RFI_Attach_2_PWS_CEFMS_Maintenance.docx

DRAFT Performance Work Statement (PWS)

Corps of Engineers Financial Management System (CEFMS) Maintenance for USACE Finance Center

541511-- Custom Computer Programing Services

11 April 2016

Table of Contents

DRAFT PERFORMANCE WORK STATEMENT (PWS)

Introduction Background:

The U.S. Army Corps of Engineers Finance Center (UFC) supports the maintenance and enhancements for the Corps of Engineers Financial Management System (CEFMS) which is an enterprise financial management system supporting the business processes and mission of U.S. Army Corps of Engineers (USACE) worldwide. CEFMS provides integrated, end-to-end automated financial management services enabling full transparency of funds execution for USACE projects. CEFMS provides functionality for receipt of Civil Works and Military appropriated direct funding and reimbursable funding and execution of funds to include commitments, obligations, receiving, invoicing, disbursements, billing, collections and reporting. CEFMS provides automated pro forma transactions and general ledger updates in compliance with U.S. Treasury Standard General Ledger (USSGL) policies. The UFC is responsible for performing research, analysis, design, development, testing and implementation of all systems maintenance and enhancements for the CEFMS. CEFMS is critical to the day-to-day operations and carrying out the overall missions of USACE. CEFMS has enabled USACE to produce auditable financial statements and sustain audit readiness.

Scope:

CEFMS is the premier financial management system in the Department of Defense and the enterprise system for executing all financial management business processes and transactions within USACE. The purpose of this contract is to provide the UFC with system design, development, and management technical services sufficient to maintain CEFMS operations and perform updates/enhancements, as necessary, to meet the requirements of public laws, regulations, standards, stakeholders, and best business practices.

General Requirements:

Contract Management The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at UFC and the contractor's corporate offices.

Contract Administration The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

Non-Personal Services.

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

Hours of Work:

Normal workdays are Monday through Friday except US Federal Holidays. Workers typically work eight (8) hours per day, 40 hours per week. Flextime workers start not earlier than 0600 and not later than 0900. Core hours of work are from 0900 to 1500 daily. All contractor employees are expected to be available or accounted for during core hours.

Non-Standard Operations:

Upon determination by the Government that an emergency exists or quick response is necessary to meet mission requirements, the Contractor will be notified of the need for priority response by the most appropriate method including, but not limited to, telephone or “in person" (if possible). Notification shall be followed up with an email.

The Contractor shall maintain an on-call service capable of responding to system failures within a one hour period after normal business hours and on weekends.

The Contractor shall be available to work extended hours on an ad hoc basis to develop software solutions necessary to satisfy emergent needs due to changes in public law, policy, or data requirements.

Recognized Holidays:

The Contractor is not required to perform services on the holidays listed below:

Travel:

The Contractor shall ensure that all travel is in accordance with (IAW) the Department of Defense (DOD) Joint Travel Regulation (JTR) and Federal Travel Regulation (FTR), FAR 31.205-46. All travel requires Government approval/authorization by the Contracting Officer (KO) or designated Contracting Officer’s Representative (COR) prior to departing on travel. Travel arrangements for Contractor personnel shall be provided to and approved by the KO or COR in advance of travel using established guidelines to request approval. Travel arrangements for Contractor personnel shall be provided to and approved by the KO or COR in advance of travel using established guidelines to request approval.

The Contractor shall submit trip reports within seven (7) days after completion of travel. If a trip extends more than two weeks, the Contractor shall submit interim reports every two weeks throughout the duration of the trip. Trip reports will summarize the reason for the trip, Government Official authorizing the trip, results of the trip, action items, and any other relevant information about the trip. The Contractor shall provide a Trip Report to the COR and the Government’s Project Manager within five (5) business days from the completion of the trip IAW DI-MISC-80508B, Data Item No. C001 Contracting Officer Representative (COR):

The COR will be identified by separate letter. The COR monitors all technical aspects of the task order and assists in task order administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the task order; perform inspections necessary in connection with task order performance; maintain written and oral communications with the Contractor concerning technical aspects of the task order; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify 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.

