1.1.4-SOW.docx

U.S. Department of Homeland Security (DHS) Immigration and Customs Enforcement (ICE) Office of the Chief Financial Officer (OCFO) Office of Financial Management (OFM)

Statement of Work (SOW) 31 January 2024

Table of Contents

Section I – Statement of Work

1. Purpose The U.S. Immigration and Customs Enforcement (ICE), Office of the Chief Financial Officer (OCFO), Office of Financial Management (OFM) is replacing aged and outmoded legacy financial, accounting, data management, procurement and asset management systems for ICE and all Components receiving financial and accounting services from ICE. This Financial System Modernization (FSM) effort will bring ICE and ICE Component Customers into compliance with new regulatory mandates for financial operations and will resolve long-standing deficiencies in the Department’s ability to effectively manage financial services.

To sustain this effort, OFM requires additional contractor support services to assist with day-to-day financial management operations while Subject Matter Experts (SME) within OFM concentrate on FSM activities that go over and above those normal operations. Specifically, OFM requires SMEs to be integrated into the implementation process during all phases of FSM program development to include pre-discovery, discovery, configuration, testing and data cleansing. Starting in FY24 Q2, SME involvement will ramp up with discovery efforts, refinement of business processes, testing, and training through FY 2028, when FSM is expected to be fully transitioned and stabilized. To meet scheduled milestones for readiness and implementation additional expanded contractor support services are required starting in FY 2024 Q3 in a phased approach to provide day-to-day support while SMEs concentrate on FSM activities. During the phased transition, customer Components will shift from the current Federal Financial Management System (FFMS) to the SAP S4/HANA solution over a two-year period, requiring OFM to provide simultaneous operational support in two financial systems using different business process models.

2. Background In preparation for upcoming FSM activities, ICE spoke to representatives of the U.S. Coast Guard and the Transportation Security Administration (TSA), which had already completed FSM efforts within DHS. Through these discussions, ICE became aware of several implementation deficiencies that it must avoid in its own FSM program. These deficiencies are listed below:

· Minimal data cleansing efforts resulting in bad data causing late payments and deficient manual processes.

· Poor user development and insufficient implementation training, resulting in user deficiencies and re-training.

· Lack of dedicated subject matter expertise leading to incorrect operations and faulty system design.

· Unresolved system changes leading to improper post-deployment operation.

· Insufficient testing to validate proper system configuration, leading to deficient operations post-deployment.

· Lack of user buy-in and lagging support from senior leaders led to ineffective post-deployment operations.

In addition to these deficiencies, the FSM program is also faced with an implementation schedule that brings the first Component into the new SAP system two years before the final Components, requiring ICE to operate SAP concurrently with FFMS during this transition period. U.S. Citizenship and Immigration Services (USCIS) is scheduled to migrate to the new financial management system during Q1 of FY 2026, followed by ICE and the Federal Protective Service (FPS) in Q1 FY 2027, then the Science and Technology Directorate (S&T), Cybersecurity and Infrastructure Security Agency (CISA), and DHS Departmental Management Operations (DMO) in Q1 FY 2028.

3. Scope The FSM project will require ICE OFM staff to focus on maintaining financial operations for ICE and its Component Customers while migrating those operations to a new system and adapting current processes to take advantage of new efficiencies provided by a new system. This requires OFM to simultaneously perform financial operations in two financial management systems from the year USCIS goes live in FY 2026 to the final Components go live in FY 2028 while providing Subject Matter Expertise (SME) to the FSM program. During this time, OFM requires contractor support resources in six (6) essential workstreams: Technical Accounting, Financial Support, Financial Reporting, Policy & Compliance, Systems Accounting, and Program Analysis. These functions may be performed anywhere within the OFM organization.

3.1 Financial Operations Overview

ICE OFM provides financial management support services to other DHS Components.

The DHS Component customers include:

· U.S. Citizenship and Immigration Services (USCIS)

· Departmental Management and Operations (DMO)

· Cybersecurity and Infrastructure Security Agency (CISA)

· Directorate of Science and Technology (S&T)

3.2 Business Processes Overview

The primary business processes affected by the FSM Modernization include, but are not limited to:

· Cost Management

· Budget Formulation to Execution

· Record to Report

· Request to Procure

· Procurement to Pay

· Bill to Collect

· Reimbursable Agreements, Assurance and Compliance

· Acquire to Dispose

· BI Reporting

3.3 Financial Systems Overview

ICE and its DHS Component customers currently use the Federal Financial Management System (FFMS) as its core financial system and system of record.

