RFP NO. 1333LB24R00000001.pdf

Person Frame Branch – Voter Registration Data

Solicitation No. 1333LB24R00000001

Person Frame Branch (PFB) Voter Registration Data

RFP No. 1333LB24R00000001

UNITED STATES

CENSUS BUREAU

CONTRACT SPECIALIST: CONTRACTING OFFICER:

Ms. Kimberly Robinson Ms. Tanisha L. Contee EMAIL: Kimberly.Robinson@census.gov EMAIL: Tanisha.l.Contee@census.gov mailto:Kimberly.Robinson@census.gov mailto:Tanisha.l.Contee@census.gov

PART I – THE SCHEDULE

SECTION A – SOLICITATION/CONTRACT FORM

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; proposals are being requested at this time.

This solicitation is issued as Request for Proposal (RFP) Number 1333LB24R00000001.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-99.

The Census Bureau intends to issue single contract to obtain all of the required Commercial Data elements as described through Section C of the Solicitation.

The NAICS code and small business size standard for this acquisition is 518210 – Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services - Small Business Size standard is $40.0 million dollars. This solicitation is set-aside for Small Businesses.

SECTION B – SUPPLIES OR SERVICES AND PRICES

B.1 GENERAL

The United States Census Bureau (herein referred to as the Census Bureau, USCB or the Government) serves as the leading source of quality data about the nation's people and economy.

USCB information shapes important policy and operational decisions that help improve the nation’s social and economic conditions. Census conducts the constitutionally mandated census of population and housing every 10 years, which is used to apportion seats in the House of Representatives and informs congressional redistricting. Census also conducts a census of all business establishments and of all governmental units, known respectively as the Economic Census and the Census of Governments, every 5 years. The Economic Census is the benchmark used for measuring Gross Domestic Product (GDP) and other key indicators that guide public policy and business investment decisions. In addition, USCB conducts several ongoing business and household surveys that provide the information in several of the Nation’s key economic indicators.

B.2 CONTRACT TYPE

The USCB intends to issue a Firm Fixed Price (FFP) contract.

B.3 CONTRACT ESTIMATED VALUE

The fixed price of the contract is (To be Determined before award). The prices set forth below shall apply for payment purposes for all items acquired under this contract. The estimated contract value for this acquisition is ($To Be Determined).

B.3.1 FIXED PRICE (CLIN 0001-0003)

PRICE SCHEDULE

BASE PERIOD

LINE ITEM DESCRIPTION PRICE

CLIN 0001 Voter registration data files with updates for

50 states, Puerto Rico, District of Columbia and Island Areas (2023 or most current year available

CLIN 0002 Voter Registration historical data files (back to 2014) for 50 states, Puerto Rico, District of Columbia and Island Areas

TOTAL BASE PERIOD $

OPTION PERIOD ONE

CLIN 0003 Voter registration data files with updates for

50 states, Puerto Rico, District of Columbia and Island Areas (most current year available

TOTAL OPTION PERIOD ONE $

TOTAL BASE PLUS OPTION PERIOD ONE $

B.4 FUNDING

Funds for services will be obligated at the time of contract award. The Contractor will only be paid for work that has been authorized by the Government and performed in accordance with the contract specifications. The Contractor shall not make expenditures, nor incur obligations, in the performance of this contract, which exceeds the current obligated funding amount.

(End of Section B)

SECTION C – PERFORMANCE WORK STATEMENT

C.1 Background and Overview

C.1.1 Background

The Census Bureau conducts research and production work using administrative records data to enhance numerous programs and products. The Census Bureau enters into agreements with data providers, including federal, state, and private entities, to acquire data files. These data are used to support planning and conducting future decennial censuses, current surveys such as the American Community Survey (ACS), and other Census Bureau demographic and economic research and production work. The Census Bureau will use the data acquired in the contract to continue to carry out work that is underway as well as continue our research to find new uses for the data we obtain.

In support of the USCB’s mission, the Economic Reimbursable Surveys Division (ERD) is responsible for acquiring and maintaining a broad range of administrative records datasets, with the express purpose of enhancing the value of data from household surveys and censuses, resulting in reduction of respondent burden, validation and data collection costs. In addition, the USCB is assessing the capability of these data products to accurately predict, and potentially correct for, nonresponse in our demographic surveys and censuses.

Decennial census efforts to count the population rely primarily on methods to encourage people to self-respond, followed by in-person interviewing for nonresponding households. To increase efficiency and reduce costs, the 2020 Census leveraged administrative data to enhance respondent-provided information, validate respondent submissions, and to reduce in-person field follow up visits. The 2030 Census will continue these 2020 Census efficiencies while also exploring additional administrative data sources and uses to further streamline census data collection and minimize respondent burden.

To further these efficiencies, the Demographic Research team will evaluate voter registration and limited voter behavior data for its potential to improve activities related to survey and census data collection procedures. In addition, the team will assess the capability of these data products to accurately predict, and potentially correct for, nonresponse in our demographic surveys and censuses.

C.2 SCOPE

C.2.1 The contractor shall provide the Census Bureau with complete and accurate voter registration data files (current and historical years) as outlined in the below requirement.

