SMS_PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

176 OG SARDO Management System

1. General

1.1 Scope of Work: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to develop and implement a SARDO Management system, as defined in this PWS.

1.2 Background: The 176 Operations Group (OG) supports a 24/7 alert for the 11th Air Force and the state of Alaska. To fulfill alert requirements HH-60, HC-130 and Guardian Angel (Pararescue) crews are pulled from squadrons to support the alert. Additionally, Aircrew Flight Equipment (AFE) and maintenance provide personnel to support alert requirements. To manage this alert the 176 OG Commander delegates authority to a Search and Rescue Duty Officer (SARDO) who approves and directs mission execution. As such, the SARDO must track who is on alert daily, mission responses, and write post mission reports.

To meet this tasking, the 176 OG requires a system to manage 11th Air Force Alert manning, assets, track mission execution, post mission analysis and reporting. The intent of this system is to streamline data entry and management to increase accuracy and decrease time taken to conduct inputs. The new SARDO Management System must function in a similar manner to current system, but include system improvements and enhancement described in this PWS.

1.3 Period of Performance (PoP). The Period of Performance shall begin 30 September 2016. Contractor shall complete the system development within one to three months. Contractor will be obligated to provide technical support for three years, starting at the completion of the system.

1.4 Place of Performance.

System development and testing may be accomplished off-site or at a contractor facility. Once system is ready, contractor will install, test, train users and update the system at the following location:

176th Operation Group, Rescue Operation Center (ROC) 17470 Airlifter Dr.

JBER, AK 99506

1.4.1 Operating Hours. The contractor shall provide services between the hours of 0700-1600 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings.

1.4.2 Unscheduled Gate / Base Closures. Unscheduled gate closures by the Security Forces may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.5 General Information

1.5.1 Air Force Privacy Act Program. Contractor personnel may be exposed to data subject to the Privacy Act of 1974. The Contractor shall ensure all its personnel assigned to perform work under this PWS take appropriate action to prevent disclosure of this information and follow the guidance provided in AFI 33-332, Air Force Privacy and Civil Liberties Program, 12 January 2015.

1.5.2 Air Force Messaging. Air Force Manual (AFMAN) 33-152, User Responsibilities and Guidance for Information Systems, 1 June 2012

Chapter 2, Information Systems and End User Devices (entire section)

Section 6.2, Air Force Messaging, (entire section)

Section 6.4, Electronic Message Format, (entire section)

1.5.3 Quality Assurance (QA). The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). 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 acceptable quality level(s) (defect rate(s).

1.6 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the local installation’s Security Forces, Director of Emergency Services or local Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DoD, HAF and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.7 Post Award Conference / Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.8 Contract Manager (CM). The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.9 Identification of Contractor Employees. All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO within 14 days of an employee’s departure.

1.10 Contractor Travel.

The contractor shall only be required travel to place of performance as specified in Paragraph 1.4.

1.12 Organizational Conflicts of Interest (OCI). The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2. Definitions and Acronyms. This section includes all applicable definitions and acronyms utilized in this PWS.

2.1 Definitions.

AIRFRAME. Refers to the aircraft used by the 176 WG in prosecution of search and rescue operations. Aircraft include HC-130, HH-60, C-130, C-17. Airframe will also include the Guardian Angel weapon system.

CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

GEOFLITER. A search mechanism to search for mission data using coordinates and a set distance from the coordinates.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

LESSONS LEARNED. A narrative written by SARDOS describing observations of what went right, wrong, or as planned and what improvements can be made during search and rescue missions. Currently, there is no particular format in place to capture or present this information.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK. Monday through Friday, unless specified otherwise.

3. Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS to include desk space, telephones and other items necessary to maintain an office environment.

3.2 Materials: Government will provide access to a computer, NIPRNet and server where database is installed to meet installation and testing requirements of the contractor, IAW applicable DoD and local security policies and procedures.

3.3 Equipment: The Government shall provide specialty tools as required for the performance of the tasks. Contractor personnel will be responsible for the accountability of these tools.

4. Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5. Requirements.

