J3_COMMON_OPER_PICTURE_PWS.docx

Services Requirement- Common Operating Picture (COP)

DEFINITIONS/ACRONYMS:

COR-Contractor Officer’s Representative

GFS-Government Furnished Services

GIS – Geographic Information System

JFHQ-Joint Forces Headquarters

JOC-Joint Operations Center

KO – Contracting Officer

OIC/NCOIC-Officer in Charge/Non-Commissioned Officer in Charge

SSA- Shared Situational Awareness

VACOP – Virginia Common Operating Picture

VANG – Virginia National Guard

1. GENERAL INFORMATION

1.1 SCOPE OF WORK. The contractor shall provide GIS programming and maintenance support to the JFHQ-JOC-VA GIS section as outlined in this Statement of Work.

1.2 The contractor will furnish personnel as required to accomplish the work required by this agreement. Personnel will read, write, speak and understand fluent English.

1.3 DEFINITION. A common operational product is defined as a single identical display of relevant information shared by more than one command that facilitates collaborative planning and assists all echelons to achieve situational awareness.

1.4 NEED. The Virginia National Guard (VANG) is currently in need of an enterprise-wide common operating picture/shared situational awareness product or service (henceforth called COP/SSA) that can facilitate visioning and shared situational awareness through geospatial sharing, planning, and development amongst federal and state partners, as well as multiple echelons within the Agency.

1.5 BACKGROUND. The VANG currently utilizes a standalone Google Earth Enterprise (GEE) solution to maintain situational awareness and a common operating picture (COP). GEE was implemented over 5 years ago and was sufficient to meet the minimum needs of the VANG when it was implemented. Since then, a number of additional requirements have been identified, and many of the VANG’s Federal, State, and Private partners have migrated their COPs to an industry standard GIS based system which cannot be easily integrated with the VANG’s current COP. Data layers must be requested from these agencies and in some instances, received layers are incompatible with GEE. Significant issues have been experienced with sending VANG data to our federal and state partners. As a result, the VANG is unable to share real-time, interactive data with these entities, thus reducing the shared situational awareness and no longer meeting the VANG’s requirement for a common operating picture. The VANG’s primary Federal partners are the Department of Homeland Security, the Federal Bureau of Investigation, Department of Defense’s Northern Command (NORTHCOM) and the National Guard Bureau (NGB). The VANG’s primary State partners are the Department of Military Affairs (DMA), Department of Emergency Management (VDEM), the Virginia State Police (VSP), the Virginia Information Technology Agency (VITA), the Virginia Department of Health (VDH), the Virginia Department of Forestry (VDF), the Virginia Department of Fire Programs (VDFP), and the Virginia Department of Transportation (VDOT).

2. REQUIREMENT

2.1 SOFTWARE. UICDS / ExchangeCore / Keystone middleware is the back bone of the system and is used to translate specific data fields into the front end viewer of choice (Google Earth, Viper Map, etc.). Keystone currently has an Authority to Operate (ATO), and Certificate of Networthiness on DOD networks. Virginia is open to other software solutions that currently have a DOD ATO, however Virginia will not spend time or resources to obtain a DOD ATO.

2.1.1 Proposed INFRASTRUCTURE. Server systems will be hosted by VANG DOIM to run a virtual server that supports Keystone Exchange Core version 1.2 or greater, on Windows Server 2012V2. COP/SSA must be able to run across any network (3G/4G/LTE, WIFI, low bandwidth network, low data rate radios, etc.).

2.1.2 COP/SSA must be web based and not require any additional software to be installed on government systems. COP/SSA must be compatible with multiple web browsers and utilize established access controls. At a minimum, it must be compatible with currently supported versions of Internet Explorer, Firefox, Safari and Google Chrome and shall support HTML5. Access control compatibility with Common Access Cards or PIV-I cards in accordance with Federal Information Processing Standard 201-2, Personal Identity Verification (PIV) of Federal Employees and Contractors is desired. COP/SSA must incorporate role based permissions to allow the turning on and off of various layers and maps.