C.2.2 The contractor shall provide a data dictionary along with the delivery of the voter registration data files.

C.3 PERFORMANCE WORK STATEMENT (Specific Requirements)

C.3.1 The contractor shall provide voter registration data for the data elements outlined below:

1. Unique Voter ID(s) fields These fields should include any unique voter ID information provided by the state and/or municipality, voter ID created by the vendor, legacy voter ID information created by the vendor that allows linking movers across states. If there are multiple unique vote ID measures, the vendors should include each type in a distinct field and provide written information describing each unique vote ID.

2. File Update Information

a. Date of most recent record access/file pull from municipality for a unique voter

ID.

b. Date of most recent update (e.g., change) to the record of a unique voter ID.

c. Date of first observation of unique voter ID at the current registration address.

These fields should help the Census know the date when a record for a particular voter ID is updated, the first time the record for a particular voter appeared on a given state file, and how to create an accurate voter registration location history by date.

3. Voter Name Information:

a. First Name

b. Middle Name

c. Last Name

d. Suffix

4. Voter Demographic Characteristics

a. Voter Gender

b. Voter Age

c. Voter Birthdate

d. Voter Birthdate Confidence or Quality Score, if exists

e. Voter Place of Birth

f. Voter Race Category

g. Voter Race Confidence or Quality Score, if exists

h. Voter Ethnicity Category

i. Voter Ethnicity Confidence or Quality Score, if exists

j. Voter Languages Spoken (in addition to English)

k. Voter Marital Status

5. Voter Current Residence Address Information

a. House Number

b. Prefix Direction

c. Street Name

d. Designator/ Street Type

e. Suffix Direction

f. Apartment/Unit Number/Type

g. City

h. State

i. ZIP

j. ZIP+4

k. FIPS State/County

l. Indicator if Address Changed Counties (Prior FIPS County and Date of Change)

m. Property Acreage/Square Footage (Land)

n. Property Square Footage (Home or Livable Space)

o. Address Housing Unit Density

p. Family ID or some measure of which individuals in a household belong to the same family (e.g., unrelated roommates would have different family IDs in the same household, while related grandparents, parents, and children at the same address would have the same family ID)

q. Family Person Count (count of individuals, including those under 18 and/or not registered to vote) at the residence address who belong to the same Family ID

6. Voter Current Mailing Address Information

a. House Number

b. Prefix Direction

c. Street Name

d. Designator/Street Type

e. Suffix Direction

f. Apartment/Unit Number/Type

g. City

h. State

i. ZIP

j. ZIP+4

k. Property Acreage/Square Footage (Land)

l. Property Square Footage (Home or Livable Space)

m. Address Housing Unit Density

7. Voter Telephone Contact Information

a. Landline Area Code

b. Landline 7 Digit

c. Landline Confidence or Quality Score

d. Cell Phone Area Code

e. Cell Phone 7 Digit

f. Cell Phone Confidence or Quality Score

g. Indicator for Cell Phone Only Household

8. Voter District Information Local issues drive many special and local elections that could feed into the voter performance measure defined below. As a result, we are interested in a broad range of municipality information:

a. U.S. Congressional District

b. State Senate District

c. State House District

d. Information about Prior U.S. Congressional District (if changed since last general election), including date of change, prior district ID

e. Information about Prior State Senate District (if changed since last general election), including date of change, prior district ID

f. Prior State Senate District (if address reclassified since last general)

g. Flag if Address Changed State Senate District since last general

h. Prior State House District (if address reclassified since last general)

i. Flag if Address Changed State House District since last general

j. Prior State Legislative District (if address reclassified since last general)

k. Flag if Address Changed State Legislative District since last general

l. City

m. City Ward/District

n. City Mayoral District

o. Town District

p. Town Ward

q. Town Council

r. Village

s. Village Ward

t. Township

u. Township Ward

v. Borough

w. Borough Ward

x. Hamlet/Community Area

y. City School District

z. Board of Education District

aa. Board of Education Subdistrict

bb. School Board District

cc. School District

dd. Community College District

ee. Fire Services District

ff. Hospital Services District

gg. Municipal Utility District

hh. Municipal Utility Subdistrict

ii. Municipal Water District

jj. Municipal Water Subdistrict

9. Voter Behavior Indicators* (where YYYY = Year)

a. Indicator if Registered for <YYYY> General Election

b. Indicator if Voted in <YYYY> General Election

c. Indicator if Voted Early in <YYYY> General Election

d. Indicator if Voted Absentee/by Mail in <YYYY> General Election

10. Voter Performance Summary Metric* (where yyyy is the first year in a four-year cycle and YYYY = general election years) .

a. Voter Performance Summary Metric yyyy_YYYY

b. Percentage of all elections voted in by voter between 12/01/yyyy –

11/30/YYYY

c. Measure of voter performance (e.g percentage of elections voter has voted in)

d. Other Information

11. Voter Social Security Number (if available)

C.3.2 The contractor shall report missing values, for a particular data element, (defined by the vendor, could be a blank, an NR, etc.) in a way that is easily differentiable from any potentially valid value on the file, and should be noted in the data dictionary. The contractor shall not fill a data element with a zero if the information was not available from one of their sources, unless it was accompanied by a flag that flagged a missing/not reported value.