5.1 Manning Requirements:

5.1.1 Pull alert names, ranks, and phone numbers from multiple (~five) different schedules inputted from each squadron scheduler to automatically populate a single schedule. Currently, information is entered into a database and retrieved from that database and manually entered into the SARDO Management System.

5.1.2 Produce a recall roster that can be emailed to higher headquarters with a single button push.

-- Allow alert window fields to be editable to support multiple personnel pulling different length shifts.

-- Allow the addition and removal of temporary members and aircraft information which augment the alert.

5.2. Mission Reporting Requirements:

5.2.1 Automatically complete Form 1299 post-mission (exhibit 1) for all mission personnel (including SARDO) with single button push.

5.2.2 Completed Form 1299 must have ability to be saved in desired folder(s) and emailed to administrative POCs.

5.2.3 Track mission details by personnel to include: mission numbers, total number of missions, sorties, hours flown, location of mission, mission overview.

5.2.4 Track mission details by aircraft type to include: mission number, total number of missions, sorties, hours flown, location of mission, mission overview.

5.2.5 Track the following details for each mission: Squadron involved, mission number, time of notification, time of launch, time to respond, aircraft involved, all people involved.

5.2.6 Database must be searchable based on the following: airframe, aircraft number(tail number), name, rank, crew position, location coordinates, location keyword, squadron, and Geofilter.

5.2.7 Generate multiple reports, similar to exhibit 3, and email reports to high headquarters.

5.2.8 Contractor will migrate existing mission data and incorporate into new system, so that the data is searchable.

5.2.9 Data must be printable.

5.2.10 Data must be digitally transferable, email preferred.

5.2.11 Database needs to be non-corruptible.

5.2.12 Provide a “narrative” section that will be included in reports generated to send to higher headquarters. Narrative section should allow for 1000+ characters and have the ability to spell check and copy and paste from other sources.

5.2.13 Track lesson learned information. Information needs to be included in the searchable database and have the ability to be presented in a report and emailed to higher headquarters.

5.3. Desirables:

5.3.1 Mobile access via smart phone. The POC does not have a clearly defined requirement at the present time. Since this is a new feature that is being explored, POC will evaluate what the contractor presents and can incorporate into the system. Must fall under the current budget constraints for the system.

5.3.2 Ability to query data on a smart phones. Paragraph 5.3.1 applies to this requirement.

5.4. Additional Requirements:

5.4.1 Ability to add reference documents for SARDOs to use during mission execution.

5.4.2 Produce a comprehensive user and maintainer manual.

5.4.3 Provide initial training for all SARDOs on how to utilize the system.

5.4.4 Provide the 176th OG with 3 years of 24/7 phone/email support. Support will include troubleshooting/ fixing database issues, issues producing reports, interaction with squadron schedules, searching for and retrieving mission data and technical issues with the software/hardware. Response times will vary depending on 176 OG duty hours and severity of issue and the impact to the search and rescue mission. Example may be 1 hour during duty hours or a critical issue during a search and rescue mission regardless of time of day and up to 24 hours for non-critical software/hardware issues. Specific response times will be negotiated prior to final acceptance of the system.

5.4.5 Up to 2 on-site visits per year for the first three years to provide technical support. Technical support will include periodic maintenance support to address bugs, corrective actions, training, and updates. Ability to have block updates to incorporate user inputs or system enhancements after the system has been used by a majority of the 25+ SARDOS.

5.4.6 Provide up to 10 hours for testing, research and development, and implementation of system. The 10 hours begins after initial development and is designed to allow for the users to use the system to discover bugs or to better refine system features or requirements and fix any issues discovered before the acceptance and implementation of the system.

5.4.7 The database must be backed up on a regular basis, preferably automatic.

TECHNICAL EXHIBIT 1

AF Form 1299

The form needs to auto populate all required information. The form must also include the following statement for each entry “10 USC-12301 (d) Air National Guard, RCC MSN#) The RCC MSN # should auto populate.

TECHNICAL EXHIBIT 2

Screen Shots from existing SARDO Management System.

TECHNICAL EXHIBIT 3

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