Performance_Work_Statement_DRAFT_FOR_RFI_W912CM-18-Q-7005.pdf

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PERFORMANCE WORK STATEMENT (PWS)

Knowledge Management Services for USAG Wiesbaden

Part 1

General Information

1. GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of services/Introduction: This is a non-personnel services contract to provide Knowledge

Management (KM) for USAG Wiesbaden. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background: The US Army Garrison Wiesbaden S3/5/7 Plans, Analysis and Integration Division requires contractor support services in the Knowledge Management area. Several gap analyses and surveys have determined that, in the case of both the workforce and community, the garrison is not sharing information as effectively as it should. Knowledge Management has not been prioritized or resourced, leading to processes not being automated.

Increased availability of IT-based KM tools and resources has provided an opportunity for strategic synchronization and focus across the garrison on process efficiency. The goal is to help maximize service delivery resulting in improved processes for the garrison workforce while meeting IMCOM and Army standards. The contract is also responsible for implementing strategic action plan initiatives linked to process improvement which can't be resourced in-house but are key to achieving Wiesbaden strategic goals.

1.3. Scope:

The Contractor shall provide non-personal services, to lead the knowledge management (KM) program, assessing knowledge capabilities and requirements by identifying and eliminating knowledge gaps and providing recommendations to help improve internal processes, knowledge flow and ultimately, mission performance. The contractor establishes a KM framework to capture and harness intellectual capital to maximize both utility and speed of access, thereby enhancing job performance and mission contribution by the entire Garrison population. The contractor shall socialize KM within the garrison workforce, determining, promoting and coordinating the full range of KM responsibilities for the garrison. The contractor leverages communication resources, to include websites, portals, SharePoint, communities of practice and other enablers. Uses a theory-based KM approach to identify and disseminate needed resources and establishes milestones and goals to product meaningful and measurable results.

Facilitates monthly knowledge management working group meetings. Meets all knowledge management-associated action plan objectives as defined in the USAG Wiesbaden Strategic Plan.

1.4 Objectives: Main service objectives are to socialize KM within the garrison workforce identify elements of policies for Government tailoring and use; Identify procedures and processes for harnessing knowledge; managing

KM tools; facilitating the KM working group and ensuring progress toward KM objectives in the strategic plan.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4)

12-month option years. The Period of Performance reads as follows: 1 December 2018 to 30 November 2019, 1

December 2019 to 30 November 2020, 1 December 2020 to 30 November 2021, 1 December 2022 to 30 November

2023, 1 December 2023 to 30 November 2024

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which it

Page 2 of 22 Rev 3-July 2016 assures that the work provided complies with the requirements of the contract. At a minimum, the QCP must include the following to be acceptable:

a. A chart showing the organizational structure and lines of authority, the names, qualifications, duties, responsibilities, and classification of each member of the contractor's Quality Control Team.

b. How the contractor will monitor work to ensure that performance complies with all timelines, deadlines, and goals.

c. How the contractor will monitor work to ensure that performance complies with all specifications and requirements of the contract, including clauses.

d. How the contractor will monitor and ensure staff qualifications remain current and valid throughout contract performance.

e. How the contractor will ensure all keys issued will remain controlled items (See 1.4.xx Key Control)

f. How the contractor will inventory and track maintenance of all Government Provided Equipment /

Materials.

g. How the contractor will identify, investigate, and correct any non-conforming performance and prevent similar deficiencies in the future

h. How the contractor will file and save all Quality Control related documents for the life of the contract plus 5 years.

An analysis of quality control and timeliness reports shall be sent to the COR within 10 calendar days after the end of each Task Order. A final QCP shall be submitted to the KO through the COR for review and acceptance within

30 calendar days after date of contract award.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

1.6.3 Recognized Holidays:

U.S. AND HOST NATION HOLIDAYS (March 2005)

US Holidays Work shall not be performed on U.S. holidays occurring during the normal workweek. When a U.S holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

Host Nation Holidays Work shall be performed on local Host Nation* holidays occurring during the normal workweek.

