06C25R0054 RFP RABAS HCaTS RFP Letter.pdf

TASK ORDER REQUEST FOR PROPOSAL (RFP) No. 06C25R0054 Issued Under HCATS Small Business Pool Two Solicitation Title: Federal retirement and benefit counseling services with benefits processing services Issuing Office: U.S. Customs and Border Protection 1331 Pennsylvania Ave. SW Washington, DC 20029

Agency Contact(s): Richard Kirby richard.m.kirby@cbp.dhs.gov RFP Issue Date: 7/14/2025 Questions Due Date: 7/17/2025 9:00 a.m. Eastern Time Proposal Due Date: 8/4/2025 9:00 a.m. Eastern Time

1.0. HCATS TASK ORDER INFORMATION

1.1. HCATS Pool Being Solicited/Awarded: Pool 2

1.2. NAICS Code and Small Business Size Standard: The principal nature of the requirements described in this solicitation is consistent with services performed by industries in the 541612 Human Resources Consulting Services with a small business size standard of $29,000,000

1.3. Product Service Code (PSC): The services in this solicitation are best represented by PSC Code: R699. Support- Administrative: Other

1.4. Type of Contract: The primary type of contract resulting from this solicitation is Labor Hour

1.5. Type of Services: The services required are: __X_ Commercial __ Non-Commercial

1.6. Extent of Competition: This solicitation will be based on:

X___ Fair Opportunity procedures (FAR 16.505(b)(1)) _____ Exception to Fair opportunity for a Competitive Socio-Economic Set-aside (FAR 16.505(b)(2)(F))

_____ HUBZone small business concerns _____Service-disabled veteran-owned small business (SDVOSB) concerns _____ Economically disadvantaged women-owned small business (EDWOSB) concerns eligible under the Women-Owned Small Business Program or, _____ Women-owned small business (WOSB) concerns eligible under the Women- Owned Small Business Program ______Exception to Fair opportunity as designated below (FAR 16.505(b)(2))

_____ FAR 16.505(b)(2)(A) [The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays]

_____ FAR 16.505(b)(2)(B) [Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized]

_____ FAR 16.505(b)(2)(C) [The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering https://www.acquisition.gov/content/16505-ordering issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order]

_____ FAR 16.505(b)(2)(E) [For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source]

1.7. Security Clearances:

1.7.1. The clearance level is: _X____ Unclassified _____ Classified

1.7.2. The Facility Clearance Level is: _X_Unclassified ____ _____Top Secret

1.8. Performance Location(s):

1.8.1. The performance locations for this SOW are: __X___CONUS

1.8.2. The labor will be performed at: _X_Government Site(s) _____Contractor Site(s) _____ Mix of Both

1.8.3. Place(s) of Performance: The places of performance(s) for this SOW are:

Washington, D.C. Minneapolis, MN & Indianapolis, IN

1.9. Period of Performance: The period of performance for this SOW is:

The base period of performance for this task order is for one-year from the date of award, with four (4) 1-year options that may extend the cumulative term of this task order to 5 years.

2.0. Contract Line Items (CLINs) and Contract Type by CLIN

CLIN 0001 (Labor Hour): Base Year Federal retirement and benefit counseling services Total

NTE: $

CLIN 0002 NTE Travel $5,000.00 CLIN 0003 Base Year Contract Access Fee 0.75% Total Price:

CLIN 0004 (Labor Hour): Option Year 1 Federal retirement and benefit counseling services Total :

NTE $

CLIN 0005 Travel Option Year 1 $5,000.00 CLIN 0006 Option Year 1. Contract Access Fee 0.75% Total Price:

CLIN 0007 (Labor Hour): Option Year 2 Federal retirement and benefit counseling services Total

NTE $

CLIN 0008 Travel Option Year 2 $5,000.00 CLIN 0009 Option Year 2. Contract Access Fee 0.75% Total Price:

CLIN 0010 (Labor Hour): Option Year 3 Federal retirement and benefit counseling services Total

NTE $

CLIN 0011 Travel Option Year 3 $5,000.00

CLIN 0012 Option Year 3. Contract Access Fee 0.75%

CLIN 0013 (Labor Hour): Option Year 4 Federal retirement and benefit counseling services Total

NTE $

CLIN 0014 Travel Option Year 4 $5,000.00 CLIN 0015 Option Year 4. Contract Access Fee 0.75%

Total Price:

3.0. Description of Services

3.1 Background: See attached SOW

3.2 Scope: See attached SOW

3.3 Statement of Work: See attachment (list attachment number here)

3.4 Places of performance and work conditions/hours: See attached SOW

4.0. Delivery and Performance Information

See attached SOW 5.0.Labor Categories and Descriptions See attached SOW.

6.0. invoicing instructions See contract clauses for invoice instructions. Clauses start on Page 13 of this document.