C.3.3 The contractor shall report which fields and values within fields that are imputed by the contractor, rather than extracted from the contractor’s source providers, in a way that is easily differentiable from any value extracted from the contractor’s source providers and should be noted in the data dictionary. The contractor shall not fill a data element with a predicted value based on their data processing unless it is in a separate field or is flagged as an imputed value.

C.3.3 If additional Voter Registration Data Fields are identified and determined to be beneficial to the Government’s analysis, the Government reserves the right to request additional data fields through a bilateral contract modification.

C.3.4 The contractor shall deliver a data dictionary or description specifying ranges of valid values, labels, contents, format, and structure of the data files and the relationship between the data items. The data dictionary shall denote how often each value for each variable is populated along with any other relevant information. The data dictionary shall describe the following data fields:

a. Variable Name

b. Variable Description

c. Formats- dated, implied decimas, etc. (where applicable)

d. Maximum length

e. Start column (fixed length only)

f. Valid values (where applicable)

g. Variable Type (i.e., character, date, integer, float)

C.3.5 The contractor shall deliver the most current information in each voter registration data file delivery.

C.3.6 The contractor shall provide a schedule with the dates the Census Bureau should expect the scheduled updates to the voter registration data files.

C.3.7 The contractor shall provide detailed information on temporal coverage, including:

a. State-level availability of voter registration/select voter activity data from 2014-current.

b. Contextual information about changes in the availability of fields from 2014-current (e.g., if a particular address field did not appear on the file until 2015, that should be noted)

c. Contextual information about any breaks in the updates to voter registration/select voter activity data (e.g., if a state did not provide any data, was missing fields, etc., for the year of 2015, that should be noted)

C.3.8 The contractor shall deliver the commercial data file in a single fixed-length ACSII format via a secure file transfer protocol (SFTP). The Census Bureau has a system in place to receive this type of file transfer.

C.3.9 The Contractor shall provide technical support regarding file structure and delivery, file contents and completeness, and data consistency over time. The contractor shall work to resolve technical issues within 48 business hours of being notified.

Note: The Census Bureau will use person data elements, such as SSN, First/Middle/Last Name, Date of Birth, and address data elements to link the commercial data to existing Census records and assign a Person Identification Key (PIK). PIK rates is one evaluation method used to evaluate the sample data.

(End of Section C)

SECTION D – PACKAGINING AND MARKINGS

D.1 PAYMENT OF POSTAGE AND FEES

All postage and fees related to the submission of information, including forms, reports, etc., to the Contracting Officer, the Contracting Officer’s Representative (COR), or the person(s) designated to receive, shall be the responsibility of the contractor.

D.2 PACKING FOR DOMESTIC SHIPMENT

Material shall be packed for shipment in such a manner that will ensure acceptance by common carriers and safe delivery at destination. Containers and closures shall comply with the Interstate Commerce Commission regulations, Uniform Freight Classification rules, or regulations of other carriers as applicable to the mode of transportation. All items are to be packed for domestic shipment to comply with standards and practices of the industry to ensure safe delivery without mars, scratches, dents or other damages. Shipping containers shall be plainly and substantially marked to show the contract number and a brief description of contents.

D.3 MARKING DELIVERABLES

The contract number shall be placed on, or adjacent to, all exterior mailing or shipping labels of deliverable items called for by the contract, except for reports.

Mark deliverables for:

Ebony R. Sinkfield U.S. Census Bureau 4600 Silver Hill Road Suitland, MD 20746 Washington DC 20233 (regular mail) Suitland MD 20746 (FedEx) Phone: (301) 763-0799 Ebony.r.Sinkfield@census.gov

Delivery locations for deliverables specified in this contract (such as reports, papers, and documentation) will be communicated to the contractor as needed by the Contracting Officer’s Representative (COR).

(End of Section D) mailto:Ebony.r.Sinkfield@census.gov

SECTION E – INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE

FAR 52.246-4 Inspection of Services-Fixed-Price. (Aug 1996)

CAR 1352.246-70 PLACE OF ACCEPTANCE (APR 2010)

(a) The Contracting Officer Representative (COR) will accept supplies and services to be under this contract.

(b) The place of acceptance will be:

U.S. Census Bureau 4600 Silver Hill Road Suitland, MD 20746

E.2 RESPONSIBILITY FOR INSPECTION AND ACCEPTANCE

Inspection and acceptance of all items and services under this contract will be accomplished by the Government’s designated Contracting Officer Representative (COR). The COR will inspect and be responsible for, the review and acceptance of all deliverables under the contract.

Acceptance testing will be specified, if required.

The stated objectives in Section F, Performance Requirements Summary shall be met or exceeded by the contractor. To ensure that the minimum performance levels are met, the COR will monitor performance and review the required status reports. Any deviations from the stated objectives must be fully documented and explained by the contractor.

E.3 GOVERNMENT CONTRACT QUALITY ASSURANCE

Notwithstanding the requirements in Subsection E.2 above and, as applicable under executed.