3.5 ICE Program Offices Affected

The Program Offices affected by the FSM modernization include, but are not limited to:

· Office of Assurance and Compliance (OAC)

· Office of Budget and Program Performance (OBPP)

· Office of Asset and Facilities Management (OAFM)

· Office of Financial Management (OFM)

· Office of the Component Acquisition Executive (OCAE)

· Office of Chief Information Officer (CIO)

· Office of Acquisition Management (OAQ)

The DHS Component Customers may have different names for the program offices that perform the same function and/or may have additional program offices to consider.

Additionally, there are other offices within ICE and the DHS Component customers, which rely upon financial reporting for the execution of their respective functions.

4. Tasks This section outlines the list of requirements the Contractor shall meet while providing support services to ICE OFM. The contractor shall provide accounting support at any of the organization’s line of business within the OFM. Below outlines the functions to be performed by workstream.

· The contractor shall examine, analyze, interpret, and process accounting data for governmental and commercial transactions. Ensure transactions are accurate and appropriate and in compliance with current policies, regulations, and procedures. Perform reviews to ensure work assignments are completed within established deadlines and proper procedures/methods were used.

· The contractor shall verify the accuracy, completeness, and validity of a wide variety of accounting functions/transactions including obligations, accrued expenditures, disbursements, appropriation refunds, reimbursable orders, and/or earnings and collections.

· The contractor shall audit, review, and manage documents and processes related to various governmental and commercial programs, services for accuracy, compliance with regulations, and proper approval prior to entering information into the financial system.

· The contractor shall maintain internal and external organizational awareness in dealings with Headquarters staff, other Federal and non-federal entities, and DHS agencies. Work with contacts at all levels to ensure that appropriate action is taken and that all parties are aware of and following regulations.

· The contractor shall communicate with field offices, other agencies, and commercial entities on issues regarding compliance with regulations and ensure that actions are taken timely. Work with contacts at all levels to ensure that appropriate action is taken and that all parties are aware of and following regulations.

4.1.2 Technical Accounting Management

· The contractor shall review of documents for validity, expenditure limitation, and correct accounting data; balancing and maintaining the subsidiary ledgers; performing reconciliation of un-liquidated contractual obligations.

· The contractor shall assist with the oversight of accounting support in accordance with policy, directives, regulations, and reporting requirements. Interpret regulations, requirements, and policies to ensure compliance.

· The contractor shall train and assist Accounting Technicians on specific tasks with techniques to correct and process accounting inputs. Ensure accuracy, propriety, and legality of accounting transactions through extensive review of documents.

· The contractor shall plan and schedule work to be accomplished; sets and adjusts short-term priorities for completion of work. Assign/reassign work based on priorities, the difficulty and requirements of assignments.

· The contractor shall develop, document, and perform both internal processes and administrative, technical, and automated systems controls.

· The contractor shall conduct sampling on Accounting Technician work to evaluate compliance with current procedures and supervisor direction. Identify corrective actions and remediation efforts for anomalies.

· The contractor shall compile, analyze and distribute daily, weekly, and monthly statistical data to supervisor.

· The contractor shall communicate with field offices, other agencies, and commercial entities on issues regarding compliance with regulations and ensure that actions are taken timely. Work effectively with contacts at all levels to ensure that appropriate action is taken and that all parties are aware of and following regulations.

· The contractor shall provide analyses, projections, and interpretations of business processes that contribute to management's effective control over program operations.

· The contractor shall process transactions related to the preparation, submission, and monitoring aspects of the financial management process. Perform financial transactions associated with organizational activity and monitor studies to determine the base requirement for updated financial information.

· The contractor shall review documents on accounts to ensure that the authorization is in accordance with regulations and charged to the applicable line of accounting and funds are available to cover obligations.

· The contractor shall analyze daily reports, researching discrepancies while maintaining responsibility for resolving them with the appropriate agency or recommend corrective measures.

· The contractor shall facilitate timely and accurate reconciliation on prior year transactions and analyze account activity between multiple systems during end of fiscal year review to identify discrepancies.