Quality Control.

The Contractor shall develop, maintain and execute an approved quality control plan (QCP). This quality control plan shall define processes to monitor Contractor performance at applicable PWS locations and ensure compliance with the requirements of this task order and applicable regulatory guidance. The Contractor’s QCP shall delineate procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor shall electronically submit a comprehensive, written QCP to the Contracting Officer Representative (COR) within 30 days of task order award. The QCP shall be reviewed by the Government before acceptance. After review of the quality control plan, the Contracting Officer (KO) will provide the Contractor with written acceptance or rejection of the QCP along with any proposed changes.

Quality Assurance.

The government will evaluate the Contractor’s performance under this task order in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure 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 rate(s).

Contractor 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 Contractor will report ALL Contractor manpower (including sub-contractor 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: (l) Contract Number; (2) Delivery Order Number (If applicable); (3) Task Order Number (If applicable); (4) Requiring Activity Unit Identification Code (UIC); (5) Command; (6) Contractor Contact Information; (7) Federal Service Code (FSC); (8) Direct Labor Hours; (9) Direct Labor Dollars; and, (10) Location. In the event the Contracting Officer's Representative (COR)/Contracting Officer's Technical Representative (COTR) has not entered their data requirements first, the Contractor must also enter the COR/COTR required data with the exception of fund cite, obligations, and disbursement data.

Government Furnished Equipment.

The government shall provide a laptop with docking station for contractors assigned to this requirement.

Specific Tasks:

Kickoff Meeting:

Within 10 days of execution of the contract, the Contractor shall schedule a kickoff meeting to be hosted at the delivery address. The meeting must occur within 20 days of contract execution and must be attended in person.

CEFMS Software Management and Development The contractor shall provide IT Oracle Database Administration, Design, and System Engineering Services for the CEFMS application. These services will be made available to the HQUSACE Finance Center (CEFC-S) in Huntsville, Alabama and to HQUSACE Finance Center (CEFC) in Millington, Tennessee. This work is variable in nature. It can be completed on a daily, weekly, or monthly basis depending upon changes in business processes and regulatory requirements. All specific work assignments associated with the tasks will be managed by work requests utilizing a task reporting system and will serve as the delivery tool for these tasks.

Financial System Application Development, Operations and Maintenance:

The contractor shall assist in continued support, maintenance, enhancement, and modification of the software required for the operations of CEFMS. This includes system requirements analysis, design, coding, testing, and implementation of changes. The contractor shall provide continuous assistance in identification and correction of programming deficiencies, programming modifications based on regulatory requirements and/or modifications, data elements needed to enhance and produce forms and reports, and/or changes to improve functional operations of screens. The contractor shall provide maintenance, support, modification, and enhancements to areas of functionality that include but is not limited to the below list:

· Access Request Management System (ARMS) Module

· Accounts Payable Module

· Accounts Receivable Module

· Accrual Module

· Appropriation Expenditure Authority

· Appropriation Refund

· Asset LifeCycle Management Module

· Asset/Facilities Management Module

· Audit Universe of Transactions

· Billing and Collections Module

· Budget Module

· Building & Structures Module

· Capitol Property Recon Reporting Module

· Civil Automated Budget Module

· Civil Work Allowance Module

· Collections & Deposits

· Common Access Card (CAC) Authentication

· Consolidated Departmental Overhead Module

· Construction in Progress

· Corporate Reporting Module

· Cost of Doing Business Module

· Cost Share Module

· Cost Transfer Module

· Credit Card Module

· Cross Charge Distributable Billings

· Customer Order Advance Accounts Module

· Customer Order-Government Order Module

· Data Management

· Depreciation, Plant Increment and Insurance Accounting Module

· Distributions Module

· Expend and Disburse Module

· Facility Management

· Foreign Currency Module

· Funding Module

· Funds Distribution Module (FDM)

