, September 12, 2025

5 Bi - Weekly Progress Updates

Bi-Weekly

6 Final Documents Final Documents – Tasks 3.1 and 3.2 Friday, November 29, 2024 Final Documents – Tasks 3.3 Friday, June 13, 2025 Final Documents – Tasks 3.4 Friday, September 12, 2025