DLA_E2DMS_SOW_27JAN15.docx

Statement of Work Defense Logistics Agency (DLA) Enterprise Environmental Data Management System (E2DMS)

BACKGROUND

The Defense Logistics Agency (DLA) Installation Support’s Environmental Management (DS-E) organization is planning for modernization of technology supporting Restoration and Compliance data management efforts. DS-E currently supports various Environmental data calls from Federal, Department of Defense (DoD), and other Government agencies with annual Restoration and Compliance processes. Legacy software and various data creating systems support manual processes that provide critical information for data calls. Those disparate data systems and data sets require ad hoc manual creation to facilitate management of location/installation/site environmental liabilities within the Agency.

Prior to decommission in 2010 the Defense Site Environmental Restoration Tracking System (DSERTS) provided some of the Restoration requirements that are currently fulfilled by DLA. To support past and future data calls the DLA DS-E organization uses several local tools to manage their Restoration and Compliance programs. Local tools include Enterprise Business System (EBS), a variety of Microsoft® Excel Spreadsheets, Microsoft® Access Databases, Microsoft® SharePoint Sites, and DLA shared network drives. To achieve modernization, DLA requires an environmental data management system to replace legacy and disparate data management systems that is designed to manage environmental restoration and compliance.

OBJECTIVES

The DLA DS-E expects to acquire commercial off-the-shelf (COTS) Software as a Service (SaaS) web-based enterprise-wide tool set to support an integrated enterprise environmental data management system to support their modernization of DLA DS-E’s enterprise environmental data management efforts. To support that goal an enterprise environmental data management system is required to be referred to as Enterprise Environmental Data Management System (E2DMS).

The required data management system, E2DMS, is a web application that will modernize the current Restoration and Compliance data management processes and streamline data calls. The E2DMS solution will be used at all DLA locations (see Section 16.0 Exhibit I). The objective of the data system is to demonstrate improved program management and reporting processes using E2DMS to replace discontinued legacy software and ad hoc manual processes currently used to manage location/installation/site environmental liabilities within the Agency.

Specifically, DLA DS-E intends to acquire the brand name or equal software described in Section 4: Scope. User administration will be managed by DS-E and include a tiered-access structure. The system will allow for integration of current and historical project information and plans to support the goals of DS-E and DLA.

Examples of system data imports and exports include:

· Remedial Action Cost Engineering and Requirements™ (RACER) - Annually, over 200 Microsoft® Excel imports from RACER into E2DMS to roll-up the Cost to Complete (CTC) data.

· Enterprise Business System (EBS) – Annually, a Microsoft® Excel export from EBS will be imported into E2DMS to validate and characterize the asset inventories.

· EBS – Annually, a Microsoft® Excel export from E2DMS will allow an easy importation of annual CTC data to support the automated Environmental Liabilities (EL) Quarterly Data Call Journal Voucher.

· Knowledge Base Corporate Reporting System (KBCRS) – Quarterly, over 20 Microsoft® Excel exports from E2DMS will be used to fulfill KBCRS data calls.

· Select & Native Programming Data (SNaP) – Semi-annually, several Microsoft® Excel exports from E2DMS will be used to fulfill SNaP data calls.

TECHNICAL STANDARDS AND GUIDELINES

Contractor Compliance The Contractor shall be responsible for knowledge of and compliance with all applicable federal information technology and information management laws, regulations, policies, and standards at the government-wide and DoD levels to include DoDI 8570 and applicable controls listed on the Information Analysis Centers (IAC) spreadsheet. At the government-wide level, these include Office of Management and Budget (OMB), National Institute of Standards and Technology (NIST), and General Accounting Office (GAO). These can be primarily found at or through the Federal CIO Council website at: http://www.cio.gov/ and http://iac.dtic.mil/.

Compatibility with DLA’s Environment The suggested data management software must be compatible with DLA’s technical environment as described in Section 10.0, upgrades to technical environment, security requirements, and/ or be capable of being configured to be compatible. Please see Section 10.0 for types of servers, databases, and applications DLA will utilize. Section 10.0 Government Furnished Equipment details the government environment supporting the system software.

Information Technology (IT) Security The Contractor will ensure the proposed system is compliant with Federal and agency security requirements. These requirements include Information Assurance (IA) Controls included in Department of Defense (DoD) Instruction 8500.01 or other IA policies that the DLA organization is under have been satisfied. The system will be restricted to approved Department of Defense (DoD) and DLA authentication, which includes Common Access Card (CAC) authentication. The proposed system will have users across the DLA enterprise and external contracted users and will have a DoD issued CAC card. System must have the capability to support the DoD Public Key Infrastructure System. For reference, see http://www.cac.mil/policies/ and http://www.dtic.mil/whs/directives/corres/ins1.html.

