Window Cleaning and Maint. - SOW - 09.17.26.pdf

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Window Maintenance and Cleaning

For the

Criminal Justice Information Services Division

(CJIS)

Statement of Work

09/17/2026

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1. Introduction

1.1. Background:

Window maintenance and repair are essential to provide the necessary inspections and maintenance to the exterior and interior windows. Proper accommodation must be available to repair leaks and/or replace damaged windows. If repairs of the damaged areas do not receive proper attention, damage (or extended damage) to the CJIS facility may occur. The effected surroundings may become a safety hazard due to the amount of water that accumulates from the damaged areas (e.g. slippage, mold).

Service will be performed at the CJIS Division Campus located in Clarksburg, WV.

1.2. Scope:

This is a contract to provide window maintenance and cleaning service to the Federal Bureau of

Investigation (FBI) CJIS Division Campus. This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.3. Objectives:

The FMU is requesting a Five (5) Year Firm Fixed Price Contract (1 Base Year with Four (4) 1 Year

Options) the inspection, maintenance, repair, replacement, and cleaning as needed to all exterior windows, including the interior of the windows and mullions, glazing in curtain wall, bullet resistant, arched, and sloped window systems.

2. Requirements/specifications:

The FBI is seeking sources capable of performing all work prescribed hereunder:

• Yearly cleaning of the o Biometrics Tech Center (BTC).

o Visitors Center Building.

o Service Center Building.

o Police Services Building.

o Daycare Center.

• Two cleanings yearly of the CJIS Main building.

• Yearly window inspection of the CJIS Main Building and the BTC Building.

• Repairs, and replacements as needed. (Based on the inspection report)

• 24 hours of notification emergency response, the vendor must respond to emergency repair calls to secure broken window openings and prep for repair or replacement.

2.1. Task Descriptions:

• The contractor shall furnish all necessary labor materials, equipment, and supervision necessary to inspect, repair, and replace glazing for curtain wall, bullet resistant, arched, and slopped roof systems, as well as clean windows in buildings listed in paragraph 2 at the FBI CJIS Division located in Clarksburg, WV.

• Furnish all necessary labor materials, equipment, and supervision necessary to satisfactorily clean inside and outside (except where otherwise noted) all exterior windows, including arched and slanted atrium areas, glass doors, transoms, and inclined glass window ventilators, if any, of the FBI WV Complex.

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• The CJIS WV campus has approximately 230,000 square feet of window glass that is cleaned once a year.

• Although fall protection is available on most parts of the Main Building, no anchor points are provided within the existing structure. The contractor shall provide necessary anchoring systems to perform the task. All fall protection/anchoring systems shall comply with Occupational Safety and Health Administration (OSHA) standards and the American National Standards Institute

(ANSI) regulations. All fall protection/anchoring systems shall be submitted for approval by the

CJIS Division’s Safety personnel.

• Due to the landscaping and access to the building perimeter, there is a restriction on the size and weight of equipment that is needed to access the glass. The equipment can be no wider than nine feet to fit through the perimeter walls. The contractor must coordinate with the Contracting

Officer Representative (COR) for access. The contractor shall protect the grounds and landscaping to prevent damage to, or rutting/sinking of equipment around the CJIS Complex.

The contractor shall repair any damage incurred to the CJIS facility, while performing the inspection, maintenance, repairs and/or replacements. The contractor shall also repair any damaged lawn areas.

• The Contractor’s normal workday will be within the hours of 7:00 a.m. and 3:30 p.m. Any contractor work beyond an eight (8) hour workday needs to be coordinated with the Contracting

Officer (CO) and/or COR a day in advance.

• The window maintenance, repair, replacement, and cleaning shall be so scheduled and performed as to provide least inconvenience or interruption to the building occupants. Instances where building occupants are seriously inconvenienced, the window maintenance, repair, replacement, and cleaning activities shall be rescheduled at the discretion of the COR and authorized by the

CO. Designated non-regular work hours will begin at 4:00 p.m. and end at 8:00 p.m. Monday through Saturday as needed.