2.1.3 VANG currently uses Wundermap (www.wunderground.com/wundermap) to track real-time situational weather and radar. COP/SSA must be able to do the same, and provide the same minimum functionality as Wundermap.

2.1.4 COP/SSA must be accessible from within the VANG enclave, as well as externally for those entities not located within the enclave (such as traditional soldiers or soldiers who are traveling on temporary duty). Software and data will be hosted within the VANG enclave or central office. All VANG locations and units can view pre-built data layers on various maps, and allow for collaboration to take place. All locations shall be able to see the same map, with the same layers, and make drawings and comments that participants can see depending upon permissions. Collaboration can be a separate module to prevent impacting live data, but module must be able to incorporate approved changes/comments/drawings into live map/layers.

2.1.5 COP/SSA must be able to import pre-approved/pre-built data layers from Federal/State/Private partners. This will prevent the rebuilding of data that already exists and will allow for real-time updating. COP/SSA must be able to roll up data from the lowest data entry point to provide consolidated information (dynamic data flow). Example: Lowest unit inputs the location and readiness of chain saws in its inventory. Higher unit can then see a tabulated result of chain saws for all its subordinates.

2.2 COP/SSA and VANG generated data must be backed up a minimum of twice a day, with a maximum of 12-hour separation between updates. More frequent backups are desirable. Vendor shall ensure the system maintains availability of 99%, to include scheduled maintenance.

2.3 Contractor shall be responsible for maintenance of the COP after implementation to ensure functionality of those tasks completed to date. Maintenance shall include providing technical support via telephone on a standard 40 hour work week, and have provisions for continual support (24 hours x 7 days) for all hazards situations. Telephone assistance will not incur a charge.

2.4 PHASES: The government is looking to phase this project in separate modules in order to meet fiscal limitations and expand upon the capabilities in a logical sequence at a later date. The government has defined the modules/phases as follows, however the government reserves the right to adjust priorities. Variations should be expected as the project develops:

2.4.1 PHASE 1: Defined project will include but not be limited to the following:

A. Initial capabilities outlay to include Virtualization of server.

B. Migration of current GEE capabilities/data layers into the new COP/SSA, coding for automation of data pulled from Guard owned system on a set schedule monthly/bi monthly (ex. Home of Record zip codes - layer would have breakdown of Army and Air but no attached names or units). Priority will be for VANG units - graphic display will include at minimum the address, latitude and longitude, unit authorized strength, nearest Helicopter Landing zone (provided by VANG). All coding on the graphic display will include date of information pulled and source.

C. SSA/COP should be able to incorporate WebEOC incidents with the ability to filter based on report type and/or event. This must be linked to Virginia Department of Emergency Management (ex. VDEM launches MED Flight, information will load into icon for MED Flight that has patient pick up grid and hospital location destination).

D. VDOT systems will be a layer with all information systems to include coding that will refresh each camera link that is in view mode on a set time table without requiring human interaction in order to limit downtime.

E. Coding of adaptors required by Keystone to gain SAA.

F. COP/SSA should tie into VDEM Region’s 2, 3, 7 and National Capital Region (NCR) for Presidential Inauguration support.

G. VSP allowed systems will be a layer to refresh shared information that is in “view mode” on a set VSP time table. This shall require no human interaction in order to limit downtime.

H. System is complete and usable with the above defined processes.

I. Implement lessons learned.

2.4.2 PHASE 2: Continue functionality upgrades, coding of adaptors and automation of live streams feeding the COP. The following types of data layers are to be addressed/incorporated at this level however this list is not all inclusive and may change as the system is developed:

A. COP/SSA shall have the ability to build internal/custom reports, which can be shared through the system, or exported into various formats (e.g. .pdf, .doc, .jpg, .tiff, etc.) and emailed with the default email system on the user’s computer.