7.0. Solicitation Provisions and TASK ORDER Clauses

All Applicable and Required provisions/clauses set forth in FAR 52.301 automatically flow down to all HCATS task orders, based on their specific contract type (e.g. cost, fixed price, etc.), statement of work, competition requirements, commercial or not commercial, and dollar value as of the date the task order solicitation is issued. Representation and Certification Provisions from the HCATS master contracts automatically flow down to all HCATS task orders.

7.1. FAR Optional and Agency specific Task Order Provisions/Clauses. The following additional provisions and clauses apply to this task order:

Provisions start on page 57

8.0. Proposal Preparation and Submission

A. PAYMENT OF QUOTE COSTS

This solicitation does not commit the Government to pay any cost incurred in the submission of the quote or in making necessary studies or designs for the preparation thereof, nor to contract for services or supplies.

B. INSTRUCTIONS TO QUOTERS

Each Quoter’s Quotation submitted in response to this solicitation shall be prepared in three (3) volumes as delineated in the table below. Each of the volumes and parts shall be https://www.acquisition.gov/content/52301-solicitation-provisions-and-contract-clauses-matrix separate and complete so that evaluation of one volume may be accomplished independently from evaluation of the other volumes. Quote submissions shall consist of a written response as summarized in the table below.

Volume, Part

Title Page Limit Submission

I. Tab 1 Cover Letter 2 pages for cover letter (single sided)

Electronic (e-mail)

I. Tab 2 Technical Approach (Factor 1)

25 MS PowerPoint (PP) Slides of content (single sided)

Oral;

PowerPoint Slides Electronic (e-mail)

I. Tab 3 Management (Factor 2) Included in the 25 PP slide limit above

Oral

I. Tab 4 Past Experience (Factor 3)

Six pages (submitted separate from the PowerPoint slide)

Electronic (e-mail)

II. Price (Factor 4) No limit Electronic (e-mail)

Electronic submissions shall be submitted via electronic mail to Richard Kirby Contracting Specialist at richard.m.kirby@cbp.dhs.gov. Oral Presentation slides shall be delivered in Microsoft® PowerPoint 2013 (or higher versions when available) for Oral Presentation Material.

Excel Pricing Spreadsheet submissions must be delivered in Microsoft® Excel 2013 (or higher versions when available) for spreadsheet submissions. Quoters shall not submit PDF documents, with the exception of the Volume I, Tab 1, Cover Letter and Tab 4 Past Experience.

Quotations must be prepared in accordance with these instructions and provide all required information in the format specified. The Quoter is responsible for including sufficient details to permit a complete and accurate evaluation of the quotation.

The required format is designed to ensure submission of information essential to the understanding and comprehensive evaluation of the Quoter’s quotation. Pages/Slides in excess of the maximum will be removed from the end of the quotation volume by the Contracting Officer without being evaluated.

No classified information shall be included in the Quoter’s written quotation. Proprietary information shall be clearly marked.

Quotes/Presentations must be clear, coherent, and prepared in sufficient detail for effective evaluation. Quotes/Presentations must include convincing rationale and substantiation of all claims. Quoters shall assume that the Government has no prior knowledge of their experience and will base its evaluation on the information presented in the Quoter’s quote.

Minimum quote acceptance period: The Government requires a minimum acceptance period of at least 90 calendar days from the quote due date. A quote allowing less than the

Government’s minimum acceptance period may be rejected on the basis that it does not meet this requirement.

Important note regarding email attachments: CBP’s email system limits incoming email attachments to 10MB per email. Quoters shall NOT submit .zip files as these may be stripped by CBP’s email system. All incoming files are scanned so there may be a delay between the time the file is submitted and the time it is received. Therefore, Quoters must ensure they submit quotations with sufficient time to reach the required destination no later than the response due date and time identified above. Quoters are strongly encouraged to verify receipt of their response (via email) as noted above. Quoters may submit attachments in multiple emails due to size constraints; however, the complete quotation (including all required submissions) must be received by the due date and time identified above.

NOTE:

1.) Quoters are instructed to numerically identify their email submittals to include both the attachment number AND the total number of attachments so that the Government may clearly see how many emails or attachments are being submitted (FOR EXAMPLE: 1 of 3; 2 of 3, 3 of 3).

Volume I, Tab 1: Cover Letter: The cover letter shall contain the following information at a minimum:

1. Solicitation Number and Solicitation Title

2. Contractor Name

3. Unique Entity Identifier (UEI) Number

4. Cage

5. CBP HCATS IDIQ Number

6. Complete Business Mailing Address

7. Acknowledgement of any Amendment to this RFQ, to include signed copies attached to the cover letter.

8. Point(s) of Contact (Name, title, e-mail address, phone number);

EVALUATION FACTORS:

Past Experience Volume I, Tab 4 : Factor 3 Regarding Prior Experience Questionnaire submission, the offeror shall submit a minimum of two and a maximum of three projects that address the questions listed in Attachment 1 and address the following elements:

• Offerors should demonstrate experience with work of the same scope and complexity as the work described in the Statement of Work

• Prior experience cited should be ongoing projects or projects that have been completed in the last three years

Prior experience with government entities is preferred.