· The contractor shall create and provide briefing reports to management in a timely manner and in accordance with preestablished schedule. Assure locally developed or amended policies reflect adherence to current policies and other governing regulations.

· The contractor shall conduct reviews of ICE programs and any proposed or existing legislation affecting them for the purpose of recommending policies to improve and stimulate the financial condition of the agency.

· The contractor shall prepare reports from a variety of sources identifying problem areas. Provide timely financial-related advice required to assist management in making effective decisions and provide for proper program planning.

· The contractor shall communicate with field offices, other agencies, and commercial entities on issues regarding compliance with regulations and ensure that actions are taken timely. Work with contacts at all levels to ensure that appropriate action is taken and that all parties are aware of and following regulations.

4.2.2 Accounting Support

· The contractor shall provide analyses, projections, and interpretations of business processes that contribute to management's effective control over program operations. Assist on accounting and financial issues or questions and problems related to the organization. Regularly communicate with agency staff and management to gather, analyze, and compile data for financial services and convey findings in written forms such as cost and budget reports. Provide financial analysis and advice to senior level analysts and management regarding accounting programs and financial systems.

· The contractor shall process transactions related to the preparation, submission, and monitoring aspects of the financial management process. Perform financial transactions associated with organizational activity and monitor studies to determine the base requirement for updated financial information.

· The contractor shall perform activities that enable the agency to maintain efficient and effective business processes, to safeguard assets, to enhance transparency through accurate and timely financial reporting, and to ensure compliance with laws and regulations. Monitor functional systems specifications for accounting and financial control in assigned program areas and take action to achieve organizational financial and accounting objectives.

· The contractor shall assist in determining the propriety of accounting transactions from federal funds and make recommendations to senior level analysts to improve the accuracy of financial reports. Perform risk assessments and prepare reports for submission to management and Component customers.

· The contractor shall provide technical assistance and support to senior level analysts and management on matters related to accounting and budgetary issues.

· The contractor shall assess the content of new or modified legislation to determine the financial impact upon agency programs. Ensure accurate, concise, and timely information is available to management and officials upon request.

· The contractor shall identify and resolve a variety of financial-related issues, questions and problems related to the agency financial management program. Communicate with agency staff and management and other contacts outside the agency to gather, analyze, and compile financial data to provide financial advisory services, and to convey financial information in a variety of written forms such as cost and budget reports. Work with computer systems, programs, and software typically used in the financial field.

· The contractor shall provide analysis and advice regarding accounting programs and financial systems to management and staff. Such as, but not limited to, developing agency accounting policies and advising on the accuracy of disclosure documents and the financial condition of the agency. Perform various reviews for HQ staff and supervisors, service centers/components business process to ensure compliance with accounting standards, such as, but not limited to, reviewing unliquidated obligations process, reviewing, and processing reimbursable orders, analyzing various reports, reviewing, and reconciling subsidiary ledgers for staff, and training financial and non-financial personnel on financial responsibilities.

· The contractor shall prepare, review, and provide analysis of financial statements in compliance with current accounting standards, policies, and procedures.

· The contractor shall analyze and interpret accounting data and reports and perform financial analysis, forecasts, and evaluations. Based on results, develop white papers that advise management on methods to increase control over expenditures and collections processes.

· The contractor shall ensure the accuracy of data produced by accounting systems and reconciliation of system outputs from other accounting systems and subsystems. Recommend corrective action to ensure information produced is accurate, timely and relevant to support organizational decisions. Perform transaction within the financial system in compliance with current accounting practices and policies.

· The contractor shall test system changes to ensure they do not compromise regular reporting requirements. Prepare instructions and guidance in the implementation and operation of accounting systems that supports accounting operations. Identify issues, discrepancies or other problems and recommend corrective action including changes in systems, policy, and procedures.

· The contractor shall develop and advise on major policy and system changes that affect accounting operations for an agency/department component. Develop short and long-range planning and development activities to address current and future requirements of assigned systems and operations and to meet established goals and objectives.

· The contractor shall coordinate policy, program, and system changes within the agency/department and with the Office of Management and Budget (OMB), the General Accounting Office (GAO) and other external organizations.

· The contractor shall plan and implement internal controls of existing and proposed accounting processes to ensure financial integrity, system integrity and conformance to Federal laws, and agency regulations and practices. Perform internal control reviews, on-site reviews or other evaluations of assigned systems and functions to assess areas for data adequacy, safeguards of assets, effectiveness of systems employed, reliability of information and other compliance with law and regulation.