FAR clauses 52.246-4 Inspection of Services-Fixed-Price quality assurance under this contract will be performed in accordance with the Quality Assurance Surveillance Plan (QASP) (Attachment J.2).

(End of Section E)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

a) The base period of performance of this contract is August 01, 2024, to August 01, 2025.

If an option is exercised, the period of performance shall be extended through the end of that option period.

b) The option period that may be exercised is as follows:

PERFORMANCE

PERIOD

PERIOD START DATE PERIOD END DATE

Option Period 1 August 02, 2025 August 02, 2026

F.1.1 EXERCISE OF CONTRACT OPTION PERIOD

The option periods included in this contract may only be exercised in accordance with FAR 52.217-9 – Option to Extend the Term of the Contract.

The Government reserves the right to unilaterally exercise the option period based on the contractor’s successful completion and submission of contract deliverables. The Government will issue written notification of its intent to exercise the option periods within the last three (3) days of the period of performance.

F.2 PERFORMANCE REQUIREMENTS SUMMARY

All contractor-produced documents and documentation (‘work products’) shall meet the following general acceptance criteria. Final inspection and acceptance of all work performed, reports and other deliverables, will be performed at the place of delivery by the Census Bureau’s Contracting Officer’s Representative (COR).

Performance Requirement

Expected Outcome Performance Standard

Method of Surveillance

Current year voter registration data files (2023 or most recent file) with updates for 50 states and the District of Columbia, Puerto Rico, and Island Areas.

Contractor delivers current year data files with accurate data elements.

The contractor shall deliver the commercial data as a single file per year

The Census Bureau should be able to use the data file upon receipt without significant additional processing at Census Bureau.

COR will inspect deliverable and solicit or receive feedback from program managers.

Issues will be reported to contractor upon discovery and

(unless agreed upon by both parties) and on schedule.

Voter registration data file(s) consist of no errors 98% of the time.

contractor should provide a plan for correction to USCB within 5 business days.

Data Dictionary corresponding to current year data files

Contractor delivers data dictionary for each corresponding file.

Contractor provides accurate metadata 98% of the time.

or receive feedback from program managers.

Issues will be reported to contractor upon discovery and contractor should provide a plan for correction to USCB within 5 business days.

Historical voter registration data files

Contractor delivers historical data files (back to 2014) with accompanying data dictionary for 50 U.S.

States, the District Columbia, Puerto Rico, and the Island Areas.

The contractor shall deliver the commercial data as a single file per year (unless agreed upon by both parties) and on schedule

The Census Bureau should be able to use the data file upon receipt without significant additional processing at Census.

Commercial data file(s) consist of no errors 98% of the time.

COR will inspect deliverable and solicit or receive feedback from program managers.

Issues will be reported to contractor upon discovery and contractor should provide a plan for correction to USCB within 5 business days.

Data Dictionary corresponding to historical voter registration data files

Contractor delivers data dictionary for each corresponding file

Contractor provides accurate metadata 98% of the time.

or receive feedback from program managers.

Issues will be reported to contractor upon discovery and contractor should provide a plan for correction to USCB within 5 business days.

Technical Support Contractor provides technical support

The contractor shall work to resolve technical issues within 48 business hours of being notified

COR will solicit and/or receive feedback program managers

F.2 Deliverables and Work Products

The following chart provides a list and schedule of milestones/deliverables. The listed milestones/deliverables are considered to be essential to the successful completion of stated contract requirements. Upon submission, all deliverables become the property of the Government.

Item No.

Milestone (M) / Deliverable (D) Due Date

1 Post Award Conference – Kick-off Meeting (M)

Within 5 business days after award

2 Delivery of current year voter registration data files with updated to include present data (2023 or most recent file) for 50 states and the District of Columbia, Puerto Rico, and Island Areas (D)

Within 20 calendar days after award

3 Data Dictionary corresponding to current year data files (2023 or most recent file) for 50 states and the District of Columbia, Puerto Rico, and Island Areas (D)

Within 20 calendar days after award

4 Delivery of historical data files (back to 2014) for 50 states and the District of Columbia, Puerto Rico, and Island Areas (D)

Within 30 calendar days after award

5 Data dictionary corresponding to historical data files (back to 2014) for 50 states and the District of Columbia, Puerto Rico, and Island Areas (D)

Within 30 calendar days after award

6 Technical Support (D) Throughout the contract period

The Contractor shall submit deliverables to the COR for inspection, review, and acceptance.

Final acceptance will occur upon COR signature. All deliverables become the property of the Government. In the event of any issues with the deliverables, the Government will provide timely comments on deliverables, as necessary. In the event of rejection of any deliverables, the Contractor will be notified in writing by the COR of the specific reasons why the deliverable is unacceptable. The Contractor must provide a plan for correction or an updated deliverable product to USCB within 5 business days (5) business days.

