Addendum 0001 Performance Work Statement 20201123.pdf

UNCLASSIFIED//FOR OFFICIAL USE ONLY

Acquisition Sensitive Information in accordance with FAR 2.1.1, and 3.104

Army Enterprise Staff Management System

(AESMS)

Enterprise Task Management Software Solution

(ETMS2)

Performance Work Statement (PWS)

Version 1.10

17 AugustNovember 23, 2020

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DOCUMENT CHANGE HISTORY

Version Description of Change Author Date

1.0 Initial Document Mathew Conway 04/03/2020

PREPARATION AND APPROVAL

Prepared By:

Mathew Conway, Project Management Specialist 3 APR 2020

Approved By:

17 AUG23 NOV

G. W. Burnside II, Product Lead, Army Enterprise Staff Management System

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Table of Contents

1. Scope

2. Requirements

3. Period and Place of Performance

Period of Performance (PoP)

Place of Performance

Working Hours

Recognized Holidays

4. Required Services and Task Management

Functional and Technical Service Requirements

System Features

Data Entry

Tasking

Searches

Notification

Reporting

Help Functions

Software Configuration

Hosting

Government Provided Hosting

Contractor Provided Hosting

Database Management

Mobile Application

Technical Specifications

Functional Specifications

System Administration

System Capability

System Security, Access Restrictions, and Protection

Help Desk Support

Training

5. Security Requirements

Security Clearance Requirements

Physical Security

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Access Control Badges

Access to Facilities

Key Control

Antiterrorism (AT), Operations Security (OPSEC) and Information Assurance

(IA) 1918

AT Level I Training

AT Awareness Training for Contractor Personnel Traveling Overseas (If Applicable)

Access and General Protection/Security Policy and Procedures

Contractors Requiring Common Access Card (CAC)

Contractors That Do Not Require CAC, But Require Access to a DoD Facility or Installation

IWatch Training

Contractor Employees Who Require Access to Government Information Systems

OPSEC Standing Operating Procedure (SOP)/Plan

OPSEC Training

IA/Information Technology (IT) Training

IA/IT Certification

Handling or Access to Classified Information

Threat Awareness Reporting Program (TARP)

6. Administrative Requirements

Invoicing

Contractor Identification Requirements

Temporary Duty Travel

Travel Approval Requests

Processing Reimbursement for Travel

OCONUS Travel

Special Country Requirements For Overseas Performance

Europe Special Requirements

Korea Special Requirements

Japan Special Requirements

Southwest Asia (SWA) Special Requirements

Area/Theater Clearance

Contractors Authorized to Accompany the Force

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DFARS Clause 252.225-7043, Antiterrorism/Force Protection for Defense Contractors outside the U.S

7. Personnel

Personnel Management Plan

Personnel Skill Qualification and Requirements

Key Personnel

Contractor Personnel and Work Areas

Utilizing Electronic Mail

Standards of Conduct

Nondisclosure

Inherently Governmental Functions

Government Furnished Equipment (GFE) and Information

OCONUS Facilities

Contractor Manpower Reporting

8. Government Data Rights

9. Privacy Act

10. Contracting Officer Representative (COR)

11. Transition

Transition In

Transition Out

12. Government Furnished Materials/Facilities

13. Deliverables and Meetings

Contract Deliverables

Price Workbook (CDRL A001)

Post Award Conference / Periodic Progress Meetings (CDRL A002) 3433

Phase-In Plan (CDRL A003)

Program Management and Support Plan (CDRL A004)

Monthly Progress Reports (CDRL A005)

Quarterly In Progress Review (CDRL A006)

Technical Interchange Meeting (TIM) Agenda and Meeting Minutes

(CDRL A007)

Executive Level Project Status Brief (CDRL A008)

Software Data Recovery Plan (CDRL A009)

Help Desk Support Outline (CDRL A010)

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Army Enterprise Service Desk (AESD) Knowledge Articles (CDRL A011)

Quality Control Plan (CDRL A012)

OPSEC SOP/Plan (CDRL A013)

Installation Guide (CDRL A014)

System Administration Guide (CDRL A015)

Infrastructure Design (CDRL A016)

Deployment Readiness Assessment Report (CDRL A017)

Phase-Out Transition Plan (CDRL A018)

Customer Requirements Deliverables

Post Award Conference / Periodic Progress Meetings (CDRL B001) 3938

Periodic Status Reports (CDRL B002)

Periodic Status Meeting Agenda and Meeting Minutes (CDRL B003) 4039

Project Plan (CDRL B004)

Strategic Communication Plan (CDRL B005)

Training Plan (CDRL B006)

Executive Level Project Status Brief(CDRL B007)

14. Quality Assurance

Milestones

Performance Requirements Summary (PRS)

15. Applicable Publications, Regulations, Directives, Policies (Current Editions)

Appendix A General Reports .................................................................................... A-1