· The contractor shall develop and advise on major policy, process changes and system changes affecting accounting programs. Develop guidance to supplement guidelines received from HQ, GAO, Department of the Treasury, or OMB affecting accounting operations. Review and interpret regulations, directives, legislation, and guidelines affecting assigned programs.

· The contractor shall identify areas requiring changes in policies and procedures and makes necessary changes. Address precedent setting situations when working programs with newly assigned and projected account structure is unknown.

· The contractor shall perform studies on accounts, reports and procedural instructions within a large area and take into consideration legislative and program background materials to identify the need for revision. Provide advice to financial and program managers and other accountants on unusual and difficult accounting and system problems.

· The contractor shall coordinate long range and comprehensive systems studies for the design and modification of automated accounting systems. Facilitate accounting data requirements for systems that support accounting operations business processes.

· The contractor shall assist in the development of procedural manuals, methods, and directives. Conduct studies and analysis for special projects that impact accounting processes such as, but not limited to, financial analyses, audits, and/or investigations of major programs; review, analyze, and validate industry financial data; develop and coordinate surveys and systems for gathering, analyzing, and validating data; resolve accounting discrepancies in reported data.

· The contractor shall coordinate testing of internal controls in accordance with guidelines established by the department; conducts business process reviews and provides recommendation to process owners.

· The contractor shall perform quality control and monitoring activities; identify and prioritize risks to achievement of control objectives; coordinate and provide input in the development of the Statement of Assurance (SOA) for financial management processes.

· The contractor shall coordinate data call requests and ensure responses are adequate for oversight bodies such as Office of the Inspector General (OIG), Government Accountability Office (GAO), and external auditors as well other ICE or DHS departments.

· The contractor shall coordinate and remediate internal control weaknesses identified through financial statement audit and OMB A-123 assessments, etc.; develop, drive, monitor remediation action plans, and provide statuses and progress on corrective actions to senior management. Coordinate and ensure the timely collection and review of data for periodic reporting requirements.

· The contractor shall evaluate and implement policies with respect to financing program operations, determine accounting system adequacy, and qualify cooperating organizations and other aspects of the program. Evaluate and provide regulations and guidelines for program users. Assist in the development of justification for agency financial/accounting policy and actively participate in senior level agency coordination of accounting issues.

· The contractor shall identify, consider, and resolve a variety of financial-related issues, questions, and problems related to the agency financial management program. Serve as a secondary communicator with colleagues, agency management and other contacts outside the agency to gather, analyze, and compile financial data to provide financial advisory services and to convey financial information in a variety of written forms, such as cost and budget reports.

· The contractor shall provide advice to program managers, analyze and interpret accounting data and reports, and perform financial analysis, forecasts, and evaluations. Based on results, advise management on methods to increase control over expenditures and collections processes.

· The contractor shall coordinate and ensure timely collection and review of data for periodic reporting requirements. Generate short and long-range planning and development activities to address current and future requirements of financial reporting operations and to meet established goals and objectives.

· The contractor shall provide expert level assistance in the development of procedural manuals, methods, and directives. Conduct studies and analysis for special projects that impacts accounting processes. Frequently test system changes to ensure they do not compromise regular reporting requirements.

· The contractor shall plan, design, analyze, document, test, implement, integrate, track, and maintain computer systems and software. Evaluate and provides feedback on computer equipment regarding its selection or utilization, or system designs and software for accomplishment of work through computer technology.

· The contractor shall review and evaluate the financial systems, practices, and policies to determine their worth and efficiency. Consult with managers and key personnel on specific system requirements and discuss proposed recommendations to determine the effects of goals and expectations.

· The contractor shall identify automation needs, outline parameters and characteristics of the system, and ensure that user needs are met.

· The contractor shall design and coordinate major regional or agency-wide software projects in response to complex new or modified needs of users. Conduct feasibility studies to develop alternative and cost-effective approaches.

· The contractor shall coordinate system enhancement tasks users, which may include interfaces with other systems or new versions of existing software or entirely new applications. Monitor work to ensure deliverables are received as scheduled, respond requests for information and meetings in a timely manner.

· The contractor shall review system documentation requirements and designs for accuracy and functional sufficiency. Coordinate and consolidate comments on design documents from end users. Assist in development of test plans and coordinate user acceptance testing.