If required the contractor shall to be able obtain CAC and security clearance. Where necessary the Contractor may be granted a CAC card for access to DLA environments via secure Virtual Private Network (VPN) connection (if applicable) and may require background ID checks per DoD requirements. Details related to CAC processing and requirements will be coordinated after contract award.

SCOPE

The scope of this contract encompasses all of the data management system software, support, maintenance, and related equipment/supplies necessary to install and configure a comprehensive COTS solution that meets the environmental data management system requirements of the DLA described in Section 1 Background and Section 2 Objectives and listed in Table 1 Bill of Materials. Section 4.2 will describe the salient characteristics of Item 1.

ENFOS Core Finance – Planning Finance – Purchase to Pay Compliance – Audits Compliance – Asset Manager Document Management Enterprise GIS

Table 1 Bill of Materials General Requirements The products and option periods include use, maintenance and support of products, all upgrades, Database Administration (DBA) support when necessary, configuration, and application installation support. Support and maintenance will include minimum service level requirements that categorize issues and defects. Response times for issues and defects will be based on priority category of defect reported.

Salient Characteristics The solution must meet or support the following salient characteristics described in the following subsections.

The system is a commercially available product that is customizable but in its basic form meets the requirements and goals of the DLA enterprise environment program as described in Sections 1 and 2. Access to the system shall be immediate, unlimited (CAC authenticated), and direct via desktop interface.

The system is an end-to-end solution that includes functionality to manage all aspects of DLA’s environmental liability program, including site and facility information, finance planning, finance purchase to pay, compliance audits, project technical data, document management, and Geographic Information System (GIS).

The system has the ability to automatically interface with other third-party applications such as Enterprise Business System (EBS).

The system is built on a hierarchical data model that can be configured, by DLA administrators, to emulate DLA’s organizational structure and can be modified or reorganized while data remains intact according to the needs of the DLA organization.

The system is designed for a cloud or virtualized architecture with Oracle 11g Database Server(s) and employs the use of a Cisco firewall security appliance(s).

The system is compatible with Microsoft® Windows 7 Enterprise Service Pack 1 and later and Internet Explorer Version 9 and later.

The system has a web based user interface, is user friendly, easy to use and understood by users with limited computer skills.

The system provides both application level security and network level data security.

The system provides for the creation of user accounts that will be Common Access Card (CAC) authenticated via an “administrator” type role. The administrator role can disable users without affecting historical data.

The system has the ability to add custom fields and values.

The system is scalable to meet the needs for 50-150 sites within the DLA enterprise and will be capable of handling legacy data from various sources (detailed in Section 2) and support 50 – 150 users concurrently as well as support all additional capture of future data. Legacy data formats include, but are not limited to:

· Microsoft® Access 97-2010

· Microsoft® Excel 97-2010

· Oracle® data exports

· Extensible Markup Language (XML) 1.0, 1.1

· Text Files (ASCII, UTF-8, MIME, .TXT), Comma-separated values (CSV), or tab-delimited files

· Structured Query Language (SQL) System has Geographic Information System (GIS) capability accessible inside the user interface that includes Digital Globe Satellite Maps, OpenStreet Maps, Mapserver, Support Sharefiles (Environmental Systems Research Institute (ESRI) extensions) and GeoTiff files.

System has the ability to draw point, line, and polygon layers on maps. System stores data, views system data, and reports data on maps.

System has the ability to convert maps to Adobe Portable Document Format (PDF) form and print maps with data.

System provides a variety of standard and custom reports and the ability to create and store ad-hoc searches/queries.

System supports user administration in a tiered-access and configurable structures that allow for assignment of access roles as well as add, edit, and archive data fields on an ad hoc basis.

System conforms to the National Institute of Standards and Technology (NIST) guidelines for Security Categorization (SC) Environmental Information System = {(confidentiality, moderate), (integrity, high), (availability, moderate)}.

System has extensive user help built in and a user help page easily accessible from within the application.

System provides audit/tracking to record all changes for original value, new value, date of the change, and user made the change; audit tracking may be on a module-by-module basis.

System supports DoD Public Key Infrastructure System that provides Adobe Acrobat Portable Document Format (PDF) file upload with digital signatures embedded in documents.

System supports file upload and data repository capability with features such as description fields, workflow and task tracking capabilities, search function, and version history tracking.

System allows for a finance or budget management functionality that allows a user to create financial plans against a user-defined work breakdown structure with a configurable timeline.