· General Journals

· General Ledger Chart of Accounts

· Government Order / Customer Order (GO/CO) Integration

· Homeowners Assistance Program (HAP)

· Inventory Management Module

· Intra-Government Payment and Collection (IPAC)

· IRS Form 1099 Miscellaneous Module

· Long-Term Receivables Module

· Manpower Module

· Obligations Module

· Oracle Toolset Support

· Payroll Module

· Personal Property Management Module

· Problem Reporting Module

· Purchase Request Module

· Reconciliations/Data Integrity

· Real Estate Property Maintenance Module

· Reoccurring Payments Module

· Reorganization Module

· Reporting Module

· Resource Plans Module

· Revenue Generating Agreements Module

· Revolving Fund

· Small Purchases Module

· Specific Expenditure Authority

· Standard Resource Code Module

· Standard Revolving Fund Work Item Module

· Supervision and Administration (S&A) Module for Flat Rate Military Construction

· System Print Programming and Support

· Time and Attendance Module

· Training Module

· Transfers Module

· Travel Module

· Unliquidated Obligations Review Module

· Multiple Interfaces with both internal and external systems

· Warehouse and Inventory Module

· Work Management Module

· Year-End Processing Module

Oracle Database and Application Design and Administration:

The contractor shall assist in continued support of the Oracle Database and Application Server Administration, Design, and System Engineering Services required for the operations of the CEFMS. The contractor shall provide continuous assistance for identification, correction, and configuration of all Oracle Databases to include the development and production environments, configuration modifications based on regulatory requirements, database and system certification and accreditation policies, upgrades, and overall design and operations of the architecture. The contractor shall provide 24x7 Oracle Certified DBA Support.

Interface Support:

The contractor shall assist in the continued support of the hardware and software architecture of interface support between CEFMS and other Corps AIS systems as well as external agency systems including DOD and US Treasury systems. Other system interfaces may be added in the future due to agency requirements, directives, policy and procedures.

UNIX and Systems Administration:

The contractor shall assist with principal support to CEFMS to include knowledge of UNIX, Solaris, Sun Microsystems, and Oracle SQL/PL*SQL software tuning techniques. To achieve CEFMS user support objectives, assistance will include optimization of platform specific hardware and software tuning considerations to maximize the performance of the CEFMS activity across the Army Corps of Engineers Information Technology (ACE-IT) architecture. The contractor shall also assist the processing center personnel configuring and tuning the production operating environment. The contractor shall assist the processing center personnel in configuring and tuning the CEFMS Oracle database and application servers. The contractor shall also maintain a development and test environment, including configuration modifications based on regulatory requirements, system certification and accreditation policies, upgrades, and overall design and operations of the architecture.

CEFMS Documentation:

The contractor shall maintain the following document libraries:

System Design Documentation – The contractor shall develop and maintain design documentation for all new forms, modules, and interfaces. The contractor shall update existing or current design documentation for all existing forms, modules and interfaces that are modified or enhanced. All design documentation shall be prepared using the Oracle Unified Method.

Database Architectural Documentation – The Contractor shall develop and maintain database logic documentation and disaster recovery for all databases comprising the CEFMS application.

User Documentation – The Contractor shall maintain and update the CEFMS User manuals in Word format.

Information Assurance (IA) Documentation – The Contractor shall prepare, manage and maintain all DoD Information Assurance Certification and Accreditation Process (DIACAP) and Risk Management Framework (RMF) documentation, artifacts, and Standard Operation Procedures (SOPs) required for System Certification and Accreditation (C&A).

Source Code – Contractor shall maintain source code in the PVCS Version Manager system.