* Local host nation holidays occur in the region/state where contract performance takes place.

The U.S. holidays are:

New Year's Day January 1st

M L King Memorial Day 3nd Monday in January

Presidents' Day 3nd Monday in February

Memorial Day last Monday in May

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veterans' Day November 11th

Thanksgiving Day 4th Thursday in November

Christmas Day December 25th

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-1700

CET Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

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1.6.5 Training Holidays: USAREUR has historically granted military personnel Training Holidays as compensation for time that they spent in field training. These are typically combined with regular holiday leave schedules (for example, Christmas half days or day on day off schedules). Training Holidays may affect access to military operated facilities. If scheduled work or access to facilities is required, coordination with occupants will be necessary or the work in affected facilities shall be rescheduled after the training holiday. However, announced training holidays or exodus of military personnel may provide the contractor with an opportunity for unrestricted access to facilities and areas. The Contractor shall take full advantage of such opportunities by planning maintenance or actions that are better accomplished when such areas are vacant.

1.6.6 Place of Performance: The work to be performed under this contract will be performed primarily at building # 1038 on Clay Kaserne. In addition the contractor will be required to deliver services on all USAG

Wiesbaden installations, to include Hainerberg, Mainz Kastel, Finthen, Amelia Earhart, Crestview and Aukamm.

1.6.7 Type of Contract: The Government will award a Firm Fixed Price contract.

1.7 Security Requirements:

1.7.1 Installation Access: See clause 5152-225-4001 -- INSTALLATION CLEARANCE RERQUIREMENTS

(June 2016) in basic contract. The contractor shall provide an installation pass log within [thirty (30)] calendar days after contract award. The pass log shall be updated as employees are added or removed and submitted to the COR within 5 days after changes.

Upon the termination of employment or termination/cancellation of this contract, the Contractor is responsible to collect the installation access passes. The contractor shall collect the installation access passes the same day employment of an individual has expired/terminated, and shall return them to the issuing office within three (3) workdays.”

1.7.2 Background Checks: See clause 5152.204-4008-Background Checks (June 2016) – U.S. and Host Nation

Contractors. The contractor shall provide an installation pass log within [thirty (30)] calendar days after contract award. The pass log shall be updated as employees are added or removed and submitted to the COR within 5 days after changes.

1.7.3 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. .At the close of each work period, government facilities, equipment, and materials shall be secured IAW AR 190-13, “The Army Physical Security Program.”

1.7.4 Operations Security (OPSEC) Requirements: Contractor personnel shall adhere to facility security policies and restrictions. If applicable, government issued access badges shall not be worn outside designated facilities where visible to the general public. The Contractor shall immediately report suspicious activities to security personnel.

1.7.5 Access and General Protection/Security Policy and Procedures: The contractor and all associated subcontractor employees will comply with applicable installation, facility, and area commander installation/facility access and local security policy and procedures (provided by Government representative). The contractor will 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 DOD, HQDA, and local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the force protection condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.7.6 Access to Government Information Systems: All contractor employees with access to a Government information system must be registered in the Army Training Certification Tracking System (ATCTS) at commencement of services, and must successfully complete DOD information assurance awareness training before access to the information system and then annually thereafter.

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1.8 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The

Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan, and the

Contractor’s Security Plan [if applicable]. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any incidents of lost or duplicate keys/key cards to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the

Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the

Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal

Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other

Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract:

perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.11 Key Personnel:

The following personnel are considered as key personnel by the Government: A contract manager and an on-site

Point of Contact (POC). The contract manager shall provide oversight of the implementation and execution of the contract on his behalf. The contractor shall provide a point of contact (POC) who shall be responsible for the performance of the work. This individual may be the individual providing the on-site services. The name of this person and an alternate who shall act for the contractor when the POC is unavailable shall be designated in writing to the COR not more than three (3) days after award of the contract. The POC and alternate shall have full authority to act for the contractor on all contract matter relating to daily operation of this contract.