Appendix B Special Reports ..................................................................................... B-1

Appendix C Suspense Reports ................................................................................ C-1

Appendix D Workload Statistical Reports ................................................................ D-1

Appendix E Definitions ............................................................................................. E-1

Appendix F Acronyms .............................................................................................. F-1

List of Tables

Table 1 ETMS2 Training Milestones

Table 2 Performance Requirements Summary

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1. SCOPE

This Performance Work Statement (PWS) addresses the need for functional and technical support to meet the demands of the diverse and critical Department of Defense’s (DoD) services’ and agencies’ tasking processes. This solution must seamlessly and electronically exchange information with the Office of the Secretary of Defense (OSD) Correspondence and Task Management System (CATMS) and the predecessor solution, the Task Management Tool (TMT);

Throughout this document, the terms Agency and Agencies will be understood to represent the Department of Defense (DoD) organizations.

The Contractor shall provide the required personnel, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to deliver an Enterprise Task Management Software Solution (ETMS2) as a Software-as-a-Service (SaaS) offering and perform the planning, installation, configuration, deployment, accreditation support, training, adoption support, and sustainment as defined in this PWS, except for those items specified as Government- furnished property and services.

The Contractor shall comply with the appropriate Agencies-approved architectures, programs, standards, and guidelines, such as Defense Information Infrastructure (DII), Security Technical Implementation Guides (STIG), DII Common Operating Environment, Defense Information Systems Network, and Shared Data Environment.

This requirement shall cover all DoD agencies across the full spectrum of operations.

Each Agency will provide their specific requirements through PEO EIS, PD ES, PL

AESMS.

2. REQUIREMENTS

Agencies’ diverse lanes of effort produce multitudes of complex tasks and directives that originate and flow through the Agencies daily. The ability to assign, track, and manage a multitude of tasks, which have the potential to become new initiatives or congressional directives, increases operational requirements that propel the Agency staff to increase workflow to meet mission requirements.

The SaaS offering must be a Commercial-off-the-Shelf (COTS) staff action management solution, able to be rapidly deployed, which is interoperable with the OSDOSD’s CATMS solution. and existing instances of TMT. The staff action management solution will be used to provide a seamless fully electronic non -reputable tasking and tracking capability which will be used in day to day operations by the Agencies’ staff to perform staffing actions, process taskers internal and external to the HQDAeach Agency, and to interface with OSD CATMS and existing instances of TMT.

Agencies require an ETMS2, which allows management of a tracking and correspondence service and provides a managed service where the Contractor administers the application and database. The ETMS2 is necessary to provide the tools to allow for mission-essential work to be completed and communicated timely, securely, UNCLASSIFIED//FOR OFFICIAL USE ONLY and according to the proper delegation authority across the Non-classified Internet Protocol Router Network (NIPRNet) and the Secret Internet Protocol Router Network (SIPRNet).

3. PERIOD AND PLACE OF PERFORMANCE

PERIOD OF PERFORMANCE (POP)

The PoP for this contract shall consist of a twelve (12) month base ordering period with four (4) twelve (12) month option periods.

The PoP start for each customers’ requirements shall be defined individually. The POP finish will align with the end of each contract year.

PLACE OF PERFORMANCE

The work to be performed under this contract shall be conducted at various Agencies' facilities located in the Continental United States (CONUS) and Outside Continental United States (OCONUS) as dictated by each individual customers’ requirements. Any support to locations in foreign countries will abide under the standards from the Secretary of State and Status of Forces Agreements (SOFA) or the Technical Expert Status Accreditation/Analytical Support Accreditation (TESA/ASSA) annotated in 6.3.4. The number of personnel needed for each location’s software implementation and training will be defined in each customers’ requirements. After software implementation and training are complete, on-site full-time employee personnel requirements will be defined by the individual receiving organization and laid out in each customers’ requirements. Travel to the hosting environment may be required, at the direction of the Contracting Officer’s Representative (COR), to support the Contractor’s SaaS assessment and accreditation activities.

During implementation, remote work, telework and virtual/teleconference meetings with customers are authorized where feasible, and in accordance with each customer’s specific requirements.

After implementation, personnel providing on-site support may operate in a telework status where feasible and subject to the specific customer organization’s operating policies.

Should the Health Protection Condition (HPCON) or Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require or direct changes to the place of performance.

WORKING HOURS

The Contractor will provide support during the customer- designated, hours, not to exceed forty (40) hours per week, to accomplish the tasks outlined in this PWS including availability to PL AESMS during their core working hours as designated by PEO EIS. The Contractor will coordinate with each customer organization’s lead point of contact to determine and provide support during the local working hours and at other times when

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necessary. In the event of support for technical maintenance or service outages outside of core working hours, personnel will be on call to support such operations to restore ETMS2 services.