Electronic signature software– CAC/PKI: The contractor shall assist in continued support of all electronic signature software required for the operations of CEFMS and shall provide maintenance, troubleshooting, and new development in both the production and testing environments. This includes, but is not limited to, the following:

Windows-based software (WinEFT, WinChecks, WinStubs, Foreign Currency and European Electronic File Transfers) Unix-based PKI electronic signature libraries Oracle database interface for electronic signatures Training, Testing and User Support: The contractor shall provide other support functions to include training, testing, and user support of CEFMS Database Design, programming modifications and standards, CAC/PKI functionality, regulatory requirements, and related functions as deemed required.

Performance:

Period of Performance (POP):

The period of performance (POP) for this requirement is a base period beginning from the Date of Award (DOA) and continuing for 12 months. This requirement includes two (2) 12-month optional periods to be executed on the anniversary of the preceding contract period.

Period of Performance

Place of Performance:

Primary Place of Performance.

Work shall be performed at the Contractor’s Facility. Contractor facility must be available for Government inspection within 24 hours’ notice.

Security and Privacy.

Antiterrorism (AT) Level I Training. All contractor employees, including subcontractor employees, requiring access to Army installation, facilities, or controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR within 10 calendar days after completion of training by all employees and subcontractor personnel. AT Level I training is available at https://atlevel1.dtic.mil/at.

Access and General Protection/Security Policy and Procedures. The contractor and all associated subcontractors’ employees shall comply with applicable installation, access and local security policies and procedures. The local Security Office will provide policies and procedures. The contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA and local policies. 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.

iWATCH Training. The contractor and all associated subcontractors shall brief all employees on the USACE iWATCH program. This locally developed training will be used to inform employees of the type of behavior to watch for and instruct employees to report suspicious activity to the COR. The training shall be completed within 30 calendar days of contract award and within 30 days of new employees commencing performance on the contract. The contractor shall provide certification of completion to the COR within 10 days of training completion. The Security Office will provide training documents.

Access to Government Information Systems. All contractor employees with access to a government information system must successfully complete the DoD Information Assurance Awareness training prior to access to the information system and then annually thereafter.

Operations Security (OPSEC) Standing Operating Procedure/Plan. The contractor and all associated subcontractor employees shall comply with applicable installation OPSEC plan and requirements to include initial OPSEC briefing within 30 days of reporting to duty and annual training.

Operations Security (OPSEC) Training. All new contractor employees will complete Level I OPSEC training within 30 calendar days of their reporting for duty. Additionally, all contractor employees must complete annual OPSEC awareness training.

Information Assurance (IA)/Information Technology (IT) Training. All contractor employees and associated subcontractors’ employees must complete the DoD IA 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 DoD 8570.01, DoD 8570.01-M and AR 25-2 within 6 months of employment.

Information Assurance (IA)/Information Technology (IT) Training Certification. All contractor employees supporting IA/IT functions shall be appropriately certified upon contract IAW DoD 8570.01-M, DFARS 252.239-7001 and AR 25-2. The baseline certification as stipulated in DoD 8570.01-M must be completed upon contract award.

Handling/Access to Classified Information. The contractor shall comply with the Security Agreement (DD Form 441), including the National Industrial Security Program Operating Manual (DoD 5220.22.M), any revisions to DOD 5220.22-M and Army Regulation 380.49, Industrial Security. The DD254 will be attached with the contract.

Contract employees will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas: All contractor employees, including subcontractor employees who are not in possession of the appropriate security clearance, will be escorted in areas where they may be exposed to classified and/or sensitive or restricted areas. The contractor will coordinate with the COR and/or facility security office for access when required.

Contractor Facility Clearance and Individual Clearances. The Prime contractor Company must have or be able to obtain a Facility Clearance (FCL) at Top Secret level (IAW the NISPOM DOD 5220.22.M and AR 380.49) in support of this contract. Contractor personnel performing work under this contract must have the required security clearance, per AR 380.67, at the appropriate level at the start of the period of performance. Security Clearances and FCL requirements are required to be maintained for the life of the contract IAW the DD254 attached to the contract. If no FCL, the supporting Government Contracting Activity will sponsor the prime contract company in obtaining the FCL.