1.11.1 Special Qualifications:

a. Contractor personnel performing work under this contract shall possess a Bachelor’s Degree in Business

Administration or a related field and a minimum of five (5) years of experience performing knowledge management, team facilitation, process improvement, and project and program management in a multi-faceted organization. Ten years related experience may substitute for the degree.

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q. Contractor shall possess IAT II CE: SharePoint 2013, have a documented skillset in all aspects of SharePoint

2013 functionality, Microsoft SharePoint designer and SharePoint formulas.

u. Contractor personnel performing work under this contract must be able to occasionally lift and carry items weighing up to 40 pounds.

1.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are

Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel identification shall be easily identifiable through the display of badges IAW AER 27-715 Contractor Identification.

Contractor personnel will be required to obtain and wear badges in the performance of this service.

1.13 Contractor Travel: Reserved

1.14 Other Direct Costs: Reserved

1.15 Data Rights: The Government has unlimited rights to all intellectual capital, documents and materials produces under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. This intellectual capital may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the

Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.16 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the

Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, 5 disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the

Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section 552a.

The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at

(http://www.defenseimagery.mil/products/dodimagery/commercialuse.html. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.17 Non-Disclosure Statements: The Contractor shall provide signed non-disclosure agreements to the

Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in Contractor personnel removal from performance of duties under this contract.

1.18 Organizational Conflict of Interest (OCI): RESERVED

1.19 Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30day phase out period. During the phase out period, the Contractor shall ensure Government or other contractor personnel become familiar with performance requirements in order to commence full performance of services after completion of the contract.

http://www.defenseimagery.mil/products/dodimagery/commercialuse.html

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1.20 Safety: RESERVED.

1.20.1 Safety Plan and Program: Reserved

1.21 Environmental Compliance: Reserved

1.22 Environmental Compliance Plan and Program: Reserved

1.23 Required Training:

1.23.1 CAC: Contractor personnel performing work under this contract must be able to access the installation or be a DoD ID cardholder, pass required Department of Defense background checks, and obtain a Common Access

Card within ten (10) business days.

1.23.1 OPSEC Training: According to AR 530-1, new contractor employees must complete Level I OPSEC training within 30 calendar days after they report for duty. All contractor employees must complete annual OPSEC awareness training.

1.23.2 Information Assurance (IA)/Information Technology (IT) Training: All contractor employees and associated subcontractor employees must complete DOD information assurance awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with

DOD and Army training requirements in DODD 8570.01, DOD 8570.01-M, and AR 25-2 within 6 months after being employed. Note SharePoint required training.

1.23.3 iWATCH/iSALUTE Training: The contractor and all associated subcontractors will brief all employees on the local iWATCH/iSALUTE program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training will be completed within 10 calendar days after the contract is awarded and within 10 calendar days after new employees commence contract performance, with the results reported to the COR within 5 calendar days after the contract is awarded.

1.23.4 AT Level I Training: All contractor employees, including subcontractor employees, requiring access to

Army installations, facilities, and controlled-access areas will complete AT Level I awareness training within 10 calendar days after the contract start-date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor will submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or to the contracting officer, if a COR is not assigned, within 5 calendar days after training is completed by all employees and subcontractor personnel. AT Level I awareness training is available online athttps://atlevel1.dtic.mil/at

1.23.5 SharePoint 2013 Site Administrator Training: The contractor personnel shall complete Government provided training NLT than 30 calendar days after the contract start date.

1.23.6 KM Training: The contractor personnel shall complete Government provided training NLT than 10 calendar days after the contract start date.

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PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1 Definitions:

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government.

The term used in this contract refers to the prime.

Contracting Officer - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does

NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the

Performance Work Statement.

Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Intellectual Capital - A debate over economic “intangibles”. It is meant as ambiguous combinations of human capital, instructional capital, and individual capital. Human capital is the talent base of the employees. Intellectual capital also includes structural capital which is the “non-human storehouses of information”, as well as, other organizational knowledge and relational capital which is the knowledge embedded in business networks.

Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Knowledge Management - Knowledge management is a discipline that promotes an integrated approach to identifying, retrieving, evaluating, and sharing an enterprise’s tacit and explicit knowledge assets to meet mission objectives. The objective of the principles is to connect those who know with those who need to know (know-why, know-what, know-who, and know-how) by leveraging knowledge transfers from one-to-many across the Global

Army Enterprise.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation

CCE Contracting Center of Excellence

CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

HIPAA Health Insurance Portability and Accountability Act of 1996

IT Information Technology

IMCOM Installation Management Command

KM Knowledge Management

KO Contracting Officer

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

ODC Other Direct Costs

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

SOP Standard Operating Procedure(s)

TE Technical Exhibit

USAG United States Army Garrison

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services:

3.1 Services:

3.2 Facilities: The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephone, computer and other items necessary to maintain an office environment.

3.3 Utilities: The Government will provide all utilities in the facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4 Equipment: The Government will provide the Contractor with use of a telephone for local and long distance calls to conduct official business. A photocopy machine and a printer will be made available for use by the

Contractor to fulfill contract requirements.

3.5 Property Management: RESERVED

3.6 Materials: The Government will provide basic office supplies (pens, stapler, etc.) as needed. Additionally the

Contractor will be provided a computer and applicable software for the purpose of providing performing assigned duties. Contract personnel are responsible to operate the computer in accordance with government guidelines.

3.7 Training: The Government will provide training for SharePoint Site Administrators and KM.

3.8 Common Access Cards (CAC): The Government will provide Common Access Cards (CAC) via the Trusted

Associate Sponsorship System (TASS) (Web site https://www.dmdc.osd.mil/tass/).

https://www.dmdc.osd.mil/tass/

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: Reserved

4.3 Materials: Reserved

4.4 Equipment: The contractor shall provide means of transportation for contractor personnel travel between

USAG Wiesbaden installations.

4.5 Common Access Cards (CAC): The contractor shall provide the following information: Last, First Middle

Name, Cadency Name, Person identifier (SSN, FIN, or TIN), date of birth, primary email (this email will used to contact the individual) to the COR with 15 calendar days after award. The contractor shall provide a CAC log within the first 30 calendar days after contract award and within 5 calendar days after changes have been made. The

COR will provide the format and content. Note CACs are Government property and must be accounted for.

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PART 5

SPECIFIC TASKS

The Contractor will schedule and submit deliverables to the COR. The Contractor shall provide non-personal services, to lead the knowledge management (KM) program, assessing knowledge capabilities and requirements by identifying and eliminating knowledge gaps and providing recommendations to help improve internal processes, knowledge flow and ultimately, mission performance. The contractor shall establishe a KM framework to capture and harness intellectual capital that is comprised of policies, strategies, practices and technologies for the garrison to use in producing, organizing and sharing knowledge to maximize both utility and speed of access, thereby enhancing job performance and mission contribution by the entire Garrison population. The contractor shall socialize KM within the garrison workforce, determining, promoting and coordinating the full range of KM responsibilities for the garrison. The contractor shall improve awareness of a variety of substantive procedural and policy matters pertaining to a broad range of KM functions, advising garrison leaders, key managers and the workforce at large on communication tools, while using the KM framework to make available key documents, guidance, presentation, spreadsheets, policies, minutes, organizational charts and distribution lists. The contractor shall incentivize effective KM management by garrison directorates and employees and advise in areas in which

KM principles and use are lacking. The contractor shall leverage communication resources, to include websites, portals, SharePoint, communities of practice and other enablers. The contractor shall integrate available IT tools into existing processes to provide access to information and services. The contractor shall determine SharePoint architecture and coordinates SharePoint platforms and tools. Contractor shall use a theory-based KM approach to identify and disseminate needed resources and establishe milestones and goals to product meaningful and measurable results. Contractor shall assist in the identification of knowledge content and develop processes for how it should be captured, structured, shared, stored, controlled, retrieved, and made accessible for the needs of a diverse garrison population. Contractor shall integrate policies and guidance into SOPs, guidelines and taskers, recommending changes as needed. Contractor shall facilitate monthly knowledge management working group meetings. Contractor shall meet all knowledge management-associated action plan objectives as defined in the

USAG Wiesbaden Strategic Plan.