B. COP/SSA should be able to provide dynamic windows with customized real-time data just by hovering mouse pointer over a symbol, link, or other icon located within the map window.

C. Ability to view and update COP/SSA across a smartphone/mobile app is preferred. This includes the ability for users with proper permissions to upload pictures via the web or mobile interface and the administrator to have smartphone access management to allow him/her to see user requests and approve, deny, send out invitations etc.

D. COP/SSA must be able to integrate internal VANG GIS data from the Maneuver Training Center and the Facilities Management Office.

E. COP/SSA should have some form of built-in chat function. Chat capability should allow for near unlimited public and private chats. All chats must have an export capability. An automatic recording and back up capability of all chats with no user intervention is preferred.

F. Integrate with VDEM and Capital Police for Governor’s Inauguration.

G. Implement lessons learned.

2.4.3 PHASE 3: The following types of data layers are to be addressed/incorporated at this level however this list is not all inclusive and may change as the system is developed:

D. Hospital status (address, phone number, total bed counts, trauma level, available beds, specialties like burn units or decontamination capabilities (Ebola certified, etc) E. Paid and volunteer fire and EMS stations including addresses and phone numbers (possibly coverage areas) F. Police/sheriff stations including addresses and phone numbers (possibly coverage areas) G. Large sporting/event venues including addresses and phone numbers (fairgrounds, race tracks, stadiums)

K. Standard map layers (e.g. road names, city/state names & boundaries, zip code boundaries, place names, etc.)

L. Water treatment plants, waste treatment plants M. Continue functionality upgrades, coding of adaptors and automation of live streams.

N. COP/SSA should have an operational level customizable dashboard that can be used to track metrics, connections with partners, etc. Current dashboard is made of multiple pods, including a situational awareness map, a file share, multiple chat windows, mission status window, and multiple notepads. Dashboard must allow for collaboration within each pod window without affecting other windows.

O. Tie into Maryland National Guard for Vigilant Guard exercise.

P. Implement lessons learned.

2.4.4 PHASE 4: Continue functionality upgrades, implement lessons learned from VG exercise.

2.4.5 PHASE 5: Sustainment and functionality upgrades as required. Implement lessons learned.

2.4.6 TRAINING: Vendor will provide user-level and admin-level training to VANG personnel. Proposals should include cost, as well as structured classes for multiple personnel. On-site engineering support may meet the minimum requirement to provide user level training.

3. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

3.1 GENERAL. The Government will occasionally provide space and all necessary installation equipment to support tasks performed by the contractor when the contractor personnel are on site for coordination visits etc. Government property provided will be used only in the performance of the functions and tasks required in this SOW.

3.2 Contractor personnel will be directly responsible and accountable for all GFP upon delivery of such GFP into its custody or control, in accordance with the terms of this agreement. Any such property will be inventoried by the COR and contractor representative and captured on a hand receipt.

3.2.1 LOSS OR DAMAGE TO GOVERNMENT FURNISHED PROPERTY, EQUIPMENT OR MATERIAL. Upon discovery of any loss or damage to any GFP, equipment or material, the contractor will immediately notify the COR verbally. A written notification will follow within two calendar days. No later than fifteen calendar days after the discovery, the contractor will investigate and report in writing to the COR and contracting officer all cases of loss, damage, or destruction of GFP in the possession of contractor personnel.

3.2.2 MAINTENANCE OF EQUIPMENT. Maintenance, repair and replacement of Government furnished equipment will remain the responsibility of the government.

3.3 GOVERNMENT FURNISHED EQUIPMENT (GFE). The Government will provide at a minimum two laptops with VPN capabilities to allow the vendor to log into the government system remotely to perform required work. COR will facilitate sponsorship to obtain required CAC Cards in accordance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201.and clause 52.204-9, Personal Identity Verification of Contractor Personnel. The contractor and Government representative shall conduct an inventory of all Government furnished equipment within ten calendar days of Notice to Proceed. The contractor shall sign a receipt for all furnished equipment. The contractor and Government representative shall determine the working condition of all equipment. The Government will replace and/or repair any item not in working order.