F.2.1 DESCRIPTION OF DELIVERABLES

Deliverables associated with this contract include the following:

F.2.1.1 Current Year Data Files (Annual) The contractor shall provide voter registration data files with updates for the data items outlined in section C.3, Performance Work Statement, for the 50 states and the District of Columbia, Puerto Rico, and Island Areas within 20 calendar days after contract award. The data should be provided as a delimited text file or a non-delimited fixed length text file (ASCII). The Census ingest team will need to know the delimiter. The data will be transferred via Managed File Transfer (MFT).

F.2.1.2 Data Dictionary corresponding to current year data files The contractor shall provide a data dictionary for the corresponding yearly data files specifying ranges of valid values, labels, contents, format, and structure of the data files and the relationship between the data items. The data dictionary shall describe the following data fields:

a. Variable Name

b. Variable Description

c. Formats- dated, implied decimas, etc. (where applicable)

d. Maximum length

e. Start column (fixed length only)

F.2.1.3 Historical Data Files (back to 2014) The contractor shall provide voter registration historical data files for the data items outlined in section C.3, Performance Work Statement, for the 50 states and the District of Columbia, Puerto Rico, and Island Areas for years 2014 through 2019 within 20 calendar days after contract award.

The data should be provided as a delimited text file or a non-delimited fixed length text file (ASCII). The Census ingest team will need to know the delimiter. The data will be transferred via Managed File Transfer (MFT).

F.2.1.4 Data Dictionary corresponding to historical data files The contractor shall provide a data dictionary for the corresponding historical data files specifying ranges of valid values, labels, contents, format, and structure of the data files and the relationship between the data items. The data dictionary shall describe the following data fields:

a. Variable Name

b. Variable Description

c. Formats- dated, implied decimas, etc. (where applicable)

d. Maximum length

e. Start column (fixed length only)

F.2.1.5 Technical Support

The contractor shall work to resolve technical issues within the outlined timeframe.

F.2.2 DESCRIPTION OF DELIVERABLE SUBMISSION

F.2.2.1 Delivery Submission

Economic Reimbursable Surveys Division (ERD), Data Quality Branch, will assist in account creation. The data will be transferred via Managed File Transfer (MFT).

F.2.2.2 Delivery Format

All data should be provided as a delimited text file or a non-delimited fixed length text file (ASCII). The Census ingest team will need to know the delimiter.

Note: If the contractor would like to submit the file in a different type of format, the Census Bureau needs to approve it prior to submission.

F.2.2.3 Technical Support and Supporting Documentation

• The Contractor shall provide technical support regarding file structure and delivery, file contents and completeness, and data consistency over time.

• The Contractor will provide adequate documentation and support of transferred files for the

Census Bureau to be able to interpret the data:

1. File layout:

a. Contains column (variable) name.

b. Description of the column

c. Maximum length of the column

d. Starting position (if it's a fixed length file)

e. Format s of the data (example: date formats, implied decimals, etc.)

2. Data Dictionary: a Codebook and/or any other information required so an analyst can understand the data

3. File structure (delimited or fixed length)

4. Total record count

5. Data vintage (what year(s) does the file cover)

F.3 GOVERNMENT REVIEW OF DELIVERABLES

After the submission of a deliverable, the Government will have twenty (20) business days to review the document to ensure the deliverable meets the established contract requirements and provide the Contractor with a list of any required revisions and/or corrections. The Contractor then will have five (5) business days to make these corrections or provide a plan for correction to the

F.4 INSPECTION AND ACCEPTANCE

Final inspection of all deliverables will be performed by the COR.

The COR will review deliverables that the contractor submits and may return them to the contractor for correction as outlined in F.2 Deliverables and Work Products. Absence of any comments by the COR will not relieve the contractor of the responsibility for complying with the requirements of the contract.

To receive acceptance, the contractor shall provide deliverables that meet the criteria specified in the contract as well as the following criteria:

• Adherence to Requirements - Work products and deliverables shall adhere to the requirements in this Contract.

• Value – Work products shall directly address objectives as jointly agreed-to by the contractor Project Manager, and COR, and designated members of the Technical Management Team.

• Accuracy - Work products and deliverables shall be accurate in presentation and technical content and be developed in accordance with applicable laws, regulations, policies, and procedures.

1. Values in the fields all match valid values provided in the data dictionary.

2. Missing data rates are calculated within the records and compared to expected missing data rates in the sample data deliveries.

• Completeness – Work products and deliverables shall address all content as mutually agreed-to by the C/PM, COR, and designated members of the Technical Management Team.

1. Number of records is consistent with the counts provided by the source vendor.

2. Data are readable and match the record layout.

3. Review fields for extraneous characters, unrecognizable characters (e.g., carriage returns, unprintable non-ascii characters) to ensure the format of incoming information is consistent with information contained in Census Bureau databases.

4. Ensuring that there is at least one record for every FIPS state-county combination in the country.

• Clarity - Work products and deliverables shall be clear and concise.

• Timeliness - Work products and deliverables shall be generated on or before specified and/or mutually agreed to due dates or in accordance with a later scheduled date, should a later scheduled date be mutually agreed to by the Contractor and the Contracting Officer’ Technical Representative (COTR) and/or Task Manager.

• Format - Work products and deliverables shall be submitted in the format specified in the contract. Inspection and Acceptance Criteria – Final inspection and acceptance of all work products will be performed on-site. Final inspection and acceptance of all work performed, and deliverables will occur upon CO signature.

