STATEMENT OF WORK FOR
ACQUISITION PROGRAM MANAGEMENT SUPPORT SERVICES
(The entire document should be tailored to your requirements. Particular areas to pay attention to are highlighted in red)
Organization
(Fill in)
Objective
To obtain program management support. (If there are particular functional areas needing support, highlight in this paragraph).
Background (Tailor as needed)
Department of Homeland Security (DHS) Acquisition Directive (AD) #102-01 established the acquisition oversight and management program for DHS components. The intention is to provide acquisition oversight of investments throughout a life cycle and to affect portfolio management for budget goals and objectives.
(Program Office) must comply with DHS AD #102-0 I. This requires acquisition program management support in order to: (1) prepare for the Acquisition Review Board (ARB) process; (2) coordinate program management support in approximately (number) acquisition projects (if applicable); (3) execute acquisition policy as related to the program; (4) coordinate program reporting; and (5) support program management workforce career development. (Add or subtract from the list as appropriate)
Scope (Tailor as needed) (This is a key paragraph and should encompass known and reasonably possible work to be required. It is generally difficult to have the contractor perform work outside of the scope in this paragraph. This section describes the work broadly.).
Contractor shall support the (Program Office) in achieving its program mission of fulfilling requirements; applying the lifecycle acquisition processes, and assisting the acquisition program manager. Services shall include, but are not limited to assistance in: preparation and implementation of templates, models, guides and workshop facilitation; development and maintenance of databases and executive reporting systems; development and implementation of program documents, plans and performance measures; providing program management service, advice, assessments, and tracking; and providing training and facilitation. (Add and subtract as needed) (Coordinate with your contracting officer to ensure that inherently governmental functions (FAR 7.5) are not included).
Technical Requirements
(Address tasks and deliverables)
The Contractor shall provide acquisition and program management support. The Contractor shall contribute to technical working group and interchange meetings, program management reviews, and support equipment requirements review meetings. The Contractor shall analyze plans and programs, integrate with external agencies accomplishing system acquisition, and participate in Test and Evaluation and strategic planning activities. The Contractor shall staff acquisition issues; contribute to Configuration Audits; analyze Integrated Logistics Support requirements; and review operational/contingency plans. The Contractor shall provide technical assistance. The Contractor shall develop capabilities for the system, investigate available technologies, and define alternative concepts to meet user needs. The Contractor shall contribute to System Design Reviews, Configuration Control Boards, Logistics Engineering and other activities of the DHS Acquisition Life-Cycle and Systems Engineering Life-Cycle.
The contractor shall provide all personnel, materials and other items and services necessary to perform program management support related to specific acquisition support service requirements as outlined.
1. Preparation and Implementation of Templates, Models, Guides and Workshop
Facilitation
A. Provide assistance in the development and delivery of templates, preparation guides, and refresher workshop guides and materials for the program documents and acquisition processes listed below (specifically call out which are known deliverables versus possible deliverables):
• Mission Needs Statement
• Acquisition Plan
• Acquisition Program Baseline
• Capability Development Plan
• Concept of Operations
• Small Business Goals
• Acquisition Review Process
• Life Cycle Cost Estimate
• Statement of Objectives
• Cost-Benefit Analysis
• Program Management Plan
• Alternatives Analysis/Analysis of Alternatives
• Logistics Support Plan
• Test and Evaluation Plan
• Capital Planning and Investment
Control
• Configuration Management Plan
• Operational Requirements
Document
• Risk Management Plan
• Earned Value Management
• Source Selection Procedures
• Acquisition Reporting
• IT Checklist support
• Integrated Master Schedule
• Other required acquisition processes/documents as need dictates
•
B. Act as facilitator and event coordinator for workshops, workshop-related activities and management seminars that may include executive conferences and other work-related functions. (List any known events with dates). Conduct workshops. Workshops may include courses in the following areas: management, performance based acquisitions, preparing Independent Government Cost Estimates, source selection, evaluation procedures, Earned Value Management and leadership excellence. (Tailor as appropriate)
2. Development and maintenance of databases, tracking and reporting systems
A. Develop, implement and maintain databases or reporting systems required by individual program offices that may be necessary for program and/or project management and tracking to include but not limited to (list of your program, Component, and DHS databases and reporting systems).
