DLA_Environmental_CTC_Draft_PWS_04_Jan_2017.pdf

Defense Logistics Agency (DLA) Headquarters - Fort Belvoir DLA Installation Support Environmental Management and Annual Cost-to-Complete

(CTC)

Restoration Team Program Support

1.0 Purpose/Background

For Task 1 per requirements of the DoD FMR Vol. 4 Chapter 13 (Accounting Policy and Procedures) along with DoD FMR Volume 3 (Budget Execution – Availability and Use of Budgetary Resources) DLA Installation Support Environmental Management (DS-E) requires Contractor support to assist in program management-related functions and to provide financial expertise to the Restoration Team. This support allows DS-E to meet their responsibilities in the management and execution of DLA’s environmental restoration program as well as the reporting of DLA’s Environmental Liabilities (EL).

For Task 2 and the Annual Cost-to-Complete(CTC) requirements, per applicable policy and guidance, which includes the DoD FMR Vol. 4 Chapter 13 (Accounting Policy and Procedures), the DoD DERP Management Guide, DoD Financial Improvement and Audit Readiness (FIAR) Guidance, and DoD Instruction (DoDI) 4715.8 (Environmental Remediation for DoD Activities Overseas), DLA is responsible for preparing annual estimates of the Cost to Complete (CTC) remediation and closure for all DLA’s Environmental Liability (EL) sites. As a result, DLA anticipates formulating and documenting EL requirements and preparing cost estimates for both CONUS and OCONUS ELs for sites managed by the nine DLA Installations/Activities.

2.0 Requirements

To produce auditable financial statements, DLA DS-E must continue to implement steps to align the environmental restoration budget to the Cost-to-Complete (CTC) estimates. Audit findings show that an integrated financial management (FM) process linking the elements of Planning, Programming, Budgeting, and Execution (PPBE) leads to auditable financial statements.

The DLA CTC is accomplished each year through a well-documented process that is outlined in a set of DLA Installation Support Environmental Management Restoration Division (DS-ER) Standard Operating Procedures (SOPs)Cost Estimating Rules of Thumb for estimating, and the Environmental Liabilities Management (ELM) Process Cycle Memorandum (PCM) DLA Installation Support Environmental Management (DS-E) manages this effort for the Agency.

The Contractor shall accomplish the tasks with personnel who are eligible to obtain Common Access Cards (CAC’s) and maintain CAC access and continuous credential validation via required training and monthly reporting on active task orders.

The Contractor shall provide to DS-E support under the following two tasks.

TASK 1: Current-Year Requirements and Environmental Cost Estimates Analysis:

Task 1.1: Program Management

Task 1 Program Management requirements include overall project management, communication with Program Managers and scheduling. The Contractor shall plan and conduct regular meetings and conference calls with the DLA DS-E Restoration Team and provide a weekly status update for the project, which also should contain summaries of any meetings held that week. The Contractor shall also prepare and deliver an Environmental Liabilities (EL) kick-off briefing. In addition, the Contractor shall prepare a summary of the Lessons Learned for the EL effort at the completion of the task order period of performance. The Lessons Learned will be discussed with DLA DS-E at the end of the FY effort.

Task 1.2: Current-Year Funding Requirements and Environmental Cost Estimates Analysis: Contractor shall perform a comparative analysis and justification of fiscal year Installation/Activity requirements and the environmental cost estimates to assist with accuracy and integrity of budget justifications and other various environmental data submissions. These analyses will allow real-time, integrated responses to high-priority, short-notice tasks. Contactor shall prepare and update various current year documents that assist with tracking and analyzing current year requirements to ensure timely execution and program management efficiencies.