The contractor shall provide physical security for all material, equipment, data and information handled during contract performance, in accordance with AR 190-13, The Army Physical Security Program, AR 190-51, Security of Unclassified Army Property (Sensitive and Non-sensitive), and command policies, procedures and regulations.

Invoicing and Payments:

Payment Schedule: TBD The Contractor shall provide invoices in accordance with FAR 32.905(b). 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. At a minimum, invoices will contain the following elements:

· Name and address of the Contractor (Note: Differences between the remittance address on the invoice and the data on record in the System for Award Management (SAM) can potentially cause delays in payment. Please verify these data agree exactly.)

· Invoice date and number

· Entire Contract number, contract line item number, the order number and modification number as applicable.

· Description, quantity, unit of measure, unit price and extended price of the item delivered. Item description must match those contained in the purchase order/contract description.

· Delivery tracking information to include tracking number and name of the person accepting delivery.

· In cases where there is no physical delivery, please include all email correspondence to the electronic delivery POC (the customer) when the product becomes available for download or is renewed in accordance with the statement of work. Read receipts may help substantiate electronic delivery.

· Name and address of official to whom payment will be sent

· Period of performance covered by the invoice

All invoices for this contract action shall be emailed to the following locations for processing:

CEFC-Invoices@usace.army.mil Final invoices with respect to a specific contract/delivery order/task order shall be clearly marked “FINAL” and submitted within 45 days after period of performance end date specified in contract. NOTE – In some cases the first invoice may also be the final invoice.

Release of Claims: A Release of Claims shall accompany a final invoice. The Release of Claims shall be signed, include the final Purchase Order/Contract/Task Order amount. The Release of Claims template is attached and is available upon request from the Acquisition PM.

Payment Processing will begin: 1) after the Government accepts delivery of the supplies and/or services being billed, 2) receipt of invoice in accordance with these instructions and 3) a release of claims (with the final invoice).

NOTE - The acquisition PM is responsible for determining the acceptability of the invoice and annotating the Government’s official “received” date. The received date is used on occasions where interest must be calculated for late payment. Deficient invoice submissions will be rejected.

Deliverables:

All deliverables are identified in the PWS paragraphs above and further identified in the Table 1 below. Deliverables shall be submitted to the designated COR. Additional copies may be required for delivery to other stakeholders as listed in the delivery schedule below.

The Contractor shall ensure that the work products are professional in nature without typographical and grammatical errors. They shall also ensure that documents are formatted according to USACE standards and best business practices.

Government Acceptance Period. The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection.

The Contractor shall re-perform or resubmit, at no additional cost to the government, any activity, software product or deliverable that is determined to be insufficient to meet the requirements.

The Contractor shall prepare a Task Management Plan (TMP) describing the technical approach, organizational resources, and management controls to be employed to meet the cost, performance, and schedule requirements throughout the PWS execution. The TMP is subject to review and final approval by the government. The TMP should be submitted within one week (5 business days) of contract award. The contractor shall notify the government in any instance when they will be late submitting any deliverable articulated on the Task Management Plan.

The Contractor shall provide a monthly activity report to the COR, no later than five (5) working days after the end of the month. At a minimum, the report shall contain a description of all major activities completed during the month, any problems encountered including follow-on mitigation or escalation actions taken, products and services delivered during the month, a brief synopsis of the projects to be worked in the upcoming month, and lessons learned.

The Contractor shall provide a Monthly Financial Status Report to the COR, no later than five (5) working days after the end of the month. At a minimum, the report shall include:

· For each employee: name, skill level, regular and overtime hours worked (denoting on or off site), and cumulative regular and overtime hours worked

· An itemized list of the reporting period detail costs

· The summary of the current reporting period costs, adjusted by composite performance assessment value (0 to 100%)

· The cumulative to-date costs,

· The current award value

· The remaining unbilled amount.

Table 1. Deliverables

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