In selecting projects for the Questionnaire, the Offeror shall consider its prior experience in contracts with similar size, scope and complexity providing the services of the SOW. As part of the questionnaire, the Offeror shall summarize each project and the prime contractor’s prior experience specific to providing the services identified in the SOW. See PEQ, Attachment 1. The total number of pages for the PEQ shall not exceed six pages.

The information provided shall demonstrate the Offeror’s current capacity to meet the requirements identified in the solicitation. In circumstances where the Offeror does not have a record of relevant prior experience or if prior experience information is not available, a low confidence rating may result. Confidence rating definitions are below in the “Evaluation Ratings section” pg. 10.

Note: The government may decide to reach out to government POCs, referenced in the offeror’s Prior Experience Questionnaire, for additional information on prior experience.

Factor 1 Technical Approach Volume I, Tab 2

This Technical Volume shall not exceed 25 PowerPoint Slides, encompassed into one Power Point Presentation. The following questions must be addressed in the PowerPoint slides:

Question 1: Provide an overview of your past experience with Federal retirement and benefits operations.

Question 2: CBP requires each employee undergo a background investigation. The process can be lengthy and can take from 4 months up to a year or more to finalize. How do you plan to maintain staffing levels?

Question 3: What is your plan to be fully staffed at commencement of the contract?

Question 4: How will you recruit qualified and skilled people?

Question 5: Discuss how you plan to ensure quality control of work being performed.

Question 6: How will you resolve less than satisfactory performance?

Any Power Point Presentation Information that exceeds the page limitation will not be considered.

The PowerPoint presentation shall be submitted via email with all other quote volumes on or before 7/31/2025 9:00 a.m. Eastern Time and shall then be presented orally. This volume must not contain any reference to price or cost; however, resource information (such as data concerning labor hours and categories, materials, subcontracts, teaming arrangements etc.) may be contained in the technical quotation so that the Contractor's understanding of the requirements may be evaluated. Scheduling Oral Presentation instructions are provided later in this solicitation.

The Quoter shall present information, either in it’s oral presentation or PowerPoint information to facilitate the Government’s evaluation of Factor 1. The Quoter shall provide information describing how it shall achieve quality results in performing under the intended Task Order.

Factor 2 Management Volume I, Tab 2

The Quoter shall present information, either in it’s oral presentation or PowerPoint information to facilitate the Government’s evaluation of Factor 2 and address the bulleted items below:

• The Offeror shall demonstrate its understanding of the management and business approaches to coordinate, perform, integrate, control, and accomplish the SOW requirements.

• The Offeror shall provide a management plan that addresses, at a minimum, the following areas:

o Understanding of the relevance of the SOW to successful contract performance.

o Understanding of how management differs from supervision in the context of the

SOW.

o Proposed management structure, including clear lines of authority and communications to perform the requirements of the SOW.

o Description and diagram of the structural connections or associations of the entities responsible for this work with any corporate or division organizations o Proposed subcontracting arrangements, if any, and the effectiveness of the proposed approach for managing these arrangements to assure that the Government receives services conforming to contract requirements.

o Approach to performing the requirements of the SOW o Identification of management risk areas and recommended approaches to minimize the probability and impact of those risks.

Oral Presentation

The oral presentation consists of elements that demonstrate the Quoter’s Technical and Management capabilities. The oral presentation shall not contain any price information.

Failure to comply with this requirement may result in the quote being deemed non-responsive and therefore not being evaluated. The Government will not pay for any travel or other costs associated with the oral presentation.

Oral Presentation Instructions:

Location: The Government will most likely hold oral presentations remotely, using technology, rather than in person. The Government will notify the Quoter of the technology platform or tool to be utilized for the oral presentation, when scheduling presentations with HCATS IDIQ holders who elected to participate in oral presentations. The Government anticipates utilizing Cisco Webex or Microsoft Teams as the platform for the oral presentations. The Government and Quoter may agree to test the connection at a convenient time prior to the oral presentation. In the event the selected technology platform or tool cannot be made functional at the time of the scheduled oral presentation, the oral presentation may proceed as a voice-only telephone call, at the Government’s sole discretion. Oral presentations are anticipated to be held sometime in early August, 2025. The order in which Quoters are scheduled will be randomly selected by the Government. When scheduling the presentations, CBP will advise Quoters of the time of its presentation within twenty-four (24) hours after solicitation closing date. Oral presentations may be scheduled anytime between 8:30am and 4:00pm Eastern Time (ET). By participating in the oral presentation, the Quoter acknowledges that it is in full compliance with all solicitation terms and conditions, in accordance with applicable laws and statutes. Video or audio recording of oral presentations by quoters is strictly prohibited. The Government may elect to video or audio record the oral presentation. Non-government advisors may be used and may have access to Quoter’s Quotation. The submission of a quote shall constitute consent to the disclosure of proprietary information to all non-Government participants during the source selection.