Deliverables:

Installation current year requirements request templates o Contractor shall prepare 9 templates (one for each installation: Columbus, Richmond, New Cumberland, Tracy, Philadelphia, Pacific, Battle Creek, DLA Energy, and Curtis Bay Depot)

Requirements request/CTC estimate comparative analysis for 9 DLA Installations (Columbus, Richmond, New Cumberland, Tracy, Philadelphia, Pacific, Battle Creek, DLA Energy, and Curtis Bay Depot) o Contractor shall prepare 9 draft analyses o Contractor shall prepare 9 draft final analyses incorporating CTC input o Contractor shall conduct teleconferences with each PM (9 total) to discuss analysis o Contractor shall prepare -9 final analyses incorporating PM input

Monthly internal DERA and BRAC Executive Summaries o Contractor shall track information continuously and shall prepare 1 DERA and

1 BRAC executive summary monthly Current year Spend Plan development and updates o Contractor shall develop one spend plan for DERA annually utilizing government data input o Contractor shall assume 6 updates to the Spend Plan annually Monthly Obligation Reports o Contractor shall prepare a monthly obligation report for both DERA and

BRAC

Task 1.3: Requirements Justification and Program Objective Memorandum (POM) Submission Preparation:

The Contractor shall provide support to liaise between DS-E and DLA Financial Operations (J8), and the Office of the Under Secretary of Defense (OUSD) to identify required timelines, formats, other restoration financial requirements, and annual restoration program management reviews.

Analytical support is required to disseminate information to DLA Installations and to facilitate DS-E and Installations’ responses to routine or short-notice resourcing drills, to include responses to various internal and external environmental restoration data calls. Contractor personnel shall maintain valid CAC to facilitate access to DENIX and KBCRS.

Up to 6 Select Native and Programming (SNaP) data call submissions o Contractor shall reconcile and convert CTC estimates into SNaP format and aligned with budgetary constraints for input into SNaP database up to 6 times annually

Four Knowledge Based Corporate Reporting System (KBCRS) data call submissions o Contractor shall reconcile and convert CTC estimates into KBCRS format for input into KBCRS database 4 times annually o Contractor shall reconcile and convert CTC site data into KBCRS format for input into KBCRS database 2 times annually Reconciliation of KBCRS environmental site data with the annual CTC data, SNaP, KBCRS, and the DLA financial statement o Contractor shall reconcile annually information across the CTC, SNaP, KBCRS, and DLA financial statements in preparation for the Annual Report to Congress

Four Installation Restoration Program (IRP) Management Reviews o Contractor shall develop IRP management reviews that present DLA’s current progress against various performance metrics as well as present program successes and challenges to DLA Management and OUSD two times annually.

Task 1.4: Prior Year Unliquidated Obligation (ULO) Reconciliation Efforts and Collecting/Analyzing Data:

The contractor shall support the reconciliation efforts by validating all prior fiscal year ULOs and drawdown as possible. Working with DLA Financial Operations, DFAS, and Service Centers support staff will track the progress of various environmental restoration projects. Contractor staff shall update the categories of restoration data being captured and assess methods for presenting data that best identify DLA DS-E areas of concern.

DERA and BRAC End of Month (EOM) Report Analysis o Contractor shall analyze system reports for input into monthly report DERA and BRAC Monthly Reconciliation Progress Report and Slides o Contractor shall utilize analysis from above to prepare draft monthly reports for both DERA and BRAC (2 reports monthly) o Contractor shall prepare slides for briefing input for both DERA and BRAC monthly reports (assume preparation of 2 slides each for DERA and BRAC depicting reconciliations)

Task 1.5: HQ DLA Environmental Liabilities Reporting

Contractor support staff shall assist DS-E with quarterly EL data calls, standard disclosure, and financial analysis utilizing data from various systems and databases, annual CTC estimates, and other sources. Contractor shall also review current OSD policy in this area to ensure understanding of any policy changes and to make appropriate adjustments to numbers and narrative, and meet all DLA and OSD reporting deadlines. Contractor shall provide updates to the DS-ER EL Quarterly Reporting Desktop Reference as processes and procedures evolve and change.

Four DLA EL quarterly reporting data calls o Contractor shall analyze system reports to provide critical updates to the General Fund quarterly EL data call

Four DLA EL quarterly reporting variance analyses o Contractor shall utilize the CTC executive summary and the EL quarterly data call as well as system reports to prepare a draft quarterly EL variance analysis o Contractor shall participate in quarterly variance analysis reviews Two DLA EL quarterly reporting standard disclosures o Contractor shall prepare a draft narrative utilizing OSD and DLA guidance twice annually

Up to 4 updates to the DS-ER EL Quarterly Reporting Desktop Reference o Contractor shall revise and update the DS-ER Quarterly EL Reporting

Desktop Reference as DLA financial reporting processes and procedures change.