Inspection and Acceptance Criteria – Final inspection and acceptance of all work performed, and deliverables will be performed by the COR.

Quality Assurance/Acceptance – The COR will review, for completeness, deliverables that the contractor submits and may return them to the contractor for correction as outlined in F.2 .Deliverables and Work Products. Absence of any comments by the COR will not relieve the contractor of the responsibility for complying with the requirements of the contract.

F.5 SPECIAL INSTRUCTIONS

The Contractor shall agree that upon termination of the contract, the Contractor shall have no property or possessive right to any of the correspondence, files or materials of whatever kind or description, or any copies or duplicates of such, whether developed or prepared by them or furnished to them by the Government in connection with the performance of the contract and that, upon demand, they shall surrender immediately to the Government such items, matters, materials and copies.

In addition to the provisions, terms, and conditions relating to the deliverables stated in this Performance Work Statement, the United States Government has rights set forth in FAR 52.227- 17 Rights in Data--Special Works.

IMPORTANT: The USCB cannot ingest voter activity data that may uncover a voter’s party affiliation, political preference, political ideology or specific candidate or party selections made during voting. As a result, USCB cannot ingest voter activity data that reports on voting in individual primaries, individual special elections, exit-polls, or other individual elections that occur in years other than the general election.

F.6 NOTICE REGARDING LATE DELIVERY

In the event the Contractor anticipates that it will not meet the schedule as specified in the Milestones/Deliverables listing and/or performance requirements identified in the contract, the Contractor shall immediately notify the Contracting Officer, and the Contracting Officer’s Representative (COR) orally and in writing giving pertinent rationale and proposed corrective action(s) and adequate consideration. This data shall not be construed as a waiver by the Government of any of its rights or remedies available under the contract including termination.

(End Section F)

SECTION G – CONTRACT ADMINISTRATION

G.1 CONTRACT TERMS AND CONDITIONS

In the event there is any inconsistency or conflict between the terms and conditions in the contractor’s submission and those in the contract, the terms and conditions of the contract take precedence and shall govern this contract between the parties.

G.2 CONTRACTING OFFICER

Tanisha L. Contee is hereby designated as the CO. The CO is located at:

U.S. Census Bureau / Acquisition Division 4600 Silver Hill Rd Suitland Maryland, 20746 Phone: 301-763-4129 Email: Tanisha.L.Contee@census.gov

G.2.1 CAR 1352.201-70 CONTRACTING OFFICER’S AUTHORITY (APR 2010)

The CO is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the CO. In the event the contractor makes any changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

(End of Clause)

G.3 CAR 1352.201-72 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

(APR 2010)

a. Ebony Sinkfield is hereby designated as the COR. The Government may change the COR at any time without prior notice to the contractor by a unilateral modification to the task order. The COR is located at:

Ebony Sinkfield U.S. Census Bureau 4600 Silver Hill Road mailto:Tanisha.L.Contee@census.gov

Suitland, MD 20746 Phone: (301) 763-0799 Email: Ebony.r.skinfield@census.gov

a. The responsibilities and limitations of the COR are as follows:

(1) The COR is responsible for the technical aspects of the project and serves as technical liaison with the contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and such other responsibilities as may be specified in the contract.

(2) The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect contract price, terms, or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such final changes shall be made without the express written prior authorization of the Contracting Officer. The Contracting Officer by designate Assistance or Alternate CORs (ACOR) to act for the COR by naming such ACOR in writing and transmitting a copy of such designation to the Contractor.

G.4 BILLING INSTRUCTIONS

a. The Contractor shall provide a single point of contact for billing and invoicing issues, as well as their mailing address and telephone number.

b. The Contractor shall submit billing on a monthly basis.

c. The Contractor may use Standard Form 1034 – Public Voucher for Purchases and Services Other than Personal (FAR 53.301-1034) or they may submit a company-generated voucher.

However, no matter what type of voucher is submitted, it must contain the proper invoice/voucher information describe in G.5 below.

d. It must be especially noted that in accordance with the requirements set forth in FAR Clause 52.232-1 – Payments, all Vouchers/ invoices submitted to the COR shall be accompanied by appropriate cost-related documentation, including affidavits, time and attendance sheets, or other standard proof-of-performance documents previously approved by the CO. Vouchers/invoices must be clearly marked “ORIGINAL”.

e. Vouchers/invoices received without the substantiating documents will be considered incomplete and will be returned by the COR to the Contractor without payment.