• The contractor is responsible for cleanup and removal of debris incurred while performing contractual obligations.

• The contractor must have available on site for review, Material Safety Data Sheet (MSDS) as required by law for all materials brought onsite by the contractor.

• The contractor is responsible for providing protection to the work area and surrounding areas while work is in process. The work area shall be roped off, and proper notification shall be posted alerting occupants of overhead work area.

• Storage Space:

1) During the period in which work is being performed under this contract, space on the site may be available to the contractor for the storage of bulk supplies and the equipment which will be used in the work of the contract.

2) The contractor shall keep their storage space in a neat and orderly condition. The

FBI shall not be responsible, in any way, for damage to the contractor’s stored supplies, material, equipment, or the contractor’s employees’ personal belongings brought into the building, occasioned by fire, accident, or otherwise.

2.1.1. FBI Facility/Campus-wide 24 hour emergency response:

• Facility/Campus-wide including the Visitor’s Atrium, the contractor must respond within 24 hours to any emergency repair calls that pertain to damaged or broken windows in order to properly secure the opening and prevent further damage to the building and its contents. The contractor shall then proceed, following the process listed in Section 2.1.4 Repairs and Replacements to procure the replacement unit.

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2.1.2. Inspection:

• The contractor shall perform an inspection of glazing and mullions located in the CJIS Division

Main Building. The contractor shall visually inspect the glazing and mullions for each window. The contractor shall check weep holes, seals, gaskets, glass, finish and framing for wear and/or deterioration.

• Suggested pricing format for the inspection:

o Inspection Base Year $________________/Day o Inspection 1st Option Year $___________/Day

• It is the responsibility of the FBI’s COR to inspect the work, and each instance of unsatisfactory maintenance or repairs shall be called to the attention of the contractor who shall see that such deficiencies are promptly corrected. Failure on the part of the contractor to promptly correct any unsatisfactory work, as requested, shall be sufficient grounds for declaring the contractor in default, pursuant to provisions of the Federal Acquisition Regulations. (FAR) Clause 52.249-8 default (Fixed-

Price Supply and Service) (Apr 1984)

2.1.3. Report:

• The contractor shall prepare a proposal for these repairs using the unit prices submitted prior to the award. The contractor shall submit a report of its findings from said inspection to the COR and

CO. The Findings Report at a minimum should include:

o Linear foot of sealant/caulking requiring repair or replacement and respective locations.

o Number, type, and location of faulty window units.

o When the following occurs, the contractor shall include in the report:

o Unit requires replacement: Determine how the unit failed. For example, structural shifts, thermal changes, or result of an airborne object.

o Unit fogging: The contractor shall determine why the unit failed. Evaluate the reason for failure as water infiltration or otherwise and whether the gasket is failing because of prolonged exposure to direct sunlight, uneven wear due to reflection, harsh chemical use or any other diagnosis that seems to explain the failure.

o Total price of repairs based on unit price submitted prior to the award. Subsequent repair proposals shall follow unit prices submitted prior to the award.

o A suggested pricing format as follows:

▪ Sealant/Caulking replacement, $ unit/$ total

▪ Window Unit ___ replacement, $ unit/$ total o The contractor shall also submit additional or substitution products from new or improved technologies for potential approval by the CO to the COR, if applicable.

2.1.4. Repairs and Replacements:

• Upon completion of the inspection, the contractor shall submit a fixed price repair proposal to the

COR for review for all glass replacements based on submitted unit prices, and the scope identified by the inspection report. Upon review and approval of the proposal, a Notice to Proceed (NTP) shall be issued by the CO, specifying priority and magnitudes for the repairs based on availability of funds.

• Replacement windows are to be United Plate Glass Company brand or equal, matching the existing windows.

• Prior to NTP, the contractor shall submit unit price of labor and equipment required to accomplish for each type of glass repair. The contractor shall submit a fully burdened unit price. The contractor

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• When sealant/caulking is damaged and requires repairs, the failing sealant/caulking should be removed and the joint surfaces cleaned and primed, as necessary. The contractor shall apply and tool the new sealant to repair and/or replace any faulty caulking with GE Silpruf 2000 Black Caulking.