Participants: The selected web-based conference platform will support up to five Quoter participant users from different locations. Web links to the Quoter specific web-based conference platform shall not be shared with anyone other than the authorized Government participants and the authorized Quoter participants and shall be treated as source selection sensitive. The Quoter participants in the oral presentations shall be limited to the Key personnel and additional contract personnel proposed by the Quoter, and one prime company representative is also allowed. No more than five (5) total Quoter participants shall attend the oral presentation. If the above guidance results in more than 5 participants, at a minimum, the Key Personnel and one prime company representative is required. Teaming Arrangements are allowed, but a company shall only be involved in one quote submission. An individual shall not participate in more than one Quoter’s oral presentation. Quoters shall provide the Contract Specialist with the name, employer/company, and e-mail addresses of the Quoter’s participants for the oral presentation no later than 48 hours prior to the scheduled Oral Presentation.

Time Limit: Oral presentations are limited to 45 minutes in duration, exclusive of any needed Clarification period. Any set-up of visual aids and remarks made by the Contracting Specialist or Contracting Officer prior to the presentation will not count against the Quoter’s 45-minute time limit. The Government will not evaluate any of the information in the slide deck that is not presented during the Quoter’s 45-minute time limit. The Government urges the Quoter to exercise good judgment in the number of slides presented given the 45-minute time limit.

After the oral presentation there will be a break of 15 minutes for the Government to develop questions followed by a 30 minute Q&A session. At the end of the Q&A session the presentation will end.

Rules of Engagement for Oral Presentations:

1. The Government intends for the oral presentation to be an interactive exchange between the Quoter and the Government. These exchanges are viewed as a component of the oral presentation itself and do not constitute discussions. The Government will not ask questions that will invite or allow the Quoter to change its quote. The Quoter shall not volunteer any information that might be construed as changing its quote. Oral presentations are distinct from the Government’s reserved right to conduct discussions.

2. The Quoter is in control of its presentation and may choose not to present or respond to any question provided by the Government.

3. The Quoter shall not utilize any computers (other than the ones required to host the web-based conference platform being utilized for the oral presentation), tablets, smart phones, or separate conference lines/phones, while conducting the oral presentation, and shall not bring or distribute any written or electronic materials during the oral presentation. The Quoter participant may need a separate phone/conference bridge to connect to the oral presentation, however that phone shall only be used for that purpose and no other.

4. The Quoter participants shall not reach back, by phone/conference bridge, e-mail or any other means, to any other personnel or persons for assistance during the oral presentation.

5. Quoters can utilize any virtual drawing features or functions during the oral presentation provided in the web-based conference platform, as applicable. Quoters may elect to utilize white boards or flip charts during the oral presentation as well and can upload such items to the web-based conference platform, as appropriate.

6. The Quoter shall submit the Power Point Slides for the Oral Presentation to the Contract Specialist with the proposal.

Factor 4 Volume III: Price Quotation Volume II

The pricing information shall be submitted using the Pricing Schedule provided in the solicitation.

Please ensure that the template cells/formulas are visible and unlocked. The Contractor shall be responsible for ensuring that the pricing information is submitted correctly and submitted by the proposal due date.

The total price quoted for the Task Order plus the optional 6-month extension price (see next paragraph) will represent the total evaluated price for price evaluation purposes. The total price will be calculated by adding the total price for each year, base and all options, together. The Quoter shall use the labor rates in their HCATS IDIQ Contract, however the Quoter is strongly encouraged to quote discounts from its HCATS IDIQ published rates. The Task Order will be awarded on a Labor Hour basis.

The Government will also evaluate pricing for an optional six-month extension period of performance under FAR 52.217-8- Option To Extend Services. The rates of the last Option Year shall be used for any extension. The option price per this clause will be evaluated at ½ of the price of the last Option Year.

Quoters shall use the labor category titles and descriptions included in their specific HCATS IDIQ contract to map to those included in the Government’s SOW (which are included for reference as an estimate of CBP’s need with regard to hours for each category and category type). Quoters shall be responsible for quoting the labor categories and hours that best meet the solution they are presenting.

C. EVALUATION FACTORS AND BASIS FOR AWARD

The Government intends to make a single-award task order to the responsible Quoter submitting an overall quote that is determined most advantageous to the Government, price and non-price factors considered.

Quotes shall be evaluated on the following factors:

Factor 1: Technical Approach(Non-Price)

Factor 2: Management (Non-Price)

Factor 3: Past Experience

Factor 4: Price

Evaluations will be conducted in accordance with FAR 16.505(b). Confidence ratings will be assigned to each of the non-price evaluation factors included in this acquisition. Award will be made to the Quoter whose quote meets the Government’s requirements and whose technical quote and price represent the best value to the Government. The relative order of importance of the evaluation factors is: Factor 1 is more important than Factors 2 and 3 when combined. Factors 2 and 3 are more important than Factor 4. It should be noted that award may be made to other than the lowest priced quote if the Government determines that a price premium is warranted due to technical merit.