· The contractor shall provide analysis and advice in the design, adaptation, or installation, and system support of automated accounting systems. Analyze table relationships to establish or modify system table codes. This includes accounting codes as well as system security user access profiles and entering the data into systems. Maintain backup documentation.

· The contractor shall ensure the system's financial transactions are accurate and reliable. Assist with entering new transactions into the system, testing transactions, and verifying general ledger impact. Assist in the reconciliation of system errors. Perform analysis to determine cause of error then identify and implement a resolution.

· The contractor shall direct, implement, coordinate, and oversee a major segment of a department-wide mission or administrative program. Plan and conduct special studies, personally or through team members.

· The contractor shall provide advice to managers and develop and evaluate policies in assigned program areas. Develop and evaluate policies in assigned program areas, implement or recommend actions to achieve organizational objectives, and recommend future program objectives and improvements.

· The contractor shall provide technical assistance and direct support to management staff in all matters relating to the application of planning systems and management programs to meet mission requirements.

· The contractor shall coordinate activities, advise and provide analytical support on problem definition, planning methodologies, policies, and procedures. Evaluate the content of new or modified legislation for projected impact upon DHS programs.

· The contractor shall develop, implement, and monitor management information systems that focus on long- and short-range plans, policies and programs in the direction of goals, objectives and priorities established by statutes, executive orders, the Department, or executive management.

· The contractor shall plan, organize, and direct team study or work, and persuade or negotiate effectively with management to accept and implement recommendations where the proposals involve substantial department resources, require extensive changes in established procedures, or may conflict with the desires of the activities under study.

· The contractor shall ensure that accurate, appropriately concise, and timely information is available to management and policy officials. Plan, develop and coordinate planning management through briefings, presentations, and conferences for executive management.

· The contractor shall design and administer planning and controls for submission of data, including forming the basis of budget and program resource requests and decisions. Direct the review of all submissions for substance, conformance with instructions, completeness, and authorizations. Issue, maintain, and control final planning and controls documents and their amendments.

· The contractor shall develop policies, issuances, and directives, and determine the applicability and effect of new or proposed legislation, executive orders, and Department directives and other organizational agency decisions on respective headquarters and field office operations, managerial programs, and requirements. Prepare comments and impact statements and recommendations on these issuances for executive and managerial consideration.

· The contractor shall coordinate the identification, analysis, and issuance of policies with managers and top-level officials of DHS. Serves as the focal point for issues affecting and impacting assigned programs.

5 Contractor Qualifications The Contractor must be able to successfully support the ICE PMO in the following ways:

A. Staff shall have in-depth knowledge of financial, procurement, and asset management data and systems. See Appendix D for systems currently used at ICE.

B. Demonstrate the ability to collaborate with other contractors supporting the DHS JPMO and ICE customer Components as well as the SI contractor, hosting support, and current system support.

C. Proven track record of establishing and implementing creative solutions to complex challenges.

The Contractor must have proven experience in the following areas:

A. Knowledge of Federal accounting concepts and standards, Federal procurement concepts (including the Federal Acquisition Regulations (FAR)), Chief Financial Officer (CFO) Act, Government Performance and Results Act (GPRA), Government Management Reform Act (GMRA), Federal Information Security Management Act (FISMA), Treasury Financial Manual (TFM), and relevant Office of Management and Budget (OMB) circulars and bulletins on financial accounting and internal and system controls.

B. Advance proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) 6 Contractor Personnel The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

7 DELIVERABLE REQUIREMENTS

The Contractor shall provide written progress reports as outlined in the Contract Deliverable Requirements List (CDRL) for the period each task order. Reports shall cover all work completed during the specified task order period of performance and shall represent the work to be accomplished during the subsequent period. These reports shall identify any problems and a statement explaining how the problem was or is to be resolved. All information and data related to this contract gathered or otherwise obtained by the Contractor shall be protected from unauthorized release and considered the property of the Government.

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with the current DHS Standard Workstation Windows and Microsoft products. The Contractor shall submit deliverable to the COR by way of email.

Table 1 – Contract Deliverable Requirements List

Reference

8 TRANSITION-IN PLAN

The Contractor shall provide a Transition Plan that identifies those actions, plans, procedures, and schedules necessary to ensure a smooth transition to full operational status within 30 days of award. The Contractor’s Draft Transition Plan shall be submitted at the Post-Award Conference. The Contractor shall submit a Final Transition Plan to the COR and CO no later than five business days after the Post-Award Conference.