Task 1.6: Miscellaneous Support

The Contractor shall provide ancillary support to include, but not limited to support to various program management reviews, reconciliation support data tables and slides, gathering and submittal of data to the Annual Report to Congress, environmental database information review and analysis, meeting attendance on behalf of DS-E and other activities to support the restoration program.

Deliverables as assigned by DS-E Restoration Team Lead o Contractor shall assume preparation of 5 briefings annually consisting of approximately 6 slides/briefing pages o Contractor shall assume preparation of 1 analytical report monthly Meeting minutes as required o Contractor shall assume participation in and preparation of meeting minutes for 75 meetings annually o Meetings will be conducted at DLA or by teleconference o Support up to one data gathering meeting for Tracy in Sacramento, California

(CA), and prepare a meeting summary

Task 1 Performance Objectives

PWS

Paragraph

Element Evaluated

Performance Objective

Performance Threshold Surveillance Method

1.1 Meeting

Minutes

Minutes delivered within 5 business days.

Necessary rework accomplished within 2 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 1 day G: 90% delivered on time, rework accomplished within 2 days M: 80% delivered on time, rework accomplished within 4 days U: <80% delivered on time, rework requires more than 4 days

- Periodic Inspection

- Customer Feedback (Quarterly)

1.2 Requirements

Request/CTC Comparative Analyses

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

1.3 KBCRS and

SNaP Budget Submissions

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

1.4 End of Month

Reports Analyses and Tri-Annual Reviews

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days

- Periodic Inspection

- Customer Feedback (Quarterly)

Paragraph

Element Evaluated

Performance Objective

Performance Threshold Surveillance Method

M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

1.5 Quarterly EL

Data Calls, Variance Analyses, and Standard Disclosures

Delivered on Schedule.

Necessary rework accomplished within 2 days.

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 1 day G: 90% delivered on time, rework accomplished within 2 days M: 80% delivered on time, rework accomplished within 4 days U: <80% delivered on time, rework requires more than 4 days

- Periodic Inspection

- Customer Feedback (Quarterly)

1.6 Ad hoc

Program Management Briefings and Analytical Reports

Delivered on Schedule.

Necessary rework accomplished within 5 days.

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 1 day G: 90% delivered on time, rework accomplished within 2 days M: 80% delivered on time, rework accomplished within 4 days U: <80% delivered on time, rework requires more than 4 days

- Periodic Inspection

- Customer Feedback

Task 2: Annual Cost to Complete Current Year Requirements The Defense Logistics Agency (DLA) has made great strides in their program to capture ELs.

The Department of Defense (DoD) requires Services and Agencies to annually estimate and report their future ELs. Asbestos costs for approximately 7,114 buildings and structures will be estimated annually and included in DLA’s CTC. General Equipment closure requirements will be estimated annually in accordance with DoD FIAR Guidance. Corrective action costs for a total of approximately 165 sites will be estimated annually and included in DLA’s CTC. In addition, closure costs for a total of approximately 5,707 Aboveground Storage Tanks (ASTs) and Underground Storage Tanks (USTs), along with 667 pipelines, located at approximately 377 Defense Fuel Supply Points (DFSPs) will also be included. A list of installations and their associated known tanks and pipelines, RECONCILED AS DESCRIBED IN SECTION 2.3, is provided in Appendix A for tanks and Appendix B for pipelines.

Headquarters provides this support for the following nine LA Installations/Activities:

Curtis Bay Depot New Cumberland Columbus San Joaquin Tracy Richmond DLA Strategic Materials DLA Energy Philadelphia Defense Reutilization and Marketing Service Battle Creek

Steps to conduct DLA’s annual CTC process can be divided into four tasks:

Program Management CTC Training and SOP Updates CTC Data Gathering and Environmental Cost Estimating CTC Reporting

Additional related tasks include Site ID Process Support EL Audit Support RPM, OSD, and E2DMS Support RACER Support

Task 2.1 Program Management

Task 2 Program Management requirements include overall project management, communication with Program Managers and scheduling. The Contractor shall plan and conduct regular meetings and conference calls with the DLA DS-E Restoration Team and provide a weekly status update for the project, which also should contain summaries of any meetings held that week. The Contractor shall also prepare and deliver a CTC kick-off briefing. In addition, the Contractor shall prepare a summary of the Lessons Learned for the CTC effort at the completion of the task order period of performance. The Lessons Learned will be discussed with DLA DS-E at the end of the FY effort.