The Government may also award to other than the highest technically rated quotation, if the Government determines that a price premium is not warranted.

The evaluation of Factors 1, 2 and 3 will each be evaluated holistically with a rating scale of "high confidence," "some confidence," and "low confidence," representing the Government’s confidence that the Quoter understands the requirement and will be successful in performing the work. Below are the definitions for the evaluation ratings applied to these factors (Factors 1, 2, & 3):

Rating Definition High Confidence The Government has high confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract.

Some Confidence The Government has some confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract.

Low Confidence The Government has low confidence that the Offeror understands the requirement, proposes a sound approach, or will be successful in performing the contract.

An evaluation team has been established by the U.S. Customs and Border Protection (CBP) to rate the technical quotes. Each member of the team will evaluate each quote in accordance with the technical evaluation factors stated above to determine if the quote is acceptable. Full and impartial consideration will be given to all quotes received pursuant to this solicitation, and the evaluation will be conducted in an equal manner.

The Government anticipates selecting the best-suited quoter from initial responses, without engaging in exchanges with Quoters. Quoters are strongly encouraged to submit their best technical solutions and price in response to this RFQ.

Once the Government determines the Quoter that is the best-suited (i.e., the apparent successful Quoter), the Government reserves the right to communicate with only that Quoter to address any remaining issues, if necessary, and finalize a task order with that Quoter. These issues may include technical and price. If the parties cannot successfully address any remaining issues, as deemed pertinent at the sole discretion of the Government, the Government reserves the right to communicate with the next best-suited Quoter based on the original analysis and address any remaining issues. Once the Government has begun communications with the next best-suited Quoter, no further communications with the previous Quoter will be entertained until after the task order has been awarded. This process shall continue until an agreement is successfully reached and a task order is awarded.

9.0. Solicitation and Award Clauses

See clauses below.

SECTION A INSPECTION & ACCEPTANCE

A.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): www.acquisition.gov . [Insert one or more Internet addresses]

(End of clause)

A.2 52.246-6 INSPECTION--TIME-AND-MATERIAL AND LABOR-HOUR (MAY 2001)

SECTION B DELIVERIES OR PERFORMANCE

B.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): www.acquisition.gov . [Insert one or more Internet addresses]

B.2 PERIOD OF PERFORMANCE (MAR 2003)

The period of performance of this contract shall be one year from the date of award, with 4 one year options.Click here to enter text.

[End of Clause]

B.3 TERM OF CONTRACT WITH OPTION(S) (MAR 2003)

The contract term shall be for a period of one year from the date of award, subject to the Government's option to extend the term of the contract in accordance with the clause entitled, "Option to Extend the Term of the Contract" FAR 52.217-9 contained herein.

SECTION C CONTRACT ADMINISTRATION DATA

C.1 3052.242-72 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2003)

(a) The Contracting Officer may designate Government personnel to act as the Contracting Officer's Representative (COR) to perform functions under the contract such as review or inspection and acceptance of supplies, services, including construction, and other functions of a technical nature. The Contracting Officer will provide a written notice of such designation to the Contractor within five working days after contract award or for construction, not less than five working days prior to giving the contractor the notice to proceed. The designation letter will set forth the authorities and limitations of the COR under the contract.

(b) The Contracting Officer cannot authorize the COR or any other representative to sign documents, such as contracts, contract modifications, etc., that require the signature of the Contracting Officer.

C.2 CONTRACTING OFFICER'S AUTHORITY (MAR 2003)

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor effects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in price incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, or to modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

C.3 ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS - INVOICE PROCESSING PLATFORM

(IPP) (AUG 2024)

1. Payment requests must be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform System (IPP).

2. "Payment request" means any request for contract financing payment or invoice payment by the Contractor.

To constitute a proper invoice, the payment request must comply with the requirements identified in FAR 32.905(b), "Payment documentation and process" and the applicable Prompt Payment clause included in this contract. The IPP website address is: https://www.ipp.gov.

3. Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice (The Contracting Officer is required to list the documentation required under this contract. If no documentation is required, enter “none”.):

-__Detailed hours, labor categories and deliverables

4. The IPP was designed and developed for Contractors to enroll, access, and use IPP for submitting requests for payment.

a. If the Contractor is not registered in IPP, CBP will initiate a request to the U.S. Department of Treasury to grant access. The Contractor’s System for Award Management (SAM) accounts receivable point of contact will receive an email notification from the U.S. Department of Treasury with instructions to register with ID.me or Login.gov.

b. Once registered, the Contractor is required to log in to the IPP Application at https://www.ipp.for.fiscal.treasury.gov/ and submit their invoices.

5. If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer. The Contracting Officer will provide the waiver request form to the Contractor to complete upon request.