• Install any replacement window units in accordance with manufacturer’s specifications and recommendations for installation. Install windows level, plumb, square, without distortion, and anchored securely in place. Do not impede drainage systems to weep holes. Maintain weather tight seal of the building exterior.

• Separate aluminum and other corrodible surfaces from sources of corrosion or electrolytic action at points of contact with other materials.

2.1.5. Window Cleaning:

• After each washing operation, all glass shall be clean and free of dirt, grime, streaks, excessive moisture, and shall not be cloudy. Services performed under this contract shall be subject to inspection and approval by the Contracting Officer's Representative (COR).

• During option year 1 also clean the glass walled staircase (Stair 6) at the BTC. Recommend dry cleaning.

• During option year 2 also clean the interior cores of the BTC building curtain wall system (adds approximately 147,000 square feet to that year’s total square footage.

• Clean all hanging ceiling lights in the Visitors Center, Main Building Visitor Atrium area, and

Main Building Employee Atrium area.

• Perform "high dusting" of pipes and lights located inside of glass, in the Visitors Center, Main

Building Visitor Atrium area, and Main Building Employee Atrium area.

• Building 5 and the BTC buildings are partially equipped with a fixed fall protection system.

This cable system allows 2 users to utilize the system between connection points. The FBI shall provide the connecting device to enable the contractor to connect to the system. All other fall protection equipment shall be provided by the Contractor.

• The Contractor shall be responsible for all safety and must comply with the OSHA standards and ANSI regulations. The remaining portion of Building 5 and the Visitors Center does not have installed fall protection systems or anchor points.

• Drippings or stains on window sills, ledges, or on wall surfaces adjacent to windows, resulting from window cleaning operations, shall be satisfactorily removed. Cleaners shall use pads to protect window sills and/or radiators when standing on or placing cleaning material on them and all such pads and cloths necessary to protect Government property shall be furnished by the Contractor

2.1.6. Window Cleaning Approximate Square ft by contract period:

PERIOD APPROXIMATE SQUARE FT

Base Period 230,000

Option Period 1

Clean BTC Stair 6 234,000

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Option Period 2

Clean Int Cores 377,000

Option Period 3 230,000

Option Period 4 230,000

2.2. Position Qualifications: N/A

3. Place of Performance:

The place of performance for the requested window maintenance and repair services will be at FBI / CJIS

Division’s Main Complex located in Clarksburg, WV.

4. Period of Performance:

The period of performance for this Five-Year Contract (1 Base Year with Four 1 Year Options) will be as follows:

BASE PERIOD 01/21/2027 to 01/20/2028

OPTION YEAR 1 01/21/2028 to 01/20/2029

OPTION YEAR 2 01/21/2029 to 01/20/2030

OPTION YEAR 3 01/21/2030 to 01/20/2031

OPTION YEAR 4 01/21/2031 to 01/20/2032

5. Hours of Operation:

The Contractor’s normal workday will be within the hours of 7:00 a.m. and 3:30 p.m. Flexibility within the normal workday shall be coordinated with the COR. Monday through Saturday as needed.

6. Deliverables:

The contractor shall document all service performed at the CJIS Complex. A documented report shall be developed and submitted to the FBI COR for every visit to the FBI CJIS Division. This document shall include:

a) Date and time service was performed

b) Any problem encountered

c) Corrective measures taken to solve the problem

d) Possible cause of the problem

e) Preventative measures that the FBI can take to alleviate the problem from reoccurring.

7. Government Furnished Equipment or Information:

Unclassified level drawings of the curtain wall window system are not included. However, the drawings may be provided upon request.

8. SECURITY REQUIREMENTS:

8.1. Safety and Environmental Regulations:

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▪ The Contractor is responsible for following all federal Occupational Safety and Health

Administration, state and local regulations, and FBI policies as they pertain to safety and health.