RECOGNIZED HOLIDAYS

Agencies observe the below listed Federal Holidays. Contractor personnel are not required to provide support on the U.S. Government (USG) holidays as follows:

When a holiday occurs on a Saturday, employees are normally granted the previous Friday as the holiday observance. When a holiday occurs on a Sunday, employees are normally granted the following Monday as the holiday.

New Year’s Day – January 1

Martin Luther King Day – 3rd Monday in January

President's Day – 3rd Monday in February

Memorial Day – Last Monday in May

Independence Day – July 4

Labor Day – First Monday in September

Columbus Day – 2nd Monday in October

Veterans Day – November 11

Thanksgiving Day – 4th Thursday in November

Christmas Day – December 25

4. REQUIRED SERVICES AND TASK MANAGEMENT

The Contractor shall provide a fully functioning, expandable task management software system that operates on the Government’s NIPRNet and SIPRNet enabling Agencies’ staff to communicate, respond to, and research historical tasks with maximum efficiency and accuracy. Moreover, the ETMS2 must operate within an environment that will facilitate workflows of headquarters and subordinate unit staff to help enable a more streamlined and standardized tasking procedure with increased transparency, visibility, and accountability. The Contractor shall work with each customer to refine command standard operational procedures to streamline the tasking processes. The SaaS offering must be scalable and flexible while leveraging the existing enterprise information technology system infrastructure and providing seamless integration to Microsoft (MS) Windows 10, MS SharePoint (MSSP) compatible servers, and MS Office Suite. The SaaS offering must be capable of being accessed via common internet browsers including but not limited to MS Internet Explorer, Mozilla Firefox and Google Chrome.

Additionally, the SaaS offering must be capable of being accessed via government approved mobile devices such as cellphones and tablets via a mobile application.

The ETMS2 must provide an intuitive user experience that reduces or eliminates the need for training. End users should be able to familiarize themselves with the ETMS2 using online training tools. Upon request, the Contractor shall provide Staff Action Training Sessions as defined in the individual customer requirements document ensuring new personnel can proficiently and effectively fulfill assigned task management duties.

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Training options can be conducted on-site using group sessions, one-on-one over the shoulder/deskside, Train the Trainer and/or computer-based.

Note: Training requirements will not exceed current operational tempo and expectations of the current task management solution.

The Contractor shall maintain the ETMS2 and related software components and database(s) and provide application administration and Tier 3 help desk support. The Contractor shall work with the Government hosting facility to coordinate any required system administration tasks in the operating environment.

The Contractor shall, at the Government’s discretion, migrate or migrate and upgrade existing instances (NIPR & SIPR) of task management related data from the current hosting environment to a Government-owned or Government-contracted hosting environment with minimal disruption of service to users. The migration of data will not include the physical transport of data. The physical transport of data will be managed by Government personnel.

The services and functions to which the Contractor shall fulfill are further defined below:

FUNCTIONAL AND TECHNICAL SERVICE REQUIREMENTS

The Contractor shall evaluate finalized requirements from Agencies regarding transition planning, and implementation for the ETMS2.

The Contractor shall perform services to support the deployment and/or installation and configuration of a standard task management SaaS offering with the following initial capabilities:

SYSTEM FEATURES

The Contractor shall provide SaaS that allows for effective and efficient tracking management to include monitoring and controlling correspondence, staff taskers, and records through the employment of various functions resident in the system. At Initial Operating Capability (IOC), the ETMS2 shall seamlessly interface with Office of the Secretary of Defense (OSD) Correspondence and Task Management System (OSD’s CATMS), existing instances of TMT, and other instances of the ETMS2. The SaaS offering must provide the ability to communicate, exchange and transmit data and documents, etc. via interorganizational connections between instances of CATMS, TMT and ETMS2 higher departments or commands, to their subordinate departments and commands, and to lateral organizations without loss of data or originating tracking information/identification number. Individual customers will stipulate which interorganizational connections will be required for their instance of ETMS2. The SaaS offering must include a lower to higher echelon correspondence approval process to allow paperless processing of awards, requests, information papers, etc. These requirements are not all-inclusive; specific technical requirements for information technology systems engineering or development are not addressed.

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DATA ENTRY

The Contractor shall provide an ETMS2 with the capability to add, update, delete, and view records that are put into the database through a web-based portal or user site. This includes:

The ETMS2 to control (and related action information), task assignment, status, file, notification, and completion of information for correspondence and action items.

The SaaS offering shall ensure the updating of data elements is controlled through user profiles (action officer or super user) access levels assigned by the organizational administrator.

This SaaS offering shall provide the capability for the system to control the update of data elements to specified users within the area of task origination and protect the data from unauthorized updates by subsequent users receiving the tasked item.