6. In accordance with FAR 32.904(b), the Contracting Officer, in conjunction with the COR will determine whether the invoice is proper or improper within seven (7) days of receipt. Improper invoices will be returned to the contractor within seven (7) days of receipt.

https://www.ipp.gov/ https://www.ipp.for.fiscal.treasury.gov/

7. Contractor assistance with the use of IPP can be obtained by emailing the U.S. Treasury IPP Customer Support at IPPCustomerSupport@fiscal.treasury.gov or by phone at (866) 973-3131.

(End of Supplementary Term and Condition) mailto:IPPCustomerSupport@fiscal.treasury.gov

SECTION D SPECIAL CONTRACT REQUIREMENTS

D.1 52.224-3 Privacy Training (Jan 2017)

(a) Definition. As used in this clause, "personally identifiable information" means information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual. (See Office of Management and Budget (OMB) Circular A- 130, Managing Federal Information as a Strategic Resource).

(b) The Contractor shall ensure that initial privacy training, and annual privacy training thereafter, is completed by contractor employees who-

(1) Have access to a system of records;

(2) Create, collect, use, process, store, maintain, disseminate, disclose, dispose, or otherwise handle personally identifiable information on behalf of an agency; or

(3) Design, develop, maintain, or operate a system of records (see also FAR subpart 24.3 and 39.105).

(c) (1)"Privacy training shall address the key elements necessary for ensuring the safeguarding of personally identifiable information or a system of records. The training shall be role-based, provide foundational as well as more advanced levels of training, and have measures in place to test the knowledge level of users. At a minimum, the privacy training shall cover-

(i) The provisions of the Privacy Act of 1974 ( 5 U.S.C. 552a), including penalties for violations of the Act;

(ii) The appropriate handling and safeguarding of personally identifiable information;

(iii) The authorized and official use of a system of records or any other personally identifiable information;

(iv) The restriction on the use of unauthorized equipment to create, collect, use, process, store, maintain, disseminate, disclose, dispose or otherwise access personally identifiable information;

(v) The prohibition against the unauthorized use of a system of records or unauthorized disclosure, access, handling, or use of personally identifiable information; and

(vi) The procedures to be followed in the event of a suspected or confirmed breach of a system of records or the unauthorized disclosure, access, handling, or use of personally identifiable information (see OMB guidance for Preparing for and Responding to a Breach of Personally Identifiable Information).

(2) Completion of an agency-developed or agency-conducted training course shall be deemed to satisfy these elements.

(d) The Contractor shall maintain and, upon request, provide documentation of completion of privacy training to the Contracting Officer.

(e) The Contractor shall not allow any employee access to a system of records, or permit any employee to create, collect, use, process, store, maintain, disseminate, disclose, dispose or otherwise handle personally identifiable information, or to design, develop, maintain, or operate a system of records unless the employee has completed privacy training, as required by this clause.

(f) The substance of this clause, including this paragraph (f), shall be included in all subcontracts under this contract, when subcontractor employees will- (1) Have access to a system of records;

(2) Create, collect, use, process, store, maintain, disseminate, disclose, dispose, or otherwise handle personally identifiable information; or

(3) Design, develop, maintain, or operate a system of records. (End of clause)

52.224-3 PRIVACY TRAINING – ALTERNATE I (DEVIATION)

(a) Definition. As used in this clause, personally identifiable information means information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual. (See Office of Management and Budget (OMB) Circular A-130, Managing Federal Information as a Strategic Resource).

(b) The Contractor shall ensure that initial privacy training, and annual privacy training thereafter, is completed by contractor employees who--

(1) Have access to a system of records;

(2) Create, collect, use, process, store, maintain, disseminate, disclose, dispose, or otherwise handle personally identifiable information on behalf of an agency; or

(3) Design, develop, maintain, or operate a system of records (see also FAR subpart 24.1 and 39.105).

(c) The contracting agency will provide initial privacy training, and annual privacy training thereafter, to Contractor employees for the duration of this contract. Contractor employees shall satisfy this requirement by completing Privacy at DHS: Protecting Personal Information accessible at http://www.dhs.gov/dhs-security-and-training-requirements-contractors. Training shall be completed within 30 days of contract award and be completed on an annual basis thereafter not later than October 31st of each year.

(d) The Contractor shall maintain and, upon request, provide documentation of completion of privacy training to the Contracting Officer.

(e) The Contractor shall not allow any employee access to a system of records, or permit any employee to create, collect, use, process, store, maintain, disseminate, disclose, dispose or otherwise handle personally identifiable information, or to design, develop, maintain, or operate a system of records unless the employee has completed privacy training, as required by this clause.

(f) The substance of this clause, including this paragraph (f), shall be included in all subcontracts under this contract, when subcontractor employees will –

(1) Have a system of records;

(2) Create, collect, use, process, store, maintain, disseminate, disclose, dispose or otherwise handle personally identifiable information; or

(3) Design, develop, maintain, or operate a system of records.