The Contractor shall provide any information on their safety programs as requested by the CO or

COR. The Contractor shall provide protection for CJIS employees who may be working or walking in the areas where work is performed. This may be through barricades, signs, or other means to inform or redirect employees from the hazards. The Contractor is responsible for any

Personal Protective Equipment, monitoring devices, or other specialty equipment to perform their job in a safe manner while on FBI CJIS property. The Contractor is open for inspection, at any time, by the FBI Safety Staff while on site at the CJIS Division.

▪ The Contractor is responsible for following all federal, state, and local regulations as they pertain to the Environment. All applicable Environmental Protection Agency and West Virginia

Department of Environmental Protection regulations and procedures shall be followed. Any information pertaining to environmental compliance can be requested by the CO or COR. The

Contractor shall attempt to reduce any environmental impact due to the procedures and chemicals used while working on CJIS property and determine the need for and provide any personal protective items required for the safe performance of work.

8.2. Clearance Requirement for Personnel Access: The contractor providing services under this contract will not require access to classified information, nor will they access any FBI information systems.

Upon the award of a contract, appropriate contractor individuals will be processed as directed by FBI policies and procedures. The FBI's CJIS Division requires that access approval and/or security clearance be granted by the FBI Security Programs Manager (SPM) to all non-FBI and contractor personnel who will have access to: National Security Information; Sensitive but Unclassified (SBU) information; FBI personnel; FBI facilities and/or FBI equipment. The determination of the level of security clearance (Top

Secret or Secret) and access level (escorted or unescorted) required are made by the FBI's SPM. The scope of the FBI security clearance background investigation to be conducted is determined by the level of clearance sought.

Contractors should be advised that:

▪ The contractor providing services under this contract will not require access to classified information, nor will they access any FBI information systems.

▪ Decisions concerning granting of access to FBI assets are made on a case-by-case basis and access/clearance will be granted only where such access is clearly consistent with the mission and responsibilities of the FBI. If for any reason an individual is denied access/clearance by the FBI, the FBI will not disclose the reason for denial and will only make such disclosure to the affected party pursuant to the provisions of the Freedom of Information or Privacy Act. The FBI will not be liable for any expense in the replacement of a denied individual or any costs incurred by the contractor as a result of such denial.

▪ The Department of Justice (DOJ)/FBI does not permit the use of non-U.S. citizens in the performance of this contract or commitment for any position that involves access to or development of any DOJ Information Technology (IT) system. By signing this contract or commitment document, the contractor agrees to this restriction.

▪ Individuals shall have, for three (3) of the five (5) years immediately prior to working on this effort: (1) resided in the United States; (2) worked for the United States overseas in a federal or military capacity; or (3) be a dependent of a federal or military employee serving overseas.

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▪ Individuals with criminal histories, such as arrest records, may be denied access; illegal and/or undocumented aliens will be excluded and their identities may be referred to other cognizant law enforcement agencies for appropriate action.

▪ Individuals will be interviewed by the FBI (or FBI contract investigators) regarding foreign travel, associates, residences or other matter of concern to the FBI in deciding whether to grant access to its information, facilities, or property. Individuals may be requested to undergo a polygraph examination to fully resolve any security concerns. Refusal or failure to accurately complete the forms, to be interviewed, or to undergo a polygraph examination will be deemed reasonable cause for denial of access/clearance to FBI information, facilities, or property.

▪ The FBI reserves the right to reinvestigate contract employees on a periodic basis, or where facts or information dictates that continued access may no longer be clearly consistent with the FBI's mission and responsibilities.

▪ When authorized for site access, contractors shall report the following information to the CJIS

Security Access Office: Foreign Travel (thirty days prior to departure); change in marital status;

change in status of room/house mates; employment outside of the contracting agency; Court cases involving: divorce, bankruptcy, moving traffic violations (more than $150), criminal arrests, civil proceedings, tax matters, and failure to honor legitimate debts.

▪ Regardless of a contractor's clearance and access level, the FBI reserves the right to provide an

FBI escort, knowledgeable in the tasking area, in situations where contracted services may affect the integrity of existing protection measures (i.e., IT system maintenance activities).

▪ The FBI reserves the right to revoke any contract employee's access to its facilities or property where such access is no longer clearly consistent with the FBI's missions and responsibilities.