The SaaS offering shall provide super users the capability to delete records from the active system file structure and automatically create an archive record in the database and retain the record in accordance with applicable records management regulations and policies.

The SaaS offering shall provide the application administrator the ability to retrieve or restore a deleted record from the archived database should the need arise.

The SaaS offering shall provide user access to data files that are controlled through individual or organizational (group) profiles.

The SaaS offering shall provide the capability to modify records and data elements specifically identified in the individual user profile.

The SaaS offering shall provide a version control capability which tracks document changes to the user and group levels to meet auditing requirements and to identify areas which are not performing adequately.

The SaaS offering shall allow for the creation of individual and group profiles to minimize administrative load to support and sustain user accounts.

The SaaS offering shall allow for the electronic / digital signing of documents within the environment

TASKING

The Contractor shall provide a SaaS offering for task correspondence and action items to the various levels throughout the chain of command, in a hierarchical fashion from the top of the Agencies to the bottom. The system shall:

Provide the minimum number of screens or keystrokes required to enter task information and control document routing.

Provide the minimum number of screens or keystrokes required for General Officers, Department Heads, and Senior Executive Staff members to conduct final review and approvals and/or apply digital signatures.

Provide users the capability to assign a control item to one or more tasker’s agencies/offices to generate a response.

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Provide the capability to assign individuals, groups, and organizations taskers regarding correspondences through defined workflows.

Provide users the capability to generate a Task Control Document for each tasked item either in a batch mode or automatically by the system upon assignment of the tasked item.

Provide the capability to generate and queued batch printing of Task Control Documents to be printed one at a time, all at once, or not at all at the user’s discretion.

Provide a single standard format to be used for all Task Control Documents generated by all Agencies within the proposed system, the specific parts of the tasker format shall reflect:

o The identification of the Agencies office initiating the tasker o The type of correspondence being tasked o The priority of the response o A banner or header appropriately reflecting the type of action

Provide the capability for specific directions and tasking information to be displayed on the tasker and that this information will change appropriately in accordance with the type of action being tasked.

Provide the capability to operate in a MS Windows based operating environment.

Provide the capability to test that the online printer for use is set up the appropriate font set, is online, and ready for input, etc., so that the printer setups are handled in a manner that is transparent to the user.

Provide the capability that the system will allow for printer setup files for default and optional printers.

Provide the capability to produce a list of actions that have been tasked to a user and delineates those which have not been acknowledged by recipients and are displayed through the user’s inbox and outbox.

Provide a framework for responding to task and process management challenges, such as personnel evaluations, congressional inquiries, logistics processes, requests for information, and management of Agencies awards and decorations process.

Provide an easy to use form-based interface that allows all relevant tasker information and responses to be captured.

Provide (install and configure) an awards and decorations module for use on NIPRNet, which will allow tasking workflows to exist with unlimited users operating within one single task.

Provide the capability to create subtasks with separate suspense dates within the context of the original task.

Provide collaboration capability within the task management environment leveraging the MS Office Suite, including MS Outlook.

Provide suspense dates of accepted tasks, which automatically populate to the users’ Outlook calendars.

Provide managerial interfaces (dashboards) which is separate from that of action officers. This dashboard shall provide task searches, tracking and organization which, will provide management the ability to see current and completed tasks, in

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order to monitor work of action officers and collaborate directly with them if required.

Provide a managerial interface capability to provide metrics on task completion, workload, and work distribution.

Provide users the capability to leverage privacy and security settings to tasks containing sensitive information.

Provide the capability to seamlessly leverage the Global Address List (GAL) to assign tasks and conduct user and organizational searches.

Provide the capability to customize the users’ interface with dropdown menus, entry fields, and selection tabs in order to ensure an intuitive user experience for action officers and managerial users. Task lists, collaborative discussion, and metrics must be exportable to MS Excel, MS Word, and MS PowerPoint.

Provide the capability which has an "out of the box" approval tool, which allows managers to review products from action officers, make corrections, and formally approve, disapprove, concur, non-concur, or make recommendations prior to continuation of workflow.

Provide users the capability to manage documentation pertinent to their work activities.

Provide users the capability to attach preexisting documents, scan documents, and import templates to their work items to include MS Office and Adobe documents.

Ensures the SaaS provided has the capability to auto-generate notifications to the tasking organization, Staff Action Control Office/Officer (SACO), or Congressional Action Control Officer (CACO) for document changes (e.g., extension of suspense date, change in priority or status, or other modifications to a tasking or document package).

Provide a delegation tree which shows all personnel working on the staff action, to include assignment, timeline, and status of the tasker.

Provide the capability to customize tasker assignment and routings; no one size fits all solution.

Provide the capability to have transparency and metrics of workflow bottlenecks, workload comparison, and efficient accountability for staff processes.

Provide the capability to manage and track multiple correspondence types through standard operational procedures.