3.3.1 GIS operating systems and programming will be kept upgraded and integrated as required by the COR.

3.3.2 GIS databases and systems will be kept upgraded and fully functional as required. Vendor is responsible after each update to provide documentation for ATO compliance.

3.4 GOVERNMENT FURNISHED SERVICES.

3.4.1 TELEPHONE SERVICES. Landline telephone services will be available to contractor personnel to conduct business while on the government installation.

3.4.2 POLICE AND FIRE PROTECTION. The Government will provide the contractor with the available numbers, addresses and procedures for local civilian fire and police resources.

4. PERFORMANCE

4.1 BASE CONTRACT. The project start date shall be within ten calendar days of the award of the contract. The initial period of performance for Phase 1 Implementation shall be no more than 8 months from the Notice to Proceed issued by the contracting officer. The contractor shall maintain this configuration for 12 months including repairing broken links, providing technical support etc. (refer to CLIN 0007 for pricing). Any additional phases funded by the government in the interim shall be added to the initial period of performance and shall be concurrent with the maintenance period of Phase 1 (CLINs 0002-0004).

4.2 MAINTAINENCE OPTION YEARS. Upon request for expansion of modules or extension of maintenance services associated with this contract, the contract may be extended as required by the Government via formal modification issued by the contracting officer.

4.3 SPECIFIC TASKS FOR THE CONTRACTOR. The contractor will be responsible for accomplishing tasks outlined below.

4.3.1 SYSTEM SUPPORT OVERVIEW.

A. MAINTENANCE.

1. Patches to the VACOP, USNORTHCOM SAGE (GIS Architecture/KML Layers) and NGB Joint Information Exchange Environments (JIEE) software packages to ensure continuity.

2. Transferring VACOP software to a virtual server instance

C. TRAINING.

1. Minimum of one session per quarter to conduct hands-on VACOP training after initial capability is reached. This training period may be conducted over a weekend. The intent is to train traditional members and full-time members in a “train the trainer” format.

D. SUPPORT.

1. Configure Public Facing Web interface, Configure internal Web interface, Configure Keystone Server Core to automate data pulls. All changes will be run through the G6 Configuration control board for quality assurance and compliance in the enclave. “Configure” is defined as the coding actions required to create the interfaces providing the data exchange.

2. Maintain synchronization between SPOT Application Programming Interface (API) and VACOP

3. Functional display changes upon leadership direction

E. CONFIGURATIONS.

1. Engineering Keystone Middleware Adaptors and other configurations as needed to gain functionality of system.

4.3.2 RECURRING TASKS.

A. The contractor will have on‐site support available within 8 hours of notification.

B. The contractor will conduct on‐site training on the changes made to the system.

C. The contractor will provide technical support via telephone on a standard 40 hour work week, and have provisions for continual support (24 hours x 7 days) for all hazards situations. Telephone assistance will not incur a charge.

D. The contractor will provide all diagrams and core/source codes for all equipment and programs installed.

E. The contractor will provide all documentation and software (to include restore disks) for all equipment and programs.

4.3.3 START UP. The contractor is responsible for programming and changes to the API Adaptors and routing codes allowed by the VANG G6/DOIM. All programming of equipment authorized by the VANG G6/DOIM will be done by the contractor and documentation, to include source codes, will be provided to the government in a physical binder as well as a compact disc throughout the performance of the contract, in particular after each major task is completed.