8.1 MANAGEMENT PLAN AND PROJECT SCHEDULE

The Contractor shall provide a Management Plan that identifies the Contractor’s short and long-term strategies that enables them to meet the scope of the SOW. The Contractor’s Draft Management Plan shall be submitted with its proposal. The Contractor shall submit the Final Management Plan to the COR and CO not later than 10 days after the Post-Award Conference.

8.1.1 STAFFING PLAN

The Contractor shall provide a Draft Staffing Plan at the Post-Award Conference. The Contractor shall provide a final Staffing Plan to the COR no later than ten business days after the Post-Award Conference.

8.1.2 STATUS REPORTS

The Contractor shall prepare and deliver monthly status reports to the Contracting Officer and the COR no later than (NLT) the fifth day of each month. The status report shall cover the previous month to include the following information:

(1) A summary of the work performed, including an explanation of changes to the work planned in the previous month.

(2) Key issues and problems, to include any staffing issues, which may affect performance or schedule, along with the proposed resolution of those issues.

(3) Summary of important meetings held and those planned for the following period.

(4) Deliverables provided to the Government, and when and to whom provided.

(5) Key personnel changes, if any.

(6) Financial status reflecting actual costs versus projected costs for the previous month and the total task order to-date.

(7) Breakdown of labor hours by labor category, burn rates, all direct costs by line item.

(8) Summary of travel conducted, if any; and,

(9) Scheduled work for the next 30, 60, and 90 days.

8.1.3 STATUS MEETINGS

The Contractor shall meet with the Contracting Officer and the COR monthly to present deliverables, discuss progress, exchange information, and resolve emerging problems and issues. These meetings shall take place at 500 12th St., SW, Washington, DC 20356 or via teleconference.

The Contractor shall submit a meeting minutes report recording the key discussions, decisions, and subsequent action items no later than five working days after the meeting.

8.1.4 BI-WEEKLY PROJECT STATUS MEETINGS

The Contractor shall meet with the Government Program Manager and the COR Bi-Weekly to discuss deliverables, Project progress, Project Risk, exchange information, and resolve emerging problems and issues. These meetings shall take place at 500 12th St., SW, Washington, DC 20356 or via teleconference.

The Contractor shall submit a meeting minutes report recording the key discussions, decisions, and subsequent action items no later than five working days after the meeting.

8.1.5 TRANSITION OUT

If the incumbent is not awarded the subsequent task order for this service, the Contractor shall permit the successor Contractor (and the successor Contractor’s employees) to observe and become familiar with any and all operations under the contract during the sixty (60) business day period immediately prior to the end of this contract. The Contractor shall fully cooperate with the successor Contractor and the Government so as not to interfere with their work or duties.

The Contractor shall provide a draft Transition-Out Plan as well as the support necessary to coordinate the transfer of all activities ninety (90) business days prior to the end of the final period of performance. The final Transition-Out Plan will be provided sixty (60) business days prior to the end of the period of performance. The Transition-Out Plan shall include and/or address the following elements:

· Coordinate transition with DHS/ICE personnel if necessary

· Transfer of all Government Furnished Equipment/ Government Furnished Property, inventory, peripherals, software and licenses

· Transfer of documentation currently in progress

· Briefing or report on all in-progress and committed items

Provide the necessary support to ensure current and archived data is transferred to the COR including current system data, data archived to secondary storage, and related documentation generated since the contract was awarded.

9 HOURS OF OPERATION

In general, work under this Task Order shall be performed around the core hours of 9am and 5pm Eastern Standard Time, Monday through Friday except for designated Government holidays for both on-site and off-site locations. There may be occasions when contractor employees must work other than normal business hours, including late nights and weekends, to fulfill requirements under this contract.

9.1 PLACE OF PERFORMANCE

Contractor personnel shall perform all support services remotely within the Washington, D.C. metropolitan area and may be occasionally asked to report to 1201 Maryland Ave., SW, Washington, DC 20356 during normal hours of operation. On an “as needed” basis, contractor personnel may be asked to perform financial support services at locations designated by the Government to include, but not limited to, the Dallas Finance Center in Dallas, TX, and the Burlington Finance Center in Williston, VT, or any other official site during normal hours of operation.