D.2 GOVERNMENT CONSENT OF PUBLICATION/ENDORSEMENT (MAR 2003)

Under no circumstances shall the Contractor, or anyone acting on behalf of the Contractor, refer to the supplies, services, or equipment furnished pursuant to the provisions of this contract in any news release or commercial advertising without first obtaining explicit written consent to do so from the Contracting Officer http://www.dhs.gov/dhs-security-and-training-requirements-contractors http://www.dhs.gov/dhs-security-and-training-requirements-contractors

The Contractor agrees not to refer to awards in commercial advertising in such a manner as to state or imply that the product or service provided is endorsed or preferred by the Federal Government or is considered by the Government to be superior to other products or services.

D.3 SECURITY PROCEDURES (AUG 2022)

I. PERSONNEL SECURITY

A. CBP Suitability Requirements

1. All Contractor Employees requiring access to CBP facilities and its information technology networks and systems must undergo an investigation to determine suitability for employment. Based on the position sensitivity designation, OPR/Personnel Security Division initiates either a T4 or T5 Background Investigation in accordance with CBP Personnel Security Handbook, HB 1400-07A.

2. Contractor Employees who require access to DHS IT systems or development, management, or maintenance of those systems must be U.S. citizens in accordance with DHS Instruction 121-01-007-01, Revision 1, Chapter 2, Personnel Security Program Standards, § 13, and Citizenship Requirements, § 13F.

(Lawful Permanent Resident status is not acceptable in this case). A waiver may be granted, as outlined in Chapter 2, § 14 of DHS Instruction Handbook 121-01-007-01, Revision 01.

3. Provided the requirements of DHS Instruction Handbook 121-01-007-01 are met as outlined in paragraph I.B.1, below, Contractor Employees requiring access to CBP facilities, sensitive information or information technology resources are required to have a favorably adjudicated Tier 4 (T4) or Tier 5 (T5) background investigation (U.S. Office of Personnel Management (OPM), Suitability Executive Agent and the Director of National Intelligence (DNI), Security Executive Agent, Federal Investigative Standards, December 2012, or its successor), prior to commencing work on this contract, as outlined in the applicable requirements document, such as a Statement of Work (SOW) or Performance Work Statement (PWS). Exceptions shall be approved on a case-by-case basis with the Contractor Employee’s access to facilities, systems, and information limited until the Contractor Employee receives a favorably adjudicated T4 or T5. A favorably adjudicated T4 or T5 shall include various aspects of a Contractor Employee’s life, including employment, education, residences, police, and court inquires, credit history, and national agency checks.

4. For contracts requiring Contractor Employees to possess a CBP suitability upon contract inception, the following is applicable: The Contractor shall submit, within ten (10) working days after award of the contract, a list containing the full legal name, social security number, place of birth (city and state), and date of birth of employee candidates who possess favorably adjudicated T4 or T5 background investigations that meet federal investigation standards (as mandated in the SOW/PWS). These individuals will be considered for “reciprocity” as applicable (reference CBP Form 78 – BIRD). For contracts not requiring Contractor Employees to possess a CBP suitability upon contract inception, the following is applicable: The Contractor shall require Contractor Employee candidates, needing a T4 or T5 background investigation for the contract, to submit information and documentation requested by CBP to initiate the background investigation process immediately upon request by

CBP.

5. Background Investigation information and documentation are submitted by proper completion of standard federal and agency forms provided by the COR, such as Electronic Questionnaires for Investigations Processing (e-QIP), Electronic Fingerprint Submission, CBP Form 78-Background Investigation Requirements Determination (BIRD) Form, Fair Credit Reporting Act (FCRA), Non-Disclosure Agreement (NDA), a Contractor Employee initial Background Investigation Form (CBP Form 77) (Sections A and B), and relevant “clearance” documents (if applicable), etc. The Contractor is responsible for ensuring all Contract Employee candidates complete the Electronic Questionnaire for Investigations Processing (e-QIP) and Electronic Fingerprints using their full legal name, correct SSN and ensuring these actions are completed in a timely manner, within 30 days of e-QIP initiation. The Contractor is also responsible for ensuring all Contract Employee candidates respond to phone calls and check their emails regularly for communications from the CBP Security Office and/or the field investigator for any necessary actions. The appropriate forms, to include “clearance” documents if applicable, must be submitted to the COR assigned to the contract, and the COR shall forward the completed forms to the CBP security official that will review the information for completeness and begin the adjudication and “clearance” (if applicable) process. Any Contract Employee candidate who fails to comply after multiple requests and attempts to reach them will be discontinued from the Background Investigation process. The Contractor shall then propose a qualified replacement employee candidate to the CO and COR within 30 days after being notified of the discontinued Contract Employee candidate.

6. CBP cannot provide a standard completion time for a T4 or T5 background investigation as many scenarios affect CBP’s ability to process an individual. During the term of this contract, the Contractor is required to provide the names of its employees who successfully complete the CBP T4 or T5 process to the CO and COR.