4.3.4 SERVICES – Deliverables:

A. MAINTENANCE

1. Software patches to the VACOP, Sage and JIEE software packages.

2. Transferring VACOP software to a virtual server instance.

B. TRAINING

1. One two-day onsite session per quarter to conduct hands-on VACOP training to government personnel.

2. This training may be scheduled over a weekend.

C. SUPPORT

1. Configure laptops and tablets as allowed by VANG G6/DOIM to run VACOP software.

2. Maintain synchronization between SPOT API and VACOP.

5. CONTRACTOR PERSONNEL.

5.1. None of the persons employed for the performance of work under this contract are considered employees of the government. The contractor is responsible for all actions of its employees and/or subcontractors. The contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

This contract is not intended to establish a personal services scenario. While the government understands coordination, fact finding etc. is best performed in person/in house, it is not the VANG’s intent to have a full-time contractor employee established in the government’s facility to complete performance of the required tasks.

The contractor shall be responsible for selecting personnel who are well qualified to perform the required services for supervision of techniques used in their work, and for keeping its employees informed of all improvements or changes in the methods of operations.

5.1.1 SECURITY REQUIREMENTS. The contract employee may execute work and have access to information, which will require obtaining and maintaining a secret security clearance. A Common Access Card (CAC) is required for Base access and the Local Access Network (LAN).

5.1.2 CERTIFICATION REQUIREMENTS. Contractor employees assigned to this project must meet the certification requirements detailed in the Information Assurance Workforce Improvement Program (DoD 8570). Additional information can be found at http://iase.disa.mil/iawip/Pages/index.aspx. Vendor shall maintain copies of employee certifications. Those personnel who do not have the proper certification or whose certification has expired will be denied access to government networks and shall be removed until certification is compliant.

5.2 USE OF ALCOHOLIC BEVERAGES/ILLEGAL DRUGS. The use of alcoholic beverages or illegal drugs by contractor personnel while on government installations is strictly forbidden. The contractor will immediately remove and replace the affected personnel if determined at any time to be under the influence of alcohol or illegal drugs.

5.2.1 REMOVAL OF CONTRACTOR EMPLOYEES. All personnel employed by the contractor in the performance of this agreement, or any representative of the contractor entering the Government installation, will abide by all security regulations of the installation and will be subject to such checks as may be deemed necessary. If for any reason contractor personnel lose the ability to stay current with all security requirements, these personnel will be removed. The Government reserves the right to direct the removal of an employee for misconduct or security reasons.

The KO may direct the contractor to remove, and the contractor shall remove, any contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the Virginia Army National Guard. Where the reason for the removal request is due solely to breach of security on the part of the employee, replacement shall be at the expense of the contractor and not chargeable to the government. All contractor employees must conform to local and other applicable regulations. The contractor shall take appropriate personnel action as required in the event employees become involved with civilian or military authorities as a result of misconduct. The contractor shall not employ any person who is an employee of the United States Government, nor shall the contractor employ any person who is a member of the Department of Defense, either civilian or military, unless such person seeks and receives any/all approvals required by military and/or civilian personnel regulations.

5.3 SAFETY. Upon the performance start date, the contractor will ensure there is a comprehensive Safety Program for all employees performing work under this agreement while on a government installation. The plan will include, but not be limited to, an installation safety orientation to things like emergency egress.

5.3.1 In performing work under this contract on a Government installation, the contractor shall:

A. Conform to the specific safety regulations established by this contract.

B. Comply with the safety regulations of the government installation concerning related activities not directly addressed in this contract.

C. Take all reasonable steps and precautions to prevent accidents and preserve the life and health of contractor and government personnel performing or in any way coming in contact with the performance of this contract.

D. Take such additional immediate precautions as the KO may reasonably require for safety and accident prevention purposes.

The KO may, by written order, direct additional safety and accident standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the changes clause of this contract. Any violation of these safety requirements, unless promptly corrected as directed by the KO, may be grounds for termination of this contract. The contractor, its employees, and subcontractors shall become familiar with and obey the regulations regarding fire, traffic, safety, and security regulations while on the government facility.

Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees and subcontractors shall carry proper identification with them at all times.

The contractor shall be responsible for compliance with all regulations and orders of the federal property including respecting identification of employees, movements on government facility, parking, truck entry, and all other government facility regulations, which may affect the work.