The contractor agrees to immediately remove that individual from the FBI facility in such circumstances.

▪ Access to national security information will be granted only to employees who are United States citizens for whom an appropriate investigation has been completed and whose personal and professional history affirmatively indicates loyalty to the United States, strength of character, trustworthiness, honesty, reliability, discretion, and sound good judgement, as well as freedom from conflicting allegiances and potential for coercion, and willingness and ability to abide by regulations governing the use, handling, and protection of national security information.

▪ A determination of eligibility for access to such information is a discretionary security decision based on judgments by appropriately trained adjudicated personnel. Eligibility will be granted only where facts and circumstances indicate access to national security information is clearly consistent with the national security interests of the United States, and any doubt will be resolved in favor of the national security.

▪ In determining eligibility for access, agencies may investigate and consider any matter that relates to the determination of whether access is clearly consistent with the interests of national security.

This includes random controlled substance testing and, in the future, may include polygraph examinations if dictated by FBI or DOJ security policy directives. Failure of any part in the background investigation or periodic review will result in further evaluation and any doubt will be resolved in favor of the national security.

▪ At the discretion of the FBI COTR, contractor personnel not upholding the FBI standards of conduct, or if creating conflicts with the FBI's interests, shall be removed from all activities on this effort.

▪ The FBI will maintain a listing of contract employees who have been authorized access/clearance.

The contractor must provide personnel from this list to perform the requested services.

Access to national security information:

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▪ Upon a contract award, the contractor, primary contractor(s), key personnel, and any other non-

FBI personnel designated by the FBI, who require access to FBI information, property, or facilities, shall, based upon the length and nature of their assignment, provide the Contracting

Officer's Technical Representative (COTR) the following properly executed forms. Forms shall be submitted sixty (60) days prior to beginning the stated contract tasks. Incomplete or improperly executed forms will not be considered responsive to this requirement and will be returned to the contractor.

▪ One-day, one-time escorted access with no system access, or escorted access of one to five (1-5) consecutive days only with no returning site visits and requiring no system access:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background

Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

If possible, this paperwork should be provided to the CJIS Security Access Office by 12:00 p.m. on the day prior to the site visit.

▪ Escorted access requiring no system access of five (5) or more consecutive days, or recurring visits:

(1) FD-816 "Access of Non-FBI Personnel to FBI Facilities, Background

Data Form"

(2) FD-484 "Privacy Act of 1974 Acknowledgment Form"

(3) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the

CJIS WV Facility only one (1) FD-258 is necessary)

▪ More than ninety (90) days access, unescorted access and/or system access:

(1) CJIS Security Access Office Interoffice Memorandum "Cover

Sheet/Preliminary Check for Access" or FD-316 "Building Access Form"

(2) Two (2) FD-258 "Applicant Fingerprint Cards" (if fingerprinted at the

CJIS WV Facility only one (1) FD-258 is necessary)

(3) SF-86 "Questionnaire for Sensitive Positions" (Note: An FD-484 is not used in conjunction with an SF-86)

▪ Additionally, non-FBI personnel requiring IT system access must be indoctrinated, as required, prior to being granted access to any FBI IT system by receiving a Computer Security Awareness and Policy Briefing, and must execute the following:

(1) FD-868 "Nondisclosure Agreement" and/or an SF-312 "Classified

Information Nondisclosure Agreement"

(2) FD-889 "Notice of Responsibility and Computer Security Awareness

Certification"

▪ The FBI SPM will, within thirty (30) days of receipt of the completed forms, make a preliminary determination as to the eligibility of these employees. These preliminary determinations are termed "interim." Interim clearances are based upon the completion of minimum investigative requirements and granted on a temporary basis pending the completion of the full investigative requirements, the scope of which will be at the discretion of the FBI.

IT Security Requirements:

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▪ The contractor shall present all software and hardware to the FBI for virus scanning prior to entering FBI space and/or use on FBI IT systems. Software use shall be in compliance with software licenses. The use of shareware shall be controlled and/or supplied by the FBI. Under no circumstances shall the contractor introduce software and/or hardware into an FBI IT system.

