PWS_April_3,_2017.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

Task Order No. 1

Defense Travel System Reconciliation Module

Part 1

General Information

1. GENERAL: The Centrally Billed Account (CBA) Reconciliation Module is produced by Defense Travel Management Office (DTMO) and is part of the Defense Travel System (DTS). The contractor will train Army personnel to utilize the DTS CBA Reconciliation Module to reconcile government charge card transactions recorded in DTS and invoices presented for payment by the vendor bank. Using the reconciliation module, the organization will match each line item with the corresponding DTS transaction. The system will create an invoice of matched transactions available for the Army organization certifying officer to certify and submit to the Government Financial Enterprise Business System (GFEBS) for payment. Transactions that do not match/reject will be returned to the originator for correction and resubmission. The contractor will perform the reconciliation process with Army organizations assistance when necessary. The contractor will establish and staff a Help Desk operation to define, prioritize, and resolve problems encountered by organizations in the day to day process of resolving unmatched/rejected transactions. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the reconciliation process as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.1 Period of Performance: Five (5) years.

1.2 Place of Performance: Performance will take place primarily at contractor facilities and periodically at Crystal City Government offices and in various Army organizations.

1.3 Hours of Operation: The contractor is responsible for conducting business 8 hours per day 5 days per week, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

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

1.5 Recognized Holidays: The following are the government holidays for which contractor will not be responsible for supporting the CBA reconciliation process:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.6 Type of Contract: The Government will award a firm fixed price task order.

1.7 Security Requirements: Contractor personnel performing work under this contract must have a secret clearance or be eligible for an interim secret clearance at time of proposal submission. The contractor is responsible for safeguarding information of a confidential or sensitive nature. Failure to safeguard any classified/privileged information which may involve the contractor or the contractor’s personnel or to which they may have access may subject the contractor and/or the contractor’s employees to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the contractor. All programs and materials developed at government expense during the course of this contract are the property of the government. Contractor personnel shall be required to obtain and maintain security badges and adhere to the installation security requirements.

The performance of this requirement will not require the contractor access to classified information.

However, in the event performance of this requirement should require the contractor access to classified information. FAR clause 52-204-2, Security Requirements, as required by either FAR Subpart 4.404 (a) and is accompanied by a Contract Security Specification, DD Form 254, in accordance with DoD Directive 5220.22- M, Department of Defense Industrial Security Manual for Safeguarding Classified Information, and any revisions, thereto, as well as Industrial Security Regulation DoD 5220.22-R. Failure to safeguard and classified/privileged information which may involve the contractor or/or the contractor's personnel or to which they may have access may subject the contractor and/or contractor's personnel to criminal liability under Title 18, section 793 and 7908 of the United States Code. Provisions of the Privacy Act apply to all records and reports maintained by the contractor. The contractor employees will require Secret Clearances at the time of award.

• Common Access Card. SECARMY memorandum dated 28 January 2006 on Trusted Associate Sponsorship System (TASS) implementation provides guidance and instructions for the implementation of the TASS Army-wide. IAW that guidance, the authorizing official (Contracting Officer Representative (COR)), Contracting Officer Technical Representative (COTR), Contracting Officer, or other approving officials), the contractor's sponsor, approves issuance of the CAC though the automated TASS system. The Functional Representative identified in this task order is the designated Trusted Agent (TA). Further delegation of that authority is determined at the installation level. The contractor's TASS applications under this task order should clearly cite the contract and task order numbers identified on the DD Form 1155 for this task order.

• Anti-Terrorism (AT) Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 21 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable.

The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 10 calendar days calendar days after completion of training by all employees and subcontractor personnel.

AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

• AT Awareness Training for Contractor Personnel Traveling Overseas. This standard language text required US based contractor employees and associated sub-contractor employees to make available and to receive government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13. Specific AOR training content is directed by the combatant commander with the unit ATO being the local point of contact.

• Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled installation, facility or area. Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

• WATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

• Contractor Employees Who Require Access to Government Information Systems (IS). All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter.

• For Contracts that Require OPSEC Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty.

All contractor employees must complete annual OPSEC awareness training.

1.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be https://atlevel1.dtic.mil/at duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

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

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

1.10 Program Manager: The Contractor shall provide a program manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The program manager or alternate shall have full authority to act for the Contractor on all technical matters relating to daily operation of this contract.