B. Develop, implement and maintain best practices automated deliverables and proposal response management systems. The tracking systems shall provide a detailed listing of requests and proposals, dependencies, milestone dates, due dates and other details as required.
C. Develop and/or maintain a process for tracking expenditures by contractors and provide monthly updates to spending plans.
D. Develop and/or maintain a database tracking the education, experience, and training and certification information on technical staff. This information shall be used solely for career and skill set development for the benefit of (Program name) and the Government.
3. Development, implementation and maintenance of program documents, plans and performance measures
A. Program management plans for accomplishing the effort required. These plans shall describe the administrative functions, technical approach, organizational resources, management controls and quality assurance monitoring that the contractor shall employ to meet the cost, performance and schedule requirements throughout the task order period of performance.
B. Assist with the development, implementation and/or maintenance of standard operating procedures, business plans and performance measures.
C. Assist with the development of documents that embody program goals and objectives and comply with DHS published standards. These documents include, but are not limited to:
1. Detailed program/project management plans including Work Breakdown
Structures (WBS);
2. Program/project management oversight documents describing schedule, budget, adherence to approved plans and specifications, and efficient and effective implementation.
3. Coordinating with (Component name) and DHS Federal Enterprise Architecture teams to develop and provide appropriate inputs to (Component name), DHS, or other appropriate organization on reporting standards.
4. Test plans that will define the types of testing (e.g. functional, performance, usability) and the test levels (e.g. unit, integration, field testing) to be performed during each program phase.
5. Responding to government initiatives.
D. Assist in the development, implementation and maintenance of required documents such as: requirements traceability matrix, integrated program schedule, program charter, system security plan, disaster recovery plan, award fee and performance incentive fee plans.
4. Provide program management service, advice, assessments and tracking in a variety of program areas. (Tailor as appropriate)
A. Program Management Services and Advice. This task requires the contractor to be capable of actually performing the function, providing guidance, and assisting program office personnel in the performance of the function. Below is a list of key functions for which the contractor must have technical capability to perform and assist in program management. This list is not intended to be all-inclusive but provides the scope of technical expertise required. The contractor could be tasked to perform these functions on a variety of program types including Information Technology (IT). This could encompass actions such as:
• Acquisition & Strategic Planning
• Contingency Planning
• Record Maintenance
• Systems Engineering Life Cycle
• Program Review, Oversight and Reporting
• Technical Approach
• Logistics Support
• Resource Requirements
• Enterprise Architecture
• Studies, Analysis, Briefings
• Security Planning
• Management Controls
• Quality Assurance
• Risk Management Planning
• Change Control Plans
• Workflow Management
• Technology Research
• Transition Management
• Productivity
• Test and Planning Oversight
• Inventory Management
• Correspondence
• Integrated Product Team (IPT) Facilitation & Participation
• Earned Value Management
• Human Engineering
• Resolution of Program Issues
• Program/Project Assessments
• Cost Estimating
• Task/Milestone Progress Measurement and Oversight
• Scheduling
B. Program Assessments. This task requires the contractor to be capable of actually performing the function, providing guidance, and assisting program office personnel in the performance of the function. The types of assessment activities anticipated include, but are not limited to, as follows:
1) Technical studies and analysis
2) Threat and Vulnerability assessments
3) Applicability/impact of laws, regulations and policies.