Failure of any Contractor Employee to obtain and maintain a favorably adjudicated T4 or T5 shall be cause for dismissal. For key personnel, the Contractor shall propose a qualified replacement employee candidate to the CO and COR within 30 days after being notified of an unsuccessful candidate or vacancy. For all non-key personnel Contractor Employees, the Contractor shall propose a qualified replacement employee candidate to the COR within 30 days after being notified of an unsuccessful candidate or vacancy. The CO/COR shall approve or disapprove replacement employees. For contracts requiring Contractor Employees to possess a CBP suitability per SOW/PWS requirements, continuous failure to provide Contractor Employees who meet CBP T4 or T5 requirements may be cause for termination of the contract (refer #4).

B. Security Clearance Requirements

1. Contractor Employees who require access to classified information must be U.S. citizens or have Lawful Permanent Resident (LPR) status in accordance with DHS Instruction Handbook 121-01-007-01, Rev. 01, the Department of Homeland Security Personnel Security, Suitability and Fitness Program, Chapter 2, Personnel Security Program Standards, § 13, Citizenship Requirements. A waiver may be granted, as outlined in Chapter 2, § 14 of DHS Instruction Handbook 121-01-007-01.

2. For contracts requiring Contractor Employees to possess a security clearance upon contract inception, the following is applicable: The Contractor shall submit, within ten (10) working days after award of the contract, a list containing the full legal name, social security number, place of birth (city and state), and date of birth of employee candidates who possess favorably adjudicated T5 background investigations that meet federal investigation standards (as mandated in the SOW/PWS). These individuals will be considered for “reciprocity” as applicable (refer to CBP Form 78 – BIRD). For contracts not requiring Contractor Employees to possess a security clearance upon contract inception, the following is applicable: The Contractor shall require Contractor Employee candidates, needing a T4 or T5 background investigation for the contract, to submit information and documentation requested by CBP to initiate the background investigation process immediately upon request by

CBP.

3. Background Investigation information and documentation are submitted by proper completion of standard federal and agency forms provided by the COR, such as Electronic Questionnaires for Investigations Processing (e-QIP), Electronic Fingerprint Submission, CBP Form 78-Background Investigation Requirements Determination (BIRD) Form, Fair Credit Reporting Act (FCRA), Non-Disclosure Agreement (NDA), a Contractor Employee Initial Background Investigation Form (CBP Form 77) (Sections A and B), and relevant “clearance” documents (if applicable), etc. The Contractor is responsible for ensuring all Contract Employee candidates complete the Electronic Questionnaire for Investigations Processing (e-QIP) and Electronic Fingerprints using their full legal name, correct SSN and ensuring these actions are completed in a timely manner, within 30 days of e-QIP initiation. The Contractor is also responsible for ensuring all Contract Employee candidates respond to phone calls and check their emails regularly for communications from the CBP Security Office and/or the field investigator for any necessary actions. The appropriate forms, to include “clearance” documents if applicable, must be submitted to the COR assigned to the contract, and the COR shall forward the completed forms to the CBP security official that will review the information for completeness and begin the adjudication and “clearance” (if applicable) process. Any Contract Employee candidate who fails to comply after multiple requests and attempts to reach them will be discontinued from the Background Investigation process. The Contractor shall then propose a qualified replacement employee candidate to the CO and COR within 30 days after being notified of the discontinued Contract Employee candidate.

4. CBP cannot provide a standard completion time for a T4 or T5 background investigation as many scenarios affect CBP’s ability to process an individual. During the term of this contract, the Contractor is required to provide the names of its employees who successfully complete the CBP T4 or T5 process to the CO and COR.

Failure of any Contractor Employee to obtain and maintain a favorably adjudicated T4 or T5 shall be cause for dismissal. For key personnel, the Contractor shall propose a qualified replacement employee candidate to the CO and COR within 30 days after being notified of an unsuccessful candidate or vacancy. For all non-key personnel Contractor Employees, the Contractor shall propose a qualified replacement employee candidate to the COR within 30 days after being notified of an unsuccessful candidate or vacancy. The CO/COR shall approve or disapprove replacement employees. Continuous failure to provide Contractor Employees who meet CBP T4 or T5 requirements may be cause for termination of the contract.

C. Contractor Tracking System

1. All Contractor Employees must be entered into the current agency Contractor Tracking System (CTS) database by the COR or Alternate COR. Additionally, the COR/ACOR shall maintain current, accurate and complete data for Contractor Employees during their performance on the contract. The Contractor Project Manager (CPM) shall provide timely start information to the CO/COR or designated government personnel to initiate the CTS entry. Other relevant information will also be needed for Contractor Employee record submission in the CTS database such as, but not limited to, the Contractor Employee’s legal name, brief job description, labor rate, Hash ID, schedule, and location. The CO/COR or designated government personnel shall provide the CPM with instructions for providing required information.

2. The CO/COR may designate responsibility for out-processing to the CPM. The CPM must have an active CBP Background Investigation (BI) and an Active…