5.1 Basic Services:

The contractor shall:

5.1.1 Identify policies, procedures and processes for harnessing knowledge.

5.1.1.1 For each business process in the garrison, the contractor shall develop a KM flowchart as such: Business

Process >> Activity >> Sub-processes supported >> Knowledge Needed >> Tacit or Explicit >>

Who Needs the Knowledge >> Who has the knowledge >> Gap or opportunity.

5.1.1.2 The contractor shall assess and analyze current KM requirements and gaps in each garrison directorate and staff office, creating a Knowledge Map for each directorate and special staff office, and one garrison-wide, that identifies gaps and needs.

5.1.1.3 The contractor shall create a KM Strategy that includes analyzation of existing infrastructure, aligning KM and business strategy, designing the KM architecture and integrating existing infrastructure, auditing and analyzing existing knowledge, designing the KM team, creating a KM blueprint, developing the KM system, developing results-driven incremental methodology.

Contractor shall address and include the following steps -

Step 1. Understand the Knowledge Needs (most critical info and knowledge needed by the org; challenges and risks related to knowledge gaps; KM behaviors of the organization).

Step 2. Assess Opportunities (identify current gaps in the availability of specific knowledge needed to support key business processes; prioritize opportunities based on business needs; propose business case and pilot projects for approval).

Step 3. Design and Implement Solutions (select relevant KM approaches to address the types of knowledge to be managed; design KM tools).

Step 4. Improve and Sustain (establish ongoing oversight and business processes for maintenance and improvement

Page 12 of 22 Rev 3-July 2016 of the KM program; update KM strategy and program based on evolving business needs; define and implement business-related measures for assessment of KM performance; develop approaches for reinforcement and recognition of KM successes).

Components of the strategy shall include: Identify users of KM; Identify sources of knowledge; Identify knowledge to be captured; Identify goals/expectations of the KM initiative by identifying ties to organizational strategy;

Identify how captured knowledge is to be stored and represented; Generation of top management support; Establish process for adding, removing and modifying knowledge to the KM strategy; Establish metrics for knowledge use;

Establish feedback process on the effectiveness of knowledge use; Identification of the amount of context to be captured with the knowledge; Modification of processes/procedures as a result of organizational learning; Creation of new processes as a result of organizational learning; Creation and modification of KM support tools to support knowledge use; Increased utilization of personnel who create, share and/or utilize knowledge at higher levels of authority and responsibility; Use of lessons learned reports or post activity assessment to review and capture what was learned during organizational activities; and Creation of a learning organization.

5.1.1.4 The contractor shall develop a KM transfer plan that identifies ways to transfer critical knowledge through communities, mentoring, and technical tools.

5.1.1.5 The contractor shall establish a KM working group consisting of representatives of each garrison directorate and staff office.

5.1.1.6 The contractor shall track required training completion for SharePoint Site Administrators and KM Working

Group members.

5.1.1.7 The contractor shall attend and report data during KM Working Group meetings each month and publish results and deliverables in meeting minutes.

5.1.1.8 The contractor shall utilize the collaborations and discussion in the meetings and KM analysis results to produce an overall KM framework and Standard Operating Procedure (SOP) for garrison KM and update annually.

5.1.1.9 The contractor shall provide data input to the COR’s assessment KM Working Group effectiveness in an annual report.

5.1.2 Advise, guide, and implement KM within the garrison workforce.

5.1.2.1 The contractor shall develop and execute an internal marketing plan for garrison senior leaders, key managers, and the workforce at large to promote KM tools and assets, actively promoting KM with leaders and staff.