Deliverables:

Project status updates with meeting summaries, up to 60 annually Lessons learned summary report based upon work conducted during the CTC Meeting summary documenting teleconference discussion with DLA to discuss lessons learned

Task 2.2 CTC Training and SOP Updates

Each CTC cycle begins with an evaluation of any new policy or guidance set forth by the Office of the Secretary of Defense (OSD) or other government entities that may be applicable to EL reporting. The Contractor shall perform this evaluation, review and update DLA's CTC SOPs appropriately based on any relevant policy and guidance revisions, and incorporate audit readiness findings and recommendations. These changes will then be incorporated into the EL Training developed to train Installation Program Managers and others who review and approve all CTC documentation and financial statements, as applicable.

Deliverables:

Report of applicable changes to policy and guidance (up to 3 reports annually) Updates to SOPs ( 2 SOP updates annually)

Updates to training (1 training update annually) EL Training (Conduct EL Training in conjunction with data gatherings - up to 5 training courses)

Task 2.3 CTC Data Gathering and Environmental Cost Estimating

This task is conducted to gather information and create cost estimates for all DLA’s ELs, including CONUS and OCONUS Corrective Action and Closure sites following SOPs generated in Task 2. Applicable reports are obtained and reviewed, and interviews are conducted with DLA Program Managers, Service Centers, and remediation contractors to determine appropriate assumptions / requirements for anticipated out-year activities at each site, including both closure and corrective action. For Closure sites, parameters required for estimating such as tank identification and tank capacity, are obtained from DLA’s Enterprise Business System (EBS) annually. Reconciliation of the current EBS data set to the previous years’ data set is conducted to provide a year-over-year comparison. Data gaps in EBS that are deemed nonessential for estimating are handled via standard assumptions (e.g., estimate all tanks as steel tanks as approximation if tank construction material is not available). These standard assumptions are documented in the Cost Estimating Rules of Thumb and approved by DLA prior to estimating.

At the conclusion of data gathering, up to 165 Assumption/Requirement documents shall be created to include the following sites:

Up to 144 Assumption/Requirement documents for CONUS corrective action sites Up to 10 Assumption/Requirement documents for OCONUS corrective action sites One Assumption/Requirement document for OCONUS tank closures (includes tanks located in up to 15 countries) 10 Assumption/Requirement documents for CONUS tank closures (organized by DFSP and grouped into one Assumption/Requirement document per 10 EPA Regions)

Upon approval of the draft Assumption/Requirement documents by DLA, the requirements contained in the Assumption/Requirement documents are used to generate EL estimates utilizing RACER cost estimating software in accordance with the DLA-approved SOPs.

Travel Contractor shall conduct 10 trips to DLA Installations/Activities to perform Data Gathering as follows:

1 trip to Sacramento, CA (for Tracy) (Assume 2 personnel, 2 days) 1 trip to New Cumberland, PA (Assume 2 personnel, 3 days) 1 trip to Richmond, VA (Assume 2 personnel, 3 days) 1 trip to Columbus, OH (Assume 2 personnel, 3 days) 1 trip to Curtis Bay, MD (Assume 2 personnel, 3 days) 5 trips to DLA Headquarters (Assume 3 personnel, 4 days for each trip)

Contractor shall travel to 3 DLA Installations/Activities to perform estimate Validation as follows:

1 trip to Sacramento, CA (for Tracy) (Assume 2 personnel, 2 days) 2 trips to DLA Headquarters (Assume 3 personnel, 4 days for each trip)

Data Gathering Memorandum for each installation for the 9 installations/activities (up to 60)