Provide users the capability to take action on correspondence through a tailored user friendly interface.

Provide users the capability to review/update/edit content on assigned correspondence.

SEARCHES

The solution provided by the Contractor shall provide a SaaS offering which has a search capability and is capable of executing search inquiries by task, user, keyword, subject, and other fields relevant to any given task instance. The solution provided shall also provide the capability to:

Perform several kinds of searches on data.

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Allow the user to search from many elements within the Master Control Screen.

Perform searches on selected search criteria by entering partial or full search values as well as ranges of values where applicable.

Use wildcard characters to enhance search capabilities.

Display search results in the order of relevance to the search parameters and in the format of a listing containing a single line data for each item located in the search from which the user can select the item to be reviewed in full screen display.

Include the base tasking document and any associated attachments.

Restrict other users from viewing sensitive data (Personally Identifiable Information (PII), Personal Health Information (PHI) that may be tracked in the system.

Have an inquiry restriction listed in the “Viewable by” screen which will restrict access to users not listed on the screen.

Set and remove inquiry restriction by the user who originally set the restriction.

Support user selectable-search columns on the Master Control and Search screens for data of the users’ profile and that access has been granted.

Provide access to correspondences based on the assigned individual, group and/or organization as well as their designated roll in the system.

Automatically log each action completed in a comprehensive audit history for each correspondence.

NOTIFICATION

The system provided by the Contractor shall allow the users the capability to issue and receive notifications, and shall provide as a minimum:

The capability for users to issue an electronic notification to other users who have been tasked with action items or are the intended recipients to receive informational copies of correspondence or control items.

Through the notification capability, users will be notified of status and completion dates for taskers they initiated, are intended for the action officer, or tracking purposes.

The capability for the system to issue an electronic notification to be made to a designated agency point of contact or to a designated point of entry into an agency.

The recipient or point of entry for an agency may be an individual, role, or a valid group ID used by select members of the organization.

The capability for all users of the Enterprise Email system to be eligible to receive electronic notification of taskers.

The capability for the system to provide automatic electronic notifications of tasked items to recipients through the use of Enterprise Email.

The capability that after notification has been received, recipients may review a list of tasks assigned to them as well as the actual Control Document and related information about the action and any documents associated with the action.

The capability for items assigned at the Action Officer (AO) level, the system automatically generates an assignment status indicating that the AO has received

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the action, and the status is displayed on the status screen employed by the tasking officials wishing to verify notification.

The capability that after reviewing tasked items, recipients may send comments back to the tasking official to the effect that the task has either been tasked appropriately and is being worked or should be reconsidered for tasking elsewhere.

The capability to provide notifications of taskers when they are received, reviewed, and responded via a user’s MS Outlook.

The capability to provide notifications of new tasks to users, which must transmit to user inboxes via MS Outlook.

The capability to provide notification to the task originator when the action officer completes a task milestone.

Transmit and record email notifications that new taskers have been assigned to a tasked individual, group, and/or organization

REPORTING

The system provided by the Contractor shall allow for the capability to conduct standard, customized, or ad hoc query searches and reports which are exportable to all MS applications and Adobe’s Portable Document Format (PDF). The system shall produce a variety of reports and query printouts, which assist in the efficient management and control of correspondence, documents, and taskers. The reports shall provide the following:

The capability that all reports be printable on standard 8 ½ x 11 inch paper.

The reports to be generated and written to:

o A print queue for hard copy printing;

o A file for storage;

o A display device for immediate viewing, i.e., the user’s screen of the personal computer and o Emailing to users within Enterprise Email GAL.

Reporting capabilities that have dashboards that provide key insight into the Agencies’ tasker health that highlights overdue and critical taskers that need attention.

Reporting capabilities that allow ad hoc reporting that is provided out-of-the-box, and can be generated into Excel documents, or presented in custom views, highlighting the status of a tasker, organizations involved, and key decision points.

Provide comprehensive reporting capabilities to support mission needs. Provide General reports for the Executive Communications and Control, Office of the Joint Defense Affairs, Staff Action Control Officer, and Congressional Action Control Officer. These reports shall meet the parameters outlined in Appendix A

Special Reports for Office of the Chief Legislative Liaison and Army Audit Agency.

These reports shall meet the parameters outlined in Appendix B.

Suspense reports for super users, which allows creation of multiple suspense reports. The suspense reports shall provide basic information about taskers that are open or overdue.

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Suspense reports should have the capability to be produced for the whole organization, for individual action officers, or a given tasking official.

Suspense reports shall have the capability to be sorted by control number, suspense date, or action officer. For each suspense report, the user may choose to produce the report using one of the criteria outline in Appendix C.

The capability to create statistical workload reporting, which allows users to create reports that assist in analyzing assigned workloads. Drawing on collected data allows the capability to create Task Control Document(s), suspense reports sorted in several ways, and monthly workload statistics reports for each organization.