G.5.1 PROCEDURES FOR INVOICING

FAR Subpart 32.905 requires that payment will be made based on the receipt of a proper invoice and satisfactory contract performance. FAR 32.905(b) specifically states the minimum information an invoice must include to be considered a “proper” invoice for payment. In mailto:Ebony.r.skinfield@census.gov accordance with FAR 32.903(a)(3), the U.S. Census Bureau has supplemented these requirements. Contractors may use Standard Form 1034 – Public Voucher for Purchases and Services Other than Personal (FAR 53-301-1034) or a company-generated invoice. The invoice document submitted to Fin.finance.invoice.claim.submission@census.gov (courtesy copy to the COR) must contain the following information:

PROPER INVOICE INFORMATION

· Government Contract Number

· Government Contract Name/Title

· Name and Address of Contractor

· Contact Name, Title and Telephone Number of Contractor

· Contractor’s Unique Entity ID (UEI) number

· Date of the Invoice

· Unique Invoice Number, Account Number, and/or any other identifying payment request number. (The final invoice shall be identified as “FINAL.”) Final Invoices shall be sent to Contracting Officer, COR, and Fin.finance.invoice.claim.submission@census.gov.

· Actual date services were performed and completed.

· Current Contract Period of Performance on all invoices.

· Description of goods or services for which payment is requested – (for example, contract line/sub line number, price, and quantity of goods and services rendered.)

· Care should be taken by the Contractor to assure invoices are submitted for items/services and related prices, Contract Line-Item Numbers (CLINS), as detailed in Section B of the contract.

· Other supporting or substantiating documentation or information required by the contract (i.e.

travel or direct material reimbursement, when authorized in the contract terms).

· Invoice total for the current month

· Total amount invoiced to date under the contract

· Total funds remaining for respective period of performance.

· Percent of Allocated Funds Invoiced to Date

· Percent of Funds Remaining for the respective period of performance.

· Payment discount terms.

· Other Substantiating Documentation or Information as required by the contract

Each voucher/invoice shall include the following statements and signature lines:

I hereby certify to the best of my knowledge and belief, that the services set forth herein were performed during the period stated above are current, accurate and complete.

Date Name and Title of Contractor Representative Signature

(The above statement will be signed by a representative of the Contractor)

I certify, that to the best of my knowledge and belief that the service/supplies shown on the voucher/invoice have been performed and/or furnished and are accepted. Further, I certify that his voucher/invoice is correct and proper for payment.

Date Name of Designated COR Signature

(The above statement will be signed by the designated COR.)

Vouchers/invoices shall be submitted electronically to U.S. Census Bureau, Finance Division, the designated payment office, at Fin.finance.invoice.claim.submission@census.gov.

Concurrently, provide a courtesy copy of the voucher/invoice to the designated COR. The contractor is notified that it is their responsibility for ensuring the vouchers/invoices are delivered and received by the Finance Division. CORs and/or Task Managers are not responsible for providing copies of the vouchers/invoices are provided to the Finance Division.

Invoices, which are submitted to an incorrect office, or which do not contain the information specified herein, will be returned to the Contractor for corrections.

G.5.2 METHOD OF PAYMENT

Payments under this contract will be made in accordance FAR 52.232-33 Payment by Electronic Funds Transfer – System for Award Management (OCT 2018).

(End of Section G) mailto:Fin.finance.invoice.claim.submission@census.gov

SECTION H – SPECIAL REQUIREMENTS

H.1 MASTER CONTRACT TERMS AND CONDITIONS

In addition to the terms and conditions of the awardee’s contract, the following terms and conditions are hereby incorporated into this contract.

H.2 CAR 1352.208-70 RESTRICTIONS ON PRINTING AND DUPLICATING

(APR 2010)

(a) The contractor is authorized to duplicate or copy production units provided the requirement does not exceed 5,000 production units of any one page or 25,000 production units in the aggregate of multiple pages. Such pages may not exceed a maximum image size of 10-3/4 by 14-1/4 inches. A "production unit" is one sheet, size 8-1/2 x 11 inches (215 x 280 mm), one side only, and one-color ink. Production unit requirements are outlined in the Government Printing and Binding Regulations.

(b) This clause does not preclude writing, editing, preparation of manuscript copy, or preparation of related illustrative material as a part of this contract, or administrative duplicating/copying (for example, necessary forms and instructional materials used by the contractor to respond to the terms of the contract).

(c) Costs associated with printing, duplicating, or copying in excess of the limits in paragraph

(a) of this clause are unallowable without prior written approval of the Contracting Officer. If the contractor has reason to believe that any activity required in fulfillment of the contract will necessitate any printing or substantial duplicating or copying, it shall immediately provide written notice to the Contracting Officer and request approval prior to proceeding with the activity. Requests will be processed by the Contracting Officer in accordance with FAR 8.802.

(d) The contractor shall include in each subcontract which may involve a requirement for any printing, duplicating, and copying in excess of the limits specified in paragraph (a) of this clause, a provision substantially the same as this clause, including this paragraph (d).

(End of clause)

H.3 CAR 1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

(a) Purpose. The purpose of this clause is to ensure that the contractor and its Subcontractors:

(1) Are not biased because of their financial, contractual, organizational, or other interests which relate to the work under this contract, and

(2) Do not obtain any unfair competitive advantage over other parties by virtue of their performance of this contract.

(b) Scope. The restrictions described herein shall apply to performance or participation by the contractor, its parents, affiliates, divisions and subsidiaries, and successors in interest (hereinafter collectively referred to as “contractor”) in the activities covered by this clause as a prime contractor, subcontractor, co-sponsor, joint venturer, consultant, or in any similar capacity. For the purpose of this clause, affiliation occurs when a business concern is controlled by or has the power to control another or when a third party has the power to control both.