9.2 GOVERNMENT HOLIDAYS

The following Government holidays are normally observed by Government personnel: New Year’s Day, Martin Luther King’s Birthday, Presidential Inauguration Day metropolitan DC area only), President’s Day, Juneteenth Freedom Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation. Or any other administrative leave such as acts of God (i.e., hurricanes, snowstorms, tornadoes, etc.) Presidential funerals or any other unexpected government closures.

9.3 PERIOD OF PERFORMANCE

The anticipated period of performance will cover five (5) years to include one (1) base period and (4) option periods. There is also an option to extend services as illustrated in the following table:

Estimated Base Period: 3/31/2024 – 3/30/2025 Estimated Option Period 1: 3/31/2025 – 3/30/2026 Estimated Option Period 2: 3/31/2026 – 3/30/2027 Estimated Option Period 3: 3/31/2027 – 3/30/2028 Estimated Option Period 4: 3/31/2029 – 3/30/2030

9.4 PRIVACY REQUIREMENTS FOR CONTRACTOR AND PERSONNEL

In addition to FAR 52.224-1 Privacy Act Notification (APR 1984), 52.224-2 Privacy Act (APR 1984), FAR 52.224-3 Privacy Training (JAN 2017), and HSAR Clauses, the following instructions must be included in their entirety in all contracts.

Limiting Access to Privacy Act and Other Sensitive Information In accordance with FAR 52.224-1 Privacy Act Notification (APR 1984), and FAR 52.224-2 Privacy Act (APR 1984), if this contract requires contractor personnel to have access to information protected by the Privacy Act of 1974, the contractor is advised that the relevant DHS system of records notices (SORNs) applicable to this Privacy Act information may be found at https://www.dhs.gov/system-records-notices-sorns. Applicable SORNS of other agencies may be accessed through the agencies’ websites or by searching GovInfo, available at https://www.govinfo.gov that replaced the FDsys website in December 2018. SORNs may be updated at any time.

Prohibition on Performing Work Outside a Government Facility/Network/Equipment The Contractor shall perform all tasks on authorized Government networks, using Government-furnished IT and other equipment and/or Workplace as a Service (WaaS) if WaaS is authorized by the statement of work. Government information shall always remain within the confines of authorized Government networks. Except where telework is specifically authorized within this contract, the Contractor shall perform all tasks described in this document at authorized Government facilities; the Contractor is prohibited from performing these tasks at or removing Government-furnished information to any other facility; and Government information shall always remain within the confines of authorized Government facilities. Contractors may only access classified materials on government furnished equipment in authorized government owned facilities regardless of telework authorizations.

Prior Approval Required to Hire Subcontractors The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (Subcontractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any Subcontractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information, including obtaining the required security clearances for the subcontractor personnel.

Separation Checklist for Contractor Employees Contractor shall complete a separation checklist before any employee or Subcontractor employee terminates working on the contract. The separation checklist must verify: (1) return of any Government-furnished equipment; (2) return or proper disposal of sensitive personally identifiable information (PII), in paper or electronic form, in the custody of the employee or Subcontractor employee including the sanitization of data on any computer systems or media as appropriate; and (3) termination of any technological access to the Contractor’s facilities or systems that would permit the terminated employee’s access to sensitive PII.

In the event of adverse job actions resulting in the dismissal of an employee or Subcontractor employee, the Contractor shall notify the Contracting Officer’s Representative (COR) within 24 hours. For normal separations, the Contractor shall submit the checklist on the last day of employment or work on the contract.

As requested, contractors shall assist the ICE Point of Contact (ICE/POC), Contracting Officer, or COR with completing ICE Form 50-005/Contractor Employee Separation Clearance Checklist by returning all Government-furnished property including but not limited to computer equipment, media, credentials and passports, smart cards, mobile devices, PIV cards, calling cards, and keys and terminating access to all user accounts and systems.