5.1.2.2 The contractor shall identify best KM practices monthly and share in accordance with marketing plan.

5.1.2.3 The contractor shall develop a Risk Assessment for the garrison’s KM program that prioritizes knowledge by importance and risk of its loss. Components shall include: 1. Identifying risk, 2. Sourcing the risk, 3. Measuring the risk, 4. Evaluating the risk, 5. Mitigating the risk, and 6. Monitoring the risk.

5.1.2.4 The contractor shall manage knowledge risks by establishing a learning climate, mitigating knowledge loss, creating channels for knowledge flow and developing a shared team memory.

5.1.2.5 The contractor shall facilitate connections, coordination, and communications among subordinate, peer, and higher-level organizations, especially with USAREUR and IMCOM-Europe KM professionals to explore partnership and collaboration opportunities.

5.1.2.6 The contractor shall train garrison personnel on KM techniques, processes, and procedures.

5.1.2.7 The contractor shall provide desk-side support to Garrison directorates and staff offices with KM application specific to their operational requirements.

5.1.3 Managing KM tools

Page 13 of 22 Rev 3-July 2016

5.1.3.1 The contractor shall conduct an inventory and establish a matrix of all available KM tools by audience and media type.

5.1.3.2 The contractor shall utilize the matrix of available KM tool to recommend which information type is best shared using which tool.

5.1.3.3 The contractor shall provide input to the COR regarding the development of the knowledge infrastructure, including both technology enablers and business processes.

5.1.3.4 The contractor shall manage permissions for the garrison SharePoint sites.

5.1.3.5 The contractor shall add web parts, update and create content and determine site structure for garrison

SharePoint Sites in coordination with the respective directorates and staff offices.

5.1.3.6 The contractor shall continuously manage Microsoft Outlook tools such but not limited to Email Distribution

Lists, Shared Calendars, and Meeting Scheduling in coordination with the respective directorates and staff offices.

5.1.3.7 The contractor shall coordinate the storage and access to all other available KM tools to include but not limited to continuity books, organizational charts, SOPs, knowledge maps, strategic plans, campaign plans, and organizational briefings in conjunction with the garrison directorates and staff offices.

5.1.4 Attending the KM working group

5.1.4.1 The contractor shall develop themes and topics to guide the KM process forward for each monthly working group.

5.1.4.2 The contractor shall coordinate the location, date and time for each KM working group and send out invitations and reminder emails to working group members and other attendees.

5.1.4.3 The contractor shall synthesize the information presented into concise actionable format.

5.1.5 Ensuring progress toward KM objectives

5.1.5.1 The contractor shall attend the garrison Strategic Planning event and support teams with KM specific expertise.

5.1.5.2 The contractor shall provide monthly Strategic Plan updates for Command and Staff briefs that include the progress on each KM component of the Strategic Plan over the course of the month, as well as a red/amber/green status toward completion.

5.1.5.3 The contractor shall draft and submit measurement metrics for KM.

5.1.5.4 The contractor shall measure progress and results of KM strategies based on those performance metrics.

5.1.5.5 The contractor shall monitor the organization’s progress and uses the management processes and technology enablers.

5.1.5.6 The contractor shall document and apply lessons learned to update the future iterations of the garrison strategic plan.

5.1.6 Task Force Projects

5.1.6.1 The contractor shall act as the project manager for projects identified as having KM gaps within the garrison.

5.1.6.2 The contractor shall utilize KM tools to improve the specified processes.

5.2 Meetings, Conferences, and Briefings: The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as

Page 14 of 22 Rev 3-July 2016 required by the Government to provide effective communication and impart necessary information. The Project

Manager or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter.

Meetings may start or end outside of regular duty hours.

5.3 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA): The contractor shall report

ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Customer Service Support via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mill.