Draft CTC Assumption/Requirement Documents (up to 165) for the 9 installations/activities

Draft Final CTC Assumption/Requirement Documents (up to 165) for the 9 installations/activities

Final Assumption/Requirement Documents (reflecting DLA comments - up to 165 document amendments)

Task 2.4 – CTC Reporting

Upon completion of the data gathering and cost estimating process, the Contractor shall prepare a financial roll-up and Executive Summary for each Installation/Activity and fund. Each Installation Executive Summary must be compiled by the Contractor into a fund Level Summary for financial reporting purposes and for the development of environmental financial input into three Notes on DLA's financial statement (Notes 11, 14 and 16). In addition, site and fund-level comprehensive audit files are generated for retention by the DLA program managers.

Deliverables:

Draft Installation Executive Summary for each Installation/Activity with financial roll-ups

(up to 9 ) Final Installation Executive Summary for each Installation/Activity with financial roll-ups

(up to 9 ) Draft Fund-Level Executive Summaries with financial roll-ups (up to 4) Final Fund-Level Executive Summaries with financial roll-ups (up to 4) Site Level Audit files (up to 136) Installation Level Audit file for each Installation/Activity (up to 9 ) Fund Level Audit files (up to 4)

Task 2.5 – Site Identification (ID) Process Support

To ensure completeness in identifying and estimating the CTC for the Agency’s ELs, DLA is designing and implementing a new process, known as the DLA Site ID Process. This process will be conducted annually to generate a complete inventory of ELs and Potential ELs for inclusion in the CTC. DS-E requires support in maintaining and updating process documents and SOPs, managing and compiling data received from field locations on environmental events, and organizing input for the EL determination made by the DS-ER Team Lead.

Update to SOP (1 SOP update annually) Update to DS-E Environmental Event Repository to include all environmental events reported within the month (assume no more than 150 environmental event reports annually)

Summary Report of Monthly DLA Environmental Events (12 annually) Recommendations report containing draft EL determinations on all environmental events within the DS-E Environmental Event Repository (two Recommendations reports annually)

Task 2.6 – Environmental Liabilities Audit Support

In accordance with the Department of Defense Financial Improvement and Audit Readiness Guidance, dated March 2013, DLA continues to make progress towards its goal of achieving end-to-end audit readiness. Both the Site ID and CTC processes are critical components of the DLA Environmental Liabilities Management (ELM) Business Process Cycle, and both processes will be an ongoing focus of audit readiness, assertion, and sustainment efforts. DS-E requires support in responding to information requests posed by the auditors, reviewing reports and other documentation produced as part of DLA’s audit readiness efforts to determine impacts to the Site ID and CTC processes, and participating in meetings to discuss information requests as well as findings and recommendations from the audit.

Provide written responses to up to 20 information requests posed by auditors Review drafts and provide comments for up to 15 documents and reports that result from the DLA audit readiness effort and independent public accountant (IPA) audit efforts that directly impact DLA’s management and reporting of its environmental liabilities

Provide meeting summaries for up to 40 meetings with the ELM team, external auditors, and Business Process Owners as appropriate for the propose of streamlining and improving audit readiness efforts, communications, and processes

Provide support to the annual update of the Process Cycle Memorandum (PCM).

Task 2.7 – Restoration Program Manager (RPM), OSD and E2DMS Support

DS-ER conducts Restoration Program Manager (RPM) meetings to facilitate selection of efficient and cost-effective corrective actions, thereby reducing costs and time to clean up sites.

These meetings compliment the annual cost to complete (CTC) process and vice versa, as the information gained in each effectively feeds into the other. DS-ER requires support in providing technical representation at these meetings for Defense Distribution Center Tracy, Defense Supply Center Richmond, and Curtis Bay Depot. Concurrently, the importance of DS-ER’s involvement in OSD meetings pertaining to environmental policy and guidance, CTC procedure updates, and budgetary system subcommittees continues to increase. Support in reviewing OSD policy and guidance applicable to ELM and participating in OSD meetings is required. DS- E is in the process of acquiring a new data system solution (E2DMS) to facilitate comprehensive agency-wide environmental management. Support is required in administering the system and in uploading CTC information.