Contractor’s Commercial License Agreement and Government Electronic Information Rights Except as stated in the Performance Work Statement and, where applicable, the Contractor’s Commercial License Agreement, the Government Agency owns the rights to all electronic information (electronic data, electronic information systems or electronic databases) and all supporting documentation and associated metadata created as part of this contract. All deliverables (including all data and records) under the contract are the property of the U.S. Government and are considered federal records, for which the Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

Privacy Lead Requirements If the contract involves an IT system build or substantial development or changes to an IT system that may require privacy documentation, the Contractor shall assign or procure a Privacy Lead, to be listed under the SOW or PWS’s required Contractor Personnel section. The Privacy Lead shall be responsible for providing adequate support to DHS to ensure DHS can complete any required PTA, PIA, SORN, or other supporting documentation to support privacy compliance. The Privacy Lead shall work with personnel from the program office, the ICE Privacy Unit, the Office of the Chief Information Officer, and the Records and Data Management Unit to ensure that the privacy documentation is kept on schedule, that the answers to questions in the PIA are thorough and complete, and that questions asked by the ICE Privacy Unit and other offices are answered in a timely fashion.

The Privacy Lead:

· Must have excellent writing skills, the ability to explain technology clearly for a non-technical audience, and the ability to synthesize information from a variety of sources.

· Must have excellent verbal communication and organizational skills.

· Must have experience writing PIAs. Ideally the candidate would have experience writing PIAs for DHS.

· Must be knowledgeable about the Privacy Act of 1974 and the E-Government Act of 2002.

· Must be able to work well with others.

If a Privacy Lead is already in place with the program office and the contract involves IT system builds or substantial changes that may require privacy documentation, the requirement for a separate Private Lead specifically assigned under this contract may be waived provided the Contractor agrees to have the existing Privacy Lead coordinate with and support the ICE Privacy POC to ensure privacy concerns are proactively reviewed and so ICE can complete any required PTA, PIA, SORN, or other supporting documentation to support privacy compliance if required. The Contractor shall work with personnel from the program office, the ICE Office of Information Governance and Privacy, and the Office of the Chief Information Officer to ensure that the privacy documentation is kept on schedule, that the answers to questions in any privacy documents are thorough and complete, that all records management requirements are met, and that questions asked by the ICE Privacy Unit and other offices are answered in a timely fashion.

No Vendor/Contractor Access to Sensitive Information.

9.5 SECTION 508 COMPLIANCE

Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, they must ensure that it is accessible to people with disabilities, unless it would pose an undue burden to do so. Federal employees and members of the public who have disabilities must have access to and use of information and services that is comparable to the access and use available to non-disabled Federal employees and members of the public. For additional information, please refer to FAR 39.2 or http://www.section508.gov

9.6 SERVICE PROVIDER -NON-PERSONAL-SERVICES

DHS/ICE retains the authority to make all decisions regarding the DHS/ICE mission, and the execution or interpretation of laws of the United States. Blanket purchase agreement or services defined are not considered to be inherently Governmental in nature, as defined by Federal Acquisition Regulation (FAR) Subpart 7.5. This is a non-Personal services performance work statement as defined by FAR Subpart 37.101. Contractor or personnel rendering services under this order are not subject to supervision or control by Government personnel. The Contractor shall be responsible for the supervision of the Contractor employees at all duty locations. The Contractor is expected to work independently to accomplish the requirements of this order. The Contractor shall generate reports and other deliverables as specified by the work statement. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer (CO) immediately.

10 GOVERNMENT FURNISHED RESOURCES, SUPPORT, and PROPERTY For contractor personnel performing onsite at ICE, a workspace and workstation with the appropriate access to network will be provided. For contractor personnel not onsite at ICE, a hot desk and workstation will be provided on the days that attendance is required at ICE.

11 INFORMATION TECHNOLOGY SECURITY

When sensitive government information is processed on Department telecommunications and automated information systems, the contract company agrees to provide for the administrative control of sensitive data being processed and to adhere to the procedures governing such data as outlined in DHS MD 4300.1, Information Technology Systems Security (or its replacement). Contractor employees must have favorably adjudicated background investigations commensurate with the defined sensitivity level.

Contractor employees who fail to comply with Department security policy are subject to having their access to Department IT systems and facilities terminated, regardless of the failure results in criminal prosecution. Any person who improperly discloses sensitive information is subject to criminal and civil penalties and sanctions under a variety of laws (e.g., Privacy Act).

11.1 INFORMATION TECHNOLOGY SECURITY TRAINING AND OVERSIGHT

In accordance with Office of the Chief Information Officer (OCIO) requirements and provisions, all Contractor employees accessing Department IT systems or processing DHS sensitive data via…