1.11 Special Qualifications: Business Analysts/Subject Matter Experts must have a working knowledge of Army funds control and budget execution, to include systems such as DTS, DTS Reconciliation Module, General Fund Enterprise Business System (GFEBS), and STANFINS. See Technical Exhibit 3 for identification of key persons.

1.12 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.13 Key Personnel: The following personnel are considered key personnel by the Government.

Program Manager Education: B.S. Business or Economics

Qualifications: Must have at least 5 years experience in managing a complex multidisciplinary team involving multiple facets of a function and technical effort. At least 3 years of direct supervision of technical personnel involved in life cycle management support of complex systems. Must be capable of leading projects that involve the successful management of teams composed of financial analysts and computer programming professionals who have been involved in analyzing, training, testing, documenting, and maintaining a complex system. Performs overall management of contractor support operations with groups of personnel at multiple locations. Organizes, directs, and coordinates planning and production of all contract support activities.

Demonstrates written and oral communication skills.

Senior Program Consultant Education: B.S. Business or Economics Qualifications: At least 15 years experience in technical work in the major area of complex integrated database and web based systems. Duties include supporting day to day management of the functional and technical operation of a complex data processing system. Must be able to translate user functional requirements into technical terms for direction to programming staff. Must be able to translate technical test plans into tasks that can be performed by functional SME personnel. Must have an in-depth knowledge of Army financial systems and be able to analyze customer issues and assign corrective actions to operational, functional or technical staff for action. Must be able to determine if proposed technical solutions are appropriate for the task at hand and within the capabilities of the technology employed.

Program Analyst 1 Qualifications: At least 3 years experience in the major area of complex integrated database and web based systems. Ability to demonstrate the operation of the Defense Travel System (DTS), with an emphasis on use of the DTS Centrally Billed Account CBA Reconciliation Module, to new users of the system. Must have a working knowledge of Army financial systems. Individual will provide training as required to Army organization personnel involved in resolving administrative, funding/obligation, and transportation ticketing issues identified during the reconciliation process.

Program Analyst 2 Qualifications: At least 3 years experience in the major area of complex integrated database and web based systems. Knowledge of the functions and operation of a program Help Desk. In depth knowledge of the operation DTS CBA Reconciliation Module with the ability to analyze, evaluate and remedy problems presented by system users.

1. 14 Personnel: The contractor shall provide a workforce possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract.

1.15 Contractor Travel: The government anticipates that minimal travel will be required to perform this mission; however, that travel is not fully defined. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR). All travel requires Government approval/authorization and notification to the COR.

1.16 Other Direct Costs There will be other direct costs for maintaining the helpdesk toll free number, printing costs for training materials to assist Army organizational personnel, and other minor direct costs, not to exceed (NTE) the standardized amount set forth in the schedule.

1.17 RESERVED

Part 2

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

2.1. Services: The Government shall provide access to the DTS system being utilized at the Contractor facility.

2.2 Facilities: Spelled out in individual Task Orders

2.3 Utilities: NA

2.4 Equipment: Two (2) laptop computers

2.5 Materials: Spelled out in individual Task Orders

Part 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

3.2 Materials: The Contractor shall furnish all necessary hardware and software as required to perform the tasks under this PWS.

3.3 Equipment: The Contractor shall furnish all necessary hardware and software as required to perform the tasks under this PWS.

Part 4

SPECIFIC TASKS

4.0 Specific Tasks:

4.1 Basic Services. The contractor shall provide services for the support of the Defense Travel System Central Billing Account (CBA) Reconciliation Tool and Process.

4.2 CBA Reconciliation Assistance. The contractor shall provide central reconciliation, monitoring, training, helpdesk assistance and reporting/analysis to all Army Commands using the DTS CBA account reconciliation module.

4.2.1. Monitoring – The contractor shall monitor all Army commands each month to determine the command’s progress implementing and using the reconciliation tool. Contractor will also monitor the progress of commands and identify those commands needing assistance in reconciling transactions on time.

4.2.2 Training – The contractor shall provide initial and recurring training for all CBA users. The training will include both instructor led training as well as computer based training, Training method selected for initial/recurring training, by command, will be based on most effective and efficient method for the needs of the command. There shall be two phases of training.