5.4 EMERGENCY MEDICAL TREATMENT. Government furnished medical service is not available to contractor personnel. The contractor will ensure employees are provided access to medical care in the local community.

5.4.1 ACCIDENT/INJURY REPORTING. Immediately upon the occurrence of a job-related injury, contractor shall notify the COR and contracting officer.

5.5 INSPECTIONS. In accordance with prevailing Army regulations and guidance, the COR may inspect and evaluate the contractor performance at any time to ensure compliance with Section 7 Quality Assurance.

5.6 PHYSICAL SECURITY. The contractor will be responsible for safeguarding all Government property provided for contractor use. The contractor will secure any provided equipment and supplies at all times during the performance of this contract when not being used. No equipment provided to the contractor will be left unattended or unsecured.

6. CONTRACT ADMINISTRATION

6.1 CONTRACT ADMINISTRATION. In no event will any understanding or agreement, contract modification, change order, or other matter deviating from the terms and conditions of this contract be effective or binding upon the government unless formalized by a properly executed contractual document signed by the KO.

6.2 SERVICE CONTRACT ACT. This contract is covered by the Service Contract Act of 1965 as amended (41 U.S.C. 351, et seq.). The contractor shall pay its employees at least the wages and fringe benefits found by the Department of Labor to prevail in the locality or, in the absence of a wage determination, the minimum wage set forth in the Fair Labor Standards Act. Refer to the wage determinations and Federal Acquisition Regulation Part 22, Subpart 22.10 -- Service Contract Act of 1965, as Amended for additional information (http://farsite.hill.af.mil/vffara.htm).

6.3 CONTRACTOR’S CONTRACT ADMINISTRATION. The contractor must provide contact information including name, address, phone number, and email address for the person(s) who will serve as the contractor’s contract administrator. Notification of any change in the designated individual(s) shall be provided to the KO at least five business days prior to the effective date of the change.

6.4 LIABILITY. The contractor hereby agrees to release the government (to include its officers, enlisted personnel, agents, and employees) from any liability for any loss, damage, or injury sustained by the contractor or its employees during the performance of this contract. The contractor also agrees to indemnify the government for any loss, damage, or injury to government personnel, agents, or other third parties provided such loss to the government is caused by the negligence and/or intentional misconduct of the contractor or its employees while performing this contract.

6.5 ADDITIONAL WORK BY CONTRACTOR. Any additional services or change to work specified that may be performed by the contractor, either at its own volition or at the request of an individual other than a duly appointed KO is not authorized. Only the KO is authorized to bind the government to a change in the specifications or terms and conditions of this contract.

6.6 PERFORMANCE EVALUATION MEETINGS. The contractor’s representative will be required to meet with the KO and/or COR (and/or other government personnel as deemed necessary by the KO) at no additional cost to the government. At a minimum, performance evaluation meetings will be held on a quarterly basis. The contractor may request a meeting with the KO when necessary. Written minutes of these meetings will be signed by the contractor’s contract administrator and the KO and recorded in the contract file. If the contractor does not concur with any portion of the minutes, this non-concurrence shall be provided in writing to the KO within 10 business days following receipt of minutes. The contractor's non-concurrence shall be attached to the official minutes. All meeting minutes will contain the following:

· Problems or constraints encountered

· Suggested solutions to problems or constraints

· Proposed initiatives or waivers requiring government action

· Status of open items from previous meetings

· Title and date of reports delivered in the previous time period

· Review of contractor personnel CAC status, compliance with certifications

6.7 EVALUATION OF CONTRACTOR PERFORMANCE. Reference FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS, as applicable to the contract. The contractor’s performance will be evaluated at least monthly. For those tasks listed in the QASP, the COR will follow the methods of surveillance specified. Government personnel will record all surveillance observations. When an observation indicates other than a “GREEN” rating, the COR will require the contractor’s contract administrator or representative to sign the observation. The initialing of the observation does not constitute concurrence with the observation; only acknowledgement that the contractor has been made aware of the defective performance.