System includes modules/sub-modules/sections/structure that will support the customizable DS-E support areas that include but will not be limited to the depiction in Figure 1: Modules (the system will be capable of customizing to these modules-the names of modules shown are for reference as an example of desired system usage):

Figure 1 Modules Modules/sub-modules/sections/structure includes the following capabilities: (for the purpose of the following sections modules will be used for a capability to describe modules/sub-modules/sections/structure within a system focused on one area) Environment Event Reporting Module

· Data fields to gather and update information on an environmental event

· Ability to send E-mail alerts to desired E-mail addresses containing incident information Compliance Data Management Module Ability to add, edit, and archive data fields throughout the year Ability to provide archiving capability with the following data:

· Created By (user)

· Created Date (date)

· Last Modified By (user)

· Last Modified Date (date)

· Approved By (user) – where applicable

· Approved Date (date) – where applicable Provides email alerts to pre-designated email addresses regarding significant changes to program area information Provides a Document Repository with linkage to specific Program Area, complete with alerts and tracking features.

Stores or links to compliance reports, environmental permits, equipment inventories, and maps.

Field level users shall have the ability to upload compliance inspection forms and corrective action plans (CAPs) as well as report outside inspections, spills/releases and other compliance violations as well as storage of notes.

System should have Geographic Information System (GIS) capability, including the capability to synchronize image layers and produce GIS documentation ready for internal and external data calls via Compliance Data Call Module.

Has the ability to create a Data Call form and distribute (via alert) to each Field Level Activity (users and/or groups of users) as needed throughout the year Provide mechanisms to export reports in Microsoft® Word, Excel, and Adobe PDF.

Budgetary Data Call Module

· The Headquarters (HQ) users should have the ability to approve Field Level Activity data and roll data up to tiered levels.

The system should be able to export reports in the format needed for entry into external data call systems (See Section 2).

Provides Trend Analysis and Performance Matrix Module Provides ability to create, customize, and update reporting templates for trend analysis and performance matrix Restoration Data Management Module The Module should have a hierarchical structure. (Specific data fields for each sub-module level will be created during E2DMS installation.) These sub-modules will contain the following capabilities for each level of the hierarchy.

· Ability to add, edit, and archive data fields on an ad hoc basis throughout the year

· Ability to archive existing installation with the following data:

· Created By (user)

· Created Date (date)

· Last Modified By (user)

· Last Modified Date (date)

· Approved By (user) – where applicable

· Approved Date (date) – where applicable Ability to send email alerts to desired email addresses regarding significant changes to information Provides Document Repository with linkage to specific sub-module level, complete with alerts and tracking features Provides GIS capability (as described in , including the capability to synchronize image layers and produce GIS deliverables ready for internal and external data calls Restoration Data Call Module Cost to Complete Data (CTC) Input

· Provides the ability to import external cost estimate reports with coordinating Requirement/Site/ Phase/ Year data

· Provides capability to roll up CTC information by according to the established hierarchy Budgetary Data Call Module

· Provides roll-up CTC data for applicable CTC cycle

· Provides capability to add applicable inflation rates to CTC data

· Provides capability to export an excel file in appropriate format for entry into external data call systems

· Provides the ability to forecast and budget at the requirement level and provide rollups to the site level and above.

Current Year Requirements Module

· Provides capability to gather current year funding requirements from field activities through data calls

· Provides the capability to roll up the current year funding requirements by site, installation, and fund

· Provides capability to track the status of the requirements Trend Analysis and Performance Matrix Module

· Provides the capability to create, customize, and update reporting templates for trend analysis and performance matrix Module(s) and/or sub-module(s) should include the ability to create and modify a hierarchy. An example of this includes:

Level 1: Headquarters Data Level 2: DLA Installation Support (DS) Level (i.e. DS-ER, DLA Energy, DLA Strategic Materials) Level 3: DS Support Office Level (i.e. Richmond, Susquehanna, etc.)

Level 4: Site (Restoration) or Activity (Compliance) Level (i.e. Site 001, Air Permits Software License and Tool Maintenance Requirements The Contractor shall provide annual maintenance (base year and option years as exercised) for the software as described below:

The contractor shall provide annual maintenance for the software. This includes:

· Telephone access to technical expertise from 9 – 5 Eastern Standard Time (EST)

· An account manager to assist with the specific account

· Requirements tracking to track any issues that are identified

· Upgrades as patches and new versions of the software become available

· Access to software and upgrades via the internet

· Access to user guides and technical specification via the internet

The Contractor shall provide timely notification of new releases of all tools and provide all updated software, documentation, and training materials in addition to specific management and administrative requirements described.