If contract period of performance ends prior to September 30, the contractor has 30 calendar days from end date of the contract to complete the eCMRA requirement.

http://www.ecmra.mil/ http://www.ecmra.mill/

Page 15 of 22 Rev 3-July 2016

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

6.1.1 Joint Travel Regulation (JTR)

6.1.2 AR 735-5, Policies and Procedures for Property Accountability

6.1.3 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.4 AER 190-16 Installation Access Control System

6.1.5 AER 27-715 Contractor Identification

6.1.6 AR 600-8-22 Army Awards

6.1.7 AR 25-50 Effective Writing and Correspondence

6.1.8 AE 5-1 Management of Army Business Operations

6.1.9 AR 702-11 Army Quality Program

6.1.10 Army Knowledge Management Principles

6.1.11 AER 25-4 Army in Europe Content Management

6.1.12 AR 25-1 Army Knowledge Management and Information Technology

6.1.13 USAREUR KM SOP

6.1.14 AR 25-400-2 The Army Records Information Management System (ARIMS)

6.1.15 DA Pamphlet 25-403, Guide to Recordkeeping in the Army

6.1.16 AE Regulation 25 – 71, Website Administration

6.1.17 DoD Website Administration Policies and Procedures (http://www.defense.gov/webmasters/ policy/dod_web_policy_12071998_with_amendments_and_corrections.aspx).

6.1.18 DA Form 2028, Recommended Changes to Publication and Forms

6.1.19 AR 5-24 Management Improvement and Productivity Enhancement in the Department of the Army

6.1.20 AR 11-33 Army Lessons Learned Program

6.1.21 AR 25-2 Information Assurance

6.1.22 AR 700-8 Logistics Planning Factors and Data Management

6.1.23 IMCOM SharePoint Change Advisory Board SOP

(https://army.deps.mil/army/cmds/imcom_apps/support/sharepoint/CAB/IMCOMSharePointCAB_SOP.pdf)

Page 16 of 22 Rev 3-July 2016

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Attachment 1/Technical Exhibit A – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit B – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit C – Estimated Workload Data

Page 17 of 22 Rev 3-July 2016

ATTACHMENT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE STANDARD PERFORMANCE

THRESHOLD

METHOD OF

SURVEILLANCE

1) PWS Part 1 Management and

Administration Contractor shall comply with PWS provisions relating to Management and Administration operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

2) PWS Part 1 Management and

Administration Contractor shall comply with PWS provisions relating to Management and Administration processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

3) PWS Part 3 Government

Furnished Item and Services

Contractor shall comply with PWS provisions relating to Government

Furnished Item and Services operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

4) PWS Part 3 Government

Furnished Items and Services Contractor shall comply with PWS provisions relating to Government

Furnished Items and Services processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

5) PWS Part 4 Contractor

Furnished Items and Services

Contractor shall comply with PWS provisions relating to Contractor

Furnished Items and Services operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

6) PWS Part 4 Contractor

Furnished Items and Services Contractor shall comply with PWS provisions relating to Contractor

Furnished Items and Services processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

7) PWS Part 5 Specific Tasks

Contractor shall comply with PWS provisions relating to Specific Tasks operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

8) PWS Part 5 Specific Tasks

Contractor shall comply with PWS provisions relating to Specific Tasks processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

Page 18 of 22 Rev 3-July 2016

9) PWS Part 6 Applicable

Publications Contractor shall comply with PWS provisions relating to Applicable Publications operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

10) PWS Part 6 Applicable

Publications Contractor shall comply with PWS provisions relating to Applicable Publications processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

11) PWS Part 7 Technical Exhibit

Listing Contractor shall comply with

PWS provisions relating to Technical

Exhibit Listing operations.

Monthly COR PRS inspection checklist Pass

/ Fail criteria. Document

Number:

>95 Percent Total

Overall PRS

Inspection Checklist

Compliant Rate

100% Inspection of

COR PRS

Inspection

Checklist.

12) PWS Part 7 Technical Exhibit

Listing Contractor shall comply with

PWS provisions relating to Technical

Exhibit Listing processes.

Surveillance Process

Audits

0 Safety or

Environmental

Discrepancies < 1

Technical

Discrepancies

Periodic Inspection

Page 19 of 22 Rev 3-July 2016

ATTACHMENT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Knowledge

Management

Flowcharts for processes

One…