6.7.1 An annual Contractor Performance Assessment Reporting System (CPARS) evaluation of the basic contract will be prepared by the KO at the exercise of each option in accordance with FAR 42.15 Contractor Performance Information.

6.8 POST-AWARD CONFERENCE. The contractor agrees to attend any pre-performance and/or post-award conference convened by the KO in accordance with Federal Acquisition Regulation subpart 42.5. The contractor shall ensure key personnel are present. At this meeting, the government will issue any government furnished equipment, review timelines etc. The contractor will have relevant personnel present for introductions and provide the government with any necessary security background checks, mandatory certifications (DoD 8570) etc.

6.9 CONTRACTOR MANPOWER REPORTING (CMR). The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Virginia Army National Guard 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. Contractors may direct questions to the help desk at helpdesk@http://www.ecmra.mil/.

6.10 PHASE OUT OF CONTRACT. The contractor must understand services under this contract may continue beyond the term of this contract; and upon this contract expiration, a successor (either the government or another contractor) may continue services. The contractor agrees to exercise its best effort and cooperate effectively in an orderly and efficient transition to any successor contractor.

6.11 FORT PICKETT EMS PLAN COMPLIANCE. The Department of Military Affairs (DMA) has implemented an environmental Management System (eMS) in accordance with Executive Order 13423 and Code of Virginia 10.1-1187.1 to guide its operations in an environmentally sound manner. The DMA is and will continue to be a leader in protecting the environment. DMA has implemented and is maintaining an eMS to ensure continuity of environmental protection while maintaining and enhancing mission readiness. The contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the DMA eMS. Contractors shall refer to the Virginia National Guard website at http://vko.va.ngb.army.mil/VirginiaGuard/, under Environmental Programs tab to read and understand the DMA eMS. In addition, the contractor shall ensure its employees and subcontractors are aware of the roles and responsibilities identified by the eMS and how these requirements affect the work performed under this contract. If the services supplied have the potential to cause negative environmental impacts, the contractor must develop and implement steps to prevent the potential event. In the event an environmental nonconformance or noncompliance associated with the contracted service is identified, the contractor is responsible to take corrective action immediately.

6.11.1 ENVIRONMENTAL PROTECTION. The contractor will comply with all applicable Federal, State and local environmental protection laws, regulations, and standards.

7. QUALITY ASSURANCE.

7.1 QUALITY ASSURANCE SURVEILLANCE PLAN. The COR will monitor contractor performance and complete the Quality Assurance Surveillance Plan (QASP) Worksheet provided below on a monthly basis. The following information will be provided to the Contracting Officer to ensure service and/or deliverables support the PWS objectives. If the performance rating for any task in this order is “Red” or “Yellow” during any time in the performance period, the COR will provide the Contracting Officer documentation and appropriate action will be taken to remedy the deficiency. The quality rating may change from “Green” to “Red” or “Yellow” without notice. We anticipate utilizing the “Yellow” quality rating to alert the Contracting Officer and contractor of quality issues that have the potential for a “Red” quality rating if corrective action is not taken.

The Quality Assurance Surveillance Plan Worksheet will be submitted to the Contracting Officer with a copy saved by the COR following each month of performance. The Contracting Officer will assume a quality performance rating of “Green” on all measured deliverables unless otherwise notified. By approving service and/or deliverables that this form documents, the COR confirms the quality performance rating of “Green” unless otherwise annotated. The Contracting Officer will forward a copy of each QASP worksheet to the contractor after review.

At the end of the contract period of performance or annually, the COR will be asked to complete an Annual Quality Performance Review to document the quality performance rating during the performance period. This will be submitted to the Contracting Officer by the COR. The COR may submit a Quality Assurance Surveillance Plan Worksheet at any time and as often as necessary to document quality levels. If Contractor response to an identified quality deficiency is unsatisfactory, the Contracting Officer or COR will contact the appropriate Contractor representative to implement a plan of action to remedy the identified deficiency.