▪ Test software used on any FBI IT system shall not be removed from FBI control. Software shall be scanned, write-protected, and retained by the FBI. Only this copy of the software shall be used on the FBI IT system.

▪ Under no circumstances will personally-owned or contractor-owned equipment or media be used to process FBI information. Government-furnished equipment (GFE), as specified in a contract or statement of work, will be utilized.

▪ The contractor shall turn over all failed electronic storage and memory devices to designated FBI personnel. The contractor shall not remove any electronic and memory devices that have been connected to, or have processed data on an FBI IT system. The FBI reserves the right to procure and to retain any media that had not been successfully sanitized prior to release back to a vendor/contractor.

▪ Storage media and systems with non-removable storage media must only be transferred through maintenance channels approved by the FBI. Only storage media and systems that have been sanitized and declassified (if necessary) can be released from FBI control for maintenance.

▪ To the extent possible, information shall be stored on FBI-owned storage media. Provisions shall be made which allow for FBI retention of non-removable, non-volatile storage devices (e.g., microcomputer hard drives) if the device cannot be successfully sanitized through disk methodologies approved by the FBI Security Division at the completion of the tasking.

▪ Each contractor-owned device or media (e.g., Personal Digital Assistants, laptops, floppy disks, compact disks, etc.) brought into FBI facilities, regardless of source and prior to use, will be virus scanned. Each device or media that cannot be properly scanned will not be permitted in the facility.

▪ FBI IT policies prohibit access for remote maintenance and diagnostics by non-FBI personnel.

Exceptions can only be negotiated with, and granted by, the FBI Security Division, and are to be obtained in consultation with the CJIS Contract Administration Office (CAO), Information

Technology Security Program (ITSP).

▪ All connections to non-FBI networks will be approved on a case-by-case basis by the FBI

Security Division and is to be obtained in consultation with the CJIS, CAO, ITSP. As part of this approval process, supporting documentation must be acquired.

▪ The exchange of data between contractor and/or subcontractor sites or between the contractor/subcontractor and the FBI must be also be approved on a case-by-case basis by the FBI

Security Division in consultation with the CJIS, CAO, ITSP.

▪ All maintenance work performed at an FBI site must be supervised by FBI personnel knowledgeable in the operation of the IT system regardless of the classification of the system or its associated media. On-site maintenance personnel shall meet the personnel security requirements.

▪ For security reasons, placement and removal of microcomputers and related media to operational environments where classified information is processed shall be approved by the FBI SPM.

▪ All non-FBI portable devices are prohibited from connectivity to any FBI IT system.

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▪ All FBI information made available to or generated by this task shall, at a minimum, be considered FBI sensitive. This includes, but is not limited to: all notes, documents, test data, databases, reports, magnetic media, deliverables (e.g., CDRLs), electronic mail, etc. All FBI sensitive information shall be protected from unauthorized access and shall be disposed of in accordance with FBI policies.

▪ Any person who knowingly, willingly, or negligently discloses any FBI information (to include, but not limited to data, systems configurations, facilities, personnel, and procedures) to unauthorized persons without prior written FBI approval shall be subject to the appropriate penalties and sanctions under the law (i.e., Privacy Act, Computer Fraud and Abuse Act, National

Security Act, or appropriate espionage statutes).

▪ Non-FBI employees who violate this policy are subject to having their clearance revoked and access to FBI IT systems and facilities terminated.

▪ All reports of computer security-related incidents and/or violations are to be concurrently reported to the CJIS, CAO, ITSP and the FBI COR.

Government Furnished Equipment (GFE)

▪ The contractor will maintain an automated inventory of all GFE, including software, at each contractor site. The inventory shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

▪ The contractor will receive written authorization from the FBI prior to returning GFE, including software, to the vendor for any reason.

▪ The contractor will clearly label all GFE, including software, at each contractor site, as property of the FBI CJIS Division.

▪ The contractor will clearly label all contractor-owned property, as such, when physically located within the same space as GFE, at each contractor site.

