15JPSS20QIPL00008 FOIA software.docx

INTERPOL WASHINGON

Statement of Work Automated FOIA Support

STATEMENT OF WORK

INTERPOL Washington, the United States National Central Bureau (USNCB) has a requirement for a tool to manage the Freedom of Information Act (FOIA) inquiries received. The selected application shall meet the following requirements.

The contractor shall provide a solution that provides the following:

1. Need to be able to receive FOIA

a. Via Email and National FOIA Portal

i. Office of General Counsel (OGC) receives Fax and Mail FOIA request from USNCB administrative personnel

b. Solution “reads” FOIA request and prepopulates certain fields of the FOIA Database

2. Assign tracking number

a. Request data entered into FOIA Database (DB)

1. Name

2. Address

3. Email address

4. Phone number

5. Subject

6. Date of request

7. Date received

a. Track whether request is first or second party request

ii. If request is a consult (other component handling FOIA request by request USNCB input) mark as consult in the FOIA DB

1. List requesting agency /component as requester

2. Agency/Component FOIA tracking number entered in FOIA DB

iii. If expedited request,

1. Expedited processing date received

2. Determination adjudication date

3. Number of days to adjudicate

4. Request for expedited processing granted/denied [Y/N]

b. Assign request to USNCB’s Government Information Specialist (when necessary/if needed assign request to back-up FOIA staff)

c. Assign 20 business day due date

3. Processing FOIA request

a. Track if request is FOIA and Privacy Act request. Or only FOIA request or just a Privacy Act Request, or both.

b. Track days tolled

c. Track fees

d. Track whether request is Simple, Complex, or Expedited

e. Enter relevant information in “Notes” section of DB

f. Interim response date

4. Finalizing FOIA request

a. Final response date

b. Mark FOIA Exemptions used in request: 1, 2, 3, 4, 5, 6, 7a, 7b, 7c, 7d, 7e, 7f, 8, & 9

c. Enter Final Decision for FOIA Request

i. Full Grant

ii. Partial Denial

iii. Full Denial Based on Exemptions

iv. No Records

v. All records referred to Another Component

vi. Request Withdrawn

vii. Fee-Related Reasons

viii. Records Not Reasonably Described

ix. Improper FOIA Request for Other Reasons / Unperfected FOIA Requests

x. Not Agency Records

xi. Duplicate Request

xii. Other

d. Signatory on request

e. Track referral Agency(ies) and/or Component(s)

f. Delivery method of final response: Email, USPS, FedEX, or Fax

i. Tracking number

g. Appeal

i. Date appealed

ii. Adjudication date

h. Litigation

i. Date of service

ii. Due Date

iii. AUSA Contact

1. Name

2. Phone

3. Email

4. Jurisdiction

Overall Database Requirements and Reporting

1. Search function to search DB

2. Create Annual reports

3. Report by requester

4. Report by date

5. Report by subject

6. Report by date

7. Report by pending requests

8. Report by Decision (See item 4.C above)

9. Report by Exemption (See item 4.B above)

10. Records management capabilities

Redaction Requirements

1. Redaction

a. Secure redactions/non-reversible

2. Square box redaction

3. Free form box redaction

4. Visual/clear copy

5. Enter redaction code in redaction

6. Ability to full page redaction

7. Stamps – if redaction box is small, stamp exemption code(s) near redaction

8. Ability to insert notes/comments on pages

Administrative requirements

1. Save original copy of records – lock so that they cannot be redacted

2. Visual Redacted Working Copies of Records

3. Redacted/Final Copies of Records

SECTION 508 NOTIFICATION

The products or services quoted in response to an oral request for pricing, attached Request for Quotation, or purchase card transaction are information and communication technology (ICT) as defined by Section 508 of the Rehabilitation Act of 1973, 1998 Amendments, Revised Standards.

For products and services which are ICT, vendor must specify how each product or service complies with the Section 508 standards applicable by completing the Voluntary Product Accessibility Template (VPAT) found at www.section508.gov or providing written documentation as to compliance with each applicable Accessibility Standard.

The SECTION 508 ACCESSIBILITY STANDARDS that may be apply to this request are listed below. For detailed information regarding the Standard can be found at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines.

Software Standards ☐502 Interoperability with Assistive Technology ☐503 Application ☐504 Authoring Tools

Support Services & Documentation Standards ☐602 Support Documentation ☐603 Support Services

Functional Performance Requirements The following apply when the 508 Standards do not address one or more functions of the ICT, or when determining “equivalent facilitation.”

☐302.1 Without Vision ☐302.2 With Limited Vision ☐302.3 Without Perception of Color ☐302.4 Without Hearing ☐302.5 With Limited Hearing ☐302.6 Without Speech ☐302.7 With Limited Manipulation ☐302.8 With Limited Reach and Strength ☐302.9 With Limited Language, Cognitive, and Learning Abilities

RFQ 15JPSS20QIPL00008

RFQ 15JPSS20QIPL00008

Electronic Content Standards

WCAG Level A Requirements ☐1.1.1 Non-text Content ☐1.2.1 Audio-only and Video-only (Prerecorded) ☐1.2.2 Captions (Prerecorded) ☐1.3.1 Info and Relationships ☐1.3.2 Meaningful Sequence ☐1.3.3 Sensory Characteristics ☐1.4.1 Use of Color ☐1.4.2 Audio Control ☐2.1.1 Keyboard ☐2.1.2 No Keyboard Trap ☐2.2.1 Timing Adjustable ☐2.2.2 Pause, Stop, Hide ☐2.3.1 Three Flashes or Below Threshold ☐2.4.1 Bypass Blocks (not required for non-web documents and software) ☐2.4.2 Page Titled ☐2.4.3 Focus Order ☐2.4.4 Link Purpose (In Context) ☐3.1.1 Language of Page ☐3.2.1 On Focus ☐3.2.2 On Input

☐3.3.1 Error Identification ☐3.3.2 Labels or Instructions ☐4.1.1 Parsing ☐4.1.2 Name, Role, Value

WCAG Level AA Requirements ☐1.2.4 Captions (Live) ☐1.2.5 Audio Description (Prerecorded) ☐1.4.3 Contrast (Minimum) ☐1.4.4 Resize Text ☐1.4.5 Images of Text ☐2.4.5 Multiple Ways (not required for non-web documents and software) ☐2.4.6 Headings and Labels ☐2.4.7 Focus Visible ☐3.1.2 Language of Parts ☐3.2.3 Consistent Navigation (not required for non-web documents and software) ☐3.2.4 Consistent Identification (not required for non-web documents and software) ☐3.3.3 Error Suggestion ☐3.3.4 Error Prevention (Legal, Financial, Data)

WCAG Conformance Requirements ☐Conformance Level (level AA) ☐Full Pages ☐Complete Processes (for software, see E207.3) ☐Only Accessibility-Supported Ways of Using Technologies ☐Non-Interference

PERIOD OF PERFORMANCE

The period of performance will be for a base year with four (4) one-year option periods. The period of performance will not exceed a 12-month period. The period of performance will be stated based on the award date of the BASE YEAR period.

BASE YEAR: TBD

OPTION YEAR 1: TBD

OPTION YEAR 2: TBD

OPTION YEAR 3: TBD

OPTION YEAR 4: TBD

GOVERNMENT TECHNICAL REPRESENTATIVE

Upon issuance of any task order, a Government Technical Representative (GTR) will be designated to coordinate the technical aspects of this contract and inspect items/services furnished hereunder; however, he/she shall not be authorized to change any terms and conditions of the resultant contract, including price. The GTR, who is also the Project Manager, is authorized to:

1. Act as liaison and to coordinate contractor/government activities;

1. Arrange for and coordinate the use of government resources (personnel, space, documents, etc.);

1. Provide technical guidance in the performance of the contract; and

1. Receive, review and approve (but not reject or deny) progress reports, selected in invoices and final reports or other functions of a technical nature. The authority to reject performance and deny associated invoices is expressly reserved for the Contracting Officer.

1. Authorized to certify (but not to reject or deny) invoices for payment. The authority to reject or deny performance and associated invoice payment is expressly reserved for the Contracting Officer.

The GTR does not have the authority to alter the Contractor's obligations under the contract; direct changes that fall within the purview of the clause entitled "Changes" and/or modify any of the expressed terms, conditions, specifications, or price of the contract. If as a result of technical discussions, it is desirable to alter/change contractual obligations or the Specification/Work Statement, the Contracting Officer shall issue such changes in writing and signed.

The GTR assigned cognizance of this contract is:

Name Address Washington, DC 20530 @usdoj.gov (202)

DOJ SECURITY CLAUSES

SECURITY OF SYSTEMS AND DATA, INCLUDING PERSONALLY IDENTIFIABLE DATA

a. Systems Security

The work to be performed under this contract requires the handling of data that originated within the Department, data that the contractor manages or acquires for the Department, and/or data that is acquired in order to perform the contract and concerns Department programs or personnel.

For all systems handling such data, the contractor shall comply with all security requirements applicable to Department of Justice systems, including but not limited to all Executive Branch system security requirements (e.g., requirements imposed by OMB and NIST), DOJ IT Security Standards, and DOJ Order 2640.2E. The contractor shall provide DOJ access to and information regarding the contractor's systems when requested by the Department in connection with its efforts to ensure compliance with all such security requirements, and shall otherwise cooperate with the Department in such efforts. DOJ access shall include independent validation testing of controls, system penetration testing by DOJ, FISMA data reviews, and access by the DOJ Office of the Inspector General for its reviews.

The use of contractor-owned laptops or other media storage devices to process or store data covered by this clause is prohibited until the contractor provides a letter to the contracting officer (CO) certifying the following requirements:

b. Data Security

By acceptance of, or performance on, this contract, the contractor agrees that with respect to the data identified in paragraph a, in the event of any actual or suspected breach of such data (i.e., loss of control, compromise, unauthorized disclosure, access for an unauthorized purpose, or other unauthorized access, whether physical or electronic), the contractor will immediately (and in no event later than within one hour of discovery) report the breach to the DOJ CO and the contracting officer¿s technical representative (COTR).

If the data breach occurs outside of regular business hours and/or neither the CO nor the COTR can be reached, the contractor shall call the DOJ Computer Emergency Readiness Team (DOJCERT) at 1-866-US4-CERT (1-866-874-2378) within one hour of discovery of the breach. The contractor shall also notify the CO as soon as possible during regular business hours.

c. Personally Identifiable Information Notification Requirement

The contractor further certifies that it has a security policy in place that contains procedures to promptly notify any individual whose personally identifiable information (as defined by OMB) was, or is reasonably believed to have been, breached. Any notification shall be coordinated with the Department, and shall not proceed until the Department has made a determination that notification would not impede a law enforcement investigation or jeopardize national security. The method and content of any notification by the contractor shall be coordinated with, and be subject to the approval of, the Department. The contractor assumes full responsibility for taking corrective action consistent with the Department¿s Data Breach Notification Procedures, which may include offering credit monitoring when appropriate.

d. Pass-through of Security Requirements to Subcontractors

The requirements set forth in Paragraphs a through c, above, apply to all subcontractors who perform work in connection with this contract. For each subcontractor, the contractor must certify that it has required the subcontractor to adhere to all such requirements. Any breach by a subcontractor of any of the provisions set forth in this clause will be attributed to the contractor.

B. Information Resellers or Data Brokers

For contracts where the Department obtains PII from a contractor (such as an information reseller or data broker) but the contractor does not handle the data described in Section A of this guidance document, the following clause must be used:

Information Resellers or Data Brokers

Under this contract, the Department obtains personally identifiable information about individuals from the contractor. The contractor hereby certifies that it has a security policy in place which contains procedures to promptly notify any individual whose personally identifiable information (as defined by OMB) was, or is reasonably believed to have been, lost or acquired by an unauthorized person while the data is under the control of the contractor. In any case in which the data that was lost or improperly acquired reflects or consists of data that originated with the Department, or reflects sensitive law enforcement or national security interest in the data, the contractor shall notify the Department contracting officer so that the Department may determine whether notification would impede a law enforcement investigation or jeopardize national security. In such cases, the contractor shall not notify the individuals until it receives further instruction from the Department.

FAR CLAUSES/PROVISIONS

This Request for Quotation 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): https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses [Insert one or more Internet addresses] (End of clause)

· 52.213-4 Terms and Conditions—Simplified Acquisitions (Other Than Commercial Items) (JAN 2020)

· 52.232-18 Availability of Funds (APR 1984)

· 52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)

BASIS FOR AWARD

Award will be made based on lowest price, technically acceptable offer. Technical requirements include, in order of importance:

1. Ability to meet technical details described in the SOW.

1. The ability to purchase only the number of licenses we require: a minimum of two (2) licenses with a maximum of ten (10).

1. Vendor support for software installation, configuration, and training.

1. Section 508 conformance.

1. Ability for vendor’s product to read incoming FOIA documents and prepopulate select fields of our FOIA database.

1. Past Performance. Provide five (5) federal agency references of organizations that are currently using the vendor’s product. References must include:

5. Agency

5. Contract number

5. Contract value

5. Contracting Officer Point of Contact email and phone number

Quotes must be firm-fixed price and include Contractor’s DUNS. Contractor must have a current registration in the governmentwide System for Award Management at https://beta.sam.gov/.

This is a small business set-aside with the NAICS code is 511210 and the size standard is $41.5M. Quotes are to be sent to Michele B. Spencer at michele.b.spencer@usdoj.gov by 4:00pm ET on July 20, 2020.