QUALITY ASSURANCE PLAN:

In your role as Contracting Officer’s Representative (COR), you assume some Quality Assurance duties. You will monitor contractor performance, complete and sign the Quality Assurance Worksheet provided below at least monthly, but you can submit the worksheet more frequently if the contractor’s performance warrants attention. This worksheet allows you to document compliance with the performance work statement and fill a regulatory requirement to ensure adequate oversight is being performed.

Quality Assurance Plan Worksheets are to be sent directly to the Contractor and Contracting Office, not later than the 5th day of the month following the service (every month). At a minimum, the COR must send a completed copy of the worksheet to the KO after the first month of service and for any months where there is a rating other than Green. The COR will assume a quality performance rating of “Green” on all measured deliverables unless otherwise notified.

The quality rating may change from “Green” to “Red” without notice, however the COR is encouraged to utilize the “Yellow” quality rating to alert the contracting office and the contractor of quality issues that have the potential for a “Red” quality rating if corrective action is not taken.

Any time the rating is less than “Green”, the POC shall clearly document the worksheet to indicate what did or did not occur per the PWS requirement. When an observation indicates other than a “Green” rating, the COR will require the Contractor to initial the observation. Initialing the observation does not constitute concurrence with the observation; it only acknowledges that the contractor has been made aware of the defective performance. If the Contractor’s response to an identified quality deficiency is unsatisfactory, the Contracting Officer or COR will contact the contractor to implement a plan of action to remedy the identified deficiency.

CONTRACT EMPLOYEE CHANGES: Ensure that all replacement contract employees, to include short-term temporary replacements, are reported to the Contracting Officer.

COR DESIGNATION: The COR must be appointed in writing by the Contracting Officer and formally trained, which requires a minimum of 3 courses: DAU CLC106, COR With a Mission Focus; and CLC 013, Performance-Based Services Acquisition, New certificates are required every 3 years.

The COR and Point of Contact referred to in this QASP is: (to be assigned at award).

Spot Check/ Customer Feedback / Monthly

2.4.1

· Tasks listed are accomplished within the allotted timeframe with no less 98% success rate at the end of the period

2.2

· Backups are accomplished no less than 12 hours apart 95% of the time

Maintains functionality for users through timely maintenance. Provides technical support as required.

Technical Specification 2.3

· Contractor performs periodic maintenance

· Technical support is available as outlined with no more than 2 failed responses in a 30 calendar day period

4.3.3

· Source codes are provided in the required format after each major task is completed

2.4.6

· User-level and admin-level training of VANG personnel is successfully accomplished as scheduled

The Customer must identify what component of the deliverable and/or service requires attention.

The Customer must identify what component of the deliverable and/or service is below the minimum AQL.

QUALITY ASSURANCE SURVEILLANCE PLAN WORKSHEET

Contract #: W912LQ-16-P-xxxx, Contractor:

Period of Performance: From _______________to_________________

Performance Rating

Deliverable/Service

Meets overall requirements specified in Section 2 of the PWS

Yellow

Red

Meets specific requirements listed for Phase 1 implementation

Yellow

Red

Maintains 99% uptime

Yellow

Red

Performs system backups twice per day, 12 hours apart

Yellow

Red

Maintains functionality for users through timely maintenance. Provides technical support as required.

Yellow

Red

Provides diagrams and all core/source codes for all equipment and programs/software installed

Yellow

Red

Conducts required training as scheduled

Yellow

Red

QUALITY ASSURANCE SURVEILLANCE PLAN WORKSHEET

Reimbursable Travel: (include approval sheet) __________________ If a line item is added with funding to pay for the vendor’s trips to coordination meetings.

Approved by: Date: ____________________________

Reviewed with Contractor: Date: _______________________