Phase One: Introduction to the Centrally Billed Account aligned to the reconciliation module. Explanation of the DTS reconciliation module and the overall reconciliation process, including the transaction file flow from CiTi.

Phase Two: Matching transactions to the reconciliation module and resolving rejections (approximately 30 days after Phase One). A thorough explanation of the output from the process and a demonstration of how the invoice is created, certified and sent to GFEBS for payment.

4.2.3 Helpdesk. The contractor shall lead and operate a helpdesk. Helpdesk operations shall include a repository for issues presented, training scheduling, helpdesk ticket analysis and feedback on quality of training and reconciliation quality.

4.2.4. Reporting The contractor shall generate reports of all training provided, status of Army Commands using or not using the recon tool, and reports detailing the savings generated from use of the tool. Reporting metrics will be provided by the government during the first 30 days of the contract period.

4.2.5 Analysis – The contractor shall provide analysis of all helpdesk tickets, invoice reconciliation, training feedback and shall identify areas where the CBA reconciliation process may be improved.

4.2.6 Provide Monthly Status Reports – The contractor shall provide a comprehensive Monthly Progress Report to the COR. The reports are intended to identify “earned value”. These reports and formats will be developed consistent with the contractor’s approved QA approach.

4.2.7 Quality Control Plan – The contractor shall develop a quality control plan to ensure the ongoing operation of the CBA Reconciliation Tool serves the needs of the commands and identifies and resolves issues in a timely manner. The plan will provide means for determining the contractors’ ability to respond to command issues and system issues.

4.3 CONTRACTOR MANPOWER REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes:

(1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub- Contractors); (7) Total payments (including sub- Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

(9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website.

The specific formats for the XML direct transfer may be downloaded from the website.

Part 5

APPLICABLE PUBLICATIONS

5. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) NA

5.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. These include system processing procedures (STANFINS, PBAS, ODS, etc), AR 25-1, DFAS Reg 37-1 and DFAS Reg 37-100-XX, as well as local command SOPs.

TECHNICAL EXHIBIT 1

Performance Requirements Summary

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

Performance Objective (The Service required)

Standard

Performance Threshold (This is the maximum error rate.)

Method of Surveillance

PRS # 1.

Reconciliation Assistance

PWS Para 4.2

Provide reconciliation, monitoring, training, help desk assistance and reporting analysis to all Army Commands using the DTS CBA reconciliation module

Respond to user problems/inquiries within 8 business hours of receipt

Random sampling of user responses

PRS # 2

Monitoring

PWS Para 4.2.1

Respond to user problems within 8 business hours

No more than 5% deviation from the standard.

Random sampling of the recorded responses in the helpdesk system

PRS # 3

Training

PWS Para 4.2.2

Determine if all DTS Reconciliation Module matched transactions has processed.

Initiate a helpdesk ticket with problem definition within one business day.

No more than 5% deviation from the standard.

Review Daily Balancing report

PRS # 4

Helpdesk

PWS Para 4.2.3

Respond to critical tickets (those corrections that must be made to prevent significant adverse processing issues) with initial analysis within one business day

Respond to high tickets (those corrections that must be made to prevent processing

No more than 5% deviation from the standard.

Random sampling of the recorded responses in the helpdesk system

PRS #5 Provide Monthly Status Reports PWS Para4.2.6

Delivered within 5 business days after the end of the month to include funding/expense report.

No more than 2 months where reports were delivered in excess of 5 days

100% Inspection

PRS # 6

Quality Control Plan

PWS 4.2.7

Initial Report delivered within 30 days of award and updates delivered within 5 working days

No more than 1 late report 100% Inspection

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To

Helpdesk Tickets

PWS 4.2. to 4.2.4.

Daily NA Entered in ADC-F’s ECM web based system

Army Travel Charge Card Program Manager

Monthly reports.

PWS 4.2.6.

At the end of each month after the award of the contract, a progress report discussing the progress made during that month.

This report is due 5 days after the completion of the month

1 Electronic file by e-mail as an MS Word attachment.

Army Travel Charge Card Program Manager

Quality Control Plan

PWS 4.2.7.

Within 30 days of contract award.

1 Electronic file by e-mail as an MS Excel attachment.

Army Travel Charge Card Program Manager