Review drafts of up to four OSD guidance documents related to technical issues (such as vapor intrusion) and/or OSD policy involving restoration such as draft DoD Instructions, draft CTC Update Procedures, etc., and prepare written comments delineating findings and conclusions on policy and guidance reviews (up to four total)

Provide technical meeting support (up to eight meetings) at meetings such as KBCRS Subcommittee and CTC Subcommittee to discuss comments and recommendations, and prepare meeting summaries for each meeting.

Support up to four RPM meetings for Tracy in Tracy in Sacramento, California (CA), and prepare meeting summaries for each meeting Support up to two RPM meetings for Richmond in Richmond, Virginia (VA), and prepare meeting summaries for each meeting Summary Report of data uploads to E2DMS – one annually

Task 2.8 RACER Support

DLA uses Remedial Action Cost Engineering and Requirements (RACER) cost estimating software for preparation of the Agency’s CTC. RACER, a parametric cost estimating tool developed specifically for environmental remediation and restoration projects, is validated and accredited for use in preparing CTC estimates. The development and maintenance of the software is managed and funded by a RACER Steering Committee (RSC) and Technical Review Group (TRG) with representatives participating from various federal agencies including DLA. DS-ER requires support in providing software testing and review, attending RSC and TRG meetings along with the DLA representative, and providing RACER training to DLA Program Managers (PM) to assist with their review of the CTC.

Support software beta testing on-site at AECOM’s facility in Denver, Colorado (CO) (two personnel) and provide testing results Conduct up to two one-day DLA-specific RACER training classes to facilitate PM understanding and review of the CTC cost estimates. Prepare and provide training materials Attend and provide meeting summaries: 1 RSC and 1 TRG meeting. Assume travel to

Washington DC for 1 traveler for 2 days for each meeting.

Review and provide written comments on up to 30 software work plans and reports.

Task 2 Performance Objectives

Paragraph Element

Evaluated Performance

Objective Performance Threshold Surveillance

Method

2.1 Meeting

Minutes Minutes delivered within 5 business days.

Necessary rework accomplished within 2 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 1 day G: 90% delivered on time, rework accomplished within 2 days M: 80% delivered on time, rework accomplished within 4 days U: <80% delivered on time, rework requires more than 4 days

- Periodic Inspection

- Customer Feedback (Quarterly)

2.2 SOP Updates Delivered on

Schedule.

Necessary rework

E: Delivered on time, no rework necessary

- Periodic Inspection

- Customer Feedback

Paragraph

Element Evaluated

Performance Objective

Performance Threshold Surveillance Method accomplished within 5 days

VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

2.3 Draft & Final

Assumption Documents

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

2.4 Audit Files Delivered on

Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

2.5 Update DS-E Environmental Event Repository

Updates processed timely and Summary delivered on Schedule.

Necessary rework

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days

- Periodic Inspection

- Customer

Paragraph

Element Evaluated

Performance Objective

Performance Threshold Surveillance Method accomplished within 5 days

M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

2.6 Provide

written responses to information requests posed by auditors

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

2.7 Review drafts

of OSD guidance documents

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer Feedback (Quarterly)

2.8 Review and

provide written comments on software work plans and reports

Delivered on Schedule.

Necessary rework accomplished within 5 days

E: Delivered on time, no rework necessary VG: 95% delivered on time, rework accomplished within 3 days G: 90% delivered on time, rework accomplished within 5 days M: 80% delivered on time, rework accomplished within 10 days U: <80% delivered on time, rework requires more than 10 days

- Periodic Inspection

- Customer

Task 2.9 Environmental Liabilities Audit Sustainment Support (Optional task – need an option for the base year and to accompany each Option Year

DLA is currently hosting an Independent Public Accountant (IPA) who is engaged to conduct the Fiscal Year 2017 Financial Statement audit. Additional IPA engagements are anticipated annually in the future. DS-E requires on-site contractor support to assist and coordinate DS-E’s engagement with the IPA, Audit Response Support (ARS) team, and DS-A. DS-E is required to respond to IPA requests within specified time periods, ranging from 24 to 72 hours, through the ARS and DS-A. Responses are submitted via the on-line document repository known as the RC Tool. Contractor shall be eligible to receive and maintain a valid CAC in order to facilitate access to the RC Toll and DLA IT resources.