▪ The contractor will grant the FBI physical access to the GFE, including software, and contractor inventory records, at each contractor site, for the purpose of assigning FBI property numbers and conducting audits to ensure compliance with FBI requirements. The frequency, scope, duration, and method for the audits shall be determined by the FBI.

▪ The contractor will provide the FBI with original copies of all delivery documents (i.e., vendor packing slips) for GFE, including software, delivered directly from the vendor to a contractor site.

▪ The contractor will deliver all GFE and software to the FBI, within thirty (30) days, when no longer serviceable or required for the completion of the contract. The contractor has no authority to donate, destroy, or transfer GFE.

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▪ The contractor will notify the FBI, in writing, when GFE, including software, moves from one contractor site to another. The notification must include the following:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

▪ The contractor will provide written notification, at least twenty four (24) hours in advance, of all deliveries of GFE, including software, to the FBI. The notification shall include an itemized list of all GFE, including software, being returned to the FBI. The itemized list shall include the following information:

(1) FBI Property Number

(2) Description

(3) Type (Hardware or Software)

(4) Manufacturer

(5) Model Number

(6) Serial Number

(7) Software Version

(8) License Description

(9) Expiration Date

9. GOVERNMENT REPRESENTATIVES:

The functions inherent to this contract shall be performed by the designated Contracting Officer. The duly assigned COR shall ensure all actions pertaining to this contract are requested via the Contracting Officer.

9.1. Contracting Officer Representative:

The COR will be identified via letter of COR delegation authority for this contract. The COR is responsible, as applicable, for: receiving all deliverables, inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual Scope of Work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

The COR does not have the authority to alter or modify the Contractor's obligations, contract terms, conditions, specifications, or cost. If as a result of technical discussions, it is in the Government’s best interest to alter/change contractual obligations or the Scope of Work, the CO shall issues such changes.

9.2. Contracting Officer:

This contract will be administered by: Candice Kesselman, ckesselman@fbi.gov.

10. Travel and other direct costs:

When required and authorized by the Contracting Officer, travel must be conducted in accordance with

Federal Travel Regulations.

mailto:ckesselman@fbi.gov

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Other Direct Costs (ODCs) are not authorized. Prior to purchasing any ODCs, approval must be obtained by the Contracting Officer.

11. Applicable Documents:

11.1. Invoicing procedures:

All commercial invoices shall be submitted via the following process:

• The invoice should be attached to an email, and sent to the following address:

central_invoices@fbi.gov

• It is imperative that the invoice contains current and accurate contract information (contract/order number), otherwise the invoice risks being rejected.

• Upon receipt of the invoice, a confirmation email will be sent back to the sending email address.

At this point the invoice will be considered received, and will begin processing through the FBI’s internal payment systems.

• Please note, invoices received before 5pm EST (Monday-Friday) will be considered “received” that business day. Any invoice received after 5 pm EST will be considered “received” and will be entered into the invoice system on the following business day.

A proper invoice shall include the following information:

• Name and address of the Contractor

• Invoice date and invoice number. Invoice numbering should begin at 01 and be consecutively numbered thereafter. (The Contractor should date invoices as close as possible to the date of mailing or transmission.)

• Contract number, Task Order number, contract line item number and, if applicable, an order number

• Description, quantity, unit of measure, unit price and extended price of the items delivered

• Shipping number and date of shipment including the bill of lading number and weight of shipment if shipped Government bill of lading

• Terms of any discount for prompt payment offered

• Name and address of official to whom payment is to be sent

• Name, title, and phone number of person to notify in event of defective invoice

• Electronic Funds Transfer (ETF) banking information

• Contractor’s First/Last Name, Number of Hours, Labor Category, Total number of hours (items can be in any order), Cumulative Number of Hours to date

• Taxpayer Identification Number (TIN). (The Contractor shall include its TIN on the invoice only if required elsewhere in this Contract)

The Contractor shall include this information on each and every invoice when invoicing for full or partial supplies/services delivered/performed. If an invoice does not contain the above information, the Bureau reserves the right to reject the invoice(s). Resubmission of a PROPER invoice(s) will be required mailto:central_invoices@fbi.gov