4) Processing action items, position papers, studies and reports
C. Program Tracking. This task requires the contractor to be capable of actually performing the function, providing guidance, and assisting program office personnel in the performance of the function. The types of tracking activities anticipated include, but are not limited to, as follows:
1) Program metrics
2) Timeline and milestones
3) Action item indexing and tracking
4) Provide and/or update Program status, to include but not limited to entering data into the New Periodic Reporting System, as required.
5. OMB-300 Processes and Reporting
(Tailor as appropriate)
The Contractor shall provide assistance in a combination of financial analysis, business planning, and technical expertise to develop capital planning processes that ensure investment business cases are timely, complete, and comprehensive. The Contractor shall assist in the development of OMB-300 business cases and other related deliverables (including cost-benefit analysis and alternatives analysis). The Contractor shall relay OMB and DHS guidance and policies related to OMB-300 submissions and communicate that to all the appropriate stakeholders within (Program name). In addition the Contractor shall:
A. Develop detailed financial plans including estimates, justification of assumptions, research, and analysis.
B. Portfolio management for budget goals and objectives. Review financial documents and plans for impact on program objectives and requirements.
C. Provide assistance for budget formulation, oversight to budget execution, and assist in the preparation of related reports. Assist in resolving funding execution discrepancies. Monitor the availability and use of program funds.
D. Implement a plan for delivering capital planning services such as CPIC administrator support, strategic communications, website design and content development, workshops and training, business case coaching and mentoring, business case reviews and scoring, as well as the DHS Primavera ProSight Investment Management System (IMS) administration.
H. Provide statistical analysis support as needed.
I. Manage communications with key CPIC customers (project teams) and stakeholders (Agency and Component level, CIO, Chief Financial Officer (CFO), Acquisitions, IT Security, Enterprise Architecture, Privacy and Records Management Offices).
J. Support Capital Planning and Business Case tasks for internal (Program name) clients, maintain project team's task schedule, assist in project planning and control processes, assist in managing external client relations, participate in the development of task deliverables, work as part of a team or independently to complete tasks.
K. Serve as subject matter experts for the project by understanding, relaying and analyzing Capital Planning and OMB Exhibit 300 policies; review business cases based on OMB scoring criteria. Meet with project managers and business case drafters to discuss strategies for improving business cases.
L. Develop and conduct Capital Planning and Business Case Workshops.
M. Attend DHS CPIC Administrator Group meetings.
N. Facilitate Stakeholder meetings.
O. Maintain and update business case data in Primavera IMS.
P. Provide investment management system (IMS) user support, training, and report generation.
Q. Maintain and update business case data in investment management system to ensure information is successfully transmitted to DHS.
P. Provide subject matter expertise and assist in the development of OMB Exhibit 53.
6. Providing limited contract negotiations preparation support.
The contractor may assist the contracting officer technical representative (COTR) and the contracting officer by drafting input for preparation of Pre Negotiation Briefing Memorandums (PBMs) and similar products. The contractor may assist the Government contracting officer or COTR in cost and price analysis, and preparing the cost and price report. The contractor may research the historical proposal activity and pricing strategies to assist and advise (Program name) on the best strategy for obtaining the desired products and services for the best value to the government.
7. Supporting internal and external reporting and program oversight requirements.
Review inquiries, provide input, and prepare responses as requested to support all (Program name)/DHS/Congressional/OMB/other outside organization reporting requirements and inquiries. This task includes the preparation of presentations, briefings, point papers, alternative recommendations, and spreadsheet analysis of financial data for briefings to (Program/Component)/DHS management or outside organizations.
8. Other unspecified program management tasks.
Given the magnitude of program management support needs and the diverse needs of the program office, it is not possible to capture all potential program management support needs in this document.
9. Schedule/Milestones
(If you have a schedule for the deliverables and/or milestones embed a table with the items and due dates).
10. Key Personnel
The Government requires that all of the Key Personnel positions be filled immediately upon award and that all Key Personnel be certified as Program Management Professional by the Program Management Institute.
[End of Statement of Work]