Annual Licensing, Maintenance, and Updates In addition to the initial installation of the system software, the contractor will provide (with base annual purchase and options as exercised):

· Licensing which covers 50-150 users plus administrators;

· Software patches and/or hot fixes which address software security;

· System software updates for maintenance;

· New releases that address new functionality, enhancements and/or repair.

508 Standard Requirements The Contractor should be familiar with Section 508 requirements as described at http://www.section508.gov/ in order to ensure that documents generated as part of this requirement are fully Section 508-accessible using the available COTS tools.

508 Standard Requirements include:

· 1194.21 Software applications and operating systems

· 1194.22 Web-based intranet and internet information and applications

· 1194.31 Functional performance criteria

All electronic and information technology (EIT) must meet the applicable accessibility standards at 36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at:

http://www.access-board.gov/guidelines-and-standards/communications-and-it

Period of Performance Software system will be delivered/installed on the Governments environment within 30 days After Receipt of Order (ARO) or after setup of Governments environment is complete, whichever occurs first, and Maintenance as described in Sections 5.0 and 6.0 will be from date of completed install plus (12) months.

Installation All installation and configuration of equipment or software will take place at physical address listed in Section 11.0 Delivery or via virtual connections at the discretion of DLA. DLA DS-E will oversee the installation and configuration of any patches, updates, or upgrades covered under the maintenance renewal. If necessary, the vendor may be required to acquire Common Access Card (CAC) credentials to test or install necessary components of software and will be responsible to complete the necessary Government provided forms and successfully pass any Government checks such as National Agency Check with Law and Credit (NACLC) as prescribed by the U.S. Office of Personnel Management (OPM) as described at http://www.opm.gov/investigations/background-investigations/ .

Government Furnished Equipment (GFE) The Government will provide all hardware environments and access for system installation. The general system architecture will be:

(1) Firewall Network security appliance

(2) Switching devices

(1) Proxy server

(1) Radius server

(2) production and integration servers (in a virtualized architecture) with minimum: 2xCPU 3.3 GHz, 32GB DDR3 RAM, RAID 1 configured hard disks, eDUAL Gigabit LAN Port and battery backup for the system software

(2) database servers (Oracle 11G) with minimum: 2xCPU 3.3 GHz, 32GB RAM with RAID 1 and RAID5 configurations.

The Government will direct and complete necessary Information Assurance (IA) requirements and the contractor will provide technical details to satisfy those requirements as well as many any changes to the existing system to support the Governments cyber security and IA requirements. If, for any reason, the contractor cannot successfully modify or rectify any identified security flaws or issues that the Government finds the Government can cancel Delivery Drop-Ship Address for any Physical Software Media, Electronic Software Download, and/or Documentation with the ”E2DMS” reference and contract number:

Kim Lewis, DLA J62BK 74 N Washington Ave Battle Creek MI 49037 Invoicing Invoices shall be submitted monthly. Terms of all invoices shall be net 30 days. Invoices shall be submitted via e-mail in PDF format to the following e-mail addresses:

CEHNC-ITS@usace.army.mil scott.barnhart@usace.army.mil Zalerie.Moore@usace.army.mil

Note: Invoices must match purchase order/contract in description. Defective/deficient invoices will be returned.

Invoices submitted for payment by Contractors shall contain the following minimum information:

1. Name and address of the contractor

2. Invoice date and number

3. Contract number, contract line item number and if applicable, the order number

4. Description, quantity, unit of measure, unit price and extended price of the item delivered

5. Shipping and payment terms

6. Terms of any discount for prompt payment offered

7. Name and address of official to whom payment will be sent

Payments will be made after submission of a proper invoice and after the Government accepts the services.

*If not submitted to the E-Mail addresses shown above, the invoice will be rejected.*

Release of Claims

A Release of Claims shall accompany the final invoice. The Release of Claims shall be signed, and include a statement similar to the following: “The undersigned firm under Contract No. X, between the United States of America and said contractor for services for ‘xyz’ hereby releases the United States, its officers, agents, and employees from any and all claims arising under or by virtue of said contract or any modification or change thereof except with respect to those claims, if any, listed below:” A copy of a Release of Claims form will be included in the purchase order to close out the action.

Request for Payment Electronic Invoice Requirements: Electronic invoice submissions must be created in black and white and in Adobe’s Portable Document Format (PDF) and comply with the requirements specified within this contract.

Point of Contact’s Direct any technical questions about this order to:

Scott Barnhart, Huntsville Center, US Army Corps of Engineers, Information Technology Services Branch

Direct any acquisition questions about this order to:

Zalerie Moore, Huntsville Center, US Army Corps of Engineers, Contracting Directorate (256)895-2534 Zalerie.moore@usace.army.mil image1.jpeg