Deliverables:

Provide written responses to up to 100 information requests posed by auditors Review drafts and provide comments for up to 75 documents and reports that result from the DLA audit readiness effort and independent public accountant (IPA) audit efforts that directly impact DLA’s management and reporting of its environmental liabilities

Provide meeting summaries for up to 200 meetings with the ELM team, external auditors, and Business Process Owners as appropriate for the propose of streamlining and improving audit readiness efforts, communications, and process Coordinates

Coordinate and finalize the annual update of the Process Cycle Memorandum (PCM).

3.0 Additional Instructions

All data required, used or otherwise handled remains the property of the government. Any database software developed as part of this delivery order becomes the property of the Government. The Government retains the rights to all intellectual property purchased or developed through this effort. The Contractor may not use datasets or other materials produced under this delivery order without written consent of the COR. All data, reports, and other materials produced under this delivery order are the property of the Government and are not to be released by the Contractor without written approval from the COR.

The Contractor shall maintain a project file for two calendar years from the date of project completion.

Distribution / Release Limitation Statements. All data provided to the contractor by the Government and/or developed by the contractor for the Government shall be protected from disclosure in accordance with the markings contained thereon. All other information relating to the items to be delivered or services to be performed under this task may not be disclosed by any means without prior approval by the Government.

A-E Manpower Reporting. The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the A-E will report ALL A-E manpower (including sub A-E manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address https://cmra.army.mil . The required information includes:

(1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative;

(2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period;

(4) A-E name, address, phone number, e-mail address, identity of A-E employee entering data;

(5) Estimated direct labor hours (including sub-A-E);

(6) Estimated direct labor dollars paid this reporting period (including sub-contractor);

(7) Total payments (including sub-contractor);

(8) Predominant Federal Service Code (FSC) reflecting services provided by A-E (and separate predominant FSC for each sub-contractor if different);

(9) Organizational title associated with the Unit Identification Code (UIC) for the Government Requiring Activity

(10) Locations where A-E and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website);

(11) Presence of deployment or contingency contract language, and,

(12) Number of A-E and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the A-E will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year.

Access and Security. Entry to DLA facilities requires the following: current vehicle registration, proof of insurance, valid driver's license for the vehicle driver, and picture identification for other personnel. The Government will not be responsible for damages due to delay/stoppages caused by failure to comply.

4.0 Period of Performance

Period of performance for this task order is one year after date of task order award.

5.0 Optional Tasks

Task 5.1 Option 1: Complete same requirements as Tasks 1 and 2 above with a one year Period of Performance starting the last day of task order award POP.

Task 5.2 Option 2: Complete same requirements as Tasks 1 and 2 above with a one year Period of Performance starting the last day of Option 1 award POP.

Task 5.3 Option 3: Complete same requirements as Tasks 1 and 2 above with a one year

Period of Performance starting the last day of Option 2 award POP.

Task 5.4 Option 4: Complete same requirements as Tasks 1 and 2 above with a one year Period of Performance starting the last day of Option 3 award POP.

Optional requirements, as stated above will be exercised unilaterally at the Government’s discretion at the negotiated, firm-fixed line item prices, if determined to be in the Government’s best interest at any time the completion of base work. The Government reserves the right to not exercise any options under this contract.

Points of Contact

Emily Schiffmacher Contracting Officers Representative U.S. Army Corps of Engineers Baltimore District ATTN: CENAB-EN-HM (Emily Schiffmacher) 10 South Howard Street Baltimore, MD 21201 410-962-3253 Emily.N.Schiffmacher@usace.army.mil

Kevin Kivimaki Environmental Restoration Division Chief DLA Installation Support Environmental Management 703-767- 6239 Kevin.kivimaki@dla.mil

All invoices and monthly reports shall be sent to:

U.S. Army Corps of Engineers Baltimore District ATTN: CENAB-EN-HM (Stephen Wood) 10 South Howard Street Baltimore, MD 21201 717-817-5871 stephen.c.wood@usace.army.mil