(c) Warrant and Disclosure. The warrant and disclosure requirements of this paragraph apply with full force to both the contractor and all Subcontractors. The contractor warrants that, to the best of the contractor’s knowledge and belief, there are no relevant facts or circumstances which would give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5, and that the contractor has disclosed all relevant information regarding any actual or potential conflict.

The contractor agrees it shall make an immediate and full disclosure, in writing, to the Contracting Officer of any potential or actual organizational conflict of interest or the existence of any facts that may cause a reasonably prudent person to question the contractor’s impartiality because of the appearance or existence of bias or an unfair competitive advantage. Such disclosure shall include a description of the actions the contractor has taken or proposes to take in order to avoid, neutralize, or mitigate any resulting conflict of interest.

(d) Remedies. The Contracting Officer may terminate this contract for convenience, in whole or in part, if the Contracting Officer deems such termination necessary to avoid, neutralize or mitigate an actual or apparent organizational conflict of interest. If the contractor fails to disclose facts pertaining to the existence of a potential or actual organizational conflict of interest or misrepresents relevant information to the Contracting Officer, the Government may terminate the contract for default, suspend or debar the contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

(e) Subcontracts. The contractor shall include a clause substantially similar to this clause, including paragraphs (f) and (g), in any subcontract or consultant agreement at any tier expected to exceed the simplified acquisition threshold. The terms “contract,” “contractor,” and “Contracting Officer” shall be appropriately modified to preserve the Government’s rights.

(f) Prime contractor Responsibilities. The contractor shall obtain from its Subcontractors or consultants the disclosure required in FAR Part 9.507-1, and shall determine in writing whether the interests disclosed present an actual, or significant potential for, an organizational conflict of interest. The contractor shall identify and avoid, neutralize, or mitigate any subcontractor organizational conflict prior to award of the contract to the satisfaction of the Contracting Officer. If the subcontractor’s organizational conflict cannot be avoided, neutralized, or mitigated, the contractor must obtain the written approval of the Contracting Officer prior to entering into the subcontract. If the contractor becomes aware of a subcontractor’s potential or actual organizational conflict of interest after contract award, the contractor agrees that the contractor may be required to eliminate the subcontractor from its team, at the contractor’s own risk.

(g) Waiver. The parties recognize that this clause has potential effects which will survive the performance of this contract and that it is impossible to foresee each circumstance to which it might be applied in the future. Accordingly, the contractor may at any time seek a waiver from the Head of the Contracting Activity by submitting such waiver request to the Contracting Officer, including a full written description of the requested waiver and the reasons in support thereof.

H.4 CAR 1352.209-73 COMPLIANCE WITH LAWS (APR 2010)

The contractor shall comply with all applicable laws, rules and regulations which deal with or relate to performance in accord with the terms of the contract.

H.5 CAR 1352.231-71 DUPLICATION OF EFFORT (APR 2010)

The contractor hereby certifies that costs for work to be performed under this contract and any subcontracts hereunder are not duplicative of any cost charged against any other Government contract, subcontract, or other Government source. The contractor agrees to advise the Contracting Officer, in writing, of any other Government contract or subcontract it has performed or is performing which involves work directly related to the purpose of this contract.

The contractor also certifies and agrees that any and all work performed under this contract shall be directly and exclusively for the use and benefit of the Government, and not incidental to any other work, pursuit, research, or purpose of the contractor, whose responsibility it will be to account for it accordingly.

H.6 CONFIDENTIAL INFORMATION

Any designs, equipment, software and processes, and concepts that evolve from performance hereunder shall be considered as "Confidential Information." The contractor shall not disclose any confidential information obtained in the performance of this contract. Any presentation of any designs, equipment, or concepts based on information obtained will be subject to review and approval by the Government before publication or dissemination for accuracy of factual data and interpretation.

During the course of this contract, the contractor shall have access to Government data relevant to this project as required. Any information, not previously published, received from the Government in connection with this contract or furnished to the contractor from other sources in response to the Government's requirements under this contract, will be restricted to this project, and may not be disclosed or used for any other purpose without the prior written approval of the Contracting Officer. Title to Government-owned data shall remain with the

Government. The contractor shall use the Government-owned data only in connection with this contract. These restrictions do not apply to information which:

a. Currently or subsequently enters the public domain;

b. Has been released to any third party, without restrictions; or

c. Is obtained by the contractor independent of the Government.

H.8 OBTAINING ACCESS TO PROPRIETARY INFORMATION

Prior to gaining access to proprietary information of any other company (which may occur in performing advisory services for the Government), the contractor shall protect each company's information from unauthorized use or disclosure for as long as such information remains proprietary, and refrain from using the information for any purpose other than that for which it was furnished and required by contract performance. The contractor shall provide the Government copies of all such agreements and await written approval by the CO, or their designee, to ensure that such agreements have been completed and properly executed prior to the contractor gaining access to proprietary information.

H.9 SAFETY

The contractor shall:

1. Comply with all applicable safety and occupational health requirements, to include OSHA's…