Workload statistical reports shall allow the users to produce the reports using the criteria contained in Appendix D.

Provide administrative and management reports which report all data stored in the database administered and managed by the Contractor to include user lists, unique items, keyword, and open daily.

Provide custom reports based on ad hoc queries or a combination of standard data elements configured for special reporting requirements. Custom reports shall be limited to super Users, organization administrators, and system administrators.

HELP FUNCTIONS

The system provided by the Contractor shall allow for an online help tutorial about the functions and features comprising the proposed system. The online help shall provide quick, accurate, and easy to understand information concerning how to use the system from the user’s perspective. The online help shall provide information to the user that is unfamiliar with procedures such as how to work an action item using the ETMS2.

SOFTWARE CONFIGURATION

The Contractor shall provide the expertise to ensure the solution can execute complex configuration requirements necessary to overlay task management software over manual processes within each Agency and its subordinate organizations.

HOSTING

The Contractor proposed SaaS solution shall include methodology for centralized hosting of their ETMS2 and may include Government or Contractor provided hosting options.

Hosting solutions shall be in conformance with the following.:

Under either scenario, the Contractor will be responsible for managing the application and database instance, to include Information Assurance Vulnerability Alert (IAVA) patch management, addressing STIG requirements, maintenance, upgrades, service management, and service improvements at the application levels. The Government hosting or Government contracted hosting facility will manage the network, storage, and computing infrastructure to include the hypervisor and operating system. The environment for the ETMS2 will be hosted on the Government-owned or Government contracted servers (NIPR and SIPR) at the Government’s discretion.

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GOVERNMENT PROVIDED HOSTING

If Government provided hosting is chosen by the Contractor providing the solution their SaaS offering shall be deployed on both NIPR and SIPR networks within a Government hosting facility, a Government cloud environment, or commercial cloud environment at the Government’s discretion. Within a Government provided hosting solution, the Contractor will not manage or control the underlying infrastructure including network, servers, operating systems, or storage, but will have control over the deployed applications and possibly configuration settings for the application-hosting environment.

At initial deployment of the solution the NIPR and SIPR environments will be hosted within the Acquisition, Logistics and Technology Enterprise Systems and Services (ALTESS) data center.

CONTRACTOR PROVIDED HOSTING

If contractor provided hosting is chosen by the Contractor providing the solution, their SaaS offering shall be deployed within a both NIPR and SIPR cloud environments that is certified to Impact Level (IL)5 and IL6 standards. The Contractor will manage all aspects of the cloud environment to ensure minimal disruption including the deployed applications and configuration settings for the application-hosting environment. If contractor provided hosting is proposed as part of the ETMS2 solution the connection must be routed via a Government Cloud Access Point.

DATABASE MANAGEMENT

The Contractor shall provide database management of the delivered solution:

The Contractor shall manage and ensure the system has data inputs into the system for both classified and unclassified databases.

The system shall have status, completion, and file reference information maintained.

Information input into the system and database shall be input by different users whose access is controlled by a User Profile.

Allows pertinent data that may be transferred from another control system’s database.

Allows the system to pull from the database a variety of reports and query printouts, which assist in the efficient management, and control of correspondence, documents, and actions.

Where possible tasking and document management formats will be replicated in a classified management system to increase standardization and maximize user accessibility and familiarity.

Provides a system comprised of one centralized database containing data from all organizations participating in the system.

Provide and manage a database which houses data pertaining to correspondence control, staff action, and data regarding physical records.

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The specific data elements comprising the database shall meet the Agencies’ standard data dictionary and follow Agencies’ standards for element naming conventions.

Provides and manages a database that is structured in such a manner as to reflect the various level of the Agencies’ chain of command from the highest level to the organization, division, branch, and the lowest level, the action officer.

Provides and manages the database to ensure that data integrity is maintained and enforced at each level, as items are tasked up and down the chain of command without causing unnecessary duplication of data.

Provides and manages the database to ensure that reference integrity is retained when changes are made to data stored in the database. If this problem is not handled properly, users may lose access to vital pieces of information.

Be the administrator of the database function at the database software, instance, and database level.

Provides an enterprise-wide accessible document repository for correspondence attachments for archiving and content management purposes.

Provides data archiving for the four (4) most recent fiscal years in the active database and up to ten (10) years in the inactive database.

Provides and ensures that retrieval of information from the inactive database shall not take more than four (4) hours during normal duty hours.

Provides a capability to interface with a Records Management (RM) system to allow for effective record keeping in accordance with National Archives and Record Administration (NARA) requirements and/or any other agency governing an organization’s RM requirements.

MOBILE APPLICATION

The Contractor shall provide a mobile application of the ETMS2 that operates on government approved mobile devices.

TECHNICAL SPECIFICATIONS

The mobile application must be

Compatible with the current DISA approved version of iOS and Android o iOS 13x approved 9 December 2019 o Android 9x approved 6 September 2019

Must be compatible with the two (2) versions of iOS and Android prior to the currently approved version

Updated regularly to remain current with future approved versions of iOS and Android to ensure currency before future versions are approved by DISA

Capable of obtaining authorization for mobile device management

FUNCTIONAL SPECIFICATIONS

At a minimum, the mobile application must provide the user the ability to

Conduct reviews of tasks

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Provide responses to tasks

Provide approval of tasks

Digitally sign documents within the task

Approve tasks

Approve correspondence

Close tasks

SYSTEM ADMINISTRATION

The Contractor shall perform and provide system administration via the utilization of system and organization administrators. In the performance of system administration, the Contractor will be responsible for:

Overseeing general system performance procedures, including application management and error monitoring.

Maintaining database and related lookup table.

Interfacing with designated organization administrators to set up and maintain organization and user profile tables.

The persons designated by the Contractor who meet security requirements and that perform the system administrator and organization administrator functions are the only individuals who will be provided the authority to search the database for deleted records.

The Agencies’ administrator(s) will work closely with the application administrator to define and set up the organization profile. The organization administrator will be required to have the capability to view the organization profile table, but only the system administrator will have the capability to update it. The organization administrator(s) will have limited authority and capability to set up and maintain user profiles within their own organization in the system. Organization administrators will work closely with the application administrator in performing all system-related tasks as needed.

As application administrators, the Contractor will develop system redundancy and backup protocols to ensure disaster recovery capability. System-level backup procedures will be in accordance with other Agencies’ data preservation policies and regulations and will be administered by the Government hosting provider. The Contractor will work with the Government hosting or Government contracted hosting facility to ensure systems will be restored to full operational status within 24 hours of any system outage to include system upgrades or scheduled system maintenance outages.

The Contractor shall ensure the application and the environment will be fully operational with no more than 2% downtime. The maintenance and management plans should ensure that scheduled maintenance and/or upgrades/improvements of the solution will occur outside routine working hours. Scheduled maintenance for upgrades and improvements to the system will not be counted towards the downtime metrics.

The Contractor shall provide comprehensive support of the application environment and coordinate operating environment administration activities with the Government hosting facility.

UNCLASSIFIED//FOR OFFICIAL USE ONLY

The system must be capable of supporting the latest industry standards in scalability, flexibility, manageability, and security.

SYSTEM CAPABILITY

The Contractor shall ensure the tasking solution is capable of operating on the NIPRNet and SIPRNet domains and within each domain’s technical baseline, in accordance with security standards specified in the DoD Risk Management Framework as defined in Army Regulation 25-2, Army Cybersecurity.

SYSTEM SECURITY, ACCESS RESTRICTIONS, AND PROTECTION

The SaaS offering should be accredited to process unclassified and classified data.

The Contractor will provide a current version that has an existing Authority to Operate (ATO) or is capable of being granted an ATO.

The Contractor will provide comprehensive support to the DoD Risk Management Framework (RMF) processes as defined in DoD Instruction 8510.01. DoD RMF describes the process for identifying, implementing, assessing, and managing cybersecurity capabilities and services, expressed as security controls, and authorizing the operation of Information Systems (IS).

If Government provided hosting is used, the Contractor shall provide comprehensive support to establish and maintain a Continuity of Operations (COOP) plan supporting a COOP site as part of the requirements to meet and maintain DoD RMF standards.

All software that is used to build and support the solution must be on the Approved Products List and the entire solution must be capable of obtaining an ATO.

The security and integrity of the information in the ETMS2 from the application program to the files must be protected from unauthorized access.

System security, access, and data protection will have redundant features to prevent unauthorized use or release to unauthorized personnel.

All users must register for system access and enter through a secure portal. The portal will have its own built-in security to ensure users have valid credentials prior to entering the system.

Each user will be assigned a profile which delineates the access allowed to particular data modules and individual data elements.

Users may be restricted from accessing specific taskers.

Provide screen level security that is passed through session variables for users within a particular organization. This shall contain information defining the ability of a user to create, modify, accept, delete, or close records.

HELP DESK SUPPORT

The Army Enterprise Service Desk (AESD) provides Tier 0 Self-Help Knowledge Articles and Tier 1 System Administrator support required for the duration of this contract. AESD Tier 0-1 support is available to Agencies 24 hours a day, 7 days week, 365 days a year.

UNCLASSIFIED//FOR OFFICIAL USE ONLY

The Contractor shall provide any necessary licenses, knowledge articles, and any other documents required to support AESD assuming the Tier 0-1 Help Desk responsibilities.

The Contractor shall provide Tier 3 support to all customers during the duration of this contract in the event of a catastrophic system failure. Optional Remote Tier 2 Help Desk support will be requestedordered as necessary within each customers’ requirements.

Optional Onsite Tier 1 and 2 Help Desk support will be ordered as necessary within each customers’ requirements.

After implementation and training, optional help desk support will be available Monday – Friday between the hours of 8:00 a.m. and 5:00 p.m. Local Standard/Daylight Time (LST/LDT) except Federal holidays or when the Government facility is closed due to national emergencies, administrative closings, or similar Government directed facility closing.

TRAINING

The Contractor shall support, as defined in the individual Customer Requirements Document, a deployment of a specified number of users by appropriately allocating training resources to accommodate multiple training classes being conducted concurrently. This offering would be instructor-led training in a hands-on (physical or virtual) classroom environment. The Contractor shall offer, at each customer’s request, training modules or training sessions for beginners, advanced users, senior leaders, train-the-trainer, and a tutorial for front office staff oriented on supporting the correspondence and award approval processes.

The Contractor shall provide all relevant training materials required, and shall execute a multitier task management software training program for specified users. The Contractor shall further provide a training Program of Instruction (POI) and a training Concept of Operations (CONOPS). These training materials can be provided electronically and printed using each organization’s resources. In addition, these training tools must reside within the SaaS offering on both NIPRNet and SIPRNet.

The Contractor shall provide a System Administrator Training Course to designated staff for each organization in accordance with each customers’ requirements.

The receiving organizations will afford the appropriate training space and equipment for instruction. The Contractor shall complete training in accordance with each customers’ requirements.

The Contractor shall provide all relevant training materials required, and shall execute a multitier task management software training program that allows for:

Self-paced Computer Based Training (CBT), Virtual instructor-led training, and

In-person Instructor-led (traditional classroom style) training

UNCLASSIFIED//FOR OFFICIAL USE ONLY

All methods of the training shall provide adequate information and instruction to ensure that end-users are able to intuitively use the ETMS2. At the end of the training, users must, at minimum, be able to:

Create a task

Task an action

Accept an action

Respond to an action

Close an action

Search for an action

Run reports.

Additionally, senior leaders and their staff must be trained on how to perform the correspondence and award approval process.

The Contractor shall provide self-paced Computer Based Training (CBT). The Contractor shall provide a System Administrator Training Course to designated staff for each organization in accordance with each customers’ requirements.

The CBT modules will be for action officers, staff action control officers, congressional action control officers, and senior leaders (correspondence and award approval process focused). The CBT training must be for both beginners and advanced users. The CBT should be delivered via a software product installed over the internet as web-based training. Web-based training shall be accessible to those with a Common Access Card (CAC) who have been issued a license for the ETMS2. The web-based training also needs to establish the new user’s account once the training is complete. Upon successful completion of the CBT, the systemtraining module must generate a certificate of completion.

The Contractor shall further provide a training Program of Instruction (POI) and a training Concept of Operations (CONOPS). These training materials can be provided electronically and printed using each organization’s resources. In addition, these training tools must reside within the SaaS offering on both NIPRNet and SIPRNet.

5. SECURITY REQUIREMENTS

SECURITY CLEARANCE REQUIREMENTS

The Contractor personnel performing work under this contract shall possess an active SECRET or TOP SECRET clearance as applicable by the requiring Agencies at the time of the proposal submission, and shall maintain the level of security required for the life of the contract. At a minimum all personnel will have a SECRET clearance while some Contractor employees will need to have TOP SECRET to enter secure workspaces to provide training and consultation services to some customer organizations. Those personnel requiring above SECRET will be identified in each new customer's requirements at the time the RFP for that customer is released.

UNCLASSIFIED//FOR OFFICIAL USE ONLY

All Contractor personnel accessing Government networks must meet the qualifications described in DA Pamphlet 25-IA, Information Assurance (IA). The link for the DoD IA awareness training is https://cs.signal.army.mil.

All Contractor personnel shall be vetted in advance of an appropriate Agency background investigation for the proper security clearance required prior to being granted access to any Agencies’ computer system(s), either directly or remotely. The COR shall have the authority to verify all clearance levels and authorities. The nature of this PWS requires access to the agency’s unclassified and classified systems.

The Contractor’s assigned responsibilities mandate access to classified spaces. All Contractor and Subcontractor personnel who will perform work on-site are required to possess a Secret or Top Secret clearance. Contractor personnel must be US citizens and possess at least an active security clearance to begin work on this effort. Additional security requirements will be stipulated in the DD Form 254 to be provided by the Government at contract award.

The Contractor and all associated Subcontractor employees shall comply with applicable installation, facility, and area commander installation and facility access and local security policies and procedures (provided by the USG representative). The Contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office.

The Contractor workforce must comply with all personal